麻豆视频

Losses or claims involving college property or injury to members of the public or their property should be reported to the Security Office.

The following procedure will be implemented for employee injury/illness claims occurring on campus:

1.  The employee must notify their immediate supervisor, or if the supervisor is not available, human resource staff should be notified. This step applies whether or not the injured employee requires medical treatment.
2. Security office personnel must be notified immediately so they can investigate the circumstances of the accident/incident.
3. Security personnel will complete a report, including photos if appropriate.
4. Upon receiving medical attention, the employee notifies the provider (doctor, hospital, etc.) that the injury/illness occurred on the job.
5. All job-related injury claimants must report to the Human Resource Department upon return to work if work time is lost.
6. Upon returning to work, an accident/incident form must be completed whether or not medical treatment is required by the injured party.

This investment policy applies to all financial assets of the college.

Investments shall be made using prudent judgment and care and shall not be made for speculation. Investments shall be evaluated for probable safety of their capital as well as the probable income derived. Investment officials shall use the standard of the 鈥減rudent person鈥� as defined in RCW 43.250.040.

Investment officers acting in accordance with written procedures and the investment policy and exercising due diligence shall be relieved of personal responsibility for an individual security's credit risk or market price changes, provided deviations from expectations are reported in a timely fashion and appropriate action is taken to control adverse developments.

Funds that are allocated for salary, in 101 accounts, can only be used for salaries and benefits. For example, if there are salary savings in an account due to a vacant position, those funds may be requested to be used to fill the vacancy with a part-time or temporary person, until the position can be filled.

The procedure for requesting salary savings is as follows:

1. The account administrator requests use of salary savings by completing the Salary Savings Request form.
2. The request should be routed to the administrator, appropriate vice president and president for review and approval.
3. After approval by the vice president and president, the form will be routed to the director of budget services who will notify the administrator and the executive director of human resources of the approval/denial of the use of salary savings.

Once approved to use salary savings, the proper forms for hiring will need to be submitted:

For Temporary Full-Time: A Personnel Position Requisition (PPR) will need to be submitted with the use of salary savings approval attached.

For Part-time Hourly: An Hourly Employment Authorization will need to be submitted with the use of salary savings approval attached.

The Washington State legislature appropriates operating funds to the State Board for Community and Technical Colleges (SBCTC) each year of the biennium. The SBCTC allocates operating funds to the college on an annual basis. Generally, funds 001, 08A, and24J are allocated funds.

In addition to allocated operating funds, the operating portion of tuition revenue (fund 149) and local funds are included in the operating budget. Local funds often consist of grants that pass through the operating budget, capital building maintenance funds, and/or overhead funds.

Budgets at 麻豆视频 are built and allocated based on college mission, previous budget levels, past and future expenditure patterns, and any increase or decrease to state funding. Budgets attempt to meet specifically identified institutional needs and requested changes. Budget requests are developed and prioritized at the departmental level to support existing and new department objectives, to request alternatives and revisions to existing programs within the departments, and to outline plans for departmental changes over a specified period of time. Requests to increase departmental budgets are reviewed during the budget cycle in February, March, and/or April.

Administrative council acts as the college budget committee.

In the event allocations are reduced, additional steps may be added to the budget cycle as needed:

• Distribution of anticipated reduction amount(s) to administrators who seek program level input.
• Budget committee meetings to further discuss and prioritize reduction scenarios in relation to mandatory requirements, student and college needs and mission.
• Discussion of proposed reduction scenarios presented to the college community and request for additional input via campus forums, college website, and college mail.

Loading and Monitoring Budgets in ctcLink

At the beginning of the fiscal year, permanent budgets are loaded in the ctcLink system and edited for accuracy by the budget office. Once the permanent budget amounts are loaded into departmental accounts, they are reviewed on a monthly basis by the deans/asst. deans/directors to ensure expenditures are within budgeted amounts by expense category (i.e. supplies, travel, equipment, salaries, etc.).

There are two types of budget transfers, permanent and temporary. Permanent budget transfers are completed when a dean/asst. dean/director is establishing a permanent budget baseline in a departmental budget for the current and future fiscal years. A temporary transfer is completed when a one-time expenditure has occurred that needs to be covered temporarily in the current fiscal year with the anticipation that the budget baseline from the transferring department will be reestablished at the original budgeted level in future fiscal years.

Requesting Transfers or Revisions of Part-Time Hourly, Part-Time Faculty, Goods & Services, and Travel Budget Line Items

If budget transfers or revisions fall within signature authority limits (as defined by the 2.11 Signature Authority), deans/asst. deans/directors have the authority to request budget transfers (either permanent or temporary) between their respective departmental accounts as long as their overall division budget is not increased. Budget transfers are requested by deans/asst. deans/directors or department signatories completing the Budget Revision Form and forwarding to the Budget Services email for input into ctcLink.

Budget Transfers and Revisions Requiring Vice President Approval

Transfers or revisions that require the additional approval and signature of the appropriate vice president on the Budget Revision Form are:

1. Outside of signature authority limits as defined by the signature authority guidelines
2. Between divisions
3. Transfer from part-time faculty line items to other line items
4. To or from Title V accounts 

All other steps remain the same.

Grant/contract budgets reflecting the grant/contract purpose are developed by the appropriate dean/assistant dean/director, reviewed by the budget office, and submitted with the grant proposal or contract. 

Grant and contract budget line-items are reflective of the amounts stated in the grant proposal or contract. In order to be loaded in ctcLink, they must be approved and submitted to the Grant Office.

Once the line-item budgets are loaded on ctcLink, they are monitored by the deans/asst. deans/directors to ensure expenditures are within budgeted amounts by expense category (i.e. supplies, travel, equipment, salaries, etc.) and fall within grant or contract guidelines.

All grant and contract budget revisions or transfers (within or outside of dean/assistant dean/director signatory limits) are requested by dean/assistant dean/directors or department signatories completing the Budget Revision Form and forwarding to the Grant Office with documentation showing grantor approval of the budget revision. 

After approval by the grants and contracts office and/or the vice president, requests are loaded on ctcLink by the Grant Office.

• (accessible by Student's and Staff only).
• Attach material to be copied/printed. Make sure all pertinent job specifications and finishings regarding the job request are selected and that your file is print-ready. The Print Shop does not edit submitted materials.
• Every effort will be made to finish jobs in a timely manner; however, when priorities must be set, the following hierarchy will be observed:
  • Classroom materials (tests have 1st priority)
  • Forms, brochures, flyers and other marketing materials
  • Letterhead, envelopes, rack cards, and business cards 

All college publications and promotional materials developed for distribution must be approved by the Community Relations Office prior to production. For additional information about college standards related to logo use, font, and colors, reference 2.09 College Publications and Promotional Materials.

The procedure for requesting projects is as follows:

1. The requester provides the project details by completing the Building Project Request form.
2. The request should be routed to the dean or director of the department, for review and signature.
3. The form should be routed to Facility Operations for staff review for facility feasibility. Recommendation and signature by the director of facility operations.
4. The form should be routed to Technology Services for staff review for technology feasibility. Recommendation and signature by the director of technology services.
5. The form should be routed for approval by the vice presidents and president.
6. After approval/denial by the vice presidents and president, the office of the vice president for administrative services will notify the Facility Operations Department and the requester of approval/denial of the project and additional steps required.

All non-monetary donations will be recorded on a Non-Monetary Donation Form. This information includes donor's name, address, telephone number, description of equipment, model/serial number, manufacturer, donor's estimated value, college assigned book value, assigned area, and the date received. The college reserves the right to reassign donations to the most appropriate department.

The vice president for administrative services shall be notified of donations as soon as they become known. The vice president will initiate discussions with appropriate individuals to determine if the college wishes to accept the contribution and to review any covenants the donor may attach.

Delivery of non-monetary donations is to be arranged through Central Receiving at 1107 South 16th Avenue, when appropriate.

Central Receiving personnel will notify the Purchasing office of the receipt of approved donations. The Purchasing Office will send a written acknowledgment to the donor describing the donation and citing the relevant tax information. A copy of this acknowledgment will be sent to the President's Office.

The vice president for administrative services will notify Administrative Council of the donated equipment so that it may assign it to the appropriate area. The vice president for administrative services will notify the Purchasing Office of the assigned area for the equipment.

The Purchasing Office will consult with the director of business & accounting services concerning the value of donated equipment. Purchasing will follow established OFM guidelines and the college's procedure for managing small and attractive assets regarding applying state inventory control tags, recording the equipment in the Facility and Equipment Inventory System, and in the Financial Management System.

• Audio-Visual Equipment (see 3.04 Media Center)
• Laptops and Portable Devices (see 6.02 Acceptable Use of Technology Resources)

Other Equipment

For on-campus use: Contact the individual responsible for the equipment to make arrangements, following the associated procedures.

For off-campus use:

• Submit a request to the appropriate administrator detailing the equipment needed, the location of equipment if known, the purpose for request, the group or agency to whom presentation is being made, and other pertinent details.
• The administrator submits the request to the appropriate dean/director and to the vice president for administrative services.
• The vice president for administrative services returns written approval to the administrator.
• The administrator notifies the staff member making the request and authorizes equipment pick-up.
• The staff member returns the equipment to its source and obtains a receipt which is returned to the appropriate administrator.
  
  
• Inter-Agency Loans/Rentals: Follow the procedure for off-campus use.
• Fleet Vehicle Usage: Check with the Security Department (See also 5.01 Fleet Vehicle Use).

Food Trucks and/or vendors of any other kind may only come to campus when invited and when all necessary paperwork has been completed and approved by the VP of Administrative Services.

All Food Trucks and/or Vendors of any kind are required to meet the following specifications:

• The vendor must be a licensed food provider.
• The vendor must provide proof of insurance listing the State of Washington/ Yakima Valley College as the additional insured for the date of the event with general insurance liability limit of $300,000.
• At an event that is open to the public the vendor must display the permit from the Yakima Health District stating the vendor is approved for the temporary (itinerant) food service Food handlers鈥� cards must also be present.
• If the college is paying for services, the vendor must provide the college with an updated W-9 form to facilitate payment.
• Food trucks must remain parked in the YVC parking lots on all campuses. At the Yakima campus, food trucks should be parked east of the HUB building (#9). Exceptions to locations must be preapproved by the director of auxiliary services.
• Food vendors setting up outdoors must do so on concrete surfaces, not pavers.
• Food Trucks/ Vendors MUST leave space as they found it.

Users may bring store-bought non-alcoholic drinks and snacks to supplement catering arrangements.

For college events if food service will cost more than the competitive purchasing threshold (as of 2025, $30,000) it must go through the bid process handled by the YVC鈥檚 Purchasing Office at 574-4620. The bid process and selection of a vendor take at least three weeks, so please plan ahead.

Coffee and/or light refreshments with meetings are not allowed for regular routine meetings; however, in special circumstances, they may be allowed when properly approved. (See Coffee and Light Refreshments and related form Meals with Meetings)

Under no circumstances will potlucks involving the general public, on-campus public events, and students be held on campus or will home-prepared foods be served to the general public, at campus public events, or students. In addition, potlucks held off-campus (i.e., Larson Park) but under the direction of a YVC student club fall within the college鈥檚 liability and are not permitted.

Perishable food can only be served by a licensed food vendor or an individual or club may be permitted to serve perishable food if they follow the Yakima Health District鈥檚 Temporary Food Service permitting process At least one person with a certified food handler鈥檚 permit must be present at all times during the event.

Individual/Club

• A temporary (itinerant) food service permit must be obtained from the Yakima Health District, if the event is open to the public. This permit must be displayed at the event and is only valid for one event.
• All of the Rules of Operation for a Temporary Food Service Facility by the Yakima Health District must be followed.
• A YVC employee must assume the responsibility for observing the rules for the temporary food service operation and coordinate the event. The Yakima Health District may inspect the event to ensure compliance with their rules.

Use of on-campus food service contractor鈥檚 equipment, ice machines, paper products, serving utensils, warming devices, freezers, and refrigerators is not allowed.

Non-college groups are not allowed to sell or give away food products on campus.

Bake sales are allowed for items that do not require refrigerating or heating (pastries, cakes, cookies, etc.) 鈥� no perishable foods are allowed (including cream pies) and no slicing (such as slicing a pie) is permitted. A permit from the Yakima Health District is not required for bake sales.

Again, use of the on-campus food service contractor鈥檚 equipment, ice machines, paper products, serving utensils, freezers, and refrigerators is not allowed. The individual/club must furnish all plates, napkins, flatware, serving utensils, etc.

Pre-approval is required from the college President or his/her designee(s) for all events where alcohol will be consumed. Any applicant requesting alcohol approval must submit the Facilities Use Alcohol Request Form. Any user who is allowing the consumption of alcohol during the period of use of the facility is responsible for any and all liability.

1. A (hereafter referred to as routing form) is routed electronically. Complete and attach it to the contract documents and forwarded to the applicable dean/director for review/approval. The routing form contains the following information that must be completed prior to processing:

   1. Agency Information (agency name, contact person, address, and telephone number)

   2. Inclusive Dates (the starting and ending date of the contract or lease)

   3. Brief Summary (a brief description of contract or purpose).

   4. Budget Summary (includes projected revenue and expense data)

      • Indirect charges: Applied for all contracts funded by accounts listed on the

      • . For contracts paid by grant funds, use grantor rate if specified (please provide documentation of grant indirect rate). Standard overhead rate for all other type of funding is 15% (federal de minimis rate) of expenses. Documentation must be provided with routing sheet if overhead is not

   5. YVC Chart String(the department number where the revenue or expenses are to be recorded). If you do not have one, please request a department number by using the after the contract has been signed by all parties

   6. Originator: College staff member who will manage the

2. The body of the contract must include, but is not limited to, the following subject matter:

1. Designated contract type: Professional Services, Client Services,

2. Name, address, phone and tax identification number of independent

3. A detailed description of the purpose of the

4. Scope of work listing the required elements listed in the template for YVC and the independent

5. Period of performance 鈥� include the start date (must be after all signatures will be completed) and end

6. Compensation detail must support the budget summary on the routing Supply the information requested on the template, providing as much detail as possible. If a detailed bid or quote is available, this can be referred to and attached as an exhibit in the contract if it supplies the necessary information.

7. Legal Issues. Include any legal issues and related questions/answers not covered by the Standard Terms and Conditions as determined by the Attorney

8. Assigned contract managers for YVC and the independent

9. Standard Terms and Conditions. If not already included, attach a copy of the YVC . This attachment includes all clauses required by Washington State. If the contract is using federal funds, review the to see if any of the clauses must be included based on the listed

3.    The contract originator signs the routing form. The originator/contract manager is required to take the appropriate training in either client service contracts and/or professional service contracts prior to managing a college contract or agreement.

4. The originator forwards the contract and routing form to the appropriate dean/director. The dean/director signs the routing form and forwards the contract documents to the Grants and Contracts Office.

5. If salaries (50% or more FTE) are involved, the originator forwards the routing form and contract to the Budget Office for line item initial before routing to the Grants and Contracts

6. The grants and contracts accountant will review for completeness, electronically sign the routing form, assign a YVC contract number to the document, log the document in the contract database for tracking purposes, and forward to the applicable vice president for If the agreement is an Interagency Agreement or memorandum of understanding (MOU) it must be routed to the vice president of administrative services for approval.  This step ensures compliance with institutional policies and proper authorization for commitments between agencies.

1. For contracts involving financial compensation to the agency, an IRS W9 Form will be attached to the agency鈥檚 original contract to obtain their tax identification

7. After the vice president(s) sign the routing form, the document is forwarded back to the originator to obtain the agency signature electronically.

8. Once the agency has signed and returned the agreement, the originator should verify that the original document has not been altered and forward the agreement with the original signed routing form to the Grants and Contract office to obtain the appropriate signatory (see exceptions below) for final approval and contract

9. The president or appropriate signatory (see exceptions below) signs and routes documents back to

Exceptions:

1. Rental/lease contracts are signed by the vice president for administrative s

10. The final approved document is distributed to all parties, electronically.

11. The Grants and Contracts Office reports or files contract with DES when

12. The Grants and Contracts Office enters completed information into contract database and files.

13. If needed, a new department is requested by the originator by completing a and submitting to the Budget Office.

14. If a budget is required, the originator completes the and routes for approval signatures as indicated on the

15. The Grants and Contracts Office loads the detailed budget.

Filing: Contracts and grant documents are filed in Administrative Services as follows:

1. Grants and miscellaneous contracts (fund 145) are filed in the Grants and Contracts Office.
2. All other non-grant related contracts are filed in the office of the vice president of administrative services.

Any YVC department or satellite center generating any type of waste (solid or liquid) that is considered hazardous or dangerous must comply with the following procedure before removal or disposal:

• Identify the Waste
  Determine whether the waste is liquid or solid and evaluate whether it meets the criteria for hazardous waste, including characteristics such as corrosivity, reactivity, flammability, or toxicity.
  
  
• Labeling Requirements
  Clearly label the waste using a common name (no codes or abbreviations). Use appropriate hazard warning labels. Each label must include:
  • pH (if applicable)
  • Flash point (if applicable)
  • Weight
  • Date of collection
  • Assigned container number
    
    
• Documentation
  If applicable, provide a copy of the Safety Data Sheet (SDS) for each item being disposed of. The SDS should accompany a log sheet that mirrors the label information on the container.
  
  
• Storage Requirements
  Ensure that all waste storage containers:
  • Have properly fitting lids
  • Are not leaking
  • Are stored in secure and compliant locations
    
    
• Removal Coordination
  Please contact the Director of Occupational Health and Safety only if assistance is needed with the designation process. The department is responsible for waste designation and will schedule an appointment with the landfill to receive the necessary permissions. After that, arrange for a hazardous waste pickup with the security office. The department is also responsible for providing a complete inventory and documentation at the time of the request.

Departmental SDS Responsibility
Each YVC department or program must designate a responsible individual to maintain and update the SDS for all hazardous chemicals used in their area through the college鈥檚 online M3V system. Typically, this is the individual who requested the purchase of the chemical. The designated individual must contact the Director of Occupational Health and Safety to request administrative access for editing or uploading SDS data in M3V.

Contractor Chemical Waste
If a contracted company brings hazardous chemicals onto any YVC campus to perform work or complete a project, it is the responsibility of the YVC supervisor overseeing the contract to ensure that:

•  All hazardous chemicals brought on-site by the contractor are documented.
• The contractor removes all hazardous chemicals from campus at the completion of the contract.

YVC will not assume responsibility for the disposal of hazardous chemicals introduced by external contractors. This policy protects the college from incurring high waste disposal costs and ensures environmental compliance.

Battery Waste Management
All batteries designated for disposal must be collected and stored at the Security Office (029-141). YVC follows Washington State鈥檚 universal waste guidelines for battery disposal. The following practices must be followed:

• Never dispose of batteries in the trash due to risk of fire or chemical leakage.
• Separate batteries by type (e.g., alkaline, lithium-ion, nickel-cadmium).
• Clearly label containers with 鈥淯niversal Waste Batteries,鈥� 鈥淯sed Batteries,鈥� or 鈥淲aste Batteries.鈥�
• Mark and track the accumulation start date. Batteries cannot be stored for more than one year.
• Keep containers closed, dry, and secure. If leakage is suspected, use a compatible sealed container.
• Lithium-ion batteries require special handling and must be:
  • Stored separately from other battery types and flammable materials
  • Covered with non-conductive tape and placed in plastic bags
  • Stored in containers with sand, recycled glass, or fire-suppressant material
  • Stored between -4掳F and 140掳F in a ventilated, dry, and accessible area

Damaged lithium-ion batteries must be treated as dangerous waste and designated as ignitable (D001) and reactive (D003). Contact the Director of Occupational Health and Safety if signs of battery damage are observed.

Battery transport to the Terrace Heights Landfill will be coordinated with Campus Security.

To obtain keys an employee, either full or part time, must present a Key Request and Key Policy form signed by the employee and appropriate administrators to the Security Office. Keys will be available for pickup by the employee within two days of receiving the appropriately authorized key request form. Separate key request forms are necessary if an employee requires keys in more than one division or department.

Duplication or unauthorized use of campus keys is illegal. Unauthorized use may be considered burglary and/or trespassing under RCW 9A.52.030 and/or RCW 9A.52.080 and may result in suspension of key access or disciplinary action.

Individuals terminating their employment with YVC or transferring to another department on campus must return their keys in person to the Security Office within five business days of termination or transfer.

Individuals who do not return their keys will be charged an irretrievable key fee to reimburse the college for the cost of replacing the key.

Keys being checked out on a daily basis will require a photo I.D. and a signature and contact information on the sign-out/sign-in log.

Lost or stolen keys should be reported immediately to the Security Office and the issuing department or division.  A new key request form must be filed with the Security Office in order to obtain a replacement key. Financial responsibility for an irretrievable key lies with the individual to whom the key was issued. An irretrievable key charge applies to all irretrievable keys regardless of the reason. The irretrievable key charge is assessed to cover administrative and replacement costs incurred to restore security to the campus.

The procedures for access cards are the same as those outlined above for keys.

Received from building mail bins during the daily delivery/collection process is sorted and delivered to the recipient (via their building location) the next business day.  To aid in sorting campus mail, please use interoffice mail envelopes (listing the recipient鈥檚 name and building) or regular postal envelopes (highlighting the recipient鈥檚 name and building).

Marked for delivery are picked up from the Printshop in the morning. If there is room in the building mail bin, they will be delivered via the morning mail delivery.  Otherwise, they will be delivered with the afternoon package deliveries by Central Receiving.  Printshop jobs marked for pick up will remain in the Printshop.  See 07 Printing and Graphics Center for additional Printshop information.

If feasible, packages will be delivered via the building mail bin. If the package is too large, it will be delivered with the afternoon package deliveries by Central Receiving.

Certified letter notices are received by Central Receiving and then delivered to the recipient. The recipient must sign for the letter.

Each outgoing envelope must include the department and/or individuals' name so that returned mail can be delivered easily to the proper department.

Mail pieces folded in thirds must be sealed with two clear postal stickers.

When preparing outgoing envelopes, use the following guidelines:

• Envelopes must be flat, and the contents must not protrude from the
• The flaps must be in the closed position (no nesting of envelopes).
• Letter-size envelopes do not have to be sealed; the postage meter will do that.
• All catalog and odd-sized envelopes must be sealed.
• Place a rubber band around envelopes to keep them orderly.
• Sorting by zip code is not necessary.

Any material that is handwritten or typewritten, such as correspondence, billings, checks, diplomas, and material requiring special handling.

Any booklet or pamphlet that has at least 24 printed pages and is stapled or bound may be classified as a book.

Bulk mail is 200 or more pieces belonging to the same processing category. Letters, flats, or books (less than one pound) and all weighing the same and containing the identical information should be sent at the bulk rate.

Bulk mail must be sorted by zip code. The address list for such mailings must be CASS (Coding Accuracy Support System) certified and the certification included with the mailing which can be done in the Printshop. Send your electronic address file to printshop@yvcc.edu. In most cases after the address list has been certified, there is very little sorting involved, and the address can be printed directly on the mail piece. Contact the Printshop for assistance with bulk mail.

1. The individual must obtain authorization from the president or authorized designee prior to the scheduled event. The recommendation is to begin this process 10 business days prior to the event to ensure sufficient time for all approvals and processing. The request for authorization must:

• • state the intended purpose or accomplishments of the function, how it benefits the college and how it is an integral part of the meeting as required by
  • the approximate cost of the function
  • the date
  • the funding source (state regulations and YVC policies must be adhered to regardless of funding source)
  • names or positions of persons with respective state organizations attending the event.

2. Food service on campus may be provided by a food service vendor on YVC鈥檚 Food Service Vendor See YVC Administrative Procedure 1.14 Food Service. Prepackaged goods can be purchased from local grocery stores following normal purchasing procedures.
3. Once approved the signed coffee and light refreshments form will be returned to the requester. A fully approved purchase requisition which includes the signed coffee and light refreshments form and the backup, should be received at least 5 business days before the event. All such costs will be coded to account 鈥�5030016鈥�.
4. A sign-in sheet listing the actual participants is to be submitted to Accounts Payable (AP) along with any received receipts following the event. Once AP receives an invoice and the sign in sheet, payment will be sent to the vendor. Pre-payment for services is not allowed.

The vice president for administrative services shall be notified of donations as soon as they become known. The vice president will initiate discussions with appropriate individuals to determine if the college wishes to accept the contribution and to review any covenants the donor may attach.

All monetary donations received by YVC will be recorded on a Monetary Donation Form and deposited within 24 hours of receipt. The form includes donor's name, address, telephone number, contributed dollar amount, and the date the donation was received.

In cases where donors designate contributions to a specific program those funds will be credited to that program.  All others will be allocated to 570.265.31507, Donations and Gifts.

Checks earmarked for scholarships or made out to YVC Foundation will be forwarded to the foundation for appropriate processing.

Business & Accounting Services will send a written acknowledgment to the donor describing the donation and citing the relevant tax information. A copy of this acknowledgment will be sent to the President's Office.

Liability Insurance. RCW 46.30.020(3) exempts mandatory liability insurance requirements for the operation of a motor vehicle governed by RCW 46.16A.170, which includes any vehicle owned, rented, or leased by the state of Washington. Further, the state of Washington is continually self-insured under RCW 4.92.130 for its tort liabilities that may result from operational negligence of its vehicles.

Review of Claims. Under RCW 4.92 all claims will be reviewed by the Office of Risk Management to determine an initial valuation, to delegate to the appropriate office to investigate, negotiate, compromise, and settle the claim, or to retain that responsibility on behalf of and with the assistance of the affected state agency.

Claims Adjusting Services. Under an interagency agreement between the Office of Financial Management and the Washington State Department of Transportation, authority has been delegated to the Department of Transportation for adjusting, compromising, and settling claims arising out of the operation of motor vehicles which are owned or used on behalf of the state of Washington.

Accidents involving college vehicles must be reported to the proper law enforcement agency and the standard Washington Motor Vehicle Collision Report filed with the appropriate agencies.

All motor vehicle accidents must also be reported to the YVC Security Office within 24 hours, at which time an Accident and Incident Report will be completed. Please refer to Administrative Procedure 1.00 Accidents/Incidents Reporting.

In addition, a Standard Vehicle Accident Tort Claim Form and supporting documents, (e.g., repair estimates) must be completed and sent to the Office of Risk Management. This form may be obtained from the Vice President for Administrative Services office or . RCW 4.92.100 requires that all claims against the state be filed with the Office of Risk Management.

A copy of this form and supporting documentation must be provided to the vice president for administrative services for the college鈥檚 records.

The Office of Risk Management will assign the claim to a Department of Transportation investigator. The investigator will review the claim for completeness and begin the investigation.

Following a complete investigation, a determination regarding the claim will be made. If appropriate, a check will be issued by the State Treasurer and mailed to the claimant in accordance with RCW 4.92.160.

• Students may park in assigned areas that are not designated as visitor, faculty/staff, or administration lots.
• College employees (full-time and part-time) may park in the designated faculty/staff parking lots for free with their parking permit properly displayed.
• Administrators may park in the visitor/employee/student areas in all lots at any time. The lot east of the visitor lot on 16th Avenue is specifically designated as an administrator parking lot.
• Conference/facility users may park in unassigned areas or the visitor Permits are to be pre-arranged by event coordinators.
• Individuals who have been issued a VIP/Admin permit authorized by the President (such as YVC Foundation Board, retired faculty, Board of Trustees, Attorney General) may park in any lot.

Vehicle permits are to be attached on the driver's side rear window unless the window is tinted. The alternate location for the permit is the passenger side front windshield.  All permit numbers must be clearly visible.

Citations will be issued to violators of the parking policy/regulations. The fines for parking violations, approved by the Board of Trustees, Motion No. 14-05-02, are as listed below:

If an individual receives a citation, they may pay the citation or appeal it to the Appeals Committee. Citations can be paid at the Cashier鈥檚 Office in the Deccio Higher Education Center (Building #008).

• If the individual wants to appeal the citation, they should notify the Security Office of the request for appeal within 14 days of the date on the citation or the appeal process is forfeited.
• An individual can appeal in person or by If appealing in person, the individual must sign up for appeals in the Security Office. If submitting a letter, the citation number and name of the person contesting must be clearly written in the letter.
• Upon the decision of the Appeals Committee, the citation will be waived or stood.
• The decision of the Appeals Committee is final.
• If any citation is not paid or successfully appealed within 14 days of when the citation is issued, the citation will be forwarded to the business office for further action as outlined in Administrative Procedure 1.33 Collection/Write-Off.
• Any citations sent to the collection agency will incur an additional $25 collection fee.

Vehicles with multiple unpaid citations may be immobilized by Security.

• The college maintains two types of petty cash accounts:
  • Change fund accounts are used only for the purpose of making change when cash transactions occur in across-the-counter situations, and
  • Petty cash accounts are used to make payments for which the issuance of checks may not be practical or timely.
• The president or authorized designee has the authority to establish and control accounts. Authority and control are evidenced by documented procedures and a letter on file indicating the trustee, amount, and purpose of the authorized accounts.

The authorized uses of petty cash accounts are:

• Petty cash for local purchases of minor miscellaneous materials and supplies and minor repairs and replacement of parts for machinery and equipment not under state contract providing that the
  • requirements of authority to purchase are in compliance with state regulations,
  • items purchased cannot expediently be paid through regular payment procedures, and
  • total cost of each purchase does not exceed $50.00 plus tax per vendor per day.
• For carrier demand payments at time of delivery.
• For postage due on mail.

Requests for reimbursement will need to be submitted to Accounts Payable on an AP Invoice Voucher and have the original sales receipt(s) attached.

The competitive purchasing thresholds have been increased for all purchases and sales under Department of Enterprise Services policy POL-DES-125-03.

When cost effective, the college encourages the purchase of goods and services from local vendors, certified small businesses within the state of Washington, veteran owned businesses and OMWBE certified minority owned businesses.

Purchase limits for direct buy are up to $30,000 for Level 1 and $40,000 if the purchase is being made from a small business as defined by RCW 39.26.010(22); or from a certified veteran-owned business for Level 2. Obtaining competitive quotations for purchases is required when purchases fall within two threshold categories described below, or the college can use a competitively bid cooperative contract of which YVC is a member or has an interlocal agreement in lieu of a bid process.

All thresholds include the cost of shipping and handling but exclude taxes and any finance charges (POL-DES-125-03 sunsetting 3/8/2025).

Purchases from $30,000 (or $40,000) to $100,000 require the purchaser to obtain quotations from at least three vendors, of which at least one shall be from a certified minority, certified woman-owned and/or a certified veteran-owned vendor. To search for certified vendors, use . Quotations may be obtained by email or written quotations, or both. The purchaser must submit the quotations to the Purchasing Department with the approved requisition and a completed Record of Competition form.  Competitively bid cooperative contracts of which YVC is a member or has an interlocal agreement can be used in lieu of a bid process.

Purchases exceeding $100,000 require a formal bid process that must be conducted by the Purchasing Department. The purchaser should provide adequate lead-time to allow for processing formal bids.  Purchasing will use the WEBS system with DES to post the bid opportunities.  Competitively bid cooperative contracts of which YVC is a member or has an interlocal agreement can be used in lieu of a bid process.

Purchasing will determine all responsible and responsive bids received.  A responsible bidder is determined following the statutory elements (RCW 39.26.160(2)(a)-(g) and (3)(a)-(f)):

(2) In determining whether the bidder is a responsible bidder, the agency must consider the following elements:

• The ability, capacity, and skill of the bidder to perform the contract or provide the service required;
• The character, integrity, reputation, judgment, experience, and efficiency of the bidder;
• Whether the bidder can perform the contract within the time specified;
• The quality of performance of previous contracts or services;
• The previous and existing compliance by the bidder with laws relating to the contract or services;
• Whether, within the three-year period immediately preceding the date of the bid solicitation, the bidder has been determined by a final and binding citation and notice of assessment issued by the department of labor and industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW , any provision of chapter , 49.48, or  RCW; and
• Such other information as may be secured having a bearing on the decision to award the contract.

(3) In determining the lowest responsive and responsible bidder, an agency may consider best value criteria, including but not limited to:

• Whether the bid satisfies the needs of the state as specified in the solicitation documents;
• Whether the bid encourages diverse contractor participation;
• Whether the bid provides competitive pricing, economies, and efficiencies;
• Whether the bid considers human health and environmental impacts;
• Whether the bid appropriately weighs cost and non-cost considerations; and
• Life-cycle cost.

1. Pre-approval Requirements. The following purchases require pre-approval:

• Over $3,000
  All requisitions over $3,000 must be approved by the appropriate vice president.

• Technology Equipment, Services and Software
  Any computer-related items, such as equipment, services and software must be preapproved by the Director of Technology Services. Obtaining a quote from Technology Services is not considered an approval. 

• Equipment/Installation
  Equipment that requires installation, wall mounting, or use of electricity/gas must be approved by the Director of Facility Operations. Approval to purchase equipment does not signify that the college will install it. If installation cannot be done by college personnel, then installation by an outside source needs to be arranged.

• Equipment and Furniture Installation
  All furniture orders must be approved by the Vice President for Administrative Services. All items from surplus must be approved by the Director of Facility Operations.

• Printed Material and Advertisements
  The Community Relations Office must approve the following:
  • Advertising in media outlets (print, TV or radio)
  • Promotional items
  • Printed matter such as brochures, banners, and posters.
  • Any item with the College name and/or logo.

This applies to media that is created by an outside source for distribution off campus. A draft of the advertisement wording or a copy of the proposed material to be printed must be submitted along with the requisition to the Community Relations Office for approval. Please refer to Administrative Procedure 2.09 College Publications and Promotional Materials.

• Audio-Visual Media
  Purchase of audio-visual media such as video tapes, films, or DVDs must be approved by the Media Center as outlined in Administrative Procedures 3.04 Media Center.
  
  Videos must be purchased from a source that allows public or classroom viewing. Videos sold by retailers such as Amazon, Costco, Wal-Mart etc. are generally sold for private viewing.
  
  Please notify Central Receiving/Purchasing when placing a media order. All media materials will be delivered to the Media Center to be logged in.

• Departments Ending With 鈥�88鈥� or 鈥�99鈥�
  All items charged to accounts ending with 鈥�88鈥� or 鈥�99鈥� must be approved by both vice presidents.

2. The requester submits a requisition. The requisition is sent to and approved by the required approver (such as the list above as well as the supervisor, dean or director). The final step is sending the requisition to the Purchasing Department.
   
   The Purchasing Department issues a purchase order to the vendor and encumbers the specified amounts. If necessary, the Purchasing Department will initiate the bidding procedure. (See Formal Sealed Bid Threshold above.)
   
   When goods are received, Central Receiving delivers the goods to the purchaser and/or designated department (i.e. Technology Services or Media).
   
   
3. The requester is responsible for notifying the Purchasing Department of any deficiencies or defects in goods received.
4. Central Receiving forwards completed paperwork to the Business office.
5. Business Office processes payment upon receipt of the invoice.

Greytrunk will serve as the official inventory system of record for all employee and student assets. Its functions will include:

• Acting as the master repository for all college-owned tagged assets. Items should be tagged with Radio Frequency Identification (RFID), scannable by both platforms, and may serve as a backup for Alma.
• Providing asset tracking.
• Ensuring data consistency and accountability across departments.

Greytrunk will be treated as the authoritative inventory reference鈥攃onsulted for audits, usage reports, and asset validation procedures. All assets, regardless of mobility, will be entered and maintained in Greytrunk.

To streamline the lending and tracking of mobile equipment (e.g., laptops, cameras, tablets), the college will utilize Alma for student checkouts. Key features include:

• Use of existing state tag numbers (no duplication required).
• Serving as the official student checkout system for mobile items.
• Maintaining transactional histories tied, for items not returned, to student IDs and item barcodes.
• Supporting all campuses; remote/branch campuses must have Alma licenses.
• Coordinating with Greytrunk, which maintains the official system of record.

Example: If 15 laptops are assigned to Instructional Department B for student use, Greytrunk will document their assignment to the department. Alma will manage student check-in/check-out transactions. 

If a device is not returned via Alma, the library鈥檚 recovery process will begin. Asset status updates will be reflected in Greytrunk as reported by the Library to Purchasing.  Students checking out equipment via Alma will have their information sent to the Business Office/Cashiering for reconciliation (i.e. block) and collections.

• Employees check out equipment via Alma (i.e., employee hot spot).
• Standard use items such as laptops, docking stations, and monitors are registered in Greytrunk only.

Departments may facilitate batch check-outs of mobile devices for cabbies (mobile storage charging cart) supporting academic or operational functions. Each batch must be logged with a group identifier, individual user assignments, and expected return dates. The departmental primary custodians are responsible for verifying device condition upon return and updating departmental inventory records accordingly.

Assets permanently assigned to departments or never checked out will remain solely documented in Greytrunk.

Example 1: Short-term: Chemistry 101 hands out laptops during a 50-minute course. At the end of the class, an accountability process must happen.

Example 2: Long-term: The library has specific laptops for Engineering 101 available to check out.  Students will check these devices out via the Alma checkout system. Then, the student brings the device to Tech Services for software installation.  The student is responsible for returning the device to the library at the end of the term. 

Central Receiving, Technology Services, and Library Services will manage device checkouts to staff and students. Student devices must be checked out via Alma. Devices must be returned at the end of the designated period, and any transfers between users or departments must be documented to maintain accurate asset tracking.

Damaged devices must be reported and recorded in both Greytrunk and Alma, respectively.

• Lost: If not returned by a specified date. After three contact attempts, the case is turned over to Cashiering. No incident report is required.
• Stolen: Student must file a police report.
• Damaged: See damaged device examples:
• Example 1: Laptop left in a vehicle trunk, overheated and destroyed.
• Example 2: House fire destroys equipment.

• Lost, Stolen, or Damaged:
  • Users must report to departmental custodians. 
  • Departmental custodians must contact Central Receiving, Technology Services, and Safety and Security.
  • Safety and Security may file a report to leadership for action.

In alignment with state and federal regulations, Greytrunk and Alma will incorporate standardized timeframes for managing outstanding accounts and initiating collections processes. These protocols ensure timely follow-up on overdue items, promote consistent accountability across departments, and safeguard institutional assets. By integrating these compliance measures into both systems, the College reinforces its commitment to responsible stewardship and minimizes risk associated with delayed returns or unresolved inventory discrepancies.

As noted, official inventories are required every other fiscal year per SAAM 30.45.10

Training sessions for these processes and data can be offered to department heads and relevant staff to ensure smooth onboarding and long-term success.

Implementing this structured system offers several advantages:

• Strengthened inventory integrity and audit readiness.  
• Clear departmental ownership, reducing loss and misuse.  
• Easier student access to learning tools through Alma.
• Unified, transparent data for short-term and long-term institutional decision-making and strategic planning.

• Alma: Student checkout and circulation system.
• Asset: Synonymous with inventory.
• Cabby:  A mobile, lockable storage and charging cart designed to securely hold, transport, and power multiple laptops or tablets in shared environments.
• Departmental Custodians: May include supervisors and staff responsible for asset oversight.
• FreshService: Ticket system used by Technology Services and Human Resources.
• Greytrunk: Institutional inventory system of record.

1. The department submits its sales project recommendations to the Administrative Council. Recommendations must address the criteria stated above.
2. The Administrative Council reviews the recommendations and makes its recommendation to the president.
3. Notice of the Administrative Council's recommendation and the president's action is communicated to the originator and, if approved, to the budget office for creation of a revenue budget.
4. Questions concerning the internal application of this policy and from members of the external community about specific sales programs should be directed to the vice president of administrative services.

Ordering & Storage:

• Narcan and Fentanyl Test Strips are ordered through the Washington State Department of Health (DOH) by the Director of Occupational Health and Safety (OHS).
• All received Narcan and Fentanyl Test Strips are stored at the OHS office before distribution.

Distribution Process:

• The OHS Director and a Security Officer collaborate to distribute Narcan and Fentanyl Test Strips to designated locations across YVC campuses.
• Each Narcan kit and Fentanyl Test Strip includes instructions for use and is accessible to students, faculty, and staff at staffed distribution sites.

Replacement & Disposal:

• Expired Narcan kits must be returned to the OHS office.
• The OHS office will then return expired kits to the Department of Health.

All distribution locations have to be determined and approved by the OHS office and the security office after a proper assessment.

Current distribution locations:

• Yakima Campus:
  • Student Life and Government Office (HUB, Room 146)
  • Student Residence Center (SRC) Main Office (Room 101)
  • Student Counseling Office (Deccio Room 164)
• Grandview Campus: Main Building Front Desk (Main Lobby)
• Toppenish Campus: (Main Lobby)
• Ellensburg Learning Center: (Main Lobby)

In an emergency, call 911 immediately before administering Narcan. Narcan kits include instructions for use. YVC staff distributing Narcan are not required to be medical professionals, but should refer individuals to training resources available on YVC鈥檚 website.

YVC requires all employees to complete online opioid overdose prevention training through an accessible training module. YVC encourages all students to complete online opioid overdose prevention training through an accessible training module.

Online training resources include:

For more information about YVC鈥檚 Opioid Overdose Prevention Program or to access training resources, visit or contact the OHS office.

• Special Guidelines for the YVC First-Aid Response Team
  • Annual Training Requirements:
    • Designated college employees must participate in refresher training at least once a year.
    • Training will cover advances in treating opioid overdoses and other relevant updates.
  • YVC Refresher Training:
    • An annual review will be conducted by a First Aid/CPR presenter.
    • The review will include a segment on naloxone training.
      
      
• Prevention and Postvention
  • Opioid overdose prevention efforts will, at a minimum, incorporate education about opioid overdose and treatment into existing drug and alcohol prevention programs and new student orientations (both college-wide and housing-specific).
  • Opioid overdose postvention efforts will, at a minimum, include intervention by a college mental health counselor or trained peer counselor, or referral to a local community mental health provider. Outreach and support services should also be offered and made available to responders who are involved in overdose incidents; peer support will also be provided if that resource is available at the college.
    
    
• Connection to Other Policies, Processes, and Departments at the College
  • Behavioral Intervention Team:
  • :
    • Dean of Student Services: building 8-121, 574.4709
  • Campus Safety (in case of injury to students or employees during administration of overdose medication):
  • :
  • Human Resources: building 1-118, 574.4670

Upon discovering that institutional property is missing or stolen, College personnel should immediately report the loss to their supervisor. A written report should be prepared by the staff member and delivered to the Security Office as soon as possible. Security personnel should promptly notify the appropriate Dean's office and the Purchasing Manager.

1. Officers and employees are expected to exercise prudent judgment in incurring travel expenses on official state Excessive or unnecessary expenses shall not be approved or reimbursed. The number of employees attending a particular meeting should be the minimum necessary consistent with the benefit to be derived there from.
2. The itinerary of an employee shall be planned to eliminate unnecessary travel in the performance of work assignments. Whenever it is feasible for two or more employees to travel on official business in one car, they should do so.
3. Before placing an employee on travel status, the department supervisor shall determine whether it is more economical to reimburse the employee for subsistence and/or lodging or require the employee to return to the official station or residence daily or on weekends.
4. Transportation shall be by tourist class. All exceptions must be approved by the president or designee.
5. For purposes of this policy, "In-State Travel" includes travel within the State of Washington and shall be reimbursed at "In-State Travel" rates; and 鈥淗igh Cost Cities -- S.A." are specific cities or areas within the continental United States; and "High Cost Cities -- Foreign" are specific cities or areas in Hawaii, Alaska, and elsewhere outside the continental United States. (See OFM web site noted above).

A Travel authorization is to be completed, signed by all appropriate parties and submitted to the Travel Desk  at least two weeks prior to the anticipated travel date. A copy of the agenda should be attached to the request. Requests to travel out of state must also be approved by the president or designee. A Travel Memo (email) is sent to the traveler by the Travel Desk once travel is approved.

Travel reimbursement shall be requested on a travel expense voucher. The voucher shall be submitted with all receipts attached. The appropriate unit administrator shall approve the travel expense which must substantially agree with the approved travel authorization. Travel expense vouchers shall be submitted within 30 days of the date of travel. The travel handbook provides detailed instructions and clarification for the reimbursement process.

Applicability of Policy 

• Unless otherwise provided by law, this policy shall be applicable in reimbursing travel expenses of college employees.
• Where travel expenses are authorized by statute for other than college employees, but the statute is silent as to amount, these policies are applicable.
• Review the YVC Travel Handbook or the OFM web site for the complete travel policy and for a complete listing of per diem and mileage rates.
• For clarification on travel rules and regulations contact the Travel Desk.

• All maintenance and custodial requests require completing an online This form is accessible on the staff portal of the website and on the Facility Operations site.
• When the Work Order is received, Facility Operations will Assign the Work Order to a crew member to complete said task. All building alteration or renovation requests must be approved by the YVC Administrative Team via the building project request form (YVC A.P. 1.09)
• Once approved, the Work Order is assigned a priority and an estimated completion date. Requests should be submitted in a timely manner to allow enough lead time for scheduling and purchase of supplies.
• If the request is denied, a brief explanation of why it was denied is sent back to the requestor.
• You may check the status of a Work Order at the same links by clicking on the Work Order Request Search tab at the left of the page.

Computers, peripherals devices (such as printers and copy machines) or phones, you must complete a Technology Services . Include all state tag numbers and serial numbers, from the equipment, in the description.

Note: The Facility Operations staff is not authorized to move personal property.

For emergency maintenance or custodial services, such as broken glass, slippery corridors, or similar hazards, call Facility Operations directly.

• Investigator means the Principal Investigator (PI)/Project Director, co-PI/co-director, and any other person who is responsible for the design, conduct, or reporting of activities funded or proposed for funding by a grant.
• Institutional Responsibilities include an Investigator鈥檚 professional responsibilities on behalf of YVC, including activities such as teaching, research, committee or board membership and services and other administrative duties.
• Significant Financial Interest (SFI) means anything of monetary value, including, but not limited to, salary or other payments for services (e.g., consulting fees or honoraria); equity interests (e.g., stocks, stock options or other ownership interests); and intellectual property rights (e.g., patents, copyrights and royalties from such rights).

The term does not include:

1. Salary, royalties or other remuneration from the applicant institution;
2. Any ownership interests in the business, if the business is an applicant under a Phase I Small Business Innovation Research Program or Small Business Technology Transfer Program;
3. Income from seminars, lectures, teaching engagements, or service on advisory committees or review panels sponsored by public or non-profit entities;
4. An equity interest that, when aggregated for the Investigator and the Investigator鈥檚 spouse and dependent children, meets both of the following tests: does not exceed $10,000 in value as determined through reference to public prices or other reasonable measures of fair market value, and does not represent more than a 5% ownership interest in any single entity; or
5. Salary, royalties or other payments that, when aggregated for the Investigator and the Investigator鈥檚 spouse and dependent children, are not expected to exceed $10,000 during the twelve-month period.

• Disclosure is the submission of the YVC by each YVC individual who meets the definition of Investigator. The Disclosure should include the details of the nature of any SFI which is held by the Investigator, his/her spouse and/or dependent children.

For grant proposals or awards involving an external collaborator who meets the definition of Investigator and who has an SFI, Disclosure can take one of two forms:

1. If the collaboration is with an Investigator whose institution complies with grant policies, an annual certification from the institution asserting that it complies with grant policy will suffice.
2. If the collaboration is with an Investigator acting as an individual or through an organization that does not comply with grant policies, the collaborator Investigator(s) must file a Disclosure.

• Financial Conflict of Interest is an SFI held by an Investigator that could directly and significantly affect the design, conduct, or reporting of the grant funded activities. The determination as to whether an SFI constitutes a Financial Conflict of Interest is made by the Ethics Advisor, which is the Chief Human Resources Officer or their designee.
• Manage means taking action to address a financial conflict of interest, which may include reducing or eliminating the financial conflict of interest, to ensure to the extent possible, that the design, conduct and reporting of the grant funded activities will be free from bias.
• Senior/Key Personnel means the Project Director or Principal Investigator and any other person identified as senior/key personnel in the grant application, progress report, or any other report submitted to the awarding agency by YVC.
• Ethics Advisor for YVC is the Chief Human Resources Officer or their designee.

Investigators are required to identify and disclose, or identify and re-verify, if previously disclosed, SFIs before an application is submitted to the awarding agency, and thereafter within 30 days of discovering or acquiring a new SFI, using the Disclosure form available for this purpose.

At the time a proposal is being prepared, the individual serving as Principal Investigator should alert any other individuals who may meet the definition of Investigator of the need to comply with these procedures. All individuals who are considered to be Investigators (including the principal investigator) are to determine and certify whether they have any SFIs and, if so, each must file a Disclosure of the nature and magnitude of the financial interest.

According to Federal requirements, all such Disclosures should be submitted to the Ethics Advisor before YVC forwards the proposal to the awarding agency.

Proposals will only be processed by the Grants and Contracts Office if the appropriate Disclosures are on file.

YVC will review Disclosures of SFIs in accordance with these procedures to determine whether an actual or potential Financial Conflict of Interest exists. YVC's Ethics Advisor will review and work with the Investigator(s) to develop a management plan for any such conflicts before awarded funds are expended. Compliance with YVC鈥檚 policies and procedures is an ongoing requirement that YVC must fulfill in order to be eligible to receive funding from federal awarding agencies.

The Ethics Advisor receiving a Disclosure will review the disclosure to determine if the disclosed SFI constitutes a Financial Conflict of Interest for purposes of the award. If any actual or potential Financial Conflict of Interest is identified, the Ethics Advisor will work with the Investigator to determine the steps that should be taken to manage the conflict and will prepare a proposed written management plan. The proposed management plan will be forwarded to the Vice President for Instruction (VPI) along with the Disclosure form.

The VPI will review the Disclosure in the context of the proposed activity along with the management plan proposed by the Investigator and Ethics Advisor.  Before permitting any expenditure of funds from the grant, the VP-ISS, in collaboration with the Ethics Advisor, will approve the management plan describing the conditions and possible restrictions that YVC believes are necessary to manage the actual or potential Financial Conflict of Interest.

The following are examples of conditions or restrictions that may be included in a management plan:

• Public disclosure of SFIs;
• Monitoring of research by independent reviewers;
• Modifications to the research plan;
• Disqualification from participation in all or a portion of the activity funded by the Federal agency that would impact the SFI;
• Divestiture of SFIs;
• Severance of relationships that create potential or actual conflicts; or
• Require placing of shares or other forms of equity ownership documents in a blind trust.

Copies of the approved management plan will made available to the Investigator and the plan must be implemented before the expenditure of funds.

Grant funded or proposing Investigators should familiarize themselves with this document relative to obligations required by federal awarding agencies.

YVC will maintain required records of all Disclosures and of all actions taken to manage actual or potential conflicts of interest within the grant file for at least three (3) years from the date of the final expenditure or project report is submitted to the awarding agency or until the resolution of any legal or government action involving these records, whichever is later.

YVC will include provisions in all covered subawards requiring subrecipients to comply with federal awarding agency rules related to the disclosure of SFIs and management of Financial Conflict of Interests consistent with Federal requirements for covered awards.

YVC requires that the designated Principal Investigator for an activity that is proposed to be, or actually is, funded by a federal grant is required to:

• Become familiar with these procedures and the governing policy for Financial Conflict of Interest requirements of federal sponsors.
• Distribute copies of this document to any individual who either meets or can reasonably be expected to meet the definition of Investigator and who will participate in a covered activity that is proposed to be, or is, funded by a federal grant.
• Assure the Ethics Advisor and the Grants and Contracts Office that the Principal Investigator and, to the best of their knowledge, all individuals who satisfy the definition of Investigator have:
  • Reviewed their responsibilities with respect to this document and/or comparable documents at the Investigator鈥檚 own institution,
  • Determined whether they have any SFIs as defined in this document and/or the comparable documents at the Investigator鈥檚 own institution,
  • Submitted Disclosure to YVC or the Investigator鈥檚 own Institution, as required; and
  • Completed all required Financial Conflicts of Interest training.
• The Principal Investigator must also indicate whether he or she knows of any potential Financial Conflicts of Interest between any Investigator, including him/herself, arising from an SFI and the proposed work.
• Notify the Grants and Contracts Office of those external collaborators on grant proposals that would fulfill the role of Investigator so that institutional certifications or Investigator Disclosures can be obtained.

YVC will post these procedures and the governing policy for Financial Conflicts of Interest on the YVC website and Grants and Contracts Office SharePoint site. All current and future YVC personnel receiving or proposing to receive funds from a federal awarding agency are required to become familiar with these procedures and the governing policy.

Individuals who persistently or purposefully fail to adhere to these procedures and the governing policy may be subject to suspension of funds, to removal from participation in the covered award and other disciplinary action as determined by the VP-ISS, subject to YVC due process for disciplinary procedures.

• When accounts become 30 days past due, a demand letter is sent.
• When accounts become 60 days past due, a 2nd demand letter is sent.
• Final demand notices are sent to all accounts more than 90 days in arrears. This notice demands payment within 30 days and notifies the debtor of the intent to turn account over for collection unless the account is settled.
• Accounts greater than $100 are submitted to the college鈥檚 contracted collection agency when no settlement is made within the allowed time. An administrative hold is placed on student accounts with overdue balances related to tuition, housing, or outstanding financial aid funds according to RCW 28B.10.293. This hold will prevent future enrollment until the outstanding accounts are settled.  A $25 fee is assessed on all accounts sent to collections.
• Accounts returned from the college's collection agency as uncollectible are reviewed for cost effectiveness of further action. Consideration is given for pursuing legal action through the courts to enforce payment. Accounts may also be considered for submission to a second collection agency.
• All receivable balances are reviewed at least quarterly. Entries are prepared annually, as required, to record the portion of balances estimated to be uncollectible. Additionally, accounts determined to be uncollectible are submitted to the vice president for write-off approval. All student accounts written off remain on administrative hold and filed for future reference and possible continuation of collection efforts. All estimated uncollectible and write-offs are charged to the accounts originally credited.

• When accounts become 30 days past due, a demand letter is sent.
• Final demand notices are sent to all accounts more than 60 days in arrears. This notice demands payment within 30 days and notifies the debtor of the intent to turn account over for collection unless the account is settled.
• Accounts greater than $100 are submitted to the college鈥檚 contracted collection agency when no settlement is made within the allowed time. Departments contracting with the customer are informed to discontinue services.  A $25 fee is assessed on all accounts sent to collections.
• Accounts returned from the college's collection agency as uncollectible are reviewed for cost effectiveness of further action. Consideration is given for pursuing legal action through the courts to enforce payment. Accounts may also be considered for submission to a second collection agency.
• All receivable balances are reviewed at least quarterly. Entries are prepared annually, as required, to record the portion of balances estimated to be Additionally, accounts determined to be uncollectible are submitted to the vice president for write-off approval. All student accounts written off remain on administrative hold and filed for future reference and possible continuation of collection efforts. All estimated uncollectible and write-offs are charged to the accounts originally credited.

See also Board Policy 1.04 Check Cashing Policy for returned check handling fee.)

For Tuition

1. Notify the maker of a dishonored check by mail. A $25 fee is assessed on all returned checks.
2. If there is no response after 14 days, another letter is sent. If there is no response after an additional 14 days, a final demand letter is sent.
3. If there is no response to the demand letter after 10 days, administrative withdrawal of student is initiated and the student is notified of the action taken.

For Student Residence Center, Bookstore and Other

1. 1. Notify the maker of a dishonored check by mail. A $25 fee is assessed on all returned checks.
   2. If there is no response after 14 days, another letter is sent.  If there is no response after an additional 14 days, a final demand letter is sent indicating the intent to place the account with a commercial collection agency.
   3. If there is no response to the demand letter after 10 days, the dishonored check is sent to a collection agency. An administrative hold is placed on the account of the maker of the returned check to prevent the release of grades and transcripts and future enrollment pending satisfaction of the debt.
   4. All returned checks are reviewed at least quarterly. Entries are prepared to record those estimated to be uncollectible. Returned checks determined to be uncollectible are submitted to the vice president for write-off approval. All accounts written off remain on administrative hold and are filed for future reference and possible continuation of collection efforts. All estimated uncollectible and write-offs are charged to the accounts originally credited.

The college Records Officer, appointed by the President as required by state law , is responsible for coordinating all aspects of the college鈥檚 records management program, managing the inventory of all public records, consults with other personnel responsible for maintenance of specific records within the college regarding records retention and disposition recommendations. The Records Officer will analyze records inventory data and recommend to the state archivist and state records committee minimal retentions for records, approve all records inventory and destruction requests which are submitted to the state records committee, and review established records retention schedules annually. The records officer serves as a liaison with the State Records Committee and the Washington State Archives.

College records are public records and may be destroyed, microfilmed, or permanently removed only in accordance with established guidelines. No employee has, by virtue of his/her position, any personal or property right to public records even though he/she may have helped develop or compile them. The purposeful or deliberate misconduct regarding the destruction, removal, deletion, use or falsification of college records is a violation of and is a criminal offense. College personnel need to consult with the Records Officer on all matters related to the retention, transfer, and/or destruction of public records.

Each college office and/or department has primary responsibility for the proper and legal management of the records in its custody. The president, vice presidents,  directors, deans , and other management staff (or their designees ) are responsible for ensuring compliance with this procedure, state law, , and the procedures set forth in the and the The Records Officer can assist campus departments attain compliance with this procedure and in solving records management problems. 

The president, vice presidents, directors, deans, and other management staff will appoint a Records Coordinator in their department to work with the Records Officer to ensure compliance with this procedure and to manage their department records. 

Records Coordinators are responsible for ensuring the physical safety of their department records, ensuring that confidential records are protected from inappropriate release, for the day-to-day management of their records, both paper and electronic, and for overseeing the proper disposition of records.

• Records Storage and Disposition. Only active records are stored in valuable office space, non-current college records should be sent to the college鈥檚 records storage facility.
  • Estimate the number of storage boxes needed to hold the documents. Complete a to have boxes delivered. Quality used boxes are available without charge to the department. If none are available, they need to be ordered through the purchasing office. Only APPROVED storage boxes may be used.
    
    
  • Each box will require two forms:
    
    • Record Storage and Disposal form. Contact your records coordinator or the records officer for inventory box numbers. For the correct Disposition Authority Number (DAN), consult the for non-academic records and the for academic records. For assistance determining the correct DAN, contact the records officer. Provide detailed information on the disposal form regarding the type of records in each box. Email your completed disposal forms to the records officer for review (no handwritten forms will be accepted), the approved forms will be emailed back to you. Print a copy of the approved disposal form and place it inside the box, then complete your disposal control card. Do not put binders in the box and be sure to remove all metal fasteners (binder and paperclips).
      
      
    • Record Storage and Disposal Control Card. Using information from the approved disposal form, complete and print your disposal cards using the correct color for your division (see chart below). No handwritten disposal control cards will be accepted. Securely affix one disposal control card to the outside end of the box (NOT the top of the box) using ONLY 2鈥� clear packing tape, place the other copy of the disposal control card inside the box with the disposal form. Make sure the box number on the disposal form and the disposal control card for each box match. If the contents of the box are confidential, securely tape the box closed using 2鈥� clear packing tape.

• • The records officer will process the record storage and disposal forms and processes a work order for facility services to pick up the boxes and take them to the records storage facility.
    
    
• If there is a need to retrieve documents from the record storage facility, complete the Archive Box Request Form and submit it to the records officer. Access to the records storage facility is restricted.  Written authorization may be needed to open a box marked 鈥渃onfidential鈥�.  The requested box will be pulled from the record storage facility and arrangements will be made for you to review the contents under the supervision of the Records Officer.
  
  
• If there is a need to put a hold on records, complete the Archive Box Hold Request Form and submit it to the records officer. Holds result from legal holds, holds for active public records requests, and program and/or audits holds.
  
  
• Every two years in accordance with RCW 40.14.040 the records officer will update the public records inventory. The records officer and facilities services staff will pull boxes that are at or past their disposal date. The records officer will plan for the transfer of records to State Archives or their destruction. The records officer will record the transfer or destruction in the college鈥檚 database and notify the records coordinator that their records have been transferred or destroyed. At least annually the records officer will inventory essential records in accordance with .
  
  
• The Records Officer will ensure records stored in the records storage facility are adequately protected from damage or loss, that records are accessible for inspection and are securely maintained according to the provisions of , for the duration of the established retention periods.

All electronic messages, including but not limited to; email, texts, and teams messages, are subject to record retention requirements and are recognized by the courts as valid forms of evidence, making them subject to legal processes such as subpoenas and public records requests. These records are governed by RCW 40.14, the Preservation and Destruction of Public Records, WAC 434-662 Preservation of Electronic Public Record as well as related legislation including RCW 42.56 Public Records Act, RCW 40.10 Essential Records, and RCW 40.16 Penal Provisions. For additional information, please reference YVC Admin Procedure 6.05 Electronic Messaging Usage and Retention.

Texting: All texts messages related to college business are public records. This includes all texts sent and received on college devices and on personal devices. These records should be managed according to the applicable retention schedule and may be subject to disclosure under the Public Records Act.  All college employees have records management responsibilities for business-related text messages they send and receive and may be asked to identify records responsive to public disclosure or discovery requests.

• College employees should use text messaging for transitory messages only. Examples include informal notices of meetings, directions, scheduling information, and other routine messages that would not be kept in a file if it were a paper communication. Transitory messages should be deleted as soon as possible.
• Text messages containing; policy, contract, formal correspondence, personnel related data, passwords or any other sensitive information are prohibited.
• If a text message needs to be retained pursuant to the , employees must transfer the messages to the colleges network and/or devices.

Email:

Emails created and received by any agency of the state of Washington in the transaction of public business are public records for the purposes of , and are subject to all of the laws and regulations governing the retention, disclosure, destruction and archiving of public records. For additional information, please reference YVC Admin Procedure 6.05 Electronic Messaging Usage and Retention.

Employee-owned devices (PCs, laptops, tablets, mobile phones, etc.) may be used to send and receive work email so long as the messages are sent through the college鈥檚 email system. See YVC Admin Procedure 6.02 Acceptable use of Technology Resources.

Personal Email Accounts: Use of personal email accounts for conducting college business is prohibited, except in special circumstances in which an employee or volunteer has no reasonable alternative or has specific permission from their supervisor and/or volunteer liaison to use personal email. In the event email related to the conduct of college business is sent or received at a personal email address, it should be immediately copied and/or forwarded to the colleges email system so that the communication is searchable by records staff and retained pursuant to records retention schedules.

Social Media

The college鈥檚 social media sites are subject to the State of Washington public records laws and relevant record retention schedules. Any content maintained in a social media format that is related to college business, including a list of subscribers and posted communication, is a public record. Content related to college business shall be maintained in an accessible format so it can be produced in response to a public records request. Whenever possible, such sites shall clearly indicate that any articles and any other content posted or submitted for posting are subject to public disclosure. Unless otherwise addressed in a specific social media standards document, the department maintaining a site shall preserve records required to be maintained pursuant to a relevant records retention schedule for the required retention period in a format that preserves the integrity of the original record and that is easily accessible.

Definitions

Public Records: Shall include any document or recorded information regardless of physical form or characteristics that has been prepared, received, owned, used, or retained by the college in connection with college business including, but not limited to:

• Physical records: paper records (handwritten or typed), correspondence, printed versions of electronic records, maps, photographs, and microfilm
• Electronic records: email, texts, instant messages, voicemail, databases, external hard drive files, digital sound or video recordings, webpages, social media and any computer software generated records

Archival Records:  Public records which may possess enduring legal and/or historic value and must be transferred to Washington State Archives when no longer needed for college business and legal requirements.

Disposition: The action taken with records once their required retention period has expired. Disposition actions include transfer to the Washington State archives or destruction.

Transitory Records: Transitory records only document information of temporary, short-term value, provided that the records are not needed as evidence of a business transaction. Transitory records include but are not limited to, secondary copies, blank forms, post-it notes, whiteboards, flip charts used for brainstorming, business cards, outlook contacts, catalogs, brochures, bulletins (not created by the college), to do lists, and printouts of database records as convenience copies. These records can be deleted, discarded, or recycled when no longer needed for college business.

Proper procedures, documentation, and authorization must be implemented before payment will be made for gift cards. Gift cards are to be purchased by check for only the amount needed for a specific event or purpose. Using a procurement card to purchase gift cards is prohibited. Individual gift cards may not exceed $100 in value, and a total gift card purchase may not exceed $2,000. Gift cards must be distributed by the end of the specific event or purpose, or by June 30, whichever comes first.

• The individual wishing to purchase gift cards must obtain approval to purchase them at least two weeks before the check is needed. The request must include:
  • The intended purpose of the gift cards and how it benefits the college
  • The vendor where cards are to be purchased
  • The number of gift cards to be purchased
  • The dollar amount of each gift card
  • The total amount of purchase
  • The funding source (state regulations and YVC policies must be adhered to regardless of funding source)
  • Name of staff member accepting responsibility for distributing, tracking, and securing the gift cards
  • The location where gift cards will be securely stored until distribution
  • The plan for distribution
• The form must be approved by the appropriate dean or director, director of business & accounting services, applicable vice president, and president.
• Once the form is approved, a requisition must be initiated through ctcLink with the approved form attached.
• Purchaser will be notified by the Business Office when the check is available for pickup. Immediately after purchase, the original receipt must be delivered to Accounts Payable in the Business Office.
• Gift cards must be locked in a secure location at all times.
• All gift cards distributed will be recorded on a Gift Card Distribution Roster signed by each recipient upon receipt and indicating the dollar value of card received. The roster must be provided to Accounts Payable after the last gift card has been distributed, or by the end of the event, whichever comes first. Any unused gift cards must be returned to the Business Office for safekeeping and proper accounting if not distributed before June 30.  They may be used by the same department in the new fiscal year if intended for the same purpose.
• No department will be permitted to purchase additional gift cards if the department has outstanding issues with prior gift card purchases (prior gift cards unaccounted for, not used for intended purpose, etc.) until those issues are resolved with the Business Office.
• Gift card locations and rosters may be subject to periodic audits by the Business Office, the State Auditor鈥檚 Office, SBCTC, Dept. of Ed, etc.
• Missing gift cards must be reported immediately to the director of business & accounting services and to Security.

Fall, Winter and Spring Quarters

College personnel refund tuition and related fees for fall, winter and spring quarters upon a student鈥檚 withdrawal from college or a course or courses as follows:

• Tuition and fees are refunded at 100 percent through the fifth (5^th) instructional day of the quarter
• Tuition and fees are refunded at 50 percent from the sixth (6th) instructional day through the twentieth (20th) calendar day following the start of the quarter

The college will not refund tuition or fees after the twentieth (20^th) calendar day following the start of the quarter unless authorized by and State Board for Community and Technical College guidelines.

Summer Quarter

College personnel refund tuition and related fees for summer quarter based upon a timetable proportional to the refund schedule followed for fall, winter and spring quarters. 

Grandview Campus has vending machines. On the Yakima Campus vending machines are in the student union (Hopf Union Building), gymnasium, Sundquist Hall and the Student Residence Center.

Individuals or offices requesting authorization for vending machines of any kind must contact the office of the Vice President for Administrative Services for approval. Requests should include individuals or offices who will be responsible for the following:

• Monitoring the vending machine in an event of food or beverage shortages.
• Reporting vending machine issues and/or repairs with vendor(s).
• Collecting and distributing refunds in a timely and efficient manner.

The Director of Auxiliary Services will review requests in conjunction with Facility Operations and college administration using the following factors:

• The level and location of pedestrian traffic must warrant the placement of vending machines.
• The area must have adequate utilities (i.e. electrical outlets and plumbing sources), waste containers, fire, safety, and reasonable security (i.e., sufficient lighting, unobstructed view for maintenance and security staff).
• The location of vending machines must not be detrimental to or detract from the conduct of work activity. Potential noise or traffic disturbances must be considered to ensure performance of daily business and/or instruction will not be disturbed.
• Commissions received will be used to support vending machines.

Proper procedures, documentation, and authorization must be implemented before payment will be made for meals. Expenditures for meals for anniversaries of agencies, individual employment anniversaries, receptions for new, existing, and/or retiring employees or officials, election celebrations, etc. are prohibited under these regulations. Meals associated with 鈥渉osting鈥� or social activities are prohibited.

Unauthorized expenditures will be the responsibility of the individual organizing and conducting the meeting.

• The individual must obtain authorization from the president or authorized designee prior to the scheduled event. The recommendation is to begin this process 10 business days prior to the event to ensure sufficient time for all approvals and processing. The request for authorization must provide:
  • The intended official state business purpose or training provided; or, if grant funded, how the specific objectives of the grant are being advanced by the meeting
  • An attached agenda that demonstrates that the meal takes place during (part of) a formal program and is an integral part of the meeting or training
  • The date and approximate cost (not to exceed state per diem rates)
  • The funding source (these procedures apply to all funding sources)
  • The names of the persons with respective state organizations attending the event
    
    
• Food service on campus may be provided by a food service vendor on YVC鈥檚 Food Service Vendor See YVC Administrative Procedure 1.14 Food Service. Prepackaged goods can be purchased from local grocery stores following normal purchasing procedures.
  
  
• Once approved the signed meals with meetings form will be returned to the requester. A fully approved purchase requisition which includes the signed meals with meetings form, the backup, and the vendor quote, should be received at least 5 business days before the event to allow for processing. All such costs will be coded to account "5030017."
  
  
• A sign-in sheet listing the actual participants is to be submitted to Accounts Payable (AP) along with any received receipts following the event. Once AP receives an invoice and the sign in sheet, payment will be sent to the vendor. Pre-payment for services is not allowed.

The Purchasing and Facility Operations Departments arrange for redistribution of commodities and disposal of surplus property on behalf of the college. The methods for disposing of surplus property are described below.

The college may dispose of surplus property through the State of Washington鈥檚 Surplus Program. The Surplus Program receives and redistributes surplus items from state agencies to other state agencies, governmental entities and private non-profit organizations. The Surplus Program is administered by the Department of Enterprise Services and operates under the statutory authority of .

The college may dispose of unusable and broken surplus property items by putting them in a dumpster or transporting them to a landfill. Employees cannot remove unusable or broken surplus items for personal gain or usage, even if the item has no apparent resale value.

NOTE: College-owned vehicles must be sold through the State Surplus Program.

Individual departments must complete a whenever an item is moved to or from surplus. The Purchasing and Facility Operations Departments arrange for redistribution of commodities and disposal of all surplus items.  For tagged items, an Item Disposal form must be completed and submitted to Purchasing.

When disposing of surplus property through the State, the Purchasing Department must use the State鈥檚 Surplus Property Disposal System.

Assets that are tracked for inventory should have the tags removed and numbers noted before disposal. The Purchasing Department will update inventory records.

If the college decides not to use the Surplus Program to dispose of property that has a substantial monetary or use value, state agencies are given the first right of refusal to purchase the surplus before the college disposes of the surplus property.

If the college decides to sell surplus property outright, state agencies have the first right of refusal to purchase the surplus. The college is to e-mail a notice to other Washington colleges and local public schools. If no interest is shown by state agencies the college may elect to sell the surplus property to the public via a sealed bid, public auction, or public sale.

In the event the colleges decides to solicit bids, or host an auction or a public sale, the Purchasing Department shall place advertisements in a local publication.   Announcements should also be placed electronically as appropriate.

The account number to be used for all expenditures related to surplus sales is 148- 098-34001. Proceeds are to be deposited to 4030050-148-098-34001.

The Purchasing Department must keep records on file for six years regarding the disposing of surplus.

The college will dispose of its technology items through the State Surplus program known as 鈥淐omputers for Kids.鈥�

Purchasing will submit a list to the State Surplus Property Disposal System. All inventory tag numbers and serial numbers are to be listed.

Specific circumstances apply to the disposal of scrap metal. Metal is collected by the Facility Operations Department as a result of equipment repair, building replacement, or metal surplus items that do not sell. Money received is to be deposited to 4030050-148-098-34001.

• A covered account is an account maintained by a creditor that permits multiple payments.
• A red flag is a pattern, practice or specific activity that indicates the possible existence of identity theft.

Most offices at the college maintain information in both electronic and paper files, which may contain biographical, academic, health, and/or financial records. These records may also include student billing information including federal financial aid and loan records. Policies to insure compliance with the Gramm-Leach-Bliley Act (GLB) and Family Educational Rights and Privacy Act (FERPA) and internal control procedures provide an environment where identity theft opportunities are mitigated. Records are safeguarded to ensure the privacy and confidentially of students, parents, alumni and employees.

The student is required to give specific written authorization to the Registrar鈥檚 Office if their non-directory information is permitted to be shared with another party. Photo ID is required to establish or change any student record. A FERPA disclosure statement is available to students informing them of their rights under FERPA. The student is given the opportunity to provide billing addresses for third party billing (parents, companies, scholarship foundations, etc).

Occasionally, a student will need to repay tuition and similar fees to the college due to a loss of financial aid or other unforeseen event causing a balance due. Payment arrangements may be made if deemed appropriate, which thus creates a covered account. The student may sign a short-term promissory note, which is stored in a secured area.

If unverified information is received requesting a change in address or identifying information, the change is verified by contacting the student before making the change in the administrative computing system.

Access to student data in the college鈥檚 administrative computing system is restricted to those employees of the college with a need to properly perform their duties.

Social Security Numbers are not used as identification numbers.

All paper files are required to be maintained in secured locations when not in use. The Security department assures that all buildings are secured daily at close of business.

Access to employee data is restricted to only those employees of the college who need this access to properly perform their duties. Staff members are requested to report all changes in name, address, telephone or marital status to the Human Resources Office as soon as possible; they are also requested to periodically verify those persons listed as contacts in case of an emergency, and those persons designated as beneficiaries to life and/or retirement policies.

The college鈥檚 official personnel files are retained in the Human Resources Office. Employees have the right to review the materials contained in their personnel file. The college does not disclose personal information of its employees, applicants or former employees, except by written request or signed permission of the affected individual, unless there is a legitimate business or emergency "need-to-know", or if compelled by law.

• Address discrepancies
• Presentation of suspicious documents
• Photograph or physical description on the identification is not consistent with the appearance of the person presenting the identification
• Personal identifying information provided is not consistent with other personal identifying information on file with the college
• Documents provided for identification that appear to have been altered or forged
• Unusual or suspicious activity has occurred related to covered accounts
• Notification from students, borrowers, law enforcement, or service providers of unusual activity related to a covered account
• Notification from a credit bureau of fraudulent activity

Should an employee identify a 鈥渞ed flag鈥�, the employee is instructed to bring it to the attention of the Registrar, Dean of Student Services, Director of Business and Accounting Services, or Director of Human Resources immediately. The administrator will investigate the threat of identity theft to determine if there has been a breach and will respond appropriately to prevent future identity theft breaches. Additional actions may include notifying and cooperating with appropriate law enforcement and notifying the student or employee of the attempted fraud.

The college employs several Service Providers in the collection of covered accounts. The only information that is shared with these providers is information required to properly bill and collect payments due to the college. This includes student name, address, telephone number, social security number, and date of birth. The college will collect and maintain on file documents from each provider confirming their compliance with 鈥淩ed Flag Rules鈥�.

• Alliance One Collection Agency, a state contractor for the collection of past due
• Evergreen Financial Services, a local contractor for the collection of past due

The department contact/admin will prepare the request using the Space Allocation Request Form, which must include the following:

• Written confirmation from the director of facility operations (or designee) of space availability.
• Written confirmation from the director of technology services (or designee) of technology availability.
• Rationale for the move that includes the advantages of the new location, disadvantages of the current location, and how the move supports the educational purpose of the department or division.

The department contact/admin will submit the confirmation of space availability and rationale to their dean or director for approval.

If approved, the dean or director will forward the Space Allocation Request to the next appropriate signatory on the form. The Executive Council (president, vice president for administrative services, and the vice president for instruction & student services) will make the final decision. Denied requests will be returned to the requestor.

If the move is fully approved, the requestor will be notified and the approved Space Allocation Request will be sent to the department contact/admin, the requester, the Dean/Director, Secretary Senior for Facility Operations, HR and the Campus Security office.

• SUBMIT THE WORK ORDER FOR THE SPACE ALLOCATION TO FACILITY OPERATIONS

The requestor or department contact/admin will submit a

The following information must be included with the work order:

• • A copy of the approved Space Allocation Request
  • Detailed list of items to be included in the move
  • The number of packing boxes to be delivered, if needed
  • A description and/or drawing of furniture placement in the new location

In addition to processing the work order, Facility Operations and Security will update campus maps, the Emergency Preparedness Plan, Rapid Responder site, and evacuation maps and routes.

• SUBMIT A WORK ORDER TO TECHNOLOGY SERVICES

The requestor or department contact/admin will submit a .

The following information must be included with the work order:

• • A copy of the approved Space Allocation Request
  • Detailed list of technology-related items included in the move - Phone, computer, printer (local and network), and copier locations.
  • Technology Services will update the electronic directory (Outlook).

NOTE: Only Facility Operations and Technology Services staff are permitted to move boxes, furniture, and equipment.

• NOTIFY CAMPUS OF NEW SPACE ALLOCATION

Once the move is complete, the department contact/admin will inform the campus of the new location by:

• • Notifying the Purchasing Department who will update the location of state tagged equipment and mail location.
  • Notifying the Web Content Coordinator who will update the location on the YVC website.
    
    
• SUBMIT A FACILITY OPERATIONS WORK ORDER TO HAVE PACKING BOXES REMOVED

Once all packing boxes are emptied, submit a Facility Operations work order to have the boxes picked up and removed from the work area. Boxes must be returned for reuse.

College reserves shall be reviewed by the Board of Trustees annually. All expenditures drawn from reserve accounts shall require prior approval from the Board of Trustees, unless previously authorized for expenditure within the college鈥檚 annual budget, approved by the Board of Trustees.

The college will maintain a reserve for each of its ancillary or auxiliary funds to provide for adequate cash flow, multi-year planning, and operating contingencies. The reserves will be 30 percent of each fund鈥檚 operating expenditures unless a different level is necessary to sustain its operations.

The college will maintain, as necessary, a capital account to manage facilities needs that are not funded or are underfunded by the state.

The college will maintain an operating reserve to provide for such items as adequate cash flow, emergencies, budget contingencies, multi-year planning or other commitments. The general fund operating reserves will be based on 30 percent of the college鈥檚 operating budgeted expenditures.

employee from any of the college鈥檚 campuses or education centers are directed to this procedure. This procedure is intended to standardize memorials, making it easier to recognize individuals while avoiding issues involved in care and maintenance of memorial trees or other memorial forms.

A plaza of decorative pavers surrounding the Helen Jewett Millennium Clock Tower on the Yakima Campus shall be the location for memorials. Engraved pavers may be purchased to honor and memorialize an employee or a trustee.

In order to be nominated for a memorial paver, the individual being honored must have been employed by the college in a full-time capacity or have been a member of the college鈥檚 board of trustees. Employees and trustees who leave college service and subsequently pass away are eligible. In cases where this issue is not clear, the college president has the responsibility of determining whether this criterion is met.

Permission to recognize an individual must be obtained from the college president before proceeding by completing the Employee and Trustee Memorial Request Form.

Pavers. The cost per engraved paver is $250 (as of January 2025), which must be paid in advance by the individual or group wishing to honor an individual.

Pavers will be made to the college鈥檚 specifications.

Pavers will be engraved only with the following detail in a font selected by the college.  This information will be verified by the Human Resource Services Office.

Name
Position
Dates of Service (YYYY-YYYY)

Location and Installation. After permission is granted and payment has been made, the college will arrange for purchase and engraving of the paver. College maintenance staff shall be responsible for installation.

The exact siting of the paver may be recommended by the nominating individual or group, but final site selection shall rest with the college president.

Ceremony. Any ceremony surrounding the dedication of a paver is the responsibility of the sponsoring party. All procedures of the college regarding reserving spaces and obtaining permission shall be followed.

Engraving pavers is a specialized service. Adequate lead time must be planned before scheduling the ceremony.

The purchasing of any service, software, support or maintenance agreement must follow the standard purchasing procedures. A service agreement specification form must be completed.

For purchases completed via a requisition, the service agreement is approved during the requisition approval process.  The form should not be signed before attaching the requisition.

For purchases made directly by a department, the service agreement specification form must be fully signed before making the purchase. 

Purchasing will maintain the original agreement file. A copy of the agreement will be attached to the purchase order鈥檚 accounts payable copy and sent to the Business Office.

The requesting department is responsible for agreement usage, maintenance, and contact with the service provider. The requesting department is responsible for agreement renewal and will follow the same requirements as for the initial agreement purchase.

It is strongly recommended that the proposal be routed to the Grants and Contracts Office at least 5 business days before submission due date. If unable to meet this timeframe, please notify the Grants and Contracts Office as soon as possible to ensure processing by due date.

• A (hereafter referred to as routing form), attached to the proposal and forwarded electronically to the applicable dean for review/approval. The routing form contains the following information that must be completed prior to processing:
  • Agency Information (agency name, contact person, address, and telephone number)
  • Inclusive Dates (the starting and ending date of the grant)
  • Brief Summary (a brief description of the grant).
  • Budget Summary (includes projected revenue and expense data, including indirect charges). If indirect charges are not allowed, attach documentation explaining why it is not allowed. A detailed budget may be included in the body of the document. If not, please include or attach a detail page.
  • YVC Chart String(the department where the revenue or expenses are to be recorded) is listed on the routing form. In some cases, you will not have one until the grant is awarded. If a new department is required, the should be completed as outlined in the Awarded sections that follow.
• The grant proposal originator signs the routing
• The originator then forwards the proposal and routing form to the appropriate The dean signs the routing form and forwards the documents to the Grants and Contracts Office.
• If salaries and benefits are involved, the originator forwards the routing form and proposal to the Budget Office for line item
• After the Grants and Contracts Office receives the proposal with the routing form, the grants and contracts accountant will review, assign a YVC grant number to the document, log the document in the grant and contract database for tracking purposes, and forward to the applicable vice president for
• After the vice president signs the routing form, the document is sent to the vice president of administrative services and then to the president for grant proposal signature.
• After the president signs the proposal, it is forwarded back to the originator for

Grant is not awarded

Originator completes page two of routing form indicating non-award and forwards the form electronically to the Grants and Contracts Office. The grants and contracts accountant notes non-award in database. The proposal document is not retained by Grants and Contracts Office.

Grant is Awarded 鈥� Year 1

Award Document Requires Signature

• The originator forwards the grant award document requiring signature and the routing form with the award information on page two completed to the appropriate dean/director for signature.
• The dean/director signs page two of the proposal鈥檚 routing form and forwards to the Grants and Contracts Office.
• The grants and contracts accountant reviews, enters the information into the database, signs the routing form and forwards to the appropriate vice president.
• The vice president signs the routing form and returns to the Grants and Contract Office.
• The Grants and Contracts Office forwards to the vice president of administrative services
• The vice president of administrative services signs the routing form and returns to the Grants and Contract Office.
• The Grants and Contracts Office forwards to the president for approval.
• The president signs award documents and returns the forms electronically to the Grants and Contract Office.
• The Grants and Contracts Office forwards to the Originator, completes the information in the database, and retains an electronic copy for filing.
• If needed, a department number is requested by completing a and submitting to the Budget Office.
• The originator completes a attaches award documentation, and routes for approval signatures as indicated on the form.
• The Grants and Contract Office loads the detailed budget into the system.

Award Document Does Not Require Signature

• The originator routes the award letter and original routing form with page two completed with approved budget changes to the Grants and Contracts Office and retains a copy for the department file.
• The grants and contracts accountant reviews any changes to original budget within the proposal, completes the information in the contract and grant database and retains the award letter and original routing form for filing electronically.
• If needed, a department number is requested by completing a and submitting to the Budget Office
• The originator completes a , attaches award documentation, and routes for approval signatures as indicated on the form.
• The Grants and Contract Office loads the grant budget into the system.

Grant is Awarded 鈥� Subsequent years

For grants with funding for more than one year, each subsequent year鈥檚 award budget and award letter should be routed as follows.

• Fill out the with the appropriate information. Attach to a copy of the award letter for the new funding period and route according to Grant Proposal steps 2 鈥� 5.
• If a signature is required for the new award, it will be routed as indicated under Year 1, steps 2 - 7.
• If no signature is required, route according to same procedures as previous year.
• If required, submit a for each department needed for the new fiscal year.
• The originator completes a , attaches award documentation, and routes for approval signatures as indicated on the form.
• The Grants and Contract Office loads the grant budget.

No Cost Extension (NCE) - Grant

For grants that are expiring, and the grant director wishes to request a No Cost Extension (NCE), the request must be submitted in writing.

• Fill out the No Cost Extension Routing Form with the appropriate information.
• Complete the written request to include the following.
  • Grant number and title.
  • Current end date and proposed new end date.
  • Justification for extension (why objectives cannot be completed withing the original period.)
  • Statement that the scope of the work remains unchanged.
• The grant NCE Request originator signs the routing
• The originator then forwards the proposal and routing form to the appropriate The dean signs the routing form and forwards the documents to the Grants and Contracts Office.
• If salaries and benefits are involved, the originator forwards the routing form and proposal to the Budget Office for line item
• After the Grants and Contracts Office receives the proposal with the routing form, the grants and contracts accountant will review, assign a YVC grant number to the document, log the document in the grant and contract database for tracking purposes, and forward to the applicable vice president for
• After the vice president signs the routing form, the document is sent to the vice president of administrative services and then to the president for grant proposal signature.
• After the president signs the proposal, it is forwarded back to the originator for

Filing: All grants are filed in the Grants and Contracts Office.

The manager of the grant is responsible for becoming familiar with, and adhering to, the fiscal guidelines within the grant, as well as following the Uniform Administrative Requirements, Cost Principles, and Audit Requirements as defined in . In addition to these regulations and to ensure continuity, YVC has implemented the following fiscal procedures for all grants:

• Time and Effort: Required for all grants involving Federal funds and must be completed by all staff, even for staff under matching funds (i.e., BFET). The methods to be used are After the Fact reporting for all classified staff and the Plan Confirmation System for all exempt and faculty. Instructions for these methods can be found in dated June 2019.
  
  Each staff member is responsible for their own time and effort reporting. Classified staff must submit a report at least monthly, and exempt/faculty must submit at least quarterly. Reports are to be submitted to the manager of the grant or the designated fiscal staff for the grant.
  
  Annual internal audits will be conducted by the grants and contracts accountant to ensure compliance, according to SBCTC guidelines.
  
  
• Classes: All classes funded by a grant must have all students registered within Campus Solutions (CS) using the correct fee pay status code designated within the grant guidelines (if applicable).
• Supplies and Equipment: Orders for supplies and equipment must be processed ninety to sixty days (90-60) before the budget termination date in order to ensure receipt, use and direct benefit to the project. Purchases in the last quarter of the budget period must be in quantities for reasonable use on the project, in the remaining period, and should not be for items to be stockpiled for use after the budget end date. Items not received and/or of immediate need and use/direct benefit to the project may be
• Payroll: The manager of the grant is required to review all payroll expenses on a monthly basis and verify that they are being charged appropriately to the grant. If changes are necessary, a and/or an should be filled out to allocate the salary expense to the correct account and routed according to
• Final expenses: All expenses must occur within the grant funding period and submitted to the Business Office before the last date of funding period. All orders must be received by YVC by the last date of the funding period. If they are received after the funding period, they must be charged to the new grant funding period or an alternate funding
• Final travel: Travel expenses in the last month of funding period must be submitted as soon as travel is completed. Notify the Grants and Contracts Office if there will be travel in the last two weeks of the funding
• Fiscal year end: The manager of the grant is responsible to ensure adherence to all year-end deadlines (provided by the Business Office) pertaining to grant fiscal
• New departments: Upon award notification, a new department must be requested within two weeks of
• Budgets: For grants with a funding period start date of July 1, line-item budgets should be fully routed with approval signatures by August 15. For all other start dates, line-item budgets should be routed no later than 30 days after funding start
• Expense transfers: Use the to adjust an expense from one account to another. If the transfer is for a 145 account, route to Grants and Contracts Office. For all other accounts, route to the director of business and accounting services.
• Subrecipients: The manager of the grant is responsible for ensuring that subrecipient(s) adhere to all governmental and grant regulations and the same guidelines listed above, where

• A Contract Summary and Routing Form (hereafter referred to as routing form) is prepared electronically, attached to the documents and forwarded to the applicable dean for review/approval. The routing form contains the following information that must be completed prior to processing:

1. • Agency Information (agency name, contact person, address, and telephone number)
   • Inclusive Dates (the starting and ending date, if applicable)
   • Brief Summary (a brief description of contract or agreement purpose)
   • Budget Summary 鈥� Does not apply to clinical affiliation agreements
   • YVC Budget Account Number - Does not apply
   • Originator: College staff member who will manage the agreement

• The agreement originator signs the routing form. The originator/contract manager is required to take the appropriate contract training prior to managing a college contract or agreement.
• The originator forwards the agreements and routing form to the appropriate dean electronically. The dean signs the routing form and agreements and routes to the Grants and Contracts Office.
• The Grants and Contracts Office reviews for completeness, assigns a YVC contract number to the document, logs the document in the contract database for tracking purposes, and electronically forwards to the vice president for approval.
• After the vice president signs the routing form, the documents are forwarded back to the Grants and Contracts Office, who then forwards to the originator to obtain the agency signature electronically.
• Once the agency has signed and returned electronically, the originator verifies that the originals have not been altered and forwards electronically to the Grants and Contracts Office, retaining an electronic copy in their department files.
• The Grants and Contracts Office enters the completed information into the contract database and forwards the document for filing.
• The agreement is filed in the office of the vice president of administrative services.

Agreements must be reviewed at least every three years. Those without an ending date are considered in effect until canceled in writing by either party. To maintain an accurate account of current agreements, the following steps are requested:

1. At least every three years, the originator sends a copy of the agreement with a Clinical Externship Site Update form to the agency requesting a review of the current agreement.
2. Important areas to update include agency administrator, preceptor/supervisor, address, phone, and liability insurance provider
3. If they indicate any change or cancellation to the agreement itself, a place is provided in the letter to indicate an addendum or cancellation.
4. Once the update letter is returned, a copy is forwarded to the Grants and Contracts Office (if there are any changes or cancellation indicated) and original is retained in the department files

• • If the agency indicates a change in the agreement, the change, in the form of an addendum or a new agreement, must be accompanied by a new routing form and routed by the appropriate steps electronically.
  • If it is a new agreement, a letter of cancellation should accompany the new one to indicate that the new agreement replaces the previous one.

5. The Grants and Contracts Office notes in the contract database that the agreement has been renewed or canceled.

• Board Classification: As described in section 10.70.30 of the SAAM manual, the Board of Trustees is classified as Other.
  
  鈥淥ther 鈥� Any part-time board, commission, council, or committee not covered by RCW 43.03.230, 43.03.240, 43.03.250, or 43.03.265, but established by either the executive, legislative, or judicial branch to participate in state government. These members have rule-making authority, perform quasi-judicial functions, have responsibility for the administration or policy direction of a state agency or program, or perform regulatory or licensing functions with respect to a specific profession, occupation, business, or industry. 鈥淥ther鈥� as it relates to compensation.鈥� (SAAM 10.70.30)
  
  
• Compensation for Meetings: Following SAAM 10.70.30, the Board of Trustees are allowed the current when attending meetings to conduct board business. Compensation for meetings will be requested by submitting a Board of Trustees Taxable Travel Reimbursement Request to the Payroll Office. Payment will be issued through the payroll system because compensation is subject to taxes and is reportable to the IRS. No mileage will be paid for meetings.
• Reimbursement for Travel: Following SAAM 10.70.30, the Board of Trustees will receive reimbursement for travel to conferences the same as college employees.
  • Travel Reimbursement - No Overnight Stay: If the travel does not include overnight stay, the reimbursement for meals per diem is subject to taxes and must be paid through the payroll system. Reimbursement for meals will be requested by submitting a Board of Trustees Taxable Travel Reimbursement Request to the Payroll Office. Payment will be issued through the payroll system. Reimbursement for mileage will be requested by submitting a Travel Expense Voucher to the Travel Desk with the necessary receipts attached. Payment will be issued using the current method for travel reimbursement.
  • Travel Reimbursement - Overnight Stay Required: If the travel requires an overnight stay, the reimbursement is not subject to payroll taxes. Reimbursement for travel expenses (lodging, meals, mileage, etc.) will be requested by submitting a Travel Expense Voucher to the Travel Desk with the necessary receipts attached. The payment will be issued using the current method for travel reimbursement.
    
    
• The Board travel will be charged to local funds (Fund 149) rather than state general funds per.

General Ledger Fund Balance Accumulation:  A fund balance occurs when the revenue in an account exceeds the expenses in a given fiscal year.  At year-end, revenues (GL 3xxx) and expenses (GL 6xxx) close to fund balance (GL 9xxx).  The individual account balance rolls up to the fund balance for the fund.  As part of sufficient operations reserves (1.45 Operations Reserve Policy), the fund balances in each fund are reviewed and maintained at the established level.

Closure to Reserve Accounts: At year-end, accounts in Fund 001 and 149 are closed into reserve accounts.  These designated reserve accounts are restricted and use requires Board approval. 

Fund 146: The fund balance remains in the accounts if they are donor-restricted funds and shows as unassigned fund balance in the trial balance. Donor-restricted funds do not require a request to use fund balance. For all other accounts in this fund, the fund balance closes into a reserve account within the fund. Fund balances for these accounts are determined by prior year鈥檚 earned revenue less prior year鈥檚 expenses.

Fund 148:  The fund balance remains in the accounts and shows as unassigned fund balance in the trial balance under account 3100160. 

Funds 522:  The fund balance for all accounts closes into a reserve account. Fund balances for individual accounts are determined by prior year鈥檚 earned revenue less prior year鈥檚 expenses.  

Funds 4xx and 5xx:  The fund balance remains in the accounts and shows as unassigned fund balance in the trial balance under account 3100160.

Where the fund balance remains in the account, fund balances may be used without approval.  For all others, use of fund balance requires a written request prior to use.  The request must be approved by the vice presidents and president.

To cover unexpected expenditures, it is suggested that a 30% reserve be maintained at all times.

The procedure for requesting the use of fund balance in an account is as follows:

1. The account administrator requests use of fund balance by completing a Request to Use Fund Balance in an Account Attached to the request is a copy of the trial balance showing the unassigned fund balance.
2. The request is sent to the director of business and accounting services. The director will verify and note the available fund balance (less established reserve) and attach a copy of the Trial Balance for the account.
3. The request will be routed to the vice presidents and the president for review and approval.
4. The form will return to the director of business and accounting services who will notify the requestor and director of budget of the approval/denial of the use of fund balances.
5. If fund balance use is approved, the funds must be used within the same fiscal year as the request. The funds will be used before the year-end accounting deadlines.

The purpose of this administrative procedure is to ensure that:

• All surveys and focus groups administered by YVC personnel follow survey and focus group design and administration guidelines as outlined in Appendices A and C.
• Survey fatigue is reduced or eliminated.
• Human subject protection laws (45 CFR, Part 46) are followed.
• Family Educational Rights and Privacy Act (FERPA) guidelines are followed.
• Surveys and focus groups are conducted for the purpose of informing a decision or contributing to improvement of programs and/or services.
• The legitimacy of survey and focus group research and consistency of reporting supports the mission of the college.

Course evaluation does not fall under the area of surveys and focus groups. Each respective division handles administration of course evaluation. The process of course evaluation takes precedence over surveys; no surveys will be administered during the first scheduled week of course evaluation to reduce survey saturation and contribute to a higher response rate.

Small course surveys do not fall under the area of surveys and focus groups.  Faculty may conduct surveys in their courses that pertain only to their course content  without obtaining prior approval. However, faculty are bound by human subject protection laws, Administrative Procedure 3.07 Research Involving Human Subjects Conducted by College Employees, and FERPA and are expected to understand and take responsibility for any violations.  If there are any questions, contact YVC鈥檚 Office of Institutional Effectiveness (OIE).

The process begins by submitting a request to administer a survey or focus group.

Survey and focus group requests will be submitted to OIE via an online form in the OIE portal.

OIE will acknowledge receipt of the request form via email and may ask additional questions of clarification or schedule a meeting to go over the request.

Once content and administration details are finalized, the request will be forwarded to the appropriate director, dean, VP, or president for approval.

Reports of survey results will be provided by OIE as requested.

OIE will keep a calendar of scheduled surveys as well as documentation of how survey results are being used to make data-informed decisions.

• - Survey Guidelines
• - Survey Informed Consent
• Focus Group Guidelines
• Focus Group Informed Consent

An Academic Award Stipend is paid to, or for the benefit of, an individual primarily to aid in the pursuit of study or research. An Academic Award Stipend payment cannot be used to pay an individual for work or services performed, or as incentive pay. In some instances, the stipend recipient may be required to attend certain classes or perform certain activities, as a condition of receiving the stipend. These are not considered services, as long as the educational benefit of the activities lays clearly with the recipient and YVC does not derive any benefit from the activities.

Academic Award Stipends are the fiscal responsibility of each department. Each department is responsible for ensuring that the recipient(s) meet(s) all the requirements of receiving a stipend.

• YVC Financial Aid Eligible Student Award Stipend - Federal and State tax regulations term an Academic Award Stipend to students as a 鈥榮cholarship鈥� or 鈥榝ellowship鈥� and are issued through the Financial Aid Office. Contest prizes/awards tied to the recipient鈥檚 education are considered a form of scholarship. Use the Stipend Request Form, complete the Recipient Information section and the YVC Financial Aid Eligible Student Award Stipends section and route to the Grants & Contracts office .

Tax form provided 鈥� reported by YVC on IRS Form 1098-T.

• Non-Financial Aid Award Stipends 鈥� are paid through Accounts Payable. A completed W-9 from the recipient is required and must be sent to Purchasing. Use the Stipend Request Form, complete the Recipient Information section and the Non-Financial Aid Award Stipends Submit a requisition in ctcLink with the completed stipend request form attached as supporting documentation.
  • Please allow two weeks for checks to be processed from the time the requisition is submitted. Occasionally, a department will arrange to have a staff member pick up the checks from the Business Office so that they can distribute them directly to recipients.
    
    
  • Any stipend checks issued but not accepted by the recipient must be returned to the Business Office after 30 days or if at year-end by June 15^.
    
    
  • Tax form provided 鈥揧VC will report annual awards totaling more than $600 on IRS Form 1099.

Payment to an individual who is required to perform services in order to receive payment is a service stipend.

• Employee 鈥� Either a current employee or an individual whose work is directed and controlled by the college, and the college receives the benefit. Examples 鈥搕utoring, performances, student government leader, research or other academic work that benefits the college, etc. Service stipends are paid via the payroll system by submitting a to the Payroll department.
  • Tax form provided 鈥� Service stipends are reported on IRS Form W-2 as wages earned.
    
    
• Non-employee 鈥� An amount paid for services rendered by a non-employee who meets the criteria of Independent Contractor. The general rule is that an individual is an independent contractor if YVC has the right to control or direct the result of the work, not what will be done and how it will be done.
  
  
  • This will not be issued as a stipend. They are paid through Accounts Payable. A completed W-9 from the Independent Contractor is required and must be sent to purchasing@yvcc.edu . A Standard Contract is required, in advance of services performed, according to Admin Proc 1.15 Agreements: Standard Contracts and Standard Rental Contracts. Once the contract is fully approved, submit a requisition in ctcLink with the approved contract attached as supporting documentation.
    
    
  • Tax form provided 鈥揧VC will report annual amounts totaling more than $600 on IRS Form 1099.

The College鈥檚 practice is to utilize an after-the-fact reporting system to certify that salaries charged are reasonable and consistent with the work performed.

The individuals' effort is assigned to specific grant accounts in the payroll system based on anticipated activities. Actual time spent on each grant is reviewed and signed by the employee or the supervisor who can verify the actual level of effort performed.

Time & Effort Certifications supported by payroll reports are the primary means for complying with the federal regulations.

All staff paid fully or partially from federal funding or whose time is used as a match from non-federal sources must account for their actual effort dedicated to the grant.  This includes faculty (tenured and non-tenured), staff (professional, exempt, classified, part time hourly, etc.) and federal work-study. To accommodate this, YVC utilizes SBCTC鈥檚 Time and Effort Guide. This Guide can be located, along with the appropriate forms, on the Grants and Contracts SharePoint page.

Individual grant departments are responsible for collecting all required Time & Effort Certifications from each grant employee within 30 days of the required reporting period as outlined below:

Exempt staff and Faculty may use the Plan Confirmation System

• Compares budgeted percentages with actual effort allocated to each grant activity and certifies accuracy
• Records all compensation received from all funding sources
• Effort cannot exceed 100%. If a staff or faculty member receives a moonlight or supplemental contract, the percentage breakdown will change for each budgeted account so that the overall percentage remains at 100%. The percentage is based on total compensation.
• Exempt staff must certify at least monthly and maintain records such as calendars as backup for their certifications
• Faculty must certify at least quarterly based on the academic quarter
• Reports must be completed and submitted within 30 days after the end of the month or quarter.
• If an exempt staff member is also working for a grant as part time faculty, they may certify quarterly.

Classified and Hourly (including part time) employees and students use

Classified After the Fact Timesheet and Hourly After the Fact Timesheet for each pay period

• Records daily hours worked for each funding source (federal and non-federal)
• Should be filled out daily for accuracy
• Should include all hours that employee receives compensation
• Total percentage should not exceed 100%
• Form will automatically calculate the percentage
• Forms are due within 30 days of the pay period

Any Faculty or Exempt employee who receives 100% of their compensation from one grant may complete a Certification of Pay on a quarterly basis.

Internal audits will be conducted twice a year by the Grants and Contracts Office.

麻豆视频 proactively identifies, assesses, and responds to risks that may affect our ability to provide our core mission services and the achievement of our strategic and performance-based objectives and their intended outcomes. YVC uses a consistent, integrated, and transparent enterprise risk management (ERM) approach to support informed decision-making and resource allocation at both the strategic and operational levels.

YVC will provide training and apply ERM best practices to identify and manage internal and external risk to protect resources, employees, contract staff, and the public. ERM best practices will be used as an integral part of considering risk in the decision-making process through identifying risks and opportunities across all college divisions, facilities, programs, and areas of operation. Once a risk has been identified and prioritized, the agency will develop, implement, and monitor risk treatment strategies.

• Vice President of Administrative Services
  • Leads, supports, and ensures commitment to implementing the ERM ISO 31000 Purpose, Principles, Framework and Risk Management Process.
  • Establishes and communicates their risk appetite and the organization鈥檚 risk tolerance to all employees to support efficient and effective risk mitigation.
  • Makes a commitment to adopting and integrating ERM into the organizational culture.
  • Ensures appropriate allocation of resources to support risk management activities.
• Leadership Team
  • The leadership team provides management support and commitment to ERM.
  • The leadership team will:
    • Support an enterprise-wide commitment to risk management across the entire organization, from front line employees to management and from management to employees.
    • Participate in risk identification and risk prioritization sessions semi-annually.
      • Risks will be prioritized at an enterprise-wide level by analyzing the likelihood and impact of each risk.
      • Identify emerging risks and any significant changes to current risks.
      • Ensure the reallocation of resources for managing risks.
      • See page 5 of this procedure for the method, timeline and scoring criteria used for identifying and prioritizing risks.
    • Create a communication channel for risk owners of the highest scored risks to report on their risks quarterly to the leadership team.
    • Include risk consideration as an integral part of the organization鈥檚 decision-making process.
    • Support education, training and information sharing on ERM policies and procedures to promote enterprise-wide awareness.
• Executive Risk Owners
  • For risks that fall within their purview, executive owners will work with risk owners to:
  • Review, approve and support the implementation of risk mitigation strategies.
  • Review mitigation strategy effectiveness for risks.
  • Ensure the reallocation resources for managing risks.
  • Create a communication channel for risk owners to report on their risks regularly.
• Risk Manager
  • The risk manager coordinates and facilitates the enterprise-wide effort necessary to identify, evaluate, mitigate, and monitor the agency鈥檚 strategic/operational, legal/compliance, financial, reputational, health/safety and employment risks.
  • The risk manager will:
    • Develop ERM tools, practices, and processes to identify, analyze and report enterprise-wide, strategic risks according to this procedure and the ISO 31000 ERM framework.
    • The risk manager will, by using the Origami ERM module, monitor and facilitate the management of risks by:
      • Ensuring the completion of quarterly updates of the highest scored risks.
      • Ensuring the completion of the semi-annual updates of identified risks.
      • Ensuring the completion of the semi-annual prioritization of identified risks.
      • Attesting to compliance with the Governor鈥檚 Executive Order 16-06 annually.
      • Managing the risk register in the Origami ERM Module.
    • Support employee awareness and understanding of ERM through education, training, and information sharing.
    • Coordinate reporting on risk treatment activities by risk owners to the leadership team as required.
    • Report quarterly to the Leadership Team on the management of risks, loss history, and emerging risks.
    • Annually review and recommend revisions to this procedure.
• Risk Owners
  • Develop and implement mitigation plans and controls for assigned risks.
  • Monitor assigned risks to ensure the mitigation strategies are controlling the risks.
  • For risk owners with the highest scored risks:
    • Update risks quarterly using the Origami ERM module as assigned by the risk manager.
    • Report the status of assigned risks 鈥� controls, gap analysis, mitigation progress and risk metrics - to the leadership team quarterly.
  • For all other risks owners:
    • Update risks semi-annually using the Origami ERM module as assigned by the risk manager.
    • Report the status of assigned risks 鈥� controls, gap analysis, mitigation progress and risk metrics - to the executive owner and/or leadership team as needed.
• Managers and Supervisors
  • Managers and supervisors apply ERM in all aspects of operations and actions.
  • Managers and supervisors will:
    • Set the standards and expectations of staff with respect to addressing risks.
    • Ensure internal control processes are implemented, maintained, and monitored to manage risk.
    • Support ERM training for all employees.
• All Employees
  • All employees are responsible for understanding and supporting the agency鈥檚 efforts to identify, eliminate or manage risk.
  • Employees will identify and communicate risks to their supervisor or the Risk Manager.

• Risk identification occurs in each risk area led by the area lead administrator.
• Risk Prioritization will occur after risks have been identified. The Origami ERM module ERM Plan will be used to prioritize (score) the identified risks.
  • Risks are scored by determining the likelihood of each risk occurring within the next two years, and by determining the impact of the risk if it did occur.
    • Likelihood and Impact are scored as shown below:

Likely Scoring:

Impact Scoring:

 All leaders score ALL risks. The likelihood scores are averaged, and the impact scores are averaged; then the average likelihood score is multiplied by the average impact score, resulting in a final risk rating and risk score between 1-25.

For example:
3.2 x 4.1 = Score Rating of:
Score: 13.12
Rating: Medium

• Yearly, After the risk scoring has occurred data will be share and will be shared with the YVC executive team

Enterprise risk management is the process of planning, organizing, leading, and controlling the activities of an organization in order to minimize the effects of risk.  ISO 31000 is the international standard for the practice of risk management. It is an enterprise-wide approach that proactively identifies, assesses, and prioritizes strategic risks, followed by the allocation of resources to minimize, monitor, and control the likelihood and impact of risks occurring, or to maximize opportunities. 

Executive owner is the executive or leadership team member who has oversight of the risk.  This means that the risk resides in a division/program, etc. that the executive owner is responsible for.

Origami ERM Module is a list of identified risks, the risk rating and score of each risk, the current controls, treatment plan, risk metrics and who is accountable for managing the risk.  This module, owned and maintained by the Department of Enterprise Services, allows risk managers a software solution to streamlining all ERM processes.

Risk identification means the process of identifying risks that might enable or impede the agency鈥檚 ability to provide its core mission services or meet its strategic objectives, i.e., brainstorming session.

Risk owner means the person with the authority and accountability for managing a particular risk.

Risk prioritization is the process of evaluating identified risks to determine the likelihood and impact of each risk, resulting in a risk score and rating.

This procedure applies to YVC campuses in Yakima and Grandview as well as learning centers in Toppenish and Ellensburg. 

Public spaces of the college will be accessible during posted hours of operation, subject to holiday or other announced closures. These hours may change based on facility usage and can be adjusted without notice by the president of the college, their designee or campus security. For additional information on facility usage, including for expressive speech, refer to WAC 132P-142. 

Access to non-public and restricted areas is limited to authorized individuals. Employees, students, and members of the public without specific authorization are prohibited from entering these areas. Unauthorized access may result in removal from the premises and possible disciplinary or legal action.

YVC facilities will be locked outside of posted operating hours. The college uses mechanical keys and/or card access systems for all campus facilities, with keys and access granted in accordance with the college鈥檚 key control procedure.

• In accordance with WAC-132P-24, the college reserves the right to revoke an individuals license or privilege to be on college property, ordering them to leave and refrain from re-entering. Remaining on or re-entering campus after such revocation constitutes trespassing, subject to arrest for criminal trespass. Trespass may be invoked for the following reasons:
  • Violation of college procedures,
  • Engaging in activities that present safety or security concerns,
  • Unauthorized use of college property or resources, or if one's presence on campus cannot be tied to a college-related function,
  • Disruptive behavior affecting college activities or functions.
    
    
• The YVC Campus Security Department will document and track all trespass warnings. A written trespass form must be completed by an authorized college representative and submitted to Campus Security.

• Public Spaces: Spaces on YVC campuses and grounds that are generally open and accessible to students, faculty, staff and the public, including sidewalks, primary public entrance lobbies, student common areas, rotundas, adjoining public mezzanines, libraries, exterior plazas, and lawns.
  
  
• Non-Public Spaces: Areas such as classrooms during class sessions, faculty and staff offices, residence halls, meeting rooms, labs, shops, workspaces separated by work counters or railings, or barriers and other spaces primarily dedicated to college operations. These areas may also be designated as restricted to protect the institution's educational process, business operations, or safety and security.
  
  
• Restricted Areas: Locations that are not open to the public and may or may not have signage or indicators marking the restriction.