Policies, Procedures and Guidelines
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- Catalog Information
- Class and college withdrawal
- College Policies and Procedures
- Computing Resources Appropriate Use Policy
- Consumer Information and Student Right to Know
- Course Requirements
- Cultural Diversity Policy
- Early Closure Policy
- Electronic Records Preservation and Production Procedures
- Emergency Procedures
- Equal Employment Opportunity Policy (EEO)
- Equal Employment Opportunity/Non-discrimination Statement
- Ethics Policy
- Examinations Policy
- Honors (graduating with)
- Human Resources Policies and Procedures
- Information Technology Procedures
- Instructional Cycle
- Instructional Grievance Process
- Instructional Policies and Procedures
- Meals and Light Refreshments
- Military Credit Acceptance
- Naming of Campus Assets
- Non-Discrimination/Harassment Policy (Title IX)
- Notification of Registered Sex Offender Policy
- Parking Regulations
- Password Standards
- Petitioner/Free-Speech Guidelines
- Posting Flyers on Campus Procedure
- Progress Standards for Financial Aid Recipients
- Process for Development of New Policies
- Reasonable Accommodation Procedure
- Recycling Policy
- Refund Policy
- Registered Sex Offender Policy
- Restraining Orders (process to apply for)
- Revised Code of Washington (RCW)
- Sexual Harassment
- Smoking Policy
- Social Media Guidelines
- Student Complaint Policy
- Student Email Policy / Procedures
- Student Records
- Student’s Rights and Responsibilities / Student Conduct Code
- Students’ Rights Regarding Their Educational Records
- Students’ Social Security Numbers
- Suspended Operations Procedures
- Sustainability Policy
- Telecommuting Policy & Procedure
- Title IX Policy & Procedure
- Use of Human Participants in Instructional Activities
- Veterans Credit
- Washington State Administrative Code (WAC)
- Whistleblower Act (PDF)
- Withdrawal (from class and college)
In keeping with Board Resolution No. 35-85, the following outlines the procedure for developing new Board or College policies or changing existing policies. It provides for involvement in identifying matters to be addressed through policy and for the formal review of the policy by major campus organizations before policy statements are presented to the President.
Organizations included are Administrative Cabinet, Faculty Senate, Highline College Student Government, Instruction Cabinet, Student Affairs Council, and the Washington Public Employees Association. Final action on Board policies is by the Board of Trustees, for College policies by the President.
A general principle which serves as a guideline; a fundamental, philosophical basis for operation; a statement against which practices, procedures, and programs can be tested for general consistency with the institutional mission statement.
Board policies are usually few in number, broad in scope, and are usually unchanged by alterations of operational practices and procedures. Board policies include items specifically required by law such as delegation to the President, check cashing, commercial operations, etc or those items like the College Strategic Plan that are broad statements of purpose and direction.
Statements governing college wide operations, that do not require Board approval, and express the intent of the college community concerning the work of administrators, faculty and staff who have the daily responsibility for operating the College. College policies are adopted through the Policy Development Process as described in this document.
An ordered statement of actions, steps, processes to be followed in carrying out the work, assignments, or functions, of an organization or institution. Procedures must be consistent and in harmony with the policies that govern the organization or institution and approved and disseminated by the appropriate Vice President, posted on the College web site, and when affecting more than one area, approved by the College’s executive staff.
Policy Development Council
The Policy Development Council (PDC) shall be composed of the chairs, or their representatives, of the organizations listed above.
The purpose of this organization shall be to define all proposals as a Board or College policy or college procedure and to track the proposal through the various Councils in a timely fashion. Since the President presides over the Administrative Cabinet, it is suggested that the President appoint a Cabinet member to the Policy Development Council. The President will appoint the Administrative Cabinet representative who will coordinate the meetings and agendas. The Council will elect its own chair on an annual basis.
The Role of the Policy Development Council
- Any of the above listed organizations may submit a proposed Board or college wide policy to the Policy Development Council with the exception of those covered by Section 901 of the negotiated agreement of the College and the Highline College Education Association. Within two weeks, the Council will then send it to the other organizations for their approval, disapproval, or recommended changes. All responses will be forwarded to the Policy Development Council no later than two weeks following the receipt of the policy. If the organization fails to respond, it will be assumed they concur with the proposal. The council may determine that the proposal does not meet the definition of a College wide policy and refer it back to the sponsoring council. The Policy Development Council will act within two weeks of receiving any revisions back.
- The Policy Development Council will then consider the original proposal and any submitted modifications. The Policy Development Council may send the revised proposal back to the organizations for their consideration or send the original and the revised proposal on to the President with its recommendation. If the revised proposal is sent back to the organizations, their written response about the new, revised proposal must be submitted by the new deadline.
- Any staff member or student or groups of either may submit a policy proposal to the Policy Development Council. The Council will then try to find a sponsoring organization from one of the organizations listed above. If there is an organization that will sponsor the proposal, then the Council will follow the same procedure as stated in #1 and #2. If there is no sponsoring organization, the proposal dies.
- Within two weeks of receiving the proposal the President will take action and communicate this action. These actions could include but are not limited to:
- Accept or reject the College policy.
- For Board policies:
- Present the Policy Development Council endorsed proposal to the Board of Trustees with recommendation.
- Present the Policy Development Council endorsed proposal to the Board of Trustees without recommendation.
- Return the proposal to the Policy Development Council requesting consideration of the presidential revisions.
- Present a presidentially revised proposal to the Board of Trustees along with the proposal forwarded by the Policy Development Council.
Approved by the Board of Trustees October 10, 2002
Original signed on October 10, 2002
Michael J. Allan, Chair
Highline College Board of Trustees
Recommended for adoption by PDC December 7, 2017
Highline College has a strong commitment to intellectual growth and extended access of educational resources and opportunities. It is the intent of HC to maintain access for its community to local, national and international sources of information and to provide an atmosphere that encourages access to knowledge and the sharing of information. It is also the intent of the College to provide and maintain up-to-date, quality computing resources that allow for efficient and effective performance of instructional and administrative functions.
It is expected that members of the College community will use College computing resources with respect for the public trust through which they have been provided and in accordance with policy and procedures established by the College and its operating units.
This policy applies to all employees, students and the general public when using the college’s computing resources. It is each individual’s responsibility to use these resources in a manner that is efficient, ethical and legal.
In this policy, computing resources are defined as those computers (e.g.; personal digital assistants, laptops, desktops), peripherals, software, networks, electronic messaging systems (email, voice mail, facsimile) and imaging systems operated by or for the benefit of the students and employees of the College.
All users of Highline’s computing resources shall adhere to both the letter and spirit of this policy, to ensure a predictable and secure computing environment for all and compliance with Washington State ethics rules, statutes and regulations as well as the mission, policies and procedures of Highline College.
Links to relevant statutes, rules and policies:
Failure to comply may result in loss of access to College computing resources, as well as administrative, civil or criminal action under Washington State or federal law.
- HC computing resources shall be used in accordance with local, state and federal laws.
- HC computing resources shall not be used to transmit any communication in any form (e.g., text, images, sound) where the content or meaning of the message or its transmission or distribution would violate any applicable law or regulation. (e.g.:http://ethics.wa.gov/RESOURCES/FAQ.htm) Users must comply with licensing agreements and copyright laws. Duplication or use of software, images, music or other intellectual materials, which violates licensing agreements and copyright laws, is not permitted.
- It is the obligation of College employees to be aware of and comply with the governing law, rules, and guidelines set forth in Chapter 42.52 RCW, Ethics in Public Service Act (Link #1 above) and WAC 292-110-010, Use of state resources (Link #2 above).
- It is the obligation of College students to be aware of their responsibilities as outlined in the Students Rights and Responsibilities policy (Link #4 above).
- It is the obligation of members of the general public using college computing resources to be aware of their rights and responsibilities as outlined in this policy, copies of which will be available at the Circulation Desk of the Library.
Users shall respect the rights and property of others and not improperly access or attempt to access, misuse, misappropriate or violate security of computing resources.
- Sharing of passwords constitutes a violation to network security, which may lead to unauthorized use or misuse of campus resources. All computer account passwords are confidential and should not be shared with anyone. Individuals will be held accountable for any activity occurring through the use of their respective passwords.
- Using someone else’s password, regardless of how it was obtained, is also a violation of this policy.
- Running or installing a program intended to damage or create excessive load on any computer system or network is forbidden.
- Using the campus network to gain unauthorized access to any computer system is forbidden.
Electronic records and Highline’s workplace
Although the State Ethics Committee has ruled that messages and files stored on State owned systems are the property of the State, Highline College understands the importance of a work environment and climate that fosters trust and personal responsibility. Toward this goal, respect of a co-worker’s computer workspace and electronic files should be consistent with that afforded their physical workspace and paper files. Technology support staff members (ITS and others) do not access or assist others to access someone else’s electronic files except under the guidelines described in this policy.
The college will make reasonable efforts to maintain a respectful workplace; however, due to the laws regarding use of computers and networks in state agencies, the college cannot guarantee that messages are private or secure. Files, records, and messages will be seized and disclosed when required by law.
Electronic messages, documents and files created or placed on the college’s computing systems may be considered writings, and writings are public records subject to disclosure to any requester in accordance with Washington’s Public Records Act, chapter 42.56 RCW as conditioned by Executive Order 00-03 (http://www.governor.wa.gov/sites/default/files/exe_order/eo_00-03.pdf). Electronic messages may be legally required to be disclosed to third parties in other circumstances, such as in discovery conducted during litigation. Electronic records may be subject to review by college personnel and/or legal counsel in the course of the college responding to a request for disclosure of records.
In addition, college Administrators or their designees have the right to access materials under the control of employees in their administrative units when such access is necessary to conduct college business. When such material is needed, the college administrator or her/his designee will identify the specific materials required and the employee will ordinarily be given sufficient opportunity to provide the college with the requested materials. In the case of an emergency, best efforts will be made to contact the employee prior to accessing the specific materials required.
Access to individual files without notice may also be obtained by the appropriate supervisor or instructor, with the approval of the appropriate member of Executive Staff, during an investigation of activity potentially inconsistent with this or other college policy. In the event that assistance is needed from technology support staff, the request for assistance must be documented.
Highline College will monitor electronic messages only under the following guidelines:
- The implementation, operation and maintenance of electronic message systems require monitoring the flow, not the specific content of electronic messages by the Exec. Director of Information Technology Services and his/her staff.
- Given sufficient cause, messages may be monitored to prevent misuse of the system, during the course of investigations of activities potentially inconsistent with this policy, or during the course of investigations of activities inconsistent with the duties of college employees.
- When monitoring is required by legal action or formal requests under the Public Information Act or with employee’s supervisor as previously described.
Education records of students attending the college are confidential and can be released only in accordance with federal or state law, including the Family Education Rights and Privacy Act of 1974, and the administrative rules of the college.
Library circulation records are confidential and will be released only in accordance with federal or state law, including but not limited to RCW 42.56.310 (see next link), 50 U.S.C. 1861 et seq. (Foreign Intelligence Surveillance Act (“FISA”)), and the administrative rules of the college.
Release of information related to employees, students and certain other topics is limited by RCW 42.56.210 (http://apps.leg.wa.gov/RCW/default.aspx?cite=42.56.210) and RCW 70.02 http://apps.leg.wa.gov/RCW/default.aspx?cite=70.02.
Disclosure of certain other personal information is limited by Executive Order 00-03 (http://www.governor.wa.gov/sites/default/files/exe_order/eo_00-03.pdf).
The college accepts no responsibility for any damage to or loss of data arising directly from or incident to the use of Highline College computing resources. The college makes representation of no warranty, express or implied regarding the computing resources offered, or their fitness for any particular use or purpose.
The college cannot protect individuals against the existence or receipt of material that may be offensive to them. Those who make use of electronic communications are hereby given notice that they may encounter or be the recipients of material they find offensive or objectionable in nature or content.
Approved by Priscilla J. Bell
Highline College President
January 12, 2004
Highline College actively promotes and supports a learning and work environment which ensures social justice, mutual respect, understanding, civility, and non-violence. Highline College is committed to the elimination of discrimination based on biological sex, gender identity and expression, sexual orientation, race, ethnic background, national origin, class, economic status, age, military and veteran status, disability, language, culture, and religious beliefs.
Dan Altmayer, Chair
Highline College Board of Trustees
Approved by the Board of Trustees January 14, 2016
Policy and Program Statement
The College is committed to providing a drug-free, healthful, safe, and secure workplace and environment, and has implemented a drug and alcohol abuse, prevention, and assistance program.
The College will annually notify employees and students that the unlawful possession, use, or distribution of illicit drugs and alcohol on College property, or as any part of College activity, is prohibited.
Illicit Drugs Prohibited
The unlawful possession, use, and distribution of illicit drugs on College property, or as any part of College activity, is prohibited.
Alcoholic Beverage Service
Alcoholic beverages may be served at scheduled events at Highline College provided all Washington laws and Highline College administrative procedures, guidelines, and regulations are met.
A student or employee’s violation of this prohibition may result in arrest and conviction under applicable criminal laws of the United States, the State of Washington, or local municipalities. Conviction may result in legal penalties.
Sanctions imposed by College
Students and employees who violate the College’s policy against illicit drugs and alcohol are subject to sanctions imposed by the College which are consistent with local, state, and federal law and regulations. Such sanctions may include, but are not limited to, the offender’s completion of an appropriate rehabilitation program, expulsion from the College or termination of College employment, and referral to other authorities for prosecution. Disciplinary action against employees or students will be initiated in accord with the Washington Administrative Code, applicable contract provisions, and College policy.
The following nonexclusive list of health risks have been identified with the use and abuse of illicit drugs and alcohol: memory loss; depression; fetal alcohol syndrome; problem pregnancy; sclerosis; circulatory problems; insomnia; heart failure; respiratory arrest; cardiac arrest; seizures; coma; anxiety; paranoia; irritability; fatigue; mental illness; death.
Available Assistance Treatment Programs
The College recognizes drug and alcohol dependency and/or the abuse of drugs and alcohol to be a major health problem, as well as a safety and security problem. Many resources are available to students seeking assistance with such problems. The College counseling center and the Human Resources Office can provide referrals.
Employees may take advantage of these services as well as the Washington State Employee Assistance Program and their health insurance plan, if appropriate. The Employee Assistance Program (EAP), available statewide to all state employees, has offices in Seattle, Olympia and Spokane. The Seattle number is 206-281-6315. More information on EAP and the phone numbers and locations of other offices can be found through the EAP web site at http://www.dop.wa.gov/EAP/Pages/default.aspx
Michael J. Allan, Chair
Highline College Board of Trustees
Approved by the Board of Trustees October 10, 2002
Court decisions and rules now place substantial obligations on public and private organizations to (1) preserve all electronic materials that could be relevant to pending or anticipated lawsuits and (2) retrieve and produce such materials in the course of such litigation. Failure to meet them may subject Highline College and the individuals involved to sanctions and liability.
The scope of these preservation and disclosure duties are broad. They apply to business-related electronic information wherever it is stored – at a Highline College work station, on a laptop or PDA, and even at an employee’s home. The information at issue includes all forms of electronic communications and records such as e-mail, word processing, calendars, voice messages, videos, photographs, and other digital information.
Although these legal duties require that information must be preserved, the preserved information need not be disclosed to the opponents without first being appropriately reviewed to be sure that legally privileged information is removed. In other words, Highline College and its attorneys still can and will take steps to see that information that is legally protected will not be disclosed to the opposing party.
It is worth noting that the rules concerning preservation of hard copies of records have not changed. All printed documents under the control of involved individuals must also be preserved. Also, the new rules do not require Highline College to change any general records retention procedures.
B. Electronic Discovery Committee
To help meet its obligations, Highline College uses an Electronic Discovery Committee, made up of representatives from:
- The Attorney General’s Office
- Highline College Risk Manager
- Information Technology Services
- The Public Records Officer
- The Vice President of Administration as appropriate
As discussed below, this committee will serve as a resource to help assure that Highline College’s approach to these issues is consistent and in compliance with applicable laws and Highline College procedures.
C. The Landscape of Highline College Electronic Records System
When Highline College determines that there is a reasonable anticipation of litigation, responsive electronic records may include, email generated or retained by Highline College employees, whether maintained on Highline College servers or backed up in “local folders,” on their individual desktop, or laptop or other “client machine.” In fact, email messages may be stored locally instead of – or in addition to – being kept on an email server.
In addition to emails, Highline College faculty and staff create and use a myriad of other electronic materials ranging from traditional word-processing documents and spreadsheets to databases, digital images, audio, video, web pages, instant messages, blogs, calendars, technical drawings and more. While many records are stored on network servers that Highline College can monitor, individual users are often able to store them (or copy or move them) to individual desktop and portable devices that are beyond Highline College’s field of observation or control.
Highline College maintains some system of tapes or other storage media that periodically copy the system’s data to enable the system and its contents to be restored in the event of an emergency. This backup system recycles the storage tapes on a regular basis. For normal preservation purposes, emergency recovery copies of data are not practically accessible and interrupting their recycling would be impractical and expensive. As a result, such disaster recovery systems will usually be considered outside the scope of a Notice of Records Preservation, unless otherwise directed.
As required by RCW 40.14.040, Highline College Records Officer manages and oversees Highline College compliance with state and federal laws and regulations relating to the preservation and destruction of electronic and paper information.
D. Special Preservation of Records
When a lawsuit is filed – or reasonably anticipated – Highline College has a duty to take special precautions to prevent the loss of potentially-relevant electronic data. Unless circumstances require a different approach, the following protocol will be followed to comply with these legal obligations.
- Document Preservation Plan
When a lawsuit is commenced against Highline College – or information is received such that a lawsuit is reasonably anticipated – the lead unit (typically, Risk Management, Human Resources, or the Assistant Attorney General assigned to Highline College) should develop a Preservation Plan outlining the immediate steps that need to be taken. The plan should generally include some or all of the following basic steps:
- Identify the operating unit and individuals who might possess electronic data;
- Send a Litigation Hold to the appropriate individuals; and
- Designate a specific person to coordinate and serve as a contact.
Where the matter is complex or unusual, the following steps may also be considered:
- Gather a summary of the hardware and software involved.
- Determine whether more aggressive steps (such as “imaging”or sequestering computers, stopping rotation of disaster recovery tapes, or taking snapshots of network folders) are warranted.
- Establish a method for following up, which may include sending out reminders, conducting preservation compliance checks, and addressing new questions or issues from agency employees with potential evidence.
The Electronic Discovery Committee should be consulted for assistance with any questions about an appropriate Preservation Plan.
- Litigation Hold
A Litigation Hold will typically include:
- A definition of what constitutes a “record” and direct owners of potentially-relevant records to preserve them from destruction or modification.
- Direction to preserve relevant electronic records and general information on how to do so. This may include directing the administrator(s) of relevant system(s) to avoid any centralized or automatic destruction or alteration of such records,
- Identification of the categories of information to be preserved,
- Contact information for the attorney(s), risk management professional, Highline College Technology or other IT professional, and any other contacts.
- Duties of Persons Receiving a Litigation Hold
Receipt of a Litigation Hold does not necessarily mean the recipient is directly involved in the matter. Rather, it means the evidence which Highline College is obligated to preserve may be in the person’s possession or scope of responsibility and that the person, as an employee of Highline College, has a duty to preserve such information effective immediately. In particular, the person must:
- Suspend any Highline College or divisional procedures or procedures that might call for the routine destruction of electronic records under the recipient’s control.
- Discontinue personal practices regarding the destruction of electronic records. For example, the deletion of possibly-relevant emails, voice mails, drafts of documents, and the like must also be suspended.
- Disable any “janitorial”functions, such as the automatic deletion of emails or other electronic records. The designated computer support person should be immediately contacted if assistance is required to disable such functions.
- Protect and preserve all electronic records in their original electronic form, so that all information within it, whether visible or not is available for inspection. In other words, electronic records must be preserved, regardless of whether they have been reduced to a hard-copy or whether a hard-copy already exists.
- Protect and preserve any hard-copies of electronic records.
- Protect and preserve any new information that is generated or received that may be relevant to the litigation after receipt of a Litigation Hold.
- Advise the designated ITS representative of any personal information that may potentially be affected by the Litigation Hold.
- Follow all other specific instructions in the Litigation Hold.
- Consult with the designated contact person regarding any questions involving electronic records.
- Litigation: Actual or “Reasonably Anticipated”
The obligation to preserve evidence arises most commonly when a lawsuit has already been filed. However, the obligation can also arise when one knows-or should know-that future litigation is “reasonably likely.” Determining when facts or circumstances are reasonably likely to lead to litigation requires a case-by-case understanding of the facts and the application of experience and professional judgment.Factors to consider in deciding whether litigation is “reasonably foreseeable” or “reasonably likely” include:
- Historical Experience: Look at whether similar situations have led to litigation in the past.
- Filed Complaints: Be aware of complaints filed with Highline College or an enforcement agency, which may indicate a likelihood of future litigation.
- Significant Incidents: Pay attention to events resulting in known and significant injury.
- Attorney Statements: Examine any statements by an individual’s attorney regarding a dispute with Highline College.
- Employee Statements: Consider statements by Highline College employees and officials regarding the potential of litigation.
- Initiation of Dispute Resolution Procedures: Give considerable weight to an action by a contractor to initiate a dispute resolution clause in a contract.
- Public Disclosure Requests: Consider whether a public disclosure request suggests the likelihood of future litigation. Although Highline College routinely receives public disclosure requests that are unrelated to litigation, some reasonably foreshadow a lawsuit.
- Event Reported In the Press: Take stock of particularly bad events that are reported in the press, where history suggests litigation is likely.
- Common Sense: Use your powers of observation of human behavior and common sense. If an unfortunate or bad event occurs, especially if it is an unusual event or causes significant damage or distress, it may be reasonably anticipated that litigation will follow.
- Risks & Rewards: If the situation is uncertain, consider the relative costs of preservation against the likelihood of future litigation. Also consider the risks associated with the possibility of sanctions if preservation efforts are not undertaken.
- Ending Preservation Responsibilities
When the litigation, or the threat of litigation, that prompted the Litigation Hold has ended, the person issuing the Litigation Hold will inform those who received the notice that they are no longer under any special obligations to preserve the identified categories of materials. At that point, only Highline College’s normal retention schedules will apply to the documents. The Office of Risk Management and Highline College’s attorneys will be responsible for applying their own special retention schedules for “litigation” records.
E. Retrieval of Electronic Records for Discovery
In most cases, any need to actually produce preserved electronic records will come weeks or months after the preservation has occurred. When Highline College receives a request from an opposing party for production (“discovery”) of electronic records, Highline College’s counsel and primary Highline College contact (Risk Management, Attorney General’s Office or other unit) will determine the best approach to take in order to efficiently produce a complete and accurate response. The response may consist of any or all of the following: (1) supplying the requested information, (2) attempting to obtain a modification of the request (e.g., by narrowing the request’s scope or obtaining agreement as to specific search terms), (3) declining to provide some or all of the requested data based upon expense of production, or other basis, (4) conferring with the Electronic Discovery Committee.
The Electronic Discovery Committee is available for consultation on such issues.
- Options for Records Retrieval
Where some or all of the requested records must be retrieved, reviewed, and potentially disclosed, the following options should be considered to select the best approach to the specific request:
- Relying on the Computer User. In many instances, it is reasonable and sufficient to simply ask the computer user to identify, copy, and provide potentially-responsive electronic records and to certify that these steps have been taken. In these instances, the production of electronic data resembles the typical production of physical documents.
- Enlisting Highline College Technical Support: Sometimes the system administrator or other Highline College technical support personnel will directly retrieve the responsive records due to particular concerns about an individual user’s time, skill, or dependability in identifying the universe of responsive records. Such personnel are often able to bring to bear sophisticated tools for searching and extracting large volumes of responsive records.
- Using Outside Consultants: Where identification or recovery of records requires technical expertise beyond that readily available from internal resources, an outside firm may be called upon for some or all of the work.
- Factors to Consider in Records Retrieval
- Thoroughness: The approach in a specific case needs to be reasonably calculated to gather all potentially relevant records.
- Operational Efficiencies: The activities required should be operationally efficient to ensure timely preservation and processing of the data.
- Individual Privacy: The processes implemented to respond to electronic discovery must take into account personal privacy concerns.
- Risk of Data Loss: Reasonable steps will be needed to protect data from loss through inadvertent or intentional deletion of files or loss of data storage media.
- Individual Disruption: Procedures should take account of the potentially significant impacts in terms of time and distraction for individuals named in the lawsuit.
- Procedural Consistency: Highline College must ensure that procedures developed to meet these new rules are consistently followed and executed.
- Post-Retrieval Review
As potentially-responsive electronic records are gathered, Highline College attorneys will review the retrieved data for legal relevance and privilege or other protected status, and will handle all formal and informal responses to the discovery requests.
- Post-Production Duties
The duty to preserve and produce information related to a lawsuit does not end with an initial production of records. Relevant information and records generated after the Litigation Hold must be preserved for future retrieval as the lawsuit progresses.
All newly hired employees must complete the Washington State Executive Ethics Board training within the first 90 calendar days of their employment.
The Vice President for Administration shall serve as the Chief Ethics Officer for Highline College and shall be responsible for providing and interpreting guidelines, advisory opinions, information, and training as applicable per the Washington State Executive Ethics Board rules.
Recommended for adoption by PDC December 7, 2017
The Board of Trustees of Highline College has the authority to name individual college buildings and major land areas, at the recommendation of the President.
The Board of Trustees of Highline College delegates to the President the authority to name individual college rooms, lecture halls and other centers of activity.
Michael J. Allan, Chair
Highline College Board of Trustees
As specified by OFM Policies 70.10 and 70.15 and in accordance with RCW 43.03.050, this policy establishes the guidelines for the purchasing and serving of food and light refreshments, using College funds, at a business meeting at Highline College. Meals and/or light refreshments may be purchased and served to college employees at business meetings, including workshops, conferences, and formal training sessions, under the following conditions:
- The purpose of the meeting is to conduct state business or to provide formal training that benefits the state; and
- The Vice President for Administration or designee has approved, in writing, the purchasing and serving of food and/or light refreshments PRIOR to the event, and
- The meal or light refreshment is an integral part of the meeting or training session; and
- The meeting or training session takes place away from the employee’s or official’s regular workplace; and
- The college requires the employee(s) to attend the business meeting; and
- The college obtains a receipt for the actual costs of the meals or the light refreshments. Cost per person may not exceed allowable per diem.
Expenditures for meals and/or light refreshments are prohibited in the following situations (OFM 70.10.30 & 70.15.20):
- For anniversaries of agencies, receptions for new, existing, and/or retiring employees or officials. EXCEPTION: Events that are a part of an official employee recognition program approved by the College are allowed.
- Any “hosting” activities, including but not limited to activities intended for lobbying a legislator or government official
- Election celebrations
- Normal daily business of Highline College employees
- Staff meetings
- Social events or open houses
The use of Services and Activities Fees for meals & light refreshments shall be in accordance with RCW 28B.15.031, RCW 28B.15.045, and subject to the approvals of the Board of Trustees.
Policy recommended for adoption by PDC on December 7, 2017
Purpose: To increase the safety and welfare of students and staff of Highline College by providing timely and appropriate notification upon learning of the enrollment of a convicted sexual and/or kidnapping offender. This notification shall be in accordance with applicable state law and shall be in such a manner that
- Maintains safety without creating excessive anxiety among students, faculty and staff;
- Does not contribute to possible punitive reaction by some member of the campus community; and
- Causes no undue disruption to the college environment.
Authority: When local law enforcement officials provide the college with relevant and necessary information regarding the presence of convicted sex and/or kidnapping offenders, as defined in the statute (RCW 9A.44.130), the College is authorized, but not required, to release information to its employees and students regarding a sex offender or kidnapping offender.
In the case where the offender self-identifies to a College member, the College member is advised to notify Public Safety and the Office of the Vice President for Student Services.
Immunity: Public employees and/or public agencies are immune from civil liability for damages for any discretionary risk level classification decisions or release of relevant and necessary information, unless it is shown that the official, employee, or agency acted with gross negligence or in bad faith. (RCW 4.24.550(7).
Student Sex Offender Responsibility: Within ten days of enrolling or by the first business day after arriving on campus, whichever is earlier, the student must notify the sheriff for the county where the student resides of intent to attend the College. (RCW 9A.44.130)
Employee Sex Offender Responsibility: A prospective college employee must notify the sheriff for the county where the employee resides of the intent to accept a position at the college by the first day of employment. A college employee must register within five working days of becoming a registered sex offender.
Disclosure: An informed public is a safer public. Notification is not intended to increase fear. Law enforcement agencies issue narrative notices for the purpose of community notification regarding the pending release of sex offenders after reviewing all available information and assigning each offender a risk-level classification.
The extent of public disclosure of relevant and necessary information shall be directly related to:
- The level of risk posed by the offender to the community.
- The locations where the offender resides, expects to reside or is regularly found.
- The needs of the affected community members for information to enhance their individual and collective safety.
Record Keeping: Any record received from local law enforcement agencies shall be maintained in the Public Safety Office and the office of the Vice President for Student Services.
The vast majority of registered sex offenders are classified as Level I offenders. They are considered a low risk to re-offend. These individuals may be first time offenders and they are usually known by their victims. They normally have not exhibited predatory type characteristics and most have successfully participated or are participating in approved treatment programs.
Level I offenders are generally not the subject of general public notification to the campus community. The extent and types of notifications for Level I sex offenders may be adjusted on a case-by-case basis, but the College community and Level I sex offenders can generally expect the following types of notifications to be made:
- Offender name and Risk Level will be on file in the offices of Public Safety and the Office of the Vice President for Student Services;
- Verbal or written notification to faculty in whose classes the offender has enrolled; and
- Written notification to the Childcare Center and Achieve Program.
Level II offenders have a moderate risk of re-offending. They generally have more than one victim and the abuse may be long term. These offenders usually groom their victims and may use threats to commit their crimes, and they have a higher likelihood of re-offending than the Level I offenders.
Level II offenders are generally not the subject of general public notification to the campus community. The extent and types of notifications for Level II sex offenders may be adjusted on a case-by-case basis, but the College community and Level II sex offenders can generally expect the following types of notifications to be made:
- Offender name and Risk Level will be on file in the offices of Public Safety and the Office of the Vice President for Student Services;
- A Community Notification Bulletin, supplied by local law enforcement officials will be on file in Public Safety. This information will include offender name, picture, and descriptive information about the offender and the offense. The bulletin will be posted in high traffic areas, locations with potentially vulnerable populations and in buildings where the offender would frequent, such as buildings where his/her classes are located. Examples of locations where postings may occur include: Childcare Center, Student Union, Building 6 (Student Services), Library, and Instructional Resource Center(s).
- Written notification to faculty in whose classes the offender has enrolled;
- Written notification to the Administrative Cabinet, Behavioral Assessment Team, Childcare Center, Achieve Program, Central Washington University, Des Moines Administrator, Student Employment and the Center for Leadership and Service;
- Students may be notified in all classes in which the offender has enrolled; and
- Any individual college community member upon request.
Level III offenders are the greatest risk to the community.
Washington State law permits notifications about Level III offenders that include relevant, accurate and necessary information. This information is permitted to be disclosed to the public at large. The extent and types of notifications for Level III sex offenders may be adjusted on a case-by-case basis, but the College community may receive the following notifications:
- All notifications included under Level I and II; and
- The Office of the Vice President will provide written notification via email to the students enrolled in classes in which the offender is enrolled.
- All communication from law enforcement officials regarding convicted sexual offenders shall be directed to the Office of Public Safety. All official notifications to students, faculty and programs shall come from the Office of the Vice President for Student Services or designee. Requests for additional information will be referred to the appropriate law enforcement agency.
- Working with appropriate law enforcement officials and Public Safety, the Vice President for Student Services and Public Safety will assess the campus safety issues related to registered sex and/or kidnapping offenders who have been identified as students or potential students.
- Known sex offenders/or kidnapping offenders who are attending Highline College may be required to meet with or contact the College Vice President of Student Services or designee to review the notification procedure and conditions of enrollment, according to the above guidelines. The offender will be provided with information regarding the rights, responsibilities, and privacy protections of students. The extent of the College public disclosure of relevant and necessary information shall be directly related to the:
- level of risk posed by the offender to the campus community;
- need of the affected community members for information to enhance their individual and collective safety.
- The Vice President for Student Services or a designee may also develop a safety plan that includes specific limitations, restrictions, behavioral conditions, or any other factors determined important for campus safety.
- Conditional or Restricted Admission: Convicted sex or kidnapping offenders may be admitted on a conditional basis. Conditional or restricted admission may require a behavior contract, safety plan, campus restrictions, college public notifications, or other restrictions determined important to safety.
- Denial of Admissions: The Vice President or designee may deny a prospective student admission under RCW 28B.50.090(3)(b) if “the student would not be competent to profit from the curriculum offerings of the college, or would, by his or her presence or conduct, create a disruptive atmosphere within the college not consistent with the purposes of the institution.”
- The office of the Vice President for Student Services shall work with Public Safety to monitor the quarterly enrollment status of sex offenders to determine further action.
- Refusal to comply with the conditional or restricted admission requirements may result in suspension or expulsion of the student based upon the Highline College Student Rights and Responsibilities (WAC 132I-120).
- These are general procedures. Each situation is reviewed, and the courses of action may vary depending upon the information provided. Other than the notification process, the offender will be provided with all other rights afforded to all students, according to WAC 132I-120– Highline College Student Rights & Responsibilities Code.
APPROVED BY JACK BERMINGHAM
HIGHLINE COLLEGE PRESIDENT
APRIL 4, 2014
Highline College recognizes the need for sustainable waste management and the need to protect natural resources. Therefore, the College will support a cost effective program that recycles products such as paper, glass, aluminum and plastic.
HIGHLINE COLLEGE PRESIDENT
JUNE 15, 2005
April 5, 2010
In the interest of inclusiveness, all students will be provided a Highline College e-mail account. However, to insure students receive only information that is relevant to them, business-related messages will be tailored to recipient groups based on their enrollment status, for example, tuition paying/credit seeking, Running Start, Adult Basic Education and English as a Second Language (ABE and ESL).
Students are expected to check their Highline email address on a frequent and consistent basis, in order to stay current with College communications. The College recommends checking e-mail once a week at a minimum to remain current with communications that may be time-critical.
Students are expected to comply with Highline’s Computing Resources Appropriate Use Policy and comply with the code of conduct as outlined in the Highline Student Rights and Responsibilities policy.
The College intends to avoid ‘spamming’ our students. To do this, an ‘opt-in’ process for receiving non-compulsory messages such as newsletters, events and activities will be available.
Highline College distinguishes between two types of official messages that will be sent to students
- Global messages: those messages sent to the entire student e-mail address book; these are to be very limited and specific to College business or emergencies.
- Grading: reminder that grades are available online
- Student financial assistance: Financial Aid deadlines; campus scholarships
- Student governance: Student elections, conducting elections online
- Targeted messages are sent to an individual or specific categories of students with whom the sender has routine contact or business; the most common type of approved targeted message are those between instructors and the students in their classes or instructional programs. Other approved topics for targeted messages are:
- Enrollment activity: registration appointment reminders, waitlist status
- Academic status: degree audit
- College debts: tuition and fees past due
- Institutional Research: federal or State data collection
- Library: past due books
- Invitations to participate/subscribe e.g. Plain Talk; student program
Opt-in messages are those that students choose to receive. Examples of opt-in messages are:
- Club meetings and club sponsored events
- Student government meetings
- Student programs/leadership events
- Honors colloquy
- Special events such as MLK Week, Unity Week, Earth Week, Opening Week
- Transfer events: fairs, reps on campus, newsletter
- Bookstore announcements, etc
- Alumni notifications
All opt-in lists will provide students the ability to easily opt-out at a later date. Messages not described above require the approval of the Vice President or designee for the appropriate division. Vice Presidents are welcome to consult with Technology Advisory Committee (TAC), as needed.
The student e-mail policy can be found in the Highline College online catalog.
Approved by Jack Bermingham
Highline College President
April 7, 2011
Highline College supports the concept of telecommuting and encourages the practice in those circumstances where telecommuting does not detract from the efficient or effective delivery of the services of the college. The benefits of telecommuting include: increased productivity and compliance with the State’s efforts to reduce traffic congestion during peak periods. Final approval for telecommuting is granted by the appropriate member of the Executive Staff.
This procedure is established to provide guidance to employees and supervisors regarding the implementation of a specific type of telecommuting. Telecommuting that falls under this policy is:
- A work schedule that regularly allows the employee to work from the employee’s home or from another alternate work site (e.g. another office) near the employee’s home, rather than from the principal place of employment.
- At least one day every two weeks.
- A work alternative mutually agreed upon between the telecommuter and supervisor.
- A work schedule approved by the supervisor and the appropriate member of the Executive Staff.
There may be occasions when work-from-home or work at an alternate site occurs that does not meet the above definition of telecommuting. These instances of alternate work are negotiated between the employee and her/his supervisor on a case-by-case basis.
Eligibility and Participation
This policy and procedure applies to classified, exempt and hourly staff.
Basic eligibility and participation will be determined as follows:
- Classified, exempt and hourly employees are eligible to apply to telecommute.
- The employee must have a record of satisfactory or better performance, e.g. no disciplinary actions, regular attendance and satisfactory employee reviews.
- The need for specialized material or equipment must be either minimal or flexible.
- The telecommuting arrangement must not disrupt service to the employee’s internal or external customers.
- The arrangement can be terminated by either party with a minimum notice of five working days if it can be shown that the arrangement is no longer feasible. The notice requirement is waived in cases of temporary changes to the arrangement arising from emergency conditions.
Telecommuting approval is at the convenience and sole discretion of the College and is reviewed on a case-by-case basis. Telecommuting arrangement may be initiated for the purpose of benefiting the College or the employee but must in any case not result in a reduction of service to customers, clients and co-workers, or a reduction in productivity by the employee.
- The position does not require daily face-to-face supervision or daily interactions with customers, clients, students, members of the public, or co-workers.
- The position has results oriented work performance objectives with identifiable measures of productivity, or the position has administrative duties suitable for completion at an alternate work location.
- The employee has demonstrated ability to be self-directed, self-motivated, independent, focused, well organized, and dependable.
- The employee is willing to assume primary responsibility for maintaining effective communication and work flow among co-workers and customers.
- The employee has demonstrated proficiency with job related software and computer hardware.
- The employee can assure the designated work area is a suitable work environment.
- The employee is able to return from the alternate location to the primary work site when requested or necessary.
- The employee agrees to maintain appropriate safety habits during the time worked.
Designated Alternative Work Site
- The employee’s traditional on-campus work site will remain the employee’s official designated work site.
- The alternative work site should be a suitable work environment free of apparent potential injury hazards. The employee is primarily responsible for establishing and maintaining safe and healthful working conditions in their alternative work space. Employees who wish to have help in determining whether their alternative work site/space is “safe and healthful” may request assistance from the college, including assistance from the Workplace Consultation Services Program of the Department of Labor and Industries http://www.lni.wa.gov/Safety/Basics/Assistance/default.asp.
- The employee will be covered by worker’s compensation laws and procedures for all work-related injuries that occur in the designated workspace at the telecommuter’s home during the telecommuter’s defined work period. Since the workplace and home will be one and the same, worker’s compensation will NOT apply to non-job related injuries that might occur in the home. The College is not liable for any injuries to family members, visitors and others in the employee’s home.
Work Performance and Overtime
- The performance standards for employees working at the alternate worksites shall be equivalent to the standards used when the employees are working at the campus worksite.
- Employees in positions that are designated as eligible for overtime must have advance approval from the supervisor for overtime work.
Equipment, Including Computer Hardware and Software
- Equipment required for each telecommuting arrangement will be identified and determined on a case-by-case basis.
- In most cases, the employee will be required to supply all necessary equipment for telecommuting, including a computer, internet access, and required software, and to maintain the required equipment in good working order during the time the equipment is in use for the telecommuting arrangement.
- On occasion the College may supply non-standard equipment or software required for telecommuting. If the College supplies equipment, the College is responsible for equipment maintenance and will supply required software for computer equipment. The employee will be required to return the equipment for maintenance and repairs. The employee assumes responsibility for the loss of College equipment and any damage resulting from negligent use or handling. Any equipment supplied by the College must be returned to the College upon termination of the telecommuting arrangement. An employee may not load personal software onto College computer equipment unless prior authorization is obtained, and may not use any College provided equipment for personal use. Use of College provided equipment is for approved purposes only and must comply with the College’s Appropriate Use Policy and State ethics laws.
The College accepts no responsibility whatsoever for the safety, security or suitability of any alternative work site. The College also accepts no responsibility for the personal property of any employee.
Inventions and copyrights
In the absence of a formal written agreement to the contrary, any copyrights arising from the work of the employee, even those performed while telecommuting, are the property of the College.
College information and data that are stored at the alternative worksite should be kept in a secure area. For work that has security/confidentiality issues, passwords for computer access must be established. Backups of data should be performed on a scheduled basis and stored at the regular college worksite. Employees will take all precautions necessary to secure proprietary information and prevent unauthorized access to any college system from their alternate worksite.
Employees who telecommute according to the definitions of this policy must complete and sign a Telecommuting Agreement. The supervisor must approve the Agreement and conduct a work planning session with the employee, and the employee’s co-workers as necessary, prior to the beginning of the alternative work assignment.
Telecommuting Agreements shall be in writing and address the following:
- Telecommuting task definitions and/or scope.
- Performance expectations and measurements.
- Working hours, including core hours of phone or email accessibility.
- Duration of the agreement.
- A list of pre-approved telecommuting expenses, and a defined procedure for the approval of all related expenses.
- A list of College supplied equipment and software.
- If applicable: the method of handling, transporting, and/or storing of confidential College information/data.
- A provision that the entire Telecommuting Policy and Procedure is inclusive of the Telecommuting Agreement.
- Signatures of the employee, supervisor, and appropriate member of the Executive Staff.
Procedure for Establishing a Telecommuting Arrangement
- Employee and supervisor discuss the feasibility of telecommuting for the employee.
- Supervisor and employee determine the required equipment, work arrangement, expected productivity outcomes, and method for monitoring the success of the proposed arrangement.
- If telecommuting is determined to be feasible, a telecommuting agreement is written and signed by the employee, the supervisor and the appropriate member of the Executive Staff.
- If telecommuting is determined to not be feasible, the employee will be given the reasons for denial based on the eligibility criteria in this procedure.
- A copy of the agreement is given to the employee and sent to Human Resources for filing in the employee’s record.
- The approved telecommuting arrangement is implemented.
Approved by Jack Bermingham
Highline College President
April 9, 2007