Chapter 3: Instructional Policies

POLICY
Any absence, by an instructor, from a regularly scheduled class shall be reported to the appropriate (Associate) Dean at the earliest possible time.

PROCEDURE
Any absence by an instructor from a regularly scheduled class shall be handled in the following manner:

In the case of illness or serious family emergency, the instructor will notify the (Associate) Dean at the earliest possible time.

As soon as such absence is known, the (Associate) Dean may arrange for a substitute for the instructor.

When an instructor will be absent from a regularly scheduled class because of attendance at a professional meeting, an extended field trip or similar activity, the instructor shall make arrangements with the (Associate) Dean prior to the absence for instruction to missed classes.

[Revised and Reviewed: Dr. Robert Frost, President, 4/13/2015]

POLICY
The College shall maintain program advisory committees for all state-approved vocational programs.

[Reviewed: Dr. Robert Frost, President, 4/13/2015]

POLICY
All employees are expected to take necessary precautions to avoid breakage or loss of equipment. When it occurs, the loss or breakage should be reported immediately to the appropriate (Associate) Dean. The Dean shall notify the Risk Loss Manager (Director of Fiscal Services) for appropriate follow-up.

[Reviewed: Dr. Robert Frost, President, 4/13/2015]

POLICY
The normal class schedule is 50 minutes, with 10 minutes between classes. Labs and block classes operate on extended class periods of two or more hours. In those cases, it is appropriate for faculty to provide students with break periods. However, the cumulative time for breaks should not exceed the total of 10 minutes per hour. Students should be back in class and fully productive at the end of the break period. Breaks should be scheduled regularly throughout the class period and class periods may not be shortened by elimination of the break periods.

[Revised and Reviewed: Dr. Robert Frost, President, 4/13/2015]

POLICY
Holding classes in accordance with adopted schedules has high priority in the educational program. However, the class periods can, on occasion, be superseded by other educational opportunities.

PROCEDURE
Deviations from posted schedules must be approved by the (Associate) Dean with the concurrence of the Vice President, Instruction for performance of duties in locations other than originally scheduled. This does not include absences from any scheduled classes. Classes may be dismissed in the following manners:

Class Dismissals by Administrators - As a general policy, classes will not be dismissed or cancelled en bloc. However, when notable speakers or programs are available and when it is deemed important that all students and faculty members have an opportunity to hear or see them, all classes may be dismissed or cancelled for this purpose. The decision as to whether or not the speaker or program justifies institution-wide class dismissal or cancellation will be made by the College President who may take into consideration staff recommendations. Approved dismissals or cancellations will be rare. In all cases, notice of such dismissal or cancellation will be given as far in advance as possible.

Class Dismissals by Instructors - Classroom learning often can be well supported by having students go out into the community to observe the practice of what is being studied. When the instructor feels those students could profit more by an activity outside but related to the classroom study than by the regularly scheduled presentation, classes may be dismissed by the instructor. When classes are dismissed by the instructor, the following conditions are to be met:

  1. The instructor can support the idea that students would, in the area being studied, gain more by the outside activity than by attending the regular class meeting.
  2. The most profitable time students may take advantage of the event is during the scheduled class time.
  3. The dismissal does not cause disruption to students' other classes.
  4. The instructor receives approval before dismissing the class from the (Associate) Dean. (NOTE: Approval of travel requests, and the provisions made therein for the classes involved, will constitute prior approval.)


Class Dismissal for Emergencies or Unusual Circumstances - Dismissal of classes caused by sudden disability preventing attendance of the instructor is covered in the CCFT Agreement and also refer to 1.350 suspended operations.

[Revised and Reviewed: Dr. Robert Frost, President, 4/13/2015]

POLICY
Centralia College exists to provide educational programs for its students and activities that disrupt the educational process will not be tolerated. All members of the faculty and staff have a responsibility to ensure the orderly conduct of the educational process.

Reference: Handbook, Chapter 4.055, Classroom and Office Discipline Policy

[Revised and Reviewed: Dr. Robert Frost, President, 4/13/2015]

POLICY
Faculty members should keep accurate records of each class and each student's progress. These records shall be maintained for the period of time required by the records retention schedule. Accurate attendance records that meet U.S. Department of Education Title 4 requirements shall be a part of the information included. These records are the property of the College. Upon leaving the College, instructors shall turn over such records to the (Associate) Dean.

[Revised and Reviewed: Dr. Robert Frost, President, 4/13/2015]

 POLICY
The Office of Admissions and Records will provide class rosters that faculty should check very carefully to make sure all students attending a class are registered. Any discrepancy should be reported to the Office of Admissions and Records immediately. Students not properly registered for classes shall not attend and will not receive grades or be granted credit. Students who have registered but not attended or contacted the instructor by the end of the second regularly scheduled class day shall be dropped by the instructor.

[Revised and Reviewed: Dr. Robert Frost, President, 4/13/2015]

POLICY
Faculty members are expected to maintain a healthful environment in their classes, labs, shops and office areas. Questions about occupational safety rules should be directed to the appropriate (Associate) Dean.

PROCEDURE
In classrooms, shops, and laboratories where potential hazard for eye injury is present, safety glasses and/or other appropriate face shields are mandatory.

Faculty members and instructional support staff are required to maintain a safe instructional environment, to provide instruction on proper use of safety equipment, and to provide instruction on the safe use of other equipment, chemicals, and materials. Faculty members or authorized instructional support staff are to supervise laboratories and shops when students are present.

[Revised and Reviewed: Dr. Robert Frost, President, 4/13/2015]

Contact: Director of Enrollment Services

POLICY
All students' education records are handled in accordance with provisions of the Family Educational Rights and Privacy Act. This includes, but is not limited to, records pertaining to admission, advisement, registration, grading and progress towards program completion; testing information used for advisement purposes; information concerning payment of fees; financial aid information; and information regarding a student's participation in student government or athletics. In short, FERPA applies to any record, in any medium, that is related to a student.

PROCEDURE
The provisions of the Family Educational Rights and Privacy Act (FERPA) ensure continued confidentiality of student records by governing the release of personally identifiable information contained in those records. Access to student records by college employees is on a need-to-know basis. For a full statement of the confidentiality code, contact the Office of Admissions and Records. For faculty, the Advising Handbook has a matrix that indicates the appropriate release of information.

Transcripts and other official documents pertaining to a student's progress are kept on file in the Office of Admissions and Records. Access to such information is granted for official business purposes only.

See College Policy 4.085 for the College's official Notification of FERPA Rights

Contact: Vice President, Instruction

POLICY
A course outline for every course the College offers shall be approved by the Vice President, Instruction after review and recommendation by the faculty department, the appropriate (Associate) Dean and Instructional Council. The course outline should reflect the learning outcomes and the content of the course. Whenever changes are made, the course outline should be updated and submitted to the (Associate) Dean for submission to the Instructional Council and the Vice President, Instruction.

[Reviewed and Revised: Dr. Robert Frost, President, 4/13/2015]

Contact: (Associate) Deans of Instruction

POLICY
Instructors are required to prepare their courses sufficiently in advance indicating approximate dates of tests, attendance and grading policies so that this information can be given to students during the first week of the quarter. Course objectives are to be included for all courses. The syllabus data form approved by Instruction Council is available from the Instruction Office. Syllabi must be filed quarterly by the 10th class day in the Instruction Office.

[Reviewed and Revised: Dr. Robert Frost, President, 4/13/2015]

Vice President of Instruction

POLICY
In compliance with U.S. Department of Education regulation and Northwest Commission on Colleges and Universities policy, college level courses at Centralia College, regardless of modality, shall be at a level of rigor such that the average adequately prepared student will invest approximately 30 hours of effort for each quarter credit earned.

[Approved by Instructional Council 5/18/2015]

Contact: Dean, Library & eLearning

POLICY
The College shall provide library services to students currently enrolled in courses or programs, wherever offered and however delivered. Library resources and services are available starting at the library's website.

[Reviewed and Revised: Dr. Robert Frost, President, 4/13/2015]

Contact: Vice President, Instruction or Vice President, Student Services

POLICY
Field trips may be an integral part of an instructional program. All instructors are responsible for the safety and wellbeing of all students under their charge.

PROCEDURE

  1. Students must complete the approved field trip form prior to departing on any field trip.
  2. Travel must be in college-owned vehicles, or private vehicles adequately covered by liability insurance with competent drivers. A competent driver is generally interpreted as one holding a valid appropriate driver's license.
  3. Activities away from campus are the responsibility of the advisor, coach, or instructor. Activities that involve undue hazards should be avoided.
  4. It is necessary that all activities away from campus receive prior approval.


Reference: Handbook, Chapter 1.55, Travel Regulations

[Reviewed and Revised: Dr. Robert Frost, President, 4/13/2015]

POLICY
Final examinations should be administered in accordance with the examination schedule.

[Reviewed and Revised: Dr. Robert Frost, President, 4/13/2015]

Campus Contacts: Dean of Instruction, Academic Transfer Programs and the Director of Student Life & Involvement

POLICY
All current Centralia College students may use the Art and Glenna Symons Fitness Center (AGSFC) during operational hours subject to the following conditions.

PROCEDURES
Procedures for AGSFC use will be established by the Vice President, Instruction in conjunction with the Health and Fitness faculty, Director of Student Life & Involvement, Facilities Operations and Maintenance, and Risk Management.

Each student will:

  • Sign a liability/waiver form;
  • Successfully complete a quiz over the rules;
  • Have identification with them while using the fitness center;
  • Adhere to published policies and procedures regarding fitness center use; and
  • Only use the fitness center during prescribed times posted on the window of the center.


The Associated Students of Centralia College also will budget annually from the student use fee for the maintenance and replacement of fitness center equipment.

Violations of policies and procedures regarding the AGSFC will be handled in accordance with the Centralia College Student Rights and Responsibility code.

[Approved: By President James M. Walton, 12/1/10]
[Reviewed and Revised: Dr. Robert Frost, President, 4/13/2015]

POLICY
It is expected that every instructor will utilize a method for evaluating student success which is understood by each student and which will result in the assignment of a grade at the end of each quarter or at the end of the course. Clear grading policies must be on the class syllabus.

Centralia College uses a numerical grading system. Instructors report passing grades from 4.0 to 1.0 in .1 increments. Instructors assign the number 0.0 for failing work and must assign a date of last attendance. Numerical grades are equivalent to letter grades as follow:

4.0-3.9 A Superior achievement
3.8-3.5 A-  
3.4-3.2 B+  
3.1-2.9 B High achievement
2.8-2.5 B-  
2.4-2.2 C+  
2.1-1.9 C Average achievement *Note: 1.9 is below the 2.0 minimum requirement for program entrance or completion
1.8-1.5 C-  
1.4-1.2 D+  
1.1-1.0 D Minimum achievement
0.0 F Failure to meet minimum course requirements.
  W Withdrawal. May be awarded only on or before the 35th class day. May only be student initiated. Requires dated signature of student. Not calculated in the grade point average. The college encourages students to speak with their instructor(s) before withdrawal.
  WP Passing withdrawal. Indicates student had completed enough work to pass the course (1.0 or above) at the time of withdrawal. May be awarded only after the 35th class day, but before the first day of finals. May only be student initiated. Requires dated signature of the student. Requires dated signature and "WP" grade of the instructor. Not calculated in the grade point average.
  WF Failing withdrawal. Indicates student was doing failing work (0.9 or below) at the time of withdrawal. May be awarded only after the 35th class day, but before the first day of finals. May only be student initiated. Requires dated signature of the student. Requires dated signature and "WF" grade of the instructor. Not calculated in the grade point average. Receiving institutions may treat this grade as a 0.0.
  I Incomplete; no grade points calculated. The student must have finished a substantial portion of the work, attended past the 35th class day, be passing the course (1.0 or above), and because of circumstances not ordinarily controllable by the student, was not able to finish the course prior to grading. The instructor and student must complete a detailed contract that specifies what work is remaining, and when it is due. The contract must specify the default grade, if the additional work is not accomplished by the time limit. The grade shall revert to the default grade, if no new grade is turned in by the instructor by the time limit. The instructor, student, and Enrollment Services receive copies of the contract. If there is no contract, or an incomplete contract when an "I" has been requested by the instructor, the grade shall be recorded as an *, until a complete contract is on file in Admissions and Records. Incompletes must be completed by the end of the next quarter, except that spring quarter incompletes must be completed by the end of the following fall quarter.
  N Audit. No credit. Not calculated in grade point average.
  S Passing with credit. Not calculated in grade point average. Used only by approved departments. Degrees and certificates may limit the use of S credits.
  U Unsatisfactory progress. Not calculated in grade point average. Used only by approved departments.
  Y In Progress; no grade point calculated. Used in courses, such as correspondence, that do not begin and end with the regular quarter calendar. Not calculated in grade point average. A student has two quarters to complete the class (an extension for a third quarter is available for an additional fee). The instructor will submit a change of grade form to Enrollment Services at the completion of the coursework within the time limit. If no new grade is turned in by the instructor a grade of 0.0 will be issued.


Time limitation to change a grade
Instructor may authorize a grade change within the next quarter of the academic year. Summer quarter is excluded (i.e., spring quarter grade changes must be made by end of fall quarter; summer quarter changes must be made by end of fall quarter).

Course audit
You may attend a class but not receive credit. To do this, register as an "auditor." Auditors pay regular credit hour and lab fees. An auditor does not take examinations or receive credit for the course. Your transcript will show an "N'' for an audited course.

[Approved: James M. Walton President 10/07/2009]
[Effective: Summer 2010]
[Approved and Updated: Dr. Robert Frost, President, 07/30/2014]

POLICY
All honoraria must be authorized by the (Associate) Dean before commitment can be made to any visiting speaker. All invitations to visiting speakers receiving honoraria, although they may be initiated orally by the instructor, must be confirmed by the (Associate) Dean with a copy of the invitation sent to the Instruction Office.

PROCEDURE
If authorized, payment for the speaker, via an adjunct faculty contract or a personal services agreement, must be processed through the Instruction Office before the activity.

PROCEDURE
Independent study is established by a contract between a student and an instructor in which the student will be expected to do independent research, reading and/or writing under the supervision of the sponsoring instructor. The student shall also meet the criteria set forth in the college catalog. The course of study designated by the contract must meet the following requirements:

  1. The student is responsible for finding an instructor for the contract.
  2. The contract is to be initiated by the student who, in conjunction with the instructor, will be responsible for establishing subject materials, learning objectives and performance standards.
  3. The instructor is responsible for guidance and evaluation of the learning objectives and performance standards.
    1. All contracts must be approved by the (associate) dean.

POLICY
The Instructional Council has the responsibility for recommending to the Vice President, Instruction the following:

  1. Approval and deletion of new courses within programs and curriculum.
  2. Approval, review, and/or modification of curriculum and programs
  3. Establishing academic standards


PROCEDURE
New or revised general and academic course approval:

  1. Faculty members develop a course outline/proposal.
  2. The outline is reviewed by the faculty department for academic rigor and appropriateness to the curriculum
  3. Instructional administrator reviews the outline for technical components, e.g., form, hours, description, learning themes, CIP and program codes.
  4. The individual faculty makes improvements and corrections as identified by department and administrator.
  5. The course is presented to the Instructional Council along with documentation for how the course fits a degree or program.
  6. The recommendation is forwarded to the Vice President, Instruction for final action.


New or revised professional technical course approval:

  1. For new programs the Professional technical Dean files a Notice of Intent with SBCTC and manages the process directed by the WEC and SBCTC.
  2. If the notice is not challenged or denied, the program courses will be reviewed by the Instructional Council before being sent to SBCTC for endorsement.
  3. Once SBCTC has endorsed a new program, an advisory committee will be formed and course development will begin.


Professional Technical course development:

  1. New courses intended to fulfill newly SBCTC-endorsed professional technical programs will follow the same steps as outline for general and academic course approval. When possible, the process will include review and recommendations from the advisory committee.
  2. Revised courses will be reviewed by the program's advisory committee and the department before presentation to the Instructional Council.


Course or program deletion:

  1. Course deletions may begin with the faculty members within the discipline or may begin with administration. Program deletions must be supported by enrollment data.
  2. The faculty department and the appropriate academic administrator(s) will review programs recommended for deletion.
    1. The recommendation may be reviewed by the Instructional Council and forwarded to the Vice President, Instruction for final action.
Number: 3.230 Legal Authority:  
Title: Professional Technical Program and Course Development Implementation Date:  
Contact:   Reviewed:  
Under Review 4-3-2019


PROCEDURE
The professional technical program development procedure is provided here for overall direction and guidance to faculty and administrators in developing new programs. Detailed procedures are available from the Dean of Instruction, professional technical programs (the Dean). A summary of the steps are:

  • Submit a request for the program to the Dean.
  • If the concept is approved, the Dean submits a preliminary program notice of intent request with the State Board for Community and Technical Colleges.
  • If approval for planning is granted by the State Board for Community and Technical Colleges, the Dean selects an ad hoc advisory committee and conducts a feasibility study.
  • A positive feasibility study leads to the development of curriculum with assistance of the ad hoc advisory committee. The curriculum then must be reviewed by the Instructional Council and approved by the Vice President, Instruction.
  • Approval of the curriculum sets the stage for the identification of facilities and preparation of a capital facilities request if necessary.
  • A feasibility check is then conducted by the Dean and Vice President of Instruction. The President makes the final decision.
  • The Dean submits an occupational program approval to the State Board for Community and Technical Colleges.
  • The Dean releases information about the program to target markets and the public at large.
  • The Dean hires instructional staff, and acquires facilities and resources.
  • The Dean evaluates the program continually during initial stages of operation.
  • Instructors place students from the program in appropriate employment as feasible.
    • Instructors follow up former students. Formal evaluation of the program leads to continuation, modification, or elimination. The Dean recommends all modifications to the Vice President, Instruction through the Instructional Council.

POLICY
All money collected must be deposited with the college Cashier within twenty-four (24) hours of collection. Pre-numbered receipts must be issued and checks marked on the back , "For Deposit Only". Instructors will not sell products, books, supplies, or other items to students nor shall they receive any compensation or profit from any transaction involving students or the college. Students may purchase directly from the Bookstore or pay the cashier.

Reference: Chapter 3, Section 3.090, Conflict of Interest - State Ethics Law

Campus contact: Vice President, Instruction

POLICY
Students are expected to attend all classes for which they enroll.

Faculty are required to provide a verifiable last day of attendance for students receiving less than a 1.0, WP or WF grade.

[Revised, Reviewed and Approved: Dr. James Walton, President, 4/18/2016]

POLICY
For reasons of safety, health, and to provide the most conducive learning environment, parents may not bring children with them to class.

POLICY
Substitute instructors must be authorized by the appropriate (Associate) Dean and will be paid only by the College. When a faculty member is to be absent for a prolonged period, notification must be given promptly to the (Associate) Dean before the absence to allow ample time for a suitable substitute to be hired.

[Reviewed and Revised: Dr. Robert Frost, President, 4/13/2015]

PROCEDURE
Selection of Textbooks - Textbooks are selected at the discretion of full-time and long-term faculty members. Textbooks should be selected with costs to the student and consistency with the course content in mind. When two or more instructors teach the same course, they should agree within the department on the choice of the same text or texts to be used in each section.

Ordering Textbooks - Each faculty member is requested, at appropriately announced times, to designate required texts for a class to the Bookstore.

Desk Copies - Complimentary copies (desk copies) of textbooks and other instructional materials are available to the instructor from various publishers. Each instructor has the responsibility for contacting the publisher and requesting complimentary copies of books and other materials for their use in the classroom. This should be done as soon as the instructor knows what texts will be used. Desk copies are the property of the College and, therefore, may not be sold. Copies that are no longer needed may be given to the College Bookstore.

[Reviewed: Dr. Robert Frost, President, 4/13/2015]

Campus contact: Vice President, Instruction

POLICY
Centralia College recognizes the need to protect the rights, well-being, and personal privacy of individuals while serving as human subjects as part of training procedures in classroom, laboratory, or clinical activities.

PROCEDURE
Training procedures, demonstrations, and/or experiments that use human subjects shall be reviewed and approved by a committee established for review and approval of such proposals. All such activities that use human subjects will be closely monitored by responsible instructors. Students who enroll in a program or course that uses human subjects shall be informed of the procedures required during the first week of the course. Students who choose neither to participate as a human subject nor to accept an alternative activity will be informed that they may not be able to complete some courses/programs successfully.

Information provided to the students shall include the following:

  1. A written notification of the procedures to be followed including a description of the attendant risks and discomforts;
  2. A description of the benefits to be expected or the knowledge to be gained;
  3. An identification of available alternative activities;
  4. A statement that the subject may decline to participate at any time unless such procedure is required of the student to master a critical competence;
  5. An assurance that the identity of students involved in surveys will remain confidential; and
  6. The requirement that all students electing to participate in activities must present a written consent signed by the student or, if under the age of 18, parent or legal guardian prior to participation.


[Policy delegated by BOT to College, 9/21/00]
[Reviewed: Dr. Robert Frost, President, 4/13/2015]

POLICY
Faculty should inform vendors of the times that are acceptable to visit. Classes or labs should never be interrupted to talk to a vendor about a product. State law forbids college personnel to accept gratuities from vendors.

Faculty should avoid conflicts of interest in dealing with vendors by being thoroughly familiar with the purchasing rules before promising to buy any product. The Purchasing Office assigns all field orders for purchases. All purchases must be approved by the (Associate) Dean that has signature authority over the budget.

Reference: Chapter 3, Section 3.090, Conflict of Interest - State Ethics Law

[Reviewed: Dr. Robert Frost, President, 4/13/2015]