The Yavapai College Campus Safety Department is empowered to act as an official law enforcement agency as administered by the District Governing Board of Yavapai College, as outlined in the Arizona Criminal Code titles 13-2911 C and 15-1449 A, on all properties governed by said board. Minutes of Use of Force Review Board meetings will be forwarded to District Governing Board members.

PROCEDURE

The Yavapai College Campus Safety Department shall investigate and enforce all reported violations of College rules and state laws to include, but not limited to, titles 4, 13, 15, 28, and 36 of the Arizona Criminal Code. Officers of the Campus Safety department will accomplish this objective in accordance with department protocol. A copy of the Campus Safety Protocol is available on request from the Director of Campus Safety.

Date of Policy Adoption: May 9, 2000 Effective Date: May 9, 2000

_________________________________

Dr. Ed Harris, Board Chair

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6.1.2 DEADLY WEAPONS ON COLLEGE PROPERTY

POLICY

In an effort to maintain public order and to protect the safety of individuals on all College properties, Yavapai College fully supports Title 13, Chapter 29 § 2911, Chapter 15 and Chapter 31 § 3102 of the Arizona Revised Statutes, which define the right of community colleges to make policy regarding the maintenance of order and the presence of deadly weapons on campus.

The possession of any weapon, whether concealed or not, is prohibited without written permission from the Yavapai College Office of the President or his/her designee unless that possession meets one or more criteria.

Criteria for exceptions are:

The restriction shall not be applicable to Arizona certified peace officers, to include certified Yavapai College Campus Safety Officers or military police, whose employing agency has authorized them to carry firearms in the lawful discharge of their duties. The open display of a firearm by these personnel will be accompanied by the visible display of their duty badge or uniform of the day.
The restriction shall not be applicable to officially enrolled Police Certification students who have successfully passed program requirements for carrying firearms. The open display of a firearm by these personnel will be accompanied by the visible display of their duty badge or uniform of the day.
The restriction shall not be applicable to employees, students, or visitors who transport legally possessed weapons cased or holstered and safely carried to and from their mode of transportation and the Campus Safety Office in order to yield custody of the weapon to Campus Safety while on College property.
The restriction shall not be applicable to employees or registered students who transport legally possessed weapons cased or holstered and safely carried to and from their mode of transportation, and a College designated classroom or lab during regularly scheduled sessions of Yavapai College Gunsmithing courses, hunter safety courses or other officially sponsored College firearms training courses when those weapons are specifically required as part of the course curriculum.

Violators of this policy shall be subject to ejection from any property subject to this policy and may additionally be held legally liable at the discretion of the College depending on the severity of the violation. Employees shall further be subject to disciplinary action up to and including dismissal. Students shall further be subject to disciplinary action as defined in the Student Code of Conduct.

PROCEDURE

The Yavapai College President or his/her designee may give written permission for possession of a weapon on College property.

All weapons transported on campus by employees, students, and visitors are to be cased or holstered and unloaded.

Unless part of regularly scheduled sessions of Yavapai College Gunsmithing courses, hunter safety courses, or other officially sponsored College firearms training courses, custody of all faculty, student, or visitor weapons will be signed in and out with a written procedure at the Campus Safety Office and locked in a secure weapons vault while in the custody of Campus Safety.

All weapons remaining on campus overnight that are part of regularly scheduled sessions of Yavapai College Gunsmithing courses, hunter safety courses, or other officially sponsored College firearms training courses will be signed in and out by a written procedure at the designated course facility and locked in a secure weapons vault while in the custody of Yavapai College.

Yavapai College will place signage in appropriate locations throughout the campus to provide faculty, students, and visitors with directions regarding this policy. Signage to read:

"Possession of deadly weapons is prohibited by ARS Title 13, Chapter 29 § 2911 Custody is provided at the Campus Safety Office"

Date Revised Policy Adopted: May 9, 2000 Effective Date: May 9, 2000

_________________________________

Dr. Ed Harris, Board Chair

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6.2.1 Honorary Certificates And Degrees

POLICY

The Yavapai College Governing Board may award honorary certificates or associates degrees to distinguished individuals who have made significant contributions to Yavapai College and/or the communities served by the district, using the following guidelines:

Honorary degrees may be conferred on persons of continued notable achievement, service, or financial contribution to Yavapai College or the public served by the College.
Honorary degrees must be awarded at a Yavapai College graduation ceremony where degrees and/or program completion certificates are awarded.
Honorary degrees and certificates should not be taken lightly and will be awarded only when the achievement, public service, or contributions truly warrant the recognition.
Honorary degrees and certificates at Yavapai College are in recognition of achievement, service, or financial contribution. They are not degrees that recognize completion of any degree or certificate requirements.
The final responsibility for approving honorary degrees rests with the District Governing Board and all recommendations will follow established administrative procedures.

PROCEDURE

Following are the procedures for nomination and awarding of honorary certificates and degrees:

Suggestions for honorary degrees can come from any source. They should include a letter addressing the individual’s merit, along with a list of accomplishments that support nomination.
The Director of Advancement will review suggestions and make a recommendation to the President.
The President may appoint a committee to review recommendations.
The President will forward formal nominations to the District Governing Board for final approval.

Date of Policy Adoption: April 18, 2000

Effective Date: April 18, 2000

_________________________________

Dr. Ed Harris, Board Chair

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6.2.2 Naming Of College Facilities, Positions, And Programs

POLICY

The District Governing Board may name any Yavapai College facility, position, or program for persons or entities that have made significant contributions to Yavapai College.

1. The final responsibility for naming any facility, position, or program at Yavapai College for a person or entity rests with the District Governing Board and will follow established administrative procedures.

2. Naming of facilities, positions, or programs will have two primary dimensions:

Named recognition associated with exemplary service to Yavapai College.
Named recognition associated with outstanding philanthropic support of Yavapai College and the Yavapai College Foundation.

3. Facilities, positions, or programs may be named for a defined period of time.

4. For purposes of naming opportunities at Yavapai College, the following definitions apply:

Facilities: Buildings, areas or rooms within buildings, streets, paths, trails, courts, athletic fields, park settings, etc.
Programs: Credit or non-credit curricula, administrative units, or cultural or civic activities of the College. This could include lecture or performance series, as well as academic or vocational programs.
Positions: All faculty and staff titles, including endowed positions.
Philanthropic: Making a significant gift, cash or in kind, to Yavapai College or the Yavapai College Foundation or being instrumental in the acquisition of significant capital funds/contributions.

PROCEDURE

1. The process for naming facilities will be as follows:

A. All proposals for naming facilities, positions, and programs must be submitted to the District Governing Board by the President of Yavapai College.

a. The Yavapai College Foundation Board of Directors will review all suggestions for naming facilities, positions, and programs and make a recommendation to the President.

b. The President may assign a committee or group to review recommendations from the Foundation Board.

c. Suggestions for naming facilities, positions, and programs can come from any source and will include:

Proposed name and facility, position, or program.
Rationale for naming the facility, position, or program. Philanthropic rationale must support criteria outlined in this procedure.
If appropriate, a biography of the honored person or entity.
Suggestions may cover an entire project and authorize staff to name facilities based on criteria approved.

2. Rationale for philanthropic naming will typically be based on the criteria below, but may be adjusted on a case by case basis.

A. Approved new facilities or renovations to existing facilities:

Exclusive naming (buildings, fields, and other complete facilities where no rooms, halls, etc. include the names of other donors):
100% of construction costs including design, architecture, equipment, etc.
Shared naming (buildings, fields, and other complete facilities where rooms, halls, etc may be named for other donors):
A substantial percentage, typically at least 50% of construction costs of the named portion of the facility.
New facilities will not generally be named for non-philanthropic purposes.
New facilities will not may be named in recognition of deferred gifts prior to the receipt of cash after the gifts are realized.
Gifts of real or personal property, if not used by the college, must be converted to cash before facilities are named.

B. Existing facilities:

Exclusive naming (buildings, fields, and other complete facilities where no rooms, halls, etc include the names of other donors): 100% of construction costs in current dollars, including design, architecture, equipment, etc.
Shared naming (buildings, fields, and other complete facilities where rooms, halls, etc. may be named for other donors): A substantial percentage, typically at least 50% of construction costs in current dollars of the named portion of the facility.
May be named in recognition of deferred gifts prior to the receipt of cash.
May be named in recognition of gifts of property prior to the sale of the property.
May be named in recognition of long-term pledges.
May be named for non-philanthropic purposes only if the building is not targeted for renovation in the near future.

C. Unapproved or unplanned facilities:

The College cannot accept gifts for unapproved projects, but will consider approval contingent upon the following:
District priorities based on current and approved projects.
Market support for the new project.
Financial feasibility to include construction and operating costs
Special conditions or contingencies that may require private or endowed funding of operating and maintenance costs in addition to construction costs.
Once approved, the same rationale for new approved facilities will be used in addition to any special conditions or contingencies.

D. Positions:

Endowed chairs, faculty, and staff may be established based on criteria jointly developed by the Yavapai College Foundation, the donors, and affected division or department leadership the Yavapai College Foundation. Foundation policy will be followed for all endowments.
Existing or approved and funded new positions may be named for non-philanthropic purposes.

E. Programs:

Endowed programs may be established based on criteria jointly developed by the Yavapai College Foundation, donors and affected divisionYavapai College Foundation or department leadership. Academic and vocational program content must be developed following Yavapai College policy and procedure. Foundation policy will be followed for all endowments.
Existing or approved and funded new programs may be named for non- philanthropic purposes.

Date of Policy Adoption: May 9, 2000

Effective Date: May 9, 2000

_________________________________

Dr. Ed Harris, Board Chair

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6.3 Appearance Before Governing Board

Note: that Section 6 of the manual is under revision and is therefore a mix of old policy still in effect, and new policy recently adopted by the Governing Board. For this reason, we have a number of short term anomalies such as two sections numbered 6.3. This will be resolved in the near future.

The Yavapai College Governing Board normally meets every month beginning in January in the Board Room of the Campbell Building. The Board may schedule such other meetings as its business requires. The Board will publicize the time, place and agenda of each meeting and is pledged to honor the laws of the state of Arizona concerning public meetings. The meetings shall be public.

Individuals who are members of the Yavapai College faculty, student body, staff, or administration, and who desire to speak with the Board may make a request to do so to the President of the College, who will convey that request, along with his/her recommendation, to the Chair of the Board, who will make the final decision on the request. The same process must be followed with respect to proposed agenda items for the Board that emanate from individuals who are not employees of Yavapai College.

The faculty, student body, staff, and administration of Yavapai College will submit their requests to the President of the College according to the procedures outlined in section 1.3, Paragraph c, if they wish to address the Board or present an agenda item to the Board. The appearance at Board meetings of individuals who wish to appeal a grievance decision will be carried out according to the provisions of Section 6.12.

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6.3 Copyright Use Policy

POLICY

It is the policy of the Yavapai County Community College District ("Yavapai College") to respect the rights of copyright owners and to follow the Copyright Act, 17 U.S.C. Sections 101, et seq. . Every person who uses College resources shall abide by the Yavapai College Copyright Guidelines. Failure to follow the Guidelines may create individual liability for copyright infringement. The College will only defend or indemnify employees who follow the Guidelines when using copyrighted works.

Date of Policy Adoption: July 8, 2003

Effective Date: July 8, 2003

_________________________________

Dr. Ed Harris, Board Chair

________________________________

Herald Harrington, Board Secretary

________________________________

Paul R. Madden, Board Member

________________________________

James H. Holt, Board Member

________________________________

Dr. Donna Michaels, Board Member

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6.4 Processing Complaints

Any serious problem which an employee may have with parents and/or members of the community will be brought to the attention of the appropriate administrator, who will assist in pursuing a satisfactory resolution.

6.5 Use Of College Facilities, Equipment And Materials

College facilities and support equipment and materials are provided for instructional and support purposes and are not for the personal use of the public or College employees.

College employees are not to use any College real or personal property for personal use except as follows:
1. Matters covered by the College I.D./Activity Card and/or normally offered to the public without charge.
2. Matters covered elsewhere in the Policy Handbook.
3. Specific privileges granted by the Governing Board.
4. Equipment and facilities under an employee's direct supervision and control when such use is at the College and for non-profit purposes.
5. Specific exceptions approved by the President.
Public use of College facilities, equipment and materials are limited to situations covered under Policies 2.16 and 2.17.

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6.7.3 Disposition of Confidential Recommendations

A. Confidential letters of recommendation, used to gain employment, are destroyed once full-time employment is granted.

B. Confidential letters of recommendation must be retained for recertification of part-time instructors. Part-time instructors will be granted access to their files only after confidential letters have been temporarily removed.

6.7.4 Use and Disposition of Evaluations of Full-Time Educational Faculty

Administrative judgments and decisions concerning professional competence of educational faculty must be based on materials in the personnel file. All required evaluations must be placed on file. Optional evaluations may be filed at the faculty member's discretion. Once filed, an evaluation must remain on file for at least five years. After that time, it may be removed only by the mutual consent of the faculty member and the appropriate dean or vice president.

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6.8 Design Services

Yavapai College provides design services in basically two categories: 1) graphics services and 2) media services. Institutional design includes College-wide publications and projects in addition to other projects originated by specific groups or individuals within the College. Media services design is comprised of projects which directly affect classroom instruction. These services are provided through a Design Services Coordinator, Media Coordinator, Graphic Artist and various student designers.

6.8.1 Graphic Services Priority

A. The following design service projects are institutionally funded and receive top priority:

Catalog cover design and inside layout.
Division and department brochures.
High school ads.
College logo and letterhead.
Other College publications.

B. The following design service projects, in order of priority, are paid for from the originator's charge center:

Flyers for various departments, clubs and organizations on campus.
Posters for various departments, clubs and organizations on campus.
Student activities publications.
Designing of stage sets, gym floors, and other facilities.
Other College publications.

6.8.2 Media Services Design Priority

The following design service projects are all funded through the Media Services Department (located in the Learning Resources Center) and receive top priority:

Instructional packages requiring design for visual aides, e.g., overhead transparencies, slides, illustrations, video tapes, charts, etc.
Special instructional presentations requiring design for visual aides, e.g., overhead transparencies, slides, illustrations, video tapes, charts, etc.
Any visual aides material directly related to instruction which required design for effective communication. 4. Promotional materials involving media.

6.8.3 Processing of Requests

Originator completes top portion of Design Request form
Design Request Form for institutional design is forwarded to Design Services Coordinator or Graphic Artist.
Design request form for media services design is forwarded to Media Services Coordinator for approval. It then goes to the graphic artist.
Originator and Graphic Artist confer to determine important points of the projects.
If necessary, originator initiates requisition for payment to Design Services.
Lower portion of Design Request form is filled out by Design Services Coordinator or by the Graphic Artist in consultation with the Media Services coordinator and one copy is returned to originator.
Design is executed according to the time commitment included on the Design Request form.
Upon completion of the project, Design Services forwards an invoice to the Vice President for Administrative and Financial Services for payment.
Original art work is filed for future use whenever possible.

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6.9 Institutional Public Relations Policy

Higher education institutions have recognized the need to implement an effective public information program which is designed to inform its constituencies. In public institutions these constituencies provide the financial resources for their operation, and in many instances form part of the student body. It is essential that Yavapai College carry out an effective information program to maintain the necessary good will which assures meaningful support from the public it serves. An effective program requires organization, order and continuity to achieve its objectives.

6.9.1 Responsibility

The responsibility for the public information program shall be a prime responsibility of the College President. He will delegate the necessary authority and responsibility to the Director of College Advancement to carry out that responsibility. The Director, in cooperation with appropriate staff, will implement a program which will achieve the College's public information objectives within the framework of this policy.

The College public relations program shall include, but not be limited to, the following:

Plans to achieve the public relations objectives of the institution.
Special events.
Information and news services through the news bureau.
Brochures, special publications and other printed matter which serve to inform the College's public.
Design services that provide design and art work for the College according to established procedures.

6.9.2 Continuity

One of the most critical aspects of a public information program is the need for continuity. This necessitates strict control over certain activities within the College which influence the objectives of the public information program. Adherence to this policy is incumbent upon all members of the College community.

6.9.3 Media Relations (Revised 12/6/90)

The President or his or her designee is authorized to act as spokesperson for the College. The Governing Board President may act as spokesperson for the College as to Board action. The Board may also designate other individuals from time to time to act as spokespersons for the College. No other individual may act as spokesperson for the College unless designated by the Governing Board.

Internally initiated contacts with representatives of the news media regarding any College activity, function, or program are to be channeled through the office of the Director of College Advancement.

Inquiries from the media should be referred to the Director of College Advancement in any instance in which the "official" College-wide point-of-view, direction, policy, or intention of the College as an entity is expressed or implied. Nothing contained in this policy shall prevent employees or groups from expressing their opinion or views on matters of public interest. However, when making statements concerning Yavapai College, employees or groups should make reasonable effort to be accurate in t heir statements and should make clear that they are not a College spokesperson(s) unless designated as such.

Personnel matters and other privileged and confidential matters will not be divulged. Faculty members are bound by, and ascribe to, the Academic Freedom and Tenure 1940 Statement of Principles and Interpretive Comments by the American Association of University Professors and the Association of American Colleges.

6.9.4 Printed Matter

All printed matter for internal or external use, which bears the name and/or logo of Yavapai College shall be directed through the Design Services Coordinator for design approval and the Director of College Advancement for authorization to use the College name and/ or logo. Members of the College staff should consult with the Design Services Coordinator as part of the design development process. The Vice President for Instruction and Student Services will be responsible for publication of the College Catalog. Brochures, newsletters, advertisements, posters, and other items designed to influence public attitudes toward the College through off-campus display are the responsibility of the Director of College Advancement.

6.9.5 News Releases

The Communications Coordinator shall be responsible for writing and coordinating the release of College news stories. All news releases will be cleared through the office of the Director of College Advancement. Certain stories may receive more advantageous coverage if written by a feature writer of the newspaper compared to the coverage of an internally prepared news release. Employees desiring to obtain feature story coverage on a story may do so, by contacting the Communications Coordinator prior to contacting a feature writer, and following the procedures prescribed by the Advancement Office.

6.9.6 Commercial Advertising

The placement and purchase of all commercial advertising shall be coordinated by the Director of College Advancement. 6.9.7 Verde Valley Campus All public relations activities of the Verde Valley Campus shall be delegated to the Dean of the Verde Valley Campus.

6.9.8 Yavapai College Foundation

The Yavapai College Foundation is organized to accept gifts for the benefit of the College. The foundation as a legally incorporated body operates according to its articles of incorporation. The President of the College or his designee serves as the College liaison with the foundation.

6.9.9 Sports Information

The Yavapai College sports information program is the responsibility of the Dean of Student Services. The dean may delegate as appropriate to the Athletic Director. Responsibilities include athletic news releases, public swimming information and the broadcast of athletic events.

6.9.10 Requests for Public Records Access (Adopted 01/09/96)

The Yavapai College District Governing Board in compliance with A.R.S. 39-121 will provide timely access to all public records concerning Yavapai Community College. All such records are available upon request in accorda nce with college policy herein stated. All such requests for information must be in writing and allow reasonable time for response as provided by statute.

Responsibility:
The responsibility for providing access to public records shall be a prime responsibility of the College President. He/she will delegate the necessary authority and responsibility to the Director of College Advancement. The Director, in cooperation with appropriate staff, will insure that all such college records are accessible in accordance with college policy as herein stated.

Record retrieval expenses:
The college reserves the right to recover expenses incurred in copying requested records. A charge will be levied for all such copies made at college expense. In addition, if requested information is judged by the college to be archival in nature requiring staff time to research and acquire, such time will be reimbursable to the college by the requesting person at a rate equal to the hourly salary of the person required to do the research. In instances where such costs could exceed $100.00, the college will notify the individual making the request of the estimated expenses in advance of the research taking place. The College reserves the right to require that such expenses be paid prior to the record retrieval process.

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6.13 Filing Of Grievances Relating To Title Ix, Title Vi, And Section 504: Students Or Applicants For Admission (Adopted 9/8/87)

Title IX of the Educational Amendments of 1972 prohibits the use of sex related criteria for the basis of admission to an educational program, except as allowed by law Title VI of the Civil Rights Act of 1964 prohibits the use of race, creed, color, age, or national origin as criteria for admission to an educational institution. Section 504 of the Rehabilitation Act of 1973 prohibits the denial of admission or access to an educational program based on handicap.

Yavapai College does not discriminate against students or student applicants for admission to any education program based on the above outlined federal statutes. In the event an individual believes discrimination on the basis of age, sex, race, creed, color, national origin, or handicap has occurred relative to student status or admission to a program, he/she should request from the Vice President for Instruction and Student Services, Prescott Campus, Yavapai College, a copy of and advice about administrative procedures: Grievance Procedures for Title IX, Title VI, and Section 504: Students or Applicants for Admission.

6.13.0 Administrative Procedures: Grievance Procedures for Title IX, Title VI, and Section 504: Students or Applicants for Admission (Adopted 9/8/87)

A. General

B. The administrative process set forth in this policy provides for (a) an informal review of the charges and conference with the complainant, and (b) a formal hearing before the College Hearing Board. At either stage, any decision reached by the College officer or hearing body considering an alleged discrimination charge on the basis of federal laws as outlined in Section I is advisory in nature and is subject to the consent and approval of the President of the College.

C. Formal rules of evidence shall not be applicable to any of the administrative procedures, formal or informal, set forth in this policy. Deviation from the prescribed procedures set forth in this policy shall not necessarily invalidate a decision or proceeding, unless significant prejudice to the respondent or the College may result.

D. Definitions

"President" means the President of the College or a designee.
The following additional definitions are included in this policy:
1. "Title IX" means Title IX of the Educational Amendments of 1972, as amended.
2. "Title VI" means Title VI of the Civil Rights Act of 1964.
3. Section 504" means Section 504 of the Rehabilitation Act of 1973.
4. "Chair ("Chair") of the College Hearing Board" means an individual appointed by the President to investigate complaints of Title VI, Title IX, and Section 504 violations when called upon to do so, and where necessary, to prepare charges thereon and present the same in appropriate administrative proceedings under this policy.
5. "Complainant" means any individual initiating the procedures set forth in this policy.
6. "Day" means normal business day, not including Saturday, Sunday and any officially recognized College holiday.
7. "Vice President for Instruction and Student Services" means the administrative officer bearing such title or a designee.
8. "Respondent" means a person representing the College, against whom procedures under this policy have been initiated.

E. Grievance Procedures

1. Initiation of Procedures

A complainant shall attempt to resolve his/her complaint with the faculty or staff member or supervisor of the College unit where an alleged incident has occurred. If such discussions fail to achieve satisfactory resolution, the complainant shall discuss his/her complaint with the appropriate supervisor(s). If such discussion fails to achieve satisfactory resolution of the complaint, the complainant shall proceed according to paragraph C.1.b.
A complainant must file a written statement outlining the details of the discrimination charge. This written statement must be signed by a complainant and filed with the Vice President for Instruction and Student Services within twenty (20) days of the alleged incident(s).
In all cases, informal procedures shall first be initiated in an effort to resolve the matter.

2. Informal Procedures

1. Within ten (10) days of the receipt of a r complaint, the Vice President for Instruction and Student Services shall proceed as follows:

Consult with the complainant and conduct a review and investigation to:
1. ascertain the facts and
2. determine if the matter should be pursued.
Confer with appropriate College officials or other individuals and to report the written findings and recommendations to the complainant.
The findings, if any, to be recommended shall be reduced to writing by the Vice President for Instruction and Student Services and submitted-to the President, who may approve, disapprove modify or otherwise render a determination.
1. If the complainant is willing to accept the written recommendation of the Vice President for Instruction and Student Services, the complainant shall acknowledge by preparing a written statement with his/her signature. If the recommendations as submitted are approved by the President, all action on the referral shall be considered closed.
2. In all other cases where the complainant refuses or fails to accept the recommendations or final determination, the complainant shall complete a form entitled, "Request for Hearing Before the Hearing Board," available from the Vice President for Instruction and Student Services with whom the form shall be filed. The request form shall be filed within five (5) days of receipt of notice of the decision or recommendation. The completed request form, together with the initial referral and the recommendations of the Vice President for Instruction and Student Services shall be forwarded to the Chair. The Chair shall then proceed as outlined in the formal procedures described in the next section.
If a complainant seeks a formal hearing before the College Hearing Board, a request for hearing form must be timely filed, i.e., within five (5) days after receipt of the approved recommendation or determination. A complainant is presumed to have received notice of a decision or recommendation within five (5) days of its being mailed, by registered or certified mail, to the complainant's most recent address listed with the College. The complainant is expected to keep the College informed of his/her current address.

3. Formal Procedures

1. College Hearing Board. Formal procedures under this policy involve a hearing before the College Hearing Board. The College Hearing Board shall be composed of five (5) members, of which two (2) shall be students, two (2) shall be faculty members, and one (1) shall be a non faculty employee. Terms of office of the members of this administrative body shall be in accordance with the rules established by the President of the College. Student members shall be selected by the President from a list of five (5) nominees submitted by a representative student group; faculty members shall be selected by the President from a list of five (5) nominees submitted by the Faculty Senate; the non-faculty employee shall be selected by the President. All members of the Hearing Board shall be present and voting for a proceeding to be conducted by the Hearing Board.

2. The following procedural guidelines shall be applicable in proceedings before the College Hearing Board:

The Chair shall prepare and file a statement of charges with the College Hearing Board. The statement shall contain at least the following:
1. A statement of the specific laws alleged to have been violated by the College.
2. A short and plain statement of the particulars of the violations including, known of the violations including, if known, the time, date and place of the alleged violation.
3. The name of the complainant who initiated the case referral.
The Chair shall cause a written notice (by certified mail, return receipt requested) to be given to the parties at least twenty (20) days prior to the date set for hearing, which notice shall include:
1. A statement of the time, place and nature of the hearing.
2. A statement of the legal authority and jurisdiction under which the hearing is to be held.
3. A copy of the statement of charges.
4. The name and college address of the Chair to whom all correspondence, motions or pleadings should be directed.
5. A summary of the rights of the respondent as applied to the hearing proceedings and a copy of any available literature regarding procedures to be followed.
A copy of the notice shall be served upon the parties in person or by registered or certified mail to the most recent address listed by the complainant and the respondent.
The failure of the respondent to appear at a scheduled hearing will be treated as a plea in absentia to the charges pending. The Chair shall enter a plea of not guilty on his/her behalf and the hearing will proceed.
At least six (6) days prior to the hearing date, the parties shall have exchanged a written list of the names and addresses of the witnesses whom the respective parties may call to give testimony at the hearing, along with a concise statement of the substance of the testimony of each witness and a copy of any affidavits or written exhibits to be offered into evidence at the hearing. A party may be barred from submitting nondisclosed evidence or testimony for non- compliance with this rule. Rebuttal witnesses need not be disclosed.
Any party may challenge a Hearing Board member on the grounds of personal bias. The challenge shall be made in writing and submitted to the Chair at least three (3) days prior to the date of the hearing. The Chair shall either sustain or deny the challenge. In the event the Chair is challenged, the Chair shall appoint a temporary chair to act on the challenge. If a member of the Hearing Board sincerely believes that he or she cannot give the party or parties a fair and impartial trial and base his or her decision solely on the evidence submitted, then the member should seek disqualification.
The Chair shall have the authority to issue subpoenas for the attendance of witnesses and for the production of books, records, documents and other evidence and shall have the power to administer oaths. The subpoena shall be in writing and shall be served upon the witness in person. Members of the College are expected to comply with subpoenas issued pursuant to this procedure, unless compliance would result in significant and unavoidable personal hardship or substantial interference with normal College activities. 8. The Chair shall preside over and conduct the hearing and shall rule upon all matters of procedure, including the admission of evidence. The hearing will be conducted in two steps: an initial proceeding shall be held for the purpose of determining if the alleged charge of discrimination is valid; if such charge is determined to be true, a supplemental proceeding shall follow for the purpose of determining the appropriate action to be taken. The hearing shall be conducted as follows:
1. The hearing and deliberations shall be conducted in an executive session closed to the public, except for the respondent's representative. An open hearing will be held if requested by the complainant.
2. The Chair shall exercise control over the hearing to avoid needless consumption of time and to prevent the harassment or intimidation of witnesses. Any person who disrupts a hearing or who fails to adhere to the rulings of the Chairman, may be excluded from the proceedings.
3. A Hearing Board legal advisor may sit in attendance at the hearing and will be accorded the privileges of Hearing Board members, but shall not vote. The legal advisor may comment on questions of procedure and admissibility of evidence and will otherwise assist in the conduct of the hearing and will perform such other duties and functions as are set forth herein. A person may not serve as both a Hearing Board legal advisor and the Chair in any proceeding.
4. The hearing shall be conducted in a fair and expeditious manner. The Chair, as presiding officer, may, upon request and for good cause, or on his own, grant a postponement or continuance of the hearing.
5. A mechanical or stenographic record of the hearing shall be made, and it shall be transcribed on request of any party, and the cost of such transcript shall be paid by the party making the request. All matters made part of the record shall be maintained by the Chair and shall be kept for a period determined reasonable by the College.
6. Except as noted in (3) below, the testimony of any witness shall be given under oath. Prospective witnesses, other than the complainant and the respondent may be excluded from the hearing during the testimony of other witnesses.
7. The affidavit of a witness, whose presence cannot be obtained after reasonable efforts to do so, may be admitted into evidence, but only if such affidavit contains the notarized signature of the witness.
8. The burden of proof shall be upon the complainant who must establish that discrimination on the basis of Title VI, Title IX, and Section 504 occurred by a preponderance of evidence.
9. At the initial proceeding, the Chair shall first read the charges of the complainant and the respondent shall plead to the same. in the absence of a plea, the Chair shall enter a plea of not guilty for the respondent. Each party shall then be allowed an opportunity to make an opening statement and offer evidence in support of or against the charges. Each party shall have the opportunity to question those witnesses testifying for the opposing party. Each party, in turn, may offer rebutting evidence. When the submission of evidence has been concluded, each party may argue the case to the Hearing Board with the charging party opening and closing the argument.
10. Irrelevant, immaterial or unduly repetitious evidence shall be excluded. The parties may stipulate as to facts.
11. The complainant in any alleged discrimination proceeding may be accompanied by an advisor, who may be an attorney. The advisor may not appear in lieu of the complainant. A complainant who wishes to be represented by an attorney must inform the College Hearing Board and the charging party at least five (5) days prior to the scheduled date of the hearing. The advisor or the complainant, but not both, may examine and cross-examine witnesses and summarize the evidence in final argument to the Hearing Board.
Decisions of the Hearing Board shall be by majority vote of the members present and voting. A determination of guilt shall be followed by a supplemental proceeding in which either party may submit evidence or make statements concerning the appropriate action to be taken. The Board shall then reach a final decision as to sanction.
The decision of the Hearing Board, a brief statement of the reasons for such decision, and finding of facts shall be reduced to writing and forwarded to the President as recommendation. A copy shall be mailed to all parties.
Upon receipt and review of the recommendation of the Hearing Board, the President shall approve, disapprove, amend or otherwise issue a final decision in writing and declare his/her reasons for disapproval or amendments. A copy of this final decision shall be mailed within ten (10) days of the receipt of the recommendation of the Hearing Board to the parties and the date of mailing shall be the effective date of the decision. All involved parties are expected to keep the College informed of their current address.

4. Motion for Rehearing Before the Hearing Board

The party aggrieved by the President's decision may file with the President not later than ten (10) days after the effective date of the decision, a written motion for rehearing or review specifying with particularity the grounds on which the motion is based.
The opposing party may similarly file a response within ten (10) days after service of the motion. The President may request submission of written briefs or schedule oral argument.
Rehearing may be granted for any of the following causes materially affecting a moving party's rights:
1. Irregularity in proceedings before the Hearing Board, or any order or abuse of discretion, whereby the moving party was deprived of a fair hearing.
2. Misconduct of the Hearing Board, President or prevailing party.
3. Accident or surprise not preventable by ordinary prudence.
4. Newly discovered material evidence which with reasonable diligence could not have been discovered and produced at the hearing.
5. Excessive or insufficient sanctions.
6. Error in the admission or rejection of evidence at the hearing.
7. The decision is the result of passion or prejudice.
8. The decision is not justified by the evidence.
The President must rule on a rehearing motion within ten (10) days of the request and may affirm, modify or grant rehearing before the Hearing Board as to all or any party and on all or any part of the issues for any of the reasons in Paragraph 3 above. The order granting rehearing is to specify with particularity the grounds on which rehearing is granted and the rehearing will only cover the matters so specified. Procedures on rehearing shall, to the extent applicable, conform to the procedures utilized in the original proceedings conducted by the College Hearing Board. If a rehearing is granted, it must occur within thirty (30) days of the date the rehearing request was approved by the President.
Any supporting affidavits must be submitted with the motion. Any opposing affidavits must be submitted with or prior to submission of the response.

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6.14 POLICY REGARDING COLLEGE FUND-RAISING ACTIVITIES (Adopted 9/18/84)

Administration of the College's fund-raising activities should be conducted in a consistent, coherent and productive fashion. Procedures for accepting and generating funds or gifts from private sources to support the College should be designed and coordinated to: 1) insure maximum efficiency of fund-raising efforts; 2) develop and foster a favorable and professional image of the College among its publics; 3) maintain central information systems to catalog the status of contributions, maintain accountability standards and eliminate duplications in funding appeals. The President of the College shall establish operational procedures regarding College-related fund-raising.

6.14.0 Procedures (Revised 4/4/88)

The Director of College Advancement is responsible for assisting faculty, staff and administration in generating private support for the College by designing, initiating, coordinating and reviewing private fundraising programs. Specifically, the Director will:

administer all fund-raising activities (excluding campus clubs as outlined below)
initiate, coordinate, and facilitate communication with current and prospective donors
act as a liaison among the College, the Foundation and other academic and private groups
collaborate with College faculty, staff, and administrators to assess development needs and prepare fund-raising materials
maintain a central information system regarding fundraising activities and contributors to the College.

The Director of College Advancement will act as liaison with the Yavapai College Foundation and other entities which might be involved with fund-raising for the purpose of assisting the College.

6.14.1 Clearance

The following procedures for asking individuals, corporations and foundations to donate to the College assure fair and orderly solicitation of contributions by Yavapai College's employees and students. These procedures apply to everyone in the College who raises funds for the College.

Individuals seeking solicitation clearance must first consult with the Director of College Advancement hereinafter referred to as "DCA," to determine the most appropriate solicitation of the prospect.
To request solicitation clearance for individuals, corporations and foundations, send a memorandum to DCA stating the following:
1. the name of the potential donor
2. the purpose of the solicitation
3. the sum of money to be requested
4. the approximate date of the solicitation
The DCA will consider the prospect's College affiliations, interests, giving record, involvement in past or present solicitations and other factors when making clearance decisions.
If a prospect has been cleared for solicitation, clearance for additional solicitations may be withheld until the first solicitation is resolved. If the prospect expresses explicit interest in an alternative solicitation, however, the earlier clearance may be suspended in favor of the more effective solicitation.
Clearance is not given in perpetuity. If action on a cleared prospect is not taken within the agreed-upon time and others are seeking clearance for that prospect, clearance may be reassigned.
All development-related publications must be reviewed by DCA at the first draft stage of preparation. Gift and donor publicity must be coordinated through DCA and approved by College public relations personnel.
These procedures must be observed by all members of the College community, including faculty, staff, administrators and students, who solicit private funds in the name of Yavapai College.

6.14.2 Classifying, Accepting And Acknowledging Gifts

It is important that all gifts to Yavapai College be properly accepted and acknowledged. To that end, these procedures govern the acceptance, processing, acknowledgment and recording of gifts to the College. Gifts not processed according to these procedures will not be construed as accepted by the College.

Gift Classification:
1. Making a gift to Yavapai College requires two actions:
  1) an offer of something of monetary value; and
  2) acceptance of the gift by an authorized Yavapai College officer.
  In general, three kinds of gifts come to Yavapai College:
  1) current or outright gifts
  2) deferred gifts in which the gift is conveyed in such a way that the donor receives income whole still living (e.g., annuities), and
  3) bequests, or gifts made through the donor's will.
2. Gifts can come to the College in many forms.
  Identification of gifts can be organized generally into five categories:
  1) cash or checks;
  2) marketable securities;
  3) real property;
  4) life insurance;
  5) gifts in kind -- non-negotiable items such as equipment, papers, books, art objects, or services.
3. A general label of restricted or unrestricted is applied to each gift. An unrestricted gift is one for which the donor does not suggest an ultimate use. Unrestricted monies will be assigned and allocated at the President's discretion.
4. A restricted gift is one for which the donor stipulates an eventual use. Restricted gifts are of two kinds; department discretionary gifts and restricted-purpose gifts. Departmental discretionary gifts are gifts for which a recipient - a department, division or other unit - has been stipulated, but without further stipulation as to how the gift may be used. Restricted- purpose gifts are gifts for which the purpose has been stipulated (e.g., faculty recruitment, equipment purchases, student financial assistance, research in a specified area, etc.).
Gift Acceptance:
1. Authorized Agents:
  A gift to Yavapai College can be accepted only by DCA or the College President. The acceptance procedure is formalized by the presentation of an official gift receipt. DCA will consult with appropriate College units prior to the acceptance of gifts.
Establishing Gift Dates:
1. The official receipt date assigned to a gift depends on the nature of the gift and its method of conveyance to the College. Particular significance is attached to the date of a gift at the close of the calendar year, when donors make last-minute use of the December tax deadline to obtain charitable deductions.
2. The date of gift is usually the day it is placed in the hands of an official Yavapai College representative. Gifts of securities, insurance and real property, however, are subject to special rules of which the potential donor needs to be made aware. The DCA will assist in providing accurate information in these special cases.
Depositing Procedures:
1. All cash, checks, securities, insurance policies, letters and legal documents on all in-kind gifts must be brought or sent to DCA to be credited to the appropriate holding account.
2. IMPORTANT: It is vital that the original of all correspondence and other appropriate paperwork be sent to DCA when a gift is transmitted to the College. "Appropriate paperwork" includes the postmarked envelope in which a gift is mailed.
Rejecting Gifts:
1. Gifts may be declined by the College for the following reasons:
  1) Receipt would not be in the best interest of the College.
  2) They are related to commercial endeavors.
  3) They would obligate the College to undertake responsibilities, financial or otherwise, which it may not be capable of meeting for the period required by the terms of the gift.
  4) They cannot be administered within the organizational unit's normal budget.
Gift Valuation:
1. Yavapai College is not responsible for performing gift valuation. Donors must provide the valuation or use an independent appraiser.
Gift Acknowledgment:
1. All gifts must be acknowledged with an official gift receipt. The DCA's office is the only College agency authorized to provide official gift receipts to donors.
2. The DCA encloses an acknowledgment letter with the official gift receipt. When a gift is restricted, a copy of this acknowledgment letter is forwarded to the dean, chair or head of the unit to which the gift is directed; it is recommended that this individual convey an acknowledgment. If the gift is real property, Inventory Control will also be notified to record the item(s). The DCA will gladly work with receiving units to develop acknowledgment letters.

6.14.3 Establishing Endowments, Memorials and Other Support Programs

A. Endowments

B. To more effectively generate private support for Yavapai College, the College Community needs to be familiar with the full range of endowment options available to donors who wish to support College programs.

C. An endowed fund is established in perpetuity; monies received are invested and only the income used. Donors may choose from two kinds of endowed funds the one that best suits their purposes unrestricted endowment funds, in which the annual earnings are used at the discretion of the College President; and restricted endowment funds in which the donor specifies the use to which the endowed income will be put.

D. A minimum of (presently unspecified) is required to establish a permanent endowed fund, the structure of which is limited only by the interests and creativity of the donor.

E. Memorials

F. Memorials are gifts-scholarships, academic chairs, lecture programs etc.--made in memory of an individual. DCA is responsible for helping individuals and organizations establish, name, announce and administer memorial funds. All contributions to memorials will be acknowledged and receipted by DCA office.

G. Scholarships

H. Scholarships are funds that support the education of individual students. They are awarded according to criteria set up by and with the donor. Some scholarships are endowed; others are supported by annual donations. DCA works with faculty, staff and administrators to develop scholarship criteria, establish the scholarship fund itself and recognize the donor or donors. Although the Financial Aid Office usually selects scholarship recipients, colleges and departments may occasionally be called on to identify potential recipients and solicit applications from eligible students.

I. Potential scholarship donors should be referred to DCA. The coordination of potential donors through DCA is important to the future growth of scholarship funds.

J. Loan Funds

K. Student loan funds are donor-established funds repayable to the College.

L. Loan awards are made by the Financial Aid Office. The Director of Financial Aid works with faculty, staff, administrators and donors to establish and develop criteria for loan funds.

6.14.4 Fund-Raising By Student Clubs and Organizations

Fund-raising by Yavapai College student clubs and organizations is encouraged for the purposes of acquiring funds for club projects, student travel to conferences, scholarships, or other related club activities. However, organizations or clubs which use the name of Yavapai College during such fund-raising activities are subject to similar clearance procedures as outlined in the previous sections herein which deal with fund-raising.

The District Governing Board of Yavapai College takes an interest in coordinating and controlling who is conducting fund-raising activities using the College's name, particularly when such fund-raising is occurring in our surrounding communities. Therefore, the following clearance procedures apply to all student clubs or organizations who conduct fund-raising activities:

A. The club president, with written approval of the faculty/staff advisor, must contact the Director of Campus Life in writing at least two weeks prior to the event outlining items such as the activity, location, purpose, persons involved, estimated funds to be raised.

B. The Director of Campus Life will contact DCA to receive clearance, so that no College fund raising activities are conflicting and that no undesired solicitation is made of selected prospective donors.

C. The Director of Campus Life will notify the club of the clearance to proceed with fund-raising activity.

D. If the club fund-raising activity is solicitation of donations or gifts from individuals, private businesses or corporations, the prior sections dealing with gifts must be followed in coordination with DCA.

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6.15 Retention And Disposition Of Records

To insure an economical and effective records management system, the administrative offices of Yavapai College will develop and implement procedures, to be approved by the College President, for the retention and disposition of records in accordance with A.R.S. 41-1346, STATE AND LOCAL PUBLIC RECORDS MANAGEMENT.

6.15.0 Administrative Procedures for Retention and Disposition of Records (Adopted 8/27/91)

6.15.1 Office of the Registrar

No.	Record Sales	Period Remarks	Retention
1.	Permanent academic transcript	Perm.	Computer Output Microfiche (COM) every 5 years of all transcripts. COM only changes in intervening semesters.
2.	Student files of registration materials (receipts, drop/add forms, foreign student records, residency documentation, and other forms and copies relating to enrollment)	2 yrs.	After last enrolled.
3.	Application records for non-enrolled students	2 yrs.	After application.
4.	Transcript request	1 mo.	After transmittal.
5.	Credit by Examination	Perm.	Source document input to student file (#2 above) after posting to permanent transcript.
6.	Advanced Placement records	Perm.	Source document input to student file (#2 above) after posting to permanent transcript.
7.	Student Class Audit reports	Perm.	Posted to permanent transcript.
8.	Non-Credit course materials	Perm.	Student information input to permanent computer file. Source documents purged after use.
9.	Athletic Eligibility	Perm.	Microfilm eligibility source documents three years after completion of academic year.
10.	Name/Address change	1 yr.	Input to student file (#2 above) after input to student record.
11.	Out-of-County Affidavits	1 sem.	After billing period (currently 3 years after term of action).
12.	Subpoenas	1 sem.	Input to student file (#2 above).
13.	Continuing Education Units (CEU)	Perm.	On permanent computer file.
14.	Graduation/Certificate check sheets	3 yrs.
15.	Diplomas (unclaimed)	1 yr.	After graduation date.
16.	Graduation lists, programs	Perm.	a. Computer Output Microfiche graduates list. b. One copy graduation program to State Archives.
17.	Hold/Encumbrance forms	None	After satisfied.
18.	Verification of Enrollment requests	1 yr.	Into student file (#2 above).
19.	Honors list	1 sem.	Public list. Posted to individual student's permanent transcript.
20.	Office management files (internal work procedures)	1 yr.	After revised or discontinued.
21.	Report of Records Destruction	3 yrs.	After copy submitted to State Archives.
22.	Student List	Perm.	Computer Output Microfiche of Final data.(PRG:STULST)
23.	Student index by name and number	Perm.	Computer Output Microfiche of Final data.(PRG:XREF)
22.	Enrollment data:	Perm.	Computer Output Microfiche
22a.	First Day		Class Summary reports (CLSSUM): A-Prescott by division E-Verde by division J-Yav.Ex. by location N-YC/NAU Project M-District
22b.	Assessment (10th) Day		Class Summary reports (CLSSUM): A-Prescott by division E-Verde by division J-Yav.Ex. by location N-YC/NAU Project M-District
22c.	Census (FTSE/45th) Day		Class Summary reports (CLSSUM): A-Prescott by division E-Verde by division J-Yav.Ex. by location N-YC/NAU Project M-District Student Credit Hour Analysis reports (SCHANAL): DE_EXC DE_INC DIVDP1 DIVDP2 OEOE SHORT SCHRET Student statistics report (STATSYS), one complete set of each version for each campus and for district.
22d.	Final Data		Class Summary reports (CLSSUM): A-Prescott by division E-Verde by division J-Yav.Ex. by location N-YC/NAU Project M-District
23.	Class Master (end of semester)	Perm.	Computer Output Microfiche of Final data: Class schedule reports (SECSCD): B-Prescott E-Verde H-Yavapai Extension L-YC/NAU Project
24.	Catalog	Perm.	a. Computer Output Microfiche or microfilm one copy. b. Submit one copy to State Archives.
25.	Grade rosters Source documents: 45th Day Affidavits Final Grade Rosters Grade Changes Microfilm (Perm.)	3 yrs.	Microfilm source document 3 years after applicable academic year.
26.	Grade & attendance records	1 yr.	After completion of term.

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6.16 Grants Development And Management (Revised 8/13/85)

College personnel are encouraged to seek external funding sources to develop new programs or services consistent with College plans and goals, or to improve existing programs and services. Proposals for external funds must be approved by the Governing Board if unbudgeted matching funds or a long-term commitment of institutional funds is required for continuance. Re-applications do not require Governing Board' approval in order to meet application deadlines with the approval of the President and the understanding that they will be presented to the Governing Board for action at the next regular meeting opportunity.

6.16.1 Procedures for Grants Development and Management (Revised 9/10/91)

1. Grants and Strategic Planning

2. Grant-seeking activities are guided primarily by strategic planning goals. The Vice President for Instruction and Student Services and the Vice President for Administrative and Financial Services, with recommendations by the Deans and Directors, will set appropriate priorities on an annual basis.

3. The following assumptions or value statements drive the overall grant process at Yavapai College:

1. College-wide objectives and strategic planning are the foundations on which decisions are made regarding the search for external funds.

2. To the degree feasible, considerations related to grants will include the final outcome or anticipated consequences relating to staffing, equipment, etc. that will exist at the end of the grant period.

3. Normally, annual discretionary budget requests, driven by strategic planning objectives and other major College directives, are an appropriate and objective list of needs for the college. Additions or requests may be proposed at any time by the President, the Vice President for Instruction and Student Services, the Vice President for Administrative and Financial Services, and the Director of College Advancement.

4. Unfunded discretionary requests, or others as noted, are therefore valid needs for which to seek grant support on an annual, cyclical basis. The list developed through A.3. identifies funding possibilities, allowing the Development Office to be informed about college-wide priorities.

4. Developing Grant-seeking Priorities

1. Prior to April 1, the Deans/Directors will submit their top two or three non-funded discretionary resource request items to the Vice President for Instruction and Student Services and the Vice President for Administrative and Financial Services.

2. The initial list of items is forwarded to the Development Office for subsequent review with the Director of Institutional Research and Information Technology Services to advise that each conforms to campus-wide and district-wide computer plans.

3. After review by the Director of Institutional Research and Information Technology Services, the Vice President for Instruction and Student Services, the Vice President for Administrative and Financial Services, and the Director of College Advancement will confirm the top eight to ten priorities.

5. Originating Grant Applications

1. Faculty or staff members originating an application for external funds, aside from the normal non-funded discretionary items in B.1., will prepare a summary or a draft application and submit it to the appropriate dean or director for discussion and approval.

a. If appropriate, the originator may want to discuss in advance the idea with the Development/Grants Specialist to determine past experience with similar programs and/or funding sources. The Specialist may provide information and insight, but will not make a decision about the grant idea going forward for administrative consideration.

2. Draft applications or summaries will normally be considered only once a year. They must be submitted to the appropriate dean or director by June 1 for consideration on that year's grants list. Others may be proposed at any time by the President, the Vice President for Instruction and Student Services, the Vice President for Financial and Administrative Services, and the Director of College Advancement.

3. After the summary is reviewed and approved by the Dean or Director, it is forwarded no later than June 15 to the Vice President for Instruction and Student Services and the Vice President for Administrative and Financial Services for conceptual approval before being submitted to the Development Office for further consideration and preliminary development. Items originated and approved through this process will become part of the overall grants-seeking list.

6. Approval Procedure

1. Specific implications for all aspects of management of funded grant activities are determined before final approval. This includes identification of any need for continuing commitment and support by the College in addition to or at the conclusion of the grant, and a description of how this will occur.

2. The final grants-seeking list will be placed in rank order by the Vice President for Instruction and Student Services and the Vice President for Administration and Financial Services and forwarded to the President for approval.

3. Any particular items requiring approval by the Governing Board will be submitted to the Board by the President and included in the final list after Board approval.

4. The final approved list will be submitted to the Development Office by July 1.

7. Research of Funding Sources

1. The Development/Grants Specialist will use the adopted grants list as a rank order priority basis for research into possible funding sources and will coordinate all required activity and communication related to the annual grants list.

8. Grant Re-applications

1. All re-applications for grants will be submitted for approval to the Vice President for Instruction and Student Services and/or the Vice President for Financial and Administrative Services as appropriate.

2. If the grant re-application is prepared by someone outside the Development Office, the preparer will forward a copy of the approved re-application to the Development Office for information and file.

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6.17 Review Of Instructional Programs, Support Services And Administrative Functions (Adopted 11/11/86)

To promote continued vitality, effectiveness and efficiency, and to aid in determining appropriate fit with planned priorities and commitments of the College, designated instructional programs, support services and administrative functions will be periodically reviewed.

Using qualitative and quantitative measures applied to design, performance, outcomes, and resource usage, review procedures will measure the degree to which defined needs and objectives are met and aid in defining future expectations of these programs, services and functions.

Procedures for review will be determined by the President after consultation with administrators, professional support, Faculty Senate and Operation Staff Association Representatives.

6.17.0 Administrative Procedures for implementation of Policy 6.17 are published separately from this manual in the form of a bound booklet entitled, "Yavapai College Policy 6.17 and Procedures, Instructional Programs, Support Services and Administrative Functions Review (May, 1987)."

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6.19 Contracted Instruction For Credit Courses (Adopted 12/15/87)

Yavapai College offers educational services to meet the unique needs of private commercial and industrial enterprises, governmental agencies, or not-for-profit organizations. Contracted instruction for credit courses is designed to address the specific educational needs of the organization to be served and is established with a contractual service agreement. Procedures for contracted instruction, as set forth in 6.19.0, shall be determined by the College President after consultation with faculty and administrators.

6.19.0 Administrative Procedures for Contracted Instruction for Credit Courses (Adopted 12/15/87)

A. Relating to Instruction

1. Contracted instruction shall comply with College policies and standards for credit courses, including but not limited to such factors as student attendance, student evaluation and grading, academic integrity, and standards for awarding credit. The Vice President for Instruction and Student Services may approve exceptions to selected practices if justification and circumstances so warrant.

2. Contracted instruction for credit shall not normally be delivered using credit courses which already exist in the College course bank. The intent of contracted instruction is to develop and deliver instruction unique to a particular agency, industry, or business when the needs of the agency, industry, or business cannot be met using existing curriculum and/or normal delivery methods.

3. The supervising dean will normally consult the division chair and make the decision regarding whether the activity could be delivered through normal credit instruction procedures or is best suited for a contracted instruction agreement.

4. The supervising dean shall prepare a budget for the proposed instructional activity which shall include sources of revenue and direct and indirect costs.

5. The supervising dean shall prepare for the activity a proposed contracted instruction agreement for signature by the authorized person representing the entity requesting services, the supervising dean, the Vice President for Instruction and Student Services, and the Vice President for Administrative and Financial Services. The supervising dean shall ensure agreement compliance and adherence to Procedures 6.19.0. The original agreement document shall be kept by the Vice President for Administrative and Financial Services.

B. Relating to Full-Time Faculty Workload

1. Contracted instruction shall normally not be considered part of a faculty member's regularly contracted workload. Exceptions may be authorized by the supervising dean.

2. Prior to initiating an agreement, the supervising dean shall consider the teaching load of a faculty member and other related activities in which the faculty member is involved.

C. Compensation

1. Compensation for contracted instruction may vary according to the activity and shall be proposed by the supervising dean in the budget for the activity. Compensation shall be determined after consultation with affected faculty. Final compensation proposals shall be approved by the Vice President for Administrative and Financial Services.

2. Compensation for delivery of contracted instruction shall be reasonably comparable with existing payroll procedures.

3. Employee benefits, as outlined in approved policies or procedures, for full-time and part-time faculty shall be applicable for those faculty who teach contracted instruction courses.

4. Terms and negotiations for compensation are not bound by nor do they infringe upon the integrity of the faculty salary schedule in Policy 3.5.

D. Use of College Facilities, Equipment, Consumable Supplies, and Human Resources

1. The supervising dean shall determine which facilities, equipment, consumable supplies, travel expenditures, human and other resources will be used to support the contracted instructional activity. He/she shall specifically authorize, or disapprove, use of such College resources. Approved expenditures or expected uses of resources shall be included in the proposed budget for the activity. Prior to making resource decisions, he/she shall also consider the impact of use of such resources on other College users. 2. Use of College vehicles for contracted instruction must be arranged according to adopted College procedures for travel and be included in the contract budget.

E. Accounting and Authorizations

F. The budget for the contracted instruction activity shall require approval of the Vice President for Administration and Financial Services. Contracted instruction activities shall be identified with a unique charge center, enabling accurate auditing of budgetary transactions.

G. To facilitate decision-making in regards to contracted instruction, the President may delegate to the respective vice presidents authority to make minor exceptions to these procedures.

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6.20 Identification Cards

A. Issuance

B. A permanent I.D. card will be issued once to all Yavapai College students. This card is valid only when a sticker for that given semester is attached, i.e., Fall 77, Spring 78, etc. The card becomes invalid at the end of each semester. I.D. cards are not valid during the summer.

C. A registration slip will substitute for an I.D. card for two weeks following the first day of instruction each semester. After this period valid I.D. cards will be required.

D. For Yavapai College students in the Verde Valley and extension locations, a registration slip will serve as their I.D. card for the entire semester.

E. Permanent I.D. cards will be issued two weeks prior to the beginning of the semester through one week after instruction begins.

F. Use

G. Upon the request of any Yavapai College official, a student must present his I.D. card for inspection.

H. Unless otherwise advertised in advance, Yavapai College students with valid I.D. cards will be admitted to Yavapai College activities, one person per I.D. card, at no charge.

I. Unless otherwise advertised in advance, Yavapai College employees with valid I.D. cards and their immediate families will be admitted to Yavapai College activities at no charge. Yavapai College employees and their immediate families are permitted use of the College swimming pool during the hours designated for public swimming.

J. Yavapai College students with valid I.D. cards are also permitted use of the Yavapai College swimming pool during the hours designated for public swimming.

K. Replacement

L. The I.D. card is the property of Yavapai College. Loss of a card must be reported to the Student Activities Office. There is a $5.00 charge for replacement of a lost card. The I.D. card is void upon termination of enrollment or if not properly validated.

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6.21 Yavapai College Student Leadership Organizations (Adopted 5/16/89)

Student leadership organizations are the recognized student organizations of the Prescott Campus and Verde Valley Campus. The purposes of each organization are to:

A. advise student development and services administrators about selected aspects of the College which directly affect students, and

B. provide opportunities for students to experience and learn leadership skills and behaviors.

C. Administrative procedures for operating each campus organization will be determined by the College President after consultation with administrators and students.

6.21.1 Administrative Procedures (Adopted 5/16/89)

A. The following procedures are the by-laws of the Yavapai College Prescott Campus Student Leadership Council:

B. Yavapai College Prescott Campus Student Leadership Council Bylaws

C. Purpose

D. The purpose of the Yavapai College Prescott Campus Student Leadership Council is to advise student development and services administrators about selected aspects of the College that directly affect students; to support an interested and active college student community; to promote the intellectual, social, and cultural needs of students; and, to provide opportunities for leadership growth and development for its members.

E. Name

F. To be known as the Yavapai College Prescott Campus Student Leadership Council (hereinafter referred to as the "Student Leadership Council").

G. Membership

H. The Student Leadership Council will consist of:

I. -- one member per student club (designated by the club);

J. -- a maximum of seven members-at-large (appointed by the Director of Campus Life): one or two traditional-age student members; one or two non-traditional-age student members; one or two residence hall student members, and one Retirement College student member. (Note: membership reflects the general categories of students on the Yavapai College Prescott Campus, with Council members attempting to represent their viewpoints and to be aware of their opinions).

K. All members will be voting members. Membership will be for one academic year. Clubs may reelect members for no more than two consecutive years. Members-at-large may be reappointed by the Director of Campus Life for a second consecutive year. A member may be replaced by the Chairperson if he/she has two consecutive unexcused absences; the Chairperson will determine whether the absence is excused or unexcused.

L. Members must maintain a 2.0 grade point average each regular semester and must be currently enrolled in at least six credit hours, over and above any in progress (IP) or incomplete (I) courses they are completing from another semester (the Retirement College representative mus t be enrolled in at least one credit hour). Members are expected to present the views and issues of those whom they have been selected to represent.

M. Members will not be assessed any initiation fees, dues, or other assessments.

N. Advisors

O. The Advisors of the Student Leadership Council will be the Director of Campus Life, and no more than three faculty or staff members, to be selected jointly by the Student Leadership Council and the Director of Campus Life. The Director of Campus Life will be the liaison between the Student Leadership Council and the Dean of Student Development and Services.

P. Role of Advisors:

Q. The Director of Campus Life serves as the primary Advisor to the Student Leadership Council. Duties include, but are not limited to: leadership skill development, communication skills development, parliamentary procedure skills development, interpretation of College policy and procedures, liaison between the Student Leadership Council and the College administration, and assurance of continuation of Student Leadership Council projects from one Council to the next.

R. The Director of Campus Life is responsible for the review of all issues brought before the Council for discussion and possible proposal. Upon final disposition of these proposals by the Council, the Director of Campus Life is responsible for determining whether a Council recommendation will be approved and recommended to the Dean of Student Development and Services, or disapproved.

S. Faculty and staff Advisors elected by the Student Leadership Council serve a one-year term with the option to be reappointed by the Student Leadership Council for an additional year. Primary duties of these Advisors are: assisting with overall leadership development; advising in areas of communication, group dynamics, effective committee operation, and goal-setting and implementation.

T. Officers

U. Officers will be a Chairperson, Vice-Chairperson, Secretary, and a Parliamentarian. Their term will be for one academic year, ending at the conclusion of the Spring semester of that year. They will be elected by the members of the Student Leadership Council, by method of secret ballot. Vacancies will be filled by a special election called by the Director of Campus Life.

V. General Responsibilities of Officers

W. The Chairperson will:

1. conduct meetings and will be responsible to ensure that ad hoc committees report and respond to the Student Leadership Council;

2. appoint the heads of all standing committees; and will, if needed, solicit volunteers for these committees;

3. arrange for an agenda to be available one week prior to a scheduled meeting;

4. submit an end-of-the-year report to the Advisor by May 1;

5. be the Student Leadership Council liaison to the Director of Campus Life and Advisors.

6. The Vice-Chairperson will:

1. preside in the absence or upon request of the Chairperson;

2. chair the committee for procedural revisions;

3. assist the Advisor in the preparation of training materials;

4. coordinate the writing and collection of all student surveys and questionnaires.

5. The Secretary will:

1. keep official minutes and records of meetings;

2. prepare and ensure that minutes are available to Student Leadership Council members and are posted one week before the next meeting;

3. present minutes for approval at meetings;

4. maintain a telephone list of Student Leadership Council members;

5. keep attendance at meetings;

6. in case of absence, request the Vice-Chairperson or a volunteer to assume Secretary responsibilities;

7. arrange for facilities for meetings;

8. prepare correspondence.

9. The Parliamentarian will:

1. with the Advisor, instruct members in proceedings according to "Robert's Rules of Order;"

2. maintain order at meetings according to "Robert's Rules of Order."

Meetings

A quorum (51% of voting members) and the Director of Campus Life or designee is required to conduct an official meeting. An official meeting must be scheduled and announced at least one week in advance, and an agenda must be provided.

All official meeting dates will be established after officers are elected. There will be at least two meetings per each full month during the academic year.

Special meetings may be called by the Director of Campus Life or the Chairperson. All meetings will be conducted according to "Robert's Rules of Order."

The first meeting of the academic year will be called by the Director of Campus Life. The objectives of this meeting will be that members become acquainted with one another, understand the philosophy and intent of the Student Leadership Council, and understand the duties of officers and members.

Elections

At the second meeting of the Fall semester, the Director of Campus Life will call for nominations for the offices of Chairperson, Vice-Chairperson, Secretary, and Parliamentarian. Elections will be held by secret ballot at the next meeting. Votes will be counted by the Director of Campus Life and one volunteer selected by the Dean of Student Development and Services. All members are eligible to vote. Newly elected officers will assume office at the next meeting. The term of office will be until the end of the regular Spring semester.

Committees

The Chairperson or designee will appoint the heads of all standing and ad hoc committees and will solicit volunteers to fill positions on these committees.

Amendments

Amendments to these Bylaws (Administrative Procedures 6.21.1A) must be submitted in writing and read at one meeting and voted on at the next meeting. Amending requires a three-fourths "aye" vote of the normal quorum at an official meeting.

Proposed Amendments to these Procedures will be submitted to the Dean of Student Development and Services, who is responsible for recommending or not recommending further action for review and consideration for approval by other administrators. Prior to implementation of any amendments, written approval by the College President is required.

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6.23 Student Newsletters For Prescott Campus And Verde Valley Campus (Adopted 6/12/90)

The purpose of student newsletters for the Prescott Campus and Verde Valley Campus is to disseminate information about College and campus activities an d events relating to or directly affecting the College. Administrative procedures for newsletters will be determined by the College President after consultation with administrators and students.

6.23.0 Administrative Procedures for the Publication of Student Newsletters for the Prescott Campus and Verde Valley Campus (Adopted 6/12/90)

6.23.1 Administration of Student Newsletters - The Dean of Student Development and Services and Dean of the Verde Valley Campus (hereinafter referred to as "Deans") are responsible for the administration of the student newsletters (hereinafter referred to as "Newsletters") on the respective campuses, including budget development and implementation, personnel decisions and operational procedures including, but not limited to, those stated below.

The Newsletters are documents produced and administered by the Prescott Campus Office of Campus Life and the Verde Valley Campus Student Development Office. The Newsletters may be approved or disapproved annually by the College President through the College budget process. Publication of the Newsletters is not operated as a component of a journalism program and does not represent, nor is endorsed by College administration as, an entity intended to duplicate functions or activities normally associated with a student "newspaper" ; which often occurs on college campuses. Rights or legal precedents normally associated with freedom of the press may not be applicable to publication of the Newsletters.

6.23.2 "Newsletters" may carry a specific name (e.g. " Roughrider News") if approved by the Deans.

6.23.3 Purpose of the Newsletters - The primary purposes of the Newsletters are:

1. To promote aspects of the Campus Life program by communicating information about College activities, events and services to the campus community.

2. To provide a means of communication among student members of the campus community.

6.23.4 Newsletter Advisor - There will be a College staff member on each campus named as the Newsletter Advisor. The Advisor will have the following responsibilities:

1. To supervise the editorial, news and informative content of the Newsletter.

2. To request submission of items for publication from interested students.

3. To publish a Newsletter on a schedule reasonable for the Advisor's available work schedule.

4. To insure compliance with approved budgets.

5. To coordinate activities associated with the Newsletter with the responsible Deans. To discuss with the Deans potential news items which might violate privacy laws regarding student or employee records.

6. To carry out other duties as assigned.

These roles and responsibilities will be reviewed on an annual basis by the responsible Deans. Changes in procedures will be reviewed by appropriate groups and will be submitted, prior to implementation, to appropriate higher ranking administrators for action.

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6.24 Student Handbook For Yavapai College Residence Halls (Adopted 3/13/90)

The Student Handbook for Yavapai College Residence Halls informs students about the College housing program including, but not limited to, rules and regulations and other information relevant to living in College housing facilities. Administrative procedures for this policy will be determined by the College President after consultation with responsible administrators and operating staff employees.

6.24.0 Administrative Procedures for the Student Handbook for Yavapai College Residence Halls

6.24.1 Administrative Procedures Relating to Students Who Live in College Housing Facilities - Administrative procedures relating to students who live in College housing facilities will be included in the document entitled Student Handbook for Yavapai College Residence Halls. The Handbook will be reviewed and, if appropriate, revised on an annual basis.

6.24.2 Administrative Procedures in the Handbook - Prior to each publication and distribution, administrative procedures in the Handbook must have approval of the College President or the President's designee.

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6.25 POLICY-COMPENSATION DISCUSSIONS (Adopted 11/13/90)

As part of the budget preparation process each year, representatives of the Faculty and Operating Staff will meet with the administration to discuss compensation issues according to procedures determined and approved by the College President. The President or his/her designee will consult with representatives of the faculty and operating staff in determining the procedures.

6.25.0 Administrative Procedures for Discussion and Development of Compensation Issues (Adopted 11/13/90)

6.25.1 Faculty Association and Operating Staff Association Compensation Committees will meet separately and discuss issues, survey employee interests, and develop proposals. Committees may meet together for the purpose of joint concerns. This activity will occur during the month of September.

6.25.2 Compensation Committees will meet separately with administration, as designated by the President, to discuss compensation issues. Compensation Committees will present current needs, past trends and suggestions for improved salary/compensation. The administration will provide available budget information, relevant data from other institutions, estimated insurance rates, and other available economic data. This activity will occur by the end of October.

6.25.3 Agreements of Committees and Administration - Committees and administration will work toward agreement on compensation proposals. All are free to introduce supporting data at these sessions. A joint report will be prepared identifying the outcomes of these meetings. This activity will occur in November and December.

6.25.4 Agreement of Final Compensation - The Compensation Committees and administration will attempt to agree upon final compensation proposals by the end of December.

6.25.5 If Agreement Between Either Committee and the Administration is Not Achieved - Agreement between either committee and the administration is not achieved in December, either committee can meet with the President during January or early February to work toward agreement.

6.25.6 Report at the February Meeting of the Governing Board - Whether or not agreement is reached, the President may make a report at the February meeting of the Governing Board. Both committees will have the same opportunity at this meeting.

6.25.7 Compensation Recommendations to the Governing Board - The President will normally make compensation recommendations at the March meeting of the Board unless such action occurred in February or unless financial factors do not permit a final recommendation until a later date.

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6.26 Policy On Acquired Immunodeficiency Syndrome (AIDS) (Adopted 1/8/91)

Because of the medical, legal and ethical problems involved with Acquired Immunodeficiency Syndrome in the academic environment and workplace, Yavapai College will provide referral to medical and counseling facilities available in the community to students and employees who may become infected with AIDS. Use of such resources will be at the volition of the student or employee. The College will establish procedures to: 1) protect the safety and rights of students and employees; 2) maintain an active, ongoing educational program which provides accurate information for members of the College community; 3) establish procedures which minimize the risk of acquiring AIDS; and 4) establish methods to review specific concerns of students, staff, faculty and administrators at Yavapai College. These administrative procedures will be determined by the College President after consultation with employee groups and students.

DEFINITION OF TERMS

AIDS - Acquired Immunodeficiency Syndrome: a medical condition caused by infection with the AIDS virus (HIV) which weakens the body's immune system. Without the ability to fight off infection, a person is susceptible to a number of unusual diseases, often called "opportunistic infections."

ACQUIRED - a condition (infection or illness) that is not inherited and not the result of another illness. Rather, a person becomes infected with a disease organism such as a virus or bacterium.

IMMUNODEFICIENCY - a breakdown of certain parts of immune system, making a person more susceptible to certain diseases.

SYNDROME - a group of symptoms and diseases that together characterize a specific medical condition.

ARC - AIDS-Related Complex: a collection of AIDS-like symptoms which is not AIDS.

HIV - Human Immunodeficiency Virus: the virus that causes AIDS.

VIRUS - a minute, parasitic organism which depends on nutrients inside cells to live. These organisms cause a variety of infections and diseases, and stimulate production of antibodies. Unlike bacteria, viruses are unable to survive long on their own. Viruses are not affected by common antibiotics.

6.26.0 Administrative Procedures Regarding Acquired Immunodeficiency Syndrome (AIDS) (Adopted 1/8/91)

6.26.1 Transmission of Aids (Adopted 1/8/91)

Current medical knowledge indicates that AIDS is not easily transmitted, and is not spread through the normal person to person contact in the workplace. It is indicated that AIDS, ARC (AIDS Related Complex), and HIV (Human Immunodeficiency Virus) are transmitted only through intimate sexual contact, shared use of needles and syringes, transfusions of contaminated blood or blood products, and by an infected mother to a fetus. There is no documented evidence that a student or employee infected with AIDS, ARC or tested positive for HIV would represent a health risk to others in the course of normal College activities.

6.26.2 Screening (Adopted 1/8/91)

Prescreening or mandatory testing as a condition of employment or enrollment shall not occur prior to, or during, employment or enrollment.

6.26.3 Materials Safety (Adopted 1/8/91)

The College shall adopt safety procedures prescribed by the Public Health Service for proper handling of blood, body fluids and used needles/equipment in any campus setting, such as a nursing, science, or athletics laboratory. All students and employees shall follow established guidelines when handling such products and/or equipment.

6.26.4 Confidentiality (Adopted 1/8/91)

Medical information about students or employees with AIDS, ARC or a positive HIV test shall be considered confidential. The College will not provide such information to anyone, except as required by law, without express written permission of the student or employee. It is our intent to protect the individual's right to privacy, and a breach of this confidentiality may result in disciplinary action.

6.26.5 Access (Adopted 1/8/91)

AIDS-infected students or employees will have normal access to College facilities and activities.

6.26.6 Performance of Duties (Adopted 1/8/91)

Physically able students or employees with AIDS, ARC or a positive HIV test, whether they are symptomatic or not, will be allowed to perform their usual duties and attend classes in an unrestricted manner.

6.26.7 Health Care (1/8/91)

All students and employees are encouraged to educate themselves regarding the implications of the AIDS virus, and to observe appropriate measures and practices to prevent the transmission of the disease. Individuals in the College who have the virus or have tested positive for the HIV antibody must strictly observe such measures. They should advise their medical, dental and eye care professionals of their condition to prevent transmission when seeking health care. Regular medical checkups for students and employees are encouraged, and medical follow-up care for those who have AIDS is strongly recommended. This can be arranged with the Public Health Department or a private physician.

6.26.8 Student Housing (1/8/91)

Students with AIDS, ARC or a positive HIV test shall not be excluded from College residence halls. However, there may be, in some circumstances, reasonable concern for the health of any student with a weakened immune system, whether he/she has an HIV-related disorder or another illness, who might be exposed to certain contagious diseases in a close living situation. In addition, students who have e or develop contagious diseases pose a risk to students and employees. Therefore, any residence hall student with any of these conditions must so notify the hall director, who will notify the Director of Campus Life. After consultation with public health authorities, the College may require separate housing arrangements for students with HIV disease.

6.26.9 Athletic Participation (1/8/91)

Athletic participation or association is open to students or employees diagnosed with AIDS, ARC or a positive HIV test. However, an athlete with any of these conditions must so notify the trainer who will notify the athletic director, head coach and, if appropriate, other necessary personnel. In the event that any symptoms or conditions associated with the disease jeopardize an athlete's personal health or well-being in athletic participation, the trainer, in association with the coach and Athletic Director, will decide on an appropriate course of action for the safety of all participants.

6.26.10 Academic/Occupational Discrimination(1/8/91)

Discrimination against people who have AIDS, ARC or a positive HIV test is unjustified, hurtful and inappropriate behavior. Students or employees who cause disruption in the classroom, laboratory, or workplace may be subject to corrective or disciplinary action. If an AIDS-infected employee or student demonstrates performance or conduct problems, or engages in behaviors which may jeopardize the safety of others, appropriate counseling and/or disciplinary action may be recommended. Complaints about student conduct will be dealt with through procedures described in the Code of Conduct. Employee problems will be handled through the applicable personnel procedures. The College shall pursue such matters on a case by case basis and shall remain sensitive to the confidential nature of each situation. Additional units within the College may develop and implement more stringent procedures to protect the safety of students and/or employees, and to protect the College against potential charges of neglect. Such measures must not illegally discriminate against students or employees with regard to handicapping conditions.

6.26.11 Support Services (1/8/91)

Students who have AIDS, ARC or a positive HIV test and wish assistance should contact the Dean of Student Development and Services. Employees, who have AIDS, ARC or a positive HIV test and wish assistance should contact the Personnel Officer. Counseling and medical referrals are available for students and employees through both offices. In order to provide an educational program and maintain the currency of the College's procedures regarding AIDS, the Dean of Student Development and Services (for students) and the Personnel Officer (for employees) are responsible for: 1) refining educational materials and operational procedures as new scientific information becomes available; 2) consulting with other administrators regarding specific concerns about AIDS which might be raised by students or employees; and 3) ensuring an ongoing pr ogram of education to provide up-to-date information to students and employees regarding transmission of the HIV virus, prevention measures, interventions, and the importance of confidentiality and non-discrimination.

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6.28 SOLICITING, PROSELYTIZING, DISTRIBUTING LITERATURE, AND ADVERTISING ON COLLEGE PROPERTY (Adopted 4/9/91)

To ensure freedom of speech and expression without disruption to the educational and educational support activities of Yavapai College, soliciting, proselytizing, distributing literature, and advertising on College property under its jurisdiction is permitted within defined administrative procedures. Administrative procedures will be determined by the College President after consultation with employees and students.

6.28.0 Administrative Procedures for Soliciting, Proselytizing, Distributing Literature, and Advertising on College Property (Adopted 4/9/91)

6.28.1 Definitions

1. College "property" means property under the College's jurisdiction, either owned or leased.

2. "Advertising" means promotional signage, placing or displaying printed, written, drawn materials (such as artistic documents) and/or publications on College property or on vehicles on College property.

3. "Soliciting" means to approach persons with a plea or request, to include sale of merchandise, services, commodities, or requests for funds.

4. "Distributing literature" means to hand materials to persons, or to make materials available to persons, or to place materials on College property or vehicles on College property.

5. "Proselytizing" means to approach persons and strongly urge upon them a cause, belief, or value by verbal or other communication means; to recruit members; to preach religious beliefs or values.

6. "Authorizing office" means the Office of College Advancement in regard to the promotional signage, Campus Life Office on the Prescott Campus, Student Activities Office on the Verde Valley Campus, or the Office of the Director of Yavapai County Extension and Instructional Telecommunications.

6.28.2 Yavapai College Procedures Relative to Time, Manner, and Place for the Acts of Soliciting, Proselytizing, Distributing Literature, and Advertising on College Property - Yavapai College procedures relative to time, manner, and place for the acts of soliciting, proselytizing and distributing literature, and advertising on College property are established to ensure that the educational functions of the institution are not significantly interfered with by individuals or groups while providing reasonable opportunities for persons to exercise their rights of freedom of speech and expression. Decisions regarding the acts of soliciting, proselytizing, advertising, and distributing literature on College property will be made on a content- and subject-neutral basis.

6.28.3 Advertising

1. Advertising materials must:

1. Be factual and represent the true nature of the event, activity, service, or commodity advertised,

2. Not claim or imply College endorsement or sponsorship,

3. Be date-stamped by the authorizing office before posting, and

4. Be in accord with any other applicable College policies or procedures.

2. Advertising by individuals and groups

1. Advertising on College property requires approval of the authorizing office and is subject to the procedures herein and other procedures which may be required to effectively operate the College.

2. On-campus groups and organizations must, when advertising activities not open to the public, confine advertising to the College property on which the activity is to occur.

3. Off-campus groups or organizations wishing to advertise on College property must follow approved administrative and operating procedures relative thereto.

4. Individuals may, if authorized, use kiosks and/or designated bulletin boards for personal announcements. Such announcements are removed on a regular basis.

3. Advertising forms

1. Posters

1. Posters may be displayed on kiosks and/or bulletin boards on College property if: 1. the poster displays the sponsoring organization's name and the date-stamp of the authorizing office is in the lower right corner,

2. the poster is no larger than 18 by 24 inches,

3. there is only one poster on a kiosk or bulletin board which advertises the same activity.

2. Posters may not be placed on utility posts, trees or shrubs, information or directional signs, interior or exterior building walls, doors or windows, or similar locations. Individuals or organizations violating posting regulations may be held liable for damages caused by posting.

3. Posters must be removed by the organization after two weeks display or the day following the date of the scheduled activity, whichever is first. However, if posters violate the procedures herein, they may be removed and discarded by the authorizing office.

2. Banners

1. College units and recognized campus organizations may display advertising on one or both sides of a banner on College property:

1. for a minimum of three and a maximum of 14 calendar days, and

2. in the locations identified by the authorizing office.

2. To display a banner on College property, the unit or organization must request such, in writing, to the appropriate authorizing office at least 7 calendar days before the display date. If the request is approved the unit or organization must:

1. receive approval for the banner's specifications,

2. display the unit's or organization's name in clear, legible letters in a prominent location on the banner,

3. to acquire approval, take the banner to the authorizing office between 8:00 a.m. and noon on the Friday before the Monday on which the banner will be displayed,

4. place the banner in the approved location, and

5. remove the banner after the approved posting period.

3. Paid Promotional Signage

1. These procedures apply to all commercial advertising and promotional signage placed or displayed in any fashion on College-controlled property. Advertising and promotional signage is defined as any billboard, banner, poster or other publicly visible signage promoting or calling attention to a business, organization, individual, or other entity, and displayed on College controlled property.

2. The College reserves the right to monitor, limit, and control all such signage.

1. the design, layout, appearance, size, placement, and location of commercial advertising and promotional signage purchased by an external source must be approved by the Director of College Advancement prior to posting on any College-controlled property.

2. signage displaying alcohol, drug, and/or tobacco substances will not be approved for display.

3. posted advertising deemed inappropriate or not approved in advance by the Director of College Advancement will be removed at the director's request. All final decisions for the display of such advertising rest with the Director of College Advancement.

3. Any business, organization, or individual wishing to display promotional signage on any College controlled property will execute an advertising contract which specifies the rate, duration, size, and display conditions of the signage. Contracts may be obtained from the Office of College Advancement.

1. all commercial advertising and promotional signage contracts will be signed by the appropriate division chair, dean, or director and the Director of College Advancement.

6.28.4 Soliciting 1. Individuals and groups are permitted to solicit on College property as follows:

1. Recognized student organizations or specific College units/departments may do so, per paragraph b below, if approved by the authorizing office.

2. Off-campus companies or Groups are prohibited unless under agreement or contract to the College or unless an exception is made by the Vice President for Administrative and Financial Services, or his/her designee.

3. Individuals seeking personal gain are prohibited unless an exception is made by the Vice President for Administrative and Financial Services, or his/her designee.

2. Solicitation by recognized student organizations or College units.

1. Recognized student organizations wishing to solicit on College property must present a written request to the authorizing office. Such request must state the date and time for the activity and must be received at least two days in advance of the requested date. If the request is approved, the organization may solicit for the time period approved but not to exceed five calendar days. Extensions require an additional request.

2. To permit free flow of pedestrian traffic, solicitation may be limited to a specific area designated by the authorizing office.

3. The activity must not, due to loud noises, disrupt the educational activities of the College.

4. The individual or group may provide their own table and chairs, or request from the authorizing office, use of College-owned furniture, or seek a waiver of the requirement for a table.

5. One who receives a waiver for the requirement of table and chairs must still remain in his assigned area and meet the other requirements of subsection 2 above.

6. The individual or group may post signs, banners, or other materials at their table.

7. Individual or group must remain in approved areas and not obstruct traffic.

8. Individuals who do not follow the above procedures may have charges filed for violation of College policies and/or administrative procedures.

6.28.5 Proselytizing and/or Distributing Literature

1. Individuals or groups may proselytize on College property according to the following procedures.

1. The authorizing office will provide information showing in what locations proselytizing and/or distributing literature is not permitted. These prohibited areas are ones associated with educational and administrative functions of the College which include, but are not limited to, inside buildings or external walkways from which students enter and exit classrooms. An inside area which is an exception to this procedure is in Building 1, second floor, between the mail boxes and the bookstore.

2. To proselytize and/or distribute literature approval may, or may not, be required as follows:

1. Individuals and groups who intend to move about College property in a general fashion, with no specific location or time intended for the activity, are not required to have approval from the authorizing office.

2. Individuals and groups who intend to conduct an event or activity must first acquire approval from the authorizing office. Approval is required when, but not limited to, the following conditions exist: (1) a specific location and/or time for an activity is requested, (2) use of sound amplification equipment is intended to be used, and/or (3) other intended activities may, due to the nature of the event, disrupt educational and/or administrative functions of the College.

3. This approval process is established to ensure that, if multiple requests for events occur for the same location and/or time, the activities will be scheduled such that all groups and/or individuals have an opportunity to express themselves without undue interference from others. Furthermore, the approval process is established to ensure that educational and administrative functions of the College are not disrupted.

3. Remain in approved area(s) for the duration of the activity.

4. Not wander to unapproved areas of the College property while proselytizing.

5. Not obstruct pedestrian or vehicular traffic flow, or the free movement of any individual by any means or activities.

6. Ensure that the activity does not, due to loud noises, disrupt the educational activities of the College.

7. If applicable, follow other administrative procedures relating to distribution of literature or soliciting.

8. In the event there is an allegation of disruption, follow direction of authorized College officials.

2. In addition to the procedures stated in paragraph 6.28.5. A, 1-7 above, individuals or groups may distribute literature according to the following procedures:

1. Handbills, pamphlets, and other literature distributed on College property must display the name of the sponsoring organization or group (if such exists).

2. In the event literature distribution results in unreasonable littering of the College property by such individuals or groups, such activity may be halted by Campus Police.

3. Literature may not be placed on vehicles parked on College property.

4. If individuals or groups wish to place literature on College property for pickup by passersby, they must do so in areas/locations designated by the authorizing office. 5. Literature may not be distributed in on-campus residence halls or at off-campus residence halls.

6.28.6 Violation of College Policy(ies) - College students or employees (individuals or groups) who do not follow these procedures may be cited for violations of College policy(ies) or administrative procedures and are subject to disciplinary action. Non-students who fail to follow these procedures may be asked to leave College property, be cited for not following Policy 2.13 and administrative procedures relating to maintenance of public order, and/or be cited for violation of city or state statutes.

6.28.7 Approval/Disapproval of Activities

Individuals or groups may be denied, by the authorizing office, the opportunity to conduct an activity for soliciting, proselytizing, distributing literature, and advertising on College property because of scheduling conflicts or space not being available on a particular day. Alternative days/times or places will be offered by the authorizing office.

6.28.8 Administration of Procedures - The Vice President for Instruction and Student Services is responsible for administration of these administrative procedures. Any exceptions to such must be authorized by him/her.

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6.30 REIMBURSEMENT OF EMPLOYMENT INTERVIEW EXPENSES (Adopted 2/9/93)

In an effort to recruit and hire the best applicants, the College will reimburse for on-site interview expenses up to an amount to be established by the College President. Employment categories covered by this policy include Professional Support, Faculty and Administrators. This policy is established to comply with A.R.S. 15-1406C.

6.30.0 Administrative Procedures for Reimbursement of Employment Interview Expenses

The screening committee will be expected to utilize as many methods as possible in selecting the final applicants, including techniques such as intensive telephone interviews, videotaped presentations or interviews, etc., in order to reduce the number of applicants invited for a personal interview. The final number of applicants called for a personal interview will not exceed three unless the President authorizes up to five applicants.

A. Applicants will be told, at the time of the invitation for a personal interview, that the College will reimburse for the following:

1. Lodging

1. No more than two nights' stay at a reasonably-priced motel for an out-of-state applicant or for one night for an in-state applicant. The Personnel Officer may make room reservations for applicants if requested.

2. Transportation

1. The least expensive method of transportation consistent with the scheduled interview date. Transportation costs may consist of: Parking fees, transportation passes, and/or taxi fare, airline ticket, rental car to and from Phoenix, vehicle mileage from applicant's home to a regional airport or to College at the current mileage reimbursement rate, and for meals during the interview process not to exceed the College's current out-of-state per diem rates.

B. Prior to being reimbursed, the applicant will be required to submit the " Interview Expense Claim Form" with supporting receipts for approved travel expenses as defined above. Mileage for reimbursement purposes is determined by official road maps.

C. The Personnel Officer audits each Interview Expense Claim to determine that the guidelines listed above have been met and prepares the requisition for payment.

D. Reimbursement for all costs listed above will not exceed $500.

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6.31 BLOODBORNE PATHOGENS (Adopted 1/19/93)

The Yavapai College District will provide all employees who are reasonably expected to have occupational exposure to blood or other potentially infectious materials with education and training in Universal Precautions and Exposure Incident Procedures and offer Hepatitis B (HBV) Vaccine in accordance with the OSHA Final Rule on Occupational Exposure, OSHA Standard 29 CFR Part 1910.1030. Administrative procedures will be determined by the College President consistent with OSHA guidelines.

6.31.0 Administrative Procedures for Bloodborne Pathogens (Adopted 1/19/93)

6.31.1 Definitions

1. Occupational Exposure - means reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potentially infectious materials that may result from the performance of an employee's duties.

2. Exposure Incident - means a specific eye, mouth, other mucous membrane, non-intact skin, or parenteral contact with blood or other potentially infectious materials that results from the performance of an employee's duties.

3. Blood - means human blood, human blood components, and products made from human blood.

4. Other Potentially Infectious Materials - include the following human body fluids: semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial fluid, peritoneal fluid, amniotic fluid, saliva in dental procedures, any body fluid that is visibly contaminated with blood, and all body fluids in situations where it is difficult or impossible to differentiate between body fluids.

6.31.2 Establishment of a Bloodborne Pathogens Exposure Control Plan The College President or designee will be responsible for the establishment of the Bloodborne Pathogens Exposure Control Plan which will be maintained by the Vice President for Administrative and Financial Services. An employee handbook outlining this plan will be available to those employees from the Personnel Office.

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6.32 INSTITUTIONAL EFFECTIVENESS (Adopted 4/19/94)

The college will assess institutional effectiveness to determine how well the college is achieving its stated mission and/or purposes; enhance student learning; improve instruction; and, improve support services and administrative functions.

Various methods will be used to gather qualitative and quantitative information at the level of program, administrative function, and institution. This information will be used to make judgments regarding:

A. resources

B. educational processes

C. educational outcomes

D. support processes

E. support outcomes

F. administrative processes

G. administrative outcomes

The assessment process will be used for improving institutional effectiveness. It will not be used as the basis for eliminating programs, making personnel decisions, or determining the graduating status of students.

6.32.0 Administrative Procedures for Institutional Effectiveness

Procedures for the assessment of institutional effectiveness will be developed by the appropriate institutional units and submitted to the appropriate Vice President for approval. The implementation of these procedures will be the responsibility of the appropriate directors or division chairs, who will provide progress reports and/or results to the appropriate Vice President for review and response.

6.34 STUDENT CONDUCT POLICY (Adopted 09/12/95)

Yavapai College will promote and encourage all educational activities to be conducted in an environment that encourages reasoned discourse, intellectual honesty, openness to constructive change and respect for the rights of all individuals. This policy is intended to maintain order and stability, and preserve the educational functions of the College. Through the internal governance process, rules and regulations setting forth the standards of conduct expected of students and others who join the College community will be adopted and published as the Student Code of Conduct.

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6.0 General Operations Policies