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					                                                                     SERVICES

                                                          TABLE OF CONTENTS


ADMINISTRATIVE PROCEDURES

405.000 GENERAL SERVICES

      405.005      Personal Check Acceptance ................................................................................................                      3
      405.010      Returned Checks ................................................................................................................                3
      405.015      Postal Mail Services ...........................................................................................................              3-4
      405.020      Printing ...............................................................................................................................        4
      405.025      Freight Services ..................................................................................................................             4
      405.030      Notary Public Services .......................................................................................................                  5
      405.035      Use of Copy Machines ........................................................................................................                 5-6

410.000 TRAVEL AND TRANSPORTATION

      410.001      Travel Request/Advance .....................................................................................................           7
      410.005      College Vehicles ..................................................................................................................  7-9
      410.010      Airline Travel......................................................................................................................   9
      410.015      Personal Automobile Travel ............................................................................................... 9-10
      410.020      Car Rental Travel ...............................................................................................................     10
      410.025      Off-Campus Meetings of College Employees .....................................................................                        10
      410.030      Meal Reimbursement/Special Circumstances ................................................................... 10-11
      410.035      Service of Coffee/Light Refreshments ................................................................................ 11-12

415.000 COMMUNICATIONS AND MARKETING/ETHICS

      415.001      Communications and Marketing........................................................................................                        13-14
      415.003      Emergency Communications..............................................................................................                      14-15
      415.005      Gift and Donation Acceptance ............................................................................................                      15
      415.007      Fundraising ........................................................................................................................           16
      415.010      Sales/Solicitations...............................................................................................................          16-17
      415.020      Sales of Goods and Services - Commercial Activities ........................................................                                17-19
      415.023      Food Sales on Campus........................................................................................................                   19
      415.025      Raffles .................................................................................................................................   19-20
      415.027      Gift Certificates ..................................................................................................................           20
      415.030      Ethics in Public Service ......................................................................................................             20-24
      415.031      Selling Complimentary Textbooks/Reviewing Textbooks .................................................                                          24
      415.032      Specifying a Self-Written/Published Textbook for a Clark College Class .........................                                               24
      415.033      Whistleblower Law .............................................................................................................                25

420.000 RECORDS MANAGEMENT

      420.001 Public Records .................................................................................................................... 26-29
      420.005 Records Retention and Disposition .................................................................................... 29-31
      420.010 Preservation and Protection of Electronic Records ........................................................... 32-36

425.000 BOOKSTORE

      425.001 Bookstore ............................................................................................................................             37

430.000 PAYROLL

      430.015      Paydays ............................................................................................................................... 38
      430.016      Paycheck Dispersal.............................................................................................................         38
      430.018      Payroll Draws ..................................................................................................................... 38-39
      430.020      Leave Without Pay Calculations ........................................................................................                 39
      430.025      Debts Owed the College......................................................................................................            39
                                                  TABLE OF CONTENTS (CONTINUED)


440.000 PURCHASING

       440.001   Goods and Services .............................................................................................................             40
       440.005   Purchase Orders .................................................................................................................            40
       440.007   Petty Cash ..........................................................................................................................        41
       440.009   Bookstore Purchases ..........................................................................................................               41
       440.011   Credit Card Purchases .......................................................................................................             41-42
       440.013   Routine Repairs ..................................................................................................................           42
       440.015   Emergency Repairs.............................................................................................................               42
       440.017   Blanket Purchase Orders ...................................................................................................               42-43
       440.018   Pre-Paid Phone Cards ........................................................................................................                43
       440.019   Will Call Orders ..................................................................................................................          43
       440.025   Bid and Quote Limits .........................................................................................................               43
       440.030   Personal Services Contracts ...............................................................................................                  43
       440.035   College Supply ....................................................................................................................       43-44
       440.040   Surplus Property/Property Disposal ..................................................................................                     44-46
       440.045   Service/Maintenance Contracts .........................................................................................                      46
       440.055   Use Tax ...............................................................................................................................      46
       440.060   Memberships ......................................................................................................................           46

450.000 FINANCIAL

       450.005   Grant Administration .........................................................................................................            47-52
       450.015   Refund Policies ...................................................................................................................       52-54
       450.020   Budget and Fiscal Control..................................................................................................               54-55
       450.025   Budget Changes..................................................................................................................             55
       450.030   Checking Accounts - Deposits of College Funds ................................................................                               56
       450.033   Investment Policy ...............................................................................................................            56
       450.035   Cash Control and Accountability .......................................................................................                   56-57
       450.038   Internal Audit .....................................................................................................................      57-58
       450.040   Rental Expense Payments..................................................................................................                    58
       450.045   Annual Budget Preparation ...............................................................................................                 58-59
       450.050   Transfers/Corrections of Expenditures and Revenues ......................................................                                    59
       450.065   Service and Activity (S & A) Fee Budget Preparation.......................................................                                59-61
       450.070   Reserves and Fund Balances .............................................................................................                  61-62
       450.075   Identity Theft Prevention Program ...................................................................................                     62-66


455.000 INFORMATION TECHNOLOGY SERVICES

       455.005   Telephone Services .............................................................................................................             67
       455.010   Fax Services ........................................................................................................................        67
       455.015   Use of Computer Software .................................................................................................                   68
       455.020   Personal Computer Purchasing .........................................................................................                    68-69
       455.022   Application Service Providers ............................................................................................                69-71
       455.025   Use of Remote Desktop Protocol ........................................................................................                   71-72
       455.030   Employee Computing Resources ........................................................................................                     72-75
       455.035   Use of Email Distribution Lists .........................................................................................                 74-75
       455.045   Network Security................................................................................................................          75-79


460.000 MISCELLANEOUS

       460.001   Acknowledgement of Hazards and Risks ...........................................................................                             80
       460.050   Tort Claims .........................................................................................................................     80-81
       460.055   Use of Human Subjects ......................................................................................................              81-83
       460.060   Clinical or Student Intern/Cooperative Education Affiliation Agreements ......................                                            83-84
       460.100   Complaint Referral Guidelines ..........................................................................................                  85-87
       460.105   Grievances Regarding College Service Policies and Procedures .......................................                                         87
Clark College                                                                                   400.000 SERVICES
ADMINISTRATIVE PROCEDURES

405.000                                       GENERAL SERVICES

405.005 PERSONAL CHECK ACCEPTANCE

          1.   Personal checks are accepted only for the exact amount of purchase or tuition.

          2.   Personal checks for cash will not be cashed. An ATM is available in Central Gaiser Hall.

          3.   Travel checks will not be cashed.

          4.   Financial aid and scholarship checks will not be cashed.

          Any check for goods or services at the College which is returned for nonsufficient funds (or any other
          reason) will be assessed a processing fee. Exceptions to these rules must be approved by the director of
          business services.

405.010 RETURNED CHECKS

          1.   Checks not honored by the College bank due to “nonsufficient funds” or “account closed” are
               processed through the College bank account twice then returned to the College.

          2.   A returned check fee is added to the amount of the check.

          3.   A "hold" slip is processed through the Registration Office indicating that the person is not allowed
               to register or receive grades or transcripts.

          4.   A "Notice of Dishonor of Check" is mailed to the person, requesting payment within 15 days of
               postmarked notice.

          5.   An affidavit of service by mail will be included with each letter.

          6.   If the full amount of the check and fee is not paid within 15 days:

               a.   Tuition and fees – registration is canceled. If canceled during 100% refund period, only
                    returned check fee is due and "hold" remains in effect until paid. If canceled during 50%
                    refund period, 50% of tuition is still due plus returned check fee. If canceled after 50% refund
                    period, 100% of tuition is still due plus returned check fee.

               b.   If arrangements for payment are not made and subsequently carried out, the debt will be sent
                    to a collection agency.

          7.   Upon receipt of the third returned check from the same person, a "cash only" indicator will be
               placed on their account signifying that no checks will be accepted.

          8.   Notification of "cash only" status is sent to the person, including terms of reinstatement of check
               writing privileges.

          9.   Check writing privileges may be restored only when all "returned check" debts owed to the College
               are paid in full and the person provides to the College a letter from their bank stating that they
               have had no returned checks for the past twelve months.

405.015 POSTAL MAIL SERVICES

          Outgoing official College mail is processed through Central Services. Metered postage or College
          envelopes may not be used for personal mail. Outgoing mail should be placed in the designated




                                                      3                                            September 2008
Clark College                                                                              400.000 SERVICES
ADMINISTRATIVE PROCEDURES

405.015 POSTAL MAIL SERVICES (CONTINUED)

       mailbag in each area. Campus mail is picked up and delivered by Central Services personnel. Pick-up
       and delivery points are established by Central Services. Outgoing mail will be taken to the Post Office
       Envelopes, stationery, and other mailing supplies for official College business may be purchased from
       Production Printing.

       Bulk mail requires special handling and scheduling. Preparation of bulk mail for the Post Office is a
       responsibility shared by the originating department and the Central Services staff. Bulk mail
       guidelines and timelines are available in a printed guide available from Central Services.

       A consultation is required before the bulk mail permit can be applied to any mail piece. Central
       Services must confirm that the mail pieces meet U.S. Postal Service regulations before they can go to
       print. Central Services will apply the addresses, sort the mailing, and deliver it to the Post Office.

       Intra-campus communications, bulletins, etc., should be clearly marked. Be sure to cross out the
       previously used inner-office mail stop code. All intra-campus mail will be picked up, sorted, and
       redistributed in the next delivery.

       Use of College mail service for professional purposes is permitted. Personal mail is not to be sent
       through campus incoming or outgoing mail processes. A U.S. Postal Service box is available between
       the front entryways to Bauer Hall and Baird Administration Building for outgoing mail. Also see—
       405.025 Freight Services.

       The official Clark College address is:

           Clark College
           1933 Fort Vancouver Way
           Vancouver, WA 98663-3598

       Monday through Friday at 3:00 p.m. All outgoing mail must have a complete Clark College return
       address, including department.

405.020 PRINTING

       Current information about printing services, rates, and procedures is available from Production
       Printing.

405.025 FREIGHT SERVICES

       Incoming and outgoing freight must be processed through Central Services. The College freight system
       should not be used for incoming or outgoing personal freight. An outgoing "personal package" service is
       available at the College Bookstore. Central Services staff opens each freight item to check for order
       conformance unless it is labeled "free" or "personal."

       Outgoing freight will be prepared by Central Services staff. The requesting department should either
       bring the item(s) to Central Services or call Central Services to have the package picked up on a freight
       run. The requesting department should indicate a preferred method of shipping and the budget
       number applicable for the shipping charges.

       If an item requires special handling, e.g., it is extra large, bulky, or heavy, call Central Services to
       discuss the best way to handle the process and required shipping information for transport.

       The requesting department should notify Purchasing Services if they are returning any unsatisfactory
       merchandise ordered through any Purchasing Services process.




                                                 4                                             September 2008
Clark College                                                                               400.000 SERVICES
ADMINISTRATIVE PROCEDURES

405.030 NOTARY PUBLIC SERVICES

       College departments that require documents to be notarized must arrange for this service. The College
       Bookstore will provide notary service for public or personal use for a charge.

405.035 USE OF COPY MACHINES

       Convenience copiers are located in various campus locations for official College use. No personal copy
       work is permitted with these copiers. Coin-op machines for personal use are available in several
       locations across the campus. A list of current locations is available from Business Services. The
       College Bookstore provides copy service for public or personal use for a charge including color and
       transparencies.

       Copy machines are intended only for production of a limited number of copies—in most cases, not more
       than 20 copies from one master copy. Employees with a large amount of copying work should yield the
       use of the copy machine to those with short runs. Longer runs should be sent to Production Printing.
       Pick-up and delivery is provided to all campus buildings on a daily basis.

       Users are responsible for complying with all copyright laws. Any questions on the nature of the copying
       work or on possible violations of copyright laws are to be referred to the department supervisor for
       clarification. The Cannell Library also has available an information booklet on the reproduction of
       copyrighted material.

       Copyright Infringement

       The reproduction of published works or printed matter in violation of copyright laws, or beyond that
       encompassed by the "Fair Use" doctrine, is strictly forbidden; liability for copyright infringement
       extends to the user, the individual who orders the copying, and the College. The "Fair Use" doctrine is
       a legislative exception in which copying for educational use is deemed to be a fair use not requiring the
       copyright owner's permission. In determining whether a particular job falls under the doctrine, an
       analysis of four factors is conducted on a case-by-case basis:

       1.   Purpose and character of the use to be made of copies.

       2.   Nature of copyrighted work.

       3.   Amount and substantiality of portion used in relation to the copyrighted work as a whole.

       4.   Effect of use on the potential market for, or value of, the copyrighted work.

       Copyright law and the "Fair Use" doctrine is a complex area. Following are some principles that may
       or may not constitute fair use:

       1.   Fair use applies only to reproduction for such purposes as criticism, comment, news reporting,
            teaching, scholarship, or research.

       2.   That copying is for nonprofit use has no bearing on the question of fair use.

       3.   Copying portions of a news article may be fair use, but copying from a workbook designed for a
            course of study may not.

       4.   Photocopying or duplicating by an individual for his or her personal use, as long as it is a single
            copy of an article, short poem, or small portion of the work as a whole, is generally considered fair
            use.




                                                  5                                             September 2008
Clark College                                                                              400.000 SERVICES
ADMINISTRATIVE PROCEDURES

405.035 USE OF COPY MACHINES (CONTINUED)

       5.   Fair use allows teachers acting on their own to copy small portions of a work for the classroom but
            does not allow the College to do so.

       6.   Systematic duplication, whether making multiple copies at one time or single copies that in the
            aggregate add up to multiples, is not considered fair use.

       7.   If adverse effect on the potential market for the copyrighted work can be shown, even making a
            single copy of certain materials may be a violation.

       8.   Numerical proportions or page counts cannot be relied on if the actual material copied is the "heart
            of" the original.

       9.   Judicially determined fair use standards may be more or less permissive than the minimums
            stated in the “Agreement on Guidelines for Classroom Copying in Not-For-Profit Educational
            Institutions,” available in the Library.




                                                 6                                             September 2008
Clark College                                                                               400.000 SERVICES
ADMINISTRATIVE PROCEDURES
410.000                   TRAVEL AND TRANSPORTATION

410.001 TRAVEL REQUEST/ADVANCE

       After approval through established internal procedures, the College will normally reimburse
       transportation costs within guidelines established by the State of Washington. All absences away from
       campus for business reasons, except emergencies, must be approved in advance on a Travel Request
       Authorization by the supervisor and the appropriate administrator. Travel out of the contiguous
       United States including Canada and Mexico must be approved in advance by the president.

       Any employee traveling off campus without travel authorization approved in advance may be held
       personally responsible for expenses incurred. Any changes that involve liability to the College (names
       added or changed, additional funding, etc.) must be resubmitted by the department to the appropriate
       administrator for signature prior to departure. Any changes that involve increasing the total dollar
       amount of the Travel Request Authorization by ten percent of the original cost must be resubmitted by
       the department to the appropriate administrator for signature prior to departure.

       Travelers may request 100 percent per diem advance. Repayment of any unexpended portion of this
       travel advance must be made within guidelines established by the State of Washington. The
       repayment is to be made by personal check payable to Clark College and accompanied by a properly
       completed Travel Expense Voucher. The Travel Expense Voucher and check need to be submitted to
       the travel coordinator. Regulations require that if repayment is not submitted within established
       guidelines, interest at the rate of ten percent per annum on the unexpended portion will be collected.

       A corporate travel charge card is available to individual employees who frequently travel on College
       business. The card is issued to an individual employee and is to be used for College travel expenses
       only.

       Current rates of travel reimbursement are available from Purchasing Services the College Intranet
       and/or department secretaries. Meal and lodging rates and rules for reimbursement are changed
       frequently by the state. Travel Request Authorization and Travel Expense Voucher forms are available
       on the College Intranet or from Purchasing Services.

       Group Travel. Group travel of twelve or more students must have one advisor (two maximum) when
       traveling. (Example: twelve students = one advisor, two maximum.)

       Additional travel information is available from the travel coordinator and/or the College Intranet.

410.005 COLLEGE VEHICLES

       College motor pool vans may be reserved in either of two ways:

       1.   Submit a written, approved Travel Request Authorization at least ten days prior to the travel date
            to the travel coordinator; or

       2.   Call the travel coordinator up to ten days prior to the travel date and follow with the submission of
            a written, approved Travel Request Authorization to the travel coordinator.

       The completed, approved Travel Request Authorization must be received before the keys are provided.
       The travel packet, including mileage card, credit cards, and van keys may be obtained from the travel
       coordinator at the departure time designated on the Travel Request Authorization. However, if the
       designated departure time is either prior to 7:00 a.m. on a class day, or on Saturday or Sunday, the
       travel packet may be picked up after 12:00 p.m. the class day prior to the scheduled departure.

       Vans may not be removed from the campus parking lot area until the designated departure time. All
       persons driving and/or riding in the van must be listed on the Travel Request Authorization.




                                                  7                                             September 2008
Clark College                                                                                 400.000 SERVICES
ADMINISTRATIVE PROCEDURES

410.005 COLLEGE VEHICLES (CONTINUED)

       Only the following persons may travel in College vehicles with authorization of the appropriate College
       officials:

       1.   State employees.

       2.   Registered students.

       3.   Volunteers registered with Human Resources.

       4.   Children enrolled in the College day-care center.

       5.   Children of students registered in parent cooperative preschools.

       6.   Persons other than the above who are engaged in official College business.

       Family members are not to ride in the College vehicles.

       Current charge-back rates for motor pool van use are available from the travel coordinator. If the
       mileage traveled is not indicated on the mileage card, the responsible budget will be charged for 25
       additional miles above and beyond the destination point.

       Motor pool vans will be assigned on a first-come, first-served basis as written requests are received,
       unless modified as below:

       1.   The travel coordinator may switch vans to ensure that newer vans are used on longer trips.

       2.   Priority disputes on van usage will be up to the vice presidents of respective areas to resolve.

       3.   If a motor pool van cannot be used due to a mechanical problem, the group/person losing the
            assignment will be that with the most recent request.

       Ordinarily, use of College vehicles is restricted to actual College events and not those of other entities,
       including nonprofit agencies. Exceptions must be reviewed and approved by the Clark College
       president.

       Depending upon the circumstances, damage to a College vehicle, other than normal maintenance, may
       be charged to the department using the vehicle or the person responsible for the claim. If the motor
       pool van is returned in an unusually dirty state, a cleaning charge will be levied.

       Only employees of the College or persons (including students) registered with Human Resources as
       volunteers who are 21 years or older may drive College vehicles.

       Drivers are to follow all applicable rules for state employees using state vehicles and are to permit no
       other persons except other designated drivers to operate the vehicle.

       Drivers are required to report maintenance problems and any damage occurring to a College vehicle to
       the travel coordinator immediately upon return of the vehicle.

       Drivers are required to possess a current, valid driver's license.

       Drivers are required to submit evidence of automobile insurance.




                                                   8                                              September 2008
Clark College                                                                                400.000 SERVICES
ADMINISTRATIVE PROCEDURES

410.005 COLLEGE VEHICLES (CONTINUED)

       Drivers must complete van training through Security in order to drive College vans. For those who
       have already completed this training, the State’s Risk Management Division requires a renewal
       training every two years.

       Drivers must ensure that there are sufficient seat belts for all occupants, and drivers must notify
       occupants that they are required to use the seat belts. Van seating is limited to eleven (11) people total,
       including the driver.

       Drivers are under a strict obligation to bring to the College's attention any information that may affect
       the driver's ability to safely operate the College vehicle. Information which is required to be provided
       includes: restrictions on the driver's license; history of motor vehicle accidents, regardless of fault;
       violations of traffic laws, in and outside the State of Washington, within the previous three years;
       convictions which may be grounds for suspension or revocation of a driver's license; physical limitations
       that affect the ability to drive under all driving conditions; and current treatment for alcohol or other
       drug misuse.

       In the case of injuries or damage to property resulting from the operation of a College vehicle, drivers
       have the responsibility of reporting, getting assistance for injured persons, notifying authorities,
       preventing further damage to the vehicle, and providing for the return of the vehicle to the campus.

       Gross negligence in the operation of a College vehicle or deviation from the scope of authority for use of
       the vehicle (such as using the vehicle for personal use) may result in the driver being held personally
       liable for resulting damage and/or injury.

       Deviation from the scope of authority for use of a College vehicle or violation of traffic safety laws may
       constitute grounds for disciplinary action against the driver by Clark College and the State of
       Washington.

       Drivers are advised that the State of Washington may attempt, under certain circumstances, to first
       collect any or all claims arising from the operation of a College vehicle from the driver's
       personal/private insurance policy. Ordinarily, however, an employee's personal automobile insurance is
       not responsible for accidents that occur while the employee is acting in the good-faith scope of his/her
       employment while driving a state vehicle.

       Motor pool vans are to be returned no later than the scheduled return time/date. If a problem occurs
       which prevents returning the vehicle on time, drivers are to immediately contact the travel coordinator.
       Drivers of College vehicles are to ensure the vehicle they are using has all safety equipment (flares,
       emergency reflectors, jack, spare, etc.), that this equipment is in the vehicle upon return, and that
       missing items are reported.

410.010 AIRLINE TRAVEL

       Airline travel should be initiated via a Travel Request Authorization at least three weeks prior to the
       travel date. The College will not rent, borrow, or charter aircraft for the use of the College or College
       personnel. If air travel is required by College personnel, it will only be scheduled through commercial
       airlines. The travel coordinator will make reservations for airline flights. The preferred airline and
       flight time should be indicated on the Travel Request Authorization. The travel coordinator will
       provide notification of flight details. When personal travel is combined with College business, the
       traveler must make this known to the travel coordinator.

410.015 PERSONAL AUTOMOBILE TRAVEL

       Personal automobile travel should be initiated via a Travel Request Authorization at least ten days
       prior to the travel date. For College business trips not to exceed 100 miles round trip distance, a




                                                  9                                              September 2008
Clark College                                                                                  400.000 SERVICES
ADMINISTRATIVE PROCEDURES

410.015 PERSONAL AUTOMOBILE TRAVEL (CONTINUED)

       blanket Travel Request Authorization may be processed for an individual or a department (listing each
       individual's name) on a fiscal year basis.

       Off-Site

       Full-time faculty teaching a Clark College course in-load at one of the College's off-site centers may be
       reimbursed for personal automobile travel for the round trip from Clark to the off-site center and back.
       If the course causing the reimbursement is at the beginning or end of the workday, the reimbursement
       will be the lesser of the round trip from Clark College to the off-site center or the trip from Clark
       College to the off-site center and the faculty member's home.

       Adjunct faculty assigned by Clark College to teaching assignments in multiple, geographically different
       locations will be reimbursed for personal automobile travel only for the travel from the first teaching
       location to the next teaching location.

       Faculty assigned to the off-site center for more than 50 percent of a full-time load, having the off-site
       center as their regular workplace and teaching Clark courses in-load at Clark College, may be
       reimbursed for personal automobile travel for the round trip from the off-site center to Clark and back.

       Reimbursement will not be provided for other travel situations involving Clark College/off-site center
       teaching relationships. Requests for reimbursement must be preceded by an approved Travel Request
       Authorization or blanket Travel Request Authorization.

410.020 CAR RENTAL TRAVEL

       Car rental travel should be initiated via a Travel Request Authorization at least ten days prior to the
       travel date. All airline and car rental reservations will be placed by the travel coordinator. Those
       needing car rental services must always consult with the travel coordinator to determine the current
       contract vendors.

410.025 OFF-CAMPUS MEETINGS OF COLLEGE EMPLOYEES

       Special rules apply when travel and other related costs are to be reimbursed or paid by the College for a
       conference, convention, or other meeting of state employees.

       First priority is given to the use of state-owned, barrier-free facilities in lieu of renting or leasing other
       facilities. Site selection should be made with consideration of cost to the College, the suitability of
       barrier-free facilities, and the convenience of any non-state employees who will attend.

       If a convention, conference, or meeting is held at a non-state, barrier-free facility at a cost to the state,
       the person responsible for the choice of the location and facilities must submit justification in advance,
       in writing, to the president for approval. The justification must include: the purpose and objective of
       the meeting; the name of the organization(s) or person(s) expected to attend; an estimate of the
       attendance; an estimate of the anticipated cost to the state, including the travel cost of employees; and
       the reason why state-owned, barrier-free facilities cannot be used. Clark College departments,
       committees, or employee groups may not conduct meetings for College-related business at facilities that
       serve or give the appearance of serving recreational or entertainment purposes.

410.030 MEAL REIMBURSEMENT/SPECIAL CIRCUMSTANCES

       Special rules apply for the reimbursement of an employee for the cost of a meal, regardless of travel
       status or the three-hour threshold rule, where it is advantageous to the College (state). All of the
       following criteria must be met:




                                                  10                                               September 2008
Clark College                                                                               400.000 SERVICES
ADMINISTRATIVE PROCEDURES

410.030 MEAL REIMBURSEMENT/SPECIAL CIRCUMSTANCES (CONTINUED)

       1.   The president must approve payment for the meal in advance of the meeting.

       2.   Justification supporting the authorization, including the names of the state organization(s) or
            person(s) attending the meeting and the purpose or accomplishment(s), must be included in the
            documentation.

       3.   The meal must be consumed away from the regular workplace (defined as the building where the
            employee works).

       4.   The purpose of the meeting must be to conduct official College or state business or to provide
            formal training to employees.

       5.   The meal must be an integral part of the meeting or training session.

       6.   Reimbursement for a meal may include a customary gratuity and applicable sales tax.
            Reimbursement for the combined total of the meal and customary gratuity is limited to the
            applicable per meal limits set by OFM, except when the president or designee approves payment of
            the actual cost of the meal because the employee is required to attend a meeting being held or
            sponsored by a non-state organization. The meal cost must be documented by a receipt attached to
            the submitted Travel Expense Voucher.

       7.   Reimbursement of expenditures for meals for anniversaries of agencies; individual employment
            anniversaries; receptions for new, current, and/or retiring employees or officials; election
            celebrations, etc., is prohibited under these regulations.

       8.   Hosting is not eligible for reimbursement. Hosting includes, but is not limited to, those activities
            that are social rather than state business and include providing for guests.

       9.   A Travel Request Authorization must be used for approval; a Travel Expense Voucher must be
            used for payment.

       10. Prior approval on a fiscal year basis can be requested.

410.035 SERVICE OF COFFEE/LIGHT REFRESHMENTS

       Special rules apply for the payment of the expense of coffee or light refreshments by the College.
       "Coffee" encompasses any nonalcoholic beverage such as tea, soft drinks, juice, or milk. A "light
       refreshment" is an edible item that may be served between meals such as doughnuts, sweet rolls, pieces
       of fruit or cheese, etc. All of the following criteria must be met:

       1.   Approval by the president for the serving of coffee and/or light refreshments must be obtained by
            the College person responsible for the meeting or formal training session prior to the event.

       2.   Reimbursement is allowed for special situations or occasions and not for the normal daily business
            of employees, as determined by the president.

       3.   The purpose of the meeting must be to conduct College or state business or to provide formal
            training that benefits the College or state.

       4.   The coffee or light refreshments must be an integral part of the meeting or formal training session.

       5.   Reimbursement of expenditures for coffee and/or light refreshments for anniversaries of agencies;
            individual employment anniversaries; receptions for new, current, and/or retiring employees or
            officials; election celebrations, etc., is prohibited under these regulations.


                                                 11                                             September 2008
Clark College                                                                              400.000 SERVICES
ADMINISTRATIVE PROCEDURES

410.035 SERVICE OF COFFEE/LIGHT REFRESHMENTS (CONTINUED)

       6.   Hosting is not eligible for reimbursement. Hosting includes, but is not limited to, those activities
            that are social rather than a state business event and include providing for guests.

       7.   Expenditures for coffee and/or light refreshments may be made as part of a recognition award
            subject to the limit per RCW 41.60.150 (currently $200.00). Expenditures for recognition awards
            are coded to object "EG.”

       8.   A Purchase Request must be used for approval. Normal procedures are used for reimbursement or
            payment, but approval must be obtained from the president prior to the purchase. Expenditures for
            coffee and/or light refreshments are coded to object code "GD."

       9.   Justification supporting the authorization, including the names of the state organization(s) or
            person(s) attending the meeting and the purpose or accomplishment(s), must be included in the
            submitted paperwork.

       10. Receipts for the actual costs of the coffee and/or light refreshments must be obtained and
           submitted.

       11. Refreshment items ordered via the College Supply process must have justification for the purchase
           attached to the College Supply form. The College Supply Order form and justification should be
           sent to the College president for approval of the purchase prior to being sent to the College Supply
           coordinator. The justification for the food purchase shall include the names of the state
           organization(s) and the purpose of accomplishment(s) to be achieved in the meeting(s).




                                                 12                                            September 2008
Clark College                                                                              400.000 SERVICES
ADMINISTRATIVE PROCEDURES
415.000             COMMUNICATIONS AND MARKETING/ETHICS

415.001 COMMUNICATIONS AND MARKETING

      The Communications and Marketing Department is responsible for:

      1.   Increasing public recognition and awareness of the College's academic, vocational, technical, and
           community service programs;

      2.   Developing public awareness and appreciation of the College's direct cultural and recreational
           contributions to the community which relate to the established mission, vision, and values of the
           College; and

      3.   Coordinating and assisting the College faculty/staff in the use of mass and targeted media outlets,
           media materials, special exhibits, and promotional opportunities.

      4.   Establishing a strong institutional identity as a strategic asset for the College, unifying and
           connecting Clark students, faculty, staff, alumni, and supporters around the world through
           cohesive, consistent, positive, inspirational and recognizable images and messages whenever the
           Clark College name is encountered.

      The Communications and Marketing Department prepares and disseminates College news releases;
      produces College communications materials (catalogs, class schedules, brochures, flyers, posters,
      advertising materials, Web, online, news media); initiates and/or assists with special projects; and is
      responsible for editing and producing the College newsletters, Clark 24/7 and The Clark Journal,
      which contain official information on the policies and practices of the College as well as institutional
      progress on goals, strategic initiatives, and the College’s mission and vision. The newsletters also
      provide information about people, events, and notable achievements at the College.

      The Communications and Marketing Department coordinates photography services at the College and
      maintains archives of historic documents, photos, and publications.

      Use of College Name/Logo

      The College does not permit the use of its name in any announcement, advertisement, publication, or
      report if the use in any way implies College or state endorsement of any product or service. Any firm or
      advertising agency requesting the use of pictures of facilities of the College for sale or advertising
      purposes, or requesting the use of any copy relating to College pictures of facilities, should be referred
      to the Communications and Marketing Department.

      The College president is responsible for determining whether the College's name may be used in
      conjunction with the particular project or service.

      Use of College Reader Board

      The College’s outdoor, electronic reader board will be used to share information, promote college-
      sponsored or affiliated events and activities, and communicate emergency and other important
      messages for the internal purposes of the College only. The reader board is not available for outside
      agencies, organizations or programs to promote their events, activities and services, even if they are
      renting facility space owned or operated by the College.

      College employees may request posting a message on the reader board by submitting the form found at
      the link below. Communications and marketing is responsible for all final decisions about the content
      and frequency of messages displayed on the reader board.

      http://intranet.clark.edu/tools/sign/

      ASCC requests for reader board messages must be submitted to and approved by the Office of Student
      Life and Multicultural Student Affairs.

                                                13                                             September 2008
Clark College                                                                              400.000 SERVICES
ADMINISTRATIVE PROCEDURES

415.001 COMMUNICATIONS AND MARKETING (CONTINUED)

      Filming, Photography and Videotaping of Clark College

      Clark College’s main campus and satellite sites present a wide variety of location possibilities for film,
      video and photography. The College is primarily a public education institution and as such our
      primary responsibility is to the learning environment of our students. However, the College will
      consider inquiries about filming projects. The executive director of communication and marketing will
      review all requests and will submit a recommendation to the vice president of administrative services.
      Approval from the vice president of administrative services is required to conduct commercial or
      documentary filmmaking (including videotaping and still photography) on the College’s main campus
      or any of its satellite locations.

      Students who are photographed for a specific use in College publications and/or advertising are asked
      to sign a photo release form, which will be kept on file in the Communications and Marketing
      department.

      Photos of students, employees and College visitors taken during College events, or taken in general
      public settings of the College, may also be used in College publications and promotions, without prior
      consent.

      Communications Materials

      Communications materials are defined as catalogs, bulletins, flyers, newsletters, brochures, handbooks,
      posters, stationery, advertising materials, the College website, and other types of printed and electronic
      materials. One of the most effective and important means of gaining a readily recognized identity with
      the public is through consistency in publications and other communications materials. The attitudes,
      style, and philosophy of the College are communicated visually as well as through the written word.

      The Communications and Marketing Department is responsible for the entire spectrum of
      communications materials, from planning, creation, and editing to dissemination.                   The
      Communications and Marketing staff members support the College community by designing and
      producing materials with a coordinated image of the College through established professional
      standards of writing, messages, design and printing or electronic distribution. Central coordination
      also eliminates unnecessary duplication. All materials for internal and external distribution should be
      developed in partnership with the Communications and Marketing Department.

      The executive director of communications and marketing has approval authority for College
      communications materials.

      These procedures do not apply to any student publications, including "The Independent" or the student
      literary magazine "Phoenix."
                                                   Revised Policy/Procedure Approved by Executive Cabinet
                                                                                              June 2, 2010

415.003 EMERGENCY COMMUNICATIONS

      Extraordinary circumstances which may occur, such as criminal acts, accidents, injuries, property loss,
      labor disputes, natural disasters, extreme weather, or incidents of similar nature, inherently create a
      great deal of public/media interest. They also generate confusion and the possible release of
      misinformation, insufficient information, or information that could prove to be harmful or libelous or
      which may compromise any investigative procedures related to extraordinary circumstances.

      By implementing the following policies and procedures, the College will be able to better provide
      consistent, complete, accurate, and helpful information to the College community and the community at
      large, including the media.



                                                14                                             September 2008
Clark College                                                                                 400.000 SERVICES
ADMINISTRATIVE PROCEDURES

415.003 EMERGENCY COMMUNICATIONS (CONTINUED)

       Directing inquiries to a single source will allow administrative and other personnel to focus their
       attention to the situation at hand rather than having that attention diverted to responding to inquiries.
       Accordingly, the following steps will be taken when special circumstances, such as those described
       above, occur:

       1.   The president or designee will implement the Emergency Communication Policy at his/her
            discretion.

       2.   The Communications and Marketing Department, unless otherwise specified by the president or
            designee, will be the information clearinghouse, responding to all inquiries and generating all
            information releases.

       3.   The type of information provided by the Communications and Marketing Department will be
            cleared through the president or designee.

       4.   All personnel receiving inquiries, including the president or designee, are to direct those inquiries
            to the Communications and Marketing Department.

       5.   Contacts with the media by College staff are to be coordinated through the Communications and
            Marketing Department at the direction of the president or designee.

415.005 GIFT AND DONATION ACCEPTANCE

       All cash and/or property gifts must be handled through the Clark College Foundation, whose tax status
       has been clarified and federally approved as a 501I(3) nonprofit, tax-exempt organization.

       Any donation of equipment or materials to the College or to the Clark College Foundation for use in
       College programs must be approved by the appropriate administrator before a commitment to accept it
       is made by any member of the College staff.

       If acceptance of a gift will involve costs in excess of $100 or an extraordinary risk of liability for the
       College, the president or designee must approve its acceptance. If the gift is to the Clark College
       Foundation and costs of $100 or more are involved in its acceptance, approval by the Foundation is
       required.

       Equipment donated to either the College or the Clark College Foundation must be appropriately
       inventoried.

       Plans for acceptance of consumable supplies must include the manner in which they will be stored and
       disbursed within the normal operating systems and inventory procedures of the College department
       involved.

       A written acceptance (including a description of the donation) will be issued by the Foundation within
       30 days of the final offer. However, it is not College policy to indicate in writing to the donor a specific
       value for the property contributed.

       The Foundation’s in-kind donation form can be found at
       http://intranet.clark.edu/department_information/clark_college_foundation/In-
       kind%20Donation%20Form.pdf

                                                       Revised Policy/Procedure Approved by Executive Cabinet
                                                                                           November 30, 2010




                                                  15                                             September 2008
Clark College                                                                               400.000 SERVICES
ADMINISTRATIVE PROCEDURES

415.007 FUNDRAISING

       Ordinarily, the Clark College Foundation, a separate entity, is the fundraising arm of the College.

       College-Related Fundraising

       The Clark College Foundation, in compliance with its Articles of Incorporation and Bylaws, engages in
       fundraising activities consistent with its mission to complement Clark College efforts to provide
       education higher in quality than is afforded through state and federal support alone.

       Foundation fundraising supports grants, scholarships, programs, faculty development, capital
       improvements, and general Foundation operations. College employees wishing to engage in
       Foundation-assisted, College-related fundraising activities must have prior approval from the
       College’s Executive Cabinet followed by approval from the Foundation president in consultation with
       the Foundation Board of Directors.

       Typical fundraising activities include direct solicitation for financial support or equipment donations,
       either in person or through a letter of appeal; grant applications for program support, equipment,
       capital improvements, or faculty development; raffles; product sales; special events, etc.

       Non-Official, College-Related Fundraising

       Fundraising by College employees of a personal nature and not coordinated or conducted in
       cooperation with the Foundation or undertaken on behalf of the College or official College programs,
       activities, or endorsement may not occur under the implied sponsorship of the College. Examples of
       fundraising activities of this nature include aid for a needy family or College employee, funds for
       memorials, etc.

       College employees are not permitted to engage in non-official, College-related fundraising while on the
       state payroll, nor are College resources to be used in any manner for this type of fundraising.

       The College cannot serve as the fiscal agent for non-official, College-related fundraising.

       A public or community-sponsored fundraising activity may be engaged in at the College, provided
       there are no un-reimbursed, out-of-pocket expenses to the College and the activity has the express
       advance approval of the president.

       Student Clubs and Organizations

       Chartered student organizations may engage in minor fundraising under the approval of the director
       of student life and the vice president of student affairs. These activities must follow all applicable
       rules and laws established by the State of Washington. Fundraising activities related to raffles, bingo
       and amusement games are limited to a maximum of $5,000 annually. There is no maximum annual
       limit on activities unrelated to raffles, bingo or amusement games. All cash donations must be
       processed through the Clark College Foundation.

                                                      Revised Policy/Procedure Approved by Executive Cabinet
                                                                                             March 13, 2012
415.010 SALES/SOLICITATIONS

       The advertising or the distribution and sale of products by organizations not directly related to or a
       part of any College operation or program is prohibited.

       Advertising and sales conducted as a part of the Bookstore, food services, and similar College
       enterprises is permitted. Certain extracurricular commercial activities approved by the director of
       student life and multicultural student affairs are permitted.


                                                 16                                             September 2008
Clark College                                                                                400.000 SERVICES
ADMINISTRATIVE PROCEDURES

415.010 SALES/SOLICITATIONS (CONTINUED)

       Any employee who is interrupted or disturbed at work by an individual engaged in commercial or
       fundraising activities is encouraged to make a record of the individual’s name and the company or
       agency represented and report all details of the incident(s) to the vice president of administrative
       services.

       The vice president of administrative services will advise the individual or his/her supervisor that
       commercial activity on College or state property is subject to regulations and that action will be taken
       against any company or agency involved in unauthorized or inappropriate commercial or fundraising
       activities.

       This procedure encompasses, but is not limited to, insurance, deferred compensation, and annuity
       contract sales.

415.020 SALES OF GOODS AND SERVICES – COMMERCIAL ACTIVITIES

       Introduction

       The primary purpose of the College is the creation and dissemination of knowledge. In carrying out
       this purpose, it is often necessary for the College and its affiliated units to provide goods and services
       for fees that enhance, promote, or support its teaching, research, and community service functions. At
       the same time, the College is mindful that when it provides goods and services for fees, it may be
       competing with local private businesses.

       This policy defines the legitimate purposes under which sales of goods and services for fees may be
       approved and establishes a mechanism to review such sales in accordance with Chapter 28B.63 RCW,
       Commercial Activities by Institutions of Higher Education. Recognizing that the central purpose of the
       College is providing instruction, research, and community service, this policy does not apply to charges
       for instruction in its regular, evening, or community education programs; services provided in the
       practicum aspects of its instructional and service programs; or services for fees in its extracurricular or
       student services programs, including food services, athletic and recreational programs, and the
       performing arts program.

       Policy on Sales of Goods and Services for Fees

       The College may engage in the direct sale of goods and services to individuals, groups, or external
       agencies for fees only when those services or goods are directly and substantially related to the purpose
       of the College. Charges for goods and services will be determined by taking into account the full cost of
       the item to the College, including overhead. The typical competitive price of items in the local
       community will also be considered in establishing the College charge. Price setting will occur with
       particular effort to avoid any connotation that the College is taking advantage of its size or legal/tax
       status within the community.

       The extent of advertising by the College as well as the quantity of goods/services produced will be
       strictly governed by that which is appropriate within the purpose of the College as it relates to the
       particular event or activity.

       The direct sale of goods or services to the College community (faculty, staff, students, and patients) for
       fees that are for the convenience and support of the broad educational purpose of the College is
       distinctly different from sales to individuals or organizations external to the College. Different criteria
       have been established to evaluate requests for those sales programs as follows:

       1.   Criteria for Sales to College Community Members

            Each of the following criteria will be used in assessing the validity of providing goods, services, or
            facilities to members of the College community.


                                                  17                                             September 2008
Clark College                                                                                     400.000 SERVICES
ADMINISTRATIVE PROCEDURES

415.020 SALES OF GOODS AND SERVICES – COMMERCIAL ACTIVITIES (CONTINUED)

            a.   Are the goods, services, or facilities substantially and directly related to the College’s
                 instructional, research, or service purpose?

            b.   Do the goods, services, or facilities offer a special convenience and support to the College
                 community or facilitate the extracurricular, community services, or student life of the College
                 community?

            c.   Is the price or fee for the goods, services, or facilities established at a level that represents the
                 full cost, including overhead where applicable?

            d.   Are the goods or services provided primarily to members of the College community or invited
                 guests?

       2.   Criteria for Sales to the External Community

            Each of the following criteria will be used in assessing the validity of providing goods, services, or
            facilities to the external community:

            a.   Do the goods, services, or facilities represent a resource that is directly related to the College’s
                 educational purpose, which is not commonly available or otherwise easily accessible, and for
                 which there is a demand from the external community?

            b.   Is the price or fee of the goods, services, or facilities representative of the full costs of the goods
                 or services, including overhead? The typical price of such items in the private marketplace will
                 also serve as a guideline in establishing the price or fee.

       Review and Approval Procedures

       Approval for the direct sale of any goods or services covered by this policy is vested in the Clark College
       Executive Cabinet. Before any sales project may be implemented, the department proposing the project
       must provide to its vice president a request setting forth all pertinent information about the sales plan
       and justification for the program that addresses the elements of this policy and how the stated
       evaluation criteria are met. The vice president will submit the request to the Executive Cabinet with
       his/her recommendation. The vice president of administrative services will maintain files on the
       requests submitted and notify the applicant of the decision made by the Executive Cabinet.

       Each category of goods or services sold is to be considered individually so as to avoid the unplanned
       expansion of any sales program. All new categories of sales must be justified to and reviewed by the
       area vice president in accord with this policy.

       All current sales programs must be evaluated by the vice presidents, following the procedure for initial
       review and approval stated above. Periodic reevaluation will be initiated on a not more than five-year
       interval. All review materials and results will be submitted to the vice president of administrative
       services.

       Each occupational program at the College utilizes an advisory committee consisting of lay community
       members. Advisory committees provide input to the College regarding the development and operation
       of relevant and effective occupational preparatory and supplemental programs.

       Where pertinent, commercial activities and sales resulting from practicum will be reviewed by the
       relevant advisory committee and advice sought by the College to avoid violations of this policy.

       Decisions by the relevant advisory committee will be made available to the public when concerns are
       raised regarding commercial activities.



                                                    18                                                September 2008
Clark College                                                                                 400.000 SERVICES
ADMINISTRATIVE PROCEDURES

415.020 SALES OF GOODS AND SERVICES – COMMERCIAL ACTIVITIES (CONTINUED

       Administration

      The vice president of administrative services is designated as the individual available to:

       1.   Resolve matters concerning the internal application of this policy. Accounting Services reviews
            requests from vice presidents to establish revenue budgets. Should Accounting Services believe
            that the request is inconsistent with this policy, the matter will be referred to the vice president of
            administrative services.

       2.   Address questions from members of the external community about specific commercial programs.


       3.   Review and approve requests for advertising in normal paid media channels (yellow pages,
            newspapers, etc.) for commercial activities governed by these policies.

       4.   Meet with representatives of the Vancouver Chamber of Commerce on at least an annual basis to
            review new commercial activities to ensure that these policies are being followed and to deal with
            any concerns raised by existing commercial activities.

       Practicum

       The products or services resulting from practicum are not covered by these policies nor are there
       statutory restrictions on their sale. However, the College acknowledges that appropriate concern may
       be expressed about the apparent commercial nature and possible competition caused by the sale of
       goods or services resulting from the practicum aspects of its instructional and service programs and
       extracurricular or student services programs.

       The College will ensure that the goods and services of this nature are governed by and limited to that
       which is necessary for the programs conducted under the College’s purpose. Review procedures within
       this policy also apply to the goods and services resulting from practicum.

415.023 FOOD SALES ON CAMPUS

       1.   Recurring commercial or private gain activities are prohibited except where they contribute to the
            operation of an instructional program or except where they are an officially contracted-out service.
            On these recurring bases, all food is either sold by Culinary Arts or as a part of College contracts.

       2.   One time, limited food sales that benefit an approved College activity are allowed if approved by
            Executive Cabinet and the culinary arts coordinator.

       3.   Student fundraising food sales must be approved by the director of student programs and the
            culinary arts coordinator.

       4.   All catering (food for nonrecurring campus events) must first be offered to Culinary Arts. If
            Culinary Arts chooses not to serve an event, or the price is not competitive after Culinary Arts has
            been given an opportunity to negotiate, a commercial vendor may be used.

       5.   “Dinner of the Year,” “Dinner Theatre,” and the “Chef’s Society” dinner will be served by Culinary
            Arts.

       6.   Commercial vendors serving College events must follow all College procedures for facilities use.

415.025 RAFFLES

       Requests to conduct raffles through the College (which includes the ASCC) must be submitted to the
       Executive Cabinet through the vice president of administrative services. The Executive Cabinet will
       decide whether or not the raffle is to be conducted. Administrative Services will receive and maintain



                                                  19                                              September 2008
Clark College                                                                                 400.000 SERVICES
ADMINISTRATIVE PROCEDURES

415.023 RAFFLES (CONTINUED)

       the financial reports. The Clark College Foundation is excluded from these procedures but is subject to
       similar procedures in Chapter 9.46 RCW. The following rules apply specifically to raffles:

       Raffles involving the public:

       1.   No more than two raffles are allowed per calendar year for the entire College.

       2.   The Vancouver Police Department must be notified by the organization conducting the raffle five
            days or more before event.

       3.   Raffles cannot be held for a period longer than twelve consecutive days.

       4.   Persons working on the raffle cannot be paid from raffle funds and must be either currently
            registered College students or College employees.

       Raffles not involving the public:

       1.   Tickets can only be sold to College employees or currently registered students (but not to the
            public).

       2.   Prizes can only be awarded to College employees or currently registered students (but not to the
            public).

       Either Type of Raffle:

       1.   Gross revenues from all raffles held by the College during a calendar year may not exceed $5000
            without obtaining a license from the Gambling Commission.

       2.   The net income must be used in a way that relates to the College purpose.

       3.   The organization conducting the raffle must maintain and file with Administrative Services
            records of income, expense, and use of net revenue for each event.

       4.   Tickets must bear an individual consecutive number and must not cost more than $5.00 each. A
            prize or prizes must be awarded on the basis of a drawing from the tickets.

       5.   Prizes must be obtained prior to the drawing.

       6.   No free tickets are allowed. Raffle Tickets must meet Gambling Commission requirements, which
            can be found at http://www.wsgc.wa.gov/docs/5-164.pdf.

       Other games of chance, fundraising activities such as lotteries, etc., have different rules.

415.027 GIFT CERTIFICATES

       Procedures for issuing or selling gift certificates must be in written form and reviewed by the College’s
       internal auditor in advance. Procedures should include a description of security features, terms of
       redemption, segregation of duties, tracking and reconciliation methods, etc. (Money handling practices
       should be consistent with department’s cash control policies and procedures.                   Supporting
       documentation should be kept according to College records retention and disposition procedures.) The
       internal auditor is to be contacted for assistance in establishing a written policy prior to implementing
       the gift certificate, etc.

415.030 ETHICS IN PUBLIC SERVICE

       College employees (administrators, faculty members, classified or exempt staff, or student employees)
       are subject to the provisions of Chapter 42.52 RCW, the Ethics in Public Service Act. In general,
       College employees are prohibited from:



                                                  20                                              September 2008
Clark College                                                                                 400.000 SERVICES
ADMINISTRATIVE PROCEDURES

415.030 ETHICS IN PUBLIC SERVICE (CONTINUED)

       1.   Having any interest (financial or otherwise) that is incompatible with public duties;

       2.   Having a beneficial interest in state transactions involving the employee’s direct or indirect
            participation;

       3.   Assisting another person in a state transaction in which the College employee participated or
            which was under the employee’s official responsibility within two years prior to providing the
            assistance;

       4.   Engaging in a business or professional activity that would be expected to require divulging
            confidential official information;

       5.   Disclosing confidential information or knowingly withholding or concealing a public record;

       6.   Using an official position to secure a beneficial interest, special privileges, or exemptions for
            themselves, family members, or any other persons;

       7.   Accepting certain kinds of employment or participating in certain types of transactions within two
            years after leaving College or state employment;

       8.   Accepting honoraria from any other entity or person without the prior authorization of Clark
            College. Certain types of honoraria are not allowed (per criteria in RCW 42.52.130(2));

       9.   Accepting gifts of any kind that would reasonably be regarded as a reward for official action or
            inaction, that have an aggregate value in excess of $50.00 from a single source in a calendar year,
            or a single gift from multiple sources with a value in excess of $50.00;

       10. Employing or using people, money, or property under the College employee’s official control,
           direction, or official custody, for anyone’s private benefit or gain. An employee may make
           occasional, limited use of state resources for private benefit only if there is no actual cost to the
           College or if the cost is “de minimis” (insignificant or negligible) and use does not interfere with the
           performance of official duties. WAC 292-110-010, the rule adopted by the Executive Ethics Board,
           sets forth the minimum applicable standards that apply to College officers and employees;

       11. Giving, paying, loaning, transferring, or delivering, directly or indirectly, anything of economic
           value to another person if there is reason to believe that receipt of such may violate the Act;

       12. Using College/state resources or facilities for proposing or opposing a political campaign or ballot
           proposition;

       13. Having an interest in an investment (without College approval) if employed in certain positions by
           the College responsible to invest funds, or

       14. Asking for or giving or receiving, either directly or indirectly, any compensation, gift, reward, or
           gratuity from a source except the State of Washington for performing, omitting, or deferring the
           performance of any official duty unless otherwise authorized by law.

       Pursuant to 9. Above, “gift,” which means anything of economic value, does not include:

       1.   Items from family members or friends where it is clear that the gift was not made to influence the
            employee’s official duties;

       2.   Items related to the outside business of the recipient that are customary and not related to the
            employee’s performance of official duties;


                                                  21                                             September 2008
Clark College                                                                                  400.000 SERVICES
ADMINISTRATIVE PROCEDURES

415.030 ETHICS IN PUBLIC SERVICE (CONTINUED)

       3.   Items exchanged by employees at social events hosted or sponsored by and for coworkers;

       4.   Reasonable expenses for travel, lodging, and subsistence incurred in connection with official duties;

       5.   Items returned to the donor or donated to charity within thirty days of receipt;

       6.   Campaign contributions reported under Chapter 42.17 RCW, or

       7.   Discounts available to employees as members of a broad-based group.

       Also, pursuant to 9. Above, and within the $50.00 limit, employees may accept such gifts as:

       1.   Unsolicited flowers, plants, and floral arrangements;

       2.   Unsolicited advertising or promotional items of nominal value such as pens, note pads, and
            calendars;

       3.   Unsolicited tokens or awards of appreciation such as plaques, trophies, and desk items;

       4.   Unsolicited items for the purpose of evaluation or review if the employee has no beneficial interest
            in the eventual use or acquisition of the item by the College;

       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 official duties;

       7.   Admission to and the cost of food and beverages consumed at events sponsored by civic, charitable,
            governmental, or community organizations; and

       8.   Unsolicited gifts from dignitaries from another state or a foreign country that are intended to be
            personal in nature.

       The items listed above are presumed not to influence an employee; however, the presumption may be
       overcome based on the circumstances surrounding the giving and acceptance of the particular item.

       Notwithstanding the above, any employee of the College who is signing contracts, vouchers, or
       Purchase Requests may not accept, receive, take, or seek from a person who seeks to provide goods or
       services to the College, either directly or indirectly, flowers and plants; gifts from dignitaries; food and
       beverages in the ordinary course of meals where attendance is related to the performance of official
       duties; reasonable expense payments for travel, lodging, and subsistence incurred in connection with
       speeches, presentations, or appearances made in official capacity or during attendance at seminars; or
       most other gifts even if valued less than fifty dollars.

       These procedures are provided only as a summary of some of the major or important elements of the
       Act and are not intended to encapsulate all provisions. In matters where the possibility of a breach of
       ethics may exist, reference should be made directly to the Act and to advice of the Attorney General.
       College employees must secure a clarification from the College president or designee regarding any
       other employment, activity, or interest which might be considered a breach of ethics or which might
       interfere with the satisfactory performance of assigned College duties.

       Clarifications are made on a case-by-case basis. Copies of the Ethics in Public Service Act are available
       upon request in Administrative Services or on the Internet at http://www.wa.gov/ethics/chapter42.html.




                                                  22                                             September 2008
Clark College                                                                                400.000 SERVICES
ADMINISTRATIVE PROCEDURES

415.030 ETHICS IN PUBLIC SERVICE (CONTINUED)

       If it is determined that other employment or other interest is in conflict with assigned duties and that
       remedial action is required, the employee must take immediate action to end such conflict and advise
       the College president or designee of the action taken.

       Failure to take remedial action as determined by the College president or designee shall constitute just
       cause to dismiss, suspend, or take such other disciplinary action as may be appropriate with respect to
       any College employee upon finding that the employee has violated any provision of the Ethics in Public
       Service Act (Chapter 42.52 RCW) and/or this policy.

       Ethics Law Requirement – Approval of Honoraria

       The state ethics law (RCW 42.52.130, effective 1/1/95) states that:

           (1) No state officer or state employee may receive honoraria unless specifically authorized
               by the agency where they serve as state officer or state employee.

           (2) An agency may not permit honoraria under the following circumstances:

               (a) The person offering the honorarium is seeking or is reasonably expected to seek
                   contractual relations with, or a grant from, the employer of the state officer or
                   state employee; and the officer or employee is in a position to participate in the
                   terms or the award of the contract or grant;

               (b) The person offering the honorarium is regulated by the employer of the state
                   officer or state employee, and the officer or employee is in a position to participate
                   in the regulation; or

               (c) The person offering the honorarium (i) is seeking or opposing, or is reasonably
                   likely to seek or oppose, enactment of legislation or adoption of administrative
                   rules, actions, or policy changes by the state officer’s or state employee’s agency;
                   and (ii) the officer or employee may participate in the enactment or adoption.

       RCW 42.52.010 defines “honorarium” as: “money or thing of value offered to a state officer or state
       employee for a speech, appearance, article, or similar item or activity in connection with the state
       officer’s or state employee’s official role.” Gifts, outside employment, and reimbursement for reasonable
       expenses are not within the definition of “honorarium.”

       Thus, any College employee (faculty, staff, or administrator) expecting to receive an honorarium
       payment as defined above must obtain advance approval. Some honoraria may subsequently not be
       allowed if they fit any of the criteria in 2. above.

       The College has a form that deals with all of the information necessary to meet these legal
       requirements. Contact Administrative Services to obtain this form to initiate the approval process.

       The College has established the following payment schedule for guest lecturers and for honoraria for
       services performed at the College:




                                                 23                                              September 2008
Clark College                                                                              400.000 SERVICES
ADMINISTRATIVE PROCEDURES

415.030 ETHICS IN PUBLIC SERVICE (CONTINUED)

                                       Guest Lecturer/Honorarium
       Clark College Non-Faculty       No compensation, unless it’s outside of regular working hours. If
                                       outside of regular working hours, then pay as adjunct below PAF –
                                       (AH.FH)
       FT Faculty                      No compensation unless outside of regular working hours/contact,
                                       then pay as adjunct below.
       Adjuncts                        PAF (AH.FH) – Will be compensated according to “other assignment”
                                       rate in Appendix B of AHE agreement.
       Non-Clark College Employee      Invoice voucher ER– Will be compensated according to “other
                                       assignment” rate in Appendix B of AHE agreement. Higher rate and
                                       reimbursement for other expenses (e.g. prep time, travel, materials)
                                       may be approved by appropriate Executive Cabinet member.

                                                      Revised Policy/Procedure Approved by Executive Cabinet
                                                                                         September 28, 2010

415.031 SELLING COMPLIMENTARY TEXTBOOKS/REVIEWING TEXTBOOKS

       The following interpretation of state ethics law and rules governs the selling of complimentary
       textbooks or receiving honoraria for reviewing textbooks:

       1.   No problem exists if all proceeds are donated to the Clark College Foundation within 30 days.

       2.   Under a plan approved by the vice president of administrative services, proceeds may be kept to
            benefit the department as long as the use of proceeds does not violate ethics standards.

       3.   College employees cannot sell complimentary textbooks and personally keep the proceeds if the
            proceeds would exceed $50.00 in any one calendar year.

       4.   College employees cannot receive anything of value for the sale of a complimentary textbook, or
            receive an honorarium of any amount for reviewing the book, if it can be determined the employee
            made the decision or influenced the outcome of the decision to purchase the book.

       References on this matter include College procedure 415.030, Chapter 42.52 RCW, and Chapter 292-
       110 WAC.

415.032 SPECIFYING A SELF-WRITTEN/PUBLISHED TEXTBOOK FOR A CLARK COLLEGE CLASS

       The following interpretation of the state ethics law governs an instructor when specifying his/her
       published textbook for a Clark College class he/she is teaching.

       1.   The specified textbook (required or optional) will be approved as appropriate by the division chair
            prior to being submitted to the Bookstore.

       2.   The Bookstore staff notifies the vice president of administrative services when the approved
            textbook requisition is received.

       3.   The Bookstore staff will order from the publisher or through negotiated agreement with the
            producer. (See Administrative Procedure 675.000 COPYRIGHTS/PATENTS.)

       4.   The vice president of administrative services and the instructor will determine the method for
            transfer of profit to the Foundation.




                                                24                                            September 2008
Clark College                                                                              400.000 SERVICES
ADMINISTRATIVE PROCEDURES

415.033 WHISTLEBLOWER LAW

      Chapter 42.40 RCW was enacted to encourage employees of the State of Washington to report improper
      governmental actions to the State Auditor’s Office. “Improper governmental action” means any action
      by an employee that violates state law, abuses authority, wastes public funds, or endangers public
      health or safety. “Improper governmental action” does not include personnel actions involving
      employee grievances and related complaints.

      Any state employee wishing to report improper governmental action must notify the State Auditor by
      mail at the address listed below. The notification should include a description of the improper action,
      the name of the employee(s) involved, the agency, and any other details necessary to conduct an
      investigation. The notification should be signed; however, complaints may be filed anonymously. The
      Whistleblower’s name will be held in strict confidence. Telephone calls will not be accepted.

      If the employee reporting the improper governmental action wishes to be informed of the results of the
      investigation, he or she must include a name, address, and telephone number in the original
      Whistleblower letter.

             State Auditor’s Office
             Division of Audit
             Attention: ED
             PO Box 40021
             Olympia, WA 98504-0021

      Within five working days after receipt of Whistleblower correspondence, the State Auditor’s Office will
      mail written acknowledgment to the Whistleblower, unless the Whistleblower chose to remain
      anonymous. When a preliminary investigation has been completed, the State Auditor’s Office will send
      the Whistleblower a letter containing a summary of the information received and the results of the
      preliminary investigation. The Auditor will report details to any employee under investigation; the
      head of the employee’s agency; and, if necessary, the attorney general or other appropriate authorities.
      A Whistleblower is entitled to protection from reprisal or retaliatory action. If a Whistleblower believes
      he or she has been the subject of such action, the Whistleblower may file a claim with the Washington
      Human Rights Commission. The commission will investigate the claim and take appropriate action.




                                                25                                             September 2008
Clark College                                                                              400.000 SERVICES
ADMINISTRATIVE PROCEDURES
420.000                                RECORDS MANAGEMENT

420.001 PUBLIC RECORDS

       The purpose of this section is to set forth rules by which the College will provide full public access to
       public records, protect public records from damage or disorganization, and prevent excessive
       interference with other essential functions of the College in compliance with applicable state law.

       Definitions

       1.   “Public records” include any writing containing information relating to the conduct of government
            or the performance of any governmental or proprietary function prepared, owned, used, or retained
            by any state or local agency, regardless of physical form or characteristics.

       2.   “Writing” means handwriting, typewriting, printing, photostatting, photographing, and every other
            means of recording any form of communication or representation including letters, words, pictures,
            sounds, symbols, or combination thereof and all papers, maps, magnetic or paper tapes,
            photographic films and prints, motion pictures, film and video recordings, diskettes, sound
            recordings, and other documents, including existing data compilations such as magnetic or
            punched cards, disks, drums, and other documents from which information may be obtained or
            translated.

       Public Records Available

       All public records of the College, as defined in WAC 132N-276-020, are available for public inspection
       and copying pursuant to these rules, except as otherwise provided by Chapter 42.56 RCW and WAC
       132N-276-100.

       The College is not required to retain every record ever created or used; records of a community college
       district are maintained in accordance with the retention schedule approved by the State Board for
       Community and Technical Colleges. In addition, the College will provide electronic records reasonably
       locatable using typical search features and organizing methods contained in our current software.

       The College is not obligated to create a new record to satisfy a records request.

       Public Records Officer

       The College’s public records are in the charge of the public records officer, the vice president of
       administrative services or designee, as designated by the president. The public records officer is
       responsible for the implementation of the College’s rules and regulations regarding release of public
       records, coordinating the staff of the College in this regard, and generally ensuring compliance by the
       staff with the public records disclosure requirements of Chapter 42.56 RCW.

       Office Hours

       Public records are available for inspection and copying during the customary office hours of the College.
       For the purpose of this section, the customary office hours are from 9 a.m. to noon and from 1 p.m. to 4
       p.m., Monday through Friday, excluding office closures and College holidays.

       Request for Public Records

       In accordance with the requirements of Chapter 42.56 RCW, that agencies prevent unreasonable
       invasions of privacy, protect public records from damage or disorganization, and prevent excessive
       interference with essential functions of the agency, public records may be inspected or copies of records
       may be obtained by members of the public upon compliance with the following procedures:




                                                 26                                            September 2008
Clark College                                                                                400.000 SERVICES
ADMINISTRATIVE PROCEDURES

420.001 PUBLIC RECORDS (CONTINUED)

       1.   A request must be made in writing by completing a Request for Public Records form, which is
            available at Administrative Services. The form must be presented to the public records officer
            during customary office hours or mailed, faxed, or e-mailed to:

                        Mail
                        Administrative Services BRD 159
                        Clark College
                        1933 Fort Vancouver Way
                        Vancouver, WA 98663-3598

                        Fax
                        Administrative Services
                        (360) 992-2884

                        E-Mail
                        prr@clark.edu

            Requestors will be required to provide the following information:

                           Name
                           Address
                           Other contact information, including telephone number and any e-mail addresses
                           Identification of the public records adequate for the public records officer or
                            designee to locate the records
                           Date and time of day of the request

            Requests must be for identifiable records; an identifiable record is not a request for information.
            Example: asking how much funding the College receives from the state is a request for information.
            Asking for a copy of the College’s current operating budget is a request for an identifiable record.
            In addition, public records requests are not interrogatories and the College is not required to
            conduct legal research for a requestor.

            Requestors are encouraged to view documents available on the College website (www.clark.edu)
            prior to submitting a request for public records.

       2.   The public records officer will reply in writing to written requests within five business days of
            receipt of the request by either:

            a.   Providing copies of the requested records;

            b.   Acknowledging receipt of the request and providing a reasonable estimate of the time the
                 College will require to respond;

            c.   Seeking clarification from the requestor; such clarification may be requested and provided by
                 telephone, e-mail, or post. Based on the clarification provided, the public records officer or
                 designee may revise the estimate of when records will be available; or

            d.   Denying the public records request. Denials of requests for public records will be accompanied
                 by a written statement specifying the reason for denial.

       3.   Additional time to respond to a request will be based on the public records officer’s need to ask that
            the requester clarify the intent of the request, prioritize the request, to locate and assemble the
            information, to notify third persons or agencies who are the subject of or affected by the request, or
            to determine whether any of the information requested is exempt. If the requester fails to clarify
            the request, the College need not respond to it.




                                                  27                                             September 2008
Clark College                                                                                400.000 SERVICES
ADMINISTRATIVE PROCEDURES

420.001 PUBLIC RECORDS (CONTINUED)

       The College public records officer or designee will provide requestors the fullest assistance possible,
       however, requests will be filled in the most efficient manner allowing the maximum number of requests
       to be processed.

       Cost of Providing Copies of Public Records

       There is no fee for inspecting public records. The College will charge a fee for providing copies of public
       records. This charge is the amount necessary to reimburse the College for its actual costs arising from
       such copying. If a particular request for copies requires an unusually large amount of time, or the use
       of any equipment not readily available, the College will provide copies at a rate sufficient to cover any
       additional costs. Before copies are made, the public records officer or designee may require a deposit of
       up to ten percent of the estimated costs of copying all the records selected by the requestor. The public
       records officer or designee may also require the remainder of the copying costs before providing all the
       records, or the payment of the costs of copying an installment before providing that installment. The
       College will not charge sales tax when it makes copies of public records. There will be no costs to the
       requestor for copying records to a digital format or for sending records electronically. The College may
       also charge actual costs of mailing, including the cost of the shipping container. All fees must be paid
       by money order, cashier’s check, or cash.

       Exemptions/Exceptions

       1.   The College reserves the right to determine that public records requested in accordance with the
            procedures outlined above are exempt under the provisions of Chapter 42.56 RCW.

       2.   In addition, pursuant to Chapter 42.56 RCW, the College reserves the right to delete identifying
            details in any cases when there is reason to believe that disclosure of such details would be an
            unreasonable invasion of personal privacy protected by state law or would impair a vital
            governmental interest. The public records officer will fully justify the deletion in writing.

       3.   The release or disclosure of student educational records is governed by the Family Educational
            Rights and Privacy Act (FERPA). Separate and different procedures are established by the College
            for student educational records. (See Administrative Procedure 710.020 FAMILY EDUCATIONAL
            RIGHTS AND PRIVACY ACT (FERPA).)

       Review of Denials of Public Records Requests

       1.   Any person who objects to the denial of a request for public records may petition for prompt review
            of such decision by tendering in writing, including e-mail, a request for review. The written
            request must specifically refer to the written statement by the public records officer or other staff
            member that constituted or accompanied the denial.

       2.   Immediately after receipt of a written request for review of a decision denying public records, the
            public records officer or other staff member denying the request will refer it to the president of the
            College or designee. The president or designee will consider the College’s obligation to comply with
            the intent of Chapter 42.56 RCW, the exemptions provided in Chapter 42.56 RCW or other
            pertinent statutes, and the statutory provisions which require the College to protect public records
            from damage or disorganization, prevent excessive interference with essential College functions,
            and prevent any unreasonable invasion of personal privacy by deleting identifying details. The
            president or designee will complete the review within two business days after receiving the written
            request for review of the decision denying a public record.

       3.   Administrative remedies will not be considered exhausted until the College has returned the
            petition with a decision, provided the requested records, or until the close of the second business
            day following the denial of inspection has been reached, whichever occurs first.


                                                 28                                              September 2008
Clark College                                                                               400.000 SERVICES
ADMINISTRATIVE PROCEDURES

420.001 PUBLIC RECORDS (CONTINUED)

       4.   Whenever the College concludes that a public record is exempt from disclosure and denies
            inspection and copying, the requester may request a review of the matter by the Office of the
            Attorney General. A written request for review by the Attorney General’s Office, along with a copy
            of the request and the College’s written denial, should be sent to:

                        Office of Attorney General
                        Public Records Review
                        PO Box 40100
                        Olympia, Washington 98504-0100

            The Office of the Attorney General will conduct a prompt and independent review of the request
            and the College’s denial and provide a written opinion as to whether the record requested is
            exempt from disclosure. This review is not binding upon the College or the requester.

       Protection of Public Records

       Requests for public records must be made at Clark College Administrative Services. Public records and
       a facility for their inspection will be provided by the public records officer. Records may not be removed
       from the place designed for their inspection. Removal, damage, or destruction of public records is a
       criminal offense and a violation of RCW 40.16. Copies must be made at the College. If copying
       facilities are not available at the College, the College will arrange to have copies made commercially.

       Records Index

       The College will make available for public inspection and copying all indexes maintained for College
       use under the same rules and the same conditions as applied to public records.

       The Office of the President will maintain indexes of orders, Board resolutions by number, and Board
       actions by date and subject. Administrative Services will maintain indexes of Board policies and
       administrative procedures by reference number and subject.

       Adoption of Form

       The form entitled “Request for Public Record(s)” will be used by all persons requesting inspection
       and/or copying or copies of College records.

       Advisory Model Rules

       In absence of a specific procedure, the College will look to the advisory model rules adopted by the
       Attorney General at Chapter 44-14 WAC.
                                                     Revised Policy/Procedure Approved by Executive Cabinet
                                                                                               May 10, 2011

420.005 RECORDS RETENTION AND DISPOSITION

       Definition and Management Policy

       College records include any paper (such as correspondence, reports, studies, completed forms,
       manuscripts, etc.), book, photograph, map, chart, disk, film, microfilm or magnetic media, or any copy
       or printout that has been made or received by the College.

       In managing such documentation, it is the general policy of the College to:

       1.   Create only the records needed for the transaction of public business and service.


                                                 29                                              September 2008
Clark College                                                                                400.000 SERVICES
ADMINISTRATIVE PROCEDURES

420.005 RECORDS RETENTION AND DISPOSITION (CONTINUED)

       2.   Retain the records needed only for administrative, legal, financial, and instructional purposes.

       3.   Maintain active and inactive records in appropriately safe but cost-effective storage.

       4.   Dispose of records only in accord with established and officially sanctioned records retention
            schedules.

       5.   Identify and protect vital records.

       6.   Preserve and transfer to archival custody records of historical significance.

       7.   Quickly and efficiently dispose of records no longer required with a regard for confidentiality and
            privacy.

       8.   Provide access to public records in accord with the laws of public disclosure but with proper regard
            for rights of privacy.

       Program Objectives

       1.   Protect the public interest by informing College staff of their responsibilities and obligations as
            public servants for the maintenance and protection of the public records and by encouraging
            efficiency and economy of resources in records keeping.

       2.   Protect College staff by providing a legal mechanism for the identification and disposal of obsolete
            public records.

       3.   Save space by systematically removing records no longer required in daily operations from active
            office space and equipment and by providing for the legal disposal of obsolete records.

       4.   Save money by reducing or eliminating the need for new filing equipment, by releasing surplus
            filing equipment for reuse, and by providing low-cost storage for less active records.

       5.   Save time by improving the management and control over filing systems and by finding active
            records more easily after the removal of inactive material.

       Legal Base

       The College records management program is based on the statutory authority of Chapter 40.14 RCW
       (Preservation of Public Records) and Chapter 40.10 RCW (Protection of Essential Records).

       College records are public records and may not be destroyed, microfilmed, or permanently removed
       without the approval of the State Records Committee.

       No employee has, by virtue of his/her position, any personal or property right to public records even
       though he/she may have helped develop or compile them. The unauthorized destruction, removal, or
       use of College records is a violation of Chapter 40.16 RCW and is a criminal offense.

       Records Management Responsibility

       Each College office and department has primary responsibility for the proper and legal management of
       the records in its custody.

       All College employees are responsible for ensuring compliance with state law, community college
       system policy, and these procedures for the management of College records. Day-to-day responsibility
       may be delegated to designated records coordinators.

                                                  30                                             September 2008
Clark College                                                                                  400.000 SERVICES
ADMINISTRATIVE PROCEDURES

420.005 RECORDS RETENTION AND DISPOSITION (CONTINUED)

       College Records Officer

       The College records officer, designated by the president, as required by state law, is responsible for
       overall program coordination and implementation. The College records officer serves as the College
       liaison with the State Records Committee, the Division of Archives, and the State Board’s records
       management office. The vice president of administrative services, or designee, is designated as the
       College records officer.

       The College records officer provides assistance with records management by:

       1.   Updating the records retention schedule.

       2.   Transferring records to inactive storage.

       3.   Transferring historical records to archives.

       4.   Protecting vital or essential records.

       5.   Preparing and recovering from disasters.

       6.   Developing microfilm systems.

       7.   Accessing public records.

       8.   Destroying proprietary or confidential records.

       Records Coordinator Responsibilities

       Each department or administrative unit is to designate a staff member as “records coordinator.” The
       coordinator should be familiar with the office’s operations and files.

       The records coordinator is responsible for the department’s records management program.               In
       particular, the coordinator’s functions are to:

       1.   Act as liaison with the College records officer.

       2.   Apply and communicate the General Records Retention Schedule, and department-specific
            procedures, for the appropriate transfer, microfilming, storage, and/or destruction of department
            records.

       3.   Supervise the destruction of department records, particularly those of a confidential or proprietary
            nature.

       4.   Prepare inactive records for storage when appropriate.

       5.   Identify and coordinate the protection of essential or vital department records.

       6.   Identify and coordinate the transfer of historical records after they have served their
            administrative and legal purposes.

                                                          Revised Policy/Procedure Approved by Executive Cabinet
                                                                                                   May 10, 2011




                                                     31                                          September 2008
Clark College                                                                             400.000 SERVICES
ADMINISTRATIVE PROCEDURES

420.010 PRESERVATION AND PRODUCTION OF ELECTRONIC RECORDS

      Introduction

      Court decisions and rules now place substantial obligations on public and private organizations to (1)
      preserve all electronic materials that could be relevant to pending or anticipated lawsuits and (2)
      retrieve and produce such materials in the course of such litigation. Failure to meet them may subject
      the College and the individuals involved to sanctions and liability.

      The scope of these preservation and disclosure duties are broad. They apply to business-related
      electronic information wherever it is stored – at a College work station, on a laptop or PDA, and even at
      an employee’s home. The information at issue includes all forms of electronic communications and
      records such as e-mail, word processing, calendars, voice messages, videos, photographs, and other
      digital information.

      Although these legal duties require that information must be preserved, the preserved information
      need not be disclosed to the requestor without first being appropriately reviewed to be sure that legally
      privileged information is removed. In other words, the College and its attorneys still can and will take
      steps to see that information that is legally protected will not be disclosed to the requesting party.

      It is worth noting that the rules concerning preservation of hard copies of records have not changed. All
      printed documents under the control of involved individuals must also be preserved. Also, the new
      rules do not require the College to change any general records retention policies.

      Electronic Discovery Committee

      To help meet its obligations, the College uses an Electronic Discovery Committee, made up of
      representatives from:

                  The Attorney General’s Office
                  College Risk Management
                  Information Technology
                  Records Officer
                  The Public Records Office
                  Human Resources, as appropriate

      As discussed below, this committee will serve as a resource to assist the College’s management of these
      issues consistent with applicable laws and College policies.

      The Landscape of District Electronic Records Systems

      When the College determines that there is a reasonable anticipation of litigation, responsive electronic
      records may include e-mail generated or retained by College employees, whether maintained on the
      College servers or copied in “local folders,” on their individual desktop, or laptop or other “client
      machine.” In fact, e-mail messages may be stored locally instead of – or in addition to – being kept on
      an e-mail server.

      In addition to e-mails, College faculty and staff create and use a myriad of other electronic materials
      ranging from traditional word-processing documents and spreadsheets to databases, digital images,
      audio, video, web pages, instant messages, blogs, calendars, technical drawings and more. While many
      records are stored on network servers that the College can monitor, individual users are often able to
      store them (or copy or move them) to individual desktop and portable devices that are beyond the
      College’s field of observation or control.

      The College Maintains a system of tapes or other storage media that periodically copy the system’s data
      to enable the system and its contents to be restored in the event of an emergency. This backup system
      recycles the storage tapes on a regular basis. For normal preservation purposes, emergency recovery

                                               32                                             September 2008
Clark College                                                                               400.000 SERVICES
ADMINISTRATIVE PROCEDURES

420.010 PRESERVATION AND PRODUCTION OF ELECTRONIC RECORDS (CONTINUED)

       copies of data are not practically accessible and interrupting their recycling would be impractical and
       expensive. As a result, such disaster recovery systems will usually be considered outside the scope of a
       Notice of Records Preservation, unless otherwise directed.

       As required by RCW 40.14.040, the College Records Officer manages and oversees College compliance
       with state and federal laws and regulations relating to the preservation and destruction of electronic
       and paper information.

       Special Preservation of Records

       When a lawsuit is filed – or reasonably anticipated – the College must take special precautions to
       prevent the loss of potentially-relevant electronic data. Unless circumstances require a different
       approach, the following protocol will be followed.

       1.   Document Preservation Plan

            When a lawsuit is commenced against the College – or information is received such that a lawsuit
            is reasonably anticipated – the lead unit (typically, Risk Management, Human Resources, or the
            Assistant Attorney General assigned to the College) should develop a Preservation Plan outlining
            the immediate steps that need to be taken. The plan should generally include some or all of the
            following steps:

            a.   Identify the operating unit and individuals who might possess potentially relevant electronic
                 data.

            b.   Send a Litigation Hold to the individuals identified.

            c.   Designate a specific person to coordinate and serve as a contact.

            Where the matter is complex or unusual, the following steps may also be considered:

            a.   Gather a summary of the hardware and software involved.

            b.   Determine whether more aggressive steps (such as “imaging” or sequestering computers,
                 stopping rotation of disaster recovery tapes, or taking snapshots of network folders) are
                 warranted.

            c.   Establish a method for following up, which may include sending out reminders, conducting
                 preservation compliance checks, and addressing new questions or issues from agency
                 employees with potential evidence.

            The Electronic Discovery Committee should be consulted for assistance with any questions about
            an appropriate Preservation Plan.

       2.   Litigation Hold

            A Litigation Hold will typically include:

            a.   A definition of what constitutes a “record” and direct owners of potentially-relevant records to
                 preserve them from destruction or modification.

            b.   Direction to preserve relevant electronic records and general information on how to do so. This
                 may include directing the administrator(s) of relevant system(s) to avoid any centralized or
                 automatic destruction or alteration of such records,


                                                  33                                            September 2008
Clark College                                                                                 400.000 SERVICES
ADMINISTRATIVE PROCEDURES

420.010 PRESERVATION AND PRODUCTION OF ELECTRONIC RECORDS (CONTINUED)

            c.   Identification of the categories of information to be preserved,

            d.   Contact information for the attorney(s), risk management professional, College technology or
                 other IT professional, and any other contacts.

       3.   Responsibility of Persons Receiving a Litigation Hold

            Receipt of a Litigation Hold does not necessarily mean the recipient is directly involved in the
            matter. Rather, it means the potential evidence which the College must preserve may be in the
            person’s possession or scope of responsibility and that the person, as an employee of the College,
            must immediately take reasonable steps to preserve such information. In particular, the person
            must:

            a.   Suspend any College or divisional policies or procedures that might call for the routine
                 destruction of electronic records under the recipient’s control.

            b.   Discontinue personal practices regarding the deletion of electronic records. For example, the
                 deletion of possibly-relevant e-mails, voice mails, drafts of documents, and the like must also
                 be suspended.

            c.   Disable any “janitorial” functions, such as the automatic deletion of e-mails or other electronic
                 records. The designated computer support person should be immediately contacted if
                 assistance is required to disable such functions.

            d.   Protect and preserve all potentially relevant electronic records in their original electronic form
                 so that all information within it, whether visible or not is available for inspection. In other
                 words, electronic records must be preserved, regardless of whether they have also been
                 reduced to a hard-copy or whether a hard-copy already exists.

            e.   Protect and preserve any hard-copies of electronic records.

            f.   Protect and preserve any new documents that are generated or received that may be relevant
                 to the litigation after receipt of a Litigation Hold.

            g.   Advise the designated IT representative of any personal information that may potentially be
                 affected by the Litigation Hold.

            h.   Follow all other specific instructions in the Litigation Hold.

            i.   Consult with the designated contact person regarding any questions involving electronic
                 records.

       4.   Litigation: Actual or “Reasonably Anticipated”

            The obligation to preserve potential evidence arises most suddenly when a lawsuit has already
            been filed. However, the obligation can also arise when one knows—or should know—that future
            litigation is “reasonably likely.” Determining when facts or circumstances are reasonably likely to
            lead to litigation requires a case-by-case understanding of the facts and the application of
            experience and professional judgment.

            Factors to consider in deciding whether litigation is “reasonably foreseeable” or “reasonably likely”
            include:

            a.   Historical Experience: Look at whether similar situations have led to litigation in the past.


                                                   34                                             September 2008
Clark College                                                                               400.000 SERVICES
ADMINISTRATIVE PROCEDURES

420.010 PRESERVATION AND PRODUCTION OF ELECTRONIC RECORDS (CONTINUED)

            b.   Filed Complaints: Be aware of complaints filed with the College or an enforcement agency,
                 which may indicate a likelihood of future litigation.

            c.   Significant Incidents: Pay attention to events resulting in known and significant injury.

            d.   Attorney Statements: Examine any statements by an individual’s attorney regarding a
                 dispute with the College.

            e.   Employee Statements: Consider statements by College employees and officials regarding the
                 potential of litigation.

            f.   Initiation of Dispute Resolution Procedures: Give considerable weight to an action by a
                 contractor to initiate a dispute resolution clause in a contract.

            g.   Public Disclosure Requests: Consider whether a public disclosure request suggests the
                 likelihood of future litigation. Although the College routinely receives public disclosure
                 requests that are unrelated to litigation, some reasonably foreshadow a lawsuit.

            h.   Event Reported in the Press: Take stock of particularly bad events that are reported in the
                 press, where history suggests litigation is likely.

            i.   Common Sense: Use your powers of observation of human behavior and common sense. If an
                 unfortunate or bad event occurs, especially if it is an unusual event or causes significant
                 damage or distress, it may be reasonably anticipated that litigation will follow.

            j.   Risks & Rewards: If the situation is uncertain, consider the relative costs of preservation
                 against the likelihood of future litigation. Also consider the risks associated with the
                 possibility of sanctions if preservation efforts are not undertaken.

       5.   Ending Preservation Responsibilities

            When the litigation, or the threat of litigation that prompted the Litigation Hold, has ended, the
            person issuing the Litigation Hold will inform those who received the notice that they are no longer
            under any special obligations to preserve the identified categories of materials. At that point, only
            the College’s normal retention schedules will apply to the documents. The Office of Risk
            Management and the College’s attorneys will be responsible for applying their own special
            retention schedules for “litigation” records.

       Retrieval of Electronic Records for Discovery

       In most cases, the need to actually produce preserved electronic records will come weeks or months
       after the preservation has occurred. When the College receives a request from an opposing party for
       production (“discovery”) of electronic records, the College’s counsel and primary College contact (Risk
       Management, Attorney General’s Office or other unit) will determine the best approach to take in order
       to efficiently produce a complete and accurate response. The response may consist of any or all of the
       following: (1) supplying the requested information, (2) attempting to obtain a modification of the
       request (e.g., by narrowing the request’s scope or obtaining agreement as to specific search terms), (3)
       declining to provide some or all of the requested data based upon expense of production, or other basis,
       (4) conferring with the Electronic Discovery Committee.

       The Electronic Discovery Committee is available for consultation on such issues.

       1.   Options for Records Retrieval




                                                 35                                             September 2008
Clark College                                                                               400.000 SERVICES
ADMINISTRATIVE PROCEDURES

420.010 PRESERVATION AND PRODUCTION OF ELECTRONIC RECORDS (CONTINUED)

           Where some or all of the requested records must be retrieved, reviewed, and potentially disclosed,
           the following options should be considered in selecting the best approach to the specific request:

           a.   Relying on the Computer User: In many instances, it is reasonable and sufficient to simply
                ask the computer user to identify, copy, and provide potentially-responsive electronic records
                and to certify that these steps have been taken. In these instances, the production of electronic
                data resembles the typical production of physical documents.

           b.   Enlisting College Technical Support: Sometimes the system administrator or other College
                technical support personnel will directly retrieve the responsive records due to particular
                concerns about an individual user’s time, skill, or dependability in identifying the universe of
                responsive records. Such personnel are often able to bring to bear sophisticated tools for
                searching and extracting large volumes of responsive records.

           c.   Using Outside Consultants: Where identification or recovery of records requires technical
                expertise beyond that readily available from internal resources, an outside firm may be called
                upon for some or all of the work.

      2.   Factors to Consider in Records Retrieval

           a.   Thoroughness: The approach in a specific case needs to be reasonably calculated to gather all
                potentially relevant records.

           b.   Operational Efficiencies: The activities required should be operationally efficient to ensure
                timely preservation and processing of the data.

           c.   Individual Privacy: The processes implemented to respond to electronic discovery must take
                into account personal privacy concerns.

           d.   Risk of Data Loss: Reasonable steps will be needed to protect data from loss through
                inadvertent or intentional deletion of files or loss of data storage media.

           e.   Individual Disruption: Procedures should take into account potentially significant impacts in
                terms of time and effort for individuals named in the lawsuit.

           f.   Procedural Consistency: The College will require that procedures developed to meet these new
                rules are consistently followed and executed.

      3.   Post-Retrieval Review

           As potentially-responsive electronic records are gathered, they will be provided to the College
           attorneys for further processing.

      4.   Post-Production Duties

           Preservation and production of information related to a lawsuit does not end with an initial
           production of records. Potentially relevant records generated after the Litigation Hold must be
           preserved for possible future retrieval.
                                                       New Policy/Procedure Approved by Executive Cabinet
                                                                                               April 7, 2009




                                                 36                                             September 2008
Clark College                                                                            400.000 SERVICES
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425.000                                      BOOKSTORE

425.001 BOOKSTORE

      The Bookstore is a self-supporting operation of Clark College. The purpose of the Bookstore is to
      provide a convenient and efficient source for competitively priced textbooks, reference books, school
      supplies, equipment and materials, and other services and merchandise related to campus life for the
      College community.

      The Bookstore is open for business year-round except on College holidays and additional days as
      publicized. The hours of operation may be adjusted periodically during and between quarters. Current
      business hours are posted on the front door of the store, available by telephone (360) 992-2149, and on
      the e-commerce site http://www.clarkbookstore.com.




                                               37                                           September 2008
Clark College                                                                                400.000 SERVICES
ADMINISTRATIVE PROCEDURES
430.000                                            PAYROLL

430.015 PAYDAYS

         RCW 42.16.010 of the State of Washington require a delay of ten days in the payment of an employee.

         Employees who are paid by contract, appointment, or salary, are paid on the 25th for work performed
         from the 1st to the 15th and on the 10th of the following month for work performed from the 16th to the
         last day of the previous month.

         Hourly employees are paid on the 15th of the month for work performed during the preceding calendar
         month. Work-study and institutional hire student employees are paid on the last business day of the
         month for work performed from the 16th of the previous month through the 15th of the current month.

430.16   PAYCHECK DISPERSAL

         1.   Pick-Up – Checks are available for pick-up in Payroll on or after payday during regular hours.

         2.   Departmental Distribution – Department secretaries may pick up all of the department’s
              paychecks from Payroll and distribute them to the employees in that department.

         3.   Direct Deposit – Employees may have their net check electronically deposited into a financial
              institution on payday. The College does not provide printed advice of deposits. However, payroll
              detail may be viewed and printed from online information.

         4.   Mailed – Upon completion of a mailing authorization form, employees’ checks are mailed the day
              before payday.

         5.   Obtained by Other Than Payee – Checks are not to be given out to persons other than the
              payee unless:

              a.   Payroll receives a note signed by the payee directing the check to be released to some other
                   named individual except as provided in 2. Above.

              b.   In an emergency, a phone call may be made to Payroll directing them to give the check to
                   someone else. In this case, Payroll must be able to identify the payee before the check will be
                   released.
                                                        Revised Policy/Procedure Approved by Executive Cabinet
                                                                                               February 16, 2010

430.018 PAYROLL DRAWS

         There are no official established procedures for state employees to be given all or portions of earned
         salary or wages prior to the next scheduled payment date for these earnings.

         However, under emergency or unusual circumstances, the College may process a draw on salary or
         wages earned but not yet paid for:

         1.   A new employee whose appointing paperwork was not processed in a timely manner through no
              fault of the employee.

         2.   A continuing hourly employee whose time sheet was not processed in a timely manner through no
              fault of the employee.

         3.   Any new or continuing employee affected by an error through no fault of the employee.




                                                   38                                            September 2008
Clark College                                                                              400.000 SERVICES
ADMINISTRATIVE PROCEDURES

430.018 PAYROLL DRAWS (CONTINUED)

       Payroll draws…

       1.   Are deducted totally from the next paycheck and cannot be spread over several pay periods.

       2.   Are not expected to recur with the same individual except in the most unusual and extreme
            circumstance.

       3.   Will not exceed the net pay that would have been realized by the employee had not the error/delay
            occurred.

       4.   Will not exceed, in the case of the new hourly employee, that amount earned at least ten days prior
            to the date of the draw.

       Payroll draws are obtained through the following process:

       1.   The employee needing the draw initiates a request, in writing, through the immediate supervisor.

       2.   The employee's supervisor verifies gross pay earned and then submits the request to the associate
            vice president of human resources for approval. In the absence of the associate vice president of
            human resources, the approving authority will be the vice president of administrative services who
            will notify Payroll of the authorized draw.

       A minimum of two working days to process the check is necessary once 1. and 2. above have been
       completed.

430.020 LEAVE WITHOUT PAY CALCULATIONS

       Leave without pay is calculated in accordance with OFM regulations. Leave without pay for staff is
       calculated using the ratio of time not worked in days or hours to the scheduled time available for work
       in days or hours for that pay period. For faculty, leave without pay is calculated using the individual’s
       contracted daily rate. (For hourly rate, divide daily rate by eight.)

       Staff Leave Without Pay $     =   Leave without pay days/hours
                                         Available pay period day/hours     X    Semi-Monthly Rate

       Faculty Leave Without Pay $ = Annual Contract Amount
                                     173 days                               X    Days of Leave Without Pay

430.025 DEBTS OWED THE COLLEGE

       Payment for past due obligations with the College may be withheld from an employee's paycheck or
       from other payments due to the individual from the College.

       Persons with debts with any federal or state financial aid program cannot register as College students
       or receive other College services until the matter is resolved. Persons with debts for NSF checks or
       other unpaid fines or obligations are denied student registration privileges until the debt is satisfied.

       Payments received of any nature will be first applied to prior debts, unless prohibited by federal or
       state regulations.

       Refer to Chapter 132N-122 WAC for additional policy statement, notification, and the process for a brief
       adjudicative proceeding.




                                                39                                             September 2008
Clark College                                                                               400.000 SERVICES
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440.000                                        PURCHASING

440.001 GOODS AND SERVICES

       There are several approved ways in which an employee of the College may purchase goods or services.
       The employee is responsible for compliance with the established purchasing rules, regulations, and
       internal procedures. The College will not assume responsibility for any obligation incurred that is not
       processed according to state and College procedures/regulations. For more specific information, contact
       Purchasing Services.

440.005 PURCHASE ORDERS

       Except for petty cash, credit card, and College Bookstore purchases, no purchases may be made, orders
       placed, or requests made for goods "on approval" until a Purchase Order is issued.

       With the exception of emergency repair orders (see 440.015), Purchase Orders are issued only after
       Purchasing Services receives a completed and approved Purchase Request. The Purchase Request tells
       Purchasing Services what is needed. To complete a Purchase Request:

       1.   Provide a complete description, including brand and part or catalog number if known. If
            description is inadequate, the Purchase Request may be returned for more detailed information.

       2.   Indicate an estimated price, including the name of the vendor’s representative who provided the
            quote if a quote has been received.

       3.   List, if known, one or more vendor sources.

       4.   Clearly indicate if the request is for goods "For Preview."

       5.   If only one brand is acceptable, indicate "No Substitute;" if item is available from only one vendor,
            indicate "Sole Source" and attach a No Substitute/Sole Source form.

       Purchase Requests can be prepared in one of two ways:

       1.   Areas that have been set up, per their request, with the Purchasing Services software, “Reality,”
            may generate a requisition through that program.

       2.   Areas that do not have “Reality” software should complete a Purchase Request form.             After
            completing the form, retain the fourth copy (goldenrod) for the departmental file.

       Upon completion, the Purchase Request should be forwarded for the necessary signatures. The
       signatures on the Purchase Request indicate only budgetary approval of the request. Purchasing
       Services ensures that the purchase is in compliance with state and College regulations. Some items
       and services are available on state contracts or from State Central Stores. Purchasing Services seeks
       the best combination of price, delivery, quality, service, and compliance with OMWBE regulations.
       Orders will be processed in the order in which they are received by Purchasing Services. Standard
       processing timeline is one week on routine orders (those not requiring bid, quote, or other special
       handling.)

       If it is necessary to increase a Purchase Order amount after it has been issued, process a written
       authorization signed by the department chair/supervisor, and the dean or vice president. Purchasing
       Services will make a determination of how to best handle the increase. If it is necessary to request a
       change in item description, delete an item, or return an item to the vendor, inform Purchasing Services
       first so that notification to those involved in the process may occur.




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Clark College                                                                              400.000 SERVICES
ADMINISTRATIVE PROCEDURES

440.007 PETTY CASH

       Purchase of supply items of $100.00 or less per day may, if necessary, be accomplished directly by use of
       personal, non-College cash.

       Petty cash purchases must be itemized on a Purchase Request by the requester and authorized by
       signatures of the responsible division chair, dean or vice president, and Purchasing Services. A
       signature by the director of information technology services is also required for computer
       software/hardware items.

       The individual making the purchase will be reimbursed by the cashier upon presentation of the
       authorized Purchase Request and the original vendor sales slip.

       If hazardous materials are purchased using petty cash, the responsible person must request an MSDS
       if one is not on file. A copy of the MSDS, referencing petty cash, department, and purchaser, must be
       sent to the environmental health/hazardous materials manager.

440.009 BOOKSTORE PURCHASES

       Departmental purchases from the Bookstore require a completed Bookstore Department Charge form
       (call Ext. 2149 for forms) at the time of the purchase. The form must be completed and the person
       receiving the item(s) must present their identification to the store employee assisting with the
       transaction prior to completing the purchase. Departments are granted a ten percent discount on
       purchases, except for computer items, soft goods, textbooks, and already discounted items.

440.011 CREDIT CARD PURCHASES

       Purchasing Services has three types of credit cards available for use by College personnel. Each type of
       card serves a different function, and issuance/usage differs to comply with state and College
       regulations. All credit cards remain the property of the College and must be returned upon request or
       at the time of separation from the College. Purchasing Services and Human Resources coordinate
       efforts to assure the return of credit cards assigned to individuals prior to releasing the final
       paycheck. The loss of any card must be reported immediately to Purchasing Services in writing.

       The three cards and procedures are:

       1.   Visa Cards are available to divisions/departments for "will call" purchases of small equipment and
            supplies for College use from local vendors. Each card has a limit of $330.00 per month. The cards
            are issued to the College. The procedures for obtaining the card and card usage are:

            a.   Divisions/departments may obtain a card by submitting a written request to Purchasing
                 Services with the signatures of the area supervisor and applicable vice president.

            b.   Divisions/departments using the credit card must comply with the following internal control
                 practices:

                 (1)    The purchase of items with the card must not conflict with state and College
                        procedures.

                 (2)    A signed sales receipt that indicates the purchaser and the correct budget number
                        (including correct coding of supplies vs. equipment) must be forwarded to Accounts
                        Payable immediately following the purchase.

                 (3)    Computer hardware and software may not be purchased in this manner.

                 (4)    Personal items may not be purchased in this manner.



                                                41                                             September 2008
Clark College                                                                               400.000 SERVICES
ADMINISTRATIVE PROCEDURES

440.011 CREDIT CARD PURCHASES (CONTINUED)

                (5)     Equipment items over $299.00 (including tax) may not be purchased in this manner.

                (6)     If hazardous materials are purchased using the credit card, the responsible person
                        must request an MSDS if one is not on file. A copy of the MSDS, referencing credit
                        card purchase, department, and purchaser, must be sent to the environmental
                        health/hazardous materials manager.

       2.   Gasoline Credit Cards are available to divisions/departments for the purchase of gasoline while
            traveling in College-owned or rental vehicles. The card is issued by the travel coordinator. Specific
            rules and regulations may be obtained from Purchasing Services.

       3.   Corporate Travel Cards are available to individual employees who travel frequently on College
            business. The card is for per diem/miscellaneous allowable travel expense while in travel status.
            The card must be returned to Purchasing Services and all bills paid prior to the employee's
            separation of service from the College. Specific rules and regulations may be obtained from
            Purchasing Services.

440.013 ROUTINE REPAIRS

       Purchasing Services will issue a Purchase Order to the vendor after receipt of a completed Purchase
       Request. If a vendor does not make repair calls, the requesting department may take the item to the
       vendor after obtaining the vendor copy of the Purchase Order from Purchasing Services.

440.015 EMERGENCY REPAIRS

       Purchasing Services or the requesting department will call emergency repair orders to vendors after
       the requester has first called Purchasing Services with the following information:

       1.   Suggested vendor(s).
       2.   Item description, including brand/model number/serial number/state inventory number.
       3.   Problem(s) with the item.
       4.   Approximate anticipated cost.
       5.   Purchase Request number.

       After the phone contact, a completed Purchase Request with the above information must be submitted
       immediately through the signature process. Refer to "Clark College Purchasing Handbook" for further
       information.

440.017 BLANKET PURCHASE ORDERS

       If it is necessary to patronize a particular vendor for supplies (not equipment) on a repetitive basis, a
       blanket Purchase Order may be requested. The requesting department is responsible for charting each
       purchase so that neither the total amount (check current maximum amount with Purchasing Services)
       nor the indicated expiration date are over-extended. Any department/division habitually violating
       these terms will lose the privilege of using a blanket Purchase Order. If hazardous materials are
       purchased using a blanket Purchase Order, the person calling the order to the vendor and/or picking up
       the item must request an MSDS if one is not on file. A copy of the MSDS, referencing the Purchase
       Order number, must be sent to the environmental health/hazardous materials manager.

       Indicate the following on the Purchase Request:

       1.   Name of purchaser.
       2.   Kinds of goods or services to be purchased.
       3.   Purchase Order expiration date (no later than June 15).




                                                 42                                             September 2008
Clark College                                                                               400.000 SERVICES
ADMINISTRATIVE PROCEDURES

440.017 BLANKET PURCHASE ORDERS (CONTINUED)

       4.   Maximum dollar amount including applicable taxes. (Taxes are paid to the state whether or not a
            vendor includes them on the invoice.)

440.018 PRE-PAID PHONE CARDS

       The expenditure of College funds for the purpose of purchasing pre-paid phone cards is not allowed.
       Since the pre-paid phone card concept provides no accountability for calling activity or proper
       restrictions on access to the usage of these cards, pre-paid phone cards are not considered an acceptable
       means of making toll calls for College business purposes.

440.019 WILL CALL ORDERS

       If a vendor does not deliver and the department wishes to pick up the item(s) ordered, indicate "will
       call" on the Purchase Request. When the vendor copy of the Purchase Order is prepared, Purchasing
       Services sends the vendor copy to the department. The requesting department may take the Purchase
       Order vendor copy to the vendor and receive the item(s). All paperwork issued to the employee by the
       vendor must be returned to Central Services upon completion of the "will call" purchase.

       If hazardous materials are purchased, the person receiving the item must request an MSDS if one is
       not on file. A copy of the MSDS, referencing the Purchase Order number, must be sent to the
       environmental health/hazardous materials manager.

       If an inventoriable item is processed on a "will call" Purchase Order, the item must be taken to Central
       Services to be inventoried prior to being taken to its final campus location.

440.025 BID AND QUOTE LIMITS

       Bid and quote limits vary according to the type of item(s) being purchased.            When applicable,
       Purchasing Services will combine Purchase Requests for like items.

440.030 PERSONAL SERVICES CONTRACTS

       A Personal Service Contract is used in performing a specific study, project, or task that requires
       professional or technical expertise. It is not used for routine, continuing, and necessary services. The
       independent contractor (consultant) may be an individual, joint-venture, partnership, or corporation; an
       employee/employer relationship does not exist; the College does not direct and control the method and
       means of accomplishing the service or work; and the work is based on a specific written agreement with
       compensation paid only after completion of a specific act or service within a specific time frame.

       Prior to entering personal service contract negotiations, contact Purchasing Services for regulations on
       the correct process for the type of contract being considered. A competitive process may be necessary
       prior to the selection of the contractor (consultant). Thirty days prior to the established contract start
       date, the requesting department must submit a completed Personal Services Contract to Purchasing
       Services.

       Purchasing Services files all new, amended, or renewed contracts with the Office of Financial
       Management as deemed necessary by law ten days prior to the contract start date.

       Payments will be made to the consultant upon the completion of the project (or as stipulated in the
       contract). For more detailed information and the necessary forms, contact Purchasing Services.

440.035 COLLEGE SUPPLY

       A College Supply ordering system is provided by Bookstore operations. College staff may order items
       via e-mail with form attachment available on the College Intranet or by faxing the form to 992-2862.
       Staff is provided with a catalog of items as requested. The discounts vary according to the item
       ordered. The Bookstore attempts to stock certain items in limited quantities. Those items are invoice
       vouchers, state SCAN directories, class record books, teacher plan books, and state designed wall
       calendars. Departmental orders for items not contained within the current vendor catalog may be
       referred to Bookstore buyers by the College Supply coordinator. The buyers act as a back-up


                                                 43                                             September 2008
Clark College                                                                                400.000 SERVICES
ADMINISTRATIVE PROCEDURES

440.035 COLLEGE SUPPLY (CONTINUED)

       to assist in locating items via their various vendor sources.

       For procedures regarding food items, see Administrative Procedure 410.035 SERVICE OF
       COFFEE/LIGHT REFRESHMENTS, #11.

440.040 SURPLUS PROPERTY/PROPERTY DISPOSAL

       When equipment or property is no longer of value to a department, the department decides whether the
       property has some trade-in value. If it does, the department may use the property as a trade-in on new
       property. If it does not, the equipment may be made available to other Clark College departments,
       transferred or sold to another state or municipal agency, sold at auction, sold to the general public
       (after open advertisement), scrapped, recycled, or disposed of as trash. If other departments are unable
       to use the property, then it will be declared surplus.

       1.   Trade-in

            The department may decide to use the property as trade-in value on the purchase of new
            equipment or property.

            a.   A requestor completes a Purchase Request form for the new equipment with all the necessary
                 information, including the description and state inventory number of the trade-in plus any
                 vendor quotes regarding trade-in value.

            b.   The Purchase Request and trade-in must be approved by the appropriate division chair or
                 director and by the dean or vice president. In the case of information technology equipment,
                 the director of information technology services must also approve the request and trade-in.

            c.   Purchasing Services ensures that the purchases and trade-ins are in compliance with state
                 and College regulations. Purchasing Services also completes a Property Disposal Request form
                 with the name and address of the vendor, the trade-in description, value realized, and state
                 inventory number as well as the description of the new property and Purchase Order number.

            d.   When the trade-in property is removed, a witness signs and dates the form verifying its
                 removal and sends the form to Purchasing Services. A copy of the Property Disposal Request
                 is sent to Accounting Services and the original is attached to the appropriate Purchase Order
                 in Purchasing Services and filed.

            e.   Accounting Services removes the property from the College inventory list and files their copy of
                 the Property Disposal Request.

       2.   Sale of Surplus Property

            Surplus property may be transferred or sold for a reasonable cost to other state agencies,
            auctioneers, the general public (after open advertisement), General Administration, or scrap
            dealers, in that order.

            a.   The requestor completes a Surplus Property form and a Property Redistribution tag, available
                 from Purchasing Services. The requestor attaches the tag to the property and forwards the
                 Surplus Property form to the appropriate division chair/director.

            b.   The division chair/director signs the form and forwards it to the appropriate vice president.




                                                  44                                             September 2008
Clark College                                                                                 400.000 SERVICES
ADMINISTRATIVE PROCEDURES

440.040 SURPLUS PROPERTY/PROPERTY DISPOSAL (CONTINUED)

            c.   The vice president signs the form and, if the property is computer equipment, forwards the
                 form to the director of information technology services. If the property is not computer-related,
                 the form is forwarded to Facilities Services.

            d.   Information Technology Services determines the means of disposal of all computer-related
                 property. The director of information technology services signs the form and forwards it to
                 Facilities Services. Facilities Services moves the computer-related equipment per Information
                 Technology Services’ instructions.

            e.   Facilities Services determines whether or not property is to be moved to the surplus storage
                 area prior to removal from campus. After receiving input from the department, Facilities
                 Services determines the means of property disposal. Facilities Services signs and dates the
                 form and forwards it to Purchasing Services.

            f.   Purchasing Services makes arrangements for the sale of surplus property. This may include
                 openly advertising a sale to the general public or notifying an auctioneer of surplus property
                 pick-up requirements. Purchasing Services may also coordinate assistance from Facilities
                 Services for the removal of surplus property under 1500 pounds. Special arrangements will be
                 made to pick up surplus property weighing over 1500 pounds.

            g.   After the surplus property has been removed from campus, Purchasing Services provides
                 Accounting Services with the Surplus Property forms.

            h.   Accounting Services removes the items from the College’s inventory list and files the Surplus
                 Property forms.

            i.   Monies realized from the sale of surplus property, less the vendor’s handling fee (if applicable),
                 totaling $500 or more per item are deposited into the account from which the property was
                 purchased. However, in situations where the net amount realized from the sale of surplus
                 property is less than $500 per item, or the property is combined and sold, the director of
                 business services will determine in which account the monies will be deposited. If the account
                 the property was purchased from cannot be identified or no longer exists, the director of
                 business services will determine in which account the monies will be deposited.

       3.   Curbside Recycle

            Property that cannot be efficiently sold but can be used by the public will be disposed of at the
            designated Facilities Services curbside recycle area.

            a.   A Surplus Property form is completed for these items.         The forms are forwarded for the
                 required signatures and sent to Facilities Services.

            b.   Facilities Services moves the property to the curbside recycle area and indicates the location on
                 the Surplus Property form. The form is signed, dated, and forwarded to Purchasing Services.

            c.   Purchasing Services verifies that the property is removed from the campus, signs and dates
                 the form, and forwards the form to Accounting Services.

            d.   Accounting Services removes the items from the Clark College inventory list and files the
                 Surplus Property forms.




                                                  45                                              September 2008
Clark College                                                                                  400.000 SERVICES
ADMINISTRATIVE PROCEDURES

440.040 SURPLUS PROPERTY/PROPERTY DISPOSAL (CONTINUED)

        4. Trash Disposal

           If the property cannot be disposed of efficiently in the above steps, it will be placed in the trash.

           a.   A Surplus Property form is completed for the property and forwarded for approval.

           b.   Facilities Services moves the property to the trash and indicates the location on the Surplus
                Property form. Facilities Services dates and signs the Surplus Property form and sends it to
                Purchasing Services.

           c.   Purchasing Services ensures the property has been removed from the campus then dates and
                signs the form and forwards it to Accounting Services.

           d.   Accounting Services deletes the items from the Clark College inventory list and files the
                Surplus Property forms.

440.045 SERVICE/MAINTENANCE CONTRACTS

       The purchase of any service or maintenance contract must be coordinated through Purchasing Services.

440.055 USE TAX

       Occasionally departments purchase items that are subject to Washington State sales or use tax
       provisions, but for which no tax has been added to the purchase price by the vendor. This happens
       most frequently with out-of-state vendors. In instances where sales or use tax is applicable on College
       purchase transactions, Accounting Services and Purchasing Services will coordinate to monitor and
       ensure that the appropriate tax is applied.

440.060 MEMBERSHIPS

       Memberships in professional organizations and associations that are directly beneficial to the College
       or germane to the performance of an individual’s job are approved by the appropriate vice president or
       dean. Multiple memberships (more than one per department) should be avoided. Memberships will be
       in the name of the College and will not be in the name of an employee. Memberships are processed by
       Purchase Request and Purchase Order or Purchasing Services department credit card.




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450.000                                         FINANCIAL

450.005 GRANT ADMINISTRATION

       Grant Preparation Guidelines

       1.   The Grants Development Office of the Office of Planning and Institutional Effectiveness is the
            clearinghouse for all grant information at Clark College, including current funding resources,
            submitted and funded grant applications, and grant policies and procedures. Requests for
            Proposals (RFP’s) will also be forwarded to the appropriate deans or vice presidents as available.

       2.   Faculty and staff that wish to pursue grants will contact the Grants Development Office to
            complete the Concept Development Review and Sign-Off Sheet prior to applying for a grant. (See
            “Grant Proposal Guidelines,” Page 4, on the College Intranet.)

       3.   The Concept Development Review and Sign-Off Sheet will be reviewed and approved by Executive
            Cabinet before preparation of the grant proposal begins. This ensures that the project is in line
            with the College’s mission imperatives and institutional priorities.

       4.   After review of the Concept Development Review and Sign-Off Sheet is complete, the Grants
            Development Office will notify the faculty/staff of Executive Cabinet’s decision. If approved,
            preparation of the grant request will begin as outlined in the funding agency’s
            application/guidelines. The Grants Development Office will assist faculty/staff with proposal
            preparation.

       5.   Unless the grant has no provision for indirect cost or as agreed otherwise by the president, all
            federal, state, or private grants must include indirect cost recovery, which will be recorded in the
            grant overhead account.

       6.   The Grants Development Office will be contacted prior to seeking funds from any individual,
            corporate, or Foundation donor.        The Clark College Foundation regularly solicits these
            constituents, and multiple requests will be approved by Executive Cabinet.

       Grant Submission Guidelines

       1.   All faculty and staff will review grant requests with their unit deans or heads prior to submission if
            a proposal will result in any of the following:

                   Significant commitment of College space, equipment, or other facilities;
                   A commitment of College resources (cash or in-kind) to meet cost sharing or matching
                    requirements of the funding agency;
                   Any significant faculty or staff release time or overload;
                   An obligation that the College will assume and continue funding personnel or activities
                    that the grant will fund initially;
                   Creation of new organizational unit or degree program during the grant period or after the
                    funding expires.

       2.   Matters to consider in the proposal preparation stage include:

                   Classified staff hired under "soft money" may have bumping rights over other personnel
                    when the soft money is gone.
                   Step increases, salary adjustments, etc., must be anticipated and provided for within the
                    funds obtained.
                   Payroll taxes and fringe benefits (and their increase) must be anticipated and provided for
                    within the funds obtained. The potential cost of unemployment compensation also needs
                    to be provided by the grant.



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450.005 GRANT ADMINISTRATION (CONTINUED)

                   Other units may need to be involved in meeting the commitments of the grant. If so, a
                    preliminary prior agreement with those units is necessary.
                   There is the expectation by the State of Washington that no state funds will be used in
                    underwriting activities/programs that are funded by other sources. Ordinarily, all indirect
                    costs (overhead) such as accounting, utilities, security, etc., must be provided for within
                    the budget of a grant/outside-funded activity.
                   Expenditures for travel and related costs and any purchases of supplies, materials, and
                    equipment funded by the grant are governed by the rules of the State of Washington. .. .
                   Specifically what time and effort reporting is required for the personnel funded by the
                    grant.
                   The amount of indirect cost (overhead) to be charged in the contract.

       3.   After the proposal is completed, faculty/staff will submit a hard copy to the Grants Development
            Office. The Formal Proposal Review and Sign-Off Sheet will then be completed prior to submitting
            the proposal to the funding agency. (See “Grant Proposal Guidelines,” Page 5, on the College
            Intranet.) This form will be returned to the Grants Development Office after all signatures have
            been obtained.

       4.   The Grants Development Office will submit a copy of the proposal, budget, and Formal Proposal
            Review and Sign-Off Sheet to the vice president of administrative services and the associate vice
            president of planning and institutional effectiveness. This ensures that the proposal and budget
            reflect the grant policies and financial procedures established by the College.

       5.   The proposal will also be reviewed, with signature required, should any of these activities occur:

                   If the proposal includes the purchase or use of technology, the director of information
                    technology services will review and initial the Formal Proposal Review and Sign-Off
                    Sheet.
                   If the proposal involves human subjects/animals, the date of Institutional Review Board
                    (IRB) approval is required on the Formal Proposal Review and Sign-Off Sheet.
                   If the proposal involves hazardous materials, the environmental health and safety
                    manager will review and initial the Formal Proposal Review and Sign-Off Sheet.
                   If the proposal requests funds to hire new personnel, Human Resources will review and
                    approve the proposed job descriptions and budgetary costs.

       6.   The Grants Development Office will notify faculty/staff when the Formal Proposal Review and
            Sign-Off Sheet is complete and will coordinate efforts to ensure that the proposal is submitted
            according to the funding agency’s application guidelines. Copies of the proposal will be distributed
            to the appropriate vice presidents, executive deans, and deans.

      Grant Award Negotiation and Acceptance

       1.   Negotiation of the final grant contract will be coordinated by the Grants Development Office. The
            director of business services and the grant manager/project director will also be involved in the
            process.

       2.   Upon notification of a grant award, faculty/staff responsible for the grant (grant project director)
            will notify their dean, vice president/executive dean and the Grants Development Office about the
            grant award.

       3.   The Grants Development Office will provide the grant project director with the Clark College
            Award Acceptance Form, which will be filled out prior to the acceptance of any grant award. (See
            “Grant Proposal Guidelines,” Page 6, on the College Intranet.) This form will be returned to the



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450.005 GRANT ADMINISTRATION (CONTINUED)

            Grants Development Office after all signatures have been obtained, along with any award
            documentation and the project budget. The Grants Development Office will work with the grant
            project director to complete the award acceptance checklist at the bottom of the Clark College
            Award Acceptance Form.

       Grant Implementation and Monitoring

       1.   If the grant project director is required to sign a grant agreement/contract provided by the funding
            agency, the grant project director will submit the grant agreement to the Grants Development
            Office, the director of business services, their dean and vice president/executive dean to review
            prior to submission to the funding agency. This is to ensure that the grant agreement does not
            commit the project director or College to extensive legal commitments or other binding
            arrangements. The Grants Development Office will notify the grant project director when the
            agreement is approved by all parties, and assist the grant project director with submission of the
            agreement if necessary.

       2.   Upon receipt of a signed grant agreement/contract, the grant project director will submit copies to
            the Grants Development Office, the director of business services, the unit dean, and the
            appropriate vice president/executive dean along with the project budget. The Grants Development
            Office and Accounting Services will schedule a meeting with the grant project director to establish
            a grant account and discuss the details of managing the grant budget.

       3.   The implementation and day-to-day operation of the grant program is the responsibility of the
            grant manager/project director.

       4.   Periodic and final reports and evaluations are the responsibility of the grant manager/project
            director. The Grants Development Office can assist the grant manager/project director in
            compilation of data and information.

       5.   Fiscal monitoring of the grant is the responsibility of the grant manager/project director who will
            be assisted by the grants budget analyst.

                   Assignment of Account Code – A unique account code will be assigned by the grants
                    budget analyst and transmitted to the grant manager/project director. The grants budget
                    analyst will enter budget allocations into this account code per the signed grant or
                    contract. The grants budget analyst will meet with the grants manager/project director as
                    soon as the account is established to provide information about all financial aspects of the
                    grant or contract. Expenditures may not commence before the account code is assigned or
                    before the start date stipulated in the letter of authorization.
                   Making Grant Expenditures – All grant expenditures are to be made and processed in
                    accordance with the personnel and purchasing policies and procedures that govern
                    expenditure of state funds. All expenditure documents are to be signed by the grant
                    manager/project director and the appropriate Office of Instruction or Student Affairs dean
                    or Administrative Services director or designee before forwarding to Human Resources or
                    Purchasing Services for processing. The grant manager/project director is to ensure
                    through Human Resources that personnel charged to the grant are on correct account
                    codes.
                   Monitoring Grant Expenditures – The grant manager/project director will receive a
                    monthly budget status report on the grant or contract, which includes the grant budget,
                    detail expenditures, encumbrances, balances, and collections to date, to be used for grant
                    management purposes. The grant manager/project director is to bring to the attention of
                    the grants and budget analyst any observed errors or discrepancies in a timely manner.




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450.005 GRANT ADMINISTRATION (CONTINUED)

                   Grant Billing—Interim Payment Request – The grants budget analyst will prepare all
                    necessary billing documents, including interim and final billings, following the end of the
                    applicable fiscal period. Once the billing documents have been reviewed by the grant
                    manager/project director, the grants budget analyst will submit the billing to the
                    appropriate agency, monitor receipt of payments, and follow up on any outstanding
                    billings.

       6.   Amendments – Any grant or contract amendments will be processed in the same manner as the
            original grant or contract.

       7.   Completion – A number of basic subjects need to be addressed when a funded project/grant is
            completed:

                   Final report as required by the funding agency: The grant manager/project director is
                    responsible for the non-financial content of the final report. The grants budget analyst will
                    prepare the final financial report and submit to the grant manager/project director for
                    inclusion in the final report.

                   Disposition of assets (such as equipment) acquired under the project: Assets will be
                    transferred or disposed of according to the grant/contract provisions. Assets retained by
                    the College will be accounted for by College policies.

                   Audit of funds, if required, and the reconciliation of funds within the account. Provisions
                    for over/under expenditure must be made: The grants budget analyst will reconcile all
                    revenues and expenditures for the final fiscal report. Over expenditures must be covered
                    by the unit managing the grants/contract. Under-expended balances will be returned to
                    the granting agency. All financial records will be available for an audit by the granting
                    agency as necessary.

                   Records retention: All files will be kept in accordance with State of Washington records
                    retention schedule unless the granting agency requires a longer retention period.
                   Grant-funded personnel: The grants manager/project director will work with Human
                    Resources to facilitate the transition of employees funded by the grant prior to the end of
                    the grant period.

                   Closing the grant/contract account code: The grants budget analyst will close the account
                    code once all revenues and expenditures have been processed and the final report
                    submitted.

       8.   Accounting For/Use of Indirect Costs Recovered – All indirect cost recovery will be credited
            to accounts established by Accounting Services. Actual indirect cost charges will be initiated
            against the grant by the grants budget analyst at the time the grant budget is established or as
            provided in the grant's instructions. The Executive Cabinet will approve uses/transfers of monies
            accumulated in the indirect cost recovery account.

       Time and Effort Reports

       Time and effort reports are after-the-fact records that reflect how faculty and staff spent the time for
       which they were compensated by the College. Time and Effort reporting is the federally mandated
       method of certifying that the salary and benefits charged to a Federal grant (including some grants
       from SBCTC and contracts associated with Federal grants) is accurate and is used to support such
       charges.




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450.005 GRANT ADMINISTRATION (CONTINUED)

       Any faculty or staff who are compensated in part or in full by more than one federal grant and/or cost
       objective or more than one budget category/activity within the same grant, including those whose
       efforts are used to satisfy either a required or a voluntary match, or are used in the determination of
       indirect costs must complete a time and effort report. Time sheets are acceptable as Time and Effort
       Reports for hourly employees.

       When a grant is initially received, budget allocations may be made in the assigned account for all
       categories of expenditures, including salaries and benefits, based on the grant budget and depending
       on the Time and Effort reporting method used. Personnel Action Forms authorizing payment to
       employees will reflect these allocations. Prior to the end of each fiscal year, adjustments to the payroll
       expenditures to match actual time worked will be processed if the variance between the initial budget
       estimates and the actual allocation of time worked is more than 5%.

       Time and Effort Reporting Methods:

               After-the Fact Activity Report System:
                  Is the primary method of recording Time and Effort at the College and must be used by
                   classified staff;
                  Allows but does not require entering the initial estimates of time in the Financial
                   Management System;
                  Must account for 100% of employees compensated time;
                  Must be completed at least monthly;
                  Must correspond to one or more pay periods;
                  Does not require the residual category (not grants) be documented in detail (lump-sum
                   balance is allowed);
                  Must be signed by either the employee or other responsible individual with knowledge of
                   the employee’s activity;
                  Form used must include a statement to certify hours (“I/we certify that to the best of our
                   knowledge the above allocation of time expended performing Federal, State and other
                   program duties is true and accurate.”)
                  Requires that the College have a suitable means of verifying the accuracy of the time and
                   effort reports (i.e. calendars, file notes).

               Plan Confirmation System:
                  Can be used by exempt staff or faculty after approval by the Director of Business
                   Services;
                  Requires entering the initial estimates of time in the Financial Management System;
                  Must express activities as percentages of total compensated activity based on reasonable
                   estimates; percentages must reflect reasonable estimates of time or effort provided;
                  Must reflect all activity and only activity for which the employee is compensated;
                  Must have documentation to support the Time and Effort percentages recorded (i.e.,
                   calendars, course listings);
                  Must have the ability to monitor and adjust work plan in the system. Significant work
                   plan changes must be recorded in the College’s systems using Personnel Action Forms
                   and/or salary and benefit transfers (adequately supported);
                  Must be signed by either the employee or other responsible individual with suitable
                   means of verifying work was performed (usually first-hand knowledge);
                  Form used must certify the reasonableness of salary charges in view of the work
                   performed once each quarter (“I certify to the best of my knowledge and belief that the
                   salary percentage distribution for the grant projects shown above is reasonable in relation
                   to the work performed.”)

       Maintenance of Records



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450.005 GRANT ADMINISTRATION (CONTINUED)

       The office which is responsible for managing the grant will collect and maintain the Time & Effort
       reports for six (6) years. The office which is responsible for managing the grant will use the monthly
       reports to maintain a schedule of time worked on the grant(s) to monitor the 5% variance requirement
       and to provide a list of employees paid by the grant for internal and external auditing purposes. Forms
       required for Time & Effort Reporting and Tracking are available on the College ClarkNet under
       Business Services Forms.

       Annual Evaluation

       The College’s Internal Auditor will perform an annual evaluation to ensure the integrity of the Time
       and Effort reporting system.

                                                      Revised Policy/Procedure Approved by Executive Cabinet
                                                                                           February 16, 2010
450.015 REFUND POLICIES

       Overall Policies

       Students who officially withdraw through the Registration Office may receive a refund of tuition and
       certain fees according to the following schedules:

       1.   For classes that last at least seven weeks and begin the first week of the quarter:

            a.   100% —— If the withdrawal occurs during the first five business days of the quarter (Business
                 days are Monday through Friday.)

            b.   100% —— If the class begins on the first Friday evening or the first Saturday of the quarter,
                 and withdrawal occurs no later than the close of business on Monday of the second week of
                 classes.

            c.   50% —— If the withdrawal occurs between the sixth business day and the 20th calendar day of
                 the quarter.

            d.   0% —— If the withdrawal occurs after the 20th calendar day.

       2.   For classes that do not begin the first week of the quarter, last less than seven weeks,
            but have more than five class sessions:

            a.   100% —— If the withdrawal occurs before the second class session.

            b.   50% —— If the withdrawal occurs after the second class session but before the fourth class
                 session.

       3.   For classes with a total of five class sessions:

            a.   100% —— If the withdrawal occurs before the second class session.

            b.   50% —— If the withdrawal occurs after the second class session but before the third class
                 session.

       4.   For classes with a total of three or four class sessions:

            a.   100% —— If the withdrawal occurs before the first class session.




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450.015 REFUND POLICIES (CONTINUED)

            b. 50% —— If the withdrawal occurs after the first class session but before the second class
            session.

            c.   0% —— All other cases.

       5.   For classes with a total of one or two class sessions.

            a.   100% —— If the withdrawal occurs before the first class session.

            b.   0% —— All other cases.

       6.   There is an automatic 100% refund for classes that are canceled by the College.

       7.   Refunds for students receiving federal Title IV financial aid will be made in accordance with the
            Federal Return of Title IV Funds Policy. Students receiving institutional aid will be subject to the
            Clark College Refund Policy as well. Any aid that is not earned must be returned to its source.

       8.   Payments made with credit cards will be credited back to the card. Payments made with cash will
            be reimbursed by check to be mailed within five working days. Payments made by check/money
            order will be reimbursed by check to be mailed within four weeks after the date of payment.
            Amounts of reimbursement are established by the refund policy; refund amounts of $1.00 or less
            are retained by the College. Payments made by a sponsoring agency are reimbursed directly to
            that agency.

       9.   Students who believe extenuating circumstances justify an exception to the policy may complete a
            Refund Exception form at the Registration Office. Exceptions may be granted for documented
            medical reasons or for active duty military reassignments. Requests for exceptions to the refund
            policy are accepted through the seventh week of the quarter.

       10. A separate refund policy applies to classes offered by Basic Skills (Adult Basic Education
           (ABE)/General Education Development (GED) and English as a Second Language (ESL)) and
           Continuing Education departments. For more information, see the Basic Skills (Adult Basic
           Education (ABE)/General Education Development (GED) and English as a Second Language
           (ESL)) and Continuing Education sections of the class schedule.

       11. Refunds for students participating in the STEPP payment plan will be made by check only.

       Title IV Funds Policy

       Students who receive financial aid are subject to the Federal Return of Title IV Funds Policy. This
       policy is effective if a student officially or unofficially withdraws from all credits in the payment period.
       Students who remain enrolled through at least 60 percent of the payment period (quarter) are
       considered to have earned 100 percent of the aid received and will not owe a repayment of federal Title
       IV funds. If a student completes at least one course, they will be subject to the Satisfactory Academic
       Progress Policy, rather than the Federal Return of Title IV Funds Policy. Federal financial aid
       recipients are subject to both the federal policy for Title IV aid and the Clark College Institutional
       Refund Policy for institutional aid.

       1.   A student’s withdrawal date is one of the following:

            a.   The date the student began the institution’s withdrawal process or officially notified the
                 institution in writing of intent to withdraw.

            b.   The midpoint of the quarter for a student who leaves without notifying the institution.



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450.015 REFUND POLICIES (CONTINUED)

            c.   The student’s last date of attendance at a documented academically related activity.

            d.   The student’s last date of attendance as reported by their instructor for a student who leaves
                 without notifying the institution.

       2. Funds are returned to the following sources in order of priority, as established by Congress:

            a.   Unsubsidized FFEL Loans.

            b.   Subsidized FFEL Loans.

            c.   FFEL PLUS Loans.

            d.   Federal Pell Grants.

            e.   Academic Competitiveness Grant

            f.   Federal SEOG.

            g.   National SMART Grant

       3.   There are six basic steps to the formula for calculating the amount of funds that must be returned
            to the Title IV programs:

            a.   Determine date of withdrawal and percentage of payment period attended by the student.

            b.   Calculate amount of Title IV aid earned by the student.

            c.   Compare amount earned and amounts disbursed to determine amount unearned.

            d.   If amount earned is greater than amount disbursed, determine late disbursement.

            e.   If amount earned is less than amount disbursed, determine amount of Title IV aid that must
                 be returned.

            f.   Calculate portion of funds to be returned by institution and student.

       Both Clark College and the student have specific responsibilities under this policy. Students who owe a
       repayment of Title IV funds must pay or make satisfactory arrangements to pay that obligation before
       regaining eligibility for additional financial assistance.

       Requirements of 34CFR 668.22 are available in the Clark College Financial Aid Office or on the Clark
       College website at: http://cf.clark.edu/pdf/financialaid/FederalReturn.pdf.

450.020 BUDGET AND FISCAL CONTROL

       The following policies are established to ensure appropriate budget and fiscal control:

       1.   Expenditures are to be made in the appropriate account and object when incurred and then funds
            moved if necessary to prevent an over expenditure of a budget object.

       2.   Deans and directors are responsible for the results of their actions concerning the budget.

       3.   Those with fiscal responsibility must plan expenditures so that the budget will last through the
            entire fiscal year.


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450.020 BUDGET AND FISCAL CONTROL (CONTINUED)

       4.   Those with secondary budget approval authority must ensure that funds are available before
            signing Purchase Requests or Personnel Requests. For example, ascertain that appointment of
            staff does not exceed budget before signing Personnel Requests.

       5.   Reports must be read and reviewed monthly by deans and directors. Problems are to be brought to
            the attention of the appropriate administrator.

       6.   If the Executive Cabinet approves any type of expenditure, it will ensure estimates are accurate,
            funds are available, and that a budget transfer will be made if necessary. The Executive Cabinet
            also needs information to understand the impact on future budget years of the proposed
            expenditure.

       7.   The vice president of administrative services will review the summary budget/expenditure report
            periodically with the Executive Cabinet, noting any potential problems.

       8.   Under no circumstances will an over-expenditure or deficit be permitted. If unavoidable expenses
            creating a deficit are processed, they will be immediately brought to the Executive Cabinet by the
            responsible administrator to identify a funding source.

450.025 BUDGET CHANGES

       Terms

       1.   Base Budget – The budget that is approved by the Trustees of Clark College each year.

       2.   Temporary Budget Adjustment – A change in the base budget that is nonrecurring and/or affects
            the budget for the current fiscal year only.

       3.   Permanent Base Budget Change – A recurring change in the base budget that affects subsequent
            fiscal years.

       Procedure

       All changes to the budget that occur after the base budget has been approved will be identified as to
       their permanent/temporary nature, and both the current fiscal year impact and the future year impact
       (for permanent changes) will be specified.

       The Budget Change Request form is to be used to communicate changes in budget to the director of
       business services and serves as back-up/history for substantiation of changes that have been made.

       When budget worksheets are distributed to commence work on the subsequent year's budget, the
       current year's budget will represent the base budget as approved by the Board for that year, plus all
       permanent base budget changes that have been approved up to that time.

       Approval

       Temporary budget adjustments require the approval of appropriate vice president or executive dean (or
       designee) administratively responsible for the budget.

450.030 CHECKING ACCOUNTS – DEPOSITS OF COLLEGE FUNDS

       All funds pertaining to College or College-sponsored programs must be deposited through the College.
       Separate checking accounts are not permitted.

       All matters associated with banking must be referred to the director of business services.

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450.033 INVESTMENT POLICY

       It is the policy of Clark College to invest its cash assets in only those investment instruments allowed
       by the investment policy published by the Office of the State Treasurer so that all liquidity needs are
       met and annual yields are maximized. The vice president of administrative services is responsible for
       all investment decisions. Only approved Washington State licensed investment dealers will be used to
       buy and sell investments; all rules published by the Office of the State Treasurer will be followed.

       All cash resources will be invested. Investment terms will vary from overnight to one year, depending
       upon the stability of the cash balance and the annual cycle of cash liquidity needs. Cash and spending
       plans will be coordinated by the director of business services and the vice president of administrative
       services to ensure that investment decisions are consistent with long-term spending plans for
       discretionary funds.

       The fiscal analyst, reporting to the director of business services, is responsible for identifying the
       investable funds and characterizing them as to maturity. The fiscal analyst will also investigate and
       recommend allowable instruments to the vice president of administrative services. The investment
       plan will be presented semi-annually to the vice president of administrative services for approval and to
       the Executive Cabinet at the discretion of the vice president of administrative services. Monthly
       reports will be prepared by the fiscal analyst for the director of business services and vice president of
       administrative services, showing the holdings in and the performance of the portfolio.

450.035 CASH CONTROL AND ACCOUNTABILITY

       The following guidelines apply to the collection/receipt of money at College locations other than the
       Cashier's Office:

       1.   One person should be designated by the department supervisor as having direct accountability for
            the money.

       2.   Money (cash, checks, money orders, credit card transaction slips, etc.) should be
            processed/handled in a secure area and kept in a locked/secure place at all times.

       3.   To the extent possible, checks and money orders are preferred modes of payment, rather than
            cash.

       4.   No personal checks may be cashed.

       5.   No third party checks may be accepted.

       6.   Checks must be made payable only to Clark College and must be restrictively endorsed "Clark
            College--for deposit only" immediately upon receipt.

       7.   Credit Cards may only be accepted if a terminal is available. Credit Card numbers are not to be
            written down to be entered later. It is against Payment Card Industry Compliance regulations to
            record a cardholder’s credit card number in any form. If a credit card payment is desired and no
            terminal is available, the payment can only be taken by the Cashier’s Office over the phone or in
            person where college employees can enter the credit card number directly into a terminal and
            avoid having a record of the number.

       8.   Incoming money must be recorded as soon as possible. Blank form receipts should not be used. All
            payments received need to be documented by sequentially pre-numbered official receipts or an
            automated cashiering system. All receipts are to be strictly accounted for and the reason for any
            missing documents determined and documented.




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450.035 CASH CONTROL AND ACCOUNTABILITY (CONTINUED)

       9.   Receipts are to indicate method of payment (cash, check, etc.), amount of payment, date, preparer,
            and brief description of basis for payment received. The total dollar amount recorded on the Cash
            Receipt forms, by method of payment, is to be balanced to the total cash, checks, etc., collected.
            Overages or shortages are to be reconciled and corrected.

       10. No funds are to be paid to vendors out of deposit cash. Deposits must be intact and must total all
           monies collected. All disbursements are to be made by Accounting Services following established
           procedures.

       11. Payments received must be recorded and reconciled to deposits.

       12. A daily sales summary form showing total receipts, payments, overages/shortages, and
           department account codes must be sent with the deposit. The department must keep a copy of the
           daily sales form, receipts, and deposit slip for six years, after which they can be destroyed.

       13. It is highly recommended that there be a segregation of duties between the person making up the
           deposit and the person reconciling to the deposited funds. Individuals handling money should be
           assigned duties that are complementary to, or checked by, another individual.

       14. Deposits must be made on a daily basis to the Cashier’s Office in Gaiser Hall. Money should not
           be sent through regular internal campus mail. The Security Department will transport funds to
           the cashier daily. However, armored transport collects deposits for a small number of
           departments (Cashier, Bookstore, Culinary Arts, etc.) and transports the deposits to the bank.

       15. "Bank" bags are to be used for transporting money to the cashier. These bags must be locked
           when being transported. Empty bags will be picked up by Security and delivered back to the
           department.

       16. Any loss of cash/checks/etc. must be brought immediately to the attention of Security and the vice
           president of administrative services per Clark College Administrative Procedure 527.035
           STOLEN OR LOST ITEMS.

       Procedures for the collection/receipt of money at College locations other than the Cashier’s Office must be in written
       form, reviewed by the internal auditor, and approved by the director of business services in advance. The
       collection/receipt of cash is restricted to a limited number of locations or departments. Prior approval must be
       obtained before cash may be accepted at a location other than the Cashier’s Office.

                                                            Revised Policy/Procedure Approved by Executive Cabinet
                                                                                                      May 8, 2012

450.038 INTERNAL AUDIT

       The Internal Audit Office conducts risk and internal control evaluations to help ensure compliance with
       established accounting procedures, state statutes and regulations, and College policies and procedures.

       The internal auditor, in cooperation with administrators and managers:

       1.   Reviews and appraises the adequacy and effectiveness of procedural controls over revenues,
            expenditures, assets, liabilities, and business principles;

       2.   Reviews practices of individual employees and units for conformance to established policy;

       3.   Reviews accuracy of accounting records;

       4.   Reviews audit files, policy statements, regulatory directives, state and federal requirements, and
            other operating guidelines;


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450.038 INTERNAL AUDIT (CONTINUED)

       5.   Analyzes records and reports in accordance with auditing procedures and standards to compare
            performance with requirements;

       6.   Reviews audit conclusions and recommendations with responsible administrator or manager;

       7.   Prepares written reports regarding analyses and findings;

       8.   Develops and updates written policies and procedures related to practices subject to audit;

       9.   Evaluates the efficiency of operations when included in scope of audit.

450.040 RENTAL EXPENSE PAYMENTS

       For facilities procured by the Office of Instruction, the Office of Instruction will initiate payment of
       rental expenses as follows:

       1.   Prepare a Purchase Request for each facility to encumber approximate dollars needed.

       2.   Prepare Invoice Voucher(s) after rental occurs to initiate payment, denoting the appropriate
            Purchase Order number.

450.045 ANNUAL BUDGET PREPARATION

       The operating budget for the College is prepared each year with the following time lines and division of
       responsibilities:

       September

       Strategic Priorities affirmed by Executive Cabinet.

       President’s draft goals presented to the Board of Trustees.

       October

       New Goal and Budget Development Packet distributed.

       Planning process communicated to the College through e-mail, Clark 24/7, College memos, Clark
       College Council, Faculty Senate , President’s Dialogue, VPI Forum.

       January

       New Goal and Budget Development Request forms due to dean or supervisor.

       February

       Base budget adjustments review forms distributed by Budget Development Office.

       Goal and Budget Development Request forms to vice presidents/executive deans.

       March

       Base budget review returned to Budget Development Office.

       Final Goal and Budget Development Requests prioritized within institutional areas.

       April

       Base budget adjustments and updated base completed.


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450.045 ANNUAL BUDGET PREPARATION (CONTINUED)

       Final goals are established at Executive Cabinet Work Session.

       Final budget prioritization at Executive Cabinet Work Session.

       SBCTC funding projections released.

       Budget updated to include mandated changes, reconciled base, and funds now available.

       May

       Board of Trustees Work Session goals.

       Draft budget presentation to the Board of Trustees at May Board meeting.

       June

       Final budget and goals approved by the Board of Trustees.

450.050 TRANSFERS/CORRECTIONS OF EXPENDITURES AND REVENUES

       Transfers or accounting adjustments should not be confused with budget changes. (See Administrative
       Procedure 450.025 BUDGET CHANGES.) Transfers are used to correct coding errors, move funds from
       one accounting division to another, effect interdepartmental charges, and distribute expenses.
       Transfers require the approval of the appropriate vice president or executive dean (or designee); a form
       for that purpose is available on the College Intranet under “Accounting and Business Forms” or from
       Accounting Services. The fiscal analyst in Accounting Services assists with transfers.

450.065 SERVICE AND ACTIVITY (S & A) FEE BUDGET PREPARATION

       The annual budget for the use of service and activity fees, as prescribed in RCW 28B.15.045, shall
       include the following groups and responsibilities (under the current College committee structure, the
       Finance Committee for the ASCC serves as the S & A Fee Committee):

       1.   S & A Fee Committee

            a.   Students must be the majority of voting membership.

            b.   The student members must represent diverse student interests.

            c.   The student members must be recommended by the student government association.

            d.   The chair is the ASCC finance director.

            e.   The Committee will present at a public meeting an opportunity for all viewpoints to be heard
                 on funding of student programs and activities.

            f.   The Committee will evaluate existing and proposed programs and submit budget
                 recommendations with supporting documents simultaneously to the Board and the
                 administration.

       2.   The Administration

            a.   Review the recommendations of the S & A Fee Committee.




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450.065 SERVICE AND ACTIVITY (S & A) FEE BUDGET PREPARATION (CONTINUED)

            b.   Publish a written response to the S & A Fee Committee outlining potential areas of difference
                 in a timely manner.

            c.   Meet with the S & A Fee Committee in a good faith effort to resolve any disputes on the
                 recommended budget.

       3.   The Board of Trustees

            a.   Receive the budget recommendations from the S & A Fee Committee.

            b.   Provide student representatives from the S & A Fee Committee and the administration the
                 opportunity to address the Board before decisions are made.

            c.   Take action on all or portions of the S & A fee budget not in dispute.

            d.   Take into consideration the results of the Dispute Resolution Committee and take final action
                 on the budget.

       4.   Dispute Resolution Committee

            Consists of three voting members appointed by the Board of Trustees, three voting S & A Fee
            Committee members who are students, one nonvoting student from the S & A Fee Committee who
            will serve as chair, and two nonvoting advisory members appointed by the College president.

       The timelines and assignments for these groups are:

       1.   S & A Fee Committee

            a.   January – Receive budget proposals.

            b.   February - April – Draft budget recommendations.

            c.   May – Finalize budget recommendations.

       2.   ASCC Finance Director

            a.   January – Consolidate budget proposals.

            b.   February – Perform staff role for Committee.

            c.   March – Prepare draft budget summary from S & A Fee Committee.

            d.   April – Prepare budget summary.

            e.   May – Prepare budget detail document.

            f.   June – Distribute budget document.

       3.   The Administration

            a.   May – Receive draft proposed budget.

                 Submit written differences to S & A Fee Committee and Dispute Resolution Committee.

                 Write Board agenda item on budget and issues of dispute.

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450.065 SERVICE AND ACTIVITY (S & A) FEE BUDGET PREPARATION (CONTINUED)

            b.   June – Write Board agenda item for final budget approval.

       4.   Board of Trustees

            a.   June – Adopt budget in detail; final action on disputes.

       5.   Dispute Resolution Committee

            a.   May – Resolve disputes, if any.

450.070 RESERVES AND FUND BALANCES

       Clark College will maintain a total of ten percent of its General Operating Budget within its
       Discretionary Fund Balances as a “Reserve” to allow for fluctuations in revenue and/or expenditure
       amounts in any given fiscal year. Dedicated Fund Balances will not be included in the College
       “Reserve.” Five percent of this reserve is set aside for the costs of disaster recovery to restore College
       operations and five percent is set aside for unexpected downturns in revenue such as reductions in
       state allocations or less than expected tuition revenue. Only the Board of Trustees can authorize a
       reserve of less than 10% for any one fiscal year at a time. Unless additional action is taken by the
       Board, the reserve will return to 10% the following fiscal year.

       In addition to maintaining ten percent of its General Operating Budget as reserves for disaster
       recovery and reductions in revenue, the College will maintain dedicated funds for the following:

                Technology upgrades (Communications and Information Systems account)
                Parking lot maintenance and repair
                Certificate of Participation (COP) repayment in the event ASCC does not have funds to
                 maintain the payment schedule
                Litigation reserve to be used for settlements, legal fees, and other costs incurred as a
                 consequence of litigation and claims not covered by the State Agency Self Insurance Liability
                 Program.
                Capital projects to be used for the costs of capital projects not covered by other funding
                 sources
                Program continuity reserve to fund costs of high priority programs that have been funded for
                 a limited time by external sources, and
                Other items or initiatives that have been identified as high priority in the College’s efforts to
                 serve students, maintain accreditation and fulfill its mission and vision.

       Reserves and fund balance levels will be reviewed each year with the Board of Trustees. Reserve
       amounts in excess of the 10% amount for items listed above will be recommended for Board approval
       annually.

       If future state-level budget cuts appear likely, it may be appropriate to bring the balances to a higher
       level, allowing the College to maintain valuable infrastructure during reduction periods.

       Board of Trustees’ approval is required for the use of these funds. In case of an emergency the
       president has the authority to draw on these funds and provide the Board with a report for ratification
       at its next meeting.

       The administration is authorized, provided there are discretionary fund balances, to use excess fund
       balances for expenditures that support the vision and mission of the College. Discretionary fund
       balances are not available to fund ongoing operational needs.

       Definitions



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450.070 RESERVES AND FUND BALANCES (CONTINUED)

       The General Operating Budget is composed of the state allocation (Fund 101), tuition and operating
       fees (Fund 149), worker retraining (Fund 123), dedicated revenues (Fund 148), and running start
       (Fund 145). This budget is considered to represent the basic ongoing operations of the College.

       Dedicated Fund Balances are those portions of the fund balances that are committed or accounts with
       fund balances that are not discretionary due to their fund source or purpose. Fund 145 – Grants and
       Contracts; Fund 147 – Local Capital; Fund 148 – Lab Fees, Continuing Education, and Resale; Fund
       149 – Tuition and Fees; Fund 522 – ASCC; Fund 790 – Payroll; Fund 840 – Trust and Agency Funds;

       Fund 846 – Financial Aid Grants; Fund 849 – Student Loans; Fund 850 – Work Study; and Fund 860
       – Long Term Student Loans represent funds in this category.

       Discretionary Fund Balances are those portions of the fund balances that have been generated by
       College operations and have not been committed to specific projects. The primary funds and activities
       in this category are Fund 145 – Running Start and Grant Overhead; Fund 147 – Local Capital (not yet
       obligated); Fund 148 – Excess Enrollment; Fund 440 – Central Stores; Fund 443 – Data Processing;
       Fund 448 – Printing/Copy Machines; Fund 460 – Motor Pool; Fund 524 – Bookstore; Fund 528 –
       Parking; and Fund 570 – Auxiliary Services (Events, Food Service, Vending Machines, and Director of
       Auxiliary Services.)

                                                      Revised Policy/Procedure Approved by Executive Cabinet
                                                                                          November 30, 2010

450.075 IDENTITY THEFT PREVENTION PROGRAM

       Program Adoption

       Clark College developed this Identity Theft Prevention Program ("Program") pursuant to the Federal
       Trade Commission's (“FTC”) Red Flags Rule, which implements Section 114 of the Fair and Accurate
       Credit Transactions Act of 2003. This Program was developed with oversight and approval of the
       Clark College Board of Trustees. After consideration of the size and complexity of the College’s
       operations and account systems, and the nature and scope of the College’s activities, the Clark College
       Board of Trustees determined that this Program was appropriate for the College, and therefore
       approved this Program on April 27, 2009.

       Definitions and Program

       1.   Red Flags Rule Definitions Used In This Program

            “Identity Theft” is a “fraud committed or attempted using the identifying information of another
            person without authority.”

            A “Red Flag” is a “pattern, practice, or specific activity that indicates the possible existence of
            Identity Theft.”

            A “Covered Account” includes all student accounts or loans that are administered by the College
            including, but not limited to:

            a.   Student Tuition Easy Payment Plan
            b.   Emergency Loans
            c.   Student Refunds
            d.   Student Financial Aid
            e.   Payment Agreements For The Repayment Of Financial Aid Funds




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450.075 IDENTITY THEFT PREVENTION PROGRAM (CONTINUED)

            “Program Administrator” is the individual designated with primary responsibility for oversight of
            the program. See “Program Administration” below.

            “Identifying information” is “any name or number that may be used, alone or in conjunction with
            any other information, to identify a specific person,” including name, address, telephone number,
            social security number, date of birth, government issued driver’s license or identification number,
            alien registration number, government passport number, employer or taxpayer identification
            number, student identification number, computer’s Internet Protocol address or routing code.

       2.   Fulfilling Requirements Of The Red Flags Rule

       Under the Red Flags Rule, the College is required to establish an “Identity Theft Prevention Program”
       tailored to its size, complexity, and the nature of its operation. Each program must contain reasonable
       policies and procedures to:

            a.   Identify relevant Red Flags for new and existing covered accounts and incorporate those Red
                 Flags into the Program.

            b.   Detect Red Flags that have been incorporated into the Program.

            c.   Respond appropriately to any Red Flags that are detected to prevent and mitigate Identity
                 Theft.

            d.   Ensure the Program is updated periodically to reflect changes in risks to students or to the
                 safety and soundness of the student from Identity Theft.

       Identification of Red Flags

       In order to identify relevant Red Flags, the College considers the types of accounts that it offers and
       maintains, methods it provides to open its accounts, methods it provides to access its accounts, and its
       previous experiences with Identity Theft. The College identifies the following Red Flags in each of the
       listed categories:

       1.   Suspicious Documents – Red Flags

            a.   Identification document or card that appears to be forged, altered, or inauthentic.

            b.   Identification document or card on which a person’s photograph or physical description is not
                 consistent with the person presenting the document.

            c.   Other document with information that is not consistent with existing student information.

            d.   Application for service that appears to have been altered or forged.

       2.   Suspicious Personal Identifying Information – Red Flags

            a.   Identifying information presented that is inconsistent with other information the student
                 provides (example: inconsistent birth dates).

            b.   Identifying information presented that is inconsistent with other sources of information (for
                 instance, an address not matching an address in student records).

            c.   Identifying information presented that is the same as information shown on other
                 applications that were found to be fraudulent.


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450.075 IDENTITY THEFT PREVENTION PROGRAM (CONTINUED)

            d.   Identifying information presented that is consistent with fraudulent activity (such as an
                 invalid phone number or fictitious billing address).

            e.   Social security number presented that is the same as one given by another student.

            f.   A person fails to provide complete personal identifying information on an application when
                 reminded to do so.

            g.   A person’s identifying information is not consistent with the information that is on file for the
                 student.

      3.    Suspicious Covered Account Activity or Unusual Use of Account – Red Flags

            a.   Change of address for an account followed by a request to change the student’s name.
            b.   Payments stop on an otherwise consistently up-to-date account.
            c.   Account used in a way that is not consistent with prior use.
            d.   Mail sent to the student is repeatedly returned as undeliverable.
            e.   Notice to the College that a student is not receiving mail sent by the College.
            f.   Notice to the College that an account has unauthorized activity.
            g.   Breach in the College’s computer system security.
            h.   Unauthorized access to or use of student account information.

       4.   Alerts from Others – Red Flag

            Notice to the College from a student, Identity Theft victim, law enforcement or other person that
            the College has opened or is maintaining a fraudulent account for a person engaged in Identity
            Theft.

       Detecting Red Flags

       1.   Student Enrollment – in order to detect any of the Red Flags identified above associated with the
            enrollment of a student, College personnel will take the following steps to obtain and verify the
            identity of the person opening the account:

            Detect

            a.   Require certain identifying information such as name, date of birth, academic records, home
                 address or other identification.

            b.   Verify the student’s identity at time of issuance of student identification card (review of
                 driver’s license or other government-issued photo identification or original passport or visa for
                 international students), to the extent allowed by law.

       2.   Existing Accounts – in order to detect any of the Red Flags identified above for an existing
            Covered Account, College personnel will take the following steps to monitor transactions on an
            account:

            Detect

            a.   Verify the identification of students if they request information (in person, via telephone, via
                 facsimile, via e-mail).

            b.   Verify the validity of requests to change billing addresses by mail or e-mail and provide the
                 student a reasonable means of promptly reporting incorrect billing address changes.


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450.075 IDENTITY THEFT PREVENTION PROGRAM (CONTINUED)

            c.   Verify changes in banking information given for billing and payment purposes.

      Preventing and Mitigating Identify Theft

      In the event College personnel detect any identified Red Flags, such personnel shall take one or more of
      the following steps, depending on the degree of risk posed by the Red Flag:

       1.   Prevent And Mitigate

            a.   Continue to monitor a Covered Account for evidence of Identity Theft.
            b.   Contact the student or applicant.
            c.   Change any passwords or other security devices that permit access to Covered Accounts.
            d.   Not open a new Covered Account.
            e.   Provide the student with a new student identification number.
            f.   Notify the Program Administrator for determination of the appropriate step(s) to take.
            g.   Notify law enforcement.
            h.   File or assist in filing a Suspicious Activities Report (“SAR”).
            i.   Determine that no response is warranted under the particular circumstances.

       2.   Protect Student Identifying Information.

            In order to further prevent the likelihood of Identity Theft occurring with respect to Covered
            Accounts, the College will take the following steps with respect to its internal operating
            procedures to protect student identifying information.

            a.   Ensure that its website is secure or provide clear notice that the website is not secure.

            b.   Ensure complete and secure destruction of paper documents and computer files containing
                 student account information when a decision has been made to no longer maintain such
                 information.

            c.   Ensure that office computers with access to Covered Account information are password
                 protected.

            d.   Avoid use of social security numbers.

            e.   Only release student information to the student in compliance of FERPA laws, unless a
                 consent form has been completed by the student.

            f.   Ensure computer virus protection is up-to-date.

            g.   Require and keep only the kinds of student information that are necessary for College
                 purposes.

       Program Administration

       1.   Oversight

            Responsibility for developing, implementing and updating this Program lies with the vice
            president of administrative services. The Program Administrator will be responsible for ensuring
            appropriate training of College staff on the Program, reviewing any staff reports regarding the
            detection of Red Flags and the steps for preventing and mitigating Identity Theft, determining
            which steps of prevention and mitigation should be taken in particular circumstances, and
            considering periodic changes to the Program.


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450.075 IDENTITY THEFT PREVENTION PROGRAM (CONTINUED)

       2.   Staff Training and Reports

            College staff responsible for implementing the Program shall be trained either by or under the
            direction of the Program Administrator in the detection of Red Flags and the responsive steps to
            be taken when a Red Flag is detected.

       3.   Program Updates

            The Administrator will periodically review and update this Program to reflect changes in risks to
            students and the soundness of the College from Identity Theft. In doing so, the Administrator
            will consider the College’s experiences with Identity Theft situations, changes in Identity Theft
            methods, changes in Identity Theft detection and prevention methods, and changes in the
            College’s business arrangements with other entities. After considering these factors, the Program
            Administrator will determine whether changes to the Program, including the listing of Red Flags
            are warranted. If warranted, the Administrator will update the Program.

                                                     New Policy/Procedure Approved by the Board of Trustees
                                                                                             April 27, 2009




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455.000               INFORMATION TECHNOLOGY SERVICES

455.005 TELEPHONE SERVICES

       The College provides telephone services for the purpose of conducting official activities. Local calls of a
       personal nature are permitted for the efficiency and welfare of the College staff. Long distance calls
       (calls outside the local 360 area code) may be made only for authorized business purposes. RCW
       42.52.160 states that no state employee may employ or use any person, money, or property, under the
       employee's official control or direction, or in his or her official custody, for the private benefit or gain of
       the employee or another.

       Students should not be permitted to use staff telephones except as directly authorized by a staff
       member for College business or emergency only. Pay telephones are available for personal use by
       students.

       Offices containing telephones should be kept locked when not under the supervision of a College staff
       member.

       Telephone problems should be reported to Information Technology Services. If a change in telephone
       service or equipment is needed, a Service Request may be submitted to Information Technology
       Services by e-mail at techsupport@clark.edu or by calling the Help Desk at (360) 992-2425.

       Cellular Phones

       The College provides two options for cellular telephone service for those employees who require this
       service to perform their job duties and who have received approval to purchase or be reimbursed for
       cellular telephone service.

       1,   Option 1. The College provides the telephone instrument and pays the cost of the voice and data
            plan, if applicable, with the understanding that the telephone is to be used for business purposes
            only in accordance with the Executive Ethics Law.

       2.   Option 2. In the case of employees who wish to use their cellular service for both personal and
            business calls, and also wish to synchronize College e-mail and calendar data with their personal
            telephone instrument (smart phone), the employee purchases the telephone instrument and service
            plan and requests reimbursement from the College for the data service only (voice service paid by
            the employee).

            Employees selecting Option 2 are to request applicable government discounts at the time service is
            ordered. Employees are to be reimbursed for the data plan only plus the pro rata share of
            applicable taxes based on the base rate of the service provided.

            Employees may seek reimbursement on a quarterly or annual basis by submitting a purchase
            request and attaching copies of monthly billing statements (voice plan call detail records are not
            required). Employees must request reimbursement annually at a minimum. Request for
            reimbursement in excess of twelve months in any fiscal year will not be honored.

            Employees who are considering Option 2 are urged to check with Information Technology Services
            to insure that the telephone instrument and service plan being considered is compatible with the
            Microsoft Exchange e-mail system. The College is not responsible for insuring compatibility
            between the multitude of mobile plans and the College’s Exchange e-mail service.

455.010 FAX SERVICES

       College employees are not to use College FAX machines for personal/private use. FAX services may be
       purchased in the Bookstore.




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455.015 USE OF COMPUTER SOFTWARE

      Unauthorized duplication of patented or copyrighted computer software, information processing
      service, electronic database, software program, or electronic data, or violation of applicable software
      licensing agreements is strictly prohibited. The term "computer software" includes the package
      delivered or offered to the College but is not limited to computer programs, manuals, copyrighted
      accessories, data, and intellectual property.

      The term "duplication" refers to the copying of material or information in any form—electronic or
      otherwise.

      The liability for willful infringement of a copyright or violation of a software licensing agreement will
      lie exclusively with the person who made or ordered the unauthorized copy or violated or caused the
      software agreement to be violated. Clark College will assume no responsibility, will pursue all
      remedies available against a violator, and will not provide legal assistance to those who have violated
      the law or licensing agreements.

      Computer users must contact the director of information technology services if there are any questions
      about software that is protected by copyright or licensing agreements. The director of information
      technology services will assist those who need help understanding full compliance with the federal and
      state law.

      Clark College employees will not condone copyright or licensing violations by students and other
      employees. Those who witness or are aware of violations of copyright law or licensing agreements
      should report the matter promptly to the director of information technology services. Please also see
      Administrative Procedure 535.075 EMPLOYEE INFORMATION TECHNOLOGY RESOURCES
      POLICY.

455.020 PERSONAL COMPUTER PURCHASING

      In certain cases, it is necessary to buy a specific brand, model, or type of computer hardware. The user
      may have a unique application that prevents the consideration of different personal computers. In such
      cases, the user should complete a Sole Source/No Substitute form, available from Purchasing Services,
      and submit it with the Purchase Request.

      As an example, computers within a lab area may need to be identical so that students will not be
      confused by different equipment; when an additional computer is bought, it is appropriate to buy a
      piece of equipment exactly like what is already in use.

      In most cases, it is unnecessary to specify a certain brand, model, or type of computer if the user is
      mainly interested in the functionality of the machine. As long as the computer meets the user's
      functional requirements, the brand name does not matter.

      Purchasing Services must have clear specifications for the equipment that is being purchased. All
      Purchase Requests must be accompanied by an exact list of the hardware characteristics. Among the
      characteristics that may be specified are:

      1.    Amount of memory.
      2.    Processor type and speed.
      3.    Number of expansion slots.
      4.    Number of disk drives.
      5.    Type and size of disk drives.
      6.    Number of serial ports.
      7.    Number of parallel ports.
      8.    Type of video card.
      9.    Type of monitor, including resolution, size, color, etc.
      10.   Number of slots for hard and floppy disks.



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455.020 PERSONAL COMPUTER PURCHASING (CONTINUED)

       11.   Required cables.
       12.   Installation.
       13.   Warranty.
       14.   Local vendor support.

       The director of information technology services will assist users in the preparation of computer
       specifications and will review all Purchase Requests before they are sent to Purchasing Services. The
       director of information technology services is responsible for helping Purchasing Services with the
       analysis of vendor quotes or requests for proposals.

       Whenever possible, a list of suggested vendors will accompany the Purchase Request. Whenever
       possible, local vendors will be used since it may be easier to obtain technical support from a company
       that is near the College.

       The College has adopted standards for hardware and software that link to the campus local area
       networks.

455.022 APPLICATION SERVICE PROVIDERS

       Introduction

       An Application Service Provider (ASP), sometimes called a “hosted service”, is a business that provides
       computer-based services to customers over a communications network. Typically, the ASP develops
       and maintains software applications, and supplies the servers, databases and communications
       equipment needed to deliver the service to the customer. The services of an ASP may be delivered over
       a private network but, more commonly, the Internet and the World Wide Web are used to collect,
       process and store customer information. The use of the Internet as a transport network provides
       ubiquitous access to the ASP’s application, but also poses significant data security risks.

       The College will typically enter into a contract with an ASP to provide services, for which it will pay the
       ASP a fee. An ASP may also be loosely affiliated with the College. An ASP in this category is not
       generally paid by the College for the service it delivers.        An example is an enterprise that uses
       advertising revenues to provide a free service to the College’s students. The use of any ASP that
       wishes to associate the service it provides with the College in any way, directly or indirectly, by
       reference or the use of logos, brand, etc., falls under the purview of this policy.

       Scope

       This policy details the requirements and procedures that must be followed by Clark College employees
       or contractors who wish to engage the services of an ASP. It further describes the general requirements
       of the ASP.

       Statutory Authority

       The provisions of RCW 43.105.041 detail the powers and duties of the Information Services Board
       (ISB), including the authority to develop statewide or interagency information services and technical
       policies, standards, and procedures. This policy is executed in accordance with the Washington State
       Department of Information Services Information Technology Security Standards.

       Managing Risk

       Clark College relies heavily on information technologies both in its business operations and in its
       instructional programs. Hosted services are increasingly used to deliver/augment instruction and for
       administrative or support services. By their nature, ASPs operate outside the normal internal
       procedures and controls of the College. Therefore, special attention must be paid to the selection and
       use of ASPs to effectively manage the risk associated with hosted services. Inasmuch as most ASPs
       collect or share data with the college, and store data on their servers or those of a subcontractor, steps

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       must be taken to fulfill the College’s statutory obligation to provide appropriate safeguards for sensitive
       or confidential data.

       Project Sponsor Requirements

       The ASP project sponsor, the person or organizational unit within the College requesting the services of
       the ASP, shall follow the ASP engagement process outlined below prior to engaging the services of an
       ASP.

               The project sponsor must submit the draft project proposal to the Director of Information
                Technology Services for preliminary review prior to engaging the vendor community.
               Special data security requirements apply to ASP’s that will share, collect, process and store
                data classified as “sensitive” or “confidential.” See definitions at the end of this policy.
               The project sponsor, while exploring functional requirements with a vendor or obtaining
                budgetary quotes, must not state or imply that the business will be awarded to the vendor.
                Most large projects are subject to a competitive procurement (bid process).
               If the cost of the service being considered exceeds $10,000, including annual licensing fees and
                implementation costs, the project must be put out to bid unless there is compelling justification
                to pursue a sole-source procurement. This process generally requires the development of a
                Request for Proposal (RFP) document containing detailed specifications for the project.
                Drafting the RFP requires the involvement of Purchasing Services and Information
                Technology Services. The project sponsor must allow a minimum of 90 days from the date of
                Executive Cabinet approval until the awarding of a contract.
               A contract between the College and the ASP must be written detailing the terms and
                conditions of the service engagement. This contract must be reviewed by the director of
                operations and auxiliary services and approved by the vice president of administrative
                services.
               ASP project proposals, including budgetary estimates, must be approved by the project
                sponsor’s representative on the Executive Cabinet of the College prior to initiating the RFP
                process or engaging the services of an ASP.

       Application Service Provider Requirements

               If the ASP will be sharing, collecting, or storing “sensitive” or “confidential” information, the
                ASP must comply with the minimum security requirements set forth in the security standard
                entitled Clark College IT Security Standard – Application Service Providers.
               The ASP security standard requires the vendor to provide a detailed description of the hosted
                service environment and to certify that the ASP complies with the requirements of the
                standard. The College cannot do business with vendors who are unable or unwilling to certify
                compliance with this security standard.
               It is anticipated that the ASP security standard will change over time as new requirements
                and/or threats are identified. Vendors are required to re-certify compliance with the standard
                including any revisions or additions at the time of the contract renewal.
               Vendors are required to sign a contract detailing the terms and conditions of the service
                engagement. The College will not accept standard vendor contracts but will negotiate the
                terms of the contract with the vendor.

       Enforcement

      Employees who intentionally violate the provisions of this policy are subject to disciplinary action in
      accordance with established College policy and/or negotiated agreements.

      Definition of Data Classes

      The following definitions are used to classify data for security purposes:

      Normal: The least restrictive class of data. Although it must be protected from unauthorized
      disclosure and/or modification, it is often public information or generally releasable under College

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       procedures for processing public records requests. Examples of this class of data are: class schedules,
       course catalogs, general ledger data, and employee demographic statistics.

       Sensitive: This class includes data for which specific protections are required by law or for which
       agencies are obligated to prevent identity theft or similar crimes or abuses. Examples of this class of
       data are: peoples’ names in combination with any of the following: driver’s license numbers, birth date,
       employee ID number (EID), address, e-mail addresses, telephone numbers. Also included are: agency
       software source code or object code, agency security data, education records including papers, grades,
       and test results, or information identifiable to an individual that relates to any of these types of
       information.

       Confidential: This class includes passwords, Social Security Numbers (SSN), credit card numbers,
       expiration dates, PINs, and card security codes, financial profiles, bank routing numbers, medical data,
       law enforcement records. All data classified as Confidential shall be encrypted in storage and in
       transit. Access to these elements are tightly controlled and audited.

                                                           New Policy/Procedure Approved by Executive Cabinet
                                                                                             October 12, 2010

455.025 USE OF REMOTE DESKTOP PROTOCOL

       Introduction

       Remote Desktop is a software tool that allows a technician to logon to a user’s machine from a remote
       location for the purpose of performing routine maintenance and troubleshooting tasks. Without Remote
       Desktop a technician must be physically present at the location of the affected computer and logon to a
       user’s computer using an administrator username and password in order to perform maintenance
       activities.

       In order for Information Technology Services to provide outstanding service to the College community,
       it is necessary that Information Technology Services personnel use modern tools to install software and
       troubleshoot computer issues in the most efficient manner possible, consistent with sound security
       principles. This procedure is intended for maintenance and troubleshooting purposes. In all cases, this
       procedure will be implemented consistent with the language of the College’s approved collective
       bargaining agreements.

       Policy

       Information Technology Services technicians and systems administrators are authorized to use Remote
       Desktop, a remote access software tool, in accordance with the following procedure.

       Procedure for Conducting Remote Desktop Sessions

       1.   Whenever possible, the Remote Assistance tool will be used as an alternative to Remote Desktop.*
            Where the scheduling of a Remote Assistance session is problematical or where the advanced
            capabilities of Remote Desktop are required to perform a maintenance or troubleshooting task,
            Information Technology Services technicians are authorized to use the Remote Desktop tool.

       2.   Before initiating a Remote Desktop session, the technician will e-mail the affected user explaining
            the need for the remote session and describing the work that he/she will perform during the
            session.

       3.   The technician will invite the user by both phone and e-mail to be present at the location of the
            affected computer during the remote session.

       4.   If at time of initiating a remote session the computer is “locked” by the user, the technician will not
            “unlock” the session without the user’s permission.


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       5.   The technician will attempt to complete the remote session during a time that is convenient for the
            user (i.e., during times when the user does not need to use the computer).

       6.   The technician will perform only the work described to the user in the pre-work communications
            and will complete the work in a timely manner.

       7.   The technician will notify the affected user by e-mail within 24 hours summarizing the work
            performed during the Remote Desktop session on a user’s computer and will at all times abide by
            the Clark College Systems Administrator Code of Ethics.

       *Remote Assistance is a software tool similar to Remote Desktop where the user, sitting in front of
       his/her computer, works interactively with a technician at a remote location to solve problems or
       demonstrate the use of computer features. Remote Assistance requires that the user explicitly approve
       the transfer of control of the user interface (keyboard and mouse) to the technician during the help
       session.

                                                          New Policy/Procedure Approved by Executive Cabinet
                                                                                               June 30, 2009

455.030 EMPLOYEE COMPUTING RESOURCES

       1.   Intent

            It is the policy of the College to maintain access for its community to local, national, and
            international sources of information and to provide an atmosphere that encourages access to
            knowledge and the sharing of information. It is expected that College computing resources will be
            used by members of the College community with respect for the public trust through which they
            have been provided and in accordance with policy and regulations established from time to time
            by the College and its operating units.

       2.   Scope

            In this policy, computing resources are defined as those computers, computer software, networks,
            and electronic messaging systems (e-mail, voice mail, facsimile and imaging systems) operated by
            or for the benefit of the 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 shall strictly adhere to both the letter and spirit of this policy which is provided to
            ensure a predictable, secure computing environment for all users. Failure to comply with the
            regulations set forth in this policy may result in loss of access to College computing resources, and
            administrative, civil, and criminal action under Washington State or federal law.

       3.   General Provisions

            a.   College computing resources are to be used only for authorized educational and business
                 purposes. It is the obligation of College employees to be aware of the governing law, rules,
                 and guidelines set forth in Chapter 42.52 RCW, Ethics in Public Service Act; WAC 292-110-
                 010, Use of state resources; and Section 415.030 of the Clark College Administrative
                 Procedures manual, Ethics in Public Service. Copies of these documents may be obtained
                 from the director of computing services.

            b.   If your access to computing 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, either purposefully or by omission. You may not allow someone else to give his/her
                 password to you, or attempt to find out the password of another user, or aid such attempt by

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                any other person. In some instances, shared accounts may be established to allow
                collaboration, in which case a password may be shared.

           c.   You may not interfere with the use of computing resources by any other authorized user, or
                compromise the confidentiality of the College’s internal business practices or records.

           d.   You may not use College computing resources to send, receive, or display information
                including text, images, or voice that is sexually explicit or constitutes discrimination or
                harassment. “Sexually explicit material” is defined in RCW 9.68.130, but exempts authorized
                study and research in the areas of art, health, and science. Procedures related to
                discrimination and harassment are specifically addressed in the Clark College Administrative
                Procedures manual, Sections 400, 600 and 700, and are incorporated herein.

           e.   You may not examine, copy, alter, rename, or delete the 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 non-essential.

           f.   You may not forge any electronic message or engage in any other fraudulent activity using
                College computing resources.

           g.   You may not subvert or attempt to subvert, or assist others to subvert, the security of any
                computing resource or otherwise interfere with the legitimate operation of any computing
                resources, whether internal or external to the College (hacking).

           h.   The use of software or hardware devices designed to capture or examine network data
                (protocol analyzer or “sniffer”) 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.

           i.   You may not use College computing resources to create, disseminate, or execute self-
                replicating or similar nuisance programs (e.g., virus, worm, Trojan horse, e-mail bomb,
                spamming), whether or not it is destructive in nature.

      4.   Copyrights/Patents

           It is the employee’s responsibility to be informed of copyright and patent law as it applies to
           computer software and other materials that you may access using College computing resources. If
           you infringe on any material that is protected by copyright/patent without proper authorization,
           you may be subject to criminal and/or civil penalties. A formal copyright/patent declaration need
           not be in evidence for legal copyright/patent protection to be in force.

           In general, the copyright to original works created by faculty members using College computing
           resources belongs to the faculty member except where the work is for commercial gain and
           involves significant amounts of state resources. Works for commercial gain that will involve
           significant amounts of state resources should not be undertaken until there is a written
           agreement that allocates ownership, profits, and costs between the faculty author and the College.

           Original works created by administrators, exempt employees, classified staff, and student
           employees are generally considered to be “works for hire” and the copyright to any such original
           works is owned by the College. Refer to Section 675.000 of the Clark College Administrative
           Procedures Manual for additional information related to College copyright policy.

      5.   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. Specifically,


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            you agree to comply with the Community and Technical College Network (CTCNet) Acceptable Use
            Policy (http://www.ctc.edu/~ctcadmin/WCTC_Acceptable_Use_Policy.html).

       6.   Grievance Procedure

            You may seek redress for any grievance arising out of the interpretation/enforcement of one or
            more provisions of this policy by following appropriate procedures detailed in Administrative
            Procedure 680.000 GENERAL GRIEVANCE PROCEDURE FOR ADMINISTRATORS, EXEMPT
            STAFF, AND CERTAIN CLASSIFIED EMPLOYEES and/or applicable negotiated agreements.

       7.   Administration

            All computing resource policies must be reviewed by the Information Technology Council (ITC)
            and approved by the Executive Cabinet before they are implemented. Substantive changes to this
            policy are initiated by the ITC, and an opportunity for review/comment by the user community
            will be provided prior to adoption. You may contact the director of computing services to
            communicate any comments, suggestions, or concerns that you may have related to this policy.

       8.   Privacy

            Pursuant to the Electronic and Communications Privacy Act of 1986, Title 18, United States
            Code, Sections 2510 and following, notice is hereby given that there are no facilities provided by
            Clark College 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.

            Authorized College staff, with due regard for the right of privacy of users and the confidentiality
            of their data, have the right to suspend or modify access to computing resources, examine files,
            passwords, printouts, tapes, and any other material which may aid in the investigation of possible
            abuse. Any such investigation must be specifically authorized by the president of the College or
            designated representative. Whenever appropriate, the cooperation and agreement of the user will
            be sought in advance. Users are expected to cooperate in such investigations when requested to
            do so. Failure to cooperate in the investigation of possible abuse may result in suspension of
            access to computing resources.

       9.   Disclaimer

            The College accepts NO RESPONSIBILITY for any damage to or loss of data arising directly from
            or incident to the use of Clark College computing resources, or for any consequential loss or
            damage therefrom. It makes representation of NO WARRANTY, express or implied, regarding
            the computing resources offered, or their fitness for any particular use or purpose.

       10. Agreement to Comply

            You implicitly acknowledge, by continued use of computing resources, your agreement to comply
            with all published policies governing the use of College computing resources.

            Distribution lists facilitate the exchange of information between employees. Users of the College
            e-mail system can reduce the volume of e-mail and promote efficient use of the campus network
            by following these guidelines for use of the campus distribution lists:

455.035 USE OF E-MAIL DISTRIBUTION LISTS

       1.   Master Distribution List



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            The Master Distribution List contains the names of all full-time and part-time College employees,
            Foundation employees, ASCC student government officers, and some College business partners
            (e.g., WorkSource). Post to the Master Distribution List only when your message is relevant,
            important, or of interest to a large percentage of the campus community. Examples of messages
            fitting these criteria include: College closure information, security/safety/health alerts, facilities
            maintenance information, messages from the College administration or Board of Trustees,
            Personnel notices, registration calendar, etc. Use the alternative lists described below whenever
            possible to better target your audience. The Master Distribution List is not to be used for
            discussions, debates, opinions, or jokes. Membership on the Master Distribution List is required
            for all College employees.

       2.   Preprogrammed Distribution Lists

            Several preprogrammed distribution lists with specific target audiences (e.g., faculty, staff, etc.) are
            available through the Outlook address book. To choose a distribution list, open the Outlook
            address book and click on the drop-down list entitled, “Show Names from the:” Choices for
            preprogrammed distribution lists can be accessed by clicking on the Distribution Lists menu item.
            Other list-selection options are related to instructional organization and include units, divisions,
            and departments.

       3.   Alternative Lists

            The Forum list is intended to be a list where ideas are exchanged and issues are debated. Use this
            list to propose ideas, solicit feedback, state an opinion, post a gripe, or pat somebody on the back.
            Most postings to this list will either request or invite feedback, so use the list accordingly.

            Membership on the Forum list is voluntary. Clicking the reply button in response to a message
            posted to the Forum list will address the entire list membership.

            The Messages list is intended to be a medium for posting announcement-type messages that are
            generally one-way in nature. Examples include upcoming events and activities, news items,
            celebrations, thank-you notes, farewells, etc. Membership on the Messages list is voluntary.
            Clicking the reply button in response to a message posted to the Messages list will address the
            original sender only.

       4.   Additional Information

            Visit the Clark College Intranet for additional information related to this policy, including general
            usage guidelines.

455.045 NETWORK SECURITY

       Introduction

       The proliferation of information technologies, including the Internet, has created a myriad of
       opportunities and challenges for individuals and organizations that use these technologies. The
       potential for malicious mischief, damage to or loss of equipment or data, and loss of privacy dictate that
       prudent steps be taken to safeguard the information technology assets of the College. Network security
       cannot be achieved with technical solutions alone; the College relies on its students and employees to be
       active participants in achieving a security network environment.

       Scope

       This policy details the rules and expectations that apply to employees of Clark College and any other
       parties who have been authorized to use College network resources.




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       Statutory Authority

       The provisions of RCW 43.105.041 detail the powers and duties of the Information Services Board
       (ISB), including the authority to develop statewide or interagency information services and technical
       policies, standards, and procedures. This policy is executed in accordance with the Washington State
       Department of Information Services Information Technology Security Standards.

       Data Security

       Many College employees, as a requirement of their job duties, have access to sensitive or confidential
       information. It is of utmost importance that employees are aware of the laws and regulations
       governing the handling of sensitive or confidential data and that they take appropriate measures to
       safeguard any sensitive or confidential data with which they are entrusted. Sensitive and confidential
       data are defined as follows:

                   Sensitive. This class includes data for which specific protections are required by law or for
                    which agencies are obligated to prevent identity theft or similar crimes or abuses.
                    Examples of this class of data are people’s names in combination with any of the
                    following…driver’s license numbers, date of birth, employee/student ID number (SID), and
                    personal address, e-mail addresses, and telephone numbers. Also included are student
                    data protected under the Family Educational Rights and Privacy Act (FERPA).

                    Confidential. This class includes passwords, social security numbers (SSN), credit card
                     numbers, expiration dates, PIN’s, and card security codes, financial profiles, bank routing
                     numbers, medical records, and law enforcement records.

       Data breaches resulting from employee errors or negligence can have serious financial implications and
       can damage the reputation of the College. Listed below are elements of information systems that pose
       data security risks and the corresponding College policy that addresses each element.

       1.   Passwords.
            Username and password combinations are the primary means of authenticating users of Clark
            College network resources and are an important element of the College’s security program.

            Policy: Where access to computing resources is protected by a personal password, no
            person shall divulge their password or allow others to use their password-protected
            account. Users shall take appropriate measures to safeguard their personal passwords
            to prevent unauthorized access to College computing resources.

            In some cases, generic computer accounts are created and the username and password are
            intended to be shared by multiple users. These cases represent the only exceptions to this
            password policy.

       2.   E-mail.
            E-mail messages processed by the College e-mail system are not encrypted either in transport or
            storage. It is possible for someone with the proper tools and sufficient access to the system to read
            the contents of an e-mail message. Therefore, the College e-mail system is not considered private
            and should not be used to communicate confidential information.

            Policy: Clark College employees shall not use the College electronic mail system to
            communicate (internally or externally) or store confidential information.

       3.   Mobile Devices and Removable Storage Media.
            Mobile devices such as notebook computers and Personal Digital Assistants (PDA), and removable
            storage media such as solid state flash drives, CD’s or DVD’s, and portable hard disks are essential

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            tools but these devices pose a significant risk to data security if used to store sensitive or
            confidential information.

            Policy: Mobile computing equipment and removable storage media shall not be used to
            store or transport unencrypted confidential information.

       4.   Databases.
            Database applications such as Microsoft Access are standard components of the College’s suite of
            office productivity software. With a modest amount of training, database tools like Access can be
            used to create useful applications that increase office efficiency and productivity. However, if such
            a custom database, whether developed by an employee, a student, or an outside entity, is used to
            store sensitive or confidential information without sufficient access safeguards, there is a risk to
            data security.

            Policy: No College employee shall purchase, develop, approve the development by others,
            or implement a database application that will be used to store sensitive or confidential
            information without the approval of the director of information technology services.

       5.   Application Service Providers.

            An Application Service Provider (ASP), sometimes called a “hosted service,” is a business that
            provides computer-based services to customers over a communications network. Typically, the
            ASP develops and maintains software applications, and supplies the servers, databases and
            communications equipment needed to deliver the service to the customer. The services of an ASP
            may be delivered over a private network but, more frequently, the Internet and the Web are used
            to collect and process customer information. The use of the Internet as a transport network
            provides ubiquitous access to the ASP’s application, but also poses significant data security risks.

            Policy: No College employee shall purchase or utilize the services of an Application
            Service Provider where the ASP will collect, process or store sensitive or confidential
            information without the approval of the director of information technology services.

       6.   Hardcopy Data.
            Printouts and other hardcopy media containing sensitive or confidential data must be properly
            disposed of to prevent unauthorized access to the information. Faculty and staff must be
            particularly mindful of their obligation to safeguard student information protected under Family
            Educational Rights and Privacy Act (FERPA). Approved receptacles are provided in each campus
            building for the disposal of sensitive print documents.

            Policy: Clark College employees shall only use approved secure receptacles to discard
            print material containing sensitive or confidential information.

       Connections to the Campus Network

       Information Technology Services personnel are available to assist College employees with equipment
       installations and moves that require network connectivity. Employees who wish to install or move
       computers or other network-connected equipment should contact the Information Technology Services
       Help Desk before attempting to connect equipment to the network. An Information Technology
       Services technician will insure that the network device and jack are properly configured and that
       equipment inventory and network port records are appropriately updated. Temporarily disconnecting a
       networked computer and/or telephone to rearrange or clean an office does not require Information
       Technology Services assistance provided the user notes the original location of network and telephone
       cords.




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       Policy: No person shall connect any network device including hubs, switches, routers,
       network printers, wireless access points, and network test and measurement equipment to the
       Clark College network without the knowledge and prior approval of the network systems
       manager.

       Faculty members who teach network technologies must coordinate their activities with the network
       systems manager to insure that instructional uses of the College network are secure and compatible
       with other network functions.

       Web Servers and Internet Services

       Internet services such as Web servers, mail servers, File transfer Protocol (FTP) servers, etc., pose a
       significant security risk to Clark College computing resources. It is essential that these services be
       properly deployed and maintained to minimize risk. Information Technology Services provides these
       services for the institution and, with the exception of certain instructional applications, there is no need
       or justification for employees to run Internet services on personal computers.

       Policy: No person shall, without the prior written approval of the network systems manager,
       download, install and run a Web server on their office computer or any other computer
       connected to the College network. Furthermore, no other Internet accessible service, such as
       FTP, electronic mail, remote login (Telnet), etc., shall be downloaded, installed or
       maintained by any person on any computer connected to the College network.

       Information Technology Services staff will, on a regular basis, perform network scans that will detect
       unauthorized Internet services running on the campus network. In the event unauthorized Internet
       services are discovered, ITS staff will, without prior notification, disable the network connection ot the
       computer running the service. The employee responsible for the computer fund running unauthorized
       Internet services will be contacted and informed of the action taken. Network connectivity will not be
       restored until the unauthorized software is disabled or removed.

       Wireless Network Access

       Unauthorized wireless network transmission devices pose a significant risk to network security.
       Information Technology Services installs and maintains wireless equipment that is configured to insure
       an appropriate level of security. The placement of transmitters is critical to ensure adequate coverage
       while limiting the range of the transmitted signal to the intended coverage area.

       Policy: No person shall connect a radio transmitter designed to broadcast network traffic
       (wireless access point or node) to the Clark College network without the express permission of
       the network systems manager.

       Unauthorized wireless access points that are discovered on the College network will be disconnected
       from the network and confiscated.

       Anti-Virus Software

                   Windows Computers. The anti-virus software and virus definition files for windows
                    computers are automatically updated from a central server. This process is transparent to
                    the user. Every network-connected Windows computer (except lab computers) is subjected
                    to a full file scan each week. Currently, this scan is initiated on Thursday at
                    approximately 11:30 a.m. A window opens on the desktop informing the user that the
                    scan is taking place. The user may minimize this window and continue working while the
                    file scan proceeds. If the computer’s performance is being adversely affected, the user has
                    the option to delay the scan for a period of one or three hours. The user has the ability to


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                    perform this “snooze” function up to three times after which the virus scan will be
                    initiated.

                   Macintosh Computers. Macintosh computers have anti-virus software installed at the
                    time the machine is initially set up. The anti-virus software is configured to access the
                    anti-virus update server to check for updates to the software and virus definition files
                    weekly. If updates are available, the software will be automatically downloaded and be
                    installed on the machine. It is important that users not modify or attempt to disable this
                    anti-virus update service.

       Software Auto-Update Service

                   Windows Computers. Windows machines are configured to automatically check for critical
                    updates on a local server via Microsoft Windows Server Update Services (WSUS). This
                    process will download critical patches to the operating system and application software as
                    they become available and are approved by the WSUS administrator.

                    The Windows user is first notified that updates are available for downloading from the
                    WSUS server by a flashing icon in the lower right hand corner of the screen. It is
                    important that users initiate the download process as soon as possible. This usually takes
                    less than a minute. Next, the user is prompted to initiate the installation of the
                    downloaded critical update on the computer. Again, users are urged to initiate this
                    process immediately and not defer it to a later time. Lastly, in may cases users are
                    prompted to reboot their machine so that the update process can take effect. If you are
                    involved in a project and do not want to be interrupted, you may defer this last step and
                    the patch will be applied the next time you restart your machine (be sure to power down
                    before you leave for the day). It is important that Windows users respond to the
                    notification that critical updates are available. If you ignore the update notification or
                    continue to defer the application of the update, you risk a potential attack on your
                    computer and possible computers on the College network.

                   Macintosh Computers. Macintosh computers are configured to automatically check for
                    updates weekly on an Apple software update server (XSUS). Operating system and
                    application updates are tested and enabled by the XSUS administrator. The updates are
                    automatically downloaded to the client computer and the user is notified of pending
                    updates. Updates are applied when the computer is restarted. Users should restart their
                    computers at the earliest opportunity.

       Enforcement

       Employees who intentionally violate the provisions of this policy are subject to disciplinary action in
       accordance with established College policy and/or negotiated agreements.

                                                        New Policy/Procedure Approved by Executive Cabinet
                                                                                         December 8, 2009




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460.000                                      MISCELLANEOUS

460.001 ACKNOWLEDGEMENT OF HAZARDS AND RISKS

       In the conduct of its various functions of instruction, public and community services, student activities,
       and enrichment, the College is aware that the resulting activities may subject the participants to risk.
       "Risk," for this purpose, is defined as the potential of physical or mental injury or damage occurring to a
       person.

       The instructor, sponsor, administrator, or organizer of any College program has the responsibility to
       assess and identify the risks inherent in the class, activity, or event. If, in that individual's judgment, a
       risk to the participants exists, participants must be notified of the risks in writing using an
       Acknowledgement of Hazards and Risks form.

       The standard approved form for the Acknowledgement of Hazards and Risks is available from
       Administrative Services; the form has the approval of the Attorney General's Office. Separate forms
       which have been prepared by the Northwest Athletic Association of Community Colleges are suggested
       for participants in athletic events. Other forms for the acknowledgement of hazards and risks may be
       used by departments, provided that the content of the form has the approval of the vice president of
       administrative services.

       Acknowledgement of Hazards and Risks forms are to be kept by the department sponsoring the activity
       for a minimum of six years following the conclusion of the activity covered or any subsequent issues
       resolved, or three years beyond the participant’s 18th birthday, whichever is later; the participant will
       be provided a copy of the signed form upon request.

460.050 TORT CLAIMS

       Any individual (non-college employee) who believes that they have suffered a loss, or have been injured
       as a result of the action or inaction of Clark College, may file a claim against the state (Clark College).
       Such a claim is not an insurance claim, but a tort claim. (A tort claim is a claim that there has been a
       wrongful act.) Standard Tort Claim forms can be obtained from the Office of the Vice President of
       Administrative Services or at http://www.ofm.wa.gov/rmd/tort/default.asp.

       If there is an injury, the individual must also complete a Clark College Non-Employee (Students—
       Visitors) Accident/Incident Report and file it with Clark College Health Services. This form is available
       at division offices or Health Services. (Please note: Per Administrative Procedure 527.010 ACCIDENT
       REPORTING, College employees are required to report to their immediate supervisor each industrial
       injury, potentially work-related cumulative injury, or occupational illness, regardless of the degree of
       severity).

       To file a tort claim, pick up a tort claim form from the Office of the Vice President of Administrative
       Services or at http://www.ofm.wa.gov/rmd/tort/default.asp.

       Fill out the form and submit it to the Risk Management Division, Office of Financial Management.

       The Risk Management Division will review the facts of the claim. Additional information may be
       requested.

       If the Risk Management Division decides that the claim has validity, the State of Washington will issue
       a check to the claimant. The entire process will take no less than 30 days, but possibly considerably
       longer.

       Due to the length of time required for a tort claim settlement, it is recommended that the claimant pay
       any outstanding bills (such as for doctor visits) directly.




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460.050 TORT CLAIMS (CONTINUED)

       Questions should be referred to Administrative Services.

                                                      Revised Policy/Procedure Approved by Executive Cabinet
                                                                                              March 2, 2010

460.055 USE OF HUMAN SUBJECTS

       In response to concern about protection of the rights of human subjects of research, and in response to
       federal mandate, Clark College has established the Institutional Review Board (IRB) to review all
       proposed research involving human subjects. This review is to insure that:

               the risks to human subjects are minimized,
               benefits of the research outweigh risks,
               the sample selection is equitable, and
               subjects are fully informed about the research, voluntarily consent to participate, and this
                consent is documented.

       Review and Approval Procedures

       Institutional research that uses human subjects must receive the approval of the IRB prior to engaging
       in the activity.

       Research. A systematic investigation including research development, testing, and evaluation,
       designed to develop or contribute to generalizable knowledge. The general rule is that if there is any
       element of research in an activity, that activity should undergo review for the protection of human
       subjects. For example, some “demonstration” and “service” programs may include research activities.
       This includes any use of individual level College data for research or class projects.

       Program Review and/or Assessment activities conducted by faculty “in established or commonly
       accepted educational settings, involving normal educational practices, such as (i) research on regular
       and special education instructional strategies, or (ii) research on the effectiveness of or the comparison
       among instructional techniques, curricula, or classroom management methods or involving the use of
       education tests (cognitive, diagnostic, aptitude, achievement), survey procedures, interview procedures”
       is not considered to be research for purposes of this Human Subject policy and are exempt from federal
       regulations for the protection of human subjects per the Code of Federal Regulations, Title 45, Part
       46.101(b).

       All researchers must submit a completed Research Protocol. The IRB will determine the level of review
       based on information submitted by the researcher. There are two levels of review:

       1.   Expedited
            Research limited to accessing College student academic data, which requires no contact with the
            subject or data of an identifiable nature (student name, SID, SSN, or other data which would allow
            an individual student to be identified), does not require full IRB review. The Chair of the IRB will
            review the Research Protocol, sign the approval, and allow the researcher to proceed with the
            project.

            Research involving contact with a human subject may also be eligible for an expedited review
            process. All Research Protocols which qualify for exemption from federal regulations from the
            protection of human subjects (as determined by the Exemption from Federal Regulations
            Worksheet) are reviewed by the Chair of the IRB who determines if the project can be expedited or
            must go before the full IRB for review. If expedited, the Chair will sign the approval and allow the
            research to proceed with the project. The IRB will be apprised of all expedited projects that are
            approved.

       2.   Full Board Review



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460.055 USE OF HUMAN SUBJECTS (CONTINUED)

            Research involving more than minimal risk to subjects or any medical procedures is subject to full
            IRB review. The IRB will review the Research Protocol and approve or deny the proposal at a
            formal meeting. The researcher is invited to attend this meeting to discuss the project and answer
            any questions or concerns. Approvals must be made by a majority vote which is recorded.

       All approvals and denials will be made in writing. The reason for denial will also be made in writing to
       the researcher. The researcher may make changes and resubmit the Research Protocol.

       Supervision

       All activities that use human subjects must be conducted under supervision of a faculty member and/or
       administrator who assumes the responsibility for the conduct of approved research.

       Student Programs and Courses

       Students who are being considered as human subjects shall be informed of the procedures at a
       reasonable time at the beginning of the course or program. Students who do not give their consent to
       be a human subject may be given alternative learning experiences at the discretion of the instructor.
       Students who choose neither to participate as a human subject nor to accept an alternative activity will
       be informed that they may not be able to complete some courses or programs successfully.

       Faculty who require students to participate in or conduct research as a part of their course must
       include this information in the syllabi.

       Institutional Data

       Persons seeking to use individual level College data for research purposes (including class projects) that
       do not involve actual contact with students are still required to submit a Research Protocol. Requests
       for information in which an individual is given only the final results of the data and not access to the
       individual data are not subject to this policy.

       Informed Consent

       Students or others who act as human subjects in approved activities shall not do so unless they have
       first given their informed consent. Informed consent means the knowing consent of any individual, or
       his or her lawfully authorized representative. The consent shall be a free-will choice obtained from the
       subject or representative without undue inducement or any element of constraint or coercion. In most
       cases, the basic elements of information necessary prior to such consent include:

       1.   A timely notification of the procedures to be followed, including a description of the attendant risks
            and discomforts. Timely notice means that the subject or representative must have sufficient
            opportunity to consider whether or not to participate;

       2.   A description of the benefits to be expected or the knowledge to be gained;

       3.   A disclosure of appropriate alternative procedures;

       4.   An offer to answer any inquiries the subject or representative may have concerning the activity;

       5.   An instruction that the subject is free to withdraw his or her consent at any time unless the
            procedure is required of the student to master a critical competence; and

       6.   An assurance that the subject’s identity will remain confidential, or a statement describing any
            disclosure that may be made.

       Further Information and Criteria



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460.055 USE OF HUMAN SUBJECTS (CONTINUED)

       The “Guide to Researchers” contains four worksheets which must be completed by the researcher:

           -Human Subject Review Summary
           -Exemption from Federal Regulations Worksheet
           -Human Subject Contact Worksheet
           -Project Detail Worksheet (if contact with human subjects)

       Ongoing Review and Publication

       Projects lasting longer than a year in duration require an annual update to be submitted. Updates
       shall be by a member to the IRB Chair, detailing progress to date and any changes requested to the
       project.

       Projects needing a change to the original design require a request for modification to the IRB. This
       shall be by a memo to the IRB Chair, detailing progress to date, the changes requested to the project,
       and reason for the changes. Any forms originally submitted that contain information which would
       change as a result of the modifications should be resubmitted, with the modifications highlighted.

       Projects that result in any publication of research involving the use of human subjects, and that are
       approved for confidential or anonymous data, must submit a draft of the publication to the IRB prior
       to submission for publication.

       Suspension or Termination

       The IRB has the authority to suspend or terminate research that is not being conducted in accordance
       with the approved plan or that has been associated with unexpected serious harm to subjects. Any
       suspension or termination by the IRB shall include a statement of the reasons.

       Recordkeeping

       The IRB Chair shall be responsible for maintaining a complete file for each request submitted. Each
       file will contain all completed forms with original signatures, a signed Clark College IRB Approval
       Form, any requests for modifications of extensions to the project, and copies of any reports or
       published works. Projects will be monitored by the IRB for compliance with this policy.

       Institutional Review Board Membership

       A minimum of six people from various backgrounds will compose the IRB. At least one will be from a
       science discipline and one from a non-science discipline.

           Chair
           Research Analyst, Planning and Institutional Effectiveness

           Members
           Associate Vice President of Planning and Institutional Effectiveness
           Registrar
           Scientific Faculty Member
           Non-Scientific Faculty Member
           Outside Member from the Community

460.060 CLINICAL OR STUDENT INTERN/COOPERATIVE EDUCATION AFFILIATION AGREEMENTS

       Clinical Affiliation Agreements

       All clinical affiliation agreements for instructional and Corporate and Continuing Education programs
       are processed through Administrative Services.

       Program directors or division chairs are responsible for notifying Administrative Services each year of
       the specific clinical sites that will be used for their respective programs. A memo listing clinical sites


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460.060 CLINICAL OR STUDENT INTERN/COOPERATIVE EDUCATION AFFILIATION AGREEMENTS
        (CONTINUED)

      (including the name of the site, address, telephone number, and name and title of the contact person)
      must be provided prior to the beginning of the quarter, allowing time for processing agreements before
      sites are used. Students are not to use a clinical site until all parties have signed an agreement. New
      agreements may not be necessary each year for ongoing use of a site. Each site listed in the memo
      provided will be checked to see if a current agreement is in place.

      Agreements will be prepared in Administrative Services, forwarded to the program director or division
      chair (to be determined on a program-by-program basis) for review/approval and signature, returned for
      signature by the vice president of administrative services, and then sent to the clinical site for
      signature. Ultimately, a copy of the agreement signed by all parties (or notification that it has been
      received) will be provided upon request to the appropriate program director or division chair.

      If additional clinical sites are needed at any time during the course of the academic year, the same
      procedure must be followed, allowing time for processing of the agreement before the site is used.

      Under certain circumstances, program directors or division chairs may obtain from Administrative
      Services clinical affiliation agreement templates to use in securing desired clinical sites. However,
      these agreements must be submitted to Administrative Services for the vice president’s signature and
      further processing. Terms and conditions listed in the templates cannot be modified without the prior
      knowledge and consent of the vice president of Administrative Services. A copy of each agreement
      signed by all parties will be filed in Administrative Services.

      Individual programs may not become an additional party to a clinical affiliation agreement, or enter
      into a separate clinical affiliation agreement, with any clinical site for which the College already has an
      existing agreement without the knowledge and consent of the vice president of Administrative Services.

      Student Intern/Cooperative Education Affiliation Agreements

      Non-clinical, student intern or cooperative education affiliation agreements are provided through
      Cooperative Education in conjunction with the Cooperative Education Training Agreement. Language
      provided in the standard Student Intern/Cooperative Education Affiliation Agreement form cannot be
      modified without the prior knowledge and consent of the vice president of Administrative Services. A
      copy of each agreement signed by all parties will be filed in Cooperative Education.

      Students participating in Student Intern/Cooperative Education programs must complete an
      Acknowledgement of Hazards and Risks form. Please see Administrative Policy/Procedure 460.001
      ACKNOWLEDGEMENT OF HAZARDS AND RISKS.

      Student Professional Liability and Health Insurance

      Students assigned to clinical sites are covered by the State’s Student Medical Malpractice Liability
      Insurance. Students assigned to non-clinical sites are covered by the State’s Student Intern
      Insurance. Both policies provide professional liability coverage for students. Students pay their
      portion of the cost of professional liability insurance through appropriate course fees.

      Students are encouraged but not required by the College to purchase health insurance: however,
      health insurance may be required by certain clinical or non-clinical sites. A low cost health insurance
      plan is available to all students taking at least six credits. The insurance is purchased by mail
      directly from the company. A brochure including cost and an application form is available at the
      Health Services Center in Health Sciences or at the Cashier’s Office.

                                                     Revised Policy/Procedure Approved by Executive Cabinet
                                                                                               June 2, 2010




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460.100 COMPLAINT REFERRAL GUIDELINES

       These guidelines clarify which Clark College offices are responsible for addressing concerns of
       students, College employees, and members of the public. The College encourages individuals to
       resolve concerns through respectful interpersonal communication with the responsible person(s) (e.g.,
       immediate supervisor or instructor) whenever possible; however, persons with concerns may be
       referred to the offices listed below at any time for informal or formal assistance.

       1.   Student Conduct:

       Individuals with concerns about student conduct should be referred to:

                        Vice President of Student Affairs
                        Gaiser Hall
                        (360) 992-2103

       2.   Academic Issues:

       Students with complaints about academic issues should follow the Grade Change/Academic Appeal
       procedure which can be found in the current Clark College Catalog and works through the following
       steps:

                        Step 1   Instructor
                        Step 2   Division Chair
                        Step 3   Instructional Dean or Supervisor

       General student grievance procedures may be found in Administrative Procedure 735.000 STUDENT
       GRIEVANCE PROCEDURES.

       3.   Reasonable Accommodations for Disabilities:

            a.   Students with concerns about educational accommodations should contact:

                        ADA Compliance Officer
                        Gaiser Hall
                        (360) 992-2580
                        (360) 992-2835 – TTY
                        192.102.5.20 VP

            b.   Employees with concerns about workplace accommodations should be referred to:

                        Immediate Supervisor
                                OR:
                        Associate Vice President of Human Resources
                        Baird Administration Building
                        (360) 992-2325

       4.   Unfair Treatment of Employees or Employment Disputes:

            a.   Students with concerns regarding work-study employment should work through the following
                 steps:

                        Step 1   Immediate Supervisor
                        Step 2   Work-Study Coordinator (360) 992-2586
                        Step 3   Director of Financial Aid (360) 992-2260

            b.   Faculty: The terms and conditions of faculty employment are contained in the CC/AHE
                 Agreement, which contains a formal grievance procedure (Article VIII).

                 Concerns may be directed to:

                        Immediate Supervisor (Division Chair, Director, or Dean)

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460.100 COMPLAINT REFERRAL GUIDELINES (CONTINUED)

                                OR:
                        Clark College AHE President
                                OR:
                        Vice President of Instruction
                        Bauer Hall
                        (360) 992-2217

            c.   Exempt or Administrative Employees: The terms and conditions of exempt/administrative
                 employment are contained in individual employee contracts. General College grievance
                 procedures can be found in Clark College Administrative Procedure 680.000 GENERAL
                 GRIEVANCE PROCEDURE FOR ADMINISTRATORS, EXEMPT STAFF, AND CERTAIN
                 CLASSIFIED EMPLOYEES.

                 Concerns may be directed to:

                        Immediate Supervisor
                                OR:
                        Associate Vice President of Human Resources
                        Baird Administration Building
                        (360) 992-2325

            d.   Classified Staff: The right and responsibilities of classified staff are governed by the State
                 Department of Personnel, as outlined in the Washington Administrative Code, Chapter 251,
                 and in some cases, by union contracts. Copies of WAC 251 are available in the Cannell
                 Library, the Facilities Services lunchroom, Human Resources, and on the Internet. A general
                 grievance procedure can be found in Clark College Administrative Procedure 680.000
                 GENERAL GRIEVANCE PROCEDURE FOR ADMINISTRATORS, EXEMPT STAFF, AND
                 CERTAIN CLASSIFIED EMPLOYEES.

                 Concerns may be directed to:

                        Immediate Supervisor
                                OR:
                        Associate Vice President of Human Resources
                        Baird Administration Building
                        (360) 992-2325
                                OR:
                        WPEA President or Job Representative (for WPEA unit members)

       5.   Discrimination or Harassment on the Basis of Race, Sex, Creed, Religion, Color, National Origin,
            Age, Sexual Orientation, Gender Identity, Gender Expression, Political Affiliation, and/or Marital
            Status:

            Individuals, including students, with complaints or concerns should be referred to:

                        Director for Equity and Diversity
                        Baird Administration Building
                        (360) 992-2355

       6.   Discrimination or Harassment on the Basis of Physical, Sensory, or Mental Disability or Status as
            Disabled, Honorably Discharged, or Vietnam-era Veteran:

            Individuals with complaints or concerns should be referred to:

                        ADA Compliance Officer
                        Gaiser Hall
                        (360) 992-2580
                        (360) 992-2835 – TTY
                        192.102.5.20 VP

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460.100 COMPLAINT REFERRAL GUIDELINES (CONTINUED)

       7.    College Employment Process:

            Applicants with concerns about College employment processes should be referred to:

                         Associate Vice President of Human Resources
                         Baird Administration Building
                         (360) 992-2325

       8.    College Services or Facilities:

             Individuals with concerns or complaints about College services or facilities should follow the
             appropriate grievance procedure(s) outlined in Clark College Administrative Procedure 460.105
             GRIEVANCES REGARDING COLLEGE SERVICE POLICIES AND PROCEDURES or 535.095
             FACILITIES POLICIES AND PROCEDURES GRIEVANCES, which work through the following
             steps:

                         Step 1 Front Line Supervisor
                         Step 2 Unit Administrator
                         Step 3 Appropriate Vice President
                         Step 4 College President

460.105 GRIEVANCES REGARDING COLLEGE SERVICE POLICIES AND PROCEDURES

       Any person or group with a grievance concerning College policies/procedures regarding services has the
       right to be heard fairly and promptly.

       The issue(s) of concern need to be studied carefully to ascertain the most appropriate process for
       redress. For example, public records has a separate procedure for appeal (420.001) that must be
       followed, as does improper governmental actions (415.033).

       Persons/groups with concerns not governed by a specific procedure are urged to proceed as follows:

       1.    Explain the concern to the College employee who is involved, and state the intent to appeal.

       2.    Bring the matter to the dean or director responsible for the area of concern.

       3.    If the matter is not resolved, appeal to the appropriate vice president to whom the dean or director
             reports; put the concern in writing at this point. The vice president may choose to reroute the
             appeal through an existing appellant process or deal with the matter.

       4.    If the matter is not resolved by the vice president, the appeal can be submitted to the College
             president in writing. Data collection and/or hearings will be conducted as appropriate. The
             decision of the president will be final.




                                                  87                                            September 2008

				
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