Board of Education Policies (Consecutive)

Policy Number: A.010

Policy Title:
GLOBAL EXECUTIVE DIRECTIONS
Policy Number:
A.010

The president shall assure that every activity, decision, or organizational circumstance shall be lawful, prudent, and in accord with commonly accepted business and professional ethics.

ADOPTED: November 9, 1998
REVISED: April 12, 2000
REVIEWED: September 10, 2003
REVIEWED: June 28, 2007
REVIEWED: January 13, 2010


Policy Number: A.020

Policy Title:
TREATMENT OF LEARNERS
Policy Number:
A.020

With respect to interactions with learners, the president shall assure that procedures and decisions are safe, respectful and confidential.

Accordingly, the president shall assure that:

  1. The institution represents itself accurately and consistently to prospective students through its catalogs, publications and official statements.
  2. Admissions information forms avoid eliciting information for which there is no clear necessity.
  3. Methods of collecting, reviewing, transmitting, or storing information about learners will be protected against improper access in compliance with federal and state regulations.
  4. Facilities provide a reasonable level of privacy, both visual and aural.
  5. The college environment is welcoming and accepting to all learners.
  6. Learners have a clear understanding of what may be expected from the services offered.
  7. Learners are informed of their rights and responsibilities and are provided a process to address grievances.
  8. There is adequate provision for the safety and security of learners.

ADOPTED: November 9, 1998
REVISED: April 12, 2000
REVISED: May 12, 2004
REVIEWED: July 11, 2007
REVIEWED: February 3, 2010


Policy Number: A.030

Policy Title:
TREATMENT OF STAFF
Policy Number:
A.030

With respect to the treatment of paid and volunteer staff, the president shall:

  1. Operate with written personnel policies that clarify personnel rules for staff, provide for effective handling and redress of grievances, and protect against wrongful conditions.
  2. Assure that there is an environment to freely examine and discuss assumptions and data and be guided by evidence.
  3. Never discriminate against any staff member for expressing an ethical dissent or retaliate against any staff member for engaging in whistleblowing activities as defined in ORS 659A.200 to 659A.229 or for addressing the Board as provided in subsection 4 of this policy.
  4. Not prevent staff from addressing the board when internal grievance procedures have been exhausted and the employee alleges that board policy has been violated to his or her detriment. The opportunity to address the board will occur either in writing or during public comment.
  5. Operate within a collaborative and participative environment.
  6. Acquaint staff with their rights under this policy.
  7. Make results a measure of staff success.
  8. Assure there is adequate provision for the safety and security of staff.

ADOPTED: November 9, 1998
REVISED: April 12, 2000
REVISED: May 12, 2004
REVISED: September 8, 2004
REVIEWED: July 11, 2007
REVISED: October 13, 2010


Policy Number: A.040

Policy Title:
FINANCIAL PLANNING AND BUDGETING
Policy Number:
A.040

Financial planning for any fiscal year or the remaining part of any fiscal year shall reflect the board's end priorities, avoid fiscal jeopardy, and shall be derived from a multi-year plan.

Accordingly, the president shall assure budgeting that:

  1. Complies with Oregon Local Budget Law.
  2. Contains sufficient information to enable credible projections of resources and expenditures as presented in the Budget Document in accordance with Oregon Local Budget Law.
  3. Discloses planning assumptions.
  4. Limits expenditures in any fiscal year to conservatively projected resources for that period.
  5. Maintains current assets at any time to at least twice current liabilities.
  6. Complies with budget and financial policies contained in Section E.

ADOPTED: November 9, 1998
REVISED: April 12, 2000
REVISED: January 14, 2004
REVIEWED: October 10, 2007
REVIEWED: March 17, 2010


Policy Number: A.050

Policy Title:
FINANCIAL CONDITION AND ACTIVITIES
Policy Number:
A.050

With respect to the actual, on-going financial condition and activities, the president shall avoid fiscal jeopardy and assure that actual expenditures reflect board priorities as established in ends policies.

Accordingly, the president shall:

  1. Not expend more funds than have been received in the fiscal year to date, except as approved by the board.
  2. Not use any long-term reserves that are not budgeted and appropriated for expenditure.
  3. Settle payroll and debts in a timely manner.
  4. Assure that tax payments or other government-ordered payments or filings be on time and accurately filed.
  5. Make no single purchase or commitment of greater than $100,000 for goods and services contracts, or $150,000 for public improvements contracts, without board approval, except in extreme emergencies.
  6. Acquire, encumber, or dispose of real property only with board approval, except in extreme emergencies.
  7. Pursue receivables aggressively after a reasonable grace period.
  8. Comply with budget and financial policies contained in Section E.
  9. Not contract with the College's independent auditors for nonaudit services without prior approval of the Board.
  10. Provide the following annual certifications, by the president and by the vice president for college operations, to the Board upon receipt of the audited financial statements:
    1. He/she has reviewed the annual audit report;
    2. Based on his/her knowledge, the report does not contain any untrue statement of a material fact or omission of a material fact that makes the financial statements misleading;
    3. Based on his/her knowledge, the financial statements present in all material respects the financial condition and results of operations.
  11. Establish and maintain an adequate internal control structure and procedures for financial operations and reporting.

ADOPTED:    November 9, 1998
REVISED:      May 12, 1999
REVISED:      April 12, 2000
REVISED:      January 14, 2004
REVISED:      March 9, 2005
REVISED:      July 19, 2006
REVIEWED: March 17, 2010


Policy Number: A.060

Policy Title:
EMERGENCY PRESIDENTIAL SUCCESSION
Policy Number:
A.060

In order to protect the board from sudden loss of presidential services, the president shall have at least one other executive familiar with board and presidential issues and processes. The president shall periodically furnish the board with the current name or names of the executive or executives familiar with the board and presidential issues and processes. In the event of a sudden loss of presidential services, the board shall appoint an acting president of the college in accordance with board policy B.050.
 

ADOPTED: November 9, 1998
REVISED: April 12, 2000
REVIEWED: January 14, 2004
REVISED: September 12, 2007
REVIEWED: April 14, 2010


Policy Number: A.070

Policy Title:
ASSET PROTECTION
Policy Number:
A.070

The president shall assure that assets are protected, adequately maintained, and not placed at risk.

Accordingly, the president shall:

  1. Insure against theft and casualty losses and against liability losses to board members, staff, and the organization itself in an amount similar to the average for comparable organizations. 
  2. Prevent uninsured personnel from access to material amounts of funds. 
  3. Assure that plant and equipment are not subjected to improper wear and tear or insufficient maintenance.
  4. Assure that the organization, its board, or staff, are not unnecessarily exposed to claims of liability.
  5. Assure that every purchase:
    1. includes normally prudent protection against conflict of interest; and
    2. of over $100,000 for goods and services contracts, or $150,000 for public improvements contracts includes a stringent method of assuring the balance of long-term quality and cost.
  6. Protect intellectual property, information, and files from loss or significant damage.
  7. Receive, process, or disburse funds under sufficient controls to meet the board-appointed auditor's standards.
  8. Invest or hold operating capital in excess of daily requirements in accordance with ORS 294.035. 
  9. Not endanger the organization's public image or credibility, particularly in ways that would hinder the accomplishment of its mission.
  10. Not name a building, substantial parts of buildings, or significant landscape features of Lane Community College without prior approval of the board; and, when a building has substantial support from a donor, without prior involvement of the Foundation.

ADOPTED: November 9, 1998
REVISED:   April 12, 2000
REVISED:   December 13, 2000
REVISED:   September 10, 2003
REVISED: January 14, 2004
REVISED: July 19, 2006
REVIEWED: May 12, 2010


Policy Number: A.080

Policy Title:
COMPENSATION AND BENEFITS
Policy Number:
A.080

With respect to employment, compensation, and benefits to employees, consultants, contract workers, and volunteers, the president shall assure fiscal integrity and public image.

Accordingly, the president shall:

  1. Not change his or her own compensations and benefits.
  2. Not promise permanent or guaranteed employment.
  3. Establish current compensation and benefits which:
    1. Do not deviate materially from the professional market for the skills employed, are competitive, and are consistent with board-approved collective bargaining agreements.
    2. Not create obligations over a longer period than prudent.
  4. Not establish deferred or long-term compensation and benefits which cause any employee to lose benefits already accrued under any forgoing plan.

ADOPTED: November 9, 1998
REVISED: April 12, 2000
REVIEWED: May 12, 2004
REVIEWED: June 11, 2008
REVIEWED: May 12, 2010


Policy Number: A.090

Policy Title:
COMMUNICATION AND SUPPORT TO THE BOARD
Policy Number:
A.090

The president shall assure that the board is informed and supported in its work.

Accordingly, the president shall:

  1. Submit monitoring data required by the board (see policy on Monitoring Presidential Performance) in a timely, accurate, and understandable fashion, directly addressing provisions of board policies being monitored.
  2. Keep the board aware of relevant trends, anticipated adverse media coverage, or material external and internal changes, particularly changes in the assumptions upon which any board policy has previously been established.
  3. Advise the board if, in the president's opinion, the board is not in compliance with its own policies on Governance Process and Board-President Linkage, particularly in the case of board behavior that is detrimental to the working relationship between the board and the president.
  4. Marshal for the board as many staff and external points of view, issues, and options as needed for fully informed board choices
  5. Provide a mechanism for official board, officer, or committee communications.
  6. Deal with the board as a whole except when (a) fulfilling individual requests or providing information; or (b) responding officers or committees duly charged by the board.
  7. Report in a timely manner known noncompliance with any policy of the board.
  8. Supply for the consent agenda all items delegated to the president yet required by law or contract to be board-approved, along with the monitoring assurance pertaining thereto.
  9. Provide semiannual budget planning information.

ADOPTED: November 9, 1998
REVISED: April 12, 2000
REVISED: January 14, 2004
REVIEWED: February 13, 2008

REVIEWED:  May 12, 2010


Policy Number: A.100

Policy Title:
ETHICAL CONDUCT FOR LANE COMMUNITY COLLEGE EMPLOYEES
Policy Number:
A.100

The institution strives to adhere to the highest ethical standards in its representation to its constituencies and the public; in its teaching, scholarship and service; in its treatment of students, faculty, and staff; and in its relationships with regulatory and accrediting agencies. All concerned with the good of the college will seek ways to support institutional integrity.

The board is responsible to ensure the integrity of the college. Individuals are responsible for their personal integrity and for acting in a manner consistent with this policy. Integrity is demonstrated by conduct that is honest in words and actions, and promotes respect, fairness and openness. Responsible stewardship of resources and the public trust are expectations for all employees.

All college employees are expected to conduct themselves with integrity and to hold themselves to the highest standards of ethical conduct.

ADOPTED: October 13, 2004
REVIEWED: June 11, 2008
REVISED: June 9, 2010


Policy Number: A.110

Policy Title:
COMMUNITY OUTREACH
Policy Number:
A.110

It is a benefit to the college to participate in the community, be responsive to the needs of the college district and promote activities that develop positive relationships with the broader community.

With respect to the community, the president shall assure that:

  1. The college promotes the image and awareness of the college in the district.
  2. A comprehensive community outreach plan, consistent with the mission, vision and core values is developed and implemented.
  3. Efforts are coordinated in a manner that maximizes available material and financial resources and achieves greatest results.
  4. A report on the status and results of the plan is regularly provided to the board.

ADOPTED: November 17, 2010


Policy Number: B.010

Policy Title:
MEMBERSHIP ON THE BOARD OF EDUCATION
Policy Number:
B.010

The Board of Education of the Lane Community College District shall consist of seven members, each member elected to a four-year term by the qualified voters of the entire district. A member shall reside in the zone from which elected and shall not be employed by the College during the term of office. Two members shall be elected to represent the district at large and five members elected from zones, each to represent one of the following areas:

Zone 1 is the western college district, which includes the Bethel area of Eugene, Veneta, Dunes City, Florence, and Monroe.

Zone 2 is the northern college district, which includes North Eugene, Coburg, Harrisburg, and Junction City.

Zone 3 is the northeastern college district, which includes Springfield, Thurston, and the Marcola area.

Zone 4 is the southeastern college district, which includes the McKenzie River Valley, Creswell, Cottage Grove, Lowell, Oakridge, and Westfir.

Zone 5 is entirely within Eugene and, in general, the area south of the Willamette river and east of City View Street.

At-Large – Position 6 represents the entire college district.
At-Large – Position 7 represents the entire college district.

ADOPTED: November 9, 1998
REVISED: July 17, 2002
REVIEWED: October 14, 2003
REVISED: October 10, 2007
REVISED: June 9, 2010


Policy Number: B.020

Policy Title:
GLOBAL GOVERNANCE COMMITMENT
Policy Number:
B.020

The Board of Education, on behalf of the district, will work to ensure that Lane Community College achieves the appropriate results, at an appropriate cost, to advance the college vision, mission, core values, and strategic directions. The board shall avoid unacceptable actions and situations through the expression of its policies and be in compliance with Oregon Revised Statutes.

The Board will govern by policy. It will establish appropriate ends policies and executive direction policies and ensure that accountability measures are clearly identified and reported on a frequency and method chosen by the board. 

ADOPTED: November 9, 1998
REVISED: September 10, 2003
REVIEWED: October 10, 2007
REVIEWED: July 14, 2010


Policy Number: B.025

Policy Title:
COLLEGE GOVERNANCE SYSTEM
Policy Number:
B.025

Lane Community College shall be governed by a system that is a learning-centered system and fulfills the vision, mission, and core values of the college.
The president shall be the steward of the governance system, be accountable and responsible for the decisions made in the governance system, and evaluated accordingly.

The college governance system shall recognize that the best decisions are made through the inclusion of many and diverse voices. The system of governance shall ensure that the authority, responsibility, accountability, and relationship among and between the board, managers, faculty, staff, and students are clearly described and communicated. The system of governance shall be evaluated as
to its:

  1. Clarity
  2. Wide and explicit communication
  3. Effectiveness
  4. Efficiency and timeliness
  5. Processes that encourage employee and student participation in problem solving and decision making
  6. Processes that assure that decisions are made at the appropriate level, by the appropriate group with the needed expertise
  7. Recognition of the support needed for employees and students to participate and contribute meaningfully

ADOPTED:     March 10, 2004
REVIEWED:   September 10, 2008


Policy Number: B.030

Policy Title:
BOARD DUTIES AND RESPONSIBILITIES: EDUCATIONAL PROGRAM
Policy Number:
B.030

The board of education shall:

  1. Approve all major academic, vocational, and technical programs of study, degrees, certificates, and diplomas. Approve major substantive changes in the college's mission, policies, and programs.
  2. Require reports and consider other presidential reports concerning the programs of the college.

ADOPTED: November 9, 1998
APPROVED: November 12, 2003
REVIEWED: November 6, 2007
REVIEWED: September 8, 2010


Policy Number: B.040

Policy Title:
BOARD DUTIES AND RESPONSIBILITIES: APPRAISAL AND EVALUATION OF OPERATION
Policy Number:
B.040

The board of education is ultimately responsible for the quality and integrity of the institution. It establishes broad institutional policies and delegates to the president the responsibility to implement and administer these policies.

The board of education shall:

  1. Regularly review and approve the college's vision, mission, and core values and ensure that they guide the operation of the college.
  2. Evaluate the performance of the organization and the quality of the educational program in terms of the vision, mission, and core values of the college.
  3. Ensure that the necessary resources are in place to provide for effective institutional research, evaluation, and planning processes

ADOPTED: November 9, 1998
APPROVED: November 12, 2003
REVIEWED: November 6, 2007
REVIEWED: September 8, 2010


Policy Number: B.050

Policy Title:
BOARD DUTIES AND RESPONSIBILITIES: PERSONNEL
Policy Number:
B.050

The board of education shall:

  1. Select, appoint, and regularly evaluate the president.
  2. Ensure that the college is organized and staffed to reflect its mission, size, and complexity.
  3. Approve an academic and administrative structure or organization to which it delegates the responsibility for effective and efficient management.
  4. Request that the president inform the board of all contracted hirings and dismissals.

ADOPTED: November 9, 1998
APPROVED: November 12, 2003
REVISED: December 12, 2007
REVISED: October 13, 2010


Policy Number: B.060

Policy Title:
BOARD DUTIES AND RESPONSIBILITIES: BUDGET MAKING
Policy Number:
B.060

The board of education has the responsibility to:

  1. Adopt the annual budget before July 1 of the budget year.
  2. Act as the levying board in the budget process.
  3. Assist in presenting the needs of the college to the public and assist in the adoption, through the formulated budget process, of a budget that will address these needs.
  4. Appoint the seven members with whom they shall serve jointly as the budget committee.
  5. Review student tuition rates annually.

ADOPTED: November 9, 1998
REVISED: December 10, 2003
REVIEWED: December 12, 2007
REVIEWED: October 13, 2010


Policy Number: B.070

Policy Title:
SHARED GOVERNANCE
Policy Number:
B.070

Global Governance Commitment B.025, was approved by the board on March 10, 2004, and replaced Shared Governance, B.070

ADOPTED:  March 10, 2004


Policy Number: B.080

Policy Title:
BUDGET OFFICER
Policy Number:
B.080

The president or designee shall serve as budget officer. The budget officer shall be responsible for preparation and maintenance of the budget document in compliance with Local Budget Law [ORS 294].

ADOPTED: November 9, 1998
REVISED: December 10, 2003
REVIEWED: December 12, 2007
REVIEWED: November 17, 2010


Policy Number: B.090

Policy Title:
BUDGET PREPARATION AND ADOPTION
Policy Number:
B.090

At the direction of the board of education, the president shall study budget needs and prepare recommendations on programs and services for budget committee consideration. The recommendation of advisory committees and interested citizens and organizations within the college district shall be considered by the president in developing the budget document.The college budget shall be prepared and adopted in compliance with Oregon Local Budget Law [ORS 294].

ADOPTED: November 9, 1998
REVISED: December 10, 2003
REVIEWED: January 9, 2008


Policy Number: B.100

Policy Title:
OFFICERS OF THE BOARD OF EDUCATION
Policy Number:
B.100

The board of education shall have as officers a chair and a vice chair to be elected by the board at its annual organizational meeting. The board shall then appoint the college president as the clerk of the district. Deputy clerks may also be appointed at this time to perform such duties as recommended by the president.

ADOPTED: November 9, 1998
REVISED: December 10, 2003
REVIEWED: January 9, 2008
REVIEWED: January 12, 2011


Policy Number: B.110

Policy Title:
GOVERNING STYLE
Policy Number:
B.110

The board will govern with an emphasis on meeting community needs, respecting diverse viewpoints, leading strategically, clearly distinguishing board and president roles, making collective decisions, being future-oriented, and being proactive.

More specifically, the board will:

  1. Operate in all ways mindful of its obligation to the people of its district.
  2. Strive to govern with excellence, particularly in matters such as attendance, policy-making principles, respect of roles, speaking with one voice, and adherence to ethical practices.
  3. Keep adequately informed about relevant global and local educational and other issues, actively gathering information to fulfill this role.
  4. Direct, control, and inspire the organization through the careful establishment of the broadest organizational values and perspectives through written policies.
  5. Focus chiefly on intended long-term impacts on the world outside the organization (Ends), not on the administrative or programmatic means of attaining those effects.
  6. Be an initiator of policy. The board will be responsible for board performance.
  7. Use the expertise of individual members to enhance the ability of the board.
  8. Monitor and regularly discuss the board's own process and performance.
    1. Self-monitoring will include an annual comparison of board activity and discipline to its Governance Process and Board-Staff Relationship policies.
    2. Continual redevelopment will include orientation of new members in the board's adopted governance process and periodic board discussion of process improvement.
  9. Acting as a committee of the whole, perform the functions of the Audit Committee including:
    1. The appointment, compensation and oversight of the work of any public accounting firm employed by the College to audit its financial statements.
    2. The appointment, compensation and oversight of independent counsel or other advisor as deemed necessary to carry out its audit duties.

Additionally, the President shall be responsible for establishing and reporting to the Board procedures for:

  1. The receipt, retention and treatment of complaints received by the College regarding accounting, internal controls and auditing matters.
  2. The confidential, anonymous submission by employees regarding questionable accounting or auditing matters.

ADOPTED:  November 9, 1998
REVISED:   July 27, 2004
REVISED:   March 9, 2005
REVISED:   November 5, 2008


Policy Number: B.120

Policy Title:
BOARD JOB DESCRIPTION
Policy Number:
B.120

The job of the board is to represent the people of the college district in determining and assuring organizational performance.

The board is legally vested with final decision making in all matters of board policies, programs, facilities, budget, and personnel.

Consequently, the contributions of the board shall include:

  1. The link between the organization and the citizens of the district.
  2. Written governing policies which, at the broadest levels, address:
    1. Ends: Organizational products, impacts, benefits, outcomes (what's good for which needs at what cost).
    2. Executive Directions: Directions for executive authority which establish the prudent and ethical boundaries within which all executive activity and decisions must take place.
    3. Governance Process: Specification of how the board conceives, carries out, and monitors its own task.
    4. Board-President Relationship: How accountability/authority and duties are delegated and monitored.
  3. The assurance of presidential performance.

ADOPTED: November 9, 1998
REVISED: February 11, 2004
REVIEWED: February 13, 2008
REVIEWED: January 12, 2011


Policy Number: B.130

Policy Title:
AGENDA PLANNING
Policy Number:
B.130

The board will follow an agenda that: (1) reviews all board policies every three years and (2) continually improves board performance through board education and enriched input and deliberation. Accordingly, the cycle will start each year on the first of July. (See Policy C.060 – Monitoring President Performance.)

The chair and vice chair in consultation with the president set the agenda (see B.150, #1.0). At each board meeting, any board member may place items on a future agenda. The item will be added to a future agenda, unless the president states that the item will require an unacceptable amount of staff time or funds, in which case the board must act to place the item on a future agenda. (see C.010, #4). Agenda setting will conform to the requirements of the Oregon public meeting law.  

ADOPTED: November 9, 1998
REVISED: March 10, 1999
REVISED: April 14, 1999
REVISED: September 8, 1999
REVISED: February 11, 2004
REVISED: February 13, 2008
REVISED: February 9, 2011


Policy Number: B.140

Policy Title:
MEETINGS AND EXECUTIVE SESSIONS
Policy Number:
B.140

The board of education shall liberally construe the section in Oregon Revised Statute [ORS 192.610-690] which declares all meetings are to be held in public; the exceptions are those defined in the statute that may infringe on personal or public rights.  Where authorized by statute, an employee may request consideration in executive session of those matters set forth in Oregon Revised Statute [ORS 192.660].

The board shall determine whether in having the discussion in open session:  (a) the public interest actually would be harmed, or (b) the rights of an individual would be adversely affected or violated by disclosure of personnel records.

ADOPTED:  November 9, 1998
REVIEWED:  February 11, 2004
REVIEWED:  March 12, 2008
REVIEWED:  May 11, 2011


Policy Number: B.150

Policy Title:
CHAIRPERSON’S ROLE
Policy Number:
B.150

The chair assures the integrity of the board's process and the only person authorized to speak for the board.

Accordingly,

  1. The chair shall ensure that the board acts consistently with its own rules and those legitimately imposed upon it from outside the organization.
    1. Meeting discussion content will include only those issues which, according to board policy, clearly belong to the board.
    2. Deliberation will be timely, fair, orderly, and thorough, but also efficient, limited in duration, and kept to the point.
    3. The board's policies concerning individual and group conduct will be enforced appropriately.
    4. The chair is responsible for setting the board meeting agenda and facilitating the board meeting to ensure that the board remains proactive, forward looking, and value-added in its deliberations.
    5. Orientation for new board members will be conducted as stated in B.080.
    6. The board chair will explain at the outset of Statements from the Audience that the board may not respond directly to any issues raised but will refer those issues to the president for appropriate action (see B.130 – Agenda Planning).
  2. The authority of the chair consists of making decisions on behalf of the board consistent with any reasonable interpretation of board policies on Governance Process and on the Board-President Relationship, except where the board specifically delegates portions of this authority to others.
    1. The chair is empowered to chair board meetings with all the commonly accepted power of that position (e.g., ruling, recognizing).
    2. The chair has no authority to make decisions about policies created by the board within Ends and Executive Limitations policy areas.  Therefore, the chair has no individual authority to supervise or direct the president.
    3. The chair may represent the board to outside parties in announcing board-stated positions and in stating chair decisions and interpretations within the area delegated.
    4. The chair or any four members of the board may call special meetings as required.
  3. The vice chair will assume responsibilities of the chair in the event of the chair's absence or inability to serve.
  4. The chair and vice chair of the board will be elected at the annual meeting in July.

ADOPTED:  November 9, 1998
REVISED:    May 12, 1999
REVISED:    February 11, 2004
REVIEWED:  March 12, 2008
REVISED:     March 9, 2011


Policy Number: B.160

Policy Title:
BOARD MEMBERS’ CODE OF CONDUCT
Policy Number:
B.160

The board commits itself and its members to ethical, professional, and lawful conduct, including proper use of authority and appropriate decorum when acting as board members.

Accordingly,

  1. Board members must represent unconflicted loyalty to the interests of the citizens of the district.  This accountability supersedes any conflicting loyalty such as that to advocacy or interest groups and membership on other boards or staffs.  This accountability supersedes the personal interest of any board member acting as an individual consumer of the organization's services.
  2. Board members must avoid any conflict of interest with respect to their fiduciary responsibility in accordance with ORS Chapter 244.  Should a board member apply for employment by the college, the board member must resign.
  3. Board members may not attempt to exercise individual authority over the organization except as explicitly set forth in board policies.
    1. Board members' interaction with the president or with staff must recognize the lack of authority in any individual board member or group of board members except as noted above.
    2. Board members' interaction with the public, press, or other entities must recognize the same limitation and the similar inability of any board member or board members to speak for the board (except for the chairperson, as noted in B.050.2.C).
    3. Members will give no consequence or public voice to individual judgments of the president or staff performance, except as that performance is assessed against explicit board policies by the official process.
    4. As new issues come before the board, the board will first determine if a policy has been violated.  If a policy has been violated, the board will specify monitoring to correct the violation.  If no policy has been violated, the board may determine that clarification of an existing policy or creation of a new policy is necessary.

Members will respect the confidentiality appropriate to issues of a sensitive nature.

ADOPTED:  November 9, 1998
REVISED:    January 13, 1999
REVISED:    April 14, 1999
REVISED:    February 11, 2004
REVISED:    July 27, 2004
REVIEWED:  May 14, 2008
REVISED:  April 13, 2011


Policy Number: B.170

Policy Title:
BOARD VACANCIES
Policy Number:
B.170

When a vacancy occurs on the board, the remaining members shall meet in regular session and elect a person to fill the vacancy from any of the qualified voters of the geographic boundary from which the vacancy occurs.  The board shall request nominations from the public and shall prescribe the format in which the nominations are to be presented.  Notification will include:  The legal requirements for the position and the period of time for names to be recommended to the board.  The members so elected shall serve until the next board election at which time a successor shall be elected to fill the remainder of the unexpired term.

ADOPTED:  November 9, 1998
REVIEWED:  February 11, 2004
REVIEWED:  April 9, 2008
REVIEWED:  April 13, 2011


Policy Number: B.180

Policy Title:
NEW BOARD MEMBER ORIENTATION
Policy Number:
B.180

All new board members will receive an orientation to Lane Community College and the role and responsibilities of the Lane board of education within the first three months of election and/or appointment.  The orientation will be conducted by board members in collaboration with the president and include topics in:  Governing by policy model, board policies, statutory responsibilities, and institutional financial status.

ADOPTED:  November 9, 1998
REVISED:  February 11, 2004
REVIEWED:  April 9, 2008
REVIEWED:    May 11, 2011


Policy Number: B.190

Policy Title:
BOARD COMMITTEE PRINCIPLES
Policy Number:
B.190

Board committees, when used, will be assigned so as to reinforce the wholeness of the board's job and so as never to interfere with delegation from board to the president.

ADOPTED:  November 9, 1998
REVIEWED:  February 11, 2004
REVIEWED:  April 9, 2008
REVIEWED:  June 14, 2011


Policy Number: B.200

Policy Title:
PARLIAMENTARY PROCEDURE
Policy Number:
B.200

Unless otherwise provided in board policy, or as provided in Oregon Revised Statutes, the board shall conduct all of its meetings in accord with Robert's Rules of Order, Newly Revised.

ADOPTED: November 8, 2000
REVIEWED: March 10, 2004
REVIEWED:  May 14, 2008
REVIEWED:  July 13, 2011


Policy Number: C.010

Policy Title:
GLOBAL BOARD-PRESIDENT RELATIONSHIP
Policy Number:
C.010

The president is accountable to the full board. The board will instruct the president through written policies that prescribe the college Ends to be achieved and describe college situations and actions to be avoided, allowing the president to use any reasonable interpretation of these policies.

  1. The board's sole official connection to the college, its achievements, and conduct will be through the president.
  2. Ends policies direct the president to achieve certain results; Executive Directions policies constrain the president to act within acceptable boundaries of prudence and ethics. With respect to Ends and executive means, the president is authorized to establish all further policies (utilizing the College Governance System), make all decisions, take all actions and develop all activities as long as they are consistent with the board's policies.
  3. The board may change its policies, thereby shifting the boundary between board and presidential domains. By so doing, the board changes the latitude of choice given to the president. But so long as any particular delegation is in place, the board and its members will respect and support the president's choices. This does not prevent the board from obtaining information in the delegated areas.
  4. No individual board member, officer, or committee has authority over the president. Information or assistance may be requested by individual board members, but if such a request—in the president's judgment – requires a material amount of staff time or funds, it may be refused, unless authorized by the board.
  5. Board members who have a concern or issue will first inform the president or designee, providing the administration an opportunity for response. A board member can request that an issue be discussed at a work session or placed on a future board agenda (see B.030 Agenda Planning).

ADOPTED:    November 9, 1998
REVISED:      May 12, 1999
REVISED:      March 10, 2004
REVISED:      October 12, 2005
REVIEWED:   October 8, 2008
REVIEWED:   September 21, 2011


Policy Number: C.020

Policy Title:
DELEGATION TO THE PRESIDENT
Policy Number:
C.020

The president's job contributions include performance in the following areas:

  1. College accomplishment of the provisions of board policies on Ends.
  2. College operation within the boundaries established in board policies on Executive Directions and state mandated policies.
  3. Achievement of annual goals approved by the board.

ADOPTED:      November 9, 1998
REVISED:        April 14, 2004
REVISED:        November 9, 2005
REVIEWED:    October 8, 2008
REVISED:        September 21, 2011


Policy Number: C.030

Policy Title:
CONTRACTUAL AUTHORITY
Policy Number:
C.030

Only the president, or formally designated representatives, may commit the college to financial obligations or contractual agreements. No obligation may be incurred unless it first has been authorized by the budget or by the budget change process. Any contract entered into in violation of this policy is void as to the college.

All contracts of $100,000 for goods and services contracts, or $150,000 for public improvements contracts or greater shall be approved for award by the board of education. The president is authorized by the board to enter into contractual agreements on behalf of the college up to a total dollar value not exceeding $100,000 for goods and services contracts, or $150,000 for public improvements contracts. The president may delegate this authority to college staff.

The Lane Community College Board of Education shall be the college's Local Contract Review Board as defined in ORS 279A.060.

ADOPTED:    November 9, 1998
REVISED:      April 14, 2004
REVISED:     April 13, 2005
REVISED:     November 9, 2005
REVISED:     July 19, 2006
REVIEWED:  October 8, 2008
REVIEWED:  October 5, 2011


Policy Number: C.040

Policy Title:
BORROWING
Policy Number:
C.040

The board may authorize borrowing for the college, in compliance with state laws, by resolution stating the upper limit to be obligated at any one time. The president or designee may initiate emergency borrowing prior to board approval should a quorum of the board not be available to authorize borrowing.

ADOPTED: November 9, 1998
REVIEWED: May 12, 2004
REVIEWED: November 9, 2005
REVIEWED: November 5, 2008


Policy Number: C.050

Policy Title:
PURCHASING PROCEDURE
Policy Number:
C.050

All procurement on behalf of the college shall be executed in accordance with the requirements of Oregon Revised Statute Chapters 279A, 279B and 279C, the Oregon Community College Rules of Procurement ("CCRP"), and Oregon Administrative Rules 125 (OAR 125) and Lane Community College on-line Policies and Procedures.

Where federal procurement regulations apply and are more restrictive than the state regulations, the federal regulations shall prevail.

Pursuant to ORS 279A.065(5), the Oregon Attorney General's Model Rules (OAR 137) do not apply to Lane Community College except those portions of the Oregon Attorney General's Model Rules that have been expressly identified in Section 300, Appendix A, of the CCRP.

The CCRP shall prevail over the provisions in OAR 125 and where topics are not addressed in the CCRP, the rules of OAR 125 shall remain in force.

ADOPTED: November 9, 1998
REVISED: June 9, 2004
REVISED: April 13, 2005
REVIEWED: November 9, 2005
REVIEWED: December 3, 2008
REVIEWED: November 16, 2011


Policy Number: C.060

Policy Title:
MONITORING PRESIDENT'S PERFORMANCE
Policy Number:
C.060

Any evaluation of the president's performance, formal or informal, may be derived only from the criteria established within board Ends and Executive Directions.

Accordingly,

  1. The purpose of monitoring is to determine the degree to which board policies are being fulfilled. Information which does not do this will not be considered to be monitoring.
  2. The board will acquire monitoring data by one or more of three methods: (a) by internal report, in which the president discloses compliance information to the board, (b) by external report, in which an external, disinterested third party selected by the board assesses compliance with board policies, and (c) by direct board inspection, in which a designated member or members of the board assess compliance with the appropriate policy criteria.
  3. The standard for compliance shall be any reasonable interpretation of the board policy being monitored.
  4. All policies that instruct the president will be monitored at a frequency and by a method chosen by the board. The board can monitor any policy at any time by any method, but will ordinarily depend on a routine schedule.
PolicyMethodFrequency
Treatment of Learners, A.020InternalAnnually
Treatment of Staff, A.030Internal/ExternalAnnually
Financial Planning and Budgeting, A.040InternalSemi-annual
Financial Condition and Activities, A.050InternalQuarterly
ExternalAnnually
Emergency President Succession, A.060InternalAnnually
Asset Protection, A.070InternalAnnually
Compensation and Benefits, A.080InternalAnnually
Communication and Support to the Board, A.090Internal/Direct Insp.Annually
Governance Process Policies, B.010-B.200Direct Insp.Annually

ADOPTED:   November 9, 1998
REVISED:    May 12, 1999
REVIEWED: May 12, 2004
REVIEWED: November 9, 2005
REVIEWED: January 14, 2009
REVIEWED: December 14, 2011


Policy Number: D.010

Policy Title:
PERSONNEL SERVICES
Policy Number:
D.010

The president or designees shall be authorized to commit the college on such items as personnel transactions, voluntary and non-voluntary payroll deductions, and in those personnel matters requiring immediate resolution.

ADOPTED: November 9, 1998
REVIEWED: May 12, 2004
REVIEWED: December 14, 2005
REVIEWED: December 3, 2008


Policy Number: D.020

Policy Title:
HARASSMENT
Policy Number:
D.020

Harassment Policy

 Lane has a zero tolerance policy regarding all forms of harassment. Any proven harassment will result in immediate and appropriate action to stop the harassment and prevent its recurrence, including employee discipline consistent with collective bargaining agreements, or student sanctions. Remedial action will be designed to stop the harassing behavior. Any remedial action will be in keeping with the educational mission of the college. Whether or not the alleged harassing behavior is sufficiently severe or pervasive to be judged a violation of this policy, the college may take action to address a complainant's concerns and to ensure that Lane, as a workplace and as an academic institution, maintains a respectful environment. All forms of harassment, including student- to-student harassment, are covered by Lane's harassment policies. Incidents of harassment may bring about sanctions up to and including termination of employment or expulsion from the college.

Sexual Harassment

Sexual discrimination in the form of sexual harassment is prohibited. Sexual harassment is defined as unwanted sexual advances, requests for sexual favors, and/or other verbal, written, visual, or physical sexual conduct that makes the terms or conditions of employment contingent on the acceptance of unwanted sexual advances, that negatively affects employment or educational opportunities, or that creates an intimidating, hostile, or offensive environment for one of the parties.

Harrassment Based on Race/Ethnicity or National Origin

Harassment based on race, ethnicity or national origin is defined as unwelcome verbal, written or physical conduct based on a person's actual or perceived race, ethnicity or national origin that unreasonably interferes with an individual's work or academic performance, adversely affects the targeted individual's or others' work or learning opportunities, or creates an intimidating, hostile or offensive environment.

ADOPTED:  November 9, 1998
REVISED:   September 8, 2004
REVIEWED: September 13, 2006
REVIEWED: January 14, 2009
REVIEWED: January 11, 2012


Policy Number: D.030

Policy Title:
POSSESSION OF FIREARMS
Policy Number:
D.030

No person, including students, employees, college patrons and vendors may bring, possess, conceal, brandish, use or be in possession of a firearm, destructive device, or other dangerous weapons as defined by law, or give the appearance of being in possession on college-owned or controlled property or at activities under the jurisdiction or sponsorship of the college, except as provided by ORS 166.370 and federal law. As authorized by ORS 659A.001(4), the exceptions provided by state and federal law do not apply to Lane employees while engaged in work activities. Permitted exceptions include use in conjunction with approved instructional demonstration.

ADOPTED: November 9, 1998
REVISED: November 16, 2004
REVISED: February 15, 2006
REVISED: April 8, 2009
REVIEWED: May 9, 2012


Policy Number: D.040

Policy Title:
GAMBLING
Policy Number:
D.040

Illegal gambling of any form, whether played for money, check or any item or service representative of value, is prohibited on the Lane Community College campus or facilities under its direction and control.

ADOPTED: November 9, 1998
REVIEWED: May 12, 2004
REVISED: January 18, 2006
REVIEWED: February 18, 2009


Policy Number: D.050

Policy Title:
USE OF INTOXICANTS AND CONTROLLED SUBSTANCES
Policy Number:
D.050

No person may bring onto college property or into any college-owned facility or to any college-sponsored class or activity any intoxicating beverage, controlled substances, volatile inhalants, except in the situations specified in this policy. No person may appear on college property or in any college-owned facility or in any college-sponsored class or activity under the influence of any of the above mentioned substances. Under no circumstances shall alcohol be served at college-sponsored activities to underage minors as defined by state law.

Exceptions to this policy are as follows:

  1. Alcoholic Beverages may be used/served:
    1. for cooking and/or instructional purposes in food preparation labs or classes and in labs or classes related to the science and/or service of alcohol; or
    2. at college-sponsored or on-campus activities catered by legally licensed and insured businesses or agencies with prior approval using procedures specified in college administrative rules (see Alcoholic Beverages on Campus).
  2. With appropriate documentation, prescription opiates, or other psychoactive medications, may be used as legally prescribed by a licensed practitioner. However, according to statute, marijuana shall not be ingested on campus even with a medical marijuana card.
  3. Glue and thinners may be used only in class-related lab environments and in facilities construction and maintenance for non-intoxicating purposes.

ADOPTED:  November 9, 1998
REVISED: June 9, 2004
REVISED: March 8, 2006
REVISED: February 18, 2009
REVISED: March 14, 2012


Policy Number: D.060

Policy Title:
EQUALITY OF OPPORTUNITY
Policy Number:
D.060

The board directs strict adherence to the principles embodied in Oregon and Federal "Equal Employment" legislation.

Lane Community College shall provide employment opportunity to all qualified persons and prohibit discrimination on the basis of age, sex, race, color, religion, physical or mental disability, national origin, marital status, sexual orientation, gender identity, pregnancy, veteran's status, familial relationship, expunged record, or association with any member of these protected groups, or because of an individual's opposition to safety and health hazards or application for Worker's Compensation benefits.

ADOPTED: November 9, 1998
REVIEWED: June 9, 2004
REVISED: October 17, 2006
REVIEWED: March 11, 2009
REVISED: May 9, 2012


Policy Number: D.070

Policy Title:
EQUALITY OF OPPORTUNITY IN ADMISSIONS
Policy Number:
D.070

Lane Community College accepts all students who are 18 or over or have a high school diploma or GED. Students who are under 18 and have not graduated may still attend if they follow the guidelines for Under 18 Students. Under no circumstances shall an applicant who is otherwise qualified be denied admission or given a preference for admission to the college based on an individual's race, color, national origin, sex, age, marital status, familial relationship, sexual orientation, gender identity, pregnancy, disability, religion, expunged juvenile record, or veterans' status.

ADOPTED: November 9, 1998
REVISED: June 9, 2004
REVISED: October 17, 2006
REVISED: May 13, 2009


Policy Number: D.080

Policy Title:
CONFLICT OF INTEREST
Policy Number:
D.080

Board Members, candidates for Board positions, and employees shall avoid actions as a public official or public employee that have the effect of being to the private, personal or financial benefit or avoidance of detriment of the person or the person's relatives. Relatives include spouse, domestic partner, children of the person, or spouse, or domestic partner, or the brothers, sisters or parents of the person, or the person's spouse or domestic partner and any individual to whom the person owes a duty of support. The Government Ethics Act set forth in ORS Chapter 244 is applicable to Board Members, candidates for Board positions, and employees.

ADOPTED: November 9, 1998
REVISED:  September 8, 2004
REVISED:  May 10, 2006
REVISED:  May 13, 2009
REVISED:  May 9, 2012


Policy Number: D.090

Policy Title:
STUDENT ACTIVITIES FEES FOR STUDENT-INITIATED PROGRAMS
Policy Number:
D.090

Students may be assessed a mandatory fee for the purpose of supporting a board approved student-initiated program. The board may approve those student-initiated programs that it determines provide educational value to the students consistent with the college mission and goals. After board approval, the fee initiative will be placed on the ballot for the student elections. The student election results, as they relate to the fee initiative, are advisory only. After the student elections, the fee initiative will come before the board for final approval or disapproval.

ADOPTED: November 9, 1998
REVISED: July 12, 2000
REVISED: December 2002 (former Policy Title: Tuition and Fees)
REVISED: July 27, 2004
REVISED: June 14, 2006
REVIEWED: April 8, 2009
REVIEWED: June 13, 2012


Policy Number: D.100

Policy Title:
AFFIRMATIVE ACTION
Policy Number:
D.100

The board directs strict adherence to the principles embodied in Oregon and Federal "Affirmative Action" legislation. Lane Community College shall take affirmative action in the recruitment and employment of members of protected groups. Protected groups are those groups of persons who have historically been subject to discriminatory practices. Protected classes include age, sex, race, color, religion, physical or mental disability, national origin, veterans, familial relationship, marital status, gender identity, pregnancy, sexual orientation, and expunged record or association with any members of these protected groups. Lane Community College has an adopted affirmative action plan and is committed to maintaining and following its affirmative action plan in the recruitment and employment of members of protected groups.

ADOPTED: December 13, 2000
REVISED: July 27, 2004
REVISED: July 19, 2006
REVISED: May 13, 2009
REVISED: June 13, 2012


Policy Number: D.110

Policy Title:
TUITION
Policy Number:
D.110

In order to maintain a constant tuition rate relative to inflation, each December, the board will adjust the per credit tuition rate to reflect changes in an appropriate index for two-year public colleges since the last tuition adjustment. The rate will be rounded to the nearest half-dollar and become effective the following academic year (Summer Term).

For other adjustments:

Periodically and as needed, the board will review Lane's tuition rates to ensure: a) that tuition revenues are appropriate for the needs of the district and, b) that Lane's tuition is comparable with other Oregon community colleges that are similar to Lane in terms of student FTE and instructional programs. Prior to approval of the tuition increase, the board will review the index options, affordability and access for students, and the revenue requirements of the college.

ADOPTED: November 13, 2002
REVISED: July 27, 2004
REVISED: July 13, 2005
REVISED: June 11, 2008
REVIEWED: June 10, 2009


Policy Number: D.120

Policy Title:
EXPANDED OPTIONS PROGRAM
Policy Number:
D.120

Consistent with ORS 340.005 to 340.090 ("Expanded Options Program"), the Board is committed to providing additional options to students enrolled in grades 11 and 12 to continue or complete their education, to earn concurrent high school and college credits and to gain early entry into post-secondary education.

Eligible students may apply to take courses at Lane Community College through the Expanded Options Program. A student is eligible if he or she is in grade 11 or 12 or is 16 years of age or older, has developed an education learning plan and has not completed four years of high school. A student must demonstrate preparedness for the intended courses at Lane. A student who has graduated from high school may not participate; however, a student who has completed course requirements for graduation, but who has not received a diploma, may participate in the Expanded Options Program.

Lane Community College will provide written notice to the student's school district and the State Department of Education and shall enter into a financial agreement with the student's district such that each district will be responsible for their students' tuition, fees or other required instructional costs associated with the student's enrollment.

The College does not intend to provide special education and related services to the student.

ADOPTED: April 12, 2006
REVIEWED: July 8, 2009
REVISED: July 16, 2012


Policy Number: D.130

Policy Title:
ADVERTISING
Policy Number:
D.130

GUIDELINE:

Advertisements shall relate to the mission, vision, and core values of the College.

TRUTH IN ADVERTISING:

Advertisements shall tell the truth and shall reveal significant facts, the omission of which would mislead the public.  Advertisers are responsible for providing accurate copy.  Prior to making advertising claims, advertisers shall have in their possession documents that substantiate such claims.

RESTRICTIONS:

Lane Community College reserves the right to refuse any advertisement at any time, including, but not limited to, the following:

  1. Advertisements that are deemed to wrongfully discriminate on the basis of age, sex, race, color, national origin, religion, or sexual orientation or disability.
  2. Advertisements deemed to contain statements, illustrations or implications which are not consistent with the College's mission and vision.
  3. Advertisements for any product or service which if purchased by a qualified individual would be in violation of any law.
  4. Advertisements bearing the name/logo "Lane Community College" or "LCC" must be approved by the College.

ADOPTED: September 13, 2006
REVIEWED: July 8, 2009
REVISED: July 16, 2012


Policy Number: D.140

Policy Title:
TUITION WAIVER FOR DEPENDENTS OF VETERANS
Policy Number:
D.140


Lane Community College will provide a tuition waiver to the spouse and children age 23 and under (including adoptive and step-children) of members of all branches of the United States Armed Forces or United States Coast Guard who:

• Died while on active duty, or
• Died as a result of a military service-connected disability, or
• Is 100% permanently disabled as a result of a military service-connected disability as certified by the U.S. Department of Veterans' Affairs.

In addition, the student must be a resident of the Lane Community College district at the time of application for a waiver.  The spouse of the fallen service member must initiate the request for a waiver within ten years of the determination of death or 100% disability. The spouse will lose eligibility upon remarriage. Dependent children must initiate this benefit prior to age 23.

Students will receive a first-dollar tuition waiver if they are the survivor of a member of the U.S. Armed Forces or U.S. Coast Guard that died on active duty or died as a result of 100% service-connected disability, and do not receive the Marine Gunnery Sargeant John D. Fry Scholarship. Students who are the spouse or dependent of a member of the U.S. Armed Forces or U.S. Coast Guard that is 100% percent disabled or died as result of less than 100% disability shall be granted a waiver in coordination with other student financial assistance (including VA Benefits) for which the recipient may be eligible, utilizing other grant resources before applying this tuition waiver in order to provide a total benefit not to exceed the total estimated cost of attendance.

The tuition waiver is available to students admitted to a certificate or degree program only. This waiver is also limited to 135 college credits or the completion of an Associate degree, whichever comes first.  The waiver does not include required fees and may not be applied to community education programs or distance learning programs for recipients residing out of state.    Continuation of this tuition waiver benefit is contingent upon the student meeting the applicable satisfactory academic progress requirements.

ADOPTED: May 13, 2009
REVISED: March 9, 2011
REVISED: September 19, 2012


Policy Number: D.150

Policy Title:
SECURITY OF PERSONAL INFORMATION
Policy Number:
D.150

Consistent with Oregon's Identity Theft Protection Act (ORS 646A.600 to 646A.628), the Board is committed to protecting the personal information of all College consumers that is included in any college electronic data or written records.

The President is authorized to establish an identity theft prevention program designed to detect, prevent and mitigate the theft of personally identifiable information as defined by ORS 646A.602 (11) that is included in any college data, records or that is requested in any college procedures.

This policy applies to any college record or procedure which contains a person's personally identifiable information. In the event of any breach of security, any person whose personal information was included in the breach will be notified as soon as possible, consistent with Oregon's Identity Theft Protection Act.

This policy complies with the Fair and Accurate Credit Transactions Act of 2003, Sections 114 and 315.

ADOPTED: November 13, 2002
REVISED: July 27, 2004
REVISED: July 13, 2005
REVISED: June 11, 2008
REVIEWED: July 8, 2009
REVIEWED: September 19, 2012


Policy Number: D.160

Policy Title:
USE OF TOBACCO
Policy Number:
D.160

Smoking and all other tobacco use is prohibited in all core areas of Lane's Main 30th Avenue Campus; smoking and tobacco use is allowed in designated peripheral areas only. Smoking and other tobacco use is prohibited completely in all other Lane campuses and locations. Limited exemptions to this policy may be allowed when tobacco has a ceremonial use.

ADOPTED:  December 8, 2010


Policy Number: D.170

Policy Title:
INTEGRATED PEST MANAGEMENT POLICY
Policy Number:
D.170

Consistent with Oregon's State Pesticide Control Act (ORS Chapter 634), the Board is committed to ensuring that the College has a coordinated decision-making and action process that uses the most appropriate pest control methods and strategies in an environmentally sound manner to meet the College's pest management objectives.  The College shall adopt an Integrated Pest Management Plan ("IPM") that emphasizes the least possible risk to students, employees and community members and shall adopt a list of low-impact pesticides for pest control.

The Board delegates authority to the President to designate an employee as the Integrated Pest Management Plan Coordinator with those responsibilities set forth in ORS 634.700 to 634.750.  The IPM shall provide a proactive strategy for the long-term prevention and/or suppression of pest problems through economically sound measures. 

ADOPTED:  November 14, 2012


Policy Number: E.010

Policy Title:
DEFINITION OF A BALANCED BUDGET
Policy Number:
E.010

The board directs the president to develop annual budget recommendations that are in accordance with the college's strategic plan and conform to the requirements of Local Budget Law (ORS 294.326). The budget shall provide for:

  • Annual operating expenditures not to exceed projected revenues (Expenditures shall be budgeted according to the college's strategic priorities.)
  • Debt service, both current (due in less than 12 months) and long term
  • Reserves for maintenance and repairs to its existing facilities
  • Reserves for acquisition, maintenance and replacement of capital equipment
  • Reserves for strategic capital projects
  • Funding levels to fulfill future terms and conditions of employment, including early retirement benefits
  • Allocations for special projects related to the strategic directions of the college
  • Allocations for contingencies (unforeseen events requiring expenditures of current resources)
  • Ending Fund Balances (according to policies set specifically for that purpose)

Lane has a further responsibility to:

  • Plan how it will spend any "onetime" unanticipated revenue, allocating it strategically and prudently between:
    • The restoration of any shortfall to targeted ending fund balances,
    • Currently unfunded projects in the strategic plan, and/or
    • Holding some or all of it in reserve during financially volatile periods.

Permanently stabilize its finances in their entirety (operating budget, reserves, contingencies and ending fund balances) when it perceives a long term change (increase or decrease) to its available future recurring resources.

ADOPTED: January 14, 2004
REVIEWED: November 8, 2006
REVIEWED: September 15, 2009


Policy Number: E.020

Policy Title:
UNAPPROPRIATED ENDING FUND BALANCE
Policy Number:
E.020

The president shall assure budgeting that maintains the estimate of unappropriated ending fund balance at no less than three percent of the general fund operational expenditure budget.

ADOPTED:   January 14, 2004
REVIEWED: December 6, 2006
REVIEWED: September 15, 2009


Policy Number: E.030

Policy Title:
ENDING FUND BALANCE
Policy Number:
E.030

Lane Community College shall maintain an unrestricted General Fund Ending Fund Balance equal to or greater than 5% of total budgeted expenditures.The Ending Fund Balance target shall include the Unappropriated Ending Fund Balance (UEFB) as set by board policy E.020. When the Ending Fund Balance falls to 4% or less, the college shall adopt a plan to replenish the Ending Fund Balance to 5% within two years. When the Ending Fund Balance exceeds 6%, balances in excess may be set aside for reserves or investment in one time expenditures.

If the total Ending Fund Balance (including restricted) falls to levels that require short-term borrowing, the levels set by this policy shall be automatically reviewed and adjusted as necessary.

ADOPTED:   January 14, 2004
REVIEWED: February 14, 2007
REVIEWED: October 19, 2009


Policy Number: E.040

Policy Title:
STABILIZATION RESERVE FUND
Policy Number:
E.040

The board may require the president to establish a separate reserve fund (as described in ORS 341.321 and ORS 294.525) for the purpose of providing short-term stabilization in anticipation of possible shortfalls in revenue.

A stabilization reserve fund may be established under one or more of the following circumstances:

  • State budget appropriations for community colleges are not approved by the time the college budget is approved and adopted.
  • A situation exists where significant changes in enrollment are possible but not reasonably predictable.
  • When any major revenue source has a reasonable possibility of decreasing after the college budget is approved and adopted.
  • When any operating expenditure that is beyond the control of the college could reasonably be expected to increase after the college budget is approved and adopted.
  • Any other situation in which the board determines that there is a reasonable expectation that major shifts in revenue or expenditures could occur during the budget year.

Stabilization reserve levels:

  • Minimum reserve levels shall be at the discretion of the board under advice from the president.
  • Maximum reserve levels shall be no more than the maximum reasonably estimated shortfall at the time of the adoption of the budget.

Stabilization reserves will be reviewed annually as part of the budget development process. The stabilization reserve fund shall be closed out when the board determines that the precipitating threat to revenues and/or expenditures no longer exists. As long as the conditions exist that caused the fund to be established, the funds shall be kept in reserve for the purpose intended. If and when the fund is closed out, any remaining balance shall be released for use as a resource in the General Fund.

ADOPTED:   January 14, 2004
REVIEWED: January 10, 2007
REVIEWED: October 19, 2009


Policy Number: E.050

Policy Title:
CAPITAL RESERVE FUNDS
Policy Number:
E.050

The college shall establish and maintain separate reserve funds (as described in ORS 341.321 and ORS 294.525) in Capital Projects Fund IV for the following purposes:

  1. To replace capital equipment that is broken or beyond its useful life as determined by the Capital Assets Replacement Forecast;
  2. To maintain and repair college facilities according to the Major Maintenance Schedule;
  3. To maintain and upgrade the college's information/telecommunications system according to planning schedules maintained by Information Technology;
  4. To build new instructional facilities and/or to purchase property that facilitate planned long-term growth of the college.

Appropriate levels of funding for reserves will be determined using existing college decision-making structures. The president will make recommendations to the Board of Education for approval to establish and fund these reserves.

Optimal funding levels will be determined using benchmarks, professional standards and best practices from other colleges and adapting these to Lane's specific situation. It is expected that full funding of these reserves will take place over a number of years and that annual transfers to these reserves will be budgeted from the General Fund and other sources as appropriate.

As required in ORS 294.525, the board shall periodically review the reserve fund "and determine whether the fund will be continued or abolished." While ORS 294 allows review to take place every 10 years, reserve funds established under these policies shall be reviewed (a) annually by the president; and (b) at least every three years or more frequently as determined by the board.

As allowed in ORS 294.525, the board may determine at any time that a reserve fund is no longer necessary or that some or all of the reserves may be transferred to the General Fund.

ADOPTED:   January 14, 2004
REVIEWED: February 14, 2007
REVIEWED: October 19, 2009


Policy Number: E.060

Policy Title:
BUDGETING OF NON-RECURRING RESOURCES
Policy Number:
E.060

Non-recurring resources are resources that are not part of an annual revenue stream. Non-recurring resources include but are not limited to such categories as:

  • Fund balances (i.e., 'carryover")
  • Reserves
  • One-time grants or awards of money
  • Funds withheld from annual budget allocations (e.g., funds held back from annual General Fund transfer to Capital Repair & Improvement)
  • Special allocations from the state (e.g., allocations from the Emergency Board)
  • Other special allocations (e.g., "seed money" for a project)

Non-recurring resources shall not be budgeted for ongoing recurring expenditures.

Non-recurring resources shall not be budgeted for ongoing recurring expenditures.

  • Capital equipment
  • Capital construction
  • Investment in a new program or service that will move to recurring funding sources after a specified trial period
  • Projects related to the strategic directions of the college.

However, the college shall not rely on non-recurring resources for funding ongoing needs such as major maintenance and equipment replacement.

ADOPTED:  January 14, 2004
REVIEWED: March 14, 2007
REVIEWED: November 4, 2009


Policy Number: E.070

Policy Title:
GENERAL FUND CONTINGENCY
Policy Number:
E.070

Board Contingency:
The annual budget shall set aside approximately one-half percent (0.5%) of the budgeted revenues each year for Board Contingency. Use of Board Contingency shall be at the discretion of the Board of Education and shall be allocated by formal approval of the board according to its policies.

Administrative Contingency:
Administrative Contingency shall be approximately one percent (1%) of the budgeted revenues each year. Administrative Contingency shall be allocated by approval of the president.

ADOPTED:  January 14, 2004
REVIEWED: April 23, 2007
REVIEWED: November 4, 2009


Policy Number: E.080

Policy Title:
INTERFUND TRANSFERS
Policy Number:
E.080

All transfers between funds shall be in conformance with ORS 294.361. The Budget Document shall clearly show for each fund the amounts, origin and destination of each transfer. Accompanying documentation shall list the specific purposes for each transfer and will be submitted to the board for approval in initial budget or subsequent resolution.

Transfers from the General Fund to other funds shall be for the following purposes:

  • Debt service on an obligation incurred as a part of normal operations of the college;
  • Goods and services provided to General Fund units by units in other funds;
  • Construction, maintenance and acquisition of facilities and/or real property used by the college in support of its mission;
  • Acquisition of capital equipment for use by the college in support of its mission;
  • Matching funds for grants and contracts;
  • Operation of certain financial aid functions and matching funds required for financial aid grants;
  • Contractual and legal obligations to employees and retirees for compensation and benefits;
  • Other needs as deemed appropriate and necessary by the board for fulfilling the obligations of the college.

ADOPTED:  January 14, 2004
REVIEWED: April 23, 2007
REVIEWED: February 3, 2010


Policy Number: E.090

Policy Title:
INTERFUND LOANS
Policy Number:
E.090

Loans from one fund to another shall conform to the requirements of ORS 294.460 and be authorized by the Board of Education. Interfund loans may not be from: a Debt Service fund, a Financial Aid fund, employee/retiree benefit funds, or funds legally restricted to specific uses. Repayment of the loan must be budgeted according to an approved schedule and at a stated rate of interest.

The full repayment of interfund loans shall occur no later than:

  • five years from the date of the loan, if the funds are to be used to acquire or improve real or personal property, or
  • June 30 of the fiscal year following the year in which the loan was authorized, if the funds are to be used for operating purposes.

ADOPTED:  June 9, 2004
REVIEWED: May 9, 2007
REVIEWED: December 2, 2009


Policy Number: E.100

Policy Title:
DEBT ISSUANCE AND MANAGEMENT
Policy Number:
E.100

The president shall ensure that sufficient funds are available to meet current and future debt service requirements on all indebtedness, while adequately providing for recurring operating requirements. The issuance of debt limits the college's flexibility to respond to future learning priorities; consequently, the college shall issue and manage debt in a manner which maintains a sound fiscal position, protects its creditworthiness and complies with ORS 341.675 and ORS 341.715.
To meet the objectives of this policy the president shall ensure that the college incurs and services all debts in a manner that will:

  • Maintain a balanced relationship between debt service requirements and current operating needs.
  • Maintain and enhance the college's ability to obtain access to credit markets, at favorable interest rates, in amounts needed for capital improvements and to provide essential learning services.
  • Prudently incur and manage debt to minimize costs to the taxpayers and ensure that current decisions do not adversely affect future generations.
  • Preserve the college's flexibility in capital financing by maintaining an adequate margin of statutory debt capacity.

The board shall approve borrowing as described in Board Policy C.040. Long-term debt (due more than a year in the future) shall not be issued to fund normal operating needs.

ADOPTED:  June 9, 2004
REVIEWED: May 9, 2007
REVIEWED: December 2, 2009


Policy Number: E.110

Policy Title:
FINANCIAL REPORTING
Policy Number:
E.110

Lane's annual audited financial statements shall conform to generally accepted accounting principles. Applicable professional accounting standards and guidance shall be incorporated into Lane's financial statements.

ADOPTED: March 9, 2005
REVIEWED: June 28, 2007
REVIEWED: January 10, 2010