Board Policies

Official Name of District Policy

The official name of the District, established under and by virtue of the laws of the State of Washington, shall be "Community College District 30." Within the Board Policies and Administrative Procedures Manual, the terms "District" and "College” both refer to Cascadia College or Community College District 30.

Official Name of the College Policy

The official name of the College, established under and by virtue of the laws of the State of Washington, shall be "Cascadia College." Within the Board Policies and Administrative Procedures Manual, the terms "District" and "College” both refer to Cascadia College or Community College District 30.

Board Title Policy

The Board of Trustees shall be known as the "Board of Trustees of Cascadia College" (herein referred to as the "Board").

Boundaries of the District Policy

Cascadia College is a state agency established and organized under the authority of chapter 28B.50 RCW for the purpose of implementing the educational goals established by the legislature in RCW 28B.50.020. The Administrative office of the district is located on the college campus within the county of King, Washington. The College campus comprises the central headquarters for all operations of the district.

The state of Washington is divided into thirty college districts.

Board Offices / Organization Operation Information Policy

Organization

Cascadia College is established in Title 28B RCW as a public institution of higher education. The college is governed by a five-member board of trustees, appointed by the governor. The board employs a president, who acts as the chief executive officer of the college. The president establishes the structure of the administration.

Operation

The administrative office is located at the following address:

The office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, except legal holidays.

Information

Additional information about Cascadia College District 30 may be obtained by calling 425-352-8000, or by addressing a request to:

[Statutory Authority: RCW 28B.50.140. WSR 15-07-087, § 132Z-133-010, filed 3/17/15, effective 4/17/15. Statutory Authority: Executive Order 97-02, RCW 28B.10.902 and 28B.10.903. WSR 05-06-003, § 132Z-133-010, filed 2/17/05, effective 3/20/05. Statutory Authority: Chapter 28B.50 RCW. WSR 96-14-098, § 132Z-133-010, filed 7/2/96, effective 8/2/96.]

Rules Coordinator Policy

The rules coordinator for Cascadia College as designated by the president is:

[Statutory Authority: RCW 28B.50.140. WSR 15-07-088, § 132Z-134-010, filed 3/17/15, effective 4/17/15. Statutory Authority: Executive Order 97-02, RCW 28B.10.902 and 28B.10.903. WSR 05-06- 003, § 132Z-134-010, filed 2/17/05, effective 3/20/05. Statutory Authority: Chapter 28B.50 RCW. WSR 96-14-098, § 132Z-134-010, filed 7/2/96, effective 8/2/96.]

Public Records Exempt from Inspection Policy

Records exempt from inspection or copying.

1. Public Records Act exemptions.

   The Public Records Act, chapter 42.56 RCW, exempts from inspection or copying certain categories of records as set forth in the Public Records Act or under other statutes. The public records officer will disclose the existence of exempt records as required by law, but will deny the inspection or copying of such records to the extent that the records are exempt from inspection or copying under the Public Records Act or other applicable law.

2. Commonly applied exemptions.

   The public records office maintains a list explaining the exemptions most commonly applied by the college in processing requests for public records. A copy of the list can be requested from the public records officer and will typically be provided by the records officer in responding to a request for records that are determined in whole or in part to be exempt from inspection or copying.

3. Determining applicable exemptions.

   The public records officer may seek information from the requestor sufficient to determine whether another statute prohibits disclosure of the requested records. For example, student education records generally may not be disclosed to third parties without the student's written consent.

[Statutory Authority: RCW 28B.50.140 and chapter 34.05 RCW. WSR 18-11-133, § 132Z-276-070, filed 5/23/18, effective 6/23/18. Statutory Authority: Executive Order 97-02, RCW 28B.10.902 and 28B.10.903. WSR 05-06-003, § 132Z-276-070, filed 2/17/05, effective 3/20/05. Statutory Authority: Chapter 28B.50 RCW. WSR 96-14-098, § 132Z-276-070, filed 7/2/96, effective 8/2/96.]

Protection of Public Records Policy

1. Notifying interested persons.

   The college, as required or permitted by law or contract, including any collective bargaining agreement, and in other appropriate circumstances, may notify persons named in a public record, or to whom the record specifically pertains, that release of the record has been requested and that such persons may apply to the superior court for a protective order under RCW 42.56.540.

2. Applying for court protection.

   The college in appropriate circumstances may apply to the superior court for a protective order enjoining the examination of any specific public record in accordance with the procedures under RCW 42.56.540. Nothing in this chapter shall be construed as either requiring or prohibiting the college's application to the court for such an order.

[Statutory Authority: RCW 28B.50.140 and chapter 34.05 RCW. WSR 18-11-133, § 132Z-276-120, filed 5/23/18, effective 6/23/18. Statutory Authority: RCW 28B.50.140. WSR 15-07-091, § 132Z-276-120, filed 3/17/15, effective 4/17/15. Statutory Authority: Executive Order 97-02, RCW 28B.10.902 and 28B.10.903. WSR 05-06-003, § 132Z-276-120, filed 2/17/05, effective 3/20/05. Statutory Authority: Chapter 28B.50 RCW. WSR 96-14-098, § 132Z-276-120, filed 7/2/96, effective 8/2/96.]

Public Records and Contact Information Policy

Cascadia College makes every effort to respond to public records requests in a timely manner. Written requests are preferred. Please submit your request via email, mail, or fax to:

Requests may also be submitted in person at the President’s Office (CC2-281) during normal business hours 8:00 a.m. to 4:00 p.m.

There is no charge to inspect records in person, however, in accordance with RCW 42.56.120, the college may charge a fee for providing printed or digital copies of records. The fee schedule is as follows:

• Fifteen cents per page for photocopies of public records, printed copies of electronic public records when requested by the person requesting records, or for the use of agency equipment to photocopy public records.
• Ten cents per page for public records scanned into an electronic format or for the use of agency equipment to scan the records.
• Five cents per each for electronic files or attachments uploaded to email, cloud-based data storage service, or other means of electronic delivery; and
• Ten cents per gigabyte for the transmission of public records in an electronic format or for the use of agency equipment to send the records electronically. The agency shall take reasonable steps to provide the records in the most efficient manner available to the agency in its normal operations; and
• The actual cost of any digital storage media or device provided by the agency, the actual cost of any container or envelope used to mail the copies to the requestor, and the actual postage or deliver charge.

More than one type of charge may apply to copies produced in response to a single request.

Vacancies Policy

Any vacancy occurring in the Board shall be filled by appointment by the Governor of the State of Washington. If the vacancy occurs prior to the expiration of any term, the new Board member shall be appointed only for the remainder of the term. When the vacancy occurs at the end of a term and at the discretion of the Governor, the new Board member may be appointed for a term of five years. The Governor may elect to appoint a new member of the Board for the full term of five years.

Trustee Eligibility Policy

Every trustee shall be a resident and qualified elector of the District. No trustee may be an employee of the community college system, a member of the Board of Directors of any school district, or a member of the governing Board of any public or private educational institution.

Each Board of Trustees shall organize itself by electing a chair from its members. The Board shall adopt a seal and may adopt such by-laws, rules and regulations, as it deems necessary for its own government. The President of the College (or designee) shall serve as the secretary of the Board, who shall not be deemed to be a member of the Board.

Authority of Members of the Board Policy

Individual members of the Board have power and authority only when acting formally as members of the Board in session at regular or special meetings.

Delegation of Authority Policy

[formerly Resolution 98-12-02, superseding Resolution 95-05-02]

The Board of Trustees of College District 30 delegates all powers and duties listed in RCW 28B.50.140, (1) except the authority to hire the College or District President or set their salary or working conditions as contained in RCW 28B.50.140 (3) and (14), and (2) the authority to make final decisions regarding awarding of tenure, and these delegated powers and duties may be exercised by the President in the name of the Board of Trustees. These delegated powers and duties shall specifically include the power to enter into Inter-local Agreements. In addition to other specific authority as has been or may be delegated to the President, the Board of Trustees of College District 30 further delegates all expressed or implied authority to carry out the administration and operation of the District 30 Board of Trustees, including the authority to further delegate the authority to those College Officers they deem appropriate.

Individual members of the Board have power and authority only when acting formally as members of the Board in session at regular or special meetings.

Board Duties and Responsibilities Policy

The Board, responsible to the citizens of Community College District 30 and sensitive to their hopes, ambitions, and needs, shall have the legislative responsibility of formulating broad public policy for community college education in the District. The formulation and adoption of written policies shall constitute the basic method by which the Board exercises its leadership in the operation of the District.

Without limiting the powers granted to the Board by the state, and subject to lawful and applicable rules and regulations, Board responsibilities are as follows:

1. Select and appoint a President to be the executive head of the College.
2. Delegate authority to the College President for the administration of the college pursuant to RCW 28B.50.140.
3. Determine the broad general policies, which will govern the operation of the College and review them periodically.

Authority to Grant Honorary Degrees Policy

It shall be the policy of Cascadia College to recognize outstanding accomplishment by awarding honorary degrees subject to the Approval of the Board of Trustees. The Board directs the President to bring a proposed procedure to the board for approval to implement this policy.

Keep Washington Working Act Implementation Policy

The Washington State Legislature passed the Keep Washington Working Act (KWW) during the 2019 legislative session to ensure the state of Washington “remains a place where the rights and dignity of all residents are maintained and protected in order to keep Washington working.” Pursuant to RCW 43.10.310(2), Cascadia College adopts the following policy consistent with the AGO model policy which implements the KWW Act and ensure that all residents have access to high quality education.

1. Applicability of Policies Related to Immigration Enforcement
   1. Cascadia College adheres to all requirements of federal and state law.
   2. The provisions of this policy shall apply to Cascadia College and all school facilities, which include (but are not limited to) adjacent sidewalks, parking areas, sports facilities, and entrances and exits from said building spaces.
   3. Cascadia’s policies prohibiting participation or aid in immigration enforcement shall apply for enforcement activity against students and their families, staff, and volunteers.
   4. Cascadia personnel shall presume that activities by federal immigration authorities, including surveillance, constitute immigration enforcement.
2. Access to Schools
   1. Cascadia College does not exclude students from receiving an education or unlawfully discriminate against anyone because of their race, color, national origin, age, disability, gender identity, immigration or citizenship status, sex, creed, use of a trained dog guide or service animal by a person with a disability, sexual orientation, or on any other basis prohibited by federal, state, or local law.
   2. Cascadia College shall ensure that all school staff and volunteers are aware of the rights of immigrant students to an education.
   3. Cascadia College shall ensure that information reviewed to determine eligibility for instate tuition or other benefits and any reporting requirements is limited only to the information necessary for residency determinations and in compliance with KWW and any other applicable state or federal laws.
   4. Cascadia College shall separate all information on individuals with foreign student visa status (F, J and M visas) retained for the purpose of reporting to the Student Exchange and Visitor Information System (SEVIS)15 as part of the Student and Exchange Visitor Program from general enrollment platforms or other directory information. For information about SEVIS, please refer to Student and Exchange Visitor Program, U.S. Immigration and Customs Enforcement, available online (last visited May 17, 2020).
3. Immigration Enforcement on School Grounds
   1. Cascadia College does not grant permission for any person engaged, or intending to engage, in immigration enforcement, including surveillance, access to school grounds or their immediate vicinity. Cascadia College staff shall direct anyone engaging, or intending to engage, in immigration enforcement, including federal immigration authorities with official business that must be conducted on school grounds, to the President’s Office prior to permitting entrance. Cascadia College employees shall presume that activities by federal immigration authorities, including surveillance, constitute immigration enforcement.
   2. If anyone attempts to engage in immigration enforcement on or near Cascadia College grounds, including requesting access to a student, employee, or school grounds:
      1. Employees shall immediately alert and direct the person to the President’s Office who shall verify and record the person’s credentials (at least, badge number and name), record the names of all persons they intend to contact, collect the nature of their business at the school, request a copy of the court order or judicial warrant, and log the date and time and forward the request to Cascadia legal counsel for review.
      2. Employees shall request that any person desiring to communicate with a student, enter school grounds, or conduct an arrest first produce a valid court order or judicial warrant.
      3. Cascadia legal counsel shall review the court order or judicial warrant for signature by a judge and validity. For Cascadia College to consider it valid, any court order or judicial warrant must state the purpose of the enforcement activity, identify the specific search location, name the specific person to whom access must be granted, include a current date, and be signed by a judge.
      4. Cascadia legal counsel shall review written authority signed by an appropriate level director of an officer’s agency that permits them to enter Cascadia College property, for a specific purpose. If no written authority exists, Cascadia legal counsel shall contact the appropriate level director for the officer’s agency to confirm permission has been granted to enter Cascadia College property for the specific purpose identified.
      5. Upon receipt and examination of the required information, the Cascadia Legal Council will determine whether access shall be allowed to contact or question the identified individual and shall communicate that decision to the President’s Office.
      6. If the requestor is seeking access or information regarding a student under 18 years old, the executive team of the college shall make a reasonable effort, to the extent allowed by FERPA, to notify the parent/guardian of any immigration enforcement concerning their student, including contact or interview.
      7. The College President, authorized designee, or legal counsel shall request the presence of a college representative to be present during any interview. Access to information, records, or areas beyond that specified in the court order or judicial warrant shall be denied.
4. Gathering Immigration Related Information
   1. Cascadia College employees shall not inquire about, request, or collect any information about the immigration or citizenship status or place of birth of any person accessing services provided by, or in connection with the school. Cascadia College employees shall not seek or require information regarding or probative of any person’s citizenship or immigration status where other information may be sufficient for the college purposes. This does not prohibit residency officers or related staff from reviewing information from students or others on a voluntary basis in order to determine that a student is qualified for in-state tuition rates.
   2. Cascadia College policies and procedures for gathering and handling student information during enrollment or other relevant periods shall be made available in writing to students and their guardian(s) at least once per school year in a manner that Limited English Proficient (LEP) individuals will understand.
   3. If Cascadia College is required to collect and provide information related to a student’s national origin (e.g., information regarding a student’s birthplace, or date of first enrollment in a U.S. school) to satisfy certain federal reporting requirements for special programs, prior to collecting any such information or reporting it, Cascadia College shall (except with respect to reporting requirements necessary for compliance with the Student and Exchange Visitor Program):
      1. If feasible, consult with legal counsel regarding its options, including alternatives to the specific program or documents accepted as adequate proof for the program;
      2. Explain reporting requirements to the student and student’s parent(s) and/or guardian(s), in their requested language, including possible immigration enforcement impact;
      3. If moving forward with collection of information, receive and collect written consent from the student, if over the age of 18, or the student’s parent(s) and/or guardian(s); and
      4. Collect and maintain this information separately from the school/class enrollment process and student’s records in order to avoid deterring enrollment of immigrants or their children.
   4. When Cascadia College reviews information related to immigration status in order to make residency determinations, the residency officer’s written confirmation that a student meets any applicable immigration status requirement shall be considered sufficient written evidence that a student meets the requirements of RCW 28B.15.012. All other documents used to prove student or other individual immigration status, aside from those independently required by law to be kept, shall be designated as transitory and disposed of in accordance with the Cascadia’s records retention policy. Any college employee maintaining said information in any other way shall report their retention procedure and basis to legal counsel prior to collecting the information.
5. Responding to Requests for Information
   1. Cascadia College employees shall not share, provide, or disclose personal information about any person for immigration enforcement purposes without a court order or judicial warrant requiring the information’s disclosure or approval by legal counsel, except as required by law. Requests by federal immigration authorities shall be presumed to be for immigration enforcement purposes.
   2. Cascadia College employees shall immediately report receipt of any information request relating to immigration enforcement to the President’s Office who shall document the request.
   3. Cascadia College shall, to the extent allowed by FERPA or as otherwise advised by legal counsel, notify the student’s parent(s) and/or guardian(s) of the request for information at the earliest extent possible.
6. Use of School Resources
   1. Cascadia College’s resources shall not be used to engage in, aid, or in any way assist with immigration enforcement.
   2. Cascadia College’s resources and policies regarding immigration enforcement shall be published and distributed to students and their parent(s) or guardian(s) on an annual basis. These resources shall include, at minimum;
      1. Information about accommodations for limited English proficiency, disability accommodations, special education programs (if applicable), and tuition assistance grant or loan programs that may be available regardless of immigration or citizenship status;
      2. General information policies including the types of records maintained by the [higher education institution], a list of the circumstances or conditions under which the [higher education institution] might release student information to outside people or entities, including limitations under FERPA and other relevant law;
      3. Policies regarding the retention and destruction of personal information;
      4. The process of establishing consent from students and their parent(s) or guardian(s), as permitted under federal and state law, prior to releasing a student’s personal information for immigration enforcement purposes;
      5. Name and contact information for [higher education institution]’s designated point of contact on immigration related matters; and
      6. “Know Your Rights” resources and emergency preparedness forms to have completed in the event of a family separation.

Officers of the Board Policy

[formerly Resolution 94–11–01 and amended upon adoption as policy]

The officers of the Board of Trustees of Cascadia College shall be a chair, a vice chair, and a secretary. The chief executive officer of the District (or designee) shall be the secretary of the Board.

Elections and Term of Office Policy

[formerly Resolution 94–11–01]

At the September meeting of each year, the Board shall elect from its membership the chair and vice chair to serve for the ensuing year. The newly elected chair and vice chair shall assume their duties at the next meeting of the Board following their election.

The positions of chair and vice chair are designed to bring continuity to the Board of Trustees. The position of chair and vice chair shall be for one year. The chair and vice chair may not serve more than two consecutive one–year terms.

Chair of the Board Policy

[formerly Resolution 94–11–01]

Responsibilities and duties of chair of the Board shall include, but are not limited to the following:

1. Preside at all meetings when present and decide on questions of order.
2. Appoint members of the Board to serve on special committees as approved by the Board.
3. Execute all contracts approved by the Board and other official documents legally requiring the signature of the chair of the Board, such as resolutions, general obligations, and revenue bonds.
4. Call special meetings of the Board as required.
5. Represent, when possible, the Board at meetings of trustee organizations to which the district belongs.
6. Perform any other duty formally assigned by the Board, or by state statute.

Vice Chair of the Board Policy

[formerly Resolution 94–11–01]

Responsibilities and duties shall include, but are not limited to the following:

1. Perform all duties of the chair of the Board in the absence or disability of the chair.
2. Discharge such other functions as the chair of the Board may request from time to time.

Secretary of the Board Policy

[formerly Resolution 94–11–01]

The secretary of the Board shall serve as chair, without privilege of vote, in any official meeting of the Board conducted in the absence of the chair and vice–chair. In addition, responsibilities and duties shall include, but are not limited to the following:

1. Provide for the written notification to all concerned of regular and special meetings of the Board.
2. Transmit the Board agenda and a copy of the minutes of the previous meeting to the Board and such other persons as the Board, may designate and post at the District offices prior to an ensuing meeting.
3. Record, prepare, sign, and distribute to all members of the Board the minutes of all regular and special meetings of the Board.
4. Act as custodian of the official seal of the District; affix it to official documents and attest the same by a signature.
5. Prepare and maintain for the Board an indexed compilation of all by–laws, a copy of the policies of the Board of Trustees of Cascadia College, and all amendments thereto.
6. Advise the Board of any communications which require consideration and action by the Board.
7. Give such public notices of Board action as may be required by statutes, by–laws or resolutions of the Board.

Executive Officer of the District Policy

The President of the District shall be the executive officer through which the Board carries out its programs and exercises its policies. The President may delegate to subordinates of the District such of her/his powers, as she/he may deem desirable to be exercised under the President's supervision and direction.

Responsibilities and duties of the President include, but are not limited to the following:

1. Inform the Board of all significant actions taken under authority granted by it and respond in a timely manner to Board requests for information.
2. Perform all executive functions for the Board, such as:
   1. Prepare the agenda for Board meetings.
   2. Conduct official correspondence of the Board.
   3. Issue its orders.
   4. Prepare all documents as directed by the Board and execute all documents pursuant to authority granted to the President by the Board.
   5. Provide for the custody of all records, proceedings, and documents of the Board and assume responsibility for making them available for public inspection.
3. Advise the Board in all areas of policy design and decision.
4. Appoint, manage, supervise, discharge, and determine qualifications for all employees of the College, including fixing their salaries and the terms and conditions of individual contracts in accordance with procedures established by the tenure laws of the State of Washington and/or the statutes, rules and regulations of the Washington Personnel Resources Board (WPRB).
5. Appoint, manage, supervise, and discharge administrative personnel, including fixing their salaries and the terms and conditions of their individual contracts. Determine the need for and qualifications of all positions within the District, and provide for evaluation of all personnel and programs. The President may delegate management, supervision and employee discipline of administrative personnel.
6. Prepare and submit to the Board an annual budget and administer the Board approved budget.
7. Formulate all reports, as may be required by the Board and by local, state, and national agencies.
8. Formulate and promulgate regulations and procedures to implement Board policies.
9. Represent the District to the community by interpreting the District program to the public, the press, and community organizations.
10. Approve the expenditure of all budgeted funds and execute all contracts consistent with the budget adopted by the Board and in compliance with Board rules and all applicable state and federal laws and regulations.
11. Prepare and submit to the Board an annual report of the operation of the District, including recommendations for the immediate and long–range development of the District.
12. Act as the chief administrator and educational leader of the District, responsible for the organizational structure of the District and for all executive and administrative duties in connection with the operation of the District.
13. Design long–range direction and scope of District programs, informing the Board from time to time such changes in programs and services as she/he deems desirable to fulfill the vision, mission, and values of the District.
14. Establish institutional goals consistent with Board vision, mission, values, and strategic directions.
15. Recommend to the Board a facilities Master Plan and direct the development of the campus building program.
16. Participate in community college programs at the local, state and national level by representing the District at meetings of organizations to which the District belongs and others as approved by the Board.
17. Review legislation affecting the District and report the substance thereof to the Board.
18. Attend Board meetings.
19. Designate, subject to Board approval, an administrative officer of the District to serve as acting President in the President's place and stead during absences.
20. Chair and provide leadership to the College Executive Team.
21. Perform such other duties as may be assigned or granted by the Board or required by law.

Committees of the Board Policy

It shall be the general policy of the Board to perform its work as a committee of the whole. However, special committees may be appointed by the chair of the Board upon authority of the Board with such powers and duties as the Board may determine. The special committees shall be constituted for a special purpose and with a specified timeline for completion of said task. Committees of the Board shall, if appropriate, recommend action(s) to be voted upon by the entire Board.

Minutes of the proceedings of each special committee shall be kept and a copy of minutes delivered to each member of the committee and remaining members of the Board of Trustees and the secretary of the Board in a timely manner after each meeting.

Code of Ethics Policy

The Cascadia College Board of Trustees endorses the following standards of conduct as appointed state officials whose responsibility is to lead and govern the College, by example, through the formulation of College policy and delegation of authority to the College President:

1. To identify and disclose any actual or potential conflicts of interest and to act at all times for the general public good, regardless of personal friendships, relations or interests.
2. To devote time, thought, and study to the duties and responsibilities of a College Board member so that I may render effective and creditable service.
3. To keep well informed on Board–related issues, and to attend and participate actively in meetings of the Board and its committees.
4. To work with my fellow Board members in a spirit of harmony and cooperation in spite of differences of opinion that arise during vigorous debates of points of issue.
5. To base my personal decision upon all available facts in each situation; to vote my honest conviction in every case, unswayed by partisan bias of any kind; therefore, to abide by and uphold the final majority decision of the board.
6. To treat others in the College and community with courtesy and respect, even when critical of their statements or performances.
7. To bear in mind under all circumstances that the primary function of the Board is to establish the policies by which the College is to be administered, but that the administration of the educational program and the conduct of College business shall be left to the employed President of the College and her/his professional and non–professional staff.
8. To remember at all times that as an individual I have no legal authority outside the meetings of the Board, and to conduct my relationships with the College staff, the local citizenry, and all media of community on the basis of this fact.
9. To welcome and encourage active cooperation by citizens, organizations, and the media of communication in the district with respect to establishing policy on current college operation and proposed future developments.
10. To encourage and engage in open and honest discussion in making Board decisions, to respect differences of opinion, and to keep an open mind until everyone has been heard from.
11. To respect the Board's collective decision process, and to accurately report and explain Board votes and policies.
12. To carefully avoid the assertion of Board authority or preferences as an individual trustee or in concert with other trustees, other than at official Board meetings or as a result of official Board actions.
13. To respect the authority and responsibilities of other people within the College, empowering them to work without interference within the limits of Board policy.
14. To maintain confidentiality of privileged information.
15. To refrain from any attempt to influence individual admissions, employment, or purchasing decisions, except when the decision is an agenda topic at an official Board meeting.

Special Meetings Policy

Special meetings may be called by the chair, or by request of the executive officer or by three Board members, and they shall be conducted in conformance with Washington State law. Only those items published on the agenda shall be considered at a special meeting.

Parliamentary Procedure Policy

[formerly Resolution 94–11–011]

Robert's Rules of Order shall be used to conduct meetings of the Board and its committees, subject to these by–laws and applicable law. Final approval of any non–procedural motion requires affirmative votes in a public session from a majority of the full current membership of the Board. For procedural motions, amendments, and committee votes, the majorities required by Robert's Rules of Order shall be of members present and voting.

Quorum Policy

[formerly Resolution 94–11–011]

Three members of the Board of Trustees shall constitute a quorum, but no official action shall be taken by less than a majority of the total Board membership.

Required Vote Policy

[formerly Resolution 94–11–011]

An affirmative vote of at least three trustees (for approval) shall be required for adoption of any matter upon which the Board votes. The chair of the Board, or other presiding officer, shall have a vote upon all questions and may engage in general discussion. A member abstaining from voting on any matter shall voice such abstention for recording in the minutes.

Executive Session Policy

The Board of Trustees may hold an executive session during a regular or special meeting. Executive sessions will be held in conformance with Washington State law.

Open Meetings Policy

All regular and special Board meetings are open to the public; however, the chair may call an executive session when permitted by Washington State law at which a member of the general public shall not be present unless invited. Public votes and public records shall be open to the public for inspection and duplication.

Appearances Before the Board Policy

Matters presented to the Board should be referred to the President at the College to examine and evaluate each matter of business and to recommend a course of action.

Agenda Policy

[formerly Resolution 94–11–01 and amended upon adoption as policy]

1. Regular Meetings

   The College President in consultation with the Board Chair will develop proposed agendas for regular meetings of the Board of Trustees in accordance with College priorities and with such Board priorities as the Board may from time to time direct. The agenda for each regular Board meeting will include a time for public comment. Any trustee may request that a matter be placed on a regular meeting agenda by submitting the request in writing at least twelve days before the meeting. However, nothing in this Board Policy shall prevent any matter from being added to a regular meeting agenda at any time before or during the meeting. The College President and/or Board Secretary will be responsible for publishing all required public meeting notices and for sending the agenda and supporting materials to the trustees at least five days before the meeting.

2. Special Meetings

   Special meetings of the Board of Trustees may be called at any time by the Board Chair or by a majority of the trustees in the manner provided under the Open Public Meetings Act, RCW 42.30. The agenda for any special meeting will be limited to those specific matters identified in the call for the meeting and the public meeting notice. The College President and/or Board Secretary will be responsible for publishing all required public meeting notices and for sending the agenda and supporting materials to the trustees at least twenty-four hours in advance of the meeting.

3. Consent Agendas

   The meeting agenda for any regular Board meeting may include a consent agenda for the approval of routine matters not requiring discussion or separate votes. Consent agenda matters will include (1) acceptance of the meeting agenda, (2) adoption of meeting minutes, and (3) such other routine matters as the President and/or Board Secretary shall determine in consultation with the Board Chair. Any trustee may request the removal of any matter from the consent agenda. Such a request does not require a motion and is not subject to a vote. Remaining matters not removed from the consent agenda may be adopted by consensus or upon a single motion, and without discussion. Matters removed from the consent agenda may be taken up either immediately after the consent agenda or later in the meeting at the Board’s discretion.

Minutes of Meeting Policy

[formerly 94–11–01 and amended upon adoption as policies]

Minutes of regular and special meetings are public records. The Approved Board Minutes, a permanent record of all District Board legislation, shall be open to inspection (except as provided by law) and shall be kept on file in the Office of the President as a permanent official record of all transactions of the Board.

The minutes shall record the name of the trustee making a motion, the name of the trustee seconding it, and the vote, attributing each "yea" and "nay" vote or abstention to the individual trustee. The voting shall be by voice, except that a roll call may be required for resolutions and all other questions whenever requested by a trustee. A trustee may also have the reasons for his or her vote recorded in the minutes if she/he so requests at the time of voting.

Board Policies, College Policies and Administrative Procedures

1. Policy Statement

   This policy governs the adoption, implementation, and periodic review of the College’s official policies. Generally, it shall be the policy of Cascadia College to adopt policies and procedures that advance the College’s educational mission, promote sound management of the institution, and comply with applicable laws and accreditation standards. Official policies shall consist of (1) Board Policies, (2) College Policies, and (3) Administrative Procedures as defined herein. All such policies and procedures shall be published in a College Policies and Procedures Manual that is readily accessible to the campus community.

2. Board Policies

   Board Policies (BP) are policies that must be adopted by the Board of Trustees. Board Policies are of three general types: (1) policies meeting the definition of administrative “rules” that are required by law to be adopted by the Board; (2) policies relating to the overall governance of the College and to the organization, responsibilities, and procedures of the Board of Trustees itself; and (3) institutional policies establishing the College’s broad mission and strategic directions.

   1. Administrative Rules

      Policies meeting the definition of an administrative “rule” shall be adopted in their entirety by the Board of Trustees in accordance with the rule-making procedures of the Administrative Procedure Act, chapter 34.05 RCW. In pertinent part, “rule” means any College regulation of general applicability (1) the violation of which subjects a person to a penalty or administrative sanction, (2) which establishes, alters, or revokes any procedure, practice, or requirement relating to administrative hearings, or (3) which establishes, alters, or revokes any qualification or requirement relating to the enjoyment of benefits or privileges conferred by law. The term “rule” does not include policies governing only the internal management of the College and not affecting private rights or procedures available to the public. Nor does it include College policies relating to standards of admission, academic advancement, academic credit, graduation and the granting of degrees, employment relationships, or fiscal processes. The Rules Coordinator shall cause administrative rules to be published in the Washington Administrative Code (WAC) in the manner prescribed by the Office of the Code Reviser. Administrative rules, clearly identified as such, shall also be published in the College Policies and Procedures Manual.

   2. Governance Policies

      Board Policies relating to governance matters will be adopted in their entirety by the Board of Trustees in accordance with such procedures as the Board shall adopt. Such policies may address such areas as Legal Status, Authority and Responsibilities, Bylaws and Organization, and Operating Principles and Procedures of the Board of Trustees.

   3. Institutional Policies

      Board Policies relating to institutional policies are broad policy statements reflecting the Board’s expectations and objectives for the College in such areas as Operations, Student Learning, Student Success Services, College Advancement, or College Faculty. Board Policies provide directions to the President and the College for the development of College Policies that satisfactorily address the Board’s stated objectives and expectations.

3. College Policies

   College Policies (CP) are policy statements subordinate to Board Policies that address the internal operations of the College. College Policies will direct the activities of the College in such areas as Operations, Student Learning, Student Success Services, College Advancement, or College Faculty. College Policies may or may not direct the establishment of Administrative Procedures. As applicable, every College Policy should distinguish between its “substantive” and “procedural” aspects. The “substantive” aspects should answer the following questions:

   1. Policy Statement and Purpose. What does the policy govern and what purposes does it serve?
   2. Scope of Policy. To whom does the policy apply, and when, where, and under what circumstances does it apply?
   3. Substantive Policy Provisions. What specific conduct, actions, or practices does the policy require, prohibit, or permit?
   4. Compliance Monitoring and Enforcement. Who will monitor compliance with the policy, and how will the policy be enforced?
   5. Adoption and Review. How and by whom will the policy be adopted, modified, or repealed? How often should the policy be reviewed and by whom?

4. Policy Development

   1. Board Policy (BP)

      The President or any member of the Board may propose a Board Policy or changes to existing Board Policies. The Board Chair, with the assistance of the President, has primary responsibility for coordinating the Board’s policy development activities. The President shall ensure that College personnel are notified of policy development and that appropriate background is provided. Board Policies shall be consistent with applicable federal and state laws, rules and regulations, and accreditation standards. College legal counsel shall advise the Board on compliance matters.

      Proposed Board Policies or changes to existing Board Policies will be placed on the agenda for discussion and first reading at a regular or special Board meeting and voted on at the next regular or special meeting. Direct advice to the Board on policy proposals is appropriate from interested groups or individuals, including employee associations. Such advice shall be in writing and delivered to the President for presentation to the Board at its first reading. Where a proposed policy or policy change may be deemed urgent (such as where a policy is necessary to protect the health and safety of the campus community or to comply with applicable laws or bargaining agreements), the Board may, at its discretion, adopt the proposal without a second reading.

      The Board of Trustees should review all Board Policies at least every five years.

   2. College Policy (CP)

      All College Policies will comply with applicable federal and state laws, rules and regulations, accreditation standards, and collective bargaining agreements. The authority to adopt, modify, or repeal a College Policy shall rest with the College President except as otherwise directed by the Board of Trustees. The College President shall inform the Board of Trustees of any impending additional deletions or changes to College Policies. The President shall conduct a review of all College Policies every five years.

      College Policy proposals may originate from any area of the College (Student Learning, Student Success, Administrative Services, Human Resources, or the President’s Office). The proposal should impact a broad group such as all students, all faculty, all employees, or all classified staff (not a single area or division). The proposal should address each of the five (5) questions in Section III of this policy. The proposal must be submitted to the area’s lead administrator, who will review the proposal to ensure that it meets the definition of a College Policy and that it adequately addresses the five questions. The lead administrator will forward the proposal with any recommended changes to the Executive Team for review. The appropriate Executive Team member shall serve as the “sponsor” of the proposal and shall oversee the proposal as it moves through the review process.

      The Executive Team may (1) recommend the proposal for college review with such changes as the Executive Team may incorporate, (2) determine that the proposal is urgent in nature (such as a proposal that is necessary to protect the health and safety of the campus community or to comply with applicable laws or bargaining agreements) and forward it directly to the President for approval, or (3) recommend that the proposal not be submitted for college review and return the proposal to its originator with comments.

      If the proposal is recommended for college review, the Rules Coordinator will post the proposal electronically to solicit input from the college community, will send the proposal to the Chair of the Navigators Council, and will send the proposal to legal counsel for preliminary legal review. The sponsor will review input from the college community and legal counsel, make changes as appropriate, and complete a report for presentation to the Navigators Council. The Navigators Council may (1) forward the proposal to the President with a recommendation for approval, (2) return the proposal to the sponsor with recommended changes, or (3) forward to the President the proposal with reservations including specific comments.

      The President, upon receiving a recommendation for approval from the Navigators Council, may (1) approve the policy proposal or (2) deny approval. As directed by the President, the Rules Coordinator will forward the draft policy to legal counsel for final review. The President may incorporate such changes to the policy as counsel may recommend. If the policy is approved, the Rules Coordinator will assign the policy a policy number and effective date, and will post the policy electronically. If the policy is not approved, the President will provide the Navigators Council Chair, the sponsor, and the originator with the rationale for the decision. The Rules Coordinator will post the decision and rationale electronically.

   3. Administrative Procedures

      Administrative Procedures (AP) are specific instructions, directions, or guidelines subordinate to a College Policy that are established to implement the policy. Such procedures shall comply with applicable federal and state laws, rules and regulations, accreditation standards, and collective bargaining agreements. Administrative Procedures shall be adopted, modified, or repealed by the President or the President’s designee after consultation with members of the college community impacted by such procedures. Administrative Procedures will be reviewed every three years in conjunction with the review of College Policies.

5. Implementation

   1. Rules Coordinator

      A College Rules Coordinator, designated as such pursuant to RCW 34.05.312, shall be responsible for coordinating the adoption and publication of College policies and procedures in accordance with this policy and applicable laws. The Executive Assistant to the President is hereby designated to serve as the Rules Coordinator.

   2. Rules of Construction

      College Policies adopted pursuant to this Board Policy shall be liberally construed and flexibly applied to comply with applicable laws and bargaining agreements and to effectuate the purposes for which the policy is adopted. College Policies shall not necessarily be construed to create legal rights or duties or to imply a private right of action. The directives of this Board Policy relating to the adoption, implementation, or review of policies shall be construed as directory in nature and not as legal mandates.

   3. Effect of Adoption

      This Board Policy 9:5.12 replaces and supersedes existing Board Policy 9:5.11 (Guiding Principles of Board Policy—10/11/99), Board Policy 9:5.12 (Board Policy Development Process—10/11/99), and Board Policy 9:5.13 (Monitoring Policy Compliance—10/11/99).

Amendments of Bylaws of the Board of Trustees Policy

[formerly Board Resolution 94-11-01]

Bylaws of the Board may be amended by a majority vote of the Board, provided such changes are proposed at least one meeting prior to the meeting at which the vote is taken. Bylaws may be amended by unanimous vote of the total Board membership at any regular or special meeting.

Reimbursement for Expenses Policy

[formerly Board Resolution 94-11-01]

Reimbursement to members of the Board of Trustees for necessary travel expenses incurred in fulfilling their responsibilities shall be in accordance with provisions and limitation for other appointed officials of the State of Washington as specified in RCW 43.03.050 and RCW 43.03.060.

Application for Adjudicative Proceeding Policy

An application for adjudicative proceeding shall be in writing. An application shall include the signature of the applicant, the nature of the matter for which an adjudicative proceeding is sought, and an explanation of the facts involved.

Application forms are available at the following address:

Written application for an adjudicative proceeding should be submitted to the above address within twenty calendar days of the agency action giving rise to the application, unless provided for otherwise by statute or rule.

[Statutory Authority: RCW 28B.50.140. WSR 15-07-086, § 132Z-108-040, filed 3/17/15, effective 4/17/15. Statutory Authority: Executive Order 97-02, RCW 28B.10.902 and 28B.10.903. WSR 05-06-003, § 132Z-108-040, filed 2/17/05, effective 3/20/05. Statutory Authority: Chapter 28B.50 RCW. WSR 96-14-098, § 132Z-108-040, filed 7/2/96, effective 8/2/96.]

Public Records Policy

The College shall be responsible for the efficient and proper disclosure of public records as required by the law and regulations of the State of Washington, including providing an index of all public records as specified in RCW 42.56.070. Public records information shall include fully detailed administrative procedures. The president shall appoint a public records officer, who shall administer the process.

Personnel Files Policy

The Human Resources Office shall be responsible for maintaining personnel files for all employees and for establishing appropriate regulations related to employee access and rights of employers and employees.

Selection and Appointment of the Chief Executive Officer Policy

The Board of Trustees is legally responsible for appointing the Chief Executive Officer (President) of the College. When engaging in the selection of the President, the Board of Trustees will seek input from the students, faculty, staff and administration regarding the selection process. The Board shall then establish the procedures for selection and appointment. The process and procedures shall be reviewed and revised as necessary each time the selection of a President is required. The Board of Trustees shall determine the compensation of the President and shall periodically adjust the salary as appropriate.

Selection and Appointment of all College Employees Policy

The President or designee shall have the authority to adopt and publish a statement of personnel selection practices and standards governing all faculty, administrative, and exempt personnel, which is designed to ensure high standards of excellence in all phases of operations, and satisfy the standards of regional and national accrediting and professional associations. Such personnel practices and standards shall be consistent with WAC 131-16-080.

Affirmative Action, Equal Employment Opportunity Policy

One of the core concepts upon which Cascadia College was founded is that the College values and is committed to creating a culture and environment that enhances and demonstrates the value of diversity. The College encourages full cooperation of its learners and its communities in providing equal opportunities and eliminating discrimination and harassment in all its forms. The College shall observe policies and practices regarding the admission and treatment of students; the recruitment, hiring and treatment of faculty, staff and administrators; and the operation of its activities and programs, which are in full compliance of nondiscrimination and civil rights laws and regulations.

Consistent with the College's mission and commitment to creating a culturally rich college community, the College will develop and implement a program of Affirmative Action. This program shall address under–representation in the following groups: American Indians/Alaskan Natives, Asians/Pacific Islanders, African Americans, Hispanics, women, persons age 40 and over, persons with disabilities, disabled veterans or Vietnam–era veterans. The program shall be administered under authority delegated by the Board of Trustees to the President.

The program shall provide for equal employment opportunity, non–discrimination, administration of personnel actions such as compensation, benefits, transfers, layoffs, return from layoff, company sponsored training, education, tuition assistance, social and recreation programs without regard to race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or status as a disabled veteran or Vietnam–era veteran.

To assure attainment of these goals, each administrative officer of Cascadia College shall undertake personally to lead in establishing, implementing, and maintaining a positive Affirmative Action Program designed to promote equity and opportunity. The Human Resources Director has been appointed as the College's Chief Affirmative Action Officer. It shall be her responsibility to monitor actions related to Equal Employment Opportunity, Affirmative Action, and campus diversity. The Director may be contacted at:

The President of Cascadia College affirms a commitment to the statements contained in this policy and, in the spirit of open communication, shall distribute copies of this and all future Affirmative Action policy to all College employees.

Compensations and Salaries Policy

The President or designee shall have the authority to establish and implement the salaries for employees, in accordance with applicable state laws, rules, and regulations.

VEBA Policy

AP06: 03.51.01

The President or designee shall have the authority to adopt the Voluntary Employees’ Benefit Association for Community and Technical Colleges (VEBA CTC) in the State of Washington to be made available to eligible employees, pursuant to WAC 131-16-068. When the plan is in effect, eligible retiring employees shall be compensated for their unused compensable sick leave accumulation by a contribution to the VEBA CTC plan. Eligible retiring employees are required to participate in the VEBA CTC plan when the plan is in effect. Payments to and from the VEBA CTC plan are tax-free when the plan conforms to Internal Revenue code requirements.

Employee eligibility and administration of the VEBA plan is outlined in AP06: 03.51.01

Overview

The College shall provide to eligible employees a Voluntary Employee Benefit Account (VEBA) which would allow an employee to deposit, at retirement, the funds received for the remuneration of unused sick leave into an account from which medical expenses may be paid.

Contributions

Eligible employees who separate from Cascadia College, due to retirement shall be compensated for unused accrued compensable sick leave at the rate of twenty-five percent (25%). In the case of an employee’s death, her/his estate shall receive above stated compensation. Such compensation shall be based upon the employee's salary at the time of separation. No contributions are to be made to the retirement system for such payments, nor shall such payments be reported as compensation.

Eligibility

1. For the purposes of this procedure, retiring employees shall be defined as employees who meet the age and years of service eligibility requirements under the rules and regulations of an approved Washington State retirement plan.
2. An employee seeking to retire should contact the Office of Human Resources which verifies retirement eligibility and provides VEBA enrollment information.

Leaves Policy

AP6: 3. 60.01 – AP6: 3.60.14

The President or designee shall have the authority to develop and implement leave procedures for faculty, administrative, exempt and classified staff. Leave procedures shall comply with state law and applicable rules in the Washington Administrative Code, and applicable collective bargaining agreements.

Faculty Contracts Policy

The President or designee shall have the authority to establish procedures governing faculty teaching loads, faculty assignments, class size, substitute assignments, advisement for students, compensation and other duties as assigned. These procedures shall conform to applicable state, federal laws, rules and regulations, and applicable collective bargaining agreements.

Faculty, Staff and Administrative Development Training Policy

The President or designee shall have the authority to develop, fund, and implement a development and training program for faculty, staff (classified and exempt) and administration.

International Travel Policy

The Board of Trustees of Cascadia College encourages employees to participate in international experiences that support learning in a global environment. For the employee, international travel offers an opportunity to study, research, and participate in experiences that focus on student recruitment, cultural, social, economic issues, and ethical inquiry and personal dynamics for the good of student learning and success. The Board of Trustees supports international travel for the purpose of pursuing and enriching academic/educational opportunities for employees, and for the recruitment of international students and other activities.

Recognizing the increased safety risks related to international travel, all international travelers must adhere to and complete the internal approval process of the College outlined below.

The President, or designee, may approve international travel to countries with which the United States has diplomatic relations for its employees if resources are available for such travel, only when the employee has signed a liability waiver (attached) in which he/she knowingly assumes the risks associated with voluntarily traveling abroad, and knowingly releases and holds harmless the College from liability.

The President, or designee may approve international travel for its employees to countries or regions for which the United States (US) Department of State has issued a travel warning if resources are available for such travel, and only when the employee has signed a liability waiver (attached) in which he/she knowingly assumes the risks associated with voluntarily traveling abroad, and knowingly releases and holds harmless the College from liability. To determine which countries the United States Department of State has issued travel warnings, the traveler should review the warnings listed in the travel advisories website.

Travel to countries with which the US does not have diplomatic relations may be permitted only after fulfilling and meeting the requirements set forth by the United States Department of State, if resources are available for such travel, and when the employee has signed a liability waiver (attached) in which he/she knowingly assumes the risks associated with voluntarily traveling abroad, and knowingly releases and holds harmless the College from liability. The United States Department of State requirements are outlined in the Consular sheets located at it's website.

Upon completion and approval of the College’s internal process for international professional development activities, the President or designee will inform the Board of Trustees of her/his approval.

The President, or designee, shall make the final decision on all international travel requests.

Considering the complexities of international travel, commitment of resources, confirmation of travel arrangements and/or promotion of the trip should not be made prior to the President’s approval.

Granting Tenure Policy

The President or designee shall have the authority to develop and implement procedures related to the granting of tenure for faculty. Procedures shall comply with applicable state statutes and the Washington Administrative Code.

Evaluation of Faculty Policy

The President or designee shall have the authority to establish procedures governing evaluation of all faculty. These procedures shall be consistent with applicable state law and applicable collective bargaining agreements.

Evaluation of Administrators and Exempt Staff Policy

The President or designee shall have the authority to establish procedures governing evaluation of all Administrators and Exempt staff. These procedures shall be consistent with applicable state law.

Evaluation of Classified Staff Policy

The President or designee shall establish procedures governing evaluation of classified staff. These procedures shall be consistent with applicable collective bargaining agreements and state law.

Resignation, Dismissal, Reduction-In Force, Retirement Policy

The President or designee shall have the authority to develop and implement procedures related to resignation, dismissal, reduction–in force, and retirement. Procedures shall comply with state statues, federal law, and applicable rules in the Washington Administrative Code, and applicable collective bargaining agreements.

Separation from Employment Policy

At the time of separation from employment with the Cascadia College District due to retirement or death, an eligible Cascadia College employee as defined in RCW 28B.50.553 (Attendance Incentive Program) shall receive remuneration at a rate equal to one day's current monetary compensation of the employee for each four full days of accrued sick leave (pursuant to RCW 28B.50.553 as now written or last amended).

Health and Safety Regulations Policy

The President or designee shall have the authority to establish procedures governing health and safety regulations for College employees. These procedures shall be consistent with all federal, state, and local laws.

Payroll Policy

The President or designee shall have the authority to establish procedures governing payroll regulations for college employees. These procedures shall be consistent with all federal, state, and local laws.

Ethics Policy

The President or designee will develop and implement administrative procedures in accordance with the Washington Ethics Law, Revised Code of Washington Chapter 42.52, which applies to all state employees.

State Employee Attendance in College Courses Policy

It shall be the intent of the College to give College employees preference in space–available tuition waivers. All other persons under these waivers will be served on a first–come–first–served basis. The President or designee will develop and implement practices in compliance with applicable state laws.

Out of State Telework Policy

The state of Washington has a clear interest in investing workforce funding inside the state of Washington. As a state agency, this applies to Cascadia College. Cascadia’s mission is to serve students within our community, we are committed to having our workforce on-site. The economic benefit of good state jobs strengthens our communities. However, there may be some exceptional circumstances where a state agency decides to allow a state employee to move out of the state of Washington and maintain employment. A state agency may also decide to recruit both within and outside the state if necessary to hire someone with the right skills for the job. No state agency is required to approve a request to work outside the state, or to present reasons why they have denied such a request.

Reasons to approve out-of-state telework

• Recruiting or retaining a rare skill set. To meet business needs, an agency may seek to keep (or recruit) an out-of-state employee with a rare, hard-to-find skill set or background.
• Legacy agreements. Agencies may also consider continuing to support previously approved out-of-state telework agreements that may not meet the criteria listed above as legacy agreements, if they are working well and based on continuing business needs.