Section 3 - Academic Systems Policies

As Adopted by the District Governing Board April 8, 2003

3.1 Instructional Governance
3.2 Academic Freedom
3.3 Instructional Effectiveness
3.4 Curriculum And Syllabus Development
3.4.1 Online Standards 6-3-08 
3.x Admission to Yavapai College
3.5 Class Attendance/Participation
3.6 Evaluation Of Student Learning
3.7 Change of Grade by Instructor
3.8 Class Records
3.9 Access To Student Records
3.10 Independent Study
3.11 Credit For Prior Or Extra-Institutional Learning
3.12 Directed Study
3.13 Internships And Service Learning
3.14 Repeating A Course
3.15 Academic Renewal
3.16 Student Appeal Of Academic Or Instructional Decisions By Faculty
3.17 Visitors And Guests In Classes
3.18 Non-Credit Courses
3.19 Multiple Degrees
3.20 Instructional Materials
3.21 Student Conference Hours For Instructors
3.22 Outside Employment by Faculty
3.23 Emeritus Faculty
3.24 Instructors As Students
3.25 Absence Of Instructors From Classes
3.26 Artwork Management
3.27 Library Materials Selection Policy

(back to top)

3.1 INSTRUCTIONAL GOVERNANCE

POLICY

Decisions regarding the creation of or changes in institutional programs must involve a broad range of participation by affected groups. However, the weight of these voices may differ depending on their relative responsibilities.

• “We will encourage cooperation, straight talk, intelligent risk, innovation, and a positive atmosphere of mutual respect in the learning and working environments.”

Planning is a central, continuing concern of the academic community. Effective planning requires an exchange of information and opinion among constituents of the College. Channels of communication should be established and maintained by joint endeavor.

The Board, President, faculty and staff should seek input on basic decisions regarding buildings and other facilities to be used in the educational work of the institution.

PROCEDURE

The Faculty Association is represented in instructional governance through the Faculty Senate and its standing committees including curriculum, academic standards, student learning outcomes assessment, faculty affairs, and professional growth. The Faculty Senate President will submit all policy recommendations to the Chief Academic Officer for administrative review. The Chief Academic Officer will conduct a comprehensive review of the recommendations with appropriate college units and/or college committees including but not limited to the Executive Leadership Team, Instructional Council, Human Resources, Student Services, and Administrative Management. The Chief Academic Officer will forward recommended policy, as presented by the Senate or with modifications, to the college President. The college President reviews the proposed policy and forwards recommended policy, as presented or with modifications, to the District Governing Board for review and action. At any time in the process, the policy may be remanded back for further research, development, or revision.

3.2 ACADEMIC FREEDOM

POLICY

approved by the President's Leadership Team May 22, 2007

Yavapai College embraces the American Association of University Professors "Statement of Principles on Academic Freedom and Tenure (1940)."

(back to top)

3.3 INSTRUCTIONAL EFFECTIVENESS

POLICY

The goal of instructional assessment is to support and improve instructional effectiveness. As part of the assessment of instructional and overall institutional effectiveness, all faculty will be reviewed using a variety of assessment measures.

PROCEDURE

In compliance with Human Resources Policy 2.2.4, all instructional assessment occurs under the direction of the Division Assistant Dean/Associate Dean and the supervising campus Dean of Instruction. Instructional assessment will include both formative and summative assessment measures. Formative evaluation is a continuous process, which produces feedback that is used primarily to enhance faculty instruction and student learning. Summative evaluation is a performance assessment of all official duties.

Tools for formative and summative assessment include, but are not limited to the following:

• Performance development plans
• Teaching portfolio
• Student evaluations
• Instructional supervisor observation and evaluation
• Peer observation/evaluation
• Teaching workshops and presentations
• Student retention and achievement data
• Classroom-based research
• Grant-funded initiatives and outcomes
• Administrative observation and evaluation
• Special project activities and results
• Other activities or evaluations developed by the department, division, or college

(back to top)

3.4 CURRICULUM AND SYLLABUS DEVELOPMENT

POLICY

The purpose of curriculum is to plan and facilitate student learning. Curriculum standards, integrity, and clarity of both purpose and results are highly important outcomes in the process of curriculum development and revision. All credit curriculum that is developed for the district must be reviewed by the Curriculum Committee and the Chief Academic Officer. The District Governing Board must approve all curriculum for the college prior to implementation.

An approved course outline, developed according to established procedures, is required for every course and is the property of the district. Each approved course and program of study at Yavapai College must establish measurable learning outcomes. A certificate or degree program is comprised of a planned sequence of courses preparing students for transfer to other postsecondary institutions, for direct employment, or community service/citizenship development.

A learning-centered course syllabus is a learning plan for students and is required for every course that is offered at Yavapai College. The official Yavapai College course outline is the foundation for the course syllabus. Every course syllabus must incorporate the components specified in established procedures. A copy of the course syllabus must be provided to the Division Assistant Dean/ Associate Dean prior to the first class meeting. Each student must receive a copy of the syllabus at the first course meeting.

PROCEDURE

The Curriculum Committee, in conjunction with the Chief Academic Officer, establishes curriculum review and approval processes in accordance with the requirements of Arizona Revised Statute (ARS 15-1410) and according to criteria established by The Higher Learning Commission of the North Central Association of Colleges and Schools. Curriculum development procedures and syllabus requirements, which include all learning outcomes and the assessment of student learning, are described in detail and accessed through the Yavapai College web site.

(back to top)

3.5 CLASS ATTENDANCE/PARTICIPATION

POLICY

Yavapai College offers courses in a variety of delivery formats. Students are expected to attend classes and/or actively participate in all credit courses regardless of the delivery method.

All course syllabi will state attendance and class participation requirements. Syllabi will also define any consequences for not adhering to attendance and/or participation requirements.

The course calendar must identify assignments that require student participation in class activities or due dates for course assignments.

PROCEDURE

Faculty must keep records of student attendance or participation in the course. Faculty may drop or impact the grade of a student according to the attendance and/or participation requirements documented in the course syllabus. In order to comply with the requirements of government or other regulatory agencies, faculty must document accurately the last day of student participation in class activities on the add/drop form.

Currently enrolled and wait-listed students who do not attend the first class meeting may be dropped as “no shows.” Students who cannot attend the first class meeting must contact the instructor prior to the first class meeting to determine if the student can maintain enrollment in the course.

(back to top)

3.6 EVALUATION OF STUDENT LEARNING

Effective Fall 2006:

POLICY

Instructors will evaluate student achievement of course learning outcomes, and students will be regularly informed of their progress. Evaluation measures will be clearly set forth by the instructor in the course syllabus. A variety of evaluation methods relevant to the learning outcomes may be used.

PROCEDURE

Instructors are expected to evaluate student learning regularly throughout the course. The following grading options may be assigned upon completion of the course according to grading criteria articulated in the course syllabus:

A-F Grading Option (computed in the student’s Grade-Point Average):

A Excellent 4 grade points per semester hour

B Good 3 grade points per semester hour

C Average 2 grade points per semester hour

D Below Average 1 grade point per semester hour

F Failure 0 grade point per semester hour

Alternative Grading Options (not computed in the student’s Grade-Point Average):

AU Audit (no credit)

I Incomplete

IP In-Progress

S Satisfactory (is equivalent to a “C” or better)

U Unsatisfactory (below average)

W Withdrawal from the course

Definitions of alternative grades:

Satisfactory (S)/Unsatisfactory (U) Grades

Yavapai College encourages each student to explore areas of study outside the major field of study. The S/U grading option is one way the College stimulates this exploration.

The “S” grade is defined as equivalent to a grade of “C” or better on the conventional grading scale of A-F. A course completed with an “S” grade indicates appropriate subject area knowledge to satisfy the prerequisite requirement of a related higher-level course.

Specified courses are graded only S/U. Students in other course who prefer the S/U grading option must notify the class instructor. Conditions of Satisfactory/Unsatisfactory (S/U) grading:

• Since some college and universities limit the number of credits completed with S/U grading that will transfer, or restrict the way that such credits may be applied to degree requirements, it is recommended that students preparing to transfer select the S/U grading option only for elective courses.
• A maximum of twelve (12) hours of “S” credit from 100- and 200-level courses may be applied toward Yavapai College graduation requirements.
• S/U grading is not an option for courses applied to the Arizona General Education Curriculum (AGEC).
• S/U grades are not computed in the students’ Yavapai College grade point average.

Definition of the Incomplete (I) Grade

The “I” grade may be assigned when the student has completed a significant majority of the work required in the course with a “C” or better before the end of the semester in which the student is enrolled, but is unable to complete the course do to extenuating circumstances. The student must request the “I” option and agree to the instructor’s requirements for course completion. The instructor will establish a deadline for completion; the maximum of which can be one year. If the work required is not completed by the deadline established by the instructor, the grade specified by the instructor will be posted to the student’s permanent record. The “I” grade must be replaced by a letter grade or S/U grade at the conclusion of the course or at the time of the established deadline.

Definition of the In-Progress (IP) Grade

The IP grade indicates that a course is still in-progress and a final grade has yet to be assigned. It is not to be used as an alternative to an Incomplete grade. The IP grade must be used for open-entry/open-exit courses or vocationally approved short courses when the ending date of the course does not coincide with the ending date of the official grading period in which the course begins. When the course is still in-progress at the close of the first grading period, an IP grade is assigned. The IP grade must be replaced by a letter grade or S/U grade at the conclusion of the course.

Definition of the Audit (AU) Grade

Students must enroll in the AU grading option and pay an additional fee at the time of registration. The AU grade only documents satisfactory course attendance, not the completion of course requirements and learning outcomes. The AU grade may not be changed to another grading option once the class begins. Courses completed with the AU grade may not be applied toward degree/certificate requirements, do not transfer to other institutions, do not count toward financial aid eligibility, and do not document prerequisite preparation for other courses.

Definition of the Withdrawal (W) Grade

A “W” grade documents the student’s removal from registration for a course. The “W” grade indicates that the student’s enrollment in the course was discontinued prior to completing the attendance and/or academic requirements for the course. A “W” grade may be initiated by the student, instructor, or other college personnel according to College policy and procedure.

Deficient Grade Alert

Instructors may refer a student with deficient grades to student support services personnel at any time during the course. The Registrar’s Office is formally notified of students with deficient grades (i.e. grades of D, F, or U) on the deficient grade roster. Student services personnel work with the instructor and the student to develop an action plan for assistance.

(back to top)

3.7 CHANGE OF GRADE BY INSTRUCTOR

POLICY

In case of clerical error, students may request a grade change no later than 120 days after the official notification date. Once a grade for a course has been officially recorded by the Registrar, the instructor may change the grade because of the following:

1. An error occurred in the computing and/or recording of the grade or,
2. An incomplete grade (I) or and in-progress (IP) grade was originally recorded.

If the instructor of the course is no longer available, the student may submit a written request to change the grade to the supervising Assistant/Associate Dean. Such request must provide documented reasons why a change should be made.

A Change of Grade request must be completed with appropriate signatures including the instructor, and the Division Assistant Dean/Associate Dean. The request is then submitted to the Office of the Registrar.

In case of a grade appeal, refer to the “Policy for Student Appeal of Academic or Instructional Decisions by Faculty.”

3.8 CLASS RECORDS

POLICY

Full-time faculty will retain class grade records and course syllabi for one full year.

Adjunct faculty will turn-in class grade records to the appropriated Division Office at the end of each semester. The grade records will be retained by the Division Office for a minimum of one full year. Copies of course syllabi must be retained by the Division Office for a minimum of one full year.

(back to top)

3.9 ACCESS TO STUDENT RECORDS

POLICY

Educational records, as defined by the Family Educational Rights and Privacy Act (FERPA) of 1974 and as amended, are considered confidential unless the student has given written permission to release information about the student’s educational rights. Any internal use of student records must be based on a legitimate educational interest. These records are available through the Office of the Registrar. Instructors must adhere to all Family Educational and Privacy Act (FERPA) requirements when accessing student records.

3.10 INDEPENDENT STUDY

POLICY

Independent Study allows opportunities for academic learning beyond what the College provides in the normal curriculum. This may involve creating a course in a field where Yavapai College has no courses at all, or it may involve creating courses more advanced or specialized than existing courses. Through this program, students can seek knowledge or skills not otherwise available in the College.

Independent Study is an opportunity to award College credit for new academic learning rather than prior learning, cooperative job placement, work study internships or service learning. Independent Study is not for non-college credit activities or for developmental studies.

PROCEDURES

Learning Outcomes and Activities

The learning outcomes and learning activities for each Independent Study course will be specified in a written contract as agreed to by the student, instructor, and the Division Assistant Dean/Associate Dean. The number of credits for an Independent Study contract is based on 45 hours of student learning activities for each credit hour awarded.

Registration

Registration for Independent Study may take place throughout the academic year. However, all contracts must be completed by the designated deadline. Division Assistant Dean/Associate Deans, in approving registration requests must insure that learning outcomes and academic standards (including provision for adequate time for a student to complete the work) are addressed.

Students are limited to a maximum of 6 hours of Independent Study per semester. No more than 12 hours of Independent Study may be applied to completion of a degree or certificate program.

Grading

Independent Study courses must be completed with the A-F or S/U grading options.

Course Supervision

The assignment of instructors to Independent Study courses is the responsibility of the Division Assistant Dean/Associate Dean. An instructor may not supervise more than 5 Independent Study students or more than 15 semester hours of Independent Study credits in a semester. Instructors are compensated for supervising Independent Study students at the rate of one-load hour per 10 student-credit hours.

(back to top)

3.11 CREDIT FOR PRIOR OR EXTRA-INSTITUTIONAL LEARNING

POLICY

Yavapai College recognizes that learning experiences take place in a variety of settings. Many students have significant, demonstrable learning that has come from educational experiences outside the traditional academic environment. Students may be awarded college credit for prior or extra-institutional learning based on established assessment methods including articulation agreements, credit by evaluation, and college-level equivalency examinations. All assessment methods used by the College require faculty review and oversight to determine that learning outcomes have been accomplished by determining acceptable test scores, appropriate equivalencies, special program requirements, or other academic considerations.

PROCEDURE

A maximum of 30 credit hours by any combination of examination, special articulation agreement, or evaluation will be accepted. A maximum of 12 credit hours may be accepted by portfolio evaluation.

A student must successfully complete at least one credit course at Yavapai College before any credit for prior learning will be documented on the College transcript.

Duplicate credit will not be awarded for prior learning in subject matter for which the student has already received credit.

Assessment for prior learning will not be administered for equivalency of courses numbered below 100.

Credit will not be granted for more elementary course work or for a prerequisite to a course in which the student is enrolled or for which the student has already received credit.

An official transcript or documentation of test scores must be sent directly to the Registrar from the administering agency or testing company prior to assessing eligibility for credit.

The Yavapai College transcript will document only that credit for prior learning has been granted and the number of credits awarded. No letter grade will be assigned for any assessment of prior learning and no record will be made of unsuccessful assessments.

While Yavapai College will award credit for prior learning in accordance with institutional policies and procedures, the credit is not necessarily transferable to other colleges and universities. Therefore, students are strongly advised to meet with a program advisor at the college or university they plan to attend.

Credit for prior learning may impact financial aid awards. Therefore, students are strongly advised to meet with a financial aid advisor prior to pursuing assessment of prior learning.

The student must pay any fees and adhere to approved administrative procedures for the prior learning assessment method selected. All fees are non-refundable.

(back to top)

3.12 DIRECTED STUDY

POLICY

Directed Study is the individualized delivery of a Yavapai College course. Directed Study is only available when a course is required for completion of a Yavapai College degree or certificate program and the student is in the final stage of certificate completion or graduation. An educational plan must document progress toward certificate/degree completion. Laboratory or highly-specialized courses are generally not available for Directed Study.

PROCEDURE

The assignment of an instructor to a Directed Study course is the responsibility of the Division Assistant Dean/Associate Dean. The learning outcomes and related learning activities must meet the academic standards and requirements of the course outline and related course syllabus.

Directed Study courses must be completed with the A-F or S/U grading options. A student who has previously failed or otherwise unsuccessfully completed a course, may not enroll in the course for Directed Study. A student may not repeat a course in the Directed Study format.

An instructor may not supervise more than 3 Directed Study students or more than 9 semester hours of Directed Study credits in a semester. The instructor is compensated for supervising a Directed Study student at the rate of 1/3 the course instructional load.

A petition requesting Directed Study must follow the procedures outlined on the petition and must be approved by the supervising instructional dean prior to registration.

(back to top)

3.13 INTERNSHIPS AND SERVICE LEARNING

POLICY

Internships and Service Learning facilitate learning beyond the classroom through supervised field experiences. These courses combine academic inquiry and the application of skills with active participation in work-related or community service activities. The dynamic interaction between student, faculty, and a business/agency/organization forms a significant partnership that benefits all participants.

PROCEDURE

Internships and Service Learning experiences must be established according to approved College guidelines. The responsibilities of students, employers, and supervising faculty are established to support a relevant learning experience in the workplace. The Registrar’s Office must receive authorization to enroll the student, and the student must complete the registration process, before the internship or service learning experience can begin.

3.14 REPEATING A COURSE

Effective Fall 2006:

POLICY

A student may repeat any course offered by Yavapai College in order to improve a grade, or gain additional knowledge, experience, or other benefit, limited only by the following conditions:

1. The credit earned in repeated courses will only be counted one time for completion of degree/certificate requirements unless otherwise noted in the course description.
2. A student may enroll in concurrent sections of a course only if the course is numbered 000-099.
3. Repeated courses may not be eligible for federal Financial Aid funding.
4. An individual student’s repeat enrollments in specific courses may be restricted if it is determined to be in the best interest of the student or College.

All grades appear on the permanent transcript. Included in the cumulative grade point average is the highest single grade earned in a course and all applicable grades earned in repeatable (subsection [a] above) courses.

PROCEDURE

A student who repeats a course to improve a grade will have only the highest grade computed in the grade point average and applied to a degree/certificate program. All grades will appear on the student’s permanent record and transcript. Since some colleges and universities take into consideration all of a student’s enrollments when evaluating credentials, it is recommended that students preparing for transfer consult other institutions regarding their policy.

(back to top)

3.15 ACADEMIC RENEWAL

POLICY

Academic Renewal allows a student who experienced academic difficulties during earlier attendance at Yavapai College to have grades for a particular period of time excluded from the calculation of the grade-point average. All courses and grades remain on the student’s permanent academic record.

PROCEDURE

Application for Academic Renewal may be made after a two-year waiting period from the last semester to be considered for renewal. The student must complete at least 12 credit hours of 100- or 200-level academic course work with a grade of “C” or better in each course before applying for Academic Renewal.

Academic Renewal is granted on a semester basis, not on a per course selection basis. The student may have a maximum of four consecutive semesters (including summer) of course work disregarded in calculations regarding academic standing, grade-point average, and eligibility for degree or certificate completion.

Academic Renewal may be granted only once during the student’s academic career at Yavapai College and may not extend to other institutions.

If a student’s application for Academic Renewal is approved, the student’s permanent record will be annotated to indicate that no work completed during the disregarded semester(s) or term(s), even if satisfactory, may be calculated in the grade-point average or applied to completion of certificate/degree requirements. Academic Renewal is not available to students who have already completed requirements for a certificate or degree. Since the student’s complete record (before and after Academic Renewal) remains on the transcript, other institutions may consider all course work when a student transfers or applies to professional or graduate-level programs.

(back to top)

3.16 STUDENT APPEAL OF ACADEMIC OR INSTRUCTIONAL DECISIONS BY FACULTY

POLICY

Students may appeal an academic or instructional decision by faculty if they deem the decision is incorrect or unfair. The appeal must be made in a timely manner in accordance with established procedures. Issues that may be appealed include, but are not limited to, assignment of grades and course requirements.

PROCEDURE

Students must represent themselves in the appeal process.

1. The first step in the appeal process is for the student to contact the faculty member who made the academic or instructional decision. This contact must be made within 120 calendar days of the official notification date of the decision.
2. In the event that a satisfactory solution is not reached by the faculty member and the student, or in the event the faculty member and student are unable to address the appeal, the student may then appeal to the appropriate Assistant/Associate Dean, program manager, or immediate instructional supervisor (hereafter referred to as supervisor).
   • The supervisor will review the student’s appeal and make a decision based on its merits. The supervisor’s investigation and decision must be concluded within 30 calendar days of the date the student appealed the decision to the supervisor. The supervisor will provide written documentation of the decision to the student and faculty member.
3. In the event the student is dissatisfied with the decision of the supervisor, a further appeal may be made to the appropriate supervising dean or designee. Such appeal must be made in writing within 30 calendar days of the date the student received notification of the results of the secondary appeal.
   • This formal, written appeal must contain information and documentation supporting the reason for requesting review of the initial academic or instructional decision. This written appeal must succinctly describe the issues involved, including relevant conditions, evidence, perceived inaccuracies/inequities, and other pertinent information.

The supervising dean or designee will conduct a formal review of the appeal as presented by the student, including review of relevant policy, review of information provided by the faculty member, and review of the decision by the instructional supervisor.

The formal review and decision must be completed within 30 calendar days of the dean or designee’s receipt of the student’s written appeal. The supervising dean’s decision must be communicated in writing to all involved parties within 30 calendar days. The decision of the supervising dean or designee is considered final.

(back to top)

3.17 VISITORS AND GUESTS IN CLASSES

POLICY

An enrolled student may occasionally bring a guest to class, upon permission of the instructor. Guests who wish to visit frequently will be denied entrance to the class unless they register officially for credit or audit. Safety considerations or disruption of instruction may require that guests not be permitted to attend a class.

3.18 NON-CREDIT COURSES

POLICY

Non-credit courses shall not duplicate a credit course by title, course description, content or teaching materials. Non-credit courses must be approved by the appropriate instructional administrator. Course fees must be charged in accordance with instructional costs.

PROCEDURE

Non-credit courses are approved by the Chief Academic Officer or designee.

A course bank of approved non-credit courses must be maintained.

Instructor pay and course fees are established to cover instructional and administrative costs incurred by the institution.

(back to top)

3.19 MULTIPLE DEGREES

POLICY

A student who has already earned an associate’s degree at Yavapai College may earn a subsequent degree according to the following provisions:

1. General education requirements specified for each degree must be completed.
2. All major and related degree requirements specified in an Associate of Applied Science (AAS) degree program must be completed. If a specified course has already been applied to another degree or certificate program, that course competency may be applied to a subsequent AAS degree program.
3. Course substitutions approved for one-degree program do not automatically apply to a subsequent degree program.
4. A minimum of 15 additional semester hours of major and related requirements not applied to the first degree must be completed at Yavapai College. These 15 hours will be in addition to any general education requirements needed to complete the subsequent degree.
5. An Associate of General Studies Degree will not be awarded simultaneously with, or subsequent to, the awarding of any other associate degree. Other degrees may be earned concurrently as long as all of the requirements for each degree are met.
6. A subsequent degree must identify a specific area of study and be directed by an approved educational plan.

Requirements for a subsequent degree program must be completed in accordance with the catalog in effect at the time the multiple degree proposal is approved.

PROCEDURE

A multiple degree proposal request form, along with an educational plan, must be approved by the appropriate Division Assistant Dean/Associate Dean and the supervising campus dean prior to pursuit of the degree.

A student must file a graduation application and pay appropriate fees for each degree earned.

(back to top)

3.20 INSTRUCTIONAL MATERIALS

POLICY

Instructional materials are such things as textbooks, workbooks, tapes, and software which are integral to the instruction of a course. Instructional materials play an important role in the teaching/learning process and contribute to the instructional methods utilized by faculty. As such, selection of these materials is the responsibility of faculty. While full-time faculty are charged with the primary responsibility of selecting instructional materials, adjunct faculty are also encouraged to participate in this process.

PROCEDURE

1. Adoption of textbooks and instructional materials must be approved by the following deadlines: Fall/Summer Semesters: April 1st; Spring Semester: October 15th. Any adoptions after these deadlines require the approval of the bookstore and the appropriate Division Assistant Dean/Associate Dean.
2. A faculty member may initiate a textbook adoption or modification by completing the “Textbook Adoption Form” available on the Yavapai College Curriculum web site and following the adoptions guidelines.
3. The proposed textbook adoption must be approved by the appropriate Division Assistant Dean/Associate Dean before it is available for classroom use. Some programs require common texts due to accreditation requirements, delivery formats, certification requirements, or other instructional considerations.
4. If more than one text is approved for a particular course, instructors may elect to use any of the approved texts. However, if textbook buybacks and ordering are completed prior to instructor assignment, the instructor may have to use the designated text for that instructional period.
5. Notification of textbook edition changes is the primary responsibility of the bookstore. Faculty have the option of selecting the new edition, identifying a new textbook, or using another textbook already approved for that course.
6. The timing of new textbook adoption and edition changes must involve considerations of instructional need, bookstore buybacks, and student purchase/buyback issues.

(back to top)

3.21 STUDENT CONFERENCE HOURS FOR INSTRUCTORS

POLICY

Each full-time faculty member is required to maintain regular office conference hours at times convenient for students. A minimum of nine conference hours are required each week. The conference hours may be a combination of campus office hours and 'virtual' office hours subject to the approval of the instructional supervisor.

PROCEDURE

Faculty members will submit proposed conference hours each semester. The distribution of weekly conference hour totoal may be factored by a percentage of load which is taught online with the proviso that five student conference hours must be scheduled on campus. A minimum schedule of nine conference hours per week is required. The Division Assistant Dean/Associate Dean reviews and approves the scheduling of office hours in conjunction with the supervising campus dean. Scheduling is based on instructional needs, student convenience, and institutional initiatives. Each faculty member will post the approved conference hours at his/her office location, on the college web site, and in the course syllabus.

(back to top)

3.22 OUTSIDE EMPLOYMENT BY FACULTY

POLICY

The College recognizes that some external employment opportunities may enhance a faculty member’s professional competency and reflect positively on the College and its programs. All work with other educational institutions requires the prior approval of the Chief Academic Officer or designee. At no time will other employment, consulting work, guest presentations, or other potential conflicts be allowed to interfere with normal college duties or operations in accordance with Human Resources policy 2.4.2, Conflict of Interest. Unauthorized use of the college name, facilities, equipment, logo, or other resources is not permitted.

PROCEDURE

Faculty must request in writing and receive approval of the Chief Academic Officer or designee prior to accepting external employment. Faculty may be permitted to accept external employment opportunities provided the employment does not:

• Interfere with regular college duties
• Occur during regular business hours of the faculty member’s assignment
• Make unauthorized use of the College name, facilities, equipment, supplies, or logo
• Compete with educational services provided or sponsored by the College.

(back to top)

3.23 EMERITUS FACULTY

POLICY

The status of Emeritus Faculty may be granted to eligible retiring faculty as a reward for extraordinary service to Yavapai College. This status is not automatic.

PROCEDURE

1. The faculty member must be retired for at least one year under an approved Arizona retirement option.
2. The faculty member must have completed a minimum of 15 years of service to Yavapai College.
3. The faculty member must be nominated for Emeritus status by the appropriate Assistant/Associate Dean and/or at least two members of the College community. This nomination will include evidence of service to the College, students, and/or community that exceeds the expected standard.
4. The Faculty Senate will consider the nomination and, with majority support, make a recommendation for the granting of emeritus status to the Chief Academic Officer. The Chief Academic Officer will then make a recommendation to the President.
5. The President will review the nomination and make a decision regarding the granting of Emeritus status.

The benefits of emeritus status are as follows:

• Public recognition of the recipient at the Spring graduation ceremonies, such as, but not limited to: being seated on the stand at graduation, walking in the procession, publicly announced, etc.
• Name permanently displayed in a public place on the appropriate campus.
• 1.5 times the current rate of pay for adjunct faculty when teaching a class(es) for the college.
• If possible, on-campus office space when teaching a class(es) for the college.
• The same Library privileges, as those enjoyed by by current faculty.
• Tuition waiver for faculty, spouse and dependents, up to six credit hours each per semester. (revised 7-28-2009)
• YC Employee rate for Y.C. RoughRider’s sports pass to attend athletic events.

(back to top)

3.24 INSTRUCTORS AS STUDENTS

POLICY

Instructors are permitted to enroll for Yavapai College courses subject to the following limitations:

1. An instructor may not enroll in a course that he/she is qualified to teach.
2. An instructor may not enroll in a course that conflicts with his/her teaching or conference hour schedule.

3.25 ABSENCE OF INSTRUCTORS

POLICY

Unless classes have been officially dismissed by administrative authority, the instructor is responsible for meeting all classes as scheduled during the work week. In the event that illness or personal emergency requires an instructor to be absent, the instructor will notify the Division Assistant Dean/Associate Dean immediately. Special arrangements will be made to cover classes, including the use of qualified substitutes, as deemed necessary by the Division Assistant Dean/Associate Dean. Adjunct faculty are not compensated during the course of an absence. The Chief Academic Officer or designee establishes the criteria and procedures for hiring substitute faculty, credentialing substitute faculty, and compensating substitute faculty.

PROCEDURE

An instructor who is absent due to illness or personal emergency must complete an official absence report. A doctor’s statement or medical release may be required for any absence. Any extended absence must be documented and approved through the appropriate policy and procedure directed by the Human Resources department.

Full-time faculty members working a 160-day contract earn ten days of sick leave per year. Up to 3 days of sick leave can be used for personal business. Approval of personal business days must be granted in advance by the instructional supervisor and is approved at the convenience of the college. All personal business days are deducted from sick time accruals.

Faculty do not accrue vacation time.

Full-time faculty will be granted up to five days leave with pay for bereavement in the event of death in the immediate family. This time will be in addition to, and not deducted from, sick leave time.

Adjunct faculty are not eligible for sick leave or bereavement leave. In the event of absence, $20.00 per class hour will be deducted from compensation.

Date Revision Approved

and Effective: April 8, 2003

_____________________________________

Dr. Ed Harris, Board Chair

_____________________________________

Herald Harrington, Secretary

_____________________________________

Paul R. Madden, Board Member

_____________________________________

James H. Holt, Board Member

_____________________________________

Dr. Donna Michaels, Board Member

(back to top)

ARTWORK MANAGEMENT

POLICY

All district-acquired artwork is intended to support the student learning environment and instructional programs. Full-time visual arts faculty and college administrators will produce and maintain Artwork Management procedures to acquire, inventory, loan, place, reposition or dispose of artwork district wide.

Policy Review Council Approved: June 28, 2005

Dr. Michael T. Murphy, Interim President Date

Procedure

“Artwork Management Proposal” forms, available in ART Division offices, are sent to the Division Assistant Dean for review by their full-time ART faculty with related expertise.

The Division Assistant Dean will notify and confer with the Dean of Instruction if there is sufficient interest. If a committee is then deemed essential based on the conference, the Division Assistant Dean will select a full-time ART faculty with related expertise as committee chair and assemble a committee determined by the project scope and proposed action. Membership will necessarily include full-time ART faculty. The Dean of Instruction committees will serve their respective responsibility areas of Yavapai County.

The procedure will define the project by determining if an agreement is required, if any funding is involved, listing the involved principals and interest areas and determining if the project includes an acquisition, loan, placement, repositioning, de-acquisition or disposal of artwork.

Procedure considerations for the Yavapai College art collection will include:

• Instructional significance
• Concept, design and craft
• College and county community sensitivity
• Location issues
• Presentation aspects (framing, concrete pads, etc.)
• Maintenance considerations
• Timing
• Certification of Authenticity
• Funds garnered from de-acquisition (will benefit the Yavapai College Art Gallery)
• Physical structures and barriers
• Lighting control
• Inventory and tracking (Property/Energy Control Specialist)
• Safety, security and liability
• All related agreements and memos of understanding
• Funding or endowment considerations Final committee recommendations will be made to the supervising Division Assistant Dean who will confer with their Dean of Instruction.

After reviewing the final committee recommendation, the Dean of Instruction will forward a recommendation to the President (or President’s designee). If artwork is intended to be accepted as a gift, the Yavapai College Foundation will be notified for their gifting and tracking process.

(back to top)