Class Cancellation Process

Corporate and Continuing Education/Avocational Course Development

www.pbsc.edu/academicservices/documents/CWE-Form.doc

Courses developed in Corporate and Continuing Education/Avocational should follow the procedure outlined below:

1. The course is developed by the program coordinator/manager.
2. Using the CCE/Avocational Form, the details of the course are listed, including a course title, description, course objectives and a calculation of any requested special course fees.
3. Form is approved by the Campus Academic Dean and/or Provost for CCE and avocational.
4. The completed and approved form is sent to newcourses@palmbeachstate.edu for loading into the PantherNet course dictionary – allow five business days for processing.

Enacted July 2006; revised July 2008; reviewed July 2010; revised July 2011

Continuing Contract Procedures

Please see 2020-2021 Continuing Contract Process for details.

Course Special Fee Procedure

Credit and CCP Courses

1. All Credit and CCP courses where a special fee is warranted must complete the Course Special Fee Data Entry form at www.pbsc.edu/academicservices/Special-Fee-Assessment-Worksheet-Form. Complete the form and email it for review and approval as directed. The form MUST include a “calculation method,” which details the costs associated with charging the special course fee.
2. The completed form is reviewed by the Vice President of Academic Affairs for approval by the District Board of Trustees (DBOT).
3. Each Credit and CCP course special fee will be reviewed on a three-year schedule or be adjusted as needed and justified. If adjustment is needed, a new fee form is completed online and submitted for review by the VPAA and approval by the DBOT.
4. Review Cycle: 2012-13, 2015-16, 2018-19, 2021-22

Special fees are categorized as follows:

• Science or health lab/clinical with chemicals, organic or other consumable supplies.
• Nursing or other health science class with specialized tools and supplies required for skills/competencies.
• Classes taught in computer labs with standard and/or specialized software, toner or supplies.
• Regular classroom course with intermittent instruction/use of computer lab.
• Technical/mechanical lab or studio with specialized tools or equipment.
• Technical/mechanical course with specialized tools, supplies, or other consumable items.
• E-learning course with software or other specialized delivery costs.
• Individual applied lessons in the performing arts.
• Computer networking, electronics, or specialized technical class with extraordinary software and/or hardware costs.
• Contracted fee paid by Palm Beach State College on a student’s behalf.

CCE and Avocational Courses

Any Special Fees for these types of courses are proposed on the CCE/Avocational Course Dictionary Form and approved by the Campus Academic Dean for CCE/Avocational courses.

Public Notice and Fee Approval

All course fees (excluding: Corporate and Continuing Education (CCE) fees, Medical Accident and Liability fees, and new courses requiring course fees) are to be publicly noticed twenty-eight (28) days prior to undergoing DBOT review and reviewed once per year, pursuant to F.S. 1009.23(20).

Section 20 states:

(20) Each Florida College System institution shall publicly notice and notify all enrolled students of any proposal to increase tuition or fees at least 28 days before its consideration at a board of trustees meeting. The notice must:

1. Include the date and time of the meeting at which the proposal will be considered.
2. Specifically outline the details of existing tuition and fees, the rationale for the proposed increase, and how the funds from the proposed increase will be used.
3. Be posted on the institution’s website and issued in a press release.

Course Fees are defined in Section 12(a):

(12)(a) In addition to tuition, out-of-state, financial aid, capital improvement, student activity and service, and technology fees authorized in this section, each Florida College System institution board of trustees is authorized to establish fee schedules for the following user fees and fines: laboratory fees, which do not apply to a distance learning course; parking fees and fines; library fees and fines; fees and fines relating to facilities and equipment use or damage; access or identification card fees; duplicating, photocopying, binding, or microfilming fees; standardized testing fees; diploma replacement fees; transcript fees; application fees; graduation fees; and late fees related to registration and payment. Such user fees and fines shall not exceed the cost of the services provided and shall only be charged to persons receiving the service. A Florida College System institution may not charge any fee except as authorized by law.

Enacted July 2004 in Section G from existing policy; revised July 2006, July 2009, July 2010, July 2011, July 2015, July 2019, January 2020

Credentialing Non-Employee

Paper, PantherNet and Online Process

1. Non-employees who are teaching courses for Palm Beach State College, and/or who will have access to student records: Please contact HR to complete the Student Records tutorial (FERPA).
2. Non-employees who will not be teaching courses for Palm Beach State, and/or who will not have access to student records: Begin with Step 2.
3. Non-employees should complete the Computer Use Agreement Form:
4. (https://www.pbsc.edu/academicservices/Computer-Use-Agreement) and submit to the Department Chair (or appropriate supervisor).
5. Department Chair (or appropriate supervisor) should complete the Non-employee Email Account Request Form (http://intranet.palmbeachstate.edu/hr/Documents/emailaccountrequest.pdf)
6. Department personnel should submit both completed forms to Human Resources. HR will certify completion of the forms and load the non-employee into PantherNet (which creates a Palm Beach State College email address, People Finder entry, and makes them available for PantherNet faculty credentialing).

Approval Process

To ensure maximum efficiency, it is suggested that this process start concurrently with the paper process, as listed above.

1. Submit Online Roster documentation (transcripts, etc.) for credentialing approval. All faculty credentialing requests should be submitted to the Academic Deans’ Council for credit, prep and CCP; for CCE and avocational, the associate dean or dean approves the credential.

   Academic Services will process the credential on PantherNet.

2. Once credentialed, the department can add the instructor to the class.

Note: All instructors tied to a course can view the class roster, but only the PRIMARY instructor can grade.

Enacted July 2005; reviewed July 2010; reviewed 2019

Curriculum Development

Academic Services facilitates curriculum development by offering consultations, access to course outlines and development resources, and support of the Palm Beach State College-wide Curriculum Committee activities.

Creating a New Course

Creating a new course involves steps to ensure that the new course is a necessary course for the College's curriculum. There are many reasons new courses are developed - changing degree needs, student interest, or new subject areas.

The first step in the process of creating a new course begins with the cluster and the Business Partnership Council (BPC) per discipline policy. Either a faculty member presents his or her idea to these groups or the cluster or BPC as a whole vote to develop a course. The cluster assigns member(s) to develop the course. If the cluster approves the initial course development, a faculty member is assigned to start the formal college process of course development and approval. This process is called the curriculum review process.

The curriculum review process to develop courses is a two-part process. Once the Course Addition Form is prepared, it is sent to Academic Services along with support documents (related course and program action forms, course outlines, Cluster and Business Partnership Council Minutes) electronically (email). The email should copy the cluster chair, associate dean and dean of the faculty developing the course. Then the course and its support documents are reviewed by Deans' Council. Deans' Council examines the curriculum action request to see what impact it will have on the college facilities, personnel and budget. If the Deans' Council approves the course development, the course addition is added to the agenda of the college-wide Curriculum Committee. The Curriculum Committee examines the course in detail related to the Course Dictionary, Degree Audit and impact on other courses and programs. The Curriculum Committee makes a recommendation to the Vice President of Academic Affairs (VPAA) who gives final approval for the curriculum action. Unless an exception is authorized by the VPAA, all curriculum action goes into effect according to the Curriculum Action Timeline on the Curriculum website following the approval of the VPAA.

Keep in mind that a new course (other than an AA course or a Developmental Ed course) must be included in a program and cannot be created as a stand-alone course.

Documents Submitted for New Course Action:

• Course Addition Forms
• Course Outline
• Cluster Minutes (Required); BPC Minutes (Optional)
• Program Addition/Revision Form (Except for AA/Dev Ed Courses)
• Program Learning Outcomes (Except for AA/Dev Ed Course)
• Other Course Action Forms
• Curriculum Forms - www.pbsc.edu/Curriculum-Development-Forms

Revising a Course

Revising an existing course involves steps to ensure that all areas of the College affected by the revision understand the change and are aware of its ramifications. There are many reasons courses are revised - updating outdated offerings, meeting state-wide discipline committee decisions, and complying with business partnership recommendations.

The first step in the process of revising an existing course begins with the cluster. An individual faculty member or an entire cluster will decide revisions are needed for an existing course. If the cluster approves the idea, a member will be assigned to begin the formal process of course revision and approval. This process is called the Curriculum Review Process.

The curriculum review process to develop courses is a two-part process. Once the Course Revision Form is prepared, it is sent to Academic Services along with support documents (related course and program action forms, course outlines, Cluster and Business Partnership Council Minutes) electronically (email). The email should copy the cluster chair, associate dean and dean of the faculty revising the course.

The Curriculum Committee examines the proposed revisions to a course to determine impact on the Course Dictionary, Degree Audit and other departments and programs across the college. The Curriculum Committee makes a recommendation to the Vice-President of Academic Affairs (VPAA) who gives final approval for the curriculum action. Unless an exception is authorized by the VPAA, all curriculum action goes into effect according to the Curriculum Action Timeline on the Curriculum website following the approval of the VPAA.

Keep in mind that a revised course (other than an A.A. course or a Developmental Ed course) action may include a program action submission as well.

Documents Submitted for Revised Course Action:

• Course Revision Form
• Course Outline
• Cluster Minutes (Required); BPC Minutes (Optional)
• Program Addition/Revision Form (Except for AA/Dev Ed Courses)
• Program Learning Outcomes (Except for AA/Dev Ed Courses)
• Other Course Action Forms
• Curriculum Forms - www.pbsc.edu/Curriculum-Development-Forms

Delete an Existing Course

Deleting an existing course involves steps to ensure that all areas of the College affected by this curriculum action are aware of the ramifications of this action. Course deletion is the removal of a course from the Palm Beach State course offerings. There are many reasons courses are deleted - updated or outdated offerings, state-wide discipline committee or accrediting agency requests, and business partnership council recommendations.

Removing a course from one program list which is still included in other program lists is not a course deletion. Rather this is a program revision action.

The first step in the process of deleting an existing course begins with the appropriate cluster. The cluster will review needs assessments, college enrollment records and/or state requirements, and decide on curriculum changes involving the deletion of a course. Once the full cluster approved the deletion, a designated cluster member begins the formal process of course deletion. This process is part of the Curriculum Review Process.

Course deletion requires the Course Deletion Form. Once the form along with needed support documents (program addition/revision form, cluster and/or BPC minutes, and program learning outcomes) is completed, it is sent to Academic Services along with support documents (related course and program action forms, course outlines, Cluster and Business Partnership Council Minutes) electronically (email). The email should copy the cluster chair, associate dean and dean of the faculty deleting the course. The Curriculum Committee examines the proposed course deletion for impact on the Course Dictionary, Degree Audit System and other programs and certificates. If approved, a recommendation is made to the Vice- President of Academic Affairs (VPAA) who gives final approval for the curriculum action. Unless an exception is authorized by the VPAA, all curriculum action goes into effect according to the Curriculum Action Timeline on the Curriculum website following the approval of the VPAA.

Keep in mind that a deleted course (other than an A.A. course or a Developmental Ed course) action may include a program action submission as well.

Documents Submitted for Deleted Course Action:

• Course Deletion Form
• Cluster Minutes (Required); BPC Minutes (Optional)
• Program Addition/Revision Form (Except for AA/Dev Ed Courses)
• Program Learning Outcomes Form (Except for AA/Dev Ed Courses)
• Other Course Action Forms
• Curriculum Forms - www.pbsc.edu/Curriculum-Development-Forms

Create a New Program

Adding a new program or program concentration involves steps to ensure that this curriculum action is adequately justified and that all areas of the College affected by the addition are aware of its ramifications. This action will require Deans' Council approval, President's Cabinet approval and Palm Beach State District Board of Trustees approval. There are many reasons new programs/program concentrations are developed - emerging community training needs, basic student interest or new, state-approved subject areas.

The first step in the process of creating a new program/program concentration begins with the cluster. A faculty member presents his or her idea to the cluster or the cluster as a whole decides that a new program or program concentration is warranted in the discipline. If the cluster approves the idea, a faculty member is assigned to begin the formal process of program development and approval. This process is called the Curriculum Review Process.

The Curriculum Review Process is a multi-part process. For new programs, the hosting campus Provost is included in the signature process. This is accomplished by preparing a New Program Proposal Form Steps 1 & 2 following the guidelines noted on the form and gathering all the required signatures. Once final approval is given, then a Program/Concentration Addition Form is prepared. The signed Program Proposal forms and the rest of the supporting documents (related course and program action forms, course outlines, Cluster and Business Partnership Council Minutes) are sent electronically to Academic Services electronically by email. The email should copy the cluster chair, associate dean, dean of the faculty and the host campus provost creating the program. This full packet will be submitted to the President’s Cabinet for approval and Deans' Council for approval by the VPAA.

President’s Cabinet and Deans' Council examine this curriculum action to see what impact it will have on the College facilities, personnel, academic resources and budget. If approved, the Program/Concentration Addition action is added to the Palm Beach State Curriculum Committee agenda for consideration.

The Curriculum Committee examines the curriculum action details for impact on the Course Dictionary, Degree Audit and other programs and certificates. If approved, the Curriculum Committee makes a recommendation to the Vice-President of Academic Affairs (VPAA) who gives final approval for the curriculum action.

Once approved by VPAA, the new program/program concentration is submitted to the District Board of Trustees (DBOT) for approval. This process is a two DBOT agenda read and approval process. Unless an exception is authorized by the VPAA, all curriculum action goes into effect and will be advertised according to the Curriculum Action Timeline on the Curriculum website following the approval of the VPAA and the DBOT.

If the cluster is creating a new program or certificate that has never been offered in Florida, once the VPAA approved the program creation, further steps must be taken to seek Department of Education approval to offer this program in the state of Florida. The cluster will work with Academic Services to put together the necessary state forms and approvals.

If a new program constitutes a substantive change to the offerings of the institution, the originator is required to complete a form (www.pbsc.edu/sacs) justifying the change which may lead to additional follow up actions with SACSCOC.

Documents Submitted for New Program/Concentration Action:

• New Program Proposal Form with Signatures
• Program/Concentration Addition Form
• Other Course and Program Forms Related to the Addition
• Course Outlines
• Cluster/BPC Minutes
• Create a New Statewide Program (If necessary)
• Substantive Change Form (If necessary)

Program Revision

Revising an existing program involves steps to ensure that all areas of the College affected by the revision understand the changes that will be made and are aware of their ramifications. There are varied reasons programs are revised - updating outdated offerings, meeting state-wide discipline committee decisions, and complying with business partnership recommendations.

The first step in the process of revising an existing program begins with the cluster. The cluster or a designated sub-committee will review needs assessments, College records and/or state requirements and outline program revisions it deems necessary. Once the full cluster approves the changes, a designated cluster member will begin the formal process of program revision and approval. This process is part of the Curriculum Review Process.

Program revision requires a Program/Concentration Revision Form to be completed. Once this form and its' support documents (cluster minutes, Business Partnership Council Minutes, course addition, revision and deletion forms) are gathered, they are submitted to Academic Services electronically (email). The email should copy the cluster chair, associate dean, and dean of the faculty revising the program. This packet will be added to the Palm Beach State Curriculum Committee agenda.

The Curriculum Committee examines the proposed revisions to the program to determine the impact on the Course Dictionary, Degree Audit, and other programs and certificates. The Curriculum Committee makes a recommendation to the Vice-President of Academic Affairs (VPAA) who gives final approval for the curriculum action. Unless an exception is authorized by the VPAA, all curriculum action goes into effect according to the Curriculum Action Timeline on the Curriculum website following the approval of the VPAA.

Program Concentration Revision Needing DBOT Approval

In some cases, if the program revision involves deleting a program concentration from the College offerings, this action needs President’s Cabinet and Deans' Council approval to be considered by the Curriculum Committee. In these instances, this action will need DBOT approval once VPAA approves the Curriculum Committee approval. Contact Academic Services for clarification if you plan to submit this type of action.

Delete an Existing Program or Program Concentration

There are many reasons programs, or program concentrations, are deleted - outdated offerings, state-wide discipline committee or accrediting agency decisions, or Business Partnership Council recommendations.

Deleting an existing program or program concentration involves steps to ensure that this curriculum action is adequately justified and that all areas of the College affected by the deletion are aware of its ramifications. Deletion of an existing program or program concentration requires approval by the VPAA, Deans' Council, President's Cabinet, President, Palm Beach State District Board of Trustees and SACSCOC approval of Teach Out Plan(s) prior to implementation.

Programs must first initiate the Program Termination Procedure outlined in the Academic Management Manual’s Section G. Once this has been initiated, the program may proceed with the curriculum action to the delete the program.

The first step in the curriculum change process of deleting an existing program or program concentration begins with the cluster. The cluster will review needs assessments, college enrollment records and/or state requirements, and outline program revisions it deems necessary. Once the full cluster approved the deletion, a designated cluster member will begin the formal process of program or program concentration deletion. This process is part of the Curriculum Review Process.

For complete program deletion and program concentration only, a Program Deletion Form is prepared and sent with support documents (Cluster minutes, Business Partnership Council Minutes, and related curriculum forms) to Academic Services electronically (email). The email should copy the cluster chair, associate dean, and dean of the faculty revising the program. The full packet is sent to Deans’ Council and President’s Cabinet for approval.

In the case of a deleted program, Deans' Council examines the justification for the deletion and the impact on the College offerings and resources. If the deletion is approved, the topic of the program deletion is put on the President's Cabinet agenda for discussion and recommendation to the Palm Beach State Board of Trustees. President's Cabinet approval of this action initiates the creation of a Board Packet by the VPAA office for presentation to the Board of Trustees. The Palm Beach State DBOT approval is a two agenda reading and approval process. After the DBOT approval, the College catalog text is revised for the next edition. The Curriculum Committee is notified by the VPAA of the decision of the Board of Trustees as an FYI and the time frame for completion of the deletion of the program is established. The originator of this curriculum action is notified by Academic Services when the Board of Trustees ratifies the program deletion.

Create a New Program at the State Level

New degree programs, program concentrations or certificates identified through the program review process can be proposed as new programs to the State. The first step is to submit the normal paperwork for creating a new program through the Palm Beach State curriculum process (New Program Proposal Form Steps 1 & 2, Palm Beach State Deans' Council review, President’s Cabinet Review, Curriculum Committee Review, Vice President Academic Affairs review). If the new program or certificate is approved through the Palm Beach State Curriculum Review Process, the following documents will need to be submitted to the Florida Department of Education Workforce Development office for authorization and inclusion in the state program inventory.

The State Submission documents required:

Statement of Justification – This should include a list of the occupations for which the curriculum prepares students, and data on the number of jobs and job openings in the region in the identified occupational titles.

1. Curriculum Framework – This document details the program including major concepts/content, laboratory activities, and intended outcomes. To locate the state curriculum framework for the program or certificate being developed go to www.FLDOE.Org/Workforce/CTE-Curriculum-Frameworks
2. Student Performance Standards – This document details the competencies of the intended outcomes.
3. Program Outline – Course list that will constitute the degree program or certificate.
4. Course Outlines – Course outline for each of the courses in the degree program or certificate.
5. New Program Submittal Form – The Submittal Form will need to be completed.
6. Sample Articulation Agreement – The state requires a sample articulation agreement from high school to the post-secondary level of education. The articulation agreement only needs to be proposed.

The entire package is submitted to the Florida Department of Education Workforce Development Office of the Department of Education by Academic Services. Academic Services will work with the cluster creating the program or certificate to facilitate the process and ensure that the package is complete. This process can take from 3 months to a year to complete.

Enacted July 2004 in Section G from existing policy; revised July 2005; reviewed July 2006. July 2007, July 2008, July 2009, July 2010, July 2016; revised July 2018, July 2019

Faculty Credentialing

Step 1 – Potential Instructor formally applies to Palm Beach State

All potential instructors should formally apply to the college to ensure eligibility to work in the United States and submit copies of their transcript through the online application system, Workday.

Step 2 – Prepare the Faculty Roster

For Credit, College Preparatory and CCP Faculty –

All faculty who teach Credit, College Preparatory and CCP courses must have a Dean submit to the Deans’ Council a completed online Faculty Credential Request, listing relevant degrees, coursework, certifications, licenses, and verified work experience (if applicable based on credentialing criteria). The Dean should carefully review the candidate’s credentials to ensure strict compliance with the credentialing guidelines prior to sending the faculty roster for a full Deans’ Council and VPAA review and approval. When reviewing graduate transcripts which include both semester and quarter hours, each graduate course in the discipline should be listed on the online Faculty Credential Request with the appropriate placement of graduate semester hours in the credit hour column, using the conversion formula below. For individuals whose graduate transcript shows all quarter hours, there is a minimum of 27 graduate quarter hours is required for credentialing. Conversion of all credit hours should be made to semester hours when both types of credit have been taken. The online system will automatically compute these formulas on the form.

Formulae:	1 quarter hour	=	.667 semester hour
	1 semester hour	=	1.5 quarter hours

Example: An individual possesses a Master’s degree in the discipline with 15 graduate semester hours in the discipline, and a second transcript from another accredited institution with 5 quarter semester hours:

5 quarter semester hours x .667	=	3.335 equated semester hours
15 semester hours+3.335	=	18.335 semester hours

Additional Notes:

1. Undergraduate classes taken as an undergraduate cannot count towards graduate hours in the discipline.
2. Courses taken that are described as eligible for counting towards a Bachelor’s degree or graduate degree may be counted if the course is taken after admission into graduate school and if it is counted towards the graduate degree in the appropriate discipline.

For CCE and other noncredit Faculty

All faculty who teach CCE and other noncredit courses (avocational and lifelong learning) must have the appropriate Dean/Associate Dean and/or Program Director approve the completed online Faculty Credential Request, which must include information on degrees and any relevant certifications, experience and/or licensures. This online request is submitted directly to Academic Services without a Deans’ Council review.

Step 3 – VPAA and Academic Deans’ Review

An Academic Dean will submit the faculty credential for review through the Online Faculty Credentialing Database (OFCD) Web page, which can be accessed at the following link:

https://www.pbsc.edu/academicservices/information-and-reference/faculty-credentialing-tools.aspx

A unanimous “approve” vote must be recorded; if the “approve” vote is not unanimous, the credential must be reviewed during a regularly scheduled Academic Deans’ meeting. All applicants with foreign credentials (defined as awarded in a country other than the United States of America or one of its territories) must be evaluated by one of the Palm Beach State College approved foreign transcript evaluation and translation services on the following Web page:

https://www.pbsc.edu/academicservices/information-and-reference/faculty-credentialing-tools.aspx

The VPAA Has Final Approval of Credit/Prep/CCP Faculty Rosters.

All faculty must meet the stated credentials in this manual. In exceptional cases, faculty not meeting the stated criteria may be considered for appointment using the following guidelines:

Exceptions to stated faculty credentials occur in two cases:

1. The faculty member has outstanding professional experience and demonstrated contributions to the teaching discipline, which may be presented in lieu of formal academic preparation.
2. The faculty member has training in a closely related discipline and the competencies needed to teach the course objectives were covered in the related disciplines.

In these cases, the Dean and/or Associate Dean must provide documentation as to how the faculty member’s experience and/or education allows him/her to teach the objectives in the course, using the Justification and Exception form, located in the forms section of the manual and online at: www.pbsc.edu/academicaffairs/Justification-&-Documentation-Exception-to-the-Credentialing-Criteria-Requirements-form.

This information must also be copied into the online faculty roster through the OFCD.

Step 4 – Loading Faculty Credentials on the PantherNet System

After the credential has been approved by the VPAA and the Academic Deans’ for Credit/Preparatory/CCP, or by a Dean or Associate Dean/Program Director for CCE/avocational, a copy of the credential request will be automatically sent to the Academic Services office along with the online voting results. The faculty member will then be loaded onto the PantherNet system by Academic Services (provided that the person has been loaded as an applicant/employee by Human Resources).

Step 5 – Official Transcripts sent to Human Resources

The faculty member is responsible for ensuring that official transcripts are sent to Human Resources. If the Human Resources office has not received the adjunct’s official transcript in the initial term in which they are teaching, they cannot continue to teach in subsequent terms at Palm Beach State until such time the official transcript is received. This is College policy and must be followed.

Enacted July 2004 in Section G from existing policy; reviewed July 2010, July 2019

Faculty Hiring Procedures

The following information is the process for full-time faculty, temporary full-time faculty, and full-time CCP Instructors, including timelines and process steps for committees.

Position Vacancy Forms

The following MUST appear on the vacancy form (in addition to all the other boxes which need to be completed):

1. Courses to be taught: Identify all courses that this position will teach.
2. Minimum Qualifications: This should be exactly what the Credential Manual states for the discipline or program position to be filled.

Any reference to teaching experience preferred or required, should not be stated (it can be part of the grid for evaluation, but will not be stated in any description, ad, etc.) The statement “Ability to demonstrate the use of technology in the classroom; must be able to use the technology required for the course” MUST appear in this box on all position vacancy forms. If there are other requirements, such as licenses/certifications, that should be part of stated requirements (it should also be in the credential manual).

Faculty Transfers

Faculty transfers will be announced in November and will close in December. Positions will be noted as budget approved or contingent upon budget approval. HR will give the applications for faculty transfer to the applicable Dean. Offers will be made no later than February 1.

Timeline and Overview

Process	Timeline
1. Identification of needed faculty positions	August
2. Create Job Requisition in “Workday System”. Please review Job Requisitions Job Aid under Workday Training:	September
3. Faculty Transfer announcements	September
4. Faculty positions be posted/advertised	October
5. Close date for faculty positions	November
6. HR application review	December
7. Academic Affairs receives all applications for prescreening in the Workday System	December
8. Academic Screening Committees receive applicant pools for screening. Committee membership must be approved by HR. Standard scoring grids available through HR for application, resume and transcripts should be used. The grid can be altered if approved through Human Resources. The VPAA must review all potential interview candidates using the Faculty Roster Form submitted by the hiring Dean.	January
9. Final decision on new positions to be filled through budget process	February
10. Interviews are scheduled for candidates. Questions must be approved by HR. Telephone interviews can be used as an initial interview process if there are many applicants, but it is not a required step if the number of applicants is small. All applicants should bring a transcript copy to the interview.	January/February
11. Recommendations on recommended applicants for each faculty/CCP Instructor position (no more than three) forwarded to Deans’ Council with the following documents: The Top Three MUST have:    a. Completed Faculty Rosters (paper version)    b . Scanned Transcripts    c . Strengths/Weaknesses sheet with scores on interview, microteaching, and essay	February/March
12. VPAA makes final recommendation of new faculty to the President, per Board Policy 6Hx-18-5.21. All faculty positions should be complete by May.	February/March
13. Recommendations made to the District Board of Trustees	March/April

Department Checklist for Full-Time Faculty/Instructor Hiring

Before the Term Begins

1. Provide any additional information Human Resources may need to process faculty member/instructor.
2. Email faculty member/instructor on accessing Palm Beach State College email.
3. Provide textbooks (preferably sent to the faculty member/instructor’s home).
4. Email faculty member/instructor their teaching assignments for the upcoming term.
5. Monitor that the faculty member/instructor has created a faculty Web page, created and uploaded compliant syllabi, and certified the textbooks they use – Provide link to this Web page - https://www.pbsc.edu/academicservices/information-and-reference/academic-affairs-policies-and-documents/faculty-webpage-syllabi.aspx which has Web page/syllabi information, and this page: https://www.pbsc.edu/academicservices/information-and-reference/academic-affairs-policies-and-documents which has textbook certification information.
6. Assign the faculty member/instructor an office and ensure office has furnishings and is clean.
7. Work with IT on a computer, either using the computer of the faculty member they replaced or securing a new computer (faculty can choose desktop or laptop).
8. Work with IT on a telephone line and phone number for the faculty member.
9. Process paperwork on key requests (door key and desk/cabinet keys).
10. Provide the faculty member with a mailbox in the department office area/workroom.
11. Provide information on obtaining a parking sticker.
12. Request electronic copies of syllabi for the semester.
13. Obtain copy of faculty/instructor schedule including office hours, lunch breaks, college business, teaching – total must be 35 hours – enter data into PantherNet and post on faculty door. See templates at: www.pbsc.edu/academic-affairs-policies-and-documents/Office-Hours-Templates
14. Process IRM (Instructor Resource Management) contracts for all classes – pre and final contracts. Copy of final contract is sent to HR.

During the Term

1. Ensure that faculty/instructors are accessing rosters and checking that all students in class are on the roll.
2. Remind faculty/instructors on mid-term grading procedures.
3. Remind faculty/instructors on student assessment procedures.
4. Remind faculty/instructors to post syllabi for the next term by published deadlines.

As the Term Ends

1. Remind faculty/instructors on grading procedures
2. Check grading reports for “I” and “L” grades - follow-up with faculty/instructor
3. Obtain copy of grade book for filing (should include grades for all assignments) using end-of-term check-out sheet (example) https://www.pbsc.edu/academicservices/documents/End-of-Term-Checkout

Enacted July 2006; revised July 2007, July 2008, July 2009, July 2010, July 2011; July 2013; July 2018; July 2019

Faculty Meetings

Before classes begin in the fall, each campus holds the following meetings:

1. New faculty/instructor meeting
2. Fulltime faculty and/or adjunct meeting
3. Department chair meeting (separate or inclusive)

1. Letter/email to all full-time faculty and department chairs informing of semester start-up activities
   1. Welcome back letter with district/campus activities
   2. District links to convocation or a PDF attachment of the summary of pre-fall term faculty/instructor activities along with convocation agenda
   3. Academic calendar
   4. Campus start up dates/events at a glance
   5. Flyer for all faculty meeting
2. Department chairs receive the above along with the following
   1. Extra duty day dates
   2. District training/workshop
   3. Campus meeting

Adjunct Orientation

1. Encourage all faculty to attend adjunct orientation meeting
2. Letter should be sent to all adjuncts inviting them to the meeting
3. New Faculty Experience (NFE)
4. Agenda items for meeting should include
   1. College and specific campus information
   2. Introductions of campus administration, department chairs, and faculty
   3. Campus and college activities
   4. Academic calendar
   5. Faculty Handbook supplemented with campus handbooks
   6. Key dates for faculty: college closings, exam schedule, grade due dates
   7. Campus maps
   8. Faculty resources on campus
   9. Academic policies
   10. Campus tour
   11. Class roster, grading, attendance, syllabus template
   12. E-mail, keys

Enacted July 2011; updated July 2019

Field Observation Procedures for Teacher Education

www.pbsc.edu/field-observation

Students enrolled in EDF 2005 Introduction to The Teaching Profession and EDF 2085 Introduction to Diversity for Educators are required to complete 15 hours of Field Observation (FO) for each course. Students enrolled in EPI 0950 Teaching Methods Practicum are required to complete 30 hours of practicum.

The purpose of the field observation is to provide meaningful learning experiences for pre-service educators in accordance with state mandated guidelines for teacher preparation. Through the field observation, students should have an opportunity to:

• Observe best practices and techniques for effective classroom management
• Connect theory with practice
• Assist students in career decisions
• Develop personal skills and values

Field Observation Process

Students required to complete field observation for EDF 2005, EDF 2085, and EPI 0950 will have a variety of ways to complete this observation. Through a public school, charter school, and private school setting, students may select the venue that works the best for them.

Field Observation in a Palm Beach or Martin County public school follows a strict placement procedure that includes a Level 2 security clearance or Martin County Security Clearance Letter and placement through the Academic Services Office. Charter, private, and out-of-county school (Broward, Hendry) placements can be arranged by the student through self-placement and may have different requirements for security clearance. All field observation placements must be approved by the Palm Beach State course instructor prior to initiation.

THE CODE of ETHICS and THE PRINCIPLES of PROFESSIONAL CONDUCT of THE EDUCATION PROFESSION in FLORIDA is explained in the State Board of Education Rule 6B-1.001. In addition to observing the mandated code, Palm Beach State students are strongly advised to respect the internal rules of the school.

• Attendance and Punctuality - Schools, administrators, and teachers run on tight daily schedules, so be mindful of their time. Arrive at the school 10-15 minutes early. Follow the cooperating teacher’s directions at all times and do not become a distraction in the classroom. Notify the cooperating teacher if a personal emergency arises. Leave a message if necessary.
• Appearance - Follow the school dress code and dress professionally. Avoid revealing and provocative clothing and jewelry; leave sandals, sneakers, shorts, jeans, sleeveless shirts and flashy and facial jewelry at home. Maintain a clean and neat appearance all times. Make a good impression.
• Conduct - Demonstrate professional behavior at all times. Avoid negative comments about the college, school staff, students, and/or the cooperating teacher. Please remember that you are there to quietly observe.
• Confidentiality - Classroom work with students is always confidential. You may have access to "privileged information" which, naturally, should be treated as such. "Privileged information" is defined as personal records, grades, test scores, behavior and attitude of students. Keep your observations on a professional level. You must not divulge information to which you may have access.

THE CODE of ETHICS* and THE PRINCIPLES of PROFESSIONAL CONDUCT** for THE EDUCATION PROFESSION in FLORIDA is explained in the State Board of Education Rules 6A-10.080 and 6A-10.081 (6B-1.001). In addition to observing the mandated codes, Palm Beach State students are strongly advised to respect the internal rules of the school.

• Attendance and Punctuality - Schools, administrators, and teachers run on tight daily schedules, so be mindful of their time. Arrive at the school 10-15 minutes early. Follow the cooperating teacher’s directions at all times and do not become a distraction in the classroom. Notify the cooperating teacher if a personal emergency arises. Leave a message if necessary.
• Appearance - Follow the school dress code and dress professionally. Avoid revealing and provocative clothing and jewelry; leave sandals, sneakers, shorts, jeans, sleeveless shirts and flashy and facial jewelry at home. Maintain a clean and neat appearance all times. Make a good impression.
• Conduct - Demonstrate professional behavior at all times. Avoid negative comments about the college, school staff, students, and/or the cooperating teacher. Please remember that you are there to quietly observe.
• Confidentiality - Classroom work with students is always confidential. You may have access to "privileged information" which, naturally, should be treated as such. "Privileged information" is defined as personal records, grades, test scores, behavior and attitude of students. Keep your observations on a professional level. You must not divulge information to which you may have access.

Please see the Field Observation website for details.

*Rulemaking Authority 1001.02, 1012.51, 1012.53 FS. Law Implemented 1012.32, 1012.34, 1012.51, 1012.53, 1012.795, 1012.796 FS. History-New 3-24-65, Amended 8-9-69, Repromulgated 12-5-74, Amended 8-12-81, 7-6-82, Formerly 6B-1.01, 6B-1.001.

**Rulemaking Authority 1001.02, 1012.51, 1012.53 FS. Law Implemented 1012.32, 1012.34, 1012.51, 1012.53, 1012.795, 1012.796 FS. History-New 7-6-82, Amended 12-20-83, Formerly 6B-1.06, Amended 8-10-92, 12-29-98, Formerly 6B-1.006.

Enacted July 2006; revised July 2008, reviewed July 2010; revised July 2013, revised July 2016

Foreign Language Evaluation for Baccalaureate Degree

www.pbsc.edu/Programs/Baccalaureate-Degree/Foreign-Language-Requirements

Baccalaureate students must meet the provision of Florida Statute 1007.262 regarding the statewide foreign language requirement as an exit requirement. Students must have completed two sequential foreign language courses in high school or at the postsecondary level. American Sign Language I and II is an approved sequence per Florida Statute 1007.2615.

Florida Statute 1007.262 Foreign language competence; equivalence determinations.]

The Department of Education shall identify the competencies demonstrated by students upon the successful completion of 2 credits of sequential high school foreign language instruction. For the purpose of determining postsecondary equivalence, the department shall develop rules through which community colleges correlate such competencies to the competencies required of students in the colleges’ respective courses. Based on this correlation, each community college shall identify the minimum number of postsecondary credits that students must earn in order to demonstrate a level of competence in a foreign language at least equivalent to that of students who have completed 2 credits of such instruction in high school. The department may also specify alternative means by which students can demonstrate equivalent foreign language competence, including means by which a student whose native language is not English may demonstrate proficiency in the native language. A student who demonstrates proficiency in a native language other than English is exempt from a requirement of completing foreign language courses at the secondary or community college level.

History.—s. 353, ch. 2002-387; s. 117, ch. 2007-217.

1Note.—Section 21, ch. 2010-70, directs the Division of Statutory Revision to prepare a reviser’s bill to substitute the term “Florida College System institution” for the terms “Florida college,” “community college,” and “junior college” where those terms appear in the Florida K-20 Education Code.

Florida Administrative Code - 6A-10.02412 Foreign Language Competence and Equivalence

The provisions herein shall be used by Florida College System institutions to determine equivalency, pursuant to Section 1007.262, F.S., between two (2) credits in one (1) foreign language at the secondary level and the equivalent at the postsecondary level.

1. The competence to be demonstrated by students upon successful completion of two (2) credits of secondary instruction in one (1) foreign language is:
   1. Modern languages.
      1. The ability to understand, with some repetition, simple questions and statements.
      2. The ability to read and understand the information presented in a simple paragraph.
      3. The ability to pronounce the language well enough to be intelligible to native speakers.
      4. The ability to ask and answer questions and maintain a simple conversation in areas of immediate need on very familiar topics.
      5. The ability to deal with everyday situations such as greetings, leave-takings, buying food, and asking directions.
      6. The ability to write a short paragraph on a familiar topic.
      7. The ability to demonstrate limited social competence in the foreign culture by showing comprehension of common rules of etiquette, customs and sensitivities, and a knowledge of contributions to the arts and humanities by the people who speak the target language.
   2. Classical languages.
      1. The ability to read and understand materials ranging from low to medium levels of difficulty; that is, adapted text.
      2. The ability to give a reasonably accurate account of the contents of the reading material by answering questions, paraphrasing, translating, or summarizing.
      3. The ability to demonstrate knowledge of history, culture, and contributions to the arts and humanities of ancient civilizations.
2. Completion of a postsecondary course at the elementary 2 level in one (1) foreign language or American Sign Language (ASL) shall be considered to produce the competence specified in subsection (1) herein.
3. Students may demonstrate completion of the competencies specified in subsection (1) herein by other means as determined by the Florida College System institution.

Rulemaking Authority 1001.02(1), 1007.262 FS. Law Implemented 1001.02, 1007.262 FS. History–New 2-23-88, Amended 10-17-89, 11-13-90, 10-4-93, 11-21-05, 6-25-14.

Procedure for Determining Proficiency in a Foreign Language (other than two years of High School Instruction or one year of College Instruction in a Foreign Language).

For Students who are proficient in a foreign language through means other than high school or college instruction, the student may choose to show proficiency through a faculty evaluation of a student’s native language. The faculty member must be a native speaker of the language to be evaluated.

1. Student downloads the Faculty Evaluation of Students Native Language form at: Faculty Evaluation of Students Native Language form and submits the form to the Bachelor’s Degree Office.
2. Bachelor’s degree programs office identifies a native speaker of the language. If a native speaker cannot be located among Palm Beach State College Faculty, the student cannot use this procedure.
3. Faculty member assess the student’s writing, reading, speaking and listening skills and completes the evaluation form.
4. The faculty member submits the form to the Bachelor’s Degree Office.
5. If the faculty member has certified the highest-level ability on all four categories on the form, the Bachelor’s Degree office will update the student’s records that the foreign language requirement has been satisfied and the form will be scanned to the student’s electronic file.

Enacted July 2011; revised July 2014; reviewed July 2019

General Education Review Procedure

There are two types of review for general education. First, a full review of the general education philosophy, learning outcomes, and coursework in both A.S. and for the A.A. degree is an important College-wide process undertaken periodically, typically about every five years. Second, courses can be considered for the addition or deletion of a general education course designation in between the full review. Each process is driven by faculty and guided by the General Education Council (“the Council”). The Council is comprised of faculty representatives from each general education area.

Full Review of the Philosophy, Outcomes, and Coursework

1. The process may be initiated by the Vice President of Academic Affairs (VPAA) or the General Education Council.
2. The Council helps prepare draft documents of the current general education philosophy, learning outcomes, and coursework for cluster review and input. The cluster system allows faculty College-wide to provide input into the review process.
3. Clusters make recommendations on changes to the general education philosophy, related institutional learning outcomes, and for the addition or deletion of general education courses. The recommendations are compiled for Council review.
4. The Council incorporates these recommendations into draft changes to the general education philosophy, outcomes, and/or coursework. Changes are sent to faculty College-wide electronically and/or clusters for a second review.
5. New comments and recommendations on the draft document are compiled by the Council for review.
6. The Council prepares a final recommendation document for submission to the VPAA for final review and approval.
7. The approved changes to the general education philosophy and coursework are communicated to the college community and will take effect the following fall term.

Review of General Education Course Changes Outside of the Full Review

General education course offerings are established based on several criteria, some of which are required by the Florida Department of Education (FLDOE¹) and/or the College’s regional accreditor, the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC²). Other factors include scheduling, curriculum, and transfer processes and general education requirements for the associate of science (A.S.) and bachelor’s degree programs. Faculty who wish to request the addition or deletion of a general education course designation may do so outside of the full review process if all criteria are met and the process is followed.

Process to Request the Addition of a General Education Course Designation

1. Faculty identify the benefit to students in the PBSC associate in arts (A.A.), associate in science (A.S.), or bachelor degree programs, and identify any impact to their transfer to in-state public universities, if the general education designation is added.
2. Cluster faculty meet with clusters in the proposed general education area for the course, and with the program directors or associate deans of any program that may be affected if the general education designation is added.
3. Originating cluster approves, formally documenting justification and cluster agreement/approval in the minutes.
4. All clusters in the proposed general education area must document in their minutes the number of cluster faculty for and against the proposed addition of the course to the general education area.
5. Cluster chair or designee must complete the Course Change Request to Add General Education Designation Form (page 2) and submit to Academic Services.
   • Form: www.pbsc.edu/curriculum-development/documents/gen-ed-course-designation-add-2019.pdf
   • Academic Services email: whitec2@palmbeachstate.edu
6. Curriculum Coordinator forwards as an agenda item to the General Education Council chair.
7. General Education Council chair coordinates meeting date and time with cluster representative(s).
8. Cluster representatives from the submitting cluster and any clusters in the proposed general education area meet with the General Education Council to discuss request.
9. General Education Council makes recommendation to Curriculum Committee through Academic Services.
10. Curriculum Committee makes recommendation to the Vice President of Academic Affairs (VPAA).
11. VPAA makes recommendation to the District Board of Trustees (DBOT) for final decision (per DBOT policy 6Hx-18-2.01³).
12. Approvals become effective in the subsequent academic year if catalog scheduling permits (the year after otherwise).

Criteria for General Education Courses

Courses that count toward the required general education credits must meet criteria established by the College, the state, and SACSCOC. General education courses…

• …support the PBSC general education philosophy and at least one applicable institutional learning outcome.⁴
• …fit within at least one pathway (based on meta majors until formal pathways are announced).⁵
• …support internal programs and transfer to in-state public universities.
• …fit within one of the following areas: communication, humanities (literature and fine arts), mathematics, natural science, and social science to align with state and accreditation requirements.⁶
• …include “high-level academic and critical thinking skills” to align with state requirements.¹
• …contribute to general education as a whole, rounding out the “breadth of knowledge” to align with regional accreditation requirements... reinforce cognitive skills, and not be focused on “skills, techniques, and procedures specific to the student’s occupation or profession” to align with regional accreditation requirements.⁷

Requesting the Deletion of a General Education Course Designation

The FLDOE has established several general education “core” courses. These are noted at PBSC as “Tier 1” courses. The general education designation cannot be removed from a core course. Additionally, faculty who wish to request the deletion of a general education designation from a non-core course must review and report the potential implications of the change before moving forward for action.

Process

1. Faculty identify any impact on students in the PBSC associate in arts, associate in science, or bachelor’s degree programs, and identify any impact of their transfer to in-state public universities, if the general education designation is removed.
2. Cluster faculty meet with program director or associate dean of any program that may be affected if the general education designation is removed. This meeting should verify alternate provisions for prerequisite or corequisite courses if the course to be removed is a prerequisite or corequisite course for the program.
3. Cluster approves, formally documenting the justification and cluster agreement/approval in the minutes.
4. Cluster chair or designee must complete the Course Change Request to Delete General Education Designation Form and submit to Academic Services.
   • Form: www.pbsc.edu/curriculum-development/documents/gen-ed-course-designation-delete-2019.pdf
   • Academic Services email: whitec2@palmbeachstate.edu
5. Curriculum Coordinator forwards as an agenda item to the General Education Council chair.
6. General Education Council chair coordinates meeting date and time with cluster representative(s).
7. Cluster representative(s) meet(s) with the General Education Council to discuss request.
8. General Education Council makes recommendation to Curriculum Committee through Academic Services.
9. Curriculum Committee makes recommendation to the Vice President of Academic Affairs (VPAA).
10. VPAA makes recommendation to the District Board of Trustees (DBOT) for final approval (per DBOT policy for Curriculum Control, #6Hx-18-2.01)^8.
11. Approvals become effective in the subsequent academic year if catalog scheduling permits (the year after otherwise).

Process enacted July 2004 in Section G from existing policy. Revised July 2009, July 2010, July 2011; July 2014; March 2019; June 2020.

¹FL Statute 1007.25: http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=1000-1099/1007/Sections/1007.25.html

²SACSCOC Principles of Accreditation: Foundations for Quality Enhancement (2017, pp.20-22): http://www.sacscoc.org/pdf/2018PrinciplesOfAcreditation.pdf

³DBOT Policy #6Hx-18-2.01: https://www.pbsc.edu/boardoftrustees/Documents/BoardPolicies/Section2/2.01.pdf

⁴PBSC General Education Philosophy and Learning Outcomes: https://www.pbsc.edu/ire/CollegeEffectiveness/ilos-2018/gen-ed.aspx

⁵Meta-majors at PBSC: https://www.pbsc.edu/academicservices/curriculum-and-programs/metamajor.aspx

⁶FL Statute 1007.25: http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=1000-1099/1007/Sections/1007.25.html; SACSCOC Principles of Accreditation: Foundations for Quality Enhancement (2017, pp.20-22): http://www.sacscoc.org/pdf/2018PrinciplesOfAcreditation.pdf

⁷SACSCOC Principles of Accreditation: Foundations for Quality Enhancement (2017, pp.20-22): http://www.sacscoc.org/pdf/2018PrinciplesOfAcreditation.pdf

⁸DBOT Policy #6Hx-18-2.01: https://www.pbsc.edu/boardoftrustees/Documents/BoardPolicies/Section2/2.01.pdf

Incomplete Grade Documentation Procedure

The purpose of Incomplete Grade documentation procedure is to provide the associate dean’s office with information about how a student is to complete an Incomplete (I) grade.

• There have been several situations where a student returned to the college to complete the necessary assignments to complete course requirements in association with the “I” grade. However, in each case, the instructor was not available; the student could not be guided towards successful completion of the required course assignments.
• The completed form and accompanying documentation will reside with the faculty member and the associate dean’s office. The department chair should also keep a copy for incomplete grades issued by adjunct instructors. The form is not intended for use by the registrar or the dean of student services; it is an internal form within each associate dean’s office. It is still the faculty member’s responsibility to grade the materials once they are submitted by the student.
• The form is not intended for use by the registrar or the dean of student services; it is an internal form within each associate dean’s office. It is still the faculty member’s responsibility to grade the materials once they are submitted by the student using an official Grade Change form: www.pbsc.edu/Change-of-Grade-Form
• The purpose of the form is not to give permission to the faculty member to issue an “I” grade. The associate dean signs the form to assure both faculty and student that s/he is aware of the agreed arrangement and will support that arrangement in any way needed.

Incomplete Grade Form:

https://www.pbsc.edu/academicservices/documents/INC-Grade-Form.docx

Enacted July 2006; reviewed July 2010; July 2019

Instructional Overloads

An instructional overload is defined as any teaching assignment that exceeds the standard/expected teaching load of any full-time faculty member as specified in the Agreement between the District Board of Trustees of Palm Beach State College and the United Faculty of Palm Beach State College otherwise known as the Collective Bargaining Agreement.

The following guideline pertains to that portion of a full-time faculty member’s workload committed to teaching that exceeds their minimum instructional obligation of 5 courses (45 load points or 15 credit hours) per semester or 10 courses (90 load points or 30 credit hours) per academic year.

Full-time faculty may be asked (but not required) to teach, or they may request (but may not be granted), credit classes beyond the minimum/maximum credit hour assignment as defined in the current Collective Bargaining Agreement. Such assignments will be based on the needs of the College and determined on a case-by-case basis by the Dean and Vice President of Academic Affairs in consultation with the supervising administrator (e.g. Associate Dean).

Ultimately, such an overload assignment must not encroach upon, prevent, constrain or compromise the faculty member’s performance or fulfillment of their other obligations (e.g., service on committees; maintenance of instructional quality; office hours; attendance at cluster, departmental, divisional or college-wide activities and events).

To be eligible to teach an overload, a faculty member must have met or exceeded expectations in all areas or aspects of their annual performance appraisal. A faculty member may be approved to teach a two-course overload (usually an additional 18 load points or 6 credits) each semester. Exceptions to this rule may be authorized only by the Vice President of Academic Affairs in consultation with the Dean of Academic Affairs.

July 2020

Leave for Commencement Procedure

District Board of Trustees policy 6Hx-18-5.60 states:

The academic procession at Commencement exercises shall be composed of all faculty members on duty. Commencement is a paid duty day, and faculty members are expected to participate unless their absence is specifically authorized by the Vice President of Academic Affairs and approved by the President in advance.

To request leave for Commencement:

1. The Faculty member completes a time off request in Workday.
2. If the member is requesting leave for commencement due to a medical condition, a medical release should be submitted to the supervisor for signature and then to Human Resources at least two weeks before commencement, for determination if a reasonable accommodation can be made that would facilitate attendance at commencement.
3. The faculty’s immediate supervisor will email VPAA, notifying him that a request has been submitted in Workday.
4. If approved by the VPAA, a list of faculty time off requests will be forwarded to the President for final approval.
5. The VPAA will notify the Supervisor if the time-off request has been approved.

Material Selection Rubric

The College Affordability Task Force developed this Material Selection Rubric in 2017. The Task Force proposes an organized, systematic process in which the cluster selects textbooks and ancillary course materials based on sound academic decisions and prices.

The process was modeled in part after a textbook selection process used by the PBSC Math Cluster. Usually, the Math Cluster selects committees for the courses in need of new course materials. These selection committees will then have publishers present their products to them. After the presentations, the committees make recommendations to the Math Cluster for adoption.

Design of this rubric accounts for quality, affordability, and many other factors necessary for choosing the best textbooks for a course. This rubric will need adaptations depending on each Cluster’s needs. The Task Force is confident that this rubric will help the selection committees choose the best course materials for the students. When selecting course material, the math selection committees use criteria that are closely associated with this rubric to assist in unifying course material selection.

Link to Material Selection Rubric

New Faculty Campus Orientation Procedure

1. The first week of August a letter, with attachments, will be sent from the campus academic dean to each new faculty member welcoming them to the institution and communicating to them their schedule for orientation, convocation, and other campus activities.
2. The following should be included in the welcoming letter:
   1. District links to convocation or a PDF attachment of the summary of pre-fall term faculty/instructor activities along with the Convocation agenda
   2. Link to campus and Lake Worth maps
   3. Campus activities
   4. New faculty campus orientation agenda
   5. Transferring faculty members should be invited (not required to attend) to campus
   6. Campus start-up dates/events at a glance
   7. Flyer for all faculty meeting
3. Either in packet or in campus orientation, provide information regarding
   1. Department chair contact
   2. Direct supervisor contact
   3. Building support personnel contact
   4. Instructional Support contact
   5. Workroom locations
   6. Mail room locations
   7. Academic community list
   8. Quick start guide for Outlook Voice Access
4. Agenda for New faculty campus orientation
   1. Welcome and breakfast
   2. Introductions
   3. Presentation and/or Walking Tour of campus resources (Facilities, security, MTIS/ISC, student services, PTLC, SLC, LLRC, other)
   4. Campus activities

Enacted July 2011

IRE Recommendation Procedure - New Programs

New Programs – Institutional Research and Effectiveness (IRE) Cycle

On a three-year cycle, the office of Institutional Research & Effectiveness will research and identify new programs to propose as part of the college’s Institutional Effectiveness process. Various national and state databases will be used to research new and emerging needs for the College’s Service area. A program assessment form (sample located at www.pbsc.edu/academicservices/Sample-Assessment) will be produced to assess the current and future job market, costs to start the program and projected FTE. A meeting will be held with campus Provosts and Deans to assess campus capability of starting the proposed new programs. If the program is approved, it is to be brought through the established curriculum process.

IRE Recommendation for New Programs – Response to Emerging Business and Industry Need

At any time, new programs may be researched in response to an emerging need or other College initiative. The College official guiding such an effort must complete the following form to assess need, cost, and benefit to the College: Palm Beach State College - New Program Proposal Form. The campus approved form is then forwarded to the VPAA for approval through the President’s Cabinet.

Enacted July 2007; revised July 2010; revised June 2016; revised January 2020

Off-Campus College Activity

When students enrolled in a class are required to participate in or attend an off-campus college activity under control of Palm Beach State College, each student must complete the following forms:

1. Release, Hold Harmless and Indemnification Agreement Release, Hold Harmless and Indemnification Agreement Student Participant
2. Emergency Information & Medical Treatment Form Emergency Information and Medical Treatment Form - Student Activities

Enacted July 2011

Pilot Project Procedures and Guidelines

Pilot projects are defined as projects where changes are proposed that affect changes in curriculum (courses and programs), textbooks and tests for diagnostic purposes.

The Pilot Project Form is to be used for faculty or staff who wish to pilot a project involving changes in curriculum (courses and programs), textbooks and tests for diagnostic purposes.

The pilot projects’ expected outcomes should reflect the College’s mission and strategic plan, which can be viewed at www.pbsc.edu/ire/StrategicPlanning/default.aspx.

The maximum duration of a pilot project is one academic year, with the opportunity to continue for an additional year if approved by the VPAA.

The person proposing the pilot project submits the completed form to their Academic Dean, to be reviewed by the Deans’ Council.

The Deans’ Council will make a recommendation on approving/not approving to the Vice President of Academic Affairs.

The VPAA notifies the campus dean on the final decision. The campus dean will notify the person proposing the pilot project as to the approval status.

If approved, the campus academic dean provides oversight of the pilot project.

Enacted July 2006; reviewed July 2010, updated July 2017; July 2019

Prior Learning Assessment

The complete policies and procedures for prior learning are found in Section I of the Academic Management Manual. The categories of Prior Learning are defined below. The Prior Learning website is located at www.pbsc.edu/priorlearning-Assessment

Challenge Exams

Palm Beach State College has identified certain courses within the curriculum as being eligible for earning credit or hours through a challenge examination. If the student achieves a passing score on the examination, credit or hours will be awarded to the student's transcript.

Palm Beach State Course Equivalency

This is a process for granting college credit or clock hours for previously earned CCP or credit course work towards a CCP or credit certificate or an A.A. or A.S. degree. Also, students who have taken and passes courses in certain CCP programs at Palm Beach State may apply for granting of credit by following this process.

Prior Learning Portfolio

Palm Beach State College has developed a portfolio-based system of demonstrating that a student has achieved the course objectives for A.S. and CCP courses. This process involves a written portfolio which is prepared under the guidance of a program instructor or faculty member.

Career Pathways/Tech Prep Articulation from the School District of Palm Beach County

Palm Beach State College has an agreement with the School District of Palm Beach County to accept certain combinations of course work taken at the high school along with an assessment to qualify for awarding of college credits.

Discipline Related Prior Learning Forms

• Advanced Placement of Apprenticeship Courses

  Students enrolled in Palm Beach State apprenticeship programs may be advanced placed into the curriculum by awarding hours for courses in which they been evaluated as meeting the competencies of the course.

• Health Core Courses for CCP Programs

  Each student enrolled in a health credit or CCP program where HSC 0003 or PRN 0022 is required may meet this requirement by documentation of having the course competencies achieved through coursework or work experience.

• FDLE Corrections Academy or Law Enforcement Academy to Criminal Justice AS Degree

  Students who have taken classes through a FDLE Law Enforcement Academy and have passed the Florida State Certification Exam will be granted credits toward the Criminal Justice A.S. degree. The student requesting credit for prior learning credit must complete the prior learning assessment form and present it to the Chair of the Criminal Justice Program for approval. If the application is approved by the Chair, and the Academic Dean, it will be forwarded to the registrar for processing.

• Dental Assisting to Dental Hygiene

  Students who have earned the Dental Assisting credential and are graduates of an ADA (American Dental Association) accredited dental assisting program will be granted 19 hours of coursework. The student must have passed all dental science courses with a grade of ‘C’ or higher no more than five years prior to the Dental Hygiene application deadline date.

• Radiologic Technology

  Students who have earned their ARRT (American Registry of Radiologic Technologists) credential and are graduates of a JRCERT (Joint Review Committee on Education in Radiologic Technology) accredited radiography program have the opportunity be granted 45 hours of coursework towards the A.S. degree in Radiography.

• Florida Fire College to Fire Science

  Students who have taken classes through the FSFC (Florida State Fire College) from a credentialed instructor will be granted the appropriate credit hours for FFP courses that are approved by the Fire Science Director. The student requesting credit for FFP classes taken through the FSFC must complete the prior learning assessment form and present it to the Fire Science Director for approval. If the application is approved by the Director, and the Dean of Public Safety, it will be forwarded to the registrar for processing.

• EPI Course Equivalency for EPI 0010

  Students who have successfully taken and documented FOR-PD Reading Competency 2 through the School District of Palm County within the last five (5) years or have passed [with a ‘C’ or higher] and documented a course from an accredited college or university with an outline comparable to EPI 0010 within the last five (5) years may qualify for this equivalency. The student must also complete a portfolio. The student requesting the credit for EPI 0010 must complete the prior learning assessment form and present it to the Institute for Teacher Education manager for approval.

For more detail, please see Section I.

Enacted July 2004 in section G from existing policy; revised July 2005, July 2006, July 2007, July 2008, July 2009, July 2010, July 2016; July 2019

Program Assessment

1. Program Learning Outcomes Assessment - Please see Section L.
2. General Education Assessment - Please see Section L.
3. Program Health Indicators - Please see Section K.

Enacted July 2004 in Section G from existing policy; revised July 2008, July 2009; reviewed July 2010

Program Termination Procedure

1. If a campus deems that a program should be terminated, the campus shall submit in writing to the Vice President of Academic Affairs (VPAA):
   1. A completed Program Termination Form (Palm Beach State College - Academic Affairs - Program Termination Form)
   2. The SACSCOC Substantive Change Assessment Form (Palm Beach State College - Academic Affairs - Substantive Change Form).
      In order to comply with SACSCOC procedure for program closures, the Program Termination Form must include the following information:
      • Rationale for termination
      • HR Impact:
        • names and titles of affected faculty and staff
        • plan for notification, redeployment or assistance finding employment in the event of their termination
      • Facilities & Property Impact:
        • classroom space disposition
        • equipment and asset disposition,
      • Student Impact:
        • names of students in the program
        • indication of whether students will incur additional cost additional cost to students and
        • teach-out plan(s) for these students*
        • identify any additional costs students will incur from the teach out plan and how students will be notified of this expense
      • Other accrediting bodies for program (in addition to SACSCOC)

Note: Please contact Academic Affairs for additional requirements if a Teach-out agreement with another institution will be implemented.

2. If the VPAA approves the termination request, it will be taken to the President’s Cabinet for recommendation. If the President’s Cabinet recommends approval, the request shall be moved to the President for final approval. If not, then it will be sent back to the campus with comments.
3. Upon the President’s approval, the Teach-out Plan will be submitted to SACSCOC for approval.
4. The curriculum committee is copied on the program termination and the teach-out plan is presented to the curriculum committee as a “for your information” item. Note: The program must also initiate all appropriate changes to the curriculum associated with the program closure using established PBSC curriculum change procedures.
5. Upon SACSCOC approval each student must be notified in writing of the program termination and given the approved “teach-out” plan and timeline for program completion.
6. The VPAA Office will file required paperwork with appropriate college and accreditation bodies to include the District Board of Trustees and the Southern Association of Colleges and Schools.
7. A college-wide email is distributed announcing program termination.
8. A final report is prepared by the campus and submitted to the VPAA Office when the last students have completed the program.

Enacted July 2004 in Section G from existing policy; revised July 2008; reviewed July 2010; revised July 2018

Program Transfer Procedure

The following are guidelines for the transfer of programs and/or disciplines between Palm Beach State College campuses. This procedure must be started at least one year in advance of the proposed move. Prior to a recommendation for program transfer, a meeting should be held between the original and receiving campus leadership. Items to discuss and resolve are:

1. Rationale for transferring program. The rationale should be clear and documented for ease of sharing with the receiving campus. History of program, its enrollment, completers and other data should be shared.

Space

1. Necessary size and numbers of classrooms
2. Lab requirements, wet and dry
3. Computer requirements (hardware and software), entire lab or supplemental (will computer equipment be moved, or need to be requested in the budget process at the new location)
4. Storage, especially for special materials and equipment (inside and outside of classroom)
5. Office space for faculty and support staff
6. Support services in SLC, library, media services or other areas

Curriculum Issues

1. Status of program, pending curriculum changes
2. Number of majors
3. Completion rates
4. Library resource needs (already in place, to be moved or needs to be requested in the budget cycle at the new location)
5. Relationship to other academic programs
6. SACSCOC Substantive Change Implications (see www.pbsc.edu/academicaffairs/spd-page.aspx)

Budget

1. Plan for changes in budget, personnel.
2. Discussion of any need for new budgets or separation of current budgets.
3. Are any Fund-2 or grants associated with the transferred program?

After the above discussion, a recommendation to transfer program/discipline is referred to the Academic Deans’ Council; a recommendation from the Deans’ Council to the President’s Cabinet; VPAA recommends to the President. In addition, SACSCOC will have to be notified, and a substantive change application will be prepared and filed.

2. If a recommendation has been approved by the President, the following guidelines should be followed:

Course Management

1. Who will hire adjuncts, load sections, and do adjuncts (PAFs); for which terms?
2. Confirmation of the course wheel
3. Is the program free standing, i.e. AS, or located within an existing department?
4. Plan for transfer of credentialing rosters, transcripts and personnel files from one associate dean’s office to another.
5. Facility classification and usage notification to facilities
6. Sections reallocation
7. Who is responsible for deliverable/accountability during transfer?

Communication of above information by original and receiving campus leadership:

1. To VPAA, Academic Leadership Council, Provosts
2. To students
3. To Business Partnership Council, community, related business interests
4. To College Relations and Marketing
5. Computer Resources, LLRC, Media Services
6. To Payroll, Purchasing, Business areas

Enacted July 2006; revised July 2007, July 2008, July 2009, July 2010, July 2019

Release Time Procedure and Guidelines

1. Department Chair release time - see current Collective Bargaining Agreement (Collective Bargaining Agreement July 1, 2018-June 30, 2019)
2. The Academic Deans’ Council may assign release time per academic year for each of the following areas:
   1. Professional Teaching and Learning Center
   2. Music auditions and productions
   3. Theatre production
   4. Program/Regional accreditation
   5. Grant activities (if provided through grant)
   6. Presidential and/or Academic Affairs initiatives
   7. Service-Learning
3. Release time will be available college-wide for curriculum development of new courses and programs.
   1. It is the responsibility of the institution to assign a full load to a faculty member. Release time should not be used to complete the teaching load.
   2. All release time requests are submitted to the VPAA for review and action.
   3. Release time is approved by the President upon recommendation from the Vice President of Academic Affairs.

Enacted July 2004 in Section G from existing policies; revised July 2008; reviewed July 2010, revised 2012; reviewed July 2019

Request for Advancement in Rank

The forms below will help guide the process for advancement in rank for bargaining unit full-time faculty members.

Request for Advancement in Rank - Coursework or degree in-field - Form to request advancement in rank using courses or a degree that is within the faculty member's assigned area of specialization: https://www.pbsc.edu/academicservices/Academic-Rank-Form-(in-field)

Request for Advancement in Rank - Coursework or degree outside the area of specialization - Form to request advancement in rank using courses or a degree that is outside of the faculty member's assigned area of specialization: https://www.pbsc.edu/academicservices/Academic-Rank-Form-(out-of-field)

Enacted January 20068 in Section G from existing policy; reviewed July 2010

Sabbatical Leave Guidelines and Timeline

The guidelines for Sabbatical Leave are found in the current Collecting Bargaining Unit Agreement (Collective Bargaining Agreement July 1, 2018-June 30, 2019). Sabbaticals are granted dependent upon available budget.

Timeline:

• 1st week of October - Announcement is made by email to all faculty by the Vice President of Academic Affairs (VPAA) that applications for Sabbatical Leave for the following academic year are due by December 1.
• December 1 - Sabbatical Leave applications are due to VPAA.
• 1st week of December - Applications are sent to the Sabbatical Leave Committee for review and ranking.
• 2nd week of December - Sabbatical Leave Committee returns their ranking of the applications and the VPAA's office prepares a final ranking sheet which is used to determine the final outcome.
• 1st or 2nd week of January - Faculty (and their Deans/Provosts) are notified that their names will be placed on the Board agenda for approval of Sabbatical Leave, and they are invited to attend the meeting to be introduced to the Board.
• February - Sabbatical Leave Awards are placed on the DBOT agenda for approval. An announcement is made to the college of the recipients of the awards following the Board meeting.

Enacted July 2004 into Section G from existing policy; reviewed July 2010; updated July 2019

Staff and Program Development

www.pbsc.edu/academicaffairs/spd-page.aspx

Funds for Staff and Program Development (S&PD) for all Academic areas are in the budget of the Vice President of Academic Affairs. To request funds for travel or an activity that enhances teaching and learning, full-time faculty and staff in the Academic areas of the College will send proposals to the Vice President of Academic Affairs. An S&PD Committee (comprised of faculty, staff, and administrators) will review the proposals and make recommendations to the Vice President of Academic Affairs.

Please see the following document for complete details: Academic Affairs S&PD Guidelines

S&PD Deadlines: Academic Affairs S&PD Proposal Deadlines (VPAA)

Proposal Form-A: Academic Affairs S&PD Proposal Form-A (Travel & Non-Travel Activities)

Activity Report Form - Academic Affairs S&PD Activity Report Form-D (All Activities)

Enacted July 2004 into Section G from existing policy; revised July 2005, July 2006, July 2007, July 2008, July 2009, July 2010

Student Complaints and Grievances

Resolution of student complaints and grievances are important to student success. Palm Beach State College recognizes that sometimes a student feels unfairly treated or would like further clarification of a rule or policy. If a student’s problem is not resolved at the initial point of inquiry, students are encouraged to use the Student Problem Resolution Form found on their PantherWeb page.

This form generates an incident report that is routed to the appropriate administrator for resolution through our management software system called Maxient (internal link only). The record of the complaint in Maxient provides one place to document and appropriately resolve all student complaints.

July 2019

Substantive Change Policy and Procedure

1. Purpose: Compliance with the Substantive Change for SACSCOC Accredited Institutions Policy Statement.
2. Policy: No employee of Palm Beach State College will implement any change to a College Program, College Campus, College Campus Offerings, Off-site Location, District Board of Trustees Policy or Program Delivery Method that might create a substantive change without the approval of the Substantive Change Review Committee.
3. Process for Submission: Faculty and/or staff must submit changes for assessment and/or approval:
   1. Substantive Change Assessment Form (Form 1). This form must be submitted for each type of change as outlined in the Substantive Change Responsibility Chart. The Substantive Change Assessment form will be required of every curriculum action that adds or modifies a program. Submission of the form for other types of changes is the responsibility of the initiator of the proposed change (i.e., relocating a program, new facility, or a new campus). The form is submitted to the Substantive Change Review Committee.
   2. Campus Off-Site Course Approval Web Form - This Web form is submitted for each off-campus site utilized by the campuses. The form is submitted to the Substantive Change Review Committee.
4. Process for Review: The Substantive Change Assessment Form and the Campus Off-Site Course Approval Forms will be reviewed by the Substantive Change Review Committee (consisting of the Vice President of Academic Affairs, the Dean of Curriculum, the Dean of Baccalaureate Studies, the Director of Institutional Research & Effectiveness and the Manager of Assessment). Forms must be submitted at least 90 days before the term starts. Any further actions required to be filed with SACSCOC will be coordinated by the Colleges’ SACSCOC Liaison.

Substantive Change Responsibility Chart

Type of Change	SACSCOC Procedure	Prior Notification Required	Time Frame for Contacting SACSCOC	Prior Approval Required	Documentation	Palm Beach State College Responsibility and Approval
Initiating coursework or programs at a different level than currently approved. (College Program)	1	No	12 months	Yes	Application for Level Change Due Dates: March 15 (for June review); September 1 (for December review)	NA – already approved at baccalaureate level
Initiating off-campus sites where student can obtain 50% or more credits toward a program (including but not limited to Early College High School, dual enrollment programs offered at a high school, and certificate programs that are not at employer’s request and not on short notice) (Off-Site Location)	1	No	6 months	Yes	Cover Sheet Prospectus (See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS) Due dates: January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation	R: VPAA A: President, DBOT
Expanding at current degree level (significant departure from current programs)1 (College Program)	1	No	6 months	Yes	Cover Sheet Prospectus (See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS) Due dates: January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation	R: VPAA A: President, DBOT
Expanding program offerings at previously approved off- campus sites by adding programs that ARE significantly different from current programs at the site AND at the institution (College Program)	1	No	6 months	Yes	Cover Sheet Prospectus (See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS) Due dates: January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation	R: VPAA A: President, DBOT
Initiating degree completion programs (College Program)	1	No	6 months	Yes	Cover Sheet Prospectus (See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS) Due dates: January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation	R: VPAA A: President, DBOT
Initiating a branch campus (see definition of “branch campus” on p. 3 of SACSCOC document) (College Campus)	1	No	6 months	Yes	Cover Sheet Prospectus (See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS) Due dates: January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation	R: VPAA A: President, DBOT
Initiating distance learning by offering 50% or more of the first program for the first time (Program Delivery Method)	1	No	6 months	Yes	Cover Sheet Prospectus (See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS) Due dates: January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation	R: VPAA A: President, DBOT
Relocating a main or branch campus (College Campus)	1	No	6 months	Yes	Cover Sheet Prospectus (See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS) Due dates: January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation	R: VPAA A: President, DBOT
Entering into a contract with an entity not certified to participate in USDOE Title IV programs if the entity provides 25% or more of an educational program offered by the SACSCOC accredited institution (College Program)	1	No	6 months	Yes	Cover Sheet Prospectus (See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS) Due dates: January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation	R: VPAA A: President, DBOT
Initiating dual or joint degrees involving program expansion (significant departure) or initiating a new site where student can obtain 50% or more credits toward a program (College Program; Off-Site Location)	See SACSCOC Policy “Agreements Involving Joint and Dual Academic Awards”	No	6 months	Yes	Cover Sheet Prospectus (See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS) Due dates: January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation Copy of signed agreement, contact information for each institution, and additional details on non-SACSCOC institution(s) involved. See Policy	R: VPAA A: President, DBOT
Initiating dual or joint degree with at least one institution not accredited by SACSCOC (College Program)	See SACSCOC Policy “Agreements Involving Joint and Dual Academic Awards”	Yes	At least 6 months prior to implementation	Yes	Acceptance of notification, copy of signed agreement, contact information for each institution, and additional details on non-SACSCOC institution(s). See Policy	R: VPAA A: President, DBOT
Initiating a program or courses delivered through cooperative academic arrangement	2	Yes	At least 6 months prior to implementation	No	Acceptance of notification, copy of signed agreement, contact information for each institution/entity	R: VPAA A: President, DBOT
Initiating a direct assessment competency-based program (College Program)	See SACSCOC Policy “Direct Assessment Competency-Based Education Programs”	Yes – Screening Form		Yes	Submit “Screening Form” with Letter of Notification. Upon SACSCOC review, a Prospectus may also be required. Due Dates: March 15 (for June review); September 1 (for December review)	R: VPAA A: President, DBOT
Initiating a merger/consolidation with another institution (DBOT Policy)	See SACSCOC Policy “Merger/ Consolidation, Acquisition, Change of Ownership, and Change of Governance, Control, Form or Legal Status” – Substantive Change for SACSCOC Accredited Institutions Policy Statement	Yes	December 15 (for June Review); June 1 (for December review)	Yes	Cover Sheet Institutional Summary Form Prospectus (See Appendix in SACSCOC Policy: “Merger/Consolidation, Acquisition, Change of Ownership, and Change of Governance, Control, Form or Legal Status” Policy Statement) Due Dates: March 15 (for June review); September 1 (for December review)	R: VPAA A: President, DBOT
Changing governance, ownership, control or legal status of an institution (DBOT Policy)
Acquiring an institution or location (including programs) of another institution (DBOT Policy)
Adding a permanent location at a site where the institution is conducting a teach-out for students from another institution that is closing (DBOT Policy)
Initiating a certificate program at a new off- campus site at employer’s request and on short notice (previously approved program) (College Program; Off-Site Location)	1	No		Yes	Cover Sheet Modified Prospectus Contact Commission Staff	R: VPAA A: President, DBOT
Initiating a certificate program that is a significant departure from previously approved programs at employer’s request and on short notice (College Program)	1	No		Yes	Cover Sheet Modified Prospectus Contact Commission Staff	R: VPAA A: President, DBOT
Adding a site under a U.S. military contract for a previously approved program (Off-Site Location)	1	No		Yes	Cover Sheet Modified Prospectus Contact Commission Staff	R: VPAA A: President, DBOT
Altering significantly the length of a program (College Program)	1	No		Yes	Cover Sheet Modified Prospectus Contact Commission Staff	R: VPAA A: President, DBOT
Altering significantly the educational mission of the institution (DBOT Policy)	1	No		Yes	Cover Sheet Modified Prospectus Contact Commission Staff	R: VPAA A: President, DBOT
Changing from clock hours to credit hours (College Program)	1	No		Yes	Justify reasons for change, indicate calculation of equivalency and other pertinent information	R: VPAA A: President, DBOT
Moving an off-campus instructional site (serving the same geographic area) (Off-Site Location)	2	Yes	prior to implementation	No	Letter of Notification with old address, new address and implementation date	R: VPAA A: President, DBOT
Initiating dual or joint degrees with other SACSCOC accredited institution(s) (College Program)	See SACSCOC Policy “Agreements Involving Joint and Dual Academic Awards”	Yes	At least 6 months prior to implementation	No	Acceptance of notification, copy of signed agreement and contact information for each institution. See Policy.	R: VPAA A: President, DBOT
Initiating programs or courses offered through contractual agreement or consortium (College Program)	2	Yes	prior to implementation	No	Letter of Notification and copy of signed agreement	R: VPAA A: President, DBOT
Entering into a contract with an entity not certified to participate in USDOE Title IV programs if the entity provides less than 25% of an educational program offered by the SACSCOC accredited institution (College Program)	2	Yes	prior to implementation	No	Letter of Notification and copy of signed agreement	R: VPAA A: President, DBOT
Initiating off-campus sites where student can obtain 25- 49% of credits toward a program (including but not limited to Early College High School, dual enrollment programs offered at a high school, and certificate programs that are not at employer’s request and not on short notice) (Off-Site Location)	2	Yes	prior to implementation	No	Letter of Notification including street address and implementation date	R: Provosts A: VPAA
Initiating distance learning by offering 25-49 of the first program for the first time (Program Delivery Method)	2	Yes	prior to implementation	No	Letter of Notification including street address and implementation date	R: VPAA A: President, DBOT
Closing a program, approved off-campus site, branch campus, or institution where the institution plans to teach out its own students (Teach-out Agreement)	3	Yes		Yes	Description of teach-out plan included with letter of notification	R: VPAA A: President, DBOT
Closing a program, approved off-campus site, branch campus, or institution where the institution plans contracts with other institution(s) to teach-out students (Teach- out Agreement)	3	Yes		Yes	Description of teach-out plan, copy of signed teach-out agreement(s) detailing terms included with letter of notification	R: VPAA A: President, DBOT
Initiating a certificate program at employer’s request and on short notice using existing approved courses and location (College Program)	NA	No		No	NA	R: VPAA A: President, DBOT
Initiating certificate program (not at employer’s request and not on short notice) using existing approved courses and location (College Program)	NA	No		No	NA	R: VPAA A: President, DBOT
Initiating off-campus sites (including Early College High School and dual enrollment programs offered at the high school) where students can obtain 24% or less of credits toward a program (Off-Site Location)	NA	No		No	NA	R: VPAA A: President, DBOT
Expanding program offerings at previously approved off-campus sites by adding approved programs that ARE NOT significantly different from current programs at the site (College Program)	NA	No		No	NA	R: VPAA A: President, DBOT
Expanding program offerings at previously approved off-campus sites by adding approved programs that ARE significantly different from current programs at the site but NOT at the institution (College Program)	NA	No		No	NA	R: VPAA A: President, DBOT
Initiating distance learning by offering 24% or less of any program for the first time (Program Delivery Method)	NA	No		No	NA	R: VPAA A: President, DBOT

¹a significant departure is one in which a program is not closely related to previously approved programs at the institution, site or for the mode of delivery. To determine if a new program is a “significant departure”, it is helpful to consider the following questions:

• What previously approved programs does the institution offer that are closely related to the new program and how are they related?
• Will significant additional equipment or facilities be needed?
• Will significant additional financial resources be needed?
• Will a significant number of new faculty members be required?
• Will a significant number of new courses be required?
• Will significant additional library/learning resources be needed?

²significant changes in mission are those that lead to a fundamental shift in the nature of the institution, such as an institution that had offered only professional programs deciding to add general education offerings, or a technical college transforming itself into a comprehensive community college.

³significant changes in program length are those with noticeable impact on the program’s completion time (e.g., increasing a baccalaureate degree from 124 hours to 150 hours).

Sites reported to SACSCOC as 25-49% - AA Degree

Site Name and Address	Implementation Date	Degree
Seminole Ridge High School, 4601 Seminole Pratt Whitney Road Loxahatchee, FL 33470	Fall Term 2006	Associate in Arts
Wellington High School, 2101 Greenview Shores Boulevard, Wellington, FL 33414	Fall Term 1998	Associate in Arts
Palm Beach Central High School, 8499 Forest Hill Boulevard, West Palm Beach, FL 33411	Fall Term 2004	Associate in Arts
Royal Palm Beach High School, 10600 Okeechobee Boulevard, Royal Palm Beach, FL 33411	Fall Term 1999	Associate in Arts
Jupiter High School, 500 North Military Trail Jupiter, FL 33458	Fall Term 2004	Associate in Arts
John I. Leonard High School, 4710 10th Avenue North, Lake Worth, FL 33463	Fall Term 2012	Associate in Arts
Lake Worth Community High School, 1791 Lake Worth Road, Lake Worth, FL 33460	Fall Term 2012	Associate in Arts
Suncoast High School, 1717 Avenue S, Riviera Beach, FL 33404	Fall Term 2012	Associate in Arts

A.S. Degree

Site Name and Address	Implementation Date	Degree
Airborne Systems BCT, 3700 Airport Road Suite 203, Boca Raton, FL 33431	Fall Term 2010	Associate in Science –Aeronautical Science
Palm Beach Flight Training, 2633 Lantana Road Suite 42, Lantana, FL 33462	Fall Term 2001	Associate in Science –Aeronautical Science
Sunquest Aviation, 11800 Aviation Boulevard West Palm Beach, FL 33412	Fall Term 2001	Associate in Science –Aeronautical Science
Bethesda Memorial Hospital, 2815 S. Seacrest Boulevard, Boynton Beach, FL 33435	Fall Term 2002	Associate in Science - Nursing
Palms West Hospital, 1301 State Road 80 West Palm Beach, FL 33470	Spring Term 2005	Associate in Science - Nursing
St. Mary’s Hospital, 901 45th. Street West Palm Beach, FL 33407	Spring Term 2002	Associate in Science - Nursing

Form 1: Substantive Change Assessment Form

Submitted by: ___

Date: ___

Brief Description of Proposed Change: ___

Does your proposed change….	YES	NO	Time Frame for Contacting SACSCOC	Prior Approval Required by SACSCOC
Initiating coursework or programs at a more advanced level than currently approved	▢	▢	12 months	Yes
Expanding at current degree level (significant departure from current programs)1	▢	▢	6 months	Yes
Initiating a branch campus (see definition of “branch campus” on p. 3 of SACSCOC document)	▢	▢	6 months	Yes
Initiating dual or joint degrees with another institution not accredited by SACSCOC (see Commission policy “Agreements Involving Joint and Dual Academic Awards”)	▢	▢	6 months	Yes
Initiating dual or joint degrees with other SACSCOC accredited institutions (see Commission policy “Agreements Involving Joint and Dual Academic Awards”)	▢	▢	6 months	No
Initiating a certificate program… (typically for workforce development) …using existing approved courses …at a new off-campus site (previously approved program) …that is a significant departure from previously approved programs1	▢ ▢ ▢	▢ ▢ ▢	NA Approval required prior to implementation Approval required prior to implementation	NA Yes Yes
Initiating off-campus sites (including Early College High School programs offered at the high school) …Student can obtain 50 percent or more credits toward program …Student can obtain 25-49 percent of credit …Student can obtain 24 percent or less	▢ ▢ ▢	▢ ▢ ▢	6 months Prior to implementation NA	Yes No NA
Expanding program offerings at previously approved off-campus sites …Adding programs that are significantly different from current programs …Adding programs that are NOT significantly different from current programs	▢ ▢	▢ ▢	Prior to Implementation NA	Yes NA
Altering significantly the educational mission of the institution2	▢	▢	6 months	Yes
Initiating distance learning… …Offering 50 percent or more of a program (Once approved, institutions may add programs that are significant departures from the originally approved programs by submitting notification in advance)1 …Offering 25-49 percent …Offering 24 percent or less	▢ ▢ ▢	▢ ▢ ▢	6 months Prior to implementation NA	Yes No NA
Initiating programs/courses offered through contractual agreement or consortium	▢	▢	Prior to implementation	No
Initiating a merger/consolidation with another institution	▢	▢	6 months	Yes
Relocating a main or branch campus	▢	▢	6 months	Yes
Relocating an off-campus instructional site	▢	▢	Prior to implementation	No
Changing governance, ownership, control, or legal status of an institution	▢	▢	6 months	Yes
Changing from clock hours to credit hours	▢	▢	6 months	Yes
Altering significantly the length of a program	▢	▢	6 months	Yes
Initiating degree completion programs	▢	▢	6 months	Yes
Closing an institution or program: (see Commission policy “Closing a Program or Institution”) …closing a program with internal teach-out protocol … closing a program with a teach-out agreement with another institution …closing an institution	▢ ▢ ▢	▢ ▢ ▢	Prior to implementation 6 months Prior to implementation	Yes Yes Yes
Does your proposed change….	YES	NO	Time Frame for Contacting SACSCOC	Prior Approval Required by SACSCOC
Initiating coursework or programs at a more advanced level than currently approved	▢	▢	12 months	Yes
Expanding at current degree level (significant departure from current programs)1	▢	▢	6 months	Yes
Initiating a branch campus (see definition of “branch campus” on p. 3 of SACSCOC document)	▢	▢	6 months	Yes
Initiating dual or joint degrees with another institution not accredited by SACSCOC (see Commission policy “Agreements Involving Joint and Dual Academic Awards”)	▢	▢	6 months	Yes
Initiating dual or joint degrees with other SACSCOC accredited institutions (see Commission policy “Agreements Involving Joint and Dual Academic Awards”)	▢	▢	6 months	No

Review by Substantive Change Committee:

▢ Approve – Description of actions needed for SACSCOC Compliance ___

▢ Not approved

▢ Returned to submitter for additional explanation: ___

Date of Review: ___

Web Form for Campus Off-Site Course Approval

The form is located at http://intranet.palmbeachstate.edu/asputilities/oca/OffCampusApproval.asp.

Enacted July 2007into Section G from existing policy; revised July 2010; revised July 2019

Textbook Procedures and Certification

To be in compliance with the Florida Admin. Code R. 6A-14.092, pursuant to Section 1004.085, F.S. (www.flrules.org/gateway/RuleNo.asp?ID=6A-14.092), all faculty and instructors must post textbook information in their syllabi and post such syllabi to the College’s website. The information can be found at the following link: https://www.pbsc.edu/academicservices/information-and-reference/academic-affairs-policies-and-documents/

The textbook information must include:

The International Standard Book Number (ISBN) for each required textbook or other identifying information, which must include, at a minimum, all of the following: the title, all authors listed, publishers, edition number, copyright date, published date, and other relevant information necessary to identify the specific textbook or textbooks required for each course.

Additional Selection Policy

1. Textbook selection follows the Cluster Textbook selection policy. After the initial textbook selection for a new course, textbook selection is in place for three years and then the cluster reviews the textbook for updating. A textbook adoption form and its approval process is only submitted if the course textbook is changed more frequently than the standard three-year period.
2. E-Learning classes may use either the cluster-approved textbook, or with cluster approval, the textbook designated by the publisher of the e-Learning class. Textbooks/software packages will be used for three (3) years, unless they become unavailable through the publisher.
3. Edition changes are only considered new textbook/software adoptions if they significantly change the course outline.
4. Instructors may request, through their supervisors, supplemental textbooks or materials to use in addition to the required textbook; however, requests must include a rationale that describes how materials support district-wide course objectives and benefit the academic program. Unless the supplemental materials for a course will be adopted by the entire cluster for use in each section, materials will not be sold as a set (shrink-wrapped) with the textbooks/software. However, if requested by an individual faculty member, supplementary materials can be sold separately.

Process to Initiate Textbook Adoption

1. Once a cluster has approved a textbook/software selection or change according to the authorized textbook/software selection guidelines, the cluster chair or designee will initiate the Textbook/Software Adoption process for those textbooks that fall under the standard adoption period. Textbooks are adopted for a minimum of three years. Those selected in less than three years must follow the approval process below. Those selected at or beyond the three-year period will be listed in the Cluster meeting minutes as adopted.
   1. Complete the Textbook/Software Adoption form.
   2. Along with the course outline and a copy of the cluster or business partnership minutes approving the textbook/software adoption, send the Textbook/Software Adoption form for (*) signature approval to:
      • Cluster Chair/Department Chair/Program Director
      • District Director of Telecommunication Networks and Compute Resources
      • LLRC Director
      • Associate Dean Liaison to Cluster

      It is recommended that signatures be obtained through the electronic signature procedure.

      (*) A copy of the proposed Textbook/Software Adoption form and support documents should be sent to the Curriculum Academic Coordinator in Academic Services. It may be determined at this point that if the requested Textbook/Software Adoption will significantly change the course outline case, the changes will need to be approved by the Palm Beach State Curriculum Committee.

   3. Once the signatures in “b.” are obtained, the Textbook/Software Adoption form and the support documents, along with the record of the signatures, are sent to the Vice President of Academic Affairs for approval.
2. On notification of approval of the VPAA, the originator should send out a copy of the Textbook/Software Adoption Form to the Academic Minutes Distribution List and the Palm Beach State College Bookstore manager.
3. Once approved, the course outline on the Palm Beach State Course List website will be updated with the new textbook/software adoption information by the office of Academic Services.

Enacted July 2004 into Section G from existing policy; revised July 2007, July 2008, July 2009, July 2010, July 2016

Web Resources – Class Rosters, Department Chair and Web Grading

Palm Beach State College has developed Web-based resources for faculty to access class rosters and grade classes. The class rosters are accessed through the EmployeeWeb system, which can be accessed through the following link: www.pbsc.edu/Employee-Web

Class Rosters – The instructions for accessing class rosters are located online at:

www.pbsc.edu/info/default.aspx

Department Chair Web Page – A collection of Palm Beach State documents and links of interest can be found at:

www.pbsc.edu/academicservices/Faculty-Information/Dept-Chair-Web-Page

Web Grading – The directions for Web grading are located online at:

www.pbsc.edu/info

Enacted July 2006; reviewed July 2010