CLASSIFIED SENATES COORDINATING COUNCIL - 4CD€¦ · Classified Senate Coordinating Council ....

Classified Senate Coordinating Council Meeting Minutes

Board Room December 1, 2015

Attendance: Linda Kohler, Georgette Stewart, Lesley Agostino, Scott Heiden, Maritza Guerrero Absent: Mike West, Erika Greene, Greg Evilsizer

I. Approval of December 1, 2015 Agenda – approved MSC (Agostino/Heiden/All in favor) II. Approval of November 3, 2015 Minutes – approved MSC (Agostino/Stewart/All in

favor) III. Public Comment – No comment IV. Announcements – No announcements V. DEEOAC Report – Edmonston shared via email the last two meeting minutes.

VI. CSCC Budget–4CS Membership fees have been paid. VII. DGC Agenda Review – Heiden will be speaker. CSCC will ask why not using the

recently approved review procedure. CSCC took the approach of only discussing Procedures that were more than a non-substantial change.

A. Review, corrections and approval of November 3, 2015 minutes. CSCC approves. B. Chancellor’s Report

Review of December 9, 2015 Governing Board Agenda C. Bus 10.01: Disposal of Personal Property – CSCC approves on first read. D. Bus 10.10: Equipment Inventory – Who will do the physical inventory? Who is

the auditing staff? CSCC approves on first read. E. Bus 10.21: Vehicle Replacements – Will this allow purchase of used vehicles?

CSCC approves on first read. F. Bus 10.50: Gifts of Property & Equipment – CSCC approves on first read. G. Bus 11.00: Purchasing – CSCC approves on first read. H. Bus 11.01: Bids and Contracts: Why eliminating bidding process? CSCC

approves on first read. I. Bus 11.02: Construction Bidding Guidelines - CSCC approves on first read. J. Bus 11.03: Types of Purchases - CSCC approves on first read. K. Bus 11.04: Purchase Requisitions - CSCC approves on first read. L. Bus 11.06: Purchase Orders - CSCC approves on first read. M. Bus 11.07: Purchase Order Processing - CSCC approves on first read. N. Bus 11.10: Blanket Purchase Orders - CSCC approves on first read. O. Bus 11.12: Acquiring Federal & State Surplus - CSCC approves on first read. P. Bus 11.14: Change Order Request - CSCC approves on first read. Q. Bus 11.15: Vouchers - CSCC approves on first read. R. Bus 11.20: Receiving Shipments - CSCC approves on first read. S. Bus 11.21: Return of Material to Vendor - CSCC approves on first read. T. Bus 11.22: Report of Shortage, Overage or Damage of Goods - CSCC approves

on first read. U. Bus 13.01: Records Retention & Destruction - CSCC approves on first read. V. CI 4001: Standards of Scholarship – Academic Matter. Info only. W. CI 4004: Awards Issued by the CCCCD - Academic Matter. Info only. X. CI 4006: Remedial Coursework & Unit limit - Academic Matter. Info only.

Y. CI 4014: Course Prerequisites, Co-requisites, & Advisories on Recommended Preparation - Academic Matter. Info only.

Z. CI 4015: District Process to Place Courses into Disciplines - Academic Matter. Info only.

VIII. Prepare for Chancellor’s Meeting today: CSCC had no further items to discuss with the Chancellor from last meeting. Heiden and Stewart will follow up with Chancellor about getting out an email to all Classified Staff in regards to the Hay Study. They will also ask if she has anything further for CSCC.

IX. Leadership Retreat: Agostino shared the room has been reserved. Garcia has a short window to welcome the participants. Discussion about the retreat will be a January CSCC priority.

X. JobLinks 2016: Kohler reported the JobLinks Steering Committee has not met.

XI. CSCC Bylaws: CSCC reviewed the Bylaws. Suggested changes are: (1) Delete

ARTICLE 4.1(CHE) and change 3 votes to 2 votes; (2) SECTION 2: Meeting Agenda 2.1 change from day prior to 72 hours prior; (3) SECTION 5: Committees 5.1.a.4 delete Districtwide Budget Committee as DGC serves in this capacity; (4) add revise date

XII. Adjourn to next meeting on January 19, 2016.

CONTRA COSTA COMMUNITY COLLEGE DISTRICT

District Governance Council Tuesday, December 1, 2015

1:00 p.m., District Office Board Room

Nakari Syon, Presiding

Agenda

I. Standing Items

A. Call to Order Identification of speakers

B. Adoption of Agenda

C. Approval of Minutes (November 3, 2015)

D. Public Comment

(This time is reserved for members of the public to address the District Governance Council)

E. Reports from Constituency Groups (2 minutes each)

F. DGC Chair report 1. Introduction of new members 2. Membership Roster for 2015-16

G. Chancellor’s Report

H. Review of December 9, 2015, Governing Board Agenda

I. Office of Diversity, Inclusion and Innovation– Update (Tammeil Gilkerson)

II. Carried-Over and New Items

Business Procedures Jonah Nicholas 2015-16 Business Procedures Regular Cycle of Review – 1st Read

Number Title Action Requested

Bus. 10.01 Disposal of Personal Property Revise

Bus. 10.10 Equipment Inventory Revise

Bus. 10.21 Vehicle Replacements Revise

Bus. 10.50 Gifts of Property and Equipment Revise

Bus. 11.00 Purchasing Revise

Bus. 11.01 Purchasing Procedure Bids and Contracts Revise

Bus. 11.02 Construction Bidding Guidelines Revise

Bus. 11.03 Types of Purchases Revise

Bus. 11.04 Submitting Purchase Requisitions Revise

Bus. 11.06 Purchase Orders Preparation and Distribution Revise

Bus. 11.07 Purchase Order Processing Delete

Bus. 11.10 Blanket Purchase Orders Revise

Bus. 11.12 Acquiring Federal and State Surplus Delete

Bus. 11.14 Change Order Request Revise

Bus. 11.15 Vouchers Revise

Bus. 11.20 Receiving Shipments Revise

Bus. 11.21 Return of Material to Vendor Delete

Bus. 11.22 Report of Shortage, Overage or Damage of Goods Delete

Bus. 13.01 Records Retention and Destruction Delete

Curriculum and Instruction Procedures Sally Montemayor Lenz - For Information

Procedure Title C/I4001 Standards of Scholarship C/I4004 Awards Issued by the Contra Costa Community College District C/I4006 Basic Skills Remedial Coursework and Unit Limit C/I4014 Course Prerequisites, Corequisites, and Advisories on Recommended

Preparation C/I4015 District Process to Place Courses into Disciplines

CONTRA COSTA COMMUNITY COLLEGE DISTRICT District Governance Council

Regular Meeting on November 3, 2015 1:00 p.m.

District Office, Board Room


In Attendance

Guests District Office: Helen Benjamin, Andrew Jones, Gene Huff, Jonah Nicholas, Dio Shipp, Sally Montemayor Lenz

Absent

Note Taker Erin Davis

Agenda Item Discussion and Outcome

I. Standing Items

• Call to Order • Called to order at 1:01 p.m.

• Identification of speakers: o Classified Speaker – Greg Evilsizer o Faculty Speaker – Silvester Henderson o Management Speaker – Bill Foster o Substitute Student Speaker – Nakari Syon

DGC Minutes Regular Meeting on Tuesday, November 3, 2015

Classified: Leslie Agostino, Erika Greene, Scott Heiden, Linda Kohler, Georgette Stewart, Greg Evilsizer (Speaker), Mike West

Faculty: Silvester Henderson (Speaker), Beth McBrien, Donna Wapner

Managers: Bill Foster (Speaker), Catherine Frost, Russ Holt, Eva Jennings, David Wahl

Students: Nakari Syon (Chair), Yui Kida, Taylor Odom, Namita Verma, Francis Sanson

Classified:

Faculty: Beth Goehring

Managers: Stephanie Alves, Donna Floyd

Students:

CONTRA COSTA COMMUNITY COLLEGE DISTRICT District Governance Council

Regular Meeting on November 3, 2015 1:00 p.m.

District Office, Board Room


In Attendance Classified: Leslie Agostino, Erika Greene, Scott Heiden, Linda Kohler, Georgette

Stewart, Greg Evilsizer (Speaker), Mike West

Faculty: Silvester Henderson (Speaker), Beth McBrien, Donna Wapner

Managers: Bill Foster (Speaker), Catherine Frost, Russ Holt, Eva Jennings, David Wahl

Students: Nakari Syon (Chair), Yui Kida, Taylor Odom, Namita Verma, Francis Sanson

Guests

District Office: Helen Benjamin, Andrew Jones, Gene Huff, Jonah Nicholas, Dio Shipp, Sally Montemayor Lenz

Absent

Classified:

Faculty: Beth Goehring

Managers: Stephanie Alves, Donna Floyd

Students:

Note Taker Erin Davis

DGC Minutes Regular Meeting on Tuesday, November 3, 2015

Agenda Item Discussion and Outcome I. Standing Items

Call to Order Called to order at 1:01 p.m.

Identification of speakers: o Classified Speaker – Greg Evilsizer o Faculty Speaker – Silvester Henderson o Management Speaker – Bill Foster o Substitute Student Speaker – Nakari Syon

Adoption of the Agenda

Motion to approve agenda as written was passed unanimously: o Classified Speaker – Greg Evilsizer o Faculty Speaker – Silvester Henderson o Management Speaker – Bill Foster o Substitute Student Speaker – Nakari Syon

Approval of Minutes— September 1, 2015

Motion to approve September 1, 2015 minutes was passed unanimously: o Classified Speaker – Greg Evilsizer o Faculty Speaker – Silvester Henderson o Management Speaker – Bill Foster o Substitute Student Speaker – Nakari Syon

Public Comments

No public comments

Reports Agenda Item Discussion and Outcome

Reports from Constituency Groups (2 minutes each)

Classified: o The District Office Classified staff hosted a costume party and contest that was

well attended. DVC’s Classified Senate is working to schedule a Classified Leadership Retreat on April 15th.

Faculty: o Faculty are working with United Faculty to wordsmith revisions to the District’s

on-campus smoking policies. They have also had several discussions regarding the District’s focus on diversity hiring.

Managers: o No report.

Students: o No report.

DGC Chair’s Report

Introduction of new members o Catherine Frost of CCC will be replacing John Wade. o DVC students Taylor Odom, Namita Verma and Yui Koda.

Chancellor’s Report

Chancellor’s Report: o The Chancellor welcomed new members to DGC. o The Chancellor elaborated on the message behind her email to staff, which

described the District’s focus on hiring and listed current faculty vacancies. The Chancellor also urged everyone to consider the commitment made in hiring new employees and the long-term effects of hiring new staff. She also encouraged everyone to continue to participate in the hiring process.

Review of Wednesday, November 11, 2015 Governing Board Agenda: o The Chancellor highlighted the following Board agenda items: Item V. Special

Veteran’s presentation will be made to commemorate the Veteran’s Day holiday and employees who are veterans will be invited to attend; Item VI. Two special reports will be given; Item VII. A presentation will be made by the DO 2nd floor design team. The Chancellor suggested Ray Pyle take DGC members on a tour of the 2nd floor at the next DGC meeting; Item VIII. includes a presentation summarizing the accomplishments made in response to the Board’s goals and discussion of the District’s progress in the first year of the strategic plan; 31A is the 2016-17 academic year calendar; 31C is an increase in hourly salaries to meet minimum wage; 32A is a resolution to honor veterans who will be in attendance; General Agenda A. are revisions to Board policies, already reviewed by DGC going to the Board for approval.

Additional Reports


Agenda Item Discussion and Outcome Governing Board

Policies and Administrative Procedures – 1st

Reading

Discussion and Outcome:

Chancellor Helen Benjamin reviewed the following Governing Board Policies and Administrative Procedures. Comments by DGC members are recorded below.

Presenter Item Topic Discussion and Outcome Benjamin AP1001.01 Process to

Introduce New or Revise Existing Governing Board Policies

A revision was made to allow non-substantive policy/procedure changes to be approved by the responsible department. The definition of non-substantive was included under #8.

DGC discussed including footnotes that identify the type of change made to a policy/procedure (whether it was non-substantive or other).

It was noted that all changes made to policies/procedures are emailed as transmittals and stored on the Insite Portal.

Motion to approve AP1001.01 passed unanimously

on the first read: o Classified Speaker, Greg Evilsizer: yea o Faculty Speaker, Silvester Henderson: yea o Management Speaker, Bill Foster: yea o Substitute Student speaker, Nakari Syon: yea

AP1900.03 Administrative, Business, Curriculum and Instruction, Human Resources, Payroll, and Student Services Procedures

Changes were made to match AP1001.01. Motion to approve AP1900.03 passed unanimously


Agenda Item Discussion and Outcome Human

Resources Procedures – 1st

Reading


Associate Vice Chancellor, Chief HR Officer Dio Shipp reviewed the following Human Resources Procedure. Comments by DGC members are recorded below.

Presenter Item Topic Discussion and Outcome Shipp HR1010.07 Job

Candidates’ This new policy was created to make the District

more competitive by offering reimbursement for potential employees who meet specific criteria.

Travel Expenses

Motion to approve HR1010.07 passed unanimously:

o Classified Speaker, Greg Evilsizer: yea o Faculty Speaker, Silvester Henderson: yea o Management Speaker, Bill Foster: yea o Substitute Student speaker, Nakari Syon: yea

Agenda Item Discussion and Outcome Governing Board


Reading



Presenter Item Topic Discussion and Outcome Benjamin BP1007 Gifts Donor

Contributions Changes were made to reflect reorganization of

college foundations.

Management proposed changes in their DOMS meeting that will be taken into account.

BP1007 will return for 2nd read.

AP1007.01 Gifts Donor Contributions

Changes were made to reflect reorganization of college foundations.

AP1007.01 to return for 2nd read.

BP1011 Foundations Changes were made to reflect reorganization of college foundations.

BP1011 to return for a 2nd read.

Human Resources Procedures – For

Information


Executive Vice Chancellor, Administrative Services Gene Huff reviewed the following Human Resources Procedure. Comments by DGC members are recorded below.

Presenter Item Topic Discussion and Outcome Huff Appendix

B.Equivalency Policy and Process for Faculty Applicants

HR1010.02, Uniform Employment Selection Guide

Faculty Senate previously made recommendations to modify language. Those changes were made and are represented in the procedure.

Appendix B. Equivalency Policy and Process for Faculty Applicants will be added to the Governing Board agenda for adoption.

Governing Board Policies and


Administrative Procedures – For

Information


Presenter Item Topic Discussion and Outcome Benjamin AP1009.02 Process to Reach

Agreement between the Governing Board and the Faculty Senates Coordinating Council on Districtwide Policies and Procedures Governing Academic and Professional Matters

This procedure reflects an academic and professional matter that included a non-substantive change.

III. Adjournment Meeting adjourned at 2:01 p.m.

IV. Next Meeting Tuesday, December 1, 2015

• Adoption of the Agenda

• Motion to approve agenda as written was passed unanimously: o Classified Speaker – Greg Evilsizer o Faculty Speaker – Silvester Henderson o Management Speaker – Bill Foster o Substitute Student Speaker – Nakari Syon

• Approval of Minutes— September 1, 2015

• Motion to approve September 1, 2015 minutes was passed unanimously: o Classified Speaker – Greg Evilsizer o Faculty Speaker – Silvester Henderson o Management Speaker – Bill Foster o Substitute Student Speaker – Nakari Syon

• Public Comments

No public comments

Reports Agenda Item Discussion and Outcome

• Reports from Constituency Groups (2 minutes each)

• Classified: o The District Office Classified staff hosted a costume party and contest that was

well attended. DVC’s Classified Senate is working to schedule a Classified Leadership Retreat on April 15th.

• Faculty: o Faculty are working with United Faculty to wordsmith revisions to the District’s

on-campus smoking policies. They have also had several discussions regarding the District’s focus on diversity hiring.

• Managers: o No report.

• Students: o No report.

• DGC Chair’s Report

• Introduction of new members o Catherine Frost of CCC will be replacing John Wade. o DVC students Taylor Odom, Namita Verma and Yui Koda.

• Chancellor’ s Report

• Chancellor’s Report: o The Chancellor welcomed new members to DGC. o The Chancellor elaborated on the message behind her email to staff, which

described the District’s focus on hiring and listed current faculty vacancies. The Chancellor also urged everyone to consider the commitment made in hiring new employees and the long-term effects of hiring new staff. She also encouraged everyone to continue to participate in the hiring process.

• Review of Wednesday, November 11, 2015 Governing Board Agenda:

o The Chancellor highlighted the following Board agenda items: Item V. Special Veteran’s presentation will be made to commemorate the Veteran’s Day holiday and employees who are veterans will be invited to attend; Item VI. Two special reports will be given; Item VII. A presentation will be made by the DO 2nd floor design team. The Chancellor suggested Ray Pyle take DGC members on a tour of the 2nd floor at the next DGC meeting; Item VIII. includes a presentation summarizing the accomplishments made in response to the Board’s goals and discussion of the District’s progress in the first year of the strategic plan; 31A is the 2016-17 academic year calendar; 31C is an increase in hourly salaries to meet minimum wage; 32A is a resolution to honor veterans who will be in attendance; General Agenda A. are revisions to Board policies, already reviewed by DGC going to the Board for approval.

Additional Reports


Agenda Item Discussion and Outcome • Governing Board


Reading

Discussion and Outcome: Chancellor Helen Benjamin reviewed the following Governing Board Policies and Administrative Procedures. Comments by DGC members are recorded below.

Presenter Item Topic Discussion and Outcome Benjamin AP1001.01 Process to

Introduce New or Revise Existing Governing Board Policies

• A revision was made to allow non-substantive policy/procedure changes to be approved by the responsible department. The definition of non- substantive was included under #8.

• DGC discussed including footnotes that identify the type of change made to a policy/procedure (whether it was non-substantive or other).

• It was noted that all changes made to policies/procedures are emailed as transmittals and stored on the Insite Portal.

• Motion to approve AP1001.01 passed unanimously


AP1900.03 Administrative, Business, Curriculum and Instruction, Human Resources, Payroll, and Student Services Procedures

• Changes were made to match AP1001.01.

• Motion to approve AP1900.03 passed unanimously on the first read: o Classified Speaker, Greg Evilsizer: yea o Faculty Speaker, Silvester Henderson: yea o Management Speaker, Bill Foster: yea o Substitute Student speaker, Nakari Syon: yea

Agenda Item Discussion and Outcome • Human

Resources Procedures – 1st

Reading

Discussion and Outcome: Associate Vice Chancellor, Chief HR Officer Dio Shipp reviewed the following Human Resources Procedure. Comments by DGC members are recorded below.

Presenter Item Topic Discussion and Outcome Shipp HR1010.07 Job

Candidates

• This new policy was created to make the District more competitive by offering reimbursement for potential employees who meet specific criteria.

Travel Expense s

• Motion to approve HR1010.07 passed unanimously: o Classified Speaker, Greg Evilsizer: yea o Faculty Speaker, Silvester Henderson: yea o Management Speaker, Bill Foster: yea o Substitute Student speaker, Nakari Syon: yea

Agenda Item Discussion and Outcome • Governing Board


Reading

Discussion and Outcome: Chancellor Helen Benjamin reviewed the following Governing Board Policies and Administrative Procedures. Comments by DGC members are recorded below.

Presenter Item Topic Discussion and Outcome Benjamin BP1007 Gifts Donor

Contribution s

• Changes were made to reflect reorganization of college foundations.

• Management proposed changes in their DOMS

meeting that will be taken into account.

• BP1007 will return for 2nd read. AP1007.01 Gifts Donor

Contribution s

• Changes were made to reflect reorganization of college foundations.

• AP1007.01 to return for 2nd read.

BP1011 Foundations • Changes were made to reflect reorganization of college foundations.

• BP1011 to return for a 2nd read.

• Human Resources Procedures – For Information

Discussion and Outcome: Executive Vice Chancellor, Administrative Services Gene Huff reviewed the following Human Resources Procedure. Comments by DGC members are recorded below.

Presenter Item Topic Discussion and Outcome Huff Appendix

B.Equivale ncy Policy and Process for Faculty Applicants

HR1010.02, Uniform Employmen t Selection Guide

• Faculty Senate previously made recommendations to modify language. Those changes were made and are represented in the procedure.

• Appendix B. Equivalency Policy and Process for

Faculty Applicants will be added to the Governing Board agenda for adoption.

• Governing Board Policies and


Administrative Procedures – For Information


Presenter Item Topic Discussion and Outcome Benjamin AP1009.02 Process to Reach

Agreement between the Governing Board and the Faculty Senates Coordinating Council on Districtwide Policies and Procedures Governing Academic and Professional Matters

• This procedure reflects an academic and professional matter that included a non- substantive change.

III. Adjournment Meeting adjourned at 2:01 p.m.

IV. Next Meeting Tuesday, December 1, 2015

2015-16 Business Procedures Regular Cycle of Review

Jonah Nicholas – To Begin the Approval Process

Number Title Action Requested

Bus. 10.01 Disposal of Personal Property Revise

Bus. 10.10 Equipment Inventory Revise

Bus. 10.21 Vehicle Replacements Revise

Bus. 10.50 Gifts of Property and Equipment Revise

Bus. 11.00 Purchasing Revise

Bus. 11.01 Purchasing Procedure Bids and Contracts Revise

Bus. 11.02 Construction Bidding Guidelines Revise

Bus. 11.03 Types of Purchases Revise

Bus. 11.04 Submitting Purchase Requisitions Revise

Bus. 11.06 Purchase Orders Preparation and Distribution Revise

Bus. 11.07 Purchase Order Processing Delete

Bus. 11.10 Blanket Purchase Orders Revise

Bus. 11.12 Acquiring Federal and State Surplus Delete

Bus. 11.14 Change Order Request Revise

Bus. 11.15 Vouchers Revise

Bus. 11.20 Receiving Shipments Revise

Bus. 11.21 Return of Material to Vendor Delete

Bus. 11.22 Report of Shortage, Overage or Damage of Goods Delete

Bus. 13.01 Records Retention and Destruction Delete

Contra Costa Community College District Business Procedure 10.01 DISPOSAL OF DISTRICT PERSONAL PROPERTY The following procedure details the process for the disposal of personal property1 for all District sites. All property belonging to the colleges or District Office may be offered to other District locations prior to disposal with outside means. 1. Governing Board authorization is to be obtained in advance of the sale for the following property:

a. any item with an acquisition value in excess of $10,000; or b. any item with an acquisition date within the current or past three fiscal years.

2. Property is to be sold after posting in at least three public places within the District, with publication for

not less than two weeks, or publication at least once a week for a period of not less than two weeks in a District newspaper.

3. Property is to be sold to the highest responsible bidder. 4. Property may be recommended for disposal for the following reasons:

a. it is no longer required for college purposes; b. it is being replaced; or c. it is unsatisfactory or not suitable for college use.

5. Property may be disposed in the following ways.

a. Sale by competitive bid or public auction. b. Sale by private sale by the Purchasing Office if the aggregate property value is $2,500 or less

or if the property was previously offered for sale by competitive bid and no qualified bid was received.

c. Removal to the public dump on order of the Director of Purchasing if the aggregate property value does not exceed the approximate cost of arranging a sale. The asset number is to be obliterated from property prior to its removal to the dump.

d. Trade-in to the vendor providing the replacement item. e. Broken up for parts to be retained in the department if the department head determines the

value of the parts exceeds the probable sale or trade-in value. Certification of the disassembly is to be provided on form 4cd-51 238 which will be sent to the department head by the location business officer (see Business Procedure 10.11).

f. Donation to a local charitable organization deemed appropriate by the Chancellor if the property is of insufficient value to defray the costs of arranging a sale.

6. District employees may not buy property declared to be surplus, unless it is offered by public auction. 7. Staff may dispense with posting/publication and sale to the highest bidder if:

a. the surplus property is exchanged with, sold, or donated to a school district, community college district, or other public entity;

b. the proceeds from sale or lease are expended for capital outlay purposes related to qualified community college facilities and the District complies with specified conditions; or

c. the proceeds from sale or lease are expended for capital outlay purposes related to qualified

1 Definition: Personal Property is property owned by an individual or business which is not affixed to or associated with the land. Personal property includes equipment, office furniture, cars/trucks purchased and used by the District, and all other items that are not permanently affixed to the land.

Business Procedure 10.01 -2-

community college facilities and the District complies with specified conditions.

8. Property sale receipts are to be deposited to the fund from which the original expenditure for purchase of the property was made. Revenue received from the sale of surplus equipment originally purchased within a five year period from State instructional equipment funds will be returned to the State Instructional Equipment Fund. Receipts for property not replaced will be to an income account. Receipts for property which is replaced will be to the expense account to which the replacement is charged if the sale is made in the same fiscal year as the receipt of the replacement. If not, the receipts will be deposited to an income account. Revenue received for the sale of surplus equipment is made available to the appropriate location for expenditure.

9. A bill of sale will be provided by the Director of Purchasing for all property sold. 10. The owner of the property completes form 4cd-238, Disposition of College Property Other than

Equipment, listing each item to be surplused and then forwards original copy to the Director of Purchasing (see Exhibit A).

11. The Purchasing Department processes the original copy of form 4cd-238 as follows:

• notifies all other locations of availability of material by sending a copy of form 4cd-238 to the Business Services Office, entering the date of the notification on the appropriate line on form 4cd-238 and filing it in a "Surplus Pending" file;

• for material to be transferred, notifies both location receiving clerks of the transfer to arrange shipping;

• if no transfer request has been received within fifteen days of notification of availability,

prepares to dispose of or sell property in accordance with Business Procedure 10.01; and • if property is to be sold, notifies location receiving clerk.

12. The Purchasing Department will remove the District property from the Fixed Asset Module when

payment for the property has been received. The Purchasing Department will enter the receipt number and date on form 4cd-238 and file it in a "Material Surplus" file for year-end closing. If property is to be destroyed or disassembled, Purchasing is to complete form 4cd-51 4cd-238 and distribute as necessary.(See Business Procedure 10.11).

Historical Annotation: Related Board Policies: Administrative Procedure 8811.01 2/14/79 Board Policy 5019 Business Procedure 10.01: 12/1/84, 11/19/90, 7/18/00 Business Procedure 10.03: 8/14/80, 11/19/90, 7/18/00 Related Procedures: Combined Business 10.01/10.03: Revised 3/26/13, 00/00/15 Business Procedures 10.04, 10.11

Contra Costa Community College District Business Procedure 10.10 EQUIPMENT INVENTORY Fixed assets Equipment with a value of $5,000 or greater must be inventoried, capitalized and depreciated through the Enterprise Resource Planning (ERP) system. Assets Equipment with a value of $1,000 to $4,999 less than $5,000.00 are not defined as fixed assets capitalized through the ERP system and should be maintained by the responsible District or college location Business Office. Capitalized Equipment Definition Inventory: Equipment should be capitalized and maintained on the ERP system if all the following criteria are met:

a. the item cost is at least $5,000; b. the item is tangible, personal property; c. the useful life of the item is at least two years more than one year; and d. the item is able to function by itself.

All items of equipment items with a unit value exceeding of $5,000 or greater per item, excluding sales tax, including accessories, installation, sales tax and shipping, shall be included recorded in the Fixed Asset Module of the ERP system. Essential information required by the Education Code is description, name, identification number, original cost, date of acquisition, location of use, and the time and mode of disposal. The system is based upon the following:

a. recording the permanent location for each item including building and room number; b. temporary relocation of an item to be approved by the responsible employee (need not be

reflected in the control system); c. permanent relocation or disposition of an item to be approved in advance by the Chief

Administrative Services Officer and the Director of Purchasing; d. permanent relocation or disposition to be accomplished only by authorized staff, after

notice to Purchasing, who will enter the change of location or status on the fixed asset record in the ERP system; and

e. a physical check of all items to be accomplished on a periodic basis by the District Purchasing department or Internal Audit staff.

Minor Equipment Inventory (Non-Fixed Assets Capitalized Equipment) For non-inventory assets with values of $1,000 to $4,999, iIt is the responsibility of the dDistrict or college Business Office to maintain, safeguard, and dispose all of equipment with a unit value of less than $5,000. Minor equipment will be inventoried and tracked through the Districtwide Asset and Access Device Database as outlined in Business Procedure 10.55, Asset Control. Physical Inventory District Finance prepares a listing of all equipment owned by each campus at the end of each fiscal year. Each campus must verify the items on the list and note any corrections before returning the list to District Finance. Campuses must also assist auditing staff when they are conducting the physical inventory. The physical inventory will be performed throughout the fiscal year and a formal physical inventory audit will be performed at least once every five years. Historical Annotation: Related Procedure: Administrative Procedure 8800.01 7/1/75 Business Procedure 10.55 12/1/84, Rev. 1/1/85, 11/19/90, 7/18/00, 1/8/13, 00/00/15

cchellew874

Highlight

Contra Costa Community College District Business Procedure 10.21 VEHICLE REPLACEMENTS Several District and college departments use District/college-owned vans and vehicles in the performance of assigned official duties. It is the responsibility of the District/colleges location Business Offices to maintain and keep these District-owned vehicles safe and operable. Vehicles for Student Transportation 1. All vehicles used for student transportation shall be replaced upon the recommendation of the college

Business Office. 2. Vehicles used for transportation shall be replaced or disposed of when the maintenance costs

become excessive or the down time due to repairs has an adverse impact on the instructional program.

a. Major expenditures for repair should not be made when the cost of the repair, plus the

vehicle salvage in un-repaired condition, exceeds its wholesale value in repaired condition.

b. Replacement factors that should be considered are: 1) age; 2) mileage; 3) life-cycle maintenance cost; 4) condition and reliability; and 5) type of service it serves.

Other Vehicles 1. Other vehicles shall be replaced when the maintenance costs become excessive or the vehicle has

little remaining wholesale value. 2. Replacements will be funded by District/college program allocations or through their major equipment

replacement budget. 3. Used vehicles shall not be purchased, except for unusual circumstances. Disposal of Vehicles The District/college location Business Office will submit a disposal notice (Fform 4cd-238) to the Purchasing Department for all vehicles that are to be disposed.

Historical Annotation: Related Procedures: Administrative Procedure 8800.02, 12/11/73 Business Procedure 10.11 12/1/84, 11/19/90, 7/18/00, 1/8/13, 00/00/15

Business Procedure 10.50

Exhibit A

TAX REGULATIONS CONCERNING CHARITABLE CONTRIBUTIONS OF PROPERTY The tax laws concerning charitable contributions of property are summarized in this exhibit to serve as a guide to staff for accepting contributions of property. An appraisal must be provided by the donor if the claimed value of the donated property is over $5,000. Entities involved:

1. Individual Taxpayers 2. Closely-held Corporations 3. Personal Service Corporations 4. S Corporation Shareholders

An appraisal is not necessary if the property is:

1. nonpublicly traded stock of $10,000 or less; 2. a vehicle (including a car, boat, or airplane) which will be sold; 3. qualified intellectual property, such as a patent; 4. certain publicly traded securities; 5. inventory and other property donated by a corporation that are “qualified contributions” for the

care of the ill, the needy, or infants, within the meaning of section 170(e)(3)(4) of the Internal Revenue Code; or

6. stock in trade, inventory, or property held primarily for sale to customers in the ordinary course of the donor’s trade or business.

The appraiser's qualifications must include that the appraiser:

1. has earned an appraisal designation from a recognized professional appraiser organization for demonstrated competency in valuing the type of property being appraised;

2. regularly prepares professional appraisals; and 3. be independent from the transaction.

The appraisal summary should include the following:

1. name and tax identification number of the donor; 2. name, signature and tax identification number of the appraiser; 3. the qualifications of the appraiser; 4. a general description of the property appraised; 5. the fair market value of such property on the date of contribution. (Please note that an

appraisal cannot be made earlier than sixty (60) days before the contribution.); 6. the specific basis for the valuation and the method of valuation used to determine fair market

value; 7. a statement that such an appraisal was prepared for income tax purposes; and 8. the date on which the property was valued and the expected date of contribution.

The Donee's responsibilities are to: 1. sign a copy of the appraisal summary. (Please note that this only indicates that Donee

received and accepted the gift; not concurrence in the appraised value.); 2. retain a copy of the appraisal summary; and 3. prepare an information return to the IRS if the property is disposed of within two years after

receipt. Note: All responsibilities are per IRS regulations. It is recommended that the donee consult with

his/her tax advisor regarding the tax implications of all donations. A copy of the signed appraisal summary should be filed with a copy of the District's letter accepting property valued in excess of $5,000. Additional information may be found in IRS Publication 561, “Determining the Value of Donated Property.”

Contra Costa Community College District Business Procedure 11.00

PURCHASING District purchasing policies are set by the Governing Board and the Chancellor and are based on the legal codes of the State of California and in accordance with Governing Board Policy 5013. The District is firmly committed to a program of competitive bidding whenever possible to assure the best dollar value and full protection of public funds (Public Contract Code 20651). Purchases are to be of a quality consistent with the intended use of and not necessarily for the lowest price obtainable. Maintenance costs, replacement costs, and trade-in value shall be considered in determining the most economical purchase price. Authority Tto Purchase/Contract The Chancellor is authorized to delegate another Assistant Secretary the authority to purchase supplies, materials, apparatus, equipment, and services as necessary to the efficient operation of the District. All purchases shall be in accordance with appropriate administrative procedures, not to exceed the amount specified in Public Contract Code Section 20651. The District Accounting Office is authorized to pay for such services and materials upon receipt of invoices, and retroactive approval of payments shall be recommended to the Board at its next regular meeting. Purchases for all District operations and functions are to be coordinated through the District Purchasing Office Department. Liability for Unauthorized or Non-funded Purchases The Governing Board recognizes no obligation incurred by any staff member when it is incurred contrary to this policy and the regular adopted administrative procedures of this District (Education Code 81644, 81655, 81656). Any purchase which varies from defined procedures or for which there are no budgeted funds will not be accepted as a District responsibility. Should an employee make an unauthorized purchase or one for which there are no funds available in the college budget, it will be viewed as a personal transaction and reimbursement from District funds will not be made.

(The following text, highlighted in gray, has been moved from Bus. 11.15)

Purchasing Exception Notice Violation of the District’s business procedures for purchasing will be submitted to the Governing Board monthly. If the violation involves an unauthorized purchase, arrangements may need to be made with the District Purchasing Department for the employee to reimburse the District.

Business Procedure 11.00 -2- Conflict of Interest No purchase of lease of goods or contract for services shall be made from any employee or near relative of an employee unless there has been a specific determination by the Chief Administrative Services Officer that the goods or services are not available from any other source. Near relative is defined as spouse, child, parent, brother, sister, son-in-law, daughter-in-law, sister-in-law, and step relatives in the same relationship. Public Contract Code 20651 Education Code 81656

Historical Annotation: Related Board Policies: Adopted 5/25/99, 8/15/00, 1/8/13, 00/00/15 Board Policy 5013 Related Procedures: Business Procedure 3.42, 9.01

Contra Costa Community College District Business Procedure 11.01 PURCHASING PROCEDURE

BIDS AND CONTRACTS The purchasing of services and materials shall be centralized in the Purchasing Department under the Director of Purchasing and Contract Services. All purchasing shall be in accordance with state law, as follows.

• Price quotations shall be solicited from vendors who offer the services, supplies and equipment needed by the District. In all cases where the same price is submitted by two or more vendors on the same or equal services or merchandise and one vendor has a place of business in the Contra Costa Community College District, the award shall be made to the local vendor.

• The Purchasing Department shall maintain a mailing list of vendors who are interested in quoting

prices. Since publishing of the Notices to Bidders constitutes official notice of a bid, the District assumes no responsibility for the failure of a vendor to receive a bid unless the request is in response to the published notice. Bids shall be opened at public bid opening conducted by the Purchasing Department. The price quotations of each bid shall either be read in public or a tabulation prepared for interested bidders.

Limits Contracts for lease or purchase of equipment, materials, or supplies, or for services or repairs must follow the limits set forth by Public Contract Code (PCC) Section 20111(a)1. Public projects as defined in PCC Section 22002(c), such as construction or reconstruction of publicly owned facilities, have a lower bid threshold of $15,000 that is not adjusted for inflation.

Bid Specifications

Bid specification shall include a definite, complete statement of what is required and insofar as practical, shall include pertinent details of size, composition, construction, and/or texture of what is specified, and minimum standards of efficiency, durability, and/or utility required of what is specified.

Notice Calling for Formal Advertised Bids

The District shall publish at least once a week for two weeks in a newspaper of general circulation published within the District or if there is no such paper, then in some newspaper of general circulation, circulated in the county, and may post on the District’s web site, a notice calling for bids or proposals, stating the work to be done or materials or supplies to be furnished and the time and place when bids will be opened. The District may accept a bid that was submitted either electronically or on paper.

Bid and contract forms shall be prepared and maintained by the Purchasing Department. All applicable statutory provisions and Board policies shall be observed in preparation of the forms.

The Purchasing Department shall be responsible for insuring that the bid specifications are sufficiently broad to encourage and promote open competitive bidding.

1 The State Superintendent of Public Instruction is required to annually adjust the $50,000 amount specified in PCC § 20111(a) to reflect the percentage change in the annual average value of the Implicit Price Deflator for State and Local Government Purchases of Goods and Services for the United States. The current inflation adjusted bid threshold can be found at http://www.cde.ca.gov/fg/ac/co/


All bid notices for work to be done shall contain an affirmative statement requiring compliance with Labor Code Sections 1775 and 1776 governing payment of prevailing wages and Labor Code Section 1777.5 governing employment of apprentices. All bid submissions shall contain all documents necessary to assure compliance with these California Labor Code Sections. Failure to provide such documentation shall cause any such bed to be deemed incomplete.

When required or determined to be appropriate, bids shall be accompanied by a certified or cashier’s check, or bid bond, in the amount specified in the bid form, as a guarantee that the bidder will enter into contract and furnish the required contact bonds. When no longer required for the protection of the District, any certified or cashier’s check received shall be returned to the respective bidder.

The Purchasing Department shall make available to the prospective bidders bid forms with sets of specifications and drawings and shall provide a convenient place where bidders, subcontractors, and material personnel may examine the specifications and drawings.

The Purchasing Department shall provide an electronic copy of the plans and specifications and other contract documents to a contractor plan room service at no charge upon request form that contractor plan room.

When permitted, a deposit for sets of plans and specifications may be required and may be refunded when such documents are returned.

Awarding of Bids and Contracts –

The awarding of bids and contracts shall be subject to the following conditions.

a. Any and all bids and contract proposals may be rejected by the District.

b. All bids shall be opened publicly and bidder shall be given the opportunity to make record of

the bids received.

c. Bid and contract award recommendations to the Board shall show a tabulation of the bids received in reasonable detail.

d. Bid and contract awards shall be made to the lowest responsible bidder substantially meeting the requirements of the specifications. The District reserves the right to make its selection of materials or services purchased based on its best judgment as to which bid substantially complies with the quality required by the specifications.

e. For the purposes of bid evaluation and selection when the district determines that it can expect long-term savings through the use of life-cycle cost methodology, the use of more sustainable goods and materials, and reduced administrative costs, the District may provide for the selection of the lowest responsible bidder or on the basis of best value pursuant to policies and procedures adopted by the governing board in accordance with this section.

f. “Best value” means the most advantageous balance of price, quality, service, performance, and other elements, as defined by the Board, achieved through methods in accordance with this section and determines by objective performance criteria that may include price, feature, long-term functionality, life-cycle costs, overall sustainability, and required services.


Formal Bidding Process – No contract for public projects (construction and maintenance) in excess of the

amount as specified in Public Contract Code (PCC) 22032 (c) shall be let without formal, advertised bid.

No contract for materials, supplies, equipment repair and services in excess of the amount established by PCC Section 20651 shall be let without formal, advertised bid. District Office Purchasing will publish a Request for Bid at least once a week for two weeks in a local newspaper of general circulation. The typical bid will require 45 to 60 days from the first date of publication to the awarding of the contract by the Governing Board. More time may be required dependent on the complexity of the procurement. Adequate time for the bid process should be included in the planning of a project. (Education Code 81641)

Informal Bidding Process – Purchase shall be on the open market by written quotation or telephone

quotation and award for expenditures under the amount established by PCC Section 20651 with a minimum solicitation of at least three quotations, except that on purchases of $5,000 or under buyers may exercise discretionary judgment on the number of bids solicited and the firm to which award is made, consistent with quality, delivery and service.

Contracts for public projects (construction and maintenance) shall be coordinated with the Facilities

Planning department and may be let by the informal procedures set forth in the California Uniform Construction Cost Account Act (PCC 22032 (b)).

Purchase without Estimate or Bid Advertising for Bids

The Chief Administrative Services Officer or designee is authorized to make purchases from firms holding public agency contracts without calling for bids where it appears advantageous to do so. The Chief Administrative Services Officer or designee may, without advertising for bids within the same county, purchase or lease from other public agencies materials or services by authorization of contract or purchase order. The Chief Administrative Services Officer or designee may make purchases through the State of California Cooperative Purchasing Program operated by the Department of General Services.

The Chief Administrative Services Officer or designee is authorized to make purchases with a value between $5,000 and $250,000 from a certified small business, microbusiness, or disabled veteran business enterprise.

Purchase of supplementary textbooks, library books, educational films, audio-visual materials, test

materials, workbooks, instructional computer software packages, or periodicals in any amount needed for the operation of the District may be made without securing quotations or advertising for bids. (Education Code 81651) Professional Services (i.e., architects, engineers, environmental consultants, etc.) are not required to be bid. The District, however, may solicit proposals, as determined by the Chief Administrative Services Officer or designee (Government Code 4525 and 4526). Contracts for public projects under the amount specified in PCC 22032 (a) are not required to be bid. Projects in excess of $15,000 shall have three (3) quotes submitted to Purchasing with the purchase requisition.


Duration of Continuing Contracts for Services and Supplies

Continuing contracts for work or services furnished to the District are not to exceed five years. Contracts for materials and supplies are not to exceed three years.

Emergency Repair Contracts without Bid When emergency repairs or alterations are necessary to continue existing classes or to avoid danger

of life or property, the Director of Purchasing and Contracts may make a contract in behalf of the District for labor, materials and supplies without advertising for or inviting bids, subject to ratification by the Board.

Unlawful to Split Bids

Per PCC 22033, it shall be unlawful to split or separate into smaller work orders or projects any project for the purpose of evading the bidding process.

Delegation of Purchasing Authority – College and District managers are granted authority to procure goods

and services in accordance with Business Procedure 11.15. Purchases exempt from this administrative procedure are:

a. purchase through the State of California, Department of General Services pursuant to Education Code 81653;

b. purchases from the federal government or any agency thereof of any surplus property as

defined in the Surplus Property Act of 1944; and

c. purchases from any public agency or corporation within Contra Costa County. Formal or Informal bidding requirements may be waived by the Director of Purchasing and Contract Services

for the following reasons:

a. emergencies which arise due to circumstances external to, or beyond the control of, staff members. (Those situations which arise from failure to plan adequately will not be considered emergencies – see PCC 22035.); and

b. material desired is available from only one source and three bids can not be obtained. This

does not authorize purchase by brand name to the exclusion of all others. Summary of Procedures – Departments are encouraged to contact the Purchasing Department to discuss

the appropriate procedure for acquiring goods and/or services. The following general categories cover most types of purchases and contracts.

a. Miscellaneous Services Contracts: For contracting procedures for a wide variety of services,

such as independent contractors, personal and professional services, and instructional services, not relating to public construction/projects. See Business Procedure 9.40 through 9.45 for detailed information. These services are generally not required to be bid as they are unique, specialized or professional.


For miscellaneous services, departments shall obtain a proposal from the recommended firm, complete the District’s short form contract; and submit the documents to the contracts manager in the District office. Contracts over the bid limits established by the Public Contracts and Government Code statutes require Governing Board approval. Departments should seek the advice of the Director of Purchasing and Contract Services to determine if the service requires proposals.

b. Public Projects – Construction and Improvements (PCC Section 22002 C): (1) Construction,

re-construction, erection, alteration, renovation, improvement, demolition, and repair work involving any publicly owned, leased, or operated facility; and (2) Painting or re-painting any publicly owned, leased or operated facility. The District has adopted the California Uniform Public Construction Cost Accounting Act’s bidding requirements, see Business Procedure 11.02. Departments shall submit Purchase Requisitions for these projects (see Business Procedure 11.03).

c. Public Projects – Maintenance Work (PCC Section 22002 (d): (1) Routine, recurring, and usual work, or the preservation or protection of any publicly owned or operated facility; (2) Minor painting; (3) Resurfacing of streets (less that 1 inch); and (4) Landscape maintenance, mowing, watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler system.

As with construction projects, above, the District has adopted the California Uniform Public Cost Accounting Act’s bidding requirements.

Historical Annotation: Related Board Policies: Administrative Procedure 8601.01, 1/1/82 Board Policies 5013, 5014 12/1/84, Rev. 1/1/85, 11/19/90, 8/1/96, 8/15/00, 10/23/12, 1/16/14, 00/00/15 Related Procedures: Business Procedures 3.42, 11.14

Contra Costa Community College District Business Procedure 11.02 CONSTRUCTION BIDDING GUIDELINES The Uniform Public Construction Cost Accounting Act (Act) (Public Contract Code 22000, et seq.) was developed to promote uniformity of bidding procedures and cost accounting standards on construction projects performed or contracted by public entities. The Act simplifies the bidding process for public projects by having informal and formal monetary limits that guide the bidding process. The value of the bidding thresholds are amended from time to time by the California Uniform Construction Cost Accounting Commission (Commission). Under the Act, there are two alternatives for bidding projects, one alternative utilizing a contractors list and one when deciding not to use a contractors list. Alternative #1

For Use Where Community College District Chooses to Maintain Contractor Lists

A. Informal and Formal Bidding Procedures

Public projects, as defined by Public Contract Code section 22002 and in accordance with the monetary limits described in Public Contract Code section 22032 (as amended from time to time by the Commission), shall be let to contract by procedures described in Public Contract Code section 22030, et seq.

B. Procedures Not Established by the Act

When the Act does not establish a procedure for bidding public projects, the procedures described in Public contract Code section 20650, et seq. shall govern.

C. Contractors List

Lists of contractors shall be developed and maintained in accordance with the provisions of Public Contract Code section 22034 and criteria promulgated from time to time by the Commission.

D. Award to Low Bidder; No Bids

All contracts must be awarded to the lowest bidders. If two (2) or more bids are the same and lowest, the District may accept the one it chooses. When no bids are received, the District may perform public projects with District employees or through a negotiated contract without further complying with the Administrative Regulation.

E. Notice Inviting Informal Bids

When a public project which is anticipated to fall within the monetary limits on informal bids described in Public Contract Cote section 22032 (as amended from time to time by the Commission) is to be performed, the District shall prepare a notice of the opportunity to bid which describes the project in general terms, states the time and place for the submission of bids and describes how to obtain more detailed information about the project. The District shall mail the notice to all contractors for the category of work to be bid, as shown on the list developed in accordance with section C. It may also be mailed to all construction trade journals as specified by the Commission in accordance with Public Contract Code section 22036. Other contractors and/or construction trade journals may also be notified at the discretion


of the department soliciting bids. Mailing shall be completed at least ten (10) days before bids are due.

F. Award of Informally-Bid Contracts

The Chancellor or its designee is authorized to award informal contracts as defined in Public Contract Code section 22032, except those described in Section M.

G. Bids Exceed Informal Bidding Limit

If all informal bids received exceed the monetary limits on informal bids described in Public Contract Code section 22032 (as amended from time to time by the Commission) and the District determines that the cost estimate was reasonable, the District may award the contract at up to the limit described in Public Contract Code section 22034, subdivision (f), by resolution approved by a four-fifths (4/5) vote of the Governing Board.

H. Bid Documents for Formal Bids

The Governing Board shall adopt plans, specifications and working details for all public projects which are anticipated to fall outside the monetary limits on informal bids describes in Public Contract Code section 22032 (as amended from time to time by the Commission).

I. Notice Inviting Formal Bids

When a public project which is anticipated to fall outside the monetary limits on informal bids described in public Contract Code section 22032 (as amended from time to time by the Commission) is to be performed, the District shall publish a notice inviting formal bids in a newspaper of general circulation as described in Public Contract Code section 22037. The notice shall also be mailed to all construction trade journals as specified by the Commission in accordance with Public Contract Code section 22036. Other contractors and/or construction trade journals may also be notified, at the discretion of the department soliciting bids. Mailing shall be completed at least thirty (30) days before bids are due.

J. When Contractors List Has Not Been Prepared: Proprietary Product or Service

Notwithstanding sections E and I:

(1) If the District has not prepared a list of contractors for the particular category of work to be performed, the notice inviting bids shall be sent to each of the construction trade journals specified by the Commission.

(2) If the product or service is proprietary in nature, such that it can be legally obtained only from a

certain contractor(s) pursuant to Public Contract Code section 3400, the notice inviting informal bids may be sent exclusively to such contractor(s).

K. Contracts for Maintenance and Other Work

Contracts for maintenance, as defined by Public Contract Code section 22002, and for any other work which does not fall within that section’s definition of public projects, may be bid pursuant to the Informal Bidding Procedures described in section E and the Formal Bidding Procedures described in section I.


L. Rejection of Bids; Use of Community College District Employees

If the District intends to reject all bids, it must mail the apparent low bidder a written notice of the District’s intent to reject the bid at least two (2) business days prior to the hearing at which the bids will be considered. After rejecting all bids, the District may: (a) abandon the project; (b) readvertise the project; or (c) perform the work with District employees, after passing a resolution by a four-fifths (4/5) majority of

the Governing Board declaring that the project can be performed more economically by District employees.

M. Emergency Procedures

When an emergency necessitates repair or replacement, contracts shall be awarded pursuant to the procedures described in Public Contract Cost sections 22035 and 22050.

N. Uniform Cost Accounting Procedures

Whenever the District uses its own employees to perform a public works or maintenance project valued at more than the monetary limit on informal bidding projects described in Public Contract Code section 22032 (as amended from time to time by the Commission) it must implement the Uniform Construction Cost Accounting Policies and Procedures described in Public Contract Code section 22042, et seq. and the Commission’s policies and procedures manual.

Alternative #2

For Use Where Community College District Chooses Not to Maintain Contractor Lists

A. Informal and Formal Bidding Procedures

Public projects, as defined by Public Contract Code section 22002 and in accordance with the monetary limits described in Public Contract Code section 22032 (as amended from time to time by the Commission) shall be let to contract by procedures described in Public Contract Code section 22030, et seq.

B. Procedures Not Established by the Act

When the Act does not establish a procedure for bidding public projects, the procedures described in Public contract Code section 20650, et seq. shall govern.

C. Award to Low Bidder; No Bids

All contracts must be awarded to the lowest bidders. If two (2) or more bids are the same and lowest, the District may accept the one it chooses. When no bids are received, the District may perform pubic projects with District employees or through a negotiated contract without further complying with this administrative regulation.


D. Notice Inviting Informal Bids

When a public project which is anticipated to fall within the monetary limits on informal bids described in Public Contract Cote section 22032 (as amended from time to time by the Commission) is to be performed, the District shall prepare a notice of the opportunity to bid which describes the project in general terms, states the time and place for the submission of bids and describes how to obtain more detailed information about the project. The District shall mail the notice to all construction trade journals as specified by the Commission in accordance with Public Contract Code section 22036. Other contractors and/or construction trade journals may also be notified at the discretion of the department soliciting bids. Mailing shall be completed at least ten (10) days before bids are due.

E. Award of Informally Bid Contracts

The Chancellor or its designee is authorized to award informal contracts as defined in Public Contract Code section 22032, except those described in section L.

F. Bids Exceed Informal Bidding Limit

If all informal bids received exceed the monetary limits on informal bids described in Public Contract Code section 22032 (as amended from time to time by the Commission) and the District determines that the cost estimate was reasonable, the District may award the contract at up to the limit described in Public Contract Code section 22034, subdivision (f), by resolution approved by a four-fifths (4/5) vote of the Governing Board.

G. Bid Documents for Formal Bids

The Governing Board shall adopt plans, specifications and working details for all public projects which are anticipated to fall outside the monetary limits on informal bids describes in Public Contract Code section 22032 (as amended from time to time by the Commission).

H. Notice Inviting Formal Bids

When a public project which is anticipated to fall outside the monetary limits on informal bids described in public Contract Code section 22032 (as amended from time to time by the Commission) is to be performed, the District shall publish a notice inviting formal bids in a newspaper of general circulation as described in Public Contract Code section 22037. The notice shall also be mailed to all construction trade journals as specified by the Commission in accordance with Public Contract Code section 22036. Other contractors and/or construction trade journals may also be notified, at the discretion of the department soliciting bids. Mailing shall be completed at least thirty (30) days before bids are due.

I. Proprietary Product or Service

Notwithstanding sections C and F, if the product or service is proprietary in nature, such that it can be legally obtained only from a certain contractor(s) pursuant to Public Contract Code section 3400, the notice inviting informal bids may be sent exclusively to such contractor(s).

J. Contracts for Maintenance and Other Work

Contracts for maintenance, defined by Public Contract Code section 22002, and for any other work which does not fall within that section’s definition of public projects, may be bid pursuant to the Informal Bidding Procedures described in section D and the Formal Bidding Procedures described in section H.


K. Rejection of Bids; Re-Solicitation: Use of Community College District Employees

If the District intends to reject all bids, it must mail the apparent low bidder a written notice of the District’s intent to reject the bid at least two (2) business days prior to the hearing at which the bids will be considered. After rejecting all bids, the District may: (a) abandon the project; (b) readvertise the project; or (c) perform the work with District employees, after passing a resolution by a four-fifths (4/5) majority of

the Governing Board declaring that the project can be performed more economically by District employees.

L. Emergency Procedures

When an emergency necessitates repair or replacement, contracts shall be awarded pursuant to the procedures described in Public Contract Cost sections 22035 and 22050.

M. Uniform Cost Accounting Procedures

Whenever the District uses its own employees to perform a public works or maintenance project valued at more than the monetary limit on informal bidding projects described in Public Contract Code section 22032 (as amended from time to time by the Commission) it must implement the Uniform Construction Cost Accounting Policies and Procedures described in Public Contract Code section 22042, et seq. and the Commission’s policies and procedures manual.

Accounting Policies and Procedures are described in Public Contract Code section 22042, et seq. and the Commission’s policies and procedures manual.

Historical Annotation: 02/19/08, 10/23/12

Contra Costa Community College District Business Procedure 11.03 TYPES OF PURCHASES The following “types of purchases” represent the typical purchases that can be procured during the fiscal year. See Business Procedure 11.01 for the overview of formal, informal and purchasing bidding requirements. Supplies and Services Supply items, small equipment, services for repair and/or maintenance are the most common type of purchases the District makes. Such purchases range from individualized items purchased on an as-needed basis to large consolidated one-time purchases.

(The following text, highlighted in gray, has been moved to Bus. 11.10)

Blanket Purchase Order Blanket Purchase Orders are established for annual periods for commonly used items or repetitive orders. One way to avoid emergency purchase situations and expedite rapid delivery of goods is to request a Blanket Purchase Order. A Blanket Purchase Order authorizes purchases of specific goods or services from specific vendors, up to a specific dollar amount, and over a defined time frame (typically one fiscal year). Blanket Purchase Orders permit immediate purchase and delivery of goods and services when needs cannot easily be anticipated. Capital equipment (fixed assets) cannot be purchased under a Blanket Purchase Order. See Business Procedure 11.10 for additional information on Blanket Purchase Orders. Computer Equipment Computer equipment purchasing is handled in the same manner as any equipment purchase. Standards for computer equipment have been established to maintain levels of quality, functionality, and serviceability throughout the District. The District may contract with any vendor who has submitted one of the three lowest responsible competitive proposals or competitive bids for the purchase or maintenance of electronic data-processing systems and equipment, electronic telecommunication equipment, supporting software, and related material, goods and services. Supplemental instructional software packages may be purchased without taking estimates or advertising for bids. Whenever the District enters into a contract for the purchase, development, procurement, maintenance or use of any electronic or information technology, the vendor shall certify that it complies with the requirements of Section 508 of the Rehabilitation Act of 1973 and its related regulations. This requirement shall apply to software applications, operating systems, web-based intranet and internet information and applications, telecommunications products, video or multimedia products, self contained closed products, such as copiers and desktop and portable computers. Each contract with such a vendor shall contain the following provision:

“The vendor hereby warrants that the products or services to be provided under this agreement comply with the accessibility requirements of Section 508 of the Rehabilitation Act of 1973, as amended, and its implementing regulations. Vendor agrees to respond promptly to and resolve any complaints regarding accessibility of its products or services that are


brought to its attention. Vendor further agrees to indemnify and hold harmless the Contra Costa Community College District from and against any claim arising out of its failure to comply with these requirements. Failure to comply with these requirements shall constitute a breach and be grounds for termination of this agreement.”

Emergency Purchases Emergency purchases, like regular Purchase Requisitions, can only be approved by authorized personnel. If the need for an emergency purchase arises, the authorized representative must contact District Office Purchasing Department to make the necessary arrangements. Emergencies can only be construed as those which arise due to circumstances external to, or beyond the control of, the staff members. Those situations which arise from failure to plan adequately will not be considered emergencies. The repair of a defective or unsafe condition costing in excess of the stated maximum on the requisition is authorized for correction in the case of extreme urgency. In such cases, the Chief Administrative Services Officer or Chief Facilities Planner, as appropriate, shall call the Purchasing Department concerning the emergency repairs, and immediate purchase orders will be issued. If the emergency occurs after normal business hours, the Chief Administrative Services Officer or Chief Facilities Planner, as appropriate, shall have the work completed and submit a Purchase Requisition to the Purchasing Department the following day with an explanation of the situation requiring immediate correction. Formal bid procedures are applicable to emergency work to be done if the cost is over $15,000, unless prior approval of the County Superintendent of Schools is obtained, Public Contract Code (PCC) 20654. Per PCC 22050, on November 29, 2010, the Governing Board approved Board Report No. 29-E, Resolution to Delegate Authority to Take Emergency Action. The approved resolution allows for the Chancellor, or designee, in the case of an emergency, to take immediate action required to procure the necessary equipment, services and supplies as needed without giving notice for bids. “Emergency,” as defined in Public Contract Code, means a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services. Equipment Purchases - Fixed Assets All equipment items with a value of $5,000.00 or greater are capitalized. Equipment is defined as tangible property which can be used for a year or more without material change in form or appreciable deterioration of physical condition. The District maintains historical inventory which contain description, brand, model, serial number, original cost, date of purchase, location and asset number on all capital equipment. A fixed asset tag is generated and affixed to each piece of equipment. The label contains a barcode which is used for tracking the item. Occasionally an item will cost more than $5,000.00, but it is not feasible to label the item. In this instance, a label is not generated, but an inventory record is created. One example of this situation would be an internal computer drive. Lease Purchase Lease purchase of goods or services are handled by the Purchasing Department. The bidding requirements are the same for lease purchase or equipment/services as they are for regular purchases. Once the selection of equipment/service has been completed the Purchasing Department will be responsible for establishing the financing vendor and acquiring Board approval. Sale and leaseback of data-processing equipment or another major item of equipment is permissible if the purchaser agrees to lease the item back to the District for use by the District following the sale. The

Business Procedure 11.03 -3- Governing Board shall first adopt a resolution finding that the sale or leaseback is the most economical means for providing electronic data-processing equipment or other major items of equipment to the District. Sole Source It may be necessary to procure equipment, supplies or services from a sole vendor source. This means that there is only one source of supply for your purchase requirement. This should be the exception rather than the normal rule. Examples of sole source procurement are:

• items which must be compatible with existing equipment or systems and are available only from the original manufacturer;

• an item that has specific features essential for the completion of the task or projects at hand that is available from only one source of supply; or

• items deemed college or District standards for integrated mechanical and structural systems, which provide cost efficiencies relative to continuity of maintenance or staff training.

Justification will include features requested which are essential for the intended use that other manufacturers of like products do not have. Exterior size will only be used, space available is critical. Preference for one vendor, product or service following any market studies, quotation, acquisition or demonstration/testing by a department does not constitute a sole source. These preferences must be determined through a competitive RFQ/RFP process issued by the Purchasing Department. Submission of sole source justification, brand name and other essential data, even though accepted by Purchasing, does not negate the requirement to obtain pricing confirmation from the specified vendor which may be in the form of a written bid. Information as to why the item is needed pertains to budget justification and is not acceptable for a sole source determination. Remember that if the requirement is available from more than one source, it is not considered a sole source.


Acquiring Federal and State Surplus Supplies and equipment declared surplus by the federal government are distributed to eligible agencies in the State of California by the State Educational Agency for Surplus Property, which maintains warehouses in Sacramento and Los Angeles. The property is made available on the basis of a service and handling charge. Acquisition of federal and state surplus does not require estimates or advertisement for bids (Education Code 81653). Any staff desiring to visit the surplus warehouse must request authorization from the college Business Office. Following such authorization, the staff member should contact the Purchasing Department for additional instructions. All surplus selections made by a staff member shall be confirmed on a purchase requisition approved by the President and forwarded to the Purchasing Department. The Purchasing Department will make arrangements for delivery. Staff members will not be authorized to pick up material at the time of visit to the warehouse.

Historical Annotation: 8/15/00, 12/5/00, 2/17/04, 3/26/13, 7/14/15. 00/00/15


SUBMITTING PURCHASE REQUISITIONS It is the policy of the Governing Board that, within the limits of each annual budget, the procurement of supplies and equipment be as efficient and economical as possible within the framework of law, policy, and sound business practice. The performance of these tasks is the function of the Purchasing Department. The accuracy and completeness with which a requisition is prepared has a direct bearing on the dispatch with which orders are placed and material delivered. Any questions concerning a requisition or a purchase order should be directed to the college location Business Office. If a vendor attempts to deliver the supplies or equipment directly to a staff member, the vendor should be directed to the Receiving Department where the proper forms can be completed. Requisitions All requisitions should be submitted using the Enterprise Resource Planning (ERP) system and proofread carefully to insure accuracy. The ERP system provides each ordering department the ability to create and process a purchase requisition using a personal computer. A complete manual of instructions for use of the ERP system and a pre-requisition checklist can be obtained on the CCCCD Intranet under Purchasing (forms) by anyone authorized to use the system District Office Purchasing Department Insite Portal team site. In-service training on the system will be provided also to authorized users. When to Use a Purchase Requisition Use a Purchase Requisition to order supplies and materials that exceed the dollar limit of the delegated purchasing authority given to departments. (Business Procedure 11.15) Specifically, use a Purchase Requisition for the following types of items: • supplies, equipment, and services to be purchased through the Purchasing Department from outside

vendors; • equipment repair and maintenance contracts; • equipment leases; and • all capital equipment (fixed asset) requests. Tips for Ordering Following are suggestions prior to submitting a Purchase Requisition. • Plan requirements and order in advance of actual need. • Recommend source for supply, if known. • Whenever possible, consolidate orders of supplies and materials. This helps the Purchasing

Department meet minimum order requirements of vendors when applicable. • Refer to previous Purchase Orders for proper description of items. Previous requisitions may not

contain the correct ordering information. • Allow ample lead time for goods to be ordered and received from the vendor. • Never make any purchase or commitment to a vendor without proper authorization. The first step is

to submit a Purchase Requisition.


After You Submit a Purchase Requisition • Follow-up on a routine basis to make sure that the purchase requisition has been approved by the

location Business Officer or authorized personnel. The Purchasing Department cannot begin processing a purchase requisition until it has been approved and is in an “outstanding” status.

• Call the Purchasing Department if you need to make changes to a requisition prior to having “outstanding” status.

Liability for Unauthorized or Non-funded Purchases Any purchase, which varies from defined procedures or for which there are no budgeted funds, will not be accepted as a District responsibility. Should an employee make an unauthorized purchase or one for which there are no funds available in the college budget, it will be viewed as a personal transaction and reimbursement from District funds will not be made.

Historical Annotation: Related Board Policies: Administrative Procedure 8601.04, 2/8/77 Board Policy 5013 12/1/84, 11/19/90, 8/15/00, 10/23/12, 00/00/15

Contra Costa Community College District Business Procedure 11.06 PURCHASE ORDERS PREPARATION AND DISTRIBUTION Preparation of a Purchase Requisition is the first step in the process of purchasing supplies, equipment and services. In most cases, the delivery of supplies and equipment will be made directly to the Receiving Department at each location. However, there are cases when the nature of the request requires that special instructions be included on the purchase order for the convenience of both the vendor and the college. In order to provide for these situations, the following procedures shall be followed: • Special delivery instructions are to be indicated either within the description area of the line item or in

the comments field of the requisition. The copies of purchase orders will be distributed as outlined below as soon as possible after issue:

Original (white) – to vendor

Accounting (yellow) – to Accounting

Purchasing (pink) – to file

Tracking Purchase Orders Since ordering departments do not receive hard copy Purchase Orders in the Enterprise Resource Planning system, it is incumbent upon the requisitioner to track and review Purchase Orders. When you review a completed Purchase Orders: • Check the quantities and descriptions on the Purchase Order to make sure they match the items on

the requisition. Call the Purchasing Department if there are errors or discrepancies.

• Check the order due date. If items are needed before the scheduled delivery date, call the Purchasing Department to see if an earlier delivery date can be arranged.

• If changes need to be made to the original Purchase Requisition or the corresponding Purchase Order, complete a Purchase Order Change Request form.

Purchase Order Change Upon receipt of a Purchase Order Change Request, the Purchasing Department will issue a Purchase Order Change to advise vendors of changes in the contract terms and conditions and internally to make encumbrance changes. Changes in Purchase Order amounts greater than $100.00 or 10%, or whichever is greater of the individual line item, changes in terms, changes in encumbrance amount or general ledger number require a change order.

Historical Annotation: Administrative Procedure 8601.05, 5/23/72; Rev. 7/1/84 12/1/84, 11/19/90, 8/15/00, 1/8/13, 00/00/15


DELETE THIS PROCEDURE

PURCHASE ORDER PROCESSING The following procedures are used in the preparation of a purchase order. Person Responsible Action District Purchasing 1. Assign vendor code. District Purchasing 2. Convert requisition to Purchase Order.

Forward yellow copy to District Accounts Payable.

District Purchasing 3. Sign and distribute remaining copies of Purchase

Order. White original is mailed to vendor, pink copy is filed in purchasing alphabetic file, yellow copy is sent to accounting.

Vendor 4. Ship or deliver material or perform service. Location Receiving Clerk 5. Verify receipt of material or service against

Purchase Order. Enter data in the receiving module. Asset tag the fixed asset if necessary.

District Accounts Payable 6. Match yellow copy of order with Enterprise

Resource Planning (ERP) receiving data. Check invoice for accuracy versus the Purchase Order; if correct, process the voucher or invoice for payment.

Historical Annotation: 12/1/84, 11/19/90, 1/8/13

Contra Costa Community College District Business Procedure 11.10 BLANKET PURCHASE ORDERS


Blanket Purchase Orders (BPOs) are established for annual periods for commonly used items or repetitive orders. One way to avoid emergency purchase situations and expedite rapid delivery of goods is to request a Blanket Purchase Order BPOs. A Blanket Purchase Order BPO authorizes purchases of specific goods or services from specific vendors, up to a specific dollar amount, and over a defined time frame (typically one fiscal year). Blanket Purchase Orders BPOs permit immediate purchase and delivery of goods and services when needs cannot easily be anticipated. Capital equipment (fixed assets) cannot be purchased under a Blanket Purchase Order BPO. See Business Procedure 11.10 for additional information on Blanket Purchase Orders. A “Blanket Purchase Order” (BPO) is a purchase order issued to a vendor allowing for multiple purchases to be made during the fiscal year. The Purchasing Department will issue BPOs for commodity-used supplies and/or repetitive services if requested. A BPO is an order that remains open throughout a specified period of time in order to facilitate the requisition and purchasing process. Examples of when a BPO may be used include:

• lease/rental of equipment where monthly payments are deducted from the same purchase order for the entire fiscal year or any period stated within a given fiscal year;

• use for any items or services that will be used continuously throughout the year, using the same vendor; and

• use for recurring expenses such as utilities, telephones, paper products, etc.

Under no circumstances are major equipment items costing more than $5,000 or capital items to be acquired with blanket orders. Blanket orders BPOs shall be encumbered against a specific budget account number through the ERP (Enterprise Resource Planning) system. If a blanket purchase order BPO is canceled, the outstanding balance on the order will be canceled, thus making the funds available to the department for other purchases. Approval for purchases must be obtained from the appropriate manager. Lacking this approval, the purchase will be viewed as unauthorized.

Should an employee make an unauthorized purchase, it will be viewed as a personal transaction. The District will not assume responsibility, and reimbursement from District funds will not be made.

Blanket purchase orders do not carry over and must be renewed every fiscal year.

Historical Annotation: Related Board Policies: Administrative Procedure 8601.08, 9/9/80 Board Policy 5019 12/1/84, Rev. 1/1/85, 11/19/90, 8/15/00, 10/23/12, 00/00/15


DELETE THIS PROCEDURE (Text highlighted in gray has been

merged with Bus. 11.03) ACQUIRING FEDERAL AND STATE SURPLUS Supplies and equipment declared surplus by the federal government are distributed to eligible agencies in the State of California by the State Educational Agency for Surplus Property, which maintains warehouses in Sacramento and Los Angeles. The property is made available on the basis of a service and handling charge. Acquisition of federal and state surplus does not require estimates or advertisement for bids (Education Code 81653). Any staff desiring to visit the surplus warehouse must request authorization from the college Business Office. Following such authorization, the staff member should contact the Purchasing Department for additional instructions. All surplus selections made by a staff member shall be confirmed on a purchase requisition approved by the President and forwarded to the Purchasing Department. The Purchasing Department will make arrangements for delivery. Staff members will not be authorized to pick up material at the time of visit to the warehouse.

Historical Annotation: Administrative Procedure 8601.13, 5/23/72 12/1/84, 11/19/90, 3/26/13

Contra Costa Community College District Business Procedure 11.14 CHANGE ORDER REQUEST The following procedure shall be followed when requesting a change to a Purchase Order or a Blanket Purchase Order: 1. Submit a completed Change Order Request, form 4cd-270, to the District Purchasing Department to

increase, decrease or cancel an outstanding purchase order or blanket purchase order (see Exhibit A).

2. Increases in orders will not be processed if the increase is more than permitted under the procedure

followed to award the original order (see Business Procedure 11.01 and 22.21). 3. If adding a new General Ledger account number make sure it is active and provide detail in the

“reason for change order” area. 4. All requests for change orders must be signed by the location Business Officer.

Historical Annotation: Related Board Policies: 12/10/82, 11/19/90, 10/23/12, 00/00/15 Board Policy 6002 Related Procedures: Business Procedures 11.01, 22.21

Business Procedure 11.14 Exhibit A

Contra Costa Community College District CHANGE ORDER REQUEST

To: Director of Purchasing and Contracts

From:

Date:

Purchase Order PO/BPO No.

Vendor Name

GL Account No.

Change requested:

Increase order by (amount) $

Decrease order by (amount) $

Cancel remaining balance (amount) $

Cancel entire order

Other

Detailed Rreason for Change order request:

Description of Changes Line Item No. Quantity Unit Price Extension

Total Amount FROM

TO

Approved:_____________________________________ (Location Business Officer)

Date Approved:________________________________

4cd.270 (7270) DISTRIBUTION: Original to Purchasing Office Copy to College Location Business Office

Copy to Originator

Contra Costa Community College District Business Procedure 11.15 VOUCHERS College and District managers are authorized to proceed to call on outside services or to purchase or rent necessary materials for the following purposes, not to exceed the stated maximum total for materials and/or services for any one job, purchase or transaction: Voucher Limits

Maximum Amount

Transaction Type

Area

$5,000

Repair/Maintenance

Buildings and grounds Districtwide Facilities

$2,500

Repair

Vehicles, computers, office, or other equipment

$1,000

Purchase/Rentals/Prepayments

Book purchases Drama rentals and royalties Equipment rentals Film rentals Memberships Newspaper advertisements Security services Subscriptions Supplies or other miscellaneous expenses (includes minor equipment costing $1000.00 or less) Transportation

Payment of Invoices The original invoice shall be verified for accuracy and signed and dated by the department manager. Invoices should be forwarded to the location Business Office for entry into the ERP (Enterprise Resource Planning) system. Once the invoice is entered, the voucher number should be written in the upper right hand corner of the invoice and the vendor number should be written on the lower right hand corner and preceded with a “V.” Vouchers should be batched and a VREG produced. Directors of Location Business Services Officers will review and approve the VREG along with the invoices. The VREG and all invoices are to be forwarded to District Accounting for audit and payment.


Prepayments Prepayments, within the limits prescribed above, may be made when required by the vendor and can be processed in the same fashion as invoices. Submit appropriate supporting documentation such as a book order form or subscription order form instead of an invoice. Indicate on the form that the form must accompany the check. Procurement/Credit Card Purchases Purchases may be made via authorized procurement or credit cards within the prescribed limits above and individual cardholder limits. All purchases are to be in accordance with the District Purchasing Card Cardholder Agreement. Orders may not be split to avoid the $1000.00 limit for vouchers. Splitting of orders shall be considered an unauthorized purchase in accordance with Business Procedure 11.00. Fixed Assets may not be purchased with procurement cards. Failure to follow the above procedures is cause for disciplinary action which may include termination.

(The text, highlighted in gray, has been moved to Bus. 11.00) Purchasing Exception Notice Violation of the District’s business procedure for purchasing will be submitted to the Governing Board monthly. If the violation involves an unauthorized purchase, arrangements may need to be made with the District Purchasing Department for the employee to reimburse the District.

Historical Annotation: 3/29/99, 8/15/00, 12/5/00, 10/23/12, 000/00/15

Contra Costa Community College District Business Procedure 11.20 RECEIVING SHIPMENTS The following procedures will be implemented by the Purchasing Department for the receiving of shipments. 1. Receiving Slip. The Receiving Clerk is responsible for entering receiving information in the ERP

(Enterprise Resource Planning) (ERP) Ssystem for all material received on a purchase order. 2. Responsibility for Reporting Loss or Damage. It is the responsibility of the Receiving Clerk to

immediately notify the Purchasing Department of any loss or damage incurred in the shipment of material to or from the colleges.

The Receiving Clerk will forward a copy of the carrier's freight bill or delivery document bearing notation of shortage or damage to the Purchasing Department.

3. Responsibility for Filing Claims. The Purchasing Department is responsible for preparing, filing

and negotiating all claims for loss or damage incurred in the shipment of material to or from the colleges which have been ordered on a purchase order. If material is purchased Free on Board (F.O.B.) shipping point (or shipped F.O.B. destination for materials being returned), the claim shall be filed with the carrier. Claims for material purchased F.O.B. destination shall be filed with the vendor. Parcel Post claims shall be submitted directly to the destination post office.

Claims will be substantiated with the following documents as appropriate:

a. all documents and correspondence received from the Receiving Department;

b. copy of freight bills and invoices;

c. copy of carrier's inspection report; and

d. documentation of additional costs claimed.

4. Additional Costs Claimed. The following costs incurred as a result of loss or damage in the

shipment of material will be included in the claim: a. costs of replacement of short or damaged material where replacements are obtained; and

b. costs of labor and material in repacking, repairing and reconditioning damaged material.

(The text highlighted in gray has been moved from Bus. 11.22)

5. Damaged Shipments. The Receiving Clerk contacts the carrier to request an inspection of the

damages. The inspector and the location Receiving Clerk will sign the inspection report which will be forwarded to Purchasing. Carriers recognize their liability for two types of damage--apparent and concealed. Prompt examination of the shipment by the Receiving Clerk is essential to verify the apparent good order of each shipment.


a. Apparent Damage. Where there is evidence of damage, the package or packages should be opened immediately, permitting a joint examination of the contents by the carrier's representative and the Receiving Clerk. The extent of the damage is to be noted on both the carrier's and the consignee's copy of the delivery documents and signed by the Receiving Clerk. The carrier's representative shall be required to note and initial the same documents. The Receiving Clerk shall enter the damage information in the ERP System.

In the case of partial damage to a shipment which does not render the material worthless,

shipment should be accepted and a claim will be filed for the damage. If the material is damaged to such an extent as to make it worthless, delivery should be refused and a claim will be filed for the full value of the shipment.

b. Concealed Damage. Damage discovered after the delivery of the shipment shall be reported

to the Purchasing Department immediately. Damage information is to be entered in the ERP System. Unpacking shall not be completed. The container and packing material with merchandise shall be held for inspection by the carrier and issuance of an inspection report.

6. Shortages in Shipments. The Receiving Clerk will notify the vendor of the shortages and to request

credit, or for an immediate shipment of the material. A shortage differs from a back order or partial shipment in that the vendor's packing slip indicates a quantity shipped in excess of that actually received. If the vendor responds that the shortage will not be shipped, the Receiving Clerk will notify the requisitioner to issue a change order to reduce the quantity to that received. There are several types of shortages which could occur in the shipment of material to the District. These include shortages in the number of pieces or packages received, loss of contents, and shortages in the contents of the packages.

a. Shortages in Pieces Received. The number of pieces or packages received in a shipment is

to be checked by the Receiving Clerk against the number indicated on the delivery document. In the event of any variance, a notation to that effect is to be placed on both the consignee's and carrier's copies of the delivery document and signed by the Receiving Clerk. The carrier's representative (truck driver) shall be required to note and initial the same documents.

Subsequently, the packages are to be opened and checked against the packing slip or bill of lading to determine the missing material. The Receiving Clerk shall enter the shortage in the ERP System.

b. Loss of Contents. When a package indicates possible pilferage or loss of contents, notation to the effect is to be made on the delivery documents in a similar manner to "Shortages in Pieces Received."

c. Shortages in the Contents of Packages. Packages are to be opened as soon as possible

after their delivery and the contents checked against the packing slip or bill of lading. Any variance is to be entered in the ERP System.

Business Procedure 11.20 -3- 7. Return of Material. Return of material to the vendor requires prior arrangement with the Purchasing

Department. If stock is defective, not as ordered or ordered in error, the requisitioner will request from the Receiving Clerk to return the material to the vendor. The Receiving Clerk will request from the District Purchasing Office Department a Return Material Authorization (RMA). See Business Procedure 11.21.

The Purchasing Department shall notify the Receiving Department to return the material to the vendor.

8. Overshipments. When the vendor overships the quantity listed on the purchase order, the Receiving

Clerk shall notify the District Purchasing Department. The requisitioner will be contacted through the College Business Office to determine if the overshipment is to be returned or retained with a change order issued to increase the quantity to that received. If the overshipment is to be returned, the Purchasing Department will request a RMA for the return of materials from the vendor and notify the Receiving Clerk to ship the materials back to the vendor.

Historical Annotation: Related Procedures: Administrative Procedure 8601.15, 2/8/77 Business Procedure 11.21, 11.22 12/1/84, 11/19/90, 8/15/00, 10/23/12, 00/00/15


DELETE THIS PROCEDURE (Covered in Bus. 11.20)

RETURN OF MATERIAL TO VENDOR

The following procedures will be implemented by the Purchasing Department for the return of material to vendors. 1. Requisitioner will notify the Receiving Clerk in writing to return items which are defective, were over-

shipped or were shipped in error. The Receiving Clerk forwards the request to return materials to the District Purchasing Office.

2. Purchasing will request a RMA (Return Material Authorization) from the vendor, and will forward the

RMA number to the Receiving Clerk for material shipment back to the vendor.

If material is returned for credit, the requisitioner will issue a change order to reduce the amount of the order to reflect the credit due.

If material is returned for exchange for material of different value, the requisitioner will issue a change order to increase or decrease the order as applicable.

3. Receiving Clerk will prepare and correctly address package for return delivery to vendor. The RMA

will accompany the return shipment of materials.

If exchange material is due, Receiving Clerk updates the ERP (Enterprise Resource Planning) System when completed.

Historical Annotation: Related Board Policies: 5/2/80, 11/19/90, 8/15/00, 10/23/12 Board Policy 5019 Related Procedures: Business Procedures 10.11, 11.20


DELETE THIS PROCEDURE

REPORT OF SHORTAGE, OVERAGE OR DAMAGE OF GOODS The following procedures will be implemented by the Purchasing Department for the report of shortage, overage or damage of goods. 1. Receiving Clerk will enter information into the ERP (Enterprise Resource Planning) System to report

apparent or concealed damage, overshipments or shortages in shipments. (If shipment is short, the Receiving Clerk contacts the requisitioner to verify material has not been received directly or picked up from the receiving dock.)

2. Receiving will initiate action as follows based on the nature of the problem.

a. Overages. The Receiving Clerk contacts the requisitioner by telephone or e-mail to determine if the overshipment is acceptable. If so, the requisitioner will issue a change order to increase the quantity. If not, the requisitioner requests the Receiving Clerk to obtain an RMA (Return Material Authorization) from the Purchasing Department.

(The text highlighted in gray has been moved to Bus. 11.20)

b. Shortages. The Receiving Clerk will notify the vendor of the shortages and to request credit, or for an immediate shipment of the material. A shortage differs from a back order or partial shipment in that the vendor's packing slip indicates a quantity shipped in excess of that actually received.

If the vendor responds that the shortage will not be shipped, the Receiving Clerk will notify the requisitioner to issue a change order to reduce the quantity to that received.

c. Damages. The Receiving Clerk contacts the carrier to request an inspection of the

damages. The inspector and the location Receiving Clerk will sign the inspection report which will be forwarded to Purchasing.

(1) If the damage is repairable, arrangements will be made by Purchasing.

(2) If the damage is not repairable, Purchasing will request instructions for disposition of

the material. Pending receipt of these instructions, the material may be returned to the Receiving Clerk.

Historical Annotation: Related Procedures: 1/31/77, 11/19/90, 8/15/00, 10/23/12 Business Procedure 11.20


DELETE THIS PROCEDURE (Covered in AP 1900.01)

RECORDS RETENTION AND DESTRUCTION

“Records” means all records, maps, books, papers, data processing output, and documents of the District required by Title 5 to be retained, including but not limited to records created originally by computer and “electronically stored information” (“ESI”), as that term is defined by the Federal Rules of Civil Procedure. The location business officer shall supervise the classification and destruction of records and ESI. The District must preserve ESI and ESI that is relevant to actual or potential litigation pursuant to the Federal Rules of Civil Procedure. The District shall comply with the Federal Rules of Civil Procedure and produce relevant ESI in the form in which it is ordinarily maintained or readily usable. An annual report shall be made to the Governing Board regarding the classification and destruction of records and ESI. Records shall be classified as required by Title 5 and other applicable statutes, federal and state regulations. Records shall annually be reviewed to determine whether they should be classified as Class 1 – Permanent, Class 2 – Optional, or Class 3 – Disposable (as defined in Title 5). Class 3 – disposable records shall be maintained for the period required by applicable law or regulation, but in any event shall be retained for at least three college years after the year in which they were originally created. Destruction is by any method that assures the record is permanently destroyed, e.g., shredding, burning, and pulping.

Title 5 Sections 59020 et seq. Federal Rules of Civil Procedure, Rules 16, 26, 33, 34, 37, and 45

Historical Annotation: 12/1/84, 11/19/90, 8/15/00, 4/23/13

Curriculum and Instruction Procedures

Procedure

Title

C/I4001 Standards of Scholarship C/I4004 Awards Issued by the Contra Costa Community College District C/I4008 Review, Establishment, Modification and Discontinuance of Courses

and Programs C/I4014 Course Prerequisites, Corequisites, and Advisories on

Recommended Preparation C/I4015 District Process to Place Courses into Disciplines

Contra Costa Community College District Curriculum and Instruction Procedure 4001 STANDARDS OF SCHOLARSHIP CREDIT HOUR All colleges within the Contra Costa Community College District will ensure that any course for which students receive academic credit will require a minimum of 48 hours of lecture, study, or lab work per unit. The following examples apply to all credit courses: 1. One unit lecture course = 16 hours (minimum) in-class lecture plus 32 hours (minimum) out-of-class

study.

2. One unit laboratory course = 48 hours (minimum) in-class laboratory

3. 96 hours (minimum) of lecture, study or lab work = two units of credit

When a combination of lecture, study and laboratory work reaches a minimum of 96 hours, part (b) of Title 5, sSection 55002.5 requires that the course be offered for two units of credit. Each college shall implement a college policy/procedure to implement this procedure. PASS/NO PASS OPTION Each college within the Contra Costa Community College District may enact regulations and procedures governing the offering of courses on a pass/no pass basis. These regulations and procedures will conform to the provisions of Title 5, Sections 55022 and 55023 of the California Code of Regulations, Title 5. CREDIT BY EXAMINATION 1. Credit may be earned by examination provided:

a. The student is registered at the College and in good standing. b. The student can demonstrate that s/he is especially qualified, through previous training,

experience or instruction, to successfully complete such examination. c. The course for which credit is desired is listed in the catalog of the College. d. The course has been so designated by members of the division faculty. e. The examination has been approved or prepared, and graded by faculty in the course or

program involved, and approved by the Instruction/Curriculum Committee. 2. A maximum of 12 units toward an Associate degree or 6 units toward a certificate may be earned by

courses for which credit has been earned by examination. 3. Credits earned by examination cannot be used to satisfy the 12-unit residence requirement for the

Associate degree. 4. The student's academic record shall be clearly annotated to reflect that credit was earned by

examination. 5. A student may challenge a course for credit by examination only one time.

Curriculum and Instruction Procedure 4001 -2-

6. Credits earned by examination cannot be used to fulfill any requirements for federal financial aid. ACADEMIC RECORD SYMBOLS AND STANDARDS In the grading of students in conformity with provisions of Title 5, Sections 55750 and 55758 55023 of the California Code of Regulations, Title 5, each college within the Contra Costa Community College District shall use only the following valuative and non-valuative symbols. EVALUATIVE SYMBOLS/GRADING SCALE

Symbol Definition Grade Point

A Excellent 4

B Good 3

C Satisfactory 2

D Passing, less than satisfactory 1

F Failing 0

P Credit/Pass (at least satisfactory--C or better-- units awarded not counted in GPA)

NP No Pass (less than satisfactory, or failing

--units not counted in GPA)

NON EVALUATIVE SYMBOLS Sym- bol Definition I Incomplete--Conditions for Assigning an Incomplete: Academic work that is incomplete for

unforeseeable, emergency, and justifiable reasons at the end of a term may result in an "I" symbol being entered in a student's record.

Procedures for Use of Incomplete: An Incomplete form shall be filed with the Director of Admissions and Records and a copy given to the student by the instructor at the end of the term. This Incomplete form shall contain the condition for removal of the "I" and the grade assigned in lieu of its removal.

A final grade shall be assigned when the work stipulated has been completed and evaluated or when the time limit for completing the work has passed. If the instructor has not changed the grade by the end of the expiration date, the grade will convert automatically.

The incomplete must be made up no later than one year following the end of the term in which it was assigned. Each campus shall adopt procedures enabling a student in unusual circumstances to petition for an extension of the time limit. The "I" symbol shall be used only in calculating enrolled units for progress probation.


IP In Progress: The "IP" symbol shall be used only in those courses which extend beyond the normal

end of the academic term. It indicates that work is "In Progress," but that assignment of a substantive grade must await its completion. The IP symbol shall remain on the student's permanent record in order to satisfy enrollment documentation. The appropriate valuative grade and unit credit shall be assigned and appear on the student's record for the term in which the required work of the course is completed. The "IP" symbol shall not be used in calculating units attempted, nor for grade points. If a student enrolled in an "open-entry, open-exit" course is assigned an "IP" at the end of an attendance period and does not re-enroll in that course during the subsequent attendance period, the appropriate faculty will assign a valuative symbol.

RD Report Delayed: Only the Director of Admissions and Records may assign the "RD" symbol. This

symbol is to be used when, for reasons beyond the control of the student, there is a delay in reporting the grade of that student. The "RD" is a temporary notation to be replaced by a permanent symbol as soon as possible. The "RD" symbol shall not be used in calculating units attempted, or for grade points.

W Withdrawal: Withdrawal from a course shall be authorized through the last day of the fourteenth week

of instruction or 75 percent of the course, whichever is less. No notation (W or other) shall be made on the academic record of the student who withdraws on or before the last business day prior to census.

1. The District may authorize withdrawal from a course in extenuating circumstances after the

last day of the fourteenth week or 75 percent of the term, whichever is less, upon petition of the student after consultation with the appropriate faculty. Extenuating circumstances are verified cases of accidents, illnesses or other circumstances beyond the control of the student.

2. A “W” shall not be assigned, or if assigned shall be removed, from a student’s academic

record if a determination is made that the student withdrew from the course due to discriminatory treatment or due to retaliation for alleging discriminatory treatment.

3. A “W” shall not be assigned to any student who withdrew from one or more classes, where

such withdrawal was necessary due to fire, flood or other extraordinary conditions. 4. A student may petition to take a course a fifth time; however, apportionment may not be

claimed for the repeat if another “W” is received. The college must provide intervention in cases of multiple withdrawals.

5. Military Withdrawal occurs when a student who is a member of an active or reserve United

States military service receives orders compelling a withdrawal from courses.

a. Upon verification of such orders, a withdrawal symbol may be assigned at any time after the period established by the Governing Board during which no notation is made for withdrawals;

b. Military withdrawals shall not be counted in progress probation and dismissal calculations.

c. “MW” shall not be counted for the permitted number of withdrawals. GRADE POINT AVERAGE In calculating students’ degree applicable grade point averages, grades earned in non-degree credit courses shall not be included.


CHALLENGE OF ACADEMIC RECORD SYMBOLS To conform to the provision of Title 5, Section 55025 of the California Code of Regulations, Title 5, the determination of the student's grade by the instructor shall be final in the absence of mistake, fraud, bad faith or incompetency. Each college within the Contra Costa Community College District shall establish procedures for challenging a final grade with the following conditions: (1) Procedures for the correction of grades given in error shall include expunging the incorrect grade from the record; (2) there shall be a one-year time limit for challenging any evaluative or non-evaluative symbol. This limit will begin at the end of the session in which the symbol was assigned. DEFINITIONS OF TERMS RELATED TO PROBATION AND DISMISSAL For purposes of determining ACADEMIC Probation or Dismissal, "all units attempted" means the total of units in a student's permanent record which are assigned the valuative symbols "A," "B," "C," "D," "F," “CR/P” or “NC/NP.” For purposes of determining PROGRESS Probation or Dismissal, "all units enrolled" means the total of units attempted (as defined) plus the total of units in a student's record which are assigned the symbols "W," "I," "CR/P," "NC/NP," "IP," and "RD." STANDARDS FOR PROBATION Academic Probation: Any student whose official academic record shows a cumulative minimum of 12 semester units attempted (as defined above) is from then on subject to Academic Probation. Any student subject to probation whose cumulative GPA is under 2.0 shall be placed on Academic Probation. Progress Probation: Any student whose official academic record shows a cumulative minimum of 12 units enrolled (as defined above) is from then on subject to Progress Probation. A student whose record shows a percentage of entries of "W," "I" and "NC/NP" that is 50 percent or more of all units enrolled shall be placed on Progress Probation. The first semester of Progress Probation is the semester in which the progress deficiency is calculated. APPEAL OF PROBATION Each college within the Contra Costa Community College District may enact procedures and conditions for the appeal of probation that do not exceed those standards specified in Title 5, Section 55766, Subsections (a) and (b) of Section 55755. A student on ACADEMIC Probation for a grade point deficiency shall be removed from probation when the student's accumulated GPA is 2.0 or higher. A student on PROGRESS Probation because of an excess of units for which entries of "W," "I" and "NC/NP" are recorded shall be removed from the probation when the percentage of units in this category drops below 50 percent. STANDARDS FOR DISMISSAL For purposes of probation and dismissal, semesters shall be considered consecutive, not in their calendar order of succession, but in the order in which a student enrolls in them. Summer intercession shall be considered semesters.


Academic Dismissal: A student who is subject to academic probation for the third consecutive semester shall be placed on dismissed status unless the student's GPA in the most recent semester is 2.0 or higher. Progress Dismissal: A student who is subject to progress probation for the third consecutive semester shall be placed on dismissed status unless a percentage of completed units in the most recent semester exceeds 50 percent of units enrolled. Reinstatement from Dismissal: Any time following the notice of dismissal, a student may appeal for reinstatement if unusual and verified circumstances prevailed. Circumstances could be, but are not limited to, (a) health, (b) family emergency, (c) extreme change in financial situation. Readmission will be conditional upon a review of performance at the end of each semester, a readmitted student being subject to the continued requirements of the probation and dismissal policies. Any dismissal may terminate any student's eligibility for any future enrollment. NOTIFICATION OF PROBATION AND DISMISSAL Students subject to probation and dismissal will be notified as soon as possible but not later than the end of the following term. Each college shall notify the student of the availability of counseling and other support services to assist in overcoming academic difficulties. COURSE REPETITION Exhibit A is a summation of the course repetition procedure. “Course repetition” occurs when a student who has previously received an evaluative symbol, in a particular course re-enrolls in that course and receives an evaluative symbol, as defined in Title 5, Section 50023 55023. The Contra Costa Community College District shall enact procedures which permit students to repeat courses when the following provisions are met. 1. Procedures and regulations are published in the college catalog. 2 Nothing shall be done to conflict with Title 5, Section 55025 of Title 5 or Education Code, Section

76224 of the Education Code, pertaining to the finality of grades assigned by instructors, or with subchapter 2.5 (commencing with sSections 59020 to 59033) of Chapter 10 of this division, pertaining to the retention and destruction of student records.

3. Each college must designate certain types of courses as repeatable courses consistent with the

requirements of Title 5, Section 55041 of Title 5. 4. Each college must identify specific courses or categories of courses which may not be repeated. 5. If a student must take a course to meet a legally mandated training requirement as a condition of

continued paid or volunteer employment (student must provide documentation of mandated course repetition), such courses may be repeated for credit any number of times and the grade received each time shall be included in the calculation of the student’s GPA.


6. When a college offers only one course in occupational work experience in a given field and that

course is not offered as a variable unit open-entry/open-exit course, the District policy on course repetition adopted pursuant to Title 5, Section 55040 may permit a student to repeat that course any number of times so long as the student does not exceed the limits on the number of units of cooperative work experience education set forth in subdivision (a). Consistent with Title 5, Section 58161, attendance of a student repeating cooperative work experience course pursuant to this subdivision may be claimed for state apportionment. General work experience is not repeatable except in cases according to Title 5, Section 55042.

7. Special courses for students with disabilities may be repeated any number of times based on an

individualized determination that such repetition is required as a disability-related accommodation according to Title 5, Section 56029.

8. If a student repeats a course and a substandard grade has been recorded, the previous grade and credit will be disregarded, provided that no additional repetitions are permitted beyond those limits specified in Title 5, Section 55040. No more than two substandard grades may be alleviated pursuant to this section.

9. A student may repeat a course, whether a substandard or passing grade was received, if the previous grade was the result of extenuating circumstances.

a) Extenuating circumstances are verified cases of accidents, illness, or other circumstances

beyond the control of the student. b) The previous grade and credit will be disregarded in computing the student’s GPA.

10. A student may repeat a course when a satisfactory grade has been received and there has been a

significant lapse of time of three or more years since the course was passed. In such instances both grades and credit will be used in computing the student’s GPA.

11. The permanent academic record shall be annotated in such a manner that all work remains legible, ensuring a true and complete academic history.

12. Students will be limited to enrolling in non-repeatable, credit courses a maximum of three times.

This includes students earning substandard grades (‘D’, ‘F’ or ‘NP’) or dropping with a ‘W’. Repeatable Courses: 1. Only the following type of courses may be designated as repeatable:

courses for which repetition is necessary to meet the major requirement of California State University (CSU) or University of California (UC) for completion of a bachelor’s degree;

intercollegiate athletics; and intercollegiate academic or vocational competition.

1.2. Students may repeat a repeatable course for no more than three semesters.

2.3. Students may enroll in activity courses in physical education, visual arts, or performing arts. Such

courses may not be taken for more than four semesters. This limit applies even if the student receives a substandard grade or “W” during one or more enrollments or if a student petitions for repetition due to extenuating circumstances.


COURSE REPETITION IN SPECIAL CIRCUMSTANCES 1. If a student repeats a course and receives a satisfactory grade, then he or she may not repeat the

course again pursuant to Title 5, sSection 55042 and any further repetition of the course must be authorized by another provision of this division.

2. Students may repeat a course which is not designated as a repeatable under the following

circumstances: a. To alleviate a substandard grade of “D,” “F,” or “NC/NP” for previous academic course

work taken at any accredited college or university for which substandard academic performance is recorded.

b. If a student repeats a course and receives another substandard grade, the college may permit the student to repeat the course one additional time in an effort to alleviate substandard work, provided that doing so will not violate the maximum number of enrollments as specified in number 12 under Course Repetition, above. If the student repeats the same course two or more times, only the two previous grades will be disregarded.

c. When a student’s transfer institution has a recency requirement that the student will not be able to satisfy without repeating the course.

3. The student may petition to enroll in a course for a fourth attempt. In such cases, apportionment will not be claimed unless justified by documented, extenuating circumstances as outlined in number 9 under Course Repetition.

Repetition of Variable Unit Courses: If the college offers credit courses for variable units on an open-entry/open-exit basis, the student may enroll in the course as many times as necessary to complete one time the entire curriculum of the course as described in the course outline of record. The student may not repeat any of the course unless: 1. Required for legally mandated training. 2. The course is a special class for students with disabilities which the student needs to repeat. 3. Repetition of the course to retake a portion of the curriculum is justified by extenuating circumstances,

as defined in number 9 under Course Repetition, above. 4. The student needs to repeat the course to alleviate substandard work recorded for a portion of the

curriculum. 5. When a portion of the course is repeated, the lower grade and credit may be disregarded in

computing the student’s GPA.


Historical Annotation: Related Board Policies: Adopted: Cabinet 5/25/99 Board Policy 4001 Revised: 3/26/03 Rules and Regulations of the Governing Board: Student Representation Second Revision: 7/28/04 Third Revision: 11/15/06 Related Procedures Fourth Revision: 4/28/10 Student Services Procedure 3008, 3029 Fifth Revision: 9/12/12 Sixth Revision 7/23/14 Seventh Revision 00/00/15

ACADEMIC RENEWAL WITHOUT COURSE REPETITION The Contra Costa Community College District has adopted the following procedures, pursuant to Title 5, Section 55046, which permit students alleviate previously recorded substandard grades (defined as "D," "F" or "NC/NP") which are not reflective of a student's demonstrated academic ability. A student may only utilize Academic Renewal one time in the District. The procedures must: 1. Not conflict with Education Code Section 76224, pertaining to finality of grades assigned by

instructors, and Title 5, sSections beginning with 59020 to 59033 pertaining to the retention and destruction of records.

2. Allow up to 24 units to be alleviated. Courses within the District can be combined up to the maximum of 24 units, however each college will adjust units on its own transcript.

3. Require that a student has completed 20 units of satisfactory work within the Contra Costa

Community College District or any other accredited college or university, since receiving the last substandard grade. The unit count begins the semester after the last substandard grade has been received.

4. Require that the student must have a minimum 2.0 GPA subsequent to the course work to be

alleviated and must not have received any “Ds,” “Fs” or “NC/NPs” since the substandard work.

5. Not impose aA minimum or maximum time limit since the substandard work of 12 months must have elapsed since the substandard grades were earned.

6. Identify any courses or categories of courses, if any, which are exempt from consideration. 7. Exempt from consideration courses that have already been removed from the student’s GPA by

course repetition. 8. Note the alleviation on the student's permanent record in such a manner that all work remains legible,

ensuring a true and complete academic history. Grades approved for academic renewal will remain on the student’s transcripts; however, the grades will no longer be included in the computation of the student’s grade point average.

Students MUST meet with a counselor to review options to Academic Renewal, as this procedure is irreversible. Once they qualify for Academic Renewal they must complete the Petition for Academic Renewal form, using one form per college, obtain a counselor’s signature and turn it in to Admissions and Records at any college within the District. If the student is using non-district courses to qualify for the 20 units of satisfactory work completed, official transcripts must be on file in Admissions and Records prior to petitioning for Academic Renewal.

Education Code Section 76224 Title 5, California Code of Regulations, Sections 55022 et seq.,

55023, 55024, 55030, 55040-55045, 55046, 55253, 56029, 58161.5

Curriculum and Instruction Procedure 4001 Exhibit A

SummaryTablesfromCreditCourseRepetitionGuidelines‐CaliforniaCommunityCollegesChancellor’sOffice

Table 1: Satisfactory Grade Received Limitations on additional enrollments in the same credit course where student receives a satisfactory grade on previous enrollment.

Explanation Student Apportionment GPA/Credit Other info.

General rule A student earning a satisfactory grade may not enroll in that course again unless an exception applies.

1 s/q 1 s/q § 58161(b)

All grades and credits received count in computing GPA. All work must remain legible on the student’s academic record. § 55040(d)

See additional limitations for courses that are related in content at the end of this table.

Exceptions that permit district policy to allow for additional enrollments:

Repeatable courses §§ 55040(b)(2), 55041

District policy may permit students to enroll multiple times in courses designated by the district as repeatable. Districts may only designate three types of courses as repeatable. See table 3.

See table 3.

See table 3. See table 3. See table 3.

Significant District policy may permit a No specific limit.

+1 s/q District policy may See table 4 for

of time course again due to a significant § 58161(e)(1) permit previous grade limitations for active §§ 55040(b)(3), the Guidelines for what and credit to be participatory 55043 lapse of time. disregarded in physical education

computing GPA. or performing arts. § 55043(c)

Variable unit District policy may permit a No Same as student See table 2. With very few

courses courses offered for variable units as § 58161(f)(3) students cannot on an open‐ entry/open exit basis as many complete portion of the entry/open‐ to complete one time the entire course

once. Guidelines. § 55044(a)(1)‐(4) basis course. This exception does not

§§ 55040(b)(4), education, visual arts, or performing arts courses. 55044

Extenuating District policy may permit a No specific limit.

+1 s/q District policy may This exception does

circumstances earned a satisfactory or § 58161(e)(2) allow previous grade to courses §§ 55040(b)(5), petition to repeat a course due to and credit to be repeatable. 55045 circumstance. See Guidelines for disregarded in Student must have

extenuating circumstances. computing the an evaluative student’s GPA. substandard or § 55045(b) on prior enrollment.


-2-

Table 1: Satisfactory Grade Received (Continued) Explanation Student limit Apportionment GPA/Credit Other info.

Exceptions that permit district policy to allow for additional enrollments (cont.):

Occupational work experience § 55040(b)(6)

District policy may permit a student to enroll more than once, even if the student earned a satisfactory grade, in an occupational work experience course if the college offers only one course in occupational work experience in a given field and that course is not offered as a variable unit open‐entry/open‐exit course.

No specific limit for this course; however, see Guidelines for other limits that affect students’ enrollments. § 55253

Same as student limit. § 58161(f)(4)

District policy may NOT allow previous grade(s) and credit(s) to be disregarded in computing the student’s GPA. §§ 55021(b), 55040(b)(6)

Occupational work experience and general work experience are distinct types of cooperative work experience. The exception that allows for additional enrollments applies only to occupational work. See Guidelines.

Students with District policy must permit a No specific limit. Same as District policy disabilities disability to enroll multiple limit. prior grade to be repeating a designated as "special § 58161(f)(2) disregarded in special class related accommodation for computing the § 55040(b)(7) § 56029. GPA.Legally mandated § 55040(b)(8)

District policy may permit a student to re‐enroll in a course that it determines to be required by statute or regulation as a condition of that student’s paid or volunteer employment. § 55000(k).

No specific limit. Same as student limit. § 58161(f)(1)

District policy may NOT allow previous grade(s) and credit(s) to be disregarded in computing the student’s GPA. § 55021(b)

See Guidelines regarding audit documentation required.

Significant change in industry or licensure standards § 55040(b)(9)

District policy may permit a student to petition the district to re‐enroll in a course if: 1) there has been a significant change in industry or licensure standards since the student previously took the course, and 2) the student must take the course again for employment or licensure.

No specific limit. Same as student limit. § 58161(f)(8)



Additional limitations – active participatory courses in physical education, visual arts, or performing arts, that are related in

Courses related in content § 55040(c)

District policy must further limit enrollment of students in courses that are active participatory courses in physical education, visual arts, or performing arts.

See table 4. See table 4. See table 4. See table 4 and the Guidelines regarding what constitutes active participatory courses in physical education and visual arts or performing arts.


-3-

Table 2: Satisfactory Grade NOT Received

Additional enrollment limitations in the same credit course when student does not receive satisfactory grade on prior enrollment.

Explanation Student limit Apportionment GPA/Credit Other info.

General rule District policy may permit a student not receiving a satisfactory grade (as defined in § 55000(w)) to enroll in the credit course again under specified circumstances.

Except as specified below, total enrollments (which include evaluative and nonevaluative marks) may not exceed 3 s/q.

Up to 3 s/q enrollments TOTAL (including enrollments where a W is recorded), except as specified below.

Varies depending upon circumstances allowing the additional enrollment. In almost all circumstances the student’s permanent academic record must clearly indicate all course work insuring a true and complete academic history.

See Guidelines regarding exceptions to the requirement that all course work be clearly indicated on student’s permanent academic record.

Circumstances that permit district policy to allow for additional enrollment(s):

Alleviate District policy may 3 s/q total 3 s/q total District policy may Withdrawals and substandard enrollment resulted in enrollments + 1 enrollments. permit only the first to alleviateacademic enroll in the same s/q more § 58161(c) substandard grades academic work count§§ grades include the enrollment be excluded in the student’s limit and55042 or NC (as defined in pursuant to computing the apportionment limit.

the student’s transcript.

petition. GPA.§ 55042(b)

Withdrawal § 55024

District policy may permit a student who withdrew from a course and received a W to enroll again in the credit course.

3 s/q total enrollments, + 1 s/q enrollment pursuant to petition. § 55024(a)(9) (Reminder: withdrawals from courses as well as repetitions of courses are enrollments, and count toward the total enrollment limitation.)

3 s/q total enrollments. § 58161(c)

The W shall not be used in calculating GPA, but must be used in determining probation and dismissal (with a few exceptions). § 55024(a)(7)

See Guidelines for circumstances in which district policy may permit withdrawal on the fourth enrollment and specific types of withdrawals (e.g., Military withdrawals, withdrawals due to extraordinary condition etc…) §§ 55024(a)(9), 58509, 55024 (a)(7), (a)(10) and (d)


-4-

Table 2: Satisfactory Grade NOT Received (Continued)

Explanation Student limit Apportionment GPA/Credit Other info.

Circumstances that permit district policy to allow for additional enrollment(s) (cont.):

Repeatable courses* §§ 55040(b)(1), 55041

District policy may permit students to enroll multiple times in courses designated by the district as repeatable. Districts may only designate three types of courses as repeatable. See table 3 below.

See table 3. See table 3. If student re‐enrolls in a repeatable course to alleviate a substandard grade, then the most recent substandard grades (up to two) may be alleviated. § 55042(c)

See table 3.

Variable unit District policy may permit 3 s/q 3 s/q District policy may Under no courses offered variable unit courses as in that portion that portion of permit the a portion of a physicalon an open‐ to complete one time the the course +1 course grade and credit in education, visual arts,entry/ open‐ course. District policy may more § 58161(f)(3) or portion repeated performing artsexit basis* enroll again in each in that portion enrollments in disregarded in repeated. § 55044(b).§§ 55040(b)(4), circumstances. One of pursuant to portion of the computing Guidelines for a55044 alleviation of substandard petition. if extenuating GPA. § 55044(c) other limited

§ 55042. §§ 55042(b), circumstances which a portion of the55045 § 58161(e)(2) may be repeated.

§ 55044(a)(1)‐(4)

Extenuating District policy may permit No specific limit.

+1 s/q District policy may Student must have circumstances* received a satisfactory or § 58161(e)(2) a previous grade passing or§§ 55040(b)(5), petition to repeat a course credit to be on prior enrollment.55045 circumstance. See in computing the

extenuating circumstances.

student’s GPA. § 55045(b)

Occupational work experience* § 55040(b)(6)

District policy may permit a student to enroll more than once in an occupational work experience course if the college offers only one course in occupational work experience in a given field and that course is not offered as a variable unit open‐entry/open‐exit course.

No specific limit; however, see Guidelines for other limits that affect students’ enrollments. § 55253



Occupational work experience and general work experience are distinct types of cooperative work experience. The exception that allows for additional enrollments applies only to occupational work. See Guidelines.


-5-

Table 2: Satisfactory Grade NOT Received (Continued)

Explanation Student Apportionment GPA/Credit Other info.

Circumstances that permit district policy to allow for additional enrollment(s) cont.:

Students with disabilities repeating a special class* § 55040(b)(7)

District policy may permit a student with a disability to enroll multiple times in a special class as a disability‐related accommodation for a reason specified in § 56029.

No specific limit.


District policy may allow prior grade to be disregarded in computing the student’s GPA.

Legally mandated* § 55040(b)(8)

Districts may permit a student to enroll multiple times in a course that it determines to be required by statute or regulation as a condition of that student’s paid or volunteer employment.

No specific limit.




Significant change in industry or licensure standards* § 55040(b)(9)

District may permit a student to petition the district to repeat a course as a result of a significant change in industry or licensure standards such that repetition of the course is necessary for that student’s employment or licensure.

No specific limit.







See table 4.

See table 4. See table 4. See table 4.

*With some limitations, these are circumstances in which a student can enroll in a course more than one time if either a satisfactory grade has (table 1) or has not (table 2) been achieved, if all other conditions for the subsequent enrollment(s) have been met.


-6-

Table 3: Repeatable Courses

Explanation Student ApportionmentLimit GPA/Credit Other

General Rule Districts may not designate courses as repeatable unless the course is one of the three types specified below. If one of the three types below, then district policy may designate the course as repeatable and students may repeat the course, even if they received a satisfactory grade on a prior enrollment.

Varies depending upon the type of course.

Same as student limit. The grade received each time shall be included for calculating GPA. § 55041(c)

Types of courses that districts may designate as repeatable (§ 55041(b)(1)):

Courses A district may designate a See Guidelines.

4s/6q enrollments, The grade required by repetition of that course is +1s/q if significant time shall beCSU or UC and/or UC for completion of a

bachelor’s degree. lapse time exception for calculating

completion applies. § 55041(c)a bachelor’s §§ 58161(d),degree 58161(e)(1)§ 55041(a)(1)

Intercollegiate Athletics § 55041(a)(2)

A district may designate as repeatable a course in which student athletes enroll to participate in an organized competitive sport sponsored by the district or a conditioning course which supports the organized competitive sport.

No specific limit.

350 contact hours per fiscal year, per enrolled student, per sport (of the 350 hours, up to 175 contact hours in courses dedicated to the sport and 175 contact hours in conditioning or skill development courses for the sport) or 4s/6q enrollments, whichever is less. §§ 58161(d), 58162

The grade received each time shall be included for calculating GPA. § 55041(c)


-7-

Table 3: Repeatable Courses (Continued)

Explanation Student Limit Apportionment GPA/Credit Other information

Types of courses that districts may designate as repeatable (§ 55041(b)(1) cont.:

Intercollegiate Academic or Vocational competition § 55041(a)(3)

A district may designate courses that are designed specifically for participation in non‐athletic competitive events between students from different colleges as repeatable. The outcomes of the course must be tied to the student’s participation in the competition. The event must be sanctioned by a formal collegiate or industry governing body.

4s/6q enrollments, either in one single course or a combination of courses that are related in content.

Same as student limit. § 58161(d)

The grade received each time shall be included for calculating GPA. § 55041(c)

The enrollment limits, including the limits for courses that are related in content, apply even if the student receives a substandard grade or W during one of the enrollments or petitions for repetition due to extenuating circumstances.




See table 4. See table 4. See table 4. See table 4.


-8-

Table 4: Active participatory credit courses in physical education, visual arts, or performing arts that are related in content

Explanation Student Limit Apportionment GPA/Credit Other

Active participatory courses in physical education, visual arts, or performing arts that are related in content § 55040(c)

In addition to the foregoing enrollment limitations, districts must limit a student’s enrollment in active participatory courses in physical education, visual arts, or performing arts if the course the student is seeking to enroll in is related in content to one that he or she has previously been or is currently enrolled in. A course related in content includes any course with similar primary educational activities in which skill levels or variations are separated into distinct courses with different student learning outcomes for each level or variation. § 55000(l)

Except as provided below, up to 4s/6q enrollments total in levels and/or variations.

Same as student limit.

All grades and credits received count in computing GPA, unless an exception applies.

Additional exceptions and limitations:

Significant lapse If district policy permits students to Up to 4s/6q Same as student When a course is of time course due to significant lapse of enrollments. If limit. repeated pursuant§§ 55040(b)(3), enrollments, including the additional student has § 58161(d) and

(e)(1) significant lapse of

55043 allowed as a result of the significant exhausted 4s/6q the district policytime, in an active participatory course enrollments, allow the previouseducation, visual arts, or performing +1 s/q enrollment and credit to betoward the total enrollments. for significant disregarded in

lapse of time can computing thebe permitted. GPA. § 55043(c)

Variable unit District policy may permit students to Up to 4s/6q Same as student District policy may courses offered variable unit courses offered on an enrollments; for limit. permit theon an open‐ entry/open exit basis as many times this purpose, § 58161(d) grade and creditentry/open‐exit necessary to complete the course one enrollments portion repeatedbasis – physical except if the course is an active include each disregarded ineducation, course in physical education, visual portion. computing thevisual arts, and performing arts, in which case each GPA. § 55044(c)performing arts in a portion of the course counts§§ 55040(b)(4), courses that are related in content55044 § 55040(c)


-9

Table 4: Active participatory credit courses in physical education, visual arts, or performing arts that are related in content (Continued)

Explanation Student Limit Apportionment GPA/Credit Other information

Additional exceptions/limitations specific to repeatable courses in physical education, visual arts, or performing arts

Courses required Courses properly Up to 4s/6q Same as student When a course See Guidelines for by CSU or UC for pursuant to section enrollments limit. designated as clarification regardingcompletion of a also be active one course or repeatable, repeatable courses inbachelor’s education, visual arts, combination received shall education, visual arts, ordegree subject to the courses included in performing arts that§§ 55040(b)(1), related content as set

forth in section 55040(c).

content. the student’s to also be subject to related55041(a)(1) § 55041(c) course content limitations.

Contra Costa Community College District Curriculum and Instruction Procedure 4004 AWARDS ISSUED BY THE CONTRA COSTA COMMUNITY COLLEGE DISTRICT GENERAL PROCEDURES AND REGULATIONS

Copied from BP3006 and revised The Governing Board of the District shall be limited to granting the following awards: Associate in Arts degree, Associate in Science degree, Associate in Arts for Transfer degree, Associate in Science for Transfer degree, Certificate of Achievement, Certificates of Completion, College Skills Certificate Cards of Completion, Cards of Proficiency, and Ccertificates currently awarded to Police Officers at the completion of the Basic Police Academy. ------------------------------------------------------------------------------------------------------------------------------------------ 1. Attendance Requirements: To qualify for a Certificate of Achievement a student shall complete at least 25% of the required units

at the college where the certificate is awarded. 2. Procedures for Making Request for Addition to the List of Courses and Programs Eligible for the

Granting of Certificates of Achievement: Persons responsible for occupational-vocational curricula shall submit requests for additions to the approved list of majors eligible for Certificates of Achievement to the Curriculum/Instruction Committee for recommendation to the President.

Upon favorable action of the President, the major will be added to the official approved list of majors eligible for Certificates of Achievement.

3. Associate in Arts (AA) and Associate in Science (AS) A student is eligible for graduation with the Associate in Arts or Associate in Science degree after the satisfactory completion of sixty (60) degree-applicable semester units of work with a grade point average of 2.0 or better and local associate degree requirements or the associate degree requirements as mandated by Title 5, Section 55063.

4. Associate in Arts for Transfer (AA-T) and Associate in Science for Transfer (AS-T) The AA-T degree designation must be used for non-STEM disciplines. The AS-T degree designation must be used for degrees in the Science, Technology,

Engineering, or Mathematics fields and Career Technical Education (CTE) programs. A student must complete 60 semester degree-applicable units that are eligible for transfer to

the California State University, including the Intersegmental General Education Transfer Curriculum (IGETC) or the California State University General Education-Breadth Requirements, complete a minimum of 18 semester units in a major or area of emphasis, as determined by the community college district with a minimum grade point average of 2.0 or better.


Historical Annotation: Related Board Policies: Adopted: Cabinet 5/25/99; Board 10/25/00 Board Policy 3006 Revised: 11/15/06, 00/00/15 Related Procedures: Student Services Procedure 3006

---------------------------------------------------------------------------------------------------------------------------------------------

Moved from BP3006, #1 and #2, and revised 15. Certificates of Achievement:

Students completing a major with a grade point average of 2.0 (C) or better in a minimum of eighteen (18) semester units in an occupational-vocational curricula may be awarded a Certificates of Achievement. The Curriculum/Instruction Committee shall recommend to the President what occupational-vocational curricula are eligible for a Certificate of Achievement. Colleges or Departments at the individual colleges are authorized to recommend a higher average grade requirement and/or grade in designated core courses.

26. Certificates of Completion and Cards of Completion:

Certificates and/or Cards of Completion shall be awarded upon completion of course(s), sequence of courses, or programs in occupational-vocational education.

The Curriculum/Instruction Committee shall recommend to the President of the college what course(s), sequence of courses, and programs are eligible for the Certificates and/or Cards of Completion in keeping with the preceding criteria.

-------------------------------------------------------------------------------------------------------------------------------------------- 5. College Skills Certificate

This certificate requires less than 18 units of course work within the major programs of study. Students requesting skills certificates must complete at least 50% of the courses required for the skills certificates at the college where the certificate is awarded.

3. The Governing Board awards and confers degrees and certificates. Adequate records shall be maintained

indicating the degrees and certificates that have been awarded and conferred.

California Education Code 66745-66749 Title 5, Code of Regulations, Sections 51004, 55060, 55070, 55130, 55063

CLASSIFIED SENATES COORDINATING COUNCIL - 4CD€¦ · Classified Senate Coordinating Council ....

Documents

Transcript of CLASSIFIED SENATES COORDINATING COUNCIL - 4CD€¦ · Classified Senate Coordinating Council ....