faculty senate
FACULTY INFORMATION - Sections in Alphabetical Order:

ROLL SHEETS - HELP US "GO GREEN"

Beginning with the Summer 2009 term, printed roll sheets will no longer be distributed.

You may view and print your roll sheet on MyChaffeyVIEW, or you may email it to yourself by checking the "Email a copy of this roster to me" box and then pressing the Submit button.

NOTE: To use the roster email functionality, you must have a valid Chaffey College issued email address in Colleague (e.g. john.smith@chaffey.edu). To check whether you do, click on the "Address Change" link located under the Faculty menu on MyChaffeyVIEW. If you have a valid Chaffey email account but it is not listed on the Address Change form, you may add it via the "Address Change" link. If you do not have a valid Chaffey Email account, you may request one by completing and submitting the Employee Network/Email Account Form and Accountability Statement.

NEW FEATURE AVAILABLE: An Excel spreadsheet that looks virtually identical to the hard-copy roster has been created that you can import your MyChaffeyVIEW class roster into. Click on the "Grade & Attendance Roster Forms" link under the Faculty menu to download the instructions and roster template. You can also download instructions on Importing a Roster From My ChaffeyVIEW here.

For technical support, please contact the Help Desk during business hours at (909) 652-6789, Option 2.

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SABBATICAL LEAVE

General Information

Procedures and Documentation (printable pdf document)

Statement of Philosophy

Contract Provisions

Request Format

Request Submission Procedures

Criteria for the Written Application

General Criteria of the Sabbatical Leave Committee in the Evaluation of Applications

Formal Evaluation Procedures of the Sabbatical Leave Sub-Committee for Applications

Sabbatical Leaves Committee Preliminary Review of Sabbatical Leave Applications

Guidelines for Documentation of Attainment of Objectives

The Sabbatical Report

Other Reporting

Guidelines for Preparing the Sabbatical Leave Reports

Sabbatical Leave Report Format

Formal Review Procedures of the Sabbatical Leave Sub-Committee for Report

Sabbatical Leave Application (printable pdf document)

Report Approvals Signature Page (printable pdf document)

Publications
Sabbaticals: Effective Practices for Proposals, Implementation and Follow-Up (Academic Senate/Adopted Spring 2008) (printable pdf document)

Sabbaticals: Benefitting Faculty, The Institution, and Students (Academic Senate/Education Policies Committee 2006/07) (printable pdf document)

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SCHOOLS FACULTY GUIDELINES/HANDBOOKS

Business & Applied Technology (Welcome Information) (printable pdf document)

Health Sciences (printable pdf document)

Language Arts (page will open in a new window above this one)

Mathematics & Science (printable pdf document)

Social & Behavioral Sciences (printable pdf document)

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STUDENT DISCIPLINE

Academic and Behavior Violations and Sanctions (printable pdf document)

Academic Integrity Code (page will open in a new window above this one)

Academic Integrity Code Violation Form (printable pdf document)

Behavior Code (page will open in a new window above this one)

Behavior Code Violation Form (printable pdf document)

Conduct Warning Form (printable pdf document)

Grievance Process (printable pdf document)

Reporting Academic Integrity Code Violations (printable pdf document)

Reporting Behavior Code Violations (printable pdf document)

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SUBSTITUTES
• Faculty should work through their coordinator and first-level manager when there is a need for a substitute.
• Substitutes (day-to-day and less than two weeks duration) are paid on the non-instructional hourly salary schedule via a Certificated Time Sheet.
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SYLLABUS / SYLLABI PRODUCTION

Planning with Purpose, Audience, and Tone

Effective written communication starts with three basic considerations: purpose, audience, and tone. Without attention to these issues, we have words, but we may not have communication.

Purpose
What is the purpose of the syllabus? What do you hope it will do? Why give it? What metaphors do we use to describe its purpose? How is the purpose of the syllabus related to the image of the teacher? How is the course defined by the syllabus?

Audience

Who is the audience for the syllabus? Who do you think has enrolled in your course? Is the syllabus for more than one audience? How does the audience (or do the audiences) affect the way the syllabus is organized, presented, formatted?

Tone
What an appropriate tone for an effective syllabus, given the purpose and audience? What dictates or implies tone? Should a syllabus have more than one tone? What would dictate or necessitate a change? What difference does a consideration of tone make?

Faculty Senate / Syllabus Checklist (printable pdf document)

Faculty Senate/Campus Resources for Syllabi (printable pdf document)

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TEST PROCTORING
Test Proctoring Guidelines (printable pdf document)

Accommodations Form for Faculty (printable pdf document)
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TEXTBOOKS/BOOKSTORE PACKETS

The Chaffey College Bookstore is a non-profit, self-supporting, auxiliary service operation that serves the diverse students, faculty, staff, and campus community.  The primary purpose of the bookstore is to support the mission of the college; provide a cost-effective and efficient source for students to obtain the necessary tools of education, such as textbooks, technical tools, office supplies and course supplies; strive to lower textbook costs for students with used books, e-books, textbook buyback, and rentals; and support the campus community.

Bookstore websitehttp:// books.chaffey.edu:
• General information including business hours, special hours during the first two (2) weeks of school, buyback
• Submit textbook requisitions online
• Student textbook purchases and rentals
• Look up and verify textbooks required for your courses
• Look up and compare textbook prices from a variety of online sellers
• Look up buyback prices bookstore is paying students for your courses
• Information on various store programs
• Shop for clothing and insignia items, discounted software and tickets, and more

Bookstore Locations
The Rancho Campus Bookstore is located in Campus Center East, across from the dining Commons. The phone number is 909-652-6577. The Chino Bookstore is located at the Chino Campus-College Park (909-652-7754). The Fontana Bookstore is located at the Fontana Academic Center (909-652-7410). Important Note:  All bookstore locations are open all year. Each bookstore provides textbooks only for courses offered at that campus. Food, beverage, insignia, and supply items may also vary by location.

Services at the Rancho Campus Bookstore
• Discounted amusement park and movie passes
• US First Class Postage Stamps may be purchased by the book
• Fax incoming or outgoing, $1.00 per page
• Mailing services at cost
• E-waste recycling

Textbook Department
Buyer - Sylvia Martrinez, Ext. 6568
Assistant Buyer - Tara Johnson, Ext. 6578
     
Textbook and Materials Adoption Process Guidelines--Approved by Faculty Senate November 2006
1.  Faculty should consider all means to control (reduce) the cost of textbooks and materials that do not compromise academic freedom or educational quality, such as:
• Requiring net cost (not list) information from publisher's representatives and maximizing faculty awareness of exact costs;
• Consider all available options for textbooks and course materials including using paperback versus hardback; inform students why book was chosen for the class such as: content,  new edition, cost, study aids.
• Guaranteeing minimum length of time that a text (and edition) will be used and work with bookstore to maintain old edition when educationally sound;
• Explore alternatives to automatic bundling, consider bundle parts separately and determine if bundles add value for students; consider impact of bundling to buying back textbooks from students;
• Monitoring (and adhering to) bookstore requisition due dates to ensure best price and/or availability of used books and bookstore's ability to buyback textbooks from students;
• Consider price when adopting textbooks or bundles; work with both the bookstore and publisher when designing and adopting a bundle to insure that it is economically sound;
• Requiring a library copy from publisher representative; work with library regarding maintaining reserve and reference copies of textbooks; use library books in print online to determine soft or hardbound binding for adoption;
• Indicating to bookstore and students that a text is required only if it will actually be used otherwise indicate book is optional;
• Provide access to materials in public domain as well as free courseware; require publisher representative to review with faculty access code content and how presented on publisher links or course cartridge.

Textbook Ordering Procedures
Each term the Bookstore will notify faculty that the next term is open for submission of orders and the due date for requisitions.
• Orders may be submitted in 3 ways:
  1. Online: Click here.  For directions to submit an order online, click here for a printable pdf document. Directions are also located on Chaffey's 'Z' drive in the bookstore public folder.
  2. Fill out information on requested email requisition online and send to sender.
  3. Print out requested email and fill out information. Fax to Ext. 6576 or send requisition in campus mail to Bookstore Textbook Department.
• A Blank Requisition can be printed by clicking here for a printable pdf document or from the 'Z' drive (Bookstore/public folder). Fill out required information and fax or send in campus mail to the Bookstore Textbook Department. Important Note: All Language Arts requisitions are to be submitted to Mary Thomas.

• Information required to be filled out on form:
  
Course
  Course Number
  Section Number (if available)
  Estimated Enrollment
  Author
  Title
  ISBN
  Edition, Year
  Publisher
  Required, Optional, Recommended
Forms must be signed by the instructor.
• To order textbooks or other instructional materials (e.g. student study guides, lab manuals), a Textbook Requisition Form must be completed and submitted to the bookstore.
Orders are then filled according to bookstore procedures and sales history.
To make arrangements for the bookstore to carry special supplies or other items for your class, fill out the required Supply Order Form (Document is also on the 'Z' Drive). Fill out the form and send to Dawn Hatfield in the Bookstore.  If you need to contact her, please call Ext. 6562.

As you know textbooks are expensive. The bookstore has outlined a few ways you can help lower costs to students:
Continue to use the same edition of the same book as long as you can. This allows the bookstore to supply used books at a significant savings to students. The bookstore will make every effort to obtain old edition books for your classes.
Turn in your textbook requisition early. When the bookstore knows you are re-using a book, it can be bought back from students, and increases the supply of used books at a less cost. Also new stock on hand will not be returned which helps keep costs down to students. Reordering books increases costs to students.
Work with the publishers representatives. Tell them you want to keep the costs down. The bookstore is happy to work with you and the representatives to ensure you get the book you want at the lowest possible price for students.

Instructional/Course Bookstore Packet
Packet and book requisition forms must be submitted each semester
Originals must be submitted to the bookstore when ordered the first time
See minor revision and major revision guidelines on packet form
Secure all copyright permissions if required
Packets are treated as textbooks with the bookstore as publisher

Late orders are processed accordingly and may not be available for the first day of instruction.

Buyback
Requisitions submitted before buyback provides the bookstore the ability to purchase textbooks from students. This lowers the cost of textbooks to students and provides more used books for the next semester.
Chaffey College Bookstore pays up to 50% of new price, and we now offer buyback year-round.
Books having value to a wholesale company are also purchased at market value.

Complimentary Desk Copies
The acquisition of complimentary desk copies of textbooks adopted for classroom instruction is the responsibility of the instructor assigned to teach the course. Check with your coordinator for the process to acquire your complimentary desk copy.

Bookstore Textbook Programs, Additional Services/Programs, and Food Services (printable pdf document)

Faculty Senate Bookstore Presentation Spring 2015 (printable pdf document)

Faculty Senate Bookstore Presentation Spring 2014 (printable pdf document)

Faculty Senate Bookstore Presentation Spring 2013 (printable pdf document)

Faculty Senate Bookstore Presentation Spring 2012 (printable pdf document)

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TRAVEL AND CONFERENCE REQUESTS

Administration Building
Accounting Services, Ext. 6027
accounting.staff@chaffey.edu

Guidelines for Travel & Conference Requests
Effective October 1, 2012

These guidelines apply to employees and governing board members of Chaffey College.

Travel includes attendance at workshops, seminars, conventions, conferences, or other meetings, which are a requirement of the position and of interest to the district.

Employees must obtain approval by the appropriate administrator prior to registering or prepaying for any travel related expenses. Estimated travel expenses over $1,000 and/or out of state travel must be approved by the appropriate administrator and the Superintendent/President. Approved travel and conference requests should be submitted to Accounting Services at the earliest time possible, but no later than 10 working days prior to registration deadlines or any other prepayment deadline to provide sufficient time for processing. The district will prepay for registration fees, hotel, and airfare if the airfare is booked through the district’s designated travel agency. The Travel and Conference (T & C) form must include a copy of the brochure, flyer, agenda or some type of communication which includes date, location, cost, itinerary, vendor name, address, and contact person. If hotel prepayment is requested, include the room rate, tax, and to whom the check should be made payable and hotel address. Also, include a copy of the registration form and/or confirmation number if available.

Employees are required to submit completed T & C forms to Accounting Services no later than 30 days after travel is concluded. Any T & C form submitted after July 15th for prior year travel will NOT be reimbursed. The T & C form must be completed, signed, and accompanied with all the appropriate documentation and original receipts to receive timely reimbursement. Receipts are required for all prepayment expenses and reimbursable expenses with the exception of meals. For liability reasons, all employees are required to complete and submit a T & C form even if there is no cost to the district or a reimbursement owed to the employee. Salary enhancement shall not be authorized for travel purposes when it would exceed the normal working day(s).

AIR TRAVEL RESERVATIONS
When scheduling air transportation for district travel, it is preferred that all reservations be arranged through the district’s designated travel agency. The accounting office will provide information on the current agency. If an employee chooses to personally purchase airfare, the employee will be reimbursed upon completion of the travel and submittal of the T & C form with all of the appropriate documentation/receipts. The employee shall request a standard or coach airfare. The district will reimburse the employee for one baggage at the standard rate (receipt required). Additional baggage and/or overweight fees will be the responsibility of the employee.

MILEAGE
Employees performing authorized travel involving the use of their own vehicle shall be reimbursed for mileage at the current IRS official rate. Employees should provide the district with proof of personal automobile insurance coverage. Acceptable documentation is a copy of the employee’s insurance card. When computing mileage, the shortest distance should be used – between home and the travel destination, or between Chaffey College and the destination. When more than one employee attends the same event, carpooling is encouraged. If an employee choses to use a personal vehicle in lieu of air travel, the reimbursement request cannot exceed the cost of a coach airfare. However, the total cost of transportation will be considered and reviewed on a case-bycase basis.

MEALS
Employees shall be reimbursed when on approved travel and conference for the district for actual and necessary meal expenses for an amount not to exceed $50 a day according to the following breakdown: breakfast $10, lunch $15, and dinner $25. If meals are included in the cost of a conference, workshop or other travel event, the meal reimbursement will be reduced accordingly. No receipts are required for meal reimbursement.

BANQUETS
Banquet meals that are an official part of the conference and have prescribed fees which exceed the meal limitation amount as previously designated may be reimbursed at actual cost. No reimbursement shall be allowed for costs of meals substituted for the banquet meals for which fees have been paid.

LODGING
Lodging shall be reimbursed for authorized overnight travel. Reimbursement shall not exceed the rate for a standard room. Room upgrades will be the responsibility of the employee. Conference/government rates shall be requested upon reservation.

CAR RENTAL/Taxi Service/Shuttle/Parking
Employees are required to use the most cost effective method of transportation. The actual cost of taxi service, shuttle service, and parking will be reimbursed upon submission of completed T & C forms along with original receipts. Reasonable and customary tips are acceptable but cannot exceed 20%. If a car rental is necessary, please provide a written justification upon completion of travel.

Incidentals and Miscellaneous Expenses
Other business related expenses incurred while on approved travel may be reimbursed, depending on the facts and circumstances related to the necessity of the purchase. At a minimum, the expense must be directly related to the travel event. Any additional gratuities that are not previously addressed will be the responsibility of the employee.

Travel and Conference Request Fillable Form (printable pdf document)

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SABBATICAL LEAVE - GENERAL INFORMATION

• Every full-time faculty member, after completion of six years of service, may apply for a sabbatical leave in accord with Section 14.10 of the District's Contract with CCFA.
• The application and recommendation process is under the purview of the Faculty Senate.
• Each school has a copy of the Sabbatical Leave Procedure and Documentation process. The procedures must be followed to the letter.
• During the fall term, the Senate president and colleagues hold a workshop on preparation of the application and Board report for a sabbatical. This session should be attended by anyone considering a sabbatical.
• For eligibility requirements, please consult the current CCFA Contract, Section 14.10-14.10.9.

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SABBATICAL LEAVE - STATEMENT OF PHILOSOPHY
Educational Code 87767:

"A Leave of absence for study and travel is granted by the Governing Board to any district employee in a position requiring certification qualifications not to exceed one year. The study or travel shall benefit the students of the district. "

Students are successful when they feel excitement and enthusiasm in their fields of study. Textbooks and computers are rarely the direct source of excitement and enthusiasm for most students—teachers are. Quality education may be measured by the level of enthusiasm and vitality on the part of the teaching faculty. All quality institutions of higher education have long recognized the need to retain the fresh enthusiasm and vitality of their faculties by encouraging periodic retreats from the rigors of classroom instruction in the form of sabbatical leaves. It is also in the tradition of higher education that professional teachers are themselves the best judges of those sabbatical activities that will best contribute to their own revitalization.

Assembly Bill 1725 reaffirmed the Community College Mission and brought recognition to the system as a respected coordinated segment within the realm of higher education. This new found collegial recognition creates the need to acknowledge the importance of intellectual renewal. Because of Board-adopted goals including improvement in student achievement, retention and transfer rates, renewed vigor in teaching needs to be given a high priority. Because the District recognizes the need to retain freshness and enthusiasm by instructors, a significant portion of the faculty must be encouraged to undertake sabbatical activities. “A maximum of 2.5 percent of the regular full-time bargaining unit members are permitted sabbatical leaves each academic year.”(14.10 CCFA Contract)

If they are to be effective, the nature of sabbatical activities must vary with the individual faculty member. The only universally valid criterion of success is that the activities have provided the participant with fresh perspectives that will be freely shared in order to enhance the educational program.

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SABBATICAL LEAVE - CONTRACT PROVISIONS

The contract contains specific language regarding sabbatical leaves. Please consult Article 14.10 of the CCFA contract for details.

14.10.0 Eligibility

• Faculty member must:
     • Be a regular full-time bargaining unit member (14.10)
     • Have their previous evaluation be “Satisfactory” (14.10)
     • Have had six years elapsed since previous sabbatical leave or since being employed as a full-time contract faculty member (Office of Human Resources)

14.10.1 Routing of request

14.10.2 Timing of request

14.10.3 Sabbatical Priority

14.10.4 Compensation

14.10.5 Compensation

14.10.6 Report

14.10.7 Time frame for leave

14.10.8 Period of service upon return

14.10.9 Bond

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SABBATICAL LEAVE - REQUEST FORMAT

I. Heading
Please type the following information in the upper right-hand corner of the first page of your application:
     Name
     School / Area / Department
     Proposed period of the leave

II. Sabbatical Purpose
Provide an adequate description and rationale describing the intention and/or purpose of your request. Describe in what way this experience will contribute to your professional growth (CCFA Contract 14.10.3).

III. Sabbatical Objectives
Describe what you want to achieve during your leave. Be specific.
The Faculty Senate, the Administration, and the Governing Board will pay particular attention to your sabbatical objectives. Please be sure that the objectives point to professional development and benefit to the educational program. Some examples of typical objectives are to:
   1. Extend or develop new skills directly related to your assignment.
   2. Develop or explore new concepts or ideas within your assignment.
   3. Write and/or publish in a field related to your discipline.
   4. Engage in research related to educational needs.
   5. Engage in a formal course of study related to the educational needs of the institution.
   6. Engage in activities in order to achieve recency in a technical field.
   7. Create a body of work (e.g. art, music composition or performance, etc.)
   8. Enhance performance through travel.

IV. Sabbatical Activities
Specify the activities you propose to undertake to accomplish the objectives cited in Section III above. Examples of such activities include, but are not limited to:
  1. Affiliation with a business, industry, or enterprise that will provide currency in a field related to your discipline.
  2. Creation of original work which may include objects d'art, manuscripts, research, editing, performable works of music, dance, and other professional activities.
  3. Enrollment in an accredited educational program leading to a degree or some portion thereof that is related to your discipline.

V. Benefits of the Sabbatical
Describe the benefits derived from the sabbatical for each of the following:
  1. Benefit to the student
  2. Benefit to the district (or college)
  3. Benefit to you as an educational professional

VI. Statements of Support
Faculty should endeavor to strengthen their sabbatical leave request with letters and/or statements of support from others.

VII. Application for Sabbatical Leave
A Application for Sabbatical Leave must be attached to the original copy of the request.

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SABBATICAL LEAVE - REQUEST SUBMISSION PROCEDURES

1. Application for sabbatical leaves will be made in writing using the appropriate form. By October 1 of the preceding academic year, the form will be sent (by the applicant) to Human Resources to certify the employee has met the service requirements, is in good standing, and meets other contractual and legal conditions for the requested sabbatical. upon certification by Human Resources, the form will be forwarded to the appropriate first-level manager who will determine whether the requested leave presents any major difficulties for the ongoing activity of the educational program. Upon recommendation by the first-level manager, the form will be forwarded to Faculty Senate by November 1 (14.10.1 CCFA Contract). .

2. The Faculty Senate Sabbatical Leave Sub-Committee will review the request. They will recommend approval or denial, or return the request for revision. After the sub-committee’s recommendation is discussed, the Faculty Senate will vote to approve or deny the Sabbatical request. After the signature of the Faculty Senate President is obtained, the request will be forwarded to the Office of the Associate Superintendent of Instruction and Institutional Effectiveness for his/her review and recommendation NO LATER than January 15 (14.10.2). The Office of the Associate Superintendent of Instruction and Institutional Effectiveness is responsible for forwarding all sabbatical leave requests which he/she approves for the consideration of the Governing Board not later than the first regular Board meeting in March, unless there are circumstances that preclude submission at the Board meeting. Sabbatical leave requests shall be accompanied by a written statement from the first level manager outlining the following:

  a. How many total instructional hours will be covered by adjunct faculty?
  b. How many, if any, total instructional hours will not be covered during the sabbatical?

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SABBATICAL LEAVE - CRITERIA FOR THE WRITTEN APPLICATION

1. The sabbatical request shall be as comprehensive and detailed as is necessary to permit meaningful review by the Faculty Senate, the Administration, and the Governing Board.

2. Sabbatical projects shall be of appropriate scope for the time requested.

3. The sabbatical request shall be written in a way that is clear, coherent, and in keeping with the standards of a professional educator, and free of errors caused by haste or carelessness.

4. The statement of specific objectives, the plan for achieving each objective, and the documentation to be submitted upon completion of the leave are clear, measurable, and in harmony with the general purpose of the leave.

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GENERAL CRITERIA OF THE SABBATICAL LEAVE COMMITTEE IN THE EVALUATION OF APPLICATIONS

It is the responsibility of the Faculty Senate to carry out the sabbatical leave policy as set forth in the agreement between the District and the CCFA. Because it believes in the value of sabbatical leaves, the Faculty Senate will do everything in its power to maintain the integrity of the leave and the integrity of the evaluation process.

The Faculty Senate is empowered to evaluate all applications for sabbatical leaves to determine that:

   a. the application has appropriate content and objectives that are likely to enhance professional development of the applicant and the educational program of the district (Sec. 14.10 CCFA        Contract); and
   b. the statement of specific objectives, the plan for achieving each objective, and the documentation to be submitted upon completion of the leave are clear, measurable, and in accordance with the general purpose of the leave.

The Faculty Senate does not rank proposals or applicants. The Faculty Senate's concern is to evaluate the applications to assure they conform to District policy and contain clear, measurable objectives which can be evaluated upon completion of the sabbatical. The purpose is to update and improve the capabilities of the faculty member upon his/her return to his/her regular assignment —a long-range goal, therefore, the Faculty Senate examines all applications with a sensitive respect for the faculty member's views of what will improve his/her value to the college.

It is the responsibility of the Faculty member to be sure that each application submitted reflects the thoughtful and careful attention that has been devoted to the selection of a project and the plans to realize it.

The Committee expects each application submitted to reflect the thoughtful and careful attention that has been devoted to the selection of a project and the plans to realize it. Both the applicant and the Faculty Senate should start with an assumption of good faith and a desire to resolve differences in a professional equitable manner. The Faculty Senate reminds each applicant that both the Faculty Senate and the applicant will be saved valuable time and energy if the application is prepared with scrupulous care for clarity and sharpness of statement.

The Faculty Senate will work cooperatively with each applicant to the best of its ability. When the Committee asks for clarification of anything in the application, it is exercising its mandate to protect the integrity of the sabbatical leave policy. In order to facilitate the evaluation of applications and offer assistance to applicants, the following formal procedures will be followed.

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FORMAL EVALUATION PROCEDURES OF THE SABBATICAL LEAVE SUB-COMMITTEE FOR APPLICATIONS

1. In evaluating sabbatical leave applicants, the first step will be the review of the statement of general purpose of each applicant.

  a. If questions are raised, the Committee will consult with the applicant and if necessary request a meeting. They may submit a written list of questions prior to the formal meeting.
  b. At this meeting, the applicant should present written clarification and revisions of his/her statement.
  c. The Committee may then request further clarification or vote on the application. If a majority of the members vote to reject the statement of general purpose, then the recommendation to the Faculty Senate is “Unacceptable.”
  d. If the Faculty Senate denies the application, the applicant will be notified in writing and will be given reason for the disapproval.

2. When the statement of general purpose is acceptable, consideration will then be given to the specific objectives, the plan to achieve them and the documentation to be submitted on completion of the leave.
  
  a. When these are acceptable, the Committee shall forward the application to the Faculty Senate, with the recommendation of “Acceptable.”
  b. If questions are raised by members of the Committee, the Committee will consult with the applicant and may submit the questions in writing. A formal meeting may be set up with the applicant.
  c. At this Committee meeting, the applicant should present written clarifications and revisions.
  d. If there are still unresolved issues after this meeting, the Committee may inform the applicant in writing of the unresolved issues and set up a final meeting.
  e. After the final meeting, the Committee shall vote to accept or reject the application and make recommendations to the Faculty Senate accordingly. The applicant shall be informed of the decision of the Faculty Senate. If the application is rejected, the applicant is to be informed of the reasons for the rejection in writing.
  f. The final Faculty Senate recommendation will be communicated in writing to the appropriate dean, the Associate Superintendent of Instruction and Institutional Effectiveness and the applicant.

3. Applicants whose leaves have been previously approved by the Sabbatical Leave Committee, but either not funded or not taken, will go through the same procedures as all other candidates (those listed above in 1 and 2).

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SABBATICAL LEAVES COMMITTEE PRELIMINARY REVIEW OF SABBATICAL LEAVE APPLICATIONS

Applications will be reviewed by a Sub-Committee of the Faculty Senate who will recommend one of the following:

• Acceptable for consideration.
• Acceptable with clarification.
• Unacceptable

Explanation of determinations:

Acceptable for consideration

The application is complete and clear, ready for consideration and evaluation by the Faculty Senate.

Acceptable with Clarification Needed
Editing and or proofreading is necessary, or missing information or explanation(s) should be added to enhance the Committee reader(s') understanding of the proposed activity (ies) before consideration and evaluation by Faculty Senate.

Unacceptable
Application needs major revision before it can be given consideration by the Faculty Senate or applicant may not meet eligibility requirements. The Committee will establish deadline dates for receipt of applications in need of revision.

A notification letter will be sent to each applicant regarding the status of his/her application by the Faculty Senate.

If the Sub-committee recommendation is “clarification needed” or “unacceptable,” the applicant’s revisions will come to the Faculty Senate within a week of date of the notification letter.

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GUIDELINES FOR DOCUMENTATION OF ATTAINMENT OF OBJECTIVES

In order that the Sabbatical Leave Sub-Committee may objectively evaluate the attainment of the objective(s) upon the completion of a sabbatical leave, the following description of documentation for various types of proposals is offered as a guideline:

1. FORMAL COURSEWORK AT AN EDUCATIONAL INSTITUTION OF HIGHER LEARNING
  A. An official transcript of grades (for an American or foreign accredited collegiate institution) or an official letter of verification (foreign institution only), signed by an appropriate authority indicating that your course of study has been completed satisfactorily.
  B. If a course is only "audited," this attendance must be verified in writing by:
    (1) the course instructor or other appropriate authority,
    OR
    (2) dated class notes taken during attendance in the course.

2. WORK EXPERIENCE
An official letter of verification, signed by the appropriate supervisor, administrator, or similar authority, that:
  a. indicates the name and place where the work was done
  b. indicates the type of work performed
  c. indicates the quantity of time spent working
  d. indicates the quality of work performed

3. TRAVEL / STUDY / VISITATION
  a. Travel itineraries (places, dates, time, etc.)
  b. Name, title, and address of person you may have interviewed, consulted, or collaborated with. Include date and synopsis of interview, consultation, or collaboration effort.
  c. Manuscripts, publications, papers, painting, drawings, photographic reproductions, copies, dated tape recordings, and/or similar materials, produced or acquired as a result of your activity and that meet the usual and accepted professional standards.
  d. Bibliography of material read, studied, and/or collected.
  e. Names, titles, places, dates, etc. of conferences, seminars, or meetings attended. Include synopsis of each activity.

4. RESEARCH/PROJECTS/OTHER CREATIVE WORK
  a. Names of the location(s) or institution(s) where your project/study was carried on, and the names and titles of authorities (or similar persons), if any, with whom it was conducted.
  b. If applicable, assurances of cooperation or authorization to conduct the project/ activity/study received from appropriate individuals, institutions, companies, or agencies.
  c. Manuscripts, publications, papers, paintings, drawings, photographic work, and/or other similar materials, developed or produced, as a result of your research, study, or other creative activity. These should be of a quality consistent with usual and accepted professional standards.
  d. Titles, places, dates, short description, and other evidence, if any, of any lectures delivered, and/or seminars, meetings, or conferences, in which you are an active participant.

5. REVISING YOUR SABBATICAL REQUEST/OBJECTIVES/ACTIVITIES
If due to extenuating circumstances during your sabbatical, it becomes necessary to revise your objectives or activities, you must notify the Faculty Senate Office in writing. You must explain the circumstance(s) that prevent you from completing the original plan and explain
what equivalent objectives or activities you plan to accomplish.

You will be held responsible, financially and otherwise, for accomplishing appropriate objectives and activities during your sabbatical leave.

Various combinations of the above may be considered, depending on the nature of your proposed activity and objectives. The above guidelines are meant to be suggestive and not all inclusive. Applicants may submit on their applications and other appropriate documentation.

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SABBATICAL LEAVE - THE SABBATICAL REPORT

Upon return from a sabbatical leave, in accord with the District’s contract with CCFA (14.10.6), the individual shall submit a detailed written report of the activities during the sabbatical leave (hardcopy and electronic copy). The report should detail how the objectives proposed in the sabbatical request have been accomplished by the activities that were undertaken.

The original report should be submitted to the appropriate dean along with the signature page, and a copy submitted to the Faculty Senate no later than the Friday of the fourth week of instruction, after return to regular assignment, as shown on the current Academic Calendar.

After the dean endorses the signature page, the original report should be forwarded to the Faculty Senate.

After approval by the Faculty Senate, the original report and signature should be forwarded to the Associate Superintendent of Instruction and Institutional Effectiveness no later than the eighth week of instruction.

The Associate Superintendent of Instruction and Institutional Effectiveness will prepare the Board agenda item. When the report is presented to the Governing Board, the faculty member shall attend the Board meeting for purposes of either addressing concerns or presenting a brief oral report.

The written report shall consist of the following:

1. A copy of the sabbatical request
2. A summary of the study, research, and/or travel completed while on leave.
3. A statement indicating how the leave will help the individual to render more effective service to the students, college, and instructor.
4. A transcript of the academic work completed, if applicable.
5. A copy of any research completed, if applicable.
6. A copy of any book or article completed, if applicable.

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SABBATICAL LEAVE - OTHER REPORTING

In an appropriate forum, sabbatical leave experiences/projects will be showcased providing the faculty member the opportunity to present highlights of his/her activities. This will allow for the sharing of the more significant outcomes and dissemination within the college with colleagues in other departments/disciplines/units who may also derive a benefit from the sabbatical experience.

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SABBATICAL LEAVE - GUIDELINES FOR PREPARING THE SABBATICAL LEAVE REPORTS

The following suggestions are made to assist certificated personnel in preparing sabbatical leave reports to facilitate acceptance by the Governing Board. These guidelines were prepared by the Sabbatical Leave Committee who review and recommend all sabbatical leave reports.

In preparing the sabbatical leave report:

1. Remember that the report is a comprehensive and concise account of the sabbatical activity(ies).

2. While on leave, collect pertinent materials (brochures, pamphlets, photographs, slides, etc.) and affix selected examples to your sabbatical report, where applicable.

3. While on leave, it is advisable to maintain a personal journal of sabbatical activities which will assist you in writing your report.

4. Consider discussing your report with colleagues who have completed recent sabbaticals and with members of the Sabbatical Leave Committee.

5. The report should include a clear description of research design and method(s) of investigation, if applicable.

6. The report shall include verification of units completed (transcripts or letter of completion by instructor, if applicable).

7. Conclusions reached should be clearly substantiated by citing appropriate research or other sources of data.

8. A clear distinction should be made between personal opinion, empirical results and results based upon true research of systems, theories, and data, etc.

9. The travel report, in particular, should have some specific form of scholarly approach with attention to detail, purpose and conclusion.

10. The unit member reporter should maintain a complete copy of the sabbatical report in his/her personal file.

11. The unit member reporter must submit a complete copy of the report to the Faculty Senate, no later than Friday of the fourth week of instruction following return to regular assignment (14.10.6 CCFA Contract) to the appropriate dean, and to the Associate Superintendent of Instruction and Institutional Effectiveness no later than Friday of the eighth week of instruction. (14.10.6 CCFA Contract).

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SABBATICAL LEAVE - REPORT FORMAT

The report shall be prepared on 8-1/2 x 11 paper. Copy shall be presented in manuscript form (unbound) in a 9 x 12 envelope. The report will later be uniformly bound by the college prior to submission to the Governing Board.

Use a thesis format. This is a professional document requiring proper English usage, grammar, spelling and punctuation.

The report shall have adequate margins for binding and be double-spaced for ease in reading.

The report shall be properly footnoted, if applicable.

Pages shall be numbered consecutively.

The sabbatical leave report shall include:

  1. Title page
  2. Copy of the sabbatical leave application proposal
  3. Statement of purpose (page/s)
  4. Table of contents (page/s) including headings, listings, data, plates or illustration, maps, charts, etc.
  5. Executive Summary (general summary of completed sabbatical)
  6. Body of report
  7. Conclusions (summary with statement of value to the college)
  8. Appendix (index, bibliography and other appendages)

For your information:

Before submission of the recommended report to the Governing Board, a signature page shall include the dated signatures of the applicant, the appropriate dean, the Faculty Senate President, and the Associate Superintendent of Instruction and Institutional Effectiveness.

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FORMAL REVIEW PROCEDURES OF THE SABBATICAL LEAVE SUB-COMMITTEE FOR REPORT

The role of the Faculty Senate’s review of the sabbatical report is to verify that the objectives and activities proposed in the sabbatical request have been accomplished. If there have been revisions, the reason(s) for the approved modification(s) must be adequately explained. The approved alternative objectives and activities must be described and accomplished.

1. In reviewing sabbatical leave reports, the sub-committee will consider the following:
  • Adequate description of activities undertaken
  • Adequate description of how the activities undertaken are related to the attainment of the objectives
  • Comprehensiveness
  • Examples of pertinent materials
  • Clear description of research design and methods of investigation (if applicable)
  • Verification of coursework units completed
  • Substantiates conclusions, cites research or other sources of data.
  • Distinguishes between personal opinion, empirical results, research results, theory
  • Uses scholarly approach with attention to detail
  • Pages numbered consecutively
  • Title page
  • Copy of sabbatical application proposal
  • Statement of purpose
  • Table of contents (headings, listings, data, illustrations, etc.)
  • Summary statement includes value to college
  • Contains pertinent appendices
  • Footnotes (if applicable)
  • Quality typed or professional hand calligraphy
  • Submitted by deadline date

2.
  a. If questions are raised, the sub-committee will consult with the faculty member and, if necessary, request a meeting. They may submit a written list of concerns prior to the meeting.
  b. At this meeting, the faculty member should present written clarifications/revisions of his/her report
  c. The sub-committee may then request further clarification or vote on acceptance of the report. If report is “Accepted” then that recommendation will be forwarded to the Faculty Senate for formal approval.
  d. If further clarifications/revisions are necessary, further consultations and/or a meeting may be scheduled. The concerns should be communicated to the faculty member in writing before the next meeting. If after voting on acceptance, there are still concerns, the recommendation of “Not Accepted” will be forwarded to the Faculty Senate for formal action.
  e. The final Faculty Senate recommendation will be forwarded to the faculty member, appropriate dean and Associate Superintendent of Instruction and Institutional Effectiveness. A report that is “Accepted” will have at the Faculty Senate President’s signature. A report that is “Not Accepted” will be forwarded without signature to the Associate Superintendent of Instruction and Institutional Effectiveness.

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