require frequent updates?

If the proposed new or updated policy or procedure does not meet the above criteria, it may be best addressed in operational manuals, division or departmental guidelines, or other local, campus or district communications.

Process for Updates to BPs and APs

It is important to follow a systematic shared governance review process for policy and procedure revisions to ensure accuracy and broad institutional dialogue as the basis for inclusion of stakeholder input and efforts at building consensus. The revision process assumes appropriate review and discussion by designated groups and departments across the District whose work is affected by changes to policies and procedures. These groups may include the academic senates, the classified senates, the associated students, the employee bargaining units, and the appropriate councils and committees whose purpose and function determine their participation given the particular issues under discussion.

It is equally important to follow a succinct and time-sensitive review process to meet legal and regulatory mandates and accreditation standards, ensure consistent and appropriate operations across the District, and reduce workload inefficiencies. All involved stakeholders in the policy and procedure review process are asked to prioritize requested BP and AP reviews, and immediately communicate and provide a plan to address any anticipated barriers that may hinder timely review.

Technical revisions (e.g. changes to legal references, website links, and titles) to BPs and APs are not subject to the review process and shall be sent directly to the chancellor for implementation. Technical revisions will be shared with the Chancellor’s Advisory Council for information.

1) Initiating the creation of a new BP/AP or updating an existing one

a) External Initiation

The District subscribes to the Community College League of California’s Policy and Procedure Service. The service provides legally vetted board policy and administrative procedure templates that comply with state and federal statutes and regulations as well as accreditation standards. The language and numbering of the district’s policies and procedures mirrors the CCLC templates to the greatest extent possible to ensure legal compliance and minimize tracking and legal vetting of policies and procedures unique to the district.

Upon receipt of biannual updates from the CCLC, the Chancellor will bring recommended new and revised policies and procedures to the Chancellor’s Executive Team for review. The Executive Leadership Team will consider which updates require action, and assign each to the appropriate Executive Leadership Team member(s) for further action. The Chancellor will share the list of assigned Board Policies and Administrative Procedures and the designated Executive Leadership Team member with the members of CAC.

b) Internal initiation by employee or constituent groups

A member of the Chancellor's Executive Leadership Team may initiate the process to update or create a policy or procedure should it fall in the purview of their organizational area, and follow the process described in the next section. Members of any constituent group may also submit a request to create a new policy or procedure or revise a current policy or procedure through their representative on the Chancellor’s Advisory Council, who will then submit a request to the Chancellor. Rationale and justification for the change meeting the criteria for

inclusion (see above under the section on “Rationale”) needs to be specified with the request, along with proposed draft language for the policy or procedure. The Chancellor’s Office will bring the requested update to the Chancellor’s Executive Leadership Team for initial review and assignment to the appropriate Executive Leadership team member to sponsor through the shared governance process.

2) Pr eparing and tasking the review of the draft BPs/APs

The Executive Leadership Team member assigned to review a particular policy or procedure will prepare a draft based on CCLC guidance and/or language proposed in the internal request. New BPs and APs will be assigned an appropriate number that corresponds with the numbering system used by the CCLC in consultation with the Chancellor’s Office. Drafts of changes to existing policies and procedures will bold and underline all newly proposed language, clearly indicating in the draft what is legally required versus recommended. Language that is to be eliminated from existing policies and procedures will be represented by strikethrough. The Chancellor's Office will assist, if needed, with preparation of the revisisions into the district's standard policy and procedure format. The drafts will be distributed for review to constituent representatives as appropriate.

The Executive Leadership Team shall task the appropriate shared governance body with the initial review of the new or revised BP/AP as follows:

a) If any part of the BP/AP involves an academic and professional matter, commonly referred to as “the 10+1,” then the Academic and Professional Matters committee (APM) will be tasked with the initial review.

b) If the BP/AP does not explicitly reference an academic and professional matter, then the BP/AP will be tasked to

the Chancellor — ’s Advisory Council (CAC) or directly to one of the established CAC Subcommittees: — The District Budget Advisory Committee (DBAC), The District Diversity and Equity Advisory Committee (DDEAC), The Energy and
Sustainability — Advisory Committee (ESAC), — The Educational — Technology — Advisory Committee (ET — AC), The Human
Resources — Advisory Committee (HRAC), or the Police Chief's — Advisory Committee (PCAC).

c) If any part of the proposed change could involve a collective bargaining issue, the recommendation will be referred to the appropriate employee bargaining unit(s), with a notification to the collective bargaining representative(s) and the designated governance council/committee chair to reach an agreement as to the process and timeline for review and/or negotiation, if requested by the bargaining unit(s). It is expected that collective bargaining units identify areas of concerns and points of interest for possible negotiation to be addressed within an appropriate and mutually agreed upon timeframe so the review and approval process can be concluded in a reasonable period of time.

d) If the new/revised BP/AP is in response to an emergency or crisis-situation, the Chancellor or designee may take appropriate action to address the most immediate needs of the situation. The Chancellor or designee will consult with

affected stakeholders whenever possible and will follow up once the crisis of emergency has passed to bring the policy and/or procedure through the governance process outlined in this procedure.

3) The draft review

a) APM Review – only applicable for BPs and APs involving academic and professional matters

First reading: The district academic senate president (co-chair of APM) will present the proposed new or revised BP/AP to the committee for an initial discussion. If deemed necessary, and agreed upon at APM, a temporary workgroup shall be convened to work on revising the draft. APM will agree on the desired membership, leadership and appointment process of the temporary workgroup, and establish target deadlines for returning to APM with a completed draft. Upon completion of the draft by the workgroup, or if APM does not deem a workgroup necessary, APM will task the college academic senate presidents and relevant administrative leads at the colleges with review of the draft BP/AP. Any comments received from the senates or administrative teams will be provided to the district academic senate president by an agreed-upon deadline.

Second reading: The district academic senate president will incorporate any requested edits into a revised draft for a second reading at APM. Should recommendations and feedback received be substantial, the policy or procedure may be returned for an additional reading. Approval will be sought by the committee based on guidelines established in board policy for primary reliance on academic senates versus mutual agreement on academic and professional matters. Once approved, the Chancellor will share the BP/AP with CAC.

b) CAC Subcommittee Review – for BPs and APs that fall within subcommittee purview and do not involve academic and professional matters

First reading: The designated committee chair will bring the proposed new or revised BP or AP to the subcommittee for review of the draft BP or AP. Subcommittee members are responsible for seeking out the input and guidance of their respective constituent groups and prior to consenting to approval of the draft BP/AP. Feedback should be shared timely with the committee chair. Subcommittee members should strive to provide feedback that is specific and actionable, proposing draft language when appropriate.

Second reading: The committee chair will incorporate recommendations into the draft BP/AP for a second (or final) read, and then present the committee’s recommendation to the Chancellor for review at CAC.

c) CAC Review – for BPs and APs that do not involve academic and professional matters

First reading: The chancellor will present the proposed new or revised BP/AP to the CAC for an initial discussion. If the draft BP/AP has been forwarded to CAC from a subcommittee, the committee chair will present the recommendation. If the draft BP/AP has come directly to CAC and the group deems it necessary, a temporary workgroup shall be convened to work on revising the draft. The members will agree on the desired membership, leadership and appointment process of the temporary workgroup and establish target deadlines for returning to CAC with a completed draft. The chancellor shall consult appropriate constituent group leaders, if applicable, if additional constituent representatives are requested to be appointed to the temporary workgroup. Upon completion of the draft by the workgroup, or if CAC does not deem a workgroup necessary, or if the draft BP/AP has already been approved at a CAC subcommittee, the council members will be tasked with distributing the BP/AP to their constituent groups for review and comment. Recommendations from the subcommittee should be given strong consideration. Chancellor's Advisory Council members should strive to provide feedback that is specific and actionable, proposing draft language when appropriate. Any comments received by council members will be provided to the chancellor at least five days prior to the next scheduled council meeting.

Second reading: The chancellor will incorporate constituent group recommendations into the proposal for a second reading. After constituency consultation and collegial review at this meeting, the Chancellor’s Advisory Council will make a recommendation to the chancellor. Should recommendations and feedback received be substantial, the policy or procedure may be returned for an additional reading.

4) Implementation

New and revised APs involving academic and professional matters (see process for APM Review above) shall be *effective after approval by APM and review by CAC. All other new and revised AP’s shall be effective upon approval by CAC (see process for CAC Review above).

*All approved BPs and APs are considered effective pending legal review should the Chancellor request that to occur. If legal review identifies any substantive recommendations from legal review, then the BPs and APs should be taken back to APM or CAC for consideration of these recommendations.

New and revised board policies shall not be operable until approved by the Board of Trustees.

Once effective, the Chancellor shall be responsible for ensuring the newly approved BPs and APs are made public, and directing the appropriate organizational area(s) in the district to comply with implementation of these policies.

See Board Policy 2410 Policy and Administrative Procedure

Approved by the Chancellor’s Advisory Council 10/18/13

Revised 1/27/17

Revised 5/24/24

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Book Administrative Procedures Section Chapter 2 - Board of Trustees (including former Article 2 - Administration and Article 9 - Bylaws) Title Delegation of Authority to the Chancellor Code AP 2430 Status Active Legal Education Code Section 70902 ACCJC Accreditation Standard 4.5 Adopted March 21, 2025

The Chancellor may delegate any powers and duties entrusted to him/her/them by the Board of Trustees (including the administration of colleges and centers) but will be specifically responsible to the Board for the execution of such delegated powers and duties.

The Chancellor shall be responsible for reasonable interpretation of board policy. In situations where there is no board policy direction, the Chancellor shall have the power to act, but such decisions shall be subject to review by the Board. It is the duty of the Chancellor to inform the Board of such action and to recommend written board policy if one is required.

The Chancellor is expected to perform the duties contained in the Chancellor’s job description and fulfill other responsibilities as may be determined in annual goal-setting or evaluation sessions.

The Chancellor shall ensure that all relevant laws and regulations are complied with, and that required reports are submitted in timely fashion.

The Chancellor delegates full responsibility and authority to the College Presidents to implement and administer delegated policies without interference and holds College Presidents accountable for the operation of the Colleges.

See Board Policy 2430 Delegation of Authority to Chancellor

Approved by Chancellor’s Advisory Council 3/21/25

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Book Administrative Procedures Section Chapter 2 - Board of Trustees (including former Article 2 - Administration and Article 9 - Bylaws) Title Evaluation of Chancellor Code AP 2435 Status Active Legal ACCJC Accreditation Standard IV.C.3 (formerly IV.A) Adopted October 18, 2013

The Board shall evaluate the Chancellor annually using the mutually agreed upon process described in the Chancellor’s contract. The evaluation shall assess the Chancellor’s performance based on Board policy, the Chancellor’s job description, and the performance goals and objectives developed annually between the Chancellor and Board.

See Board Policy 2435 Evaluation of Chancellor

Approved by Chancellor’s Advisory Council 10/18/13

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Book Administrative Procedures Section Chapter 2 - Board of Trustees (including former Article 2 - Administration and Article 9 - Bylaws) Title Conflict of Interest Code AP 2710 Status Active Legal Education Code Section 72103 subdivision (b) Government Code Sections 1090 et seq. Government Code Section 1099 Government Code Section 1126 Government Code Sections 87100 et seq. Government Code section 87105 Government Code Sections 87200-87210 Government Code Section 87406.3 Government Code 89501 et seq. Title 2 Sections 18700 et seq. 2 Code of Federal Regulations Part 200.318 subdivision (c)(1) Adopted January 17, 2014 Last Revised May 22, 2026 Last Reviewed May 22, 2026

Incompatible Activities (Government Code Sections 1126 and 1099) Board members and employees shall not engage in any employment or activity that is inconsistent with, incompatible with, in conflict with or inimical to the Board member’s duties as an officer of the District. A Board member shall not simultaneously hold two public offices that are incompatible. When two offices are incompatible, a Board member shall be deemed to have forfeited the first office upon acceding to the second.

Financial Interest (Government Code Sections 1090 et seq.) Board members and employees shall not be financially interested in any contract made by the Board or in any contract they make in their capacity as members of the Board or as employees.

A Board member shall not be considered to be financially interested in a contract if his/her/their interest meets the definitions contained in applicable law (Government Code Section 1091.5).

A Board member shall not be deemed to be financially interested in a contract if he/she/they has only a remote interest in the contract and if the remote interest is disclosed during a Board meeting and noted in the official board minutes. The affected Board member shall not vote or debate on the matter or attempt to influence any other member of the Board to enter into the contract. Remote interests are specified in Government Code Section 1091 subdivision (b); they include, but are not limited to, the interest of a parent in the earnings of his/her/their minor child.

No Employment Allowed (Education Code Section 72103 subdivision (b)) An employee of the District may not be sworn in as an elected or appointed member of the Governing Board unless and until he/she/they resigns as an employee. If the employee does not resign, the employment will automatically terminate upon being sworn into office. This provision does not apply to an individual who is usually employed in an occupation other than teaching and who also is, at the time or election to the Board, employed part time by the District to teach no more than one course per semester or quarter in the subject matter of that individual’s occupation. (Education Code Section 72103 subdivision (b)).

Outside Employment

An employee shall not engage in any outside employment or self-employment, activity, or enterprise which is inconsistent, incompatible, or in conflict with or inimical to his/her/their District duties, functions, responsibilities, or that of the department in which they are employed by the District.

Financial Interest in a Decision (Government Code Sections 87100 et seq.) If a Board member or employee determines that he/she/they has a financial interest in a decision, as described in Government Code Section 87103, this determination shall be disclosed and made part of the Board’s official minutes. In the case of an employee, this announcement shall be made in writing and submitted to the Board. A Board member, upon identifying a conflict of interest, or a potential conflict of interest, shall do all of the following prior to consideration of the matter.

Publicly identify the financial interest in detail sufficient to be understood by the public; Recuse himself/herself/themself from discussing and voting on the matter; Leave the room until after the discussion, vote, and any other disposition of the matter is concluded unless the matter is placed on the agenda reserved for uncontested matters. A Board member may, however, discuss the issue during the time the general public speaks on the issue.

Statements of Economic Interests (Government Code Sections 87200 et seq.) Board members shall file statements of economic interests. Statements of economic interests shall include disclosure of any arrangement for prospective employment to the extent required by law.

Gifts (Government Code Section 89503) Board members and any employees who manage public investments shall not accept from any single source in any calendar year any gifts in excess of the prevailing gift limitation specified in law.

Designated employees shall not accept from any single source in any calendar year any gifts in excess of the prevailing gift limitation specified in law if the employee would be required to report the receipt of income or gifts from that source on his/her/their statement of economic interests.

The above limitations on gifts do not apply to wedding gifts and gifts exchanged between individuals on birthdays, holidays and other similar occasions, provided that the gifts exchanged are not substantially disproportionate in value.

Gifts of travel and related lodging and subsistence shall be subject to the above limitations except as described in Government Code Section 89506.

A gift of travel does not include travel provided by the District for Board members and designated employees.

Board members and any employees who manage public investments shall not accept any honorarium, which is defined as any payment made in consideration for any speech given, article published, or attendance at any public or private gathering (Government Code Sections 89501 and 89502).

Designated employees shall not accept any honorarium that is defined as any payment made in consideration for any speech given, article published, or attendance at any public or private gathering, if the employee would be required to report the receipt of income or gifts from that source on his/her/their statement of economic interests. The term “honorarium” does not include:

Earned income for personal services customarily provided in connection with a bona fide business, trade, or profession unless the sole or predominant activity of the business, trade or profession is making speeches. Any honorarium that is not used and, within 30 days after receipt, is either returned to the donor or delivered to the District for donation into the general fund without being claimed as a deduction for income tax purposes.

Representation (Government Code Section 87406.3) Elected officials and the Chancellor shall not, for a period of one-year after leaving their position, act as an agent or attorney for, or otherwise represent for compensation, any person appearing before that local government agency.

Contracts Supported by Federal Funds (2 Code of Federal Regulations Part 200.318 subdivision (c)(1)) No employee, Board member, or agent of the District may participate in the selection, award, or administration of a contract supported by a federal award if he/she/they has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, Board member, or agent, any member of his/her/their immediate family, his/her/their partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The Board members, employees, and agents of the District may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. Disciplinary action will be taken for violations of such standards by Board members, employees, or agents of the District.

Board Policy 2200 Board Philosophy, Mission and Roles and Responsibilities

See Board Policy 2710 Conflict of Interest See Board Policy 2712 Conflict of Interest Code

See Board Policy 2715 Code of Ethics/Standards of Practice

See Board Policy 2716 Political Activity

See Board Policy 2717 Personal Use of District Resources

Approved 1/17/14

Revised 5/22/26

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Book Administrative Procedures Section Chapter 2 - Board of Trustees (including former Article 2 - Administration and Article 9 - Bylaws) Title Distribution of Tickets or Passes Code AP 2714 Status Active Legal California Code of Regulations, Title 2, Section 18944.1 Adopted January 28, 2011 Last Revised October 18, 2013

From time to time, the district receives tickets or passes to community facilities, events, shows, or performances for an entertainment, amusement, recreational or similar purpose. The District will distribute these tickets or passes when attendance at the event will further the District’s mission or will significantly contribute to the professional development of an employee or a member of the Board of Trustees.

The District will distribute the ticket or pass to the person who will benefit most directly or whose regular role in the District most directly relates to the facility, event, show or performance. If more than one person would benefit equally or their role relates equally to the facility, event, show, or performance, the District will select one person to receive the ticket or pass by lot or rotation. The person receiving a ticket or pass pursuant to this procedure may not transfer the ticket or pass to any other person.

When the District provides a ticket or pass to an official of the District, the ticket or pass is not subject to the provisions of the district’s conflict of interest procedure, so long as the official treats the ticket or pass as income consistent with applicable state and federal income tax laws and the District reports the distribution of the ticket or pass as income to the official and on its website as set forth below.

For each ticket or pass distributed, including those which the recipient treats the ticket or pass as income consistent with applicable state and federal income tax laws according to the paragraph above, the District will complete the California Fair Political Practices Commission (FPPC) Form 802. The District will post these completed forms on its website.

See Administrative Procedure 2710 Conflict of Interest

Approved by Chancellor’s Advisory Council 1/28/11 Revised 10/18/13 §

Administrative Procedures

Meeting Information