APPENDIX S-1 Tuition Classifications was removed from the appendices section through the catalog common pages administrative regulation review process, June 2025. Refer to Administrative Regulation 2.2.2 Tuition Classification for information regarding tuition classification procedures.

Detail removed from the appendices on February 23, 2010 as part of the Catalog Common Pages review process. See AR 2.2.4 Item 4 for current information regarding transfer articulation guidelines.

Appendix S-3 Concurrent Enrollment In Arizona Public Institutions Of Higher Education was removed from the appendices section through the catalog common pages administrative regulation review process, June 2025.  refer to Administrative Regulation 2.2.8 registration for information regarding concurrent enrollment in Arizona public institutions of higher education procedures.

See the 2025–2026 Tuition and Fee Schedule
 

Additional Information about Financial Aid may be found at www.maricopa.edu/students website.*

The Maricopa Community Colleges provide students financial assistance to enable access to higher education. Student financial assistance shall be awarded on the basis of demonstrated financial need except where funds are specified for recognition of special talents and achievements. Only those with a lawful presence in the United States may qualify for federal financial aid. Under Arizona state law, undocumented students may qualify for Maricopa County Community College District (MCCCD) scholarships if they meet the terms outlined under Proposition 308.  

The office of financial aid may request to have the validity of a student’s high school completion evaluated if either the college or the United States Department of Education has reason to believe that the high school diploma is not valid or was not obtained from an entity that provides secondary school education. An evaluation may be conducted on the basis of any of the following:

• Alerts, bulletins, or similar communications provided by any state, federal, or other governmental agency, another institution, a professional or similar organization, or any other resource that might provide information helpful to the evaluation;
• A transcript or other record received from another institution the student may have attended;
• The contents of the student’s Free Application for Federal Student Aid, student information form, or any other information the student provides to the college;
• The independent professional judgment by any official of the office of student financial aid.

How to Apply for Federal Financial Aid

New students must complete the Free Application for Federal Student Aid (FAFSA) or FAFSA on the web at Federal Student Aid. Each academic year, continuing students must reapply by completing a FAFSA, Renewal FAFSA, or FAFSA on the web. Scholarships require separate applications. Specific information regarding financial assistance, including application deadlines or priority dates, may be obtained from the college Office of Student Financial Aid.

Types of Aid

Grants, loans, student employment, and scholarship funds may be available from federal, state, and/or private sources.

The Maricopa Community Colleges Foundation offers a variety of scholarship opportunities available to all Maricopa students.  For more information, visit the scholarship application page, or email [email protected]a.edu.

Distribution of Aid

Criteria by which aid is distributed among eligible financial aid applicants are available on request at the college Office of Student Financial Aid.

Rights and Responsibilities

Students should read all information provided in the process of applying for federal financial aid in order to gain a greater knowledge of all the rights as well as responsibilities involved in receiving that assistance.

Satisfactory Academic Progress

Specific requirements for academic progress for financial aid recipients are applied differently than scholastic standards. In addition to scholastic standards which are explained elsewhere in this catalog, financial aid recipients are also subject to the following Standards of Satisfactory Academic Progress. Specific information is available at the college Office of Student Financial Aid.

Refunds and Repayments

In accordance with federal regulations (CFR 668.22), a student may be required to repay federal financial aid funds if they completely withdraw, are withdrawn, or fail to earn a passing grade from all classes during a semester. Further information is available at the college Office of Student Financial Aid. This could affect a student’s ability to receive Financial Aid in the future at any school. For a student receiving Financial Aid, also see Administrative Regulation 2.3.6 Withdrawal for Withdrawal procedures.

STUDENT CLASSIFICATIONS

Some financial aid programs have specific criteria based on the student’s classification (grade level). A student's classification does not necessarily correspond to the number of semesters or credits required to complete all degree requirements, as some degree programs require more than the standard 60 for associate’s or 120 for bachelor’s degrees. Classification includes MCCCD and accepted transfer credit. 

FRESHMEN	You are classified as a freshman if you have completed less than 30 college-level credits toward a degree.
SOPHMORE	You are classified as a sophomore if you have completed at least 30 college-level credits toward a degree.
JUNIOR	You are classified as a junior if you have completed at least 60 college-level credits and have declared a bachelor's degree program in the Student Information System (SIS).
SENIOR	You are classified as a senior if you have completed at least 90 college-level credits and have declared a bachelor's degree program in the Student Information System (SIS).

Verification of Information

1. A Free Application for Federal Student Aid (FAFSA) or a change to that FAFSA may be selected for verification. If a student’s FAFSA is selected for verification, the student will be notified via the Student Center at www.maricopa.edu/students. In most cases, the student will be required to submit documentation as part of the verification process. The earlier the Financial Aid Office receives the required documentation, the earlier the student’s eligibility for financial aid can be determined. The verification process must be completed no later than 120 days after the last date of enrollment or August 31, whichever comes first. In addition, the Financial Aid Office must receive a final and valid electronic SAR by the student’s last day of enrollment or June 30 of the award year, whichever comes first. The verification process must be completed before the Financial Aid Office can award any federal aid.
2. If an award has already been made and a FAFSA is selected for verification, the student must provide required documentation within thirty days after it has been requested of the student or on June 30, whichever comes first. If documentation is not received within this deadline, the student’s award may be adjusted or canceled.
3. The required forms and documents a student submits for verification will be compared to the information reported on the student’s FAFSA. If the information provided does not match what is shown on the FAFSA, the Financial Aid Office will submit changes to the US Department of Education FAFSA processor. After all changes are made to the FAFSA data, the student’s eligibility for financial aid will be reviewed. If there are any changes to the student’s financial aid eligibility as a result of verification, the student will be notified by means of the Student Center at www.maricopa.edu/students. If, following verification, the institution discovers evidence of student aid fraud (including identity theft), waste or abuse of US Department of Education funds, such evidence may be referred to the Office of Inspector General of the US Department of Education.

Course Applicability and Level of Enrollment

A student's award amount is based on their enrollment status for the upcoming semester. Enrollment status is determined by the number of credit hours a student is taking at the college where they are receiving federal aid. However, federal regulations stipulate that a student can only use federal funds for those courses required for their current program of study. Students who enroll in a class that does not apply towards their degree, certificate, or other recognized credential, cannot use it to determine their enrollment status, unless it is an eligible remedial course. Students who choose to enroll in a course that is not applicable to their program of study, may be responsible for all charges related to that course.

A reduction in course load after financial aid has been awarded may result in an adjusted financial aid award. Federal student aid recipients are advised to register at the same time for all classes they intend to take during a semester to maximize award. Some federal aid may not be awarded for classes added at a later date. Contact the college Office of Student Financial Aid for more information.

Repeated Coursework and Financial Aid Enrollment Status

Federal regulations regarding repeated coursework may impact your financial aid eligibility and awards. Federal regulations specify that students may receive federal financial aid funding for one repetition of a previously passed course. A passed course is defined as one in which a grade of A, B, C, D, or P is received. If you enroll in a course in which you have previously received passing grades twice, the course will not be counted towards your enrollment level for financial aid purposes. You may repeat a failed course until it is passed. Your enrollment for financial aid purposes will be calculated accordingly.

Maricopa Community Colleges Standards of Satisfactory Academic Progress (SAP) for Financial Aid Eligibility

Federal regulations (CFR 668.32(f) and 668.34) require a student to move toward the completion of a degree or certificate within an eligible program when receiving financial aid. Specific requirements for academic progress for financial aid recipients are applied differently than Scholastic Standards. Federal regulations state that Academic Progress Standards must include a review of all periods of enrollment, regardless of whether or not aid was received. Students will be evaluated using the standards described below. Failure to meet any of these minimum standards will result in loss of Title IV, HEA program (federal financial aid) eligibility.

To remain eligible for federal and state aid programs, students must meet ALL of MCCCD’s Satisfactory Academic Progress (SAP) standards regardless of whether a student has received financial aid in the past or not. These standards apply to a student’s entire academic records at any MCCCD college, including transfer credit hours accepted by the college.

1. Definitions and Terminology Pertaining to this Policy
   
   1. Summer: Enrollment in the summer semester includes all courses scheduled within the summer enrollment period with all coursework counted in the SAP evaluation.
   2. Non-Standard Session / Clock Hour: Sessions that do not follow the traditional start and end dates for the semester.
   3. Attempted Credit: Any credit for which a grade of A, B, C, D, F, I, IP, N, P, W, Y, or Z is received and courses not yet graded.
   4. CGPA [Cumulative Grade Point Average]: The MCCCD grading policy is published in the administrative regulations at 2.3.3. The CGPA does not include credits accepted in transfer.
   5. Financial Aid Warning: status assigned to an eligible payment period for the next enrolled semester after failing SAP GPA (2.0) and/or Completion Pace (⅔). Students not meeting maximum timeframe evaluation are not eligible for a warning period.
   6. Appeal: A process by which a student who is not meeting the institution’s satisfactory academic progress standards is eligible to appeal the institution for reconsideration of the student’s eligibility for Title IV, HEA program assistance based on extenuating circumstances.
   7. Extenuating Circumstance: A one-time (not on-going) circumstance that is beyond the reasonable control of the student. Examples of extenuating circumstances may include, but not limited to:
      
      1. ​​​​​Documented medical condition or serious illness that prevented you from performing certain life tasks
      2. Documented illness of a family member that required your presence for a significant amount of time
      3. Death of immediate family member which impacted you significantly enough to affect participation in your courses
      4. Involuntary call to active military duty
      5. Documented involuntary change in employment conditions that prevented you from attending classes
      6. Any other extraordinary/emergency circumstances, such as a natural disaster 
   8. Financial Aid Probation: A status assigned by an institution to a student who fails to make satisfactory academic progress and who has appealed and has had eligibility for aid reinstated. A student in this status may not receive Title IV, HEA program funds for the subsequent payment period unless the student makes satisfactory academic progress or the institution determines that the student met the requirements specified by the institution in the academic plan for the student.
   9. Academic Plan – A plan developed through the SAP Appeal Process which will lead a student to qualify for further Title IV, HEA program funds and complete the program within 150% of published program length.
   10. Financial Aid Suspension – The status assigned upon failing to meet the minimum SAP standards or the terms of probationary status. Students in this status are not eligible to receive Title IV, HEA assistance.
2. Federal regulations (CFR 668.32(f) and 668.34) require institutions of higher education to evaluate Satisfactory Academic Progress (SAP) using qualitative (GPA) and quantitative (pace of progression) standards.
3. Qualitative and quantitative measures of SAP are required to ensure students receiving Federal Student Aid are progressing towards the completion of a degree or certificate within an eligible program.
4. Specific requirements for academic progress for Federal Student Aid recipients are applied differently than Scholastic Standards. Federal regulations state that SAP Standards must include a review of all periods of enrollment, regardless of whether or not aid was received. Standards are applicable for all enrolled payment periods, including all levels of enrollment (full-time or part-time enrollment). Students will be evaluated using the standards described below.
5. Failure to meet any of the minimum standards outlined below will result in a student’s loss of HEA, Title IV Federal Student Aid.

Evaluation Period

1. Standards of Satisfactory Academic Progress (SAP) will be evaluated at the end of each payment period. For credit hour programs, a payment period is a semester (Fall, Spring, and Summer). For clock hour programs, a payment period / evaluation will depend on the hours required in the program.
2. Standards of Satisfactory Academic Progress (SAP) are evaluated based on qualitative (GPA), quantitative (pace of progression), and maximum timeframe. Failure to meet any of these standards may result in the loss of eligibility for financial aid. Grades of F, I, N, W, Y, Z, and courses not yet graded are considered attempted, but not completed in evaluating SAP. Late grades will be recalculated and may change eligibility.
   
   1. Grade Point Average Qualitative Measurement: Students must maintain a 2.0 cumulative Grade Point Average in order to meet SAP GPA requirements.
   2. Pace of Progression Quantitative Measurement: Students must successfully complete 2/3 (66.67%) of all attempted course work. For clock hour programs, please refer to program attendance requirements.
   3. Maximum Time Frame Measurement: Students must be able to complete their program within 150% of the published program length. Once students have attempted 150% of the published program length, they are no longer eligible for Federal Student Aid. For example, a 16 credit certificate program will allow up to 24 credit hours to complete the program. A 60 credit Associate’s degree will allow up to 90 credit hours to complete the program. A 120 credit Bachelor's degree will allow up to 180 credit hours to complete the program.
3. Courses included in SAP evaluation:
   
   1. All attempted coursework, regardless of enrollment status
   2. Courses funded through a Consortium Agreement
   3. All attempted remedial credits, including English as a Second Language (ESL) courses.
   4. Repeated course work
   5. All transferred coursework
   6. Grades attempted, but not completed (F, I, N, W, Y, Z)
4. Course work included in the Maximum Time Frame evaluation:
   
   1. All of those included in the Pace of Progression evaluation
   2. Any Bachelor’s degree (or higher) earned will be considered to have exhausted maximum timeframe eligibility for students pursuing an Associates Degree or certificate
   3. Any graduate degree (or higher) earned will be considered to have exhausted maximum timeframe eligibility for students pursuing a Bachelor's Degree.
   4. All coursework forgiven through the Academic Renewal Process
5. Course work not included in SAP evaluation:
   
   1. Audited courses
   2. Non-credit courses
   3. Credit by examination
   4. Credit for prior learning option (as outlined in the college general catalog)

Notification

Students who have applied for Federal Student Aid, but are not meeting Satisfactory Academic Progress requirements, will be notified via email of their FA Warning or ineligibility for financial aid. The notification will direct students to information regarding available college resources during the Warning Period and the appeal process in cases of extenuating circumstances. 

Financial Aid Warning

Students are allowed a warning period upon failing Qualitative and/or Quantitative SAP standards.  The warning period allows one (1) payment period (semester) of Federal Student Aid eligibility upon failing SAP. The warning period will follow the semester for which SAP was not met, meaning the next semester for which the student registers for classes.  In order to receive the Warning period, students must be meeting Maximum Timeframe requirements.

SAP Appeal

Any student who has lost federal student aid eligibility due to a resolved, one-time extenuating circumstance may appeal to have their financial aid reinstated by completing a Satisfactory Academic Progress Appeal Form. The form must address:

1.  what caused the student’s work to fall below acceptable standards--specific explanations must be provided, including any supporting documentation,
2. each incomplete/failed course,
3. how the extenuating circumstance has been resolved, and
4. how the student will maintain good academic standards and progress toward the degree if the appeal is granted.               

The outcome of the appeal will depend upon:

1. the nature of the extenuating circumstances (if the stated circumstance qualifies as such),
2. the quality of the documentation provided, and
3. how well the student has demonstrated the ability to progress towards degree completion within a reasonable time period.  

All documentation submitted is confidential.  All decisions are final and cannot be appealed.  For assistance in completing the SAP appeal paperwork, including examples of supporting documentation, visit your college Financial Aid Office.   

Students will be notified of the results of their appeal within fourteen business (14) days of filing the appeal. Notification will include any restrictions or conditions pertaining to their appeal. The outcome of an appeal may include a probationary period. Appeals granted longer than one (1) payment period must include an academic plan, which must be followed.  Failure to follow an approved academic plan will result in immediate suspension of Federal Student Aid.  Students are responsible for any and all debt incurred as a result of this adjustment to financial aid. 

Failure to successfully complete all conditions during the probationary period (as defined in the academic plan) will result in loss of future financial aid eligibility.

Regaining Eligibility

A student who has lost financial aid eligibility may only regain eligibility by meeting the minimum SAP standards. Transfer coursework taken at other colleges will be considered for reinstatement purposes.  

 If you are receiving federal financial aid it is important to read the information below prior to making a decision to withdraw.

Treatment of Title IV Aid When a Student Withdraws

POLICY SUMMARY STATEMENT
To provide guidance on the treatment of federal student aid (Title IV) funds when a student withdraws from a Maricopa College.  

DEFINITIONS 
Date of Determination – The date of determination is the date in which the school determines that a student ceased attendance or completely withdrew from school. This may be the date that the institution becomes aware that the student ceased attendance, or the date that the student begins the official withdrawal process at the school. 

Earned Aid Calculation – A formula used to determine the amount of Title IV aid the student earned for the payment period. To calculate the amount of Title IV aid earned by the student multiply the percentage of Title IV aid earned by the student, by the total amount of Title IV aid disbursed (including that which could have been disbursed to the student or on behalf of the student), for the payment period as of the student’s withdrawal date. 

Official Withdrawal - The process by which a student begins the school’s official withdrawal process or provides official notification to the school of his or her intent to withdraw. The student’s approach to his or her withdrawal directly impacts the school’s date of determination for which the student ceased attendance, and is used in the return of Title IV funds calculation.

To officially withdraw, the student will need to notify a designated office; this office for most MCCCD colleges is the Admissions and Records department. The designated office staff will assist the student to complete the withdrawal process. Schools will utilize a change in student status or comparable form to record a student’s withdrawal, official or unofficial (see “unofficial withdrawal” definition). The school registrar will determine the last date of attendance based on federal and institutional policy and the school’s date of determination. The date of determination is either the date that the student began the prescribed withdrawal process, or the date that the student provided the school with an official notification of his or her intent to withdraw, whichever is later. If the student is present, the student will sign and date the change in status or comparable form. Designated office staff will also sign and date the form, and retain it in the student’s file at the school. 

Order Of Return of Title IV Funds - A federally prescribed order for returning Title IV FUNDS required as a result of a return of Title IV funds calculation. Unearned funds, returned by either the institution or the student, are credited to the programs from which the student received the aid from during the payment period, up to the net amount disbursed from each program. Funds will be returned based on the following order:

1. Unsubsidized Federal Direct Stafford Loans
2. Subsidized Federal Direct Stafford Loans
3. Federal Direct Plus Loans
4. Federal Pell Grants
5. Iraq and Afghanistan Service Grants
6. FSEOG
7. Teach Grants

Percentage of Title IV Aid Earned – Definitions for term, and modular programs below, in accordance with ED regulations:

Title IV Credit Balance - A Title IV credit balance occurs whenever the amount of Title IV Funds credited to a student’s account for a payment period exceeds the allowable charges associated with the semester (payment period). All Title IV federal student aid credit balances are disbursed directly to the student and refunded to the method selected in the student center. Refunds are generally processed within 3 business days but no later than 14 days of when credit balance occurred.

STANDARD TERM PROGRAMS
Upon the withdrawal, the District Office Student Financial Services (DOSFS) will calculate the percentage and amount of awarded federal student aid funds that the student has earned in the payment period. In some cases and depending upon the withdrawal date and percentage of completion, the student may earn 100 percent of the FSA funds, the calculation will still be completed as required and the amount earned will be based on the percentage of the term or payment period that was completed in days up to and including the last date of attendance or eligible academic activity, with scheduled attendance locked at census / Pell recalculation. To calculate the amount earned, DOFA will determine the percentage by dividing the number of calendar days completed in the term/payment period up to and including the last date of attendance by the total number of calendar days in the term/payment period. The number of days a student is scheduled to attend during a payment period is determined based on the start and end date of the scheduled term / payment period. All scheduled breaks during the term / payment period are excluded from the calculation. 

MODULES
A program that is offered in modules is a program that consists of course(s) in the program that do not span the entire length of the payment period or period of enrollment. Regulatory change effective July 1, 2021: a program is offered in modules if the program uses a standard-term or non-standard term academic calendar, is not a subscription-based program, and a course or courses in the program do not span the entire length of the payment period or period of enrollment. The DOSFS will calculate the percentage and amount of awarded federal student aid that the student earned within the payment period. If the student has completed more than 49 percent of the payment period, or has completed all of the degree requirements from his/her program before completing the days/hours in the period that he/she was scheduled to complete, or if the student completes coursework equal to or greater than the coursework required for the institution’s definition of a half-time student for the payment period, or the school receives written notification that the student will attend a module that begins in the same payment period or period of enrollment, the student is not considered to have withdrawn, and a Return of Title IV Funds (R2T4) is not required and will not be calculated.   

When a student withdraws from the payment period before completing 49 percent of the payment period, the amount of federal student aid the student earned is determined based on a specific formula. The number of days a student is scheduled to attend during a payment period is determined based on the start and end date of the scheduled term / payment period, with scheduled attendance locked at census / Pell recalculation. Scheduled breaks are excluded from the calculation. The amount of assistance the student earned is determined on a rate-of-progression basis. 

Post-Withdrawal Disbursement -  If, as of the date of the institution’s determination that the student withdrew the amount of Title IV aid that the student earned is more than the amount of Title IV aid disbursed to the student or on behalf of the student, the difference between these amounts is considered earned aid, and must therefore be applied to outstanding charges on the student’s account and/or directly disbursed to the student. 

Return of Title IV Funds (R2T4) - When a recipient of Title IV aid withdraws from an institution during a payment period or period of enrollment in which the recipient began attendance, the school must calculate the amount of earned and unearned Title IV aid and compare this to the amount of aid disbursed at the date of determination, to determine how to proceed.

If it is determined that the amount of Title IV aid disbursed exceeds the amount of Title IV aid earned, a return of Title IV funds is due, and both the school and the student may have a responsibility for returning the unearned portion of the funds. The school must return the unearned portion of Title IV aid for which the school is responsible for and notify the student of the unearned portion of Title IV aid that the student is responsible for and therefore must return. 

If it is determined that the amount of earned Title IV aid exceeds the amount of Title IV aid disbursed, the student may be eligible for the amount of aid not yet disbursed, in the form of a post-withdrawal disbursement.  A post-withdrawal disbursement must be made within 180 days of the date the institution determined that the student withdrew. The amount of a post-withdrawal disbursement is determined by following the requirements for calculating earned Title IV aid and has no relationship to incurred educational costs. All Title IV federal student aid credit balances are disbursed directly to the student and refunded to the method selected in the student center. Refunds are generally processed within 3 business days but no later than 14 days of when credit balance occurred.

TITLE IV LOANS
For unearned funds calculated to be returned by the school:

It is policy, as part of the R2T4 process, to provide notification to the student indicating the loan type(s) and amount(s) calculated as needing to be returned and, thus, the date returned by the school. The school must return the lesser of the amount of Title IV funds not earned, or the amount of institutional charges that the student incurred for the payment period multiplied by the percent of funds not earned.  

For unearned Title IV funds calculated to be returned by the student:

If there is a remaining balance of unearned Title IV aid which needs to be returned, after the school has returned its portion of unearned Title IV aid, the student (or the parent for plus loan) is responsible for returning this amount. While the student must return or repay any unearned Title IV loan amount in accordance with the terms of the loan, the student must repay any unearned Title IV grant funds as an overpayment of the grant. The student’s portion is calculated by subtracting the amount of unearned Title IV aid that the institution is required to return from the total amount of unearned Title IV aid required to be returned.  If it is calculated that unearned loan(s) need to be returned by the student, the center will notify the lender or servicer of the student’s last date of attendance; the student will not need to repay the loan(s) immediately, but will repay the loans based on the terms of the promissory note. The lender or servicer will notify the student or parent, per the terms of the promissory note.

TITLE IV GRANTS
For unearned funds calculated to be returned by the school or student:

It is policy, as part of the R2T4 process, to provide notification to the student indicating the grant type(s) and amount(s) calculated as needing to be returned and, thus, the date returned by the school.

Return of Unearned Aid - If, as of the date of the institution’s determination that the student withdrew the amount of Title IV aid that the student earned is less than the amount of Title IV aid disbursed to the student or on behalf of the student, the difference between these amounts is considered unearned aid, and must therefore be returned to the Title IV program in a specified order, by either the school, the student, or both.

Unofficial Withdrawal (also known as an “administrative” withdrawal) - A student who did not begin the official withdrawal process or provide notification of his or her intent to withdraw; the date of the school’s determination that the student withdrew would be the date that the school becomes aware that the student ceased attendance. See “official withdrawal” definition above. 

A student who does not notify the school that s/he is withdrawing but ceases attending, is administratively withdrawn by the school within 14 days of non attendance; this is otherwise known as an unofficial withdrawal. A student is administratively withdrawn from school when the student violates the school’s published attendance policy, which adheres to state licensing and accreditation requirements. Please see the school’s catalog for its current attendance policy.

Withdrawal Date (also known as the “last date of attendance”) - The date that the student begins the school’s withdrawal process or the date that the student provides official notification of intent to withdraw, whichever comes earlier. If the student does not provide any official notification of intent to withdraw, the withdrawal date will be determined by the school, and depend upon the student’s circumstances. 

FEDERAL TITLE IV REFUND POLICY
If a recipient of Title IV grant or loan funds withdraws from a school after beginning attendance, the school must perform a Return of Title IV funds (R2T4) calculation to determine the amount of Title IV federal student aid funds earned by the student. If the calculation determines that the amount of Title IV aid disbursed to the student is greater than the amount the student earned, the unearned Title IV funds must be returned to the program. If it is determined that the amount of Title IV aid disbursed to the student is less than the amount the student earned (and for which the student is otherwise eligible for), the student may be eligible for a post-withdrawal disbursement for the earned Title IV funds not yet disbursed to the student.  

The R2T4 calculation is required if a student receiving Title IV federal student aid ceases attendance or completely withdraws from all courses without completing the semester (payment period). 

The school must determine the amount of Title IV aid earned by the student, as of the withdrawal date. Once the earned portion is calculated, the unearned portion is calculated to determine if funds must be returned to the program or a post-withdrawal disbursement is necessary. Federal policy is followed to determine the amount of Title IV aid earned on a case by case basis. The R2T4 calculation is always required when a student fully withdrawals or ceases attendance prior to the scheduled end of the semester, the calculation may determine that the student earned 100% of Title IV funds and will not be required to return funds. A return of Title IV funds worksheet is calculated when a student ceases attendance in all courses within the scheduled semester (payment period), i.e. withdrawal. 

WITHDRAWAL PROCEDURE OVERVIEW: 

Policy Disclaimer
This policy serves as a guideline for the refund of Title IV and tuition procedure with the understanding that it does not cover every possible scenario. As a result, complex areas may arise where certain refund procedures may need to be addressed on a case-by-case basis.

Party(ies) Responsible for Policy Training
MCCCD District Office of Financial Aid Compliance and Operations / Office of General Council. District Director of Financial Aid Operations and Compliance. The policy owner is responsible to determine the method, means and frequency of training on this policy.      

Exceptions
Requests for an exception to this policy should be addressed to the policy owner as outlined in the procedure for requesting a policy exception.

Policy Review/Update and Audit
This policy will be reviewed annually. Compliance with this policy is audited on a random basis by Internal Audit. 

 

 

 

Overview-please note the requirements for review which include specific written documentation and signatures, etc.

INSTRUCTIONAL GRIEVANCE

When there is a complaint by a student against a full-time or adjunct faculty member, proper district or college authority will work in confidence with the parties to resolve the conflict. A full-time or adjunct faculty member will not be required to respond to any complaint that is not in writing over a complainant’s signature or to complaints that do not have specific documentation of incidents such as dates, times, etc. this complaint must be made available to the full-time or adjunct faculty member involved.

• STEP ONE:
  • A student who feels that they have been treated unfairly or unjustly by a full-time or adjunct faculty member with regard to an academic process such as grading, testing, or assignments, shall discuss the issue first with the faculty member involved. This conference shall be requested by the student within fifteen (15) business days from the time the student knew or reasonably should have known about the unfair or unjust treatment.
  • This instructional grievance process shall not be utilized in a case in which a student feels they have experienced discrimination. If the student feels that they have experienced discrimination on the basis of race, color, religion, national origin, gender, age, disability, veteran status, or sexual orientation, the student shall refer to the discrimination complaint procedures for students as administered by the college’s Equal Opportunity & Title IX Regional Director or designee.
     
• STEP TWO:
  • If, within ten (10) business days of the request for the conference with the full-time or adjunct faculty member, the problem is not resolved or the faculty member has been unable to meet with the student, the student may continue the process by filing a written complaint with the Faculty Chair and appropriate administrative office at the college. This written complaint must be filed within ten (10) business days following the previous deadline. The written complaint will be given to the full-time or adjunct faculty member five (5) days before any official meetings are convened.
  • Upon receipt of a written complaint, the Faculty Chair or appropriate college administrative officer will work with the parties in an attempt to resolve the conflict. The full-time or adjunct faculty member may ask that the Faculty Senate President be in attendance. Every attempt will be made to maintain confidentiality during this process.
  • A full-time or adjunct faculty member will not be required to respond to a complaint that is not in writing and that, when appropriate, did not have the specific documentation including dates, times, materials, the written complaint will be made available to the full-time or adjunct faculty member.
     
• STEP THREE:
  • If the complaint is not resolved at this level within ten (10) business days, the student should forward, to the VPAA or appropriate college administrative office, a copy of the original written complaint with an explanation regarding action taken at each prior level. The VPAA or appropriate college administrative officer will meet with the student, full-time or adjunct faculty member, the Faculty Chair, and the Faculty Senate President (the latter upon request of the full-time or adjunct faculty member), and attempt to resolve the issues. This level will be the final step in any complaint process regarding grades.

If the complaint, other than those concerning grades, is not resolved by the VPAA or the appropriate college administrative officer, it may be forwarded in writing by the student to the college president for final resolution. The college president or designee will expedite a timely examination of the issues and will issue a final written determination in the complaint process.

FINAL COURSE GRADE APPEAL

This process is to be used to appeal the final instructional grades for a course. Assignment or exam grades may be reviewed in this process if they impact continuation in a program.

A final grade can only be changed by the instructor of record through this process, except for extraordinary circumstances as outlined below.

This process should not be utilized in a case in which a student feels that they have experienced discrimination or harassment. A student who feels that they have experienced discrimination on the basis of race, color, religion, gender, sex, sexual orientation, gender identity, or national origin, citizenship status (including document abuse), age, disability, veteran status or genetic information should refer to the discrimination complaint procedures for students found on the district’s student and faculty resources webpage.

In addition, a student who feels that they have experienced sexual harassment should refer to the sexual harassment policy for students.

TIMELINESS OF APPEAL

Any appeal of a final grade must be initiated no later than sixty (60) calendar days from the date the grade is issued. Absent exceptional circumstances, as determined at the sole discretion of the Faculty Chair, no untimely appeals will be considered. The resolution timeline for grade appeals that occur after the spring semester may be deferred until the first day of accountability of the following fall semester if so desired by the full-time or adjunct faculty member who assigned the grade.

PROCESS DEADLINES

The Faculty Chair or VPAA, as appropriate based on the level, may, upon a showing of good cause, extend any of the deadlines set forth in this process. Alternatively, any deadline may be extended by mutual agreement of the full-time or adjunct faculty member and student.

DOCUMENTATION

The student is responsible for providing a rationale for initiating a grade appeal. Any documentation to support the student’s appeal is encouraged.

REMEDIES

Remedies under this process may include, as appropriate, a change in the grade received for the course, exam, project, or other assignment. Documentation of the resolution will be housed within the department/division.

FINAL GRADE APPEAL PROCESS

• Faculty level
  • A student who wants to appeal a final grade shall first attempt to resolve the issue with the full-time or adjunct faculty member involved.
     
  • The student shall initiate the process by submitting to the full-time or adjunct faculty member a written grade appeal explaining why they feel there is an issue with the final grade.
     
  • Upon receipt of the written grade appeal, the full-time or adjunct faculty member shall contact the student to make arrangements for discussing the appeal. Communication may occur in person, by phone, by mail, or by online means.
     
  • The full-time or adjunct faculty member and student shall make reasonable efforts to conduct the meeting within fifteen (15) business days from the submission of the written grade appeal.
     
  • When discussing concerns or complaints with an instructor it is most effective to arrange a time when the instructor is available for a confidential conversation.
     
  • The full-time or adjunct faculty member shall attempt to investigate and resolve the issue and inform the student of the resolution no later than ten (10) business days from the date of the meeting between the student and full-time or adjunct faculty member.
     
  • If the full-time or adjunct faculty member is unavailable or fails to timely resolve the appeal, the student may escalate their appeal to the department/division level.
     
  • A record of the resolution or reasons for non-resolution will be documented by the full-time or adjunct faculty member.
     
• Department/Division Level
  • If, after ten (10) business days, the appeal remains unresolved; the full-time or adjunct faculty member has been unable to meet with the student; or the student believes that the full-time or adjunct faculty member has reached an resolution, the student may, within ten (10) business days, forward the written appeal to the Faculty Chair. Upon receipt of the written appeal, the Faculty Chair will meet with the parties to attempt to resolve the appeal.
     
  • The full-time or adjunct faculty member may ask that the college Faculty Senate President or designee attend any meetings to advise on concerns of policy.
     
  • The student shall have the right to be assisted by any member of the college community they choose. A student who elects to be assisted by a member of the college community must notify the college community member’s supervisor and Faculty Chair of the name and contact information of the college community member not less than two (2) business days before the scheduled meeting.
     
  • The college community member may not be serving in a legal capacity. The student is responsible for presenting their own information and, therefore, the college community member is not permitted to speak on behalf of or participate directly in any final grade appeal process meeting. The meeting may take place in person, by telephone, by mail, or by online means. Every attempt will be made to maintain confidentiality during this process.
     
  • A record of the resolution or reasons for non-resolution will be documented by the Faculty Chair on the intake form.
     
• VPAA Level
  • If the appeal is not resolved at the department/division level within ten (10) business days, the student may forward the written appeal to the VPAA or designee a copy of the written appeal with an explanation of the action taken at each prior level.
     
  • The VPAA or designee will meet with the student, full-time or adjunct faculty member, the college Faculty Senate President (if requested by the full time or adjunct faculty member), the member of the college community (if requested by the student), and the Faculty Chair to attempt to resolve the matter.
     
  • The VPAA or designee shall issue a written decision regarding the outcome of the appeal no later than ten (10) business days following the date of the meeting.
     
  • Except as outlined below (extraordinary circumstances), this is the final level of review for appeals regarding grades. A record of the resolution will be documented by the VPAA or designee on the intake form.
     
• Extraordinary Circumstances
  • In extraordinary circumstances and where the VPAA deems it necessary in the interest of fairness, the VPAA may convene a committee to resolve the appeal. To minimize conflicts of interest, the committee shall be composed of neutral parties including:
    • At least one full-time faculty member from the academic discipline from which the appeal rises.
       
    • One faculty senate member as designated by the college Faculty Senate President; the Faculty Chair. 
       
    • The Dean of Instruction or appropriate college/center administrative officer.
       
    • A student from the student government or similar representative the committee will issue a written decision, which shall be final and binding as to appeals regarding grades.
       
    • Examples of extraordinary circumstances may include, but are not limited to the following:
      • The faculty member is no longer employed within the District.
         
      • The faculty member deviated substantially from the course syllabus or any communicated changes in the course syllabus.
         
      • Other review processes of the faculty revealed inconsistencies in grading/assessment practices or unprofessional behavior.

Within thirty (30) business days of seating the committee, a resolution must be reached and documented. This is the final level of appeal for grades reviewed under this process.

EXPEDITED GRADE APPEAL PROCESS FOR TECHNICAL ERRORS OR OMISSIONS

This process may be used only to resolve grade appeals regarding technical errors or omissions in calculating or recording (a) a grade on an exam, project, or other assignment, or (b) an overall course grade. The grade appeal process should be used to process all other appeals regarding grades. This is the exclusive process for appeals regarding technical errors or omissions in grading.

• Faculty Level
  • A student who feels that a technical error or omission has occurred with respect to the calculation or recording of a grade shall first attempt to resolve the issue with the full-time or adjunct faculty member who issued the alleged incorrect grade.
     
  • An appeal regarding a technical error or omission in grading must be brought to the full-time or adjunct faculty member’s attention no later than fifteen (15) business days from the date the student knew or reasonably should have known of the error or omission.
     
  • The student shall provide the appeal to the full-time or adjunct faculty member in writing. The full-time or adjunct faculty member shall attempt to investigate and resolve the appeal and inform the student of the resolution no later than ten (10) business days from the date the student first reported the appeal to the full-time or adjunct faculty member.
     
  • If the full-time or adjunct faculty member is unavailable or fails to timely resolve the appeal, the student may escalate the appeal to the department/division level. A record of the resolution or reasons for non-resolution will be documented by the full-time or adjunct faculty member.
     
• Department/Division Level
  • If the full-time or adjunct faculty member or representative faculty member has not resolved the appeal within ten (10) business days, or if the student believes the full-time or adjunct faculty member or representative faculty member has reached an erroneous resolution, the student may within ten (10) business days forward the written appeal to the Faculty Chair.
     
  • The Faculty Chair shall investigate the appeal and inform the student of the resolution no later than ten (10) business days from the date the student reported the appeal to the Faculty Chair.
     
  • The decision of the Faculty Chair is final and binding. Once a resolution has been made at any level of the process, it is considered final and will be documented as such. The request for the grade appeal cannot be reopened.

 

Appendix S-7 Withdrawal Procedures was removed from the Appendices section through the Catalog Common Pages Administrative Regulation Review Process, June 12, 2023.  Refer to Administrative Regulation 2.3.6 Withdrawal for information regarding withdrawal procedures.

The purpose of this regulation is to provide a clear and fair process to report and resolve non-instructional complaints within MCCCD. 

The non-instructional complaint resolution process may be applicable when students and prospective students[1] using Maricopa Community College services have a complaint not related to classroom instruction, grades, or an academic evaluation process, such as grading, testing, or assignments, which must follow the instructional grievance procedure/policy defined in MCCCD Appendix S-6 instructional and final grade grievance process. All complaints are handled as privately as possible, consistent with the need to investigate and respond appropriately. All non-instructional complaint records will be maintained by the college designated person or office in accordance with Arizona Revised Statutes § 41-151.12[2] [3] [4] .[5] [6]

DEFINITIONS:

1. “Complaint” a written expression of dissatisfaction concerning a non-instructional matter (i.e. campus safety, employee conduct, administrative processes, etc.) of the college or MCCCD.
2. “Complainant” the individual submitting the complaint.
3. “Instructional matter” those matters related to classroom instruction, grades, or an academic evaluation process, such as grading, testing, or assignments.
4. “Respondent” the department(s) or employee(s) named in the complaint.
5. “Non-instructional matter” those matters (i.e. campus safety, employee conduct, administrative processes, etc.). Including matters that can involve faculty or instructors outside of course environment or other academic processes (i.e., club advisement or other functions or services provided by faculty or instructors).

Colleges and MCCCD encourage complainants to resolve concerns/complaints informally wherever possible by discussing the issue directly with the employee or department involved. Retaliation on this non-instructional complaint process shall not be utilized in a case in which a complainant feels they have experienced discrimination on the basis of race, color, religion, national origin, gender, age, disability, veteran status, or sexual orientation, or have experienced sexual harassment. The complainant shall refer to the discrimination complaint procedures for students under ND-2 Discrimination Complaint Procedures or 5.1.8 policy Prohibiting Harassment. If the complaint references a faculty member’s teaching, research or publication, intramural speech, or extramural speech, the department supervisor(s) receiving the complaint may consult MCCCD’s committee on academic freedom regarding the complaint (https://district.maricopa.edu/academic-freedom).

Steps for the complainant to follow:

1. Informal complaint resolution
    
   • Step 1: Request and Meeting
     • A complainant who identifies a complaint involving a non-instructional matter should attempt to meet with the employee(s), or if unknown, the department supervisor(s) within ten (10) business days from the time the complainant knew or reasonably should have known about the problem or concern to clarify misunderstandings, correct errors, or find a mutually agreeable solution.
     • The request for a meeting with a department supervisor should include information regarding the problem or concern, including:
       • Dates of discussions
       • Name(s) of employee or department(s) involved
       • Summary of the complaint and any actions taken by the complainant 
         
         Such documentation may also be subsequently resubmitted during the formal complaint process.
          
     • The supervisor will review the complaint to determine whether it falls under the S-8 Non-Instructional Complaint regulation. If the complaint references a faculty member’s teaching, research or publication, intramural speech, or extramural speech, the department supervisor(s) receiving the complaint may consult MCCCD’s committee on academic freedom regarding the complaint (https://district.maricopa.edu/academic-freedom).
       • If it does not, the complainant will be referred to the correct process in writing (i.e., instructional grievance, conduct, Title IX, etc.)
       • If the complaint falls under the S-8 regulation, the supervisor works with the complainant to resolve the issue.
          
   • Step 2: Conclusion or Escalation
     • If the complaint is resolved to the satisfaction of the complainant, no further action is required.
     • If the complaint remains unresolved at the informal resolution level, the complainant may escalate the complaint for formal review.
        
2. Formal Complaint Resolution Process (non-instructional)
   Prior to proceeding with a formal complaint, the complainant must complete the informal resolution process. If the issue remains unresolved, a formal review process shall be initiated.
    
   • Step 1: Formal Complaint Submission
     • The complainant must submit a formal non-instructional complaint in writing through the college designated person or office at the conclusion of the informal process.
        
   • Step 2: Investigation and Determination
     • Within five (5) business days, the assigned administrator will:
       • Conduct interviews with the complainant, respondent, and any witnesses. 
       • Gather and review relevant documents, emails, or records.
       • Provide the complainant with a written summary of findings and outcome provided within ten (10) business days of the complaint being submitted.
          
   • Step 3: Conclusion
     • If the complaint is substantiated, appropriate corrective or remedial actions will be taken, such as:
       • Adjustments to procedures or services
       • Employee training
       • Other corrective measures determined by the college
     • If the complaint is unsubstantiated, the complaint will be dismissed.
        
   • Step 4: Appeal Process
     • Any appeal must state the reason for the appeal (i.e., procedural error, new relevant evidence).
     • Any appeal must be made by the complainant within five (5) business days of receipt of the outcome.
     • The appropriate area vice president (or designee) will review the record and issue a final written decision within five (5) business days.
     • The decision of the vice president or designee is final.
        
   • Step 5: Recordkeeping
     • All documentation related to formal complaints-including the complaint, investigation notes, and final decision will be kept on file in accordance with Arizona Revised Statute § 41-151.12[7] [8] [9].

 

Information deleted through Administrative Regulation approval process on February 23, 2010.

1. Applications for reduced course loads must be submitted to the Disability & Services professional with supporting documentation. Requests must be made prior to the beginning of each semester.
2. Supporting documentation must include a diagnostic evaluation from an appropriate professional. The documentation must meet the guidelines set forth by the Maricopa Community College District’s Documentation Policy in order to evaluate the current impact of the disability in regards to the request. Students are required to complete an application form for this status every semester, but do not need to re-submit their documentation. Continuation of this status is not automatic. Each case will be re-evaluated at the end of the semester to determine if this accommodation is still appropriate.
3. Students requesting a reduced course load should consult with their academic advisor regarding the consequences of this status for making progress toward graduation requirements and eligibility for various academic distinctions and designations.
4. Students registered in occupational and/or academic programs that have specific block formats will not be considered for reduced course loads.
5. Students who are approved for a reduced course load will be required to sign the Reduced Course Load Approval Form, which includes a statement acknowledging that he or she has reviewed the consequences that go with reduced load status and accepts them.
6. When a reduced course load status is granted by the Disability Resources & Services professional, a copy of the Reduced Course Load Approval Form will be sent to the appropriate individuals.

Appendix S-11 Procedures for Lost or Stolen Student Records has been hereby repealed and is no longer effective.

Tuition Classification Class Length

• One Week or less (1–7 days)
• Two Weeks (8–14 days)
• Three Weeks (15–21 days)
• Four Weeks (22–28 days)
• Five Weeks (29–35 days)
• Six Weeks (36–42 days)
• Seven Weeks (43–49 days)
• Eight Weeks (50–56 days)
• Nine Weeks (57–63 days)
• Ten Weeks (64–70 days)
• Eleven Weeks (71–77 days)
• Twelve Weeks (78–84 days)
• Thirteen Weeks (85–91 days)
• Fourteen Weeks (92–98 days)
• Fifteen Weeks (99–105 days)
• Sixteen Weeks or more (106+ days)

Deadline to Withdraw with Guaranteed Grade of W

• 1st Day of Class
• 3rd Calendar Day
• 6th Calendar Day
• 9th Calendar Day
• 12th Calendar Day
• 14th Calendar Day
• 17th Calendar Day
• 20th Calendar Day
• 23rd Calendar Day
• 26th Calendar Day
• 29th Calendar Day
• 32nd Calendar Day
• 35th Calendar Day
• 38th Calendar Day
• 41st Calendar Day
• End of the 7th Week

Deadline to Withdraw From a Course (Instructor Signature Required)

• 1st Day of Class or Prior to the Last Day of Class
• 6th Calendar Day
• 12th Calendar Day
• 17th Calendar Day
• 23rd Calendar Day
• 29th Calendar Day
• 35th Calendar Day
• 41st Calendar Day
• 46th Calendar Day
• 52nd Calendar Day
• 58th Calendar Day
• 63rd Calendar Day
• 70th Calendar Day
• 76th Calendar Day
• 82nd Calendar Day
• 2 Weeks Before Last Class Period

Deadline to Request Complete Withdrawal

• 1st Day of Class or Prior to the Last Day of Class
• 6th Calendar Day
• 12th Calendar Day
• 17th Calendar Day
• 23rd Calendar Day
• 29th Calendar Day
• 35th Calendar Day
• 41st Calendar Day
• 46th Calendar Day
• 52nd Calendar Day
• 58th Calendar Day
• 63rd Calendar Day
• 70th Calendar Day
• 76th Calendar Day
• 82nd Calendar Day
• 2 Weeks Before Last Class Period

Deadline to Change Type of Grading (A-F to P/Z, or P/Z to A-F)

• 1st Day of Class
• 1st Day of Class
• 2nd Calendar Day
• 3rd Calendar Day
• 4th Calendar Day
• 5th Calendar Day
• 5th Calendar Day
• 6th Calendar Day
• 7th Calendar Day
• 8th Calendar Day
• 9th Calendar Day
• 10th Calendar Day
• 10th Calendar Day
• 11th Calendar Day
• 12th Calendar Day
• Within 14 days including the first class period

Deadline to Change from Audit Grade to Credit Grade

• 1st Day of Class
• 1st Day of Class
• 1st Day of Class
• 2nd Calendar Day
• 2nd Calendar Day
• 3rd Calendar Day
• 3rd Calendar Day
• 3rd Calendar Day
• 4th Calendar Day
• 4th Calendar Day
• 5th Calendar Day
• 5th Calendar Day
• 5th Calendar Day
• 6th Calendar Day
• 6th Calendar Day
• Within first week of class

Deadline to Change from Credit Grade to Audit Grade

• 1st Day of Class
• 3rd Calendar Day
• 5th Calendar Day
• 7th Calendar Day
• 9th Calendar Day
• 11th Calendar Day
• 12th Calendar Day
• 15th Calendar Day
• 17th Calendar Day
• 19th Calendar Day
• 21st Calendar Day
• 23rd Calendar Day
• 25th Calendar Day
• 27th Calendar Day
• 28th Calendar Day
• Within first five weeks

Note: Deadlines are based on calendar days and begin with the first day of class. Deadlines that fall on a weekend or holiday advance to the next college work day.

Allied Health or Nursing Assumption of Risk/Release of Liability

Most of the allied health or nursing program pathways include a program of study in a clinical training environment that may contain exposures to risks inherent in patient-oriented educational experiences (such as but not limited to bodily injury or communicable and infectious diseases). Students enrolling in clinical educational courses will be asked to sign a statement assuming all risks inherent in their coursework.

Use of Confidential Information

Students enrolled in allied health or nursing program pathways will have learning experiences in a health care setting where they will have access to confidential information. Prior to beginning any clinical studies, the students will be asked to sign an agreement to adhere to the requirements of those clinical sites and applicable law, including the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

MCCCD Required Background Checks

Students enrolled in an MCCCD allied health or nursing program are required to complete and pass clinical learning experiences, working with children, elderly persons, and other vulnerable populations. MCCCD’s major clinical agency partners now mandate that any college students assigned to them for clinical experiences submit to a comprehensive background clearance prior to entering such learning experiences. Because the clinical experience portion of the programs is critical to completing a program of study, MCCCD has instituted two specific background check requirements in order for a student to enroll in a program. First, the student must obtain, at his or her own cost, a Level I Fingerprint Clearance Card from the Arizona Department of Public Safety. Precluding offenses for a Level I card can be found in Arizona Revised Statute § 41-1758.07 (https://www.azleg.gov/viewdocument/?docName=https://www.azleg.gov/ars/41/01758-07.htm). Additionally, students must also obtain a “pass” status on a MCCCD supplemental background check from MCCCD’s authorized background check contractor. The student must also pay for this background check. The supplemental check will be based on the most stringent standards of MCCCD’s clinical experience partners.

The sole program for which the background check requirements are different is the Emergency Medical Technician program. For that program, students must have obtained a Level 1 Fingerprint Clearance Card from the Arizona Department of Public Safety. They are also required, at the time of their clinical assignments, to submit to, pay for and pass any additional background check requirements of the clinical agencies to which their EMT program places students.

Certain licensing boards may require a separate background check or clearance card upon application for licensure or certification.

The MCCCD supplemental background check review may include searches of the following databases and information but MCCCD reserves the right to change the search criteria and the program background check requirements at any time without notice:

1. National Federal Health Care and Abuse Databases
2. Social Security Verification
3. Residency History
4. Arizona Statewide Criminal Records
5. Nationwide Criminal Databases
6. Nationwide Sexual Offender Registry
7. Homeland Security Search

Examples of background information that will result in a “fail” status on the supplemental background check include:

1. Social Security number does not belong to the applicant
2. Any inclusion on any registered sex offender database
3. Any inclusion on any of the Federal exclusion lists or Homeland Security watch lists
4. Any conviction of a felony no matter what age of the convictions
5. Any warrant any state
6. Any misdemeanor conviction for the following no matter how long ago:
   
   1. Violent crimes
   2. Sex crime of any kind including non consensual sexual crimes and sexual assault
   3. Murder, attempted murder
   4. Abduction
   5. Assault
   6. Robbery
   7. Arson
   8. Extortion
   9. Burglary
   10. Pandering
   11. Any crime against minors, children, vulnerable adults including abuse, neglect, exploitation
   12. Any abuse or neglect
   13. Any fraud
   14. Illegal drugs
   15. Aggravated DUI
7. Any misdemeanor controlled substance conviction in last 7 years
8. Any other misdemeanor conviction within last 3 years  [EXCEPTIONS:  Any misdemeanor traffic (DUI is NOT considered traffic).

The information that MCCCD uses for the “pass/fail” background check is subject to change at any time without notice.

MCCCD recommends that students carry proof of the background clearance at all times during any clinical agency learning experience.

Duty to Report Changes; Removal

Students have an obligation to immediately report to the director of their program any change in the information that they supplied on forms submitted to initiate background checks relating to the allied health or nursing program. That includes information provided to the Arizona Department of Public Safety and MCCCD’s supplemental background check vendor, as well as that related to the background check required by a clinical agency. Failure to do so will result in removal from the program. Additionally, any change in background check status that would affect the student’s clearance under either MCCCD’s or a clinical agency’s standards will result in removal from a program.

Additional Clinical Agency Background Check

Some clinical agencies require that students assigned to their sites submit to a criminal background check covering other offenses, as well as to a drug screening. Students are required to pay for the additional agency clinical background check. A clinical agency that requires this additional background check may refuse to place a student due to information the clinical agency obtains in its background check even though that student possess a valid Level I Fingerprint Clearance Card and has obtained a “pass” status on the MCCCD supplemental background check.

Some conditions that have resulted in students being denied placement at clinical agencies include pending criminal charges, outstanding warrants, unfinished terms of a sentence (such as unpaid fines), pattern of repeated types of arrests/convictions, and failure to disclose all past arrests/convictions when asked to do so on any background check application.

Inability to Place

MCCCD has no obligation to make repeated attempts to place a student when the reason for MCCCD’s inability to place the student is due to background check issues. Since clinical agency assignments are mandatory requirements for completion of a program, a student’s inability to complete required clinical experience due to his or her background check issues will result in removal from the program.

Changes to Admission or Background Check Requirements

MCCCD may change its program admission requirements or background check requirements without notice at any time.

No Guarantee of Receipt of Licensure/Certificate

Many of the nursing and allied health programs prepare graduates for application for State or National certificates or licenses. In some professions, such licensure and certification is required prior to employment or practice in the profession. Graduation from a nursing and allied health program does not guarantee the receipt of a license or certificate to practice in the field of study.

Appendix S-14 Procedure for Petition Signature Solicitation has been retired effective April 6, 2026. 

Procedure for Use of College Grounds 

In 2010, Arizona voters approved the Arizona Medical Marijuana Act (Propositions 203), a state law permitting individuals to possess and use limited quantities of marijuana for medical purposes. Because of its obligations under federal law, however, the Maricopa Community Colleges will continue to prohibit marijuana possession and use on campus for any purpose.

Under the Drug Free Workplace Act of 1988, and the Drug Free Schools and Communities Act of 1989, “…no institution of higher education shall be eligible to receive funds or any other form of financial assistance under any federal program, including participation in any federally funded or guaranteed student loan program, unless it has adopted and has implemented a program to prevent the use of illicit drugs and abuse of alcohol by students and employees.” Another federal law, the Controlled Substances Act, prohibits the possession, use, production, and distribution of marijuana for any and all uses, including medicinal use. This law is not affected by the passage of the Arizona Medical Marijuana Act. Because Maricopa Community Colleges could lose its eligibility for federal funds if it fails to prohibit marijuana, it is exempt from the requirements of the Arizona Medical Marijuana Act. Therefore, Maricopa Community Colleges will continue to enforce its current policies prohibiting the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance on its property or as part of any of its activities.

Employees and students who violate Maricopa Community Colleges policy prohibiting the use or possession of illegal drugs on campus will continue to be subject to disciplinary action, up to and including expulsion from school and termination of employment.

In instances where the college decides not to amend an education record as requested by the student, the college will notify the student of the decision and advise him/her of the right to an appeal hearing according to the following process:

 

• The student must have first presented the issue in writing to the college’s Admissions/Enrollment Office or designee identifying the records that he/she wishes to have amended and provided any supporting documentation.  Note: With the exception of clerical errors, requests that are expressly related to grade disputes are not subject to this process and must be vetted through the Instructional Grievance Process. 

 

• If the request to change the record was deemed unsubstantiated by the college designee and the institution was able to demonstrate that the record was accurate, the student will be informed of the right to a formal appeal hearing.

 

• Students must request a formal hearing within 10 business days from the date they are informed of the right to an appeal hearing.

 

• The request for a formal hearing must be in writing and delivered to the [Dean of Admissions/Enrollment Services, Vice President of Student Affairs] or designee.

 

• The college official who receives the formal hearing request will either review the case personally or designate a hearing committee if the issue involves a matter not clearly established by current policy or administrative regulation.

 

•  A written decision will be delivered to all parties summarizing the evidence and stating the reason(s) for the decision.  If the decision is in favor of the student, the education record will be amended.  If the decision is for the record to remain the same, the student may place a statement commenting on or disagreeing with the decision in the education record.  

The Campus Sex Crime Prevention Act (CSCPA), (section 1601 of Public Law 106-386), is a Federal Law enacted on October 28, 2000. In compliance with this law, the Maricopa County Community College District (MCCCD) will work in collaboration with the Sheriff’s Department to identify convicted registered sex offenders enrolled as students at one of MCCCD’s colleges or working at the District office or at any of the MCCCD colleges (in paid or unpaid positions).

GENERAL INFORMATION

1. In accordance with the CSCPA, the MCCCD will provide on its Sex Offender Information and Notification website, a link to the Arizona Sex Offender Registry website and instructions on how to access it.
2. Arizona Revised Statutes require persons convicted of any of the following 21 different offenses to register as sex offenders: 1) unlawful imprisonment if the victim is under 18 years of age; 2) kidnapping if the victim is under 18 years of age; 3) sexual abuse if the victim is under 18 years of age; 4) sexual conduct with a minor; 5) sexual assault; 6) sexual assault of a spouse; 7) molestation of a child; 8) continuous sexual abuse of a child; 9) taking a child for the purpose of prostitution; 10) child prostitution; 11) commercial sexual exploitation of a minor; 12) sexual exploitation of a minor; 13) luring a minor for sexual exploitation; 14) aggravated luring a minor for sexual exploitation; 15) unlawful age misrepresentation for the purpose of committing a sexual offense 16) sex trafficking of a minor; 17) a second or subsequent violation of indecent exposure to a person under 15 years of age; 18) a second or subsequent violation of public sexual indecency to a minor under the age of 15; 19) a third or subsequent violation of indecent exposure; 20) a third or subsequent violation of public sexual indecency; and 21) violations relating to the failure to register as a sex offender. (See A.R.S. §13-3821).
3. The Arizona Department of Public Safety classifies sex offenders according to levels. The levels consist of Level 1: Low risk to the community, Level 2: Intermediate risk to the community, and Level 3: High risk to the community.
4. By law, Registered Sex Offenders (RSO) are required to contact the Maricopa County Sheriff’s office or local police agency when they enroll in or are employed at a college—in either paid or unpaid status. (A.R.S. §13-3821).
   
   1. Level Two and Level Three Offender’s Obligation to Notify the College:

      STUDENTS

      1. Current Students who are enrolled and receive their final classification or a change in classification as a Level 2 or Level 3 sex offender during their period of enrollment must notify the Campus Public Safety Officer within five (5) business days of the start of the semester. Campus Public Safety Officers for each college and for the district office can be found. The Campus safety officer will schedule a meeting with the Dean of Students (or designee) and the Registered Sex Offender student to take place within ten (10) days of the notification to Public Safety.
         
         1. Failure to comply with this procedure may lead to discipline under the Student Code of Conduct as well as possible criminal penalty as outlined in Arizona state law.
      2. Potential Students who have been designated as a Level 2 or Level 3 sex offender must notify the Campus Public Safety Officer to arrange a meeting when they intend to enroll at a College. Campus Public Safety Officers for each college and for the district office can be found at the MCCCD Police website. This meeting must take place at least ten (10) calendar days prior to the start of classes. The meeting shall include the RSO, the Dean of Students (or designee), and the Campus Public Safety Officer.)
         
         1. A person who is classified as a Level Two or Three sex offender has been admitted to MCCCD and who has failed to timely to register pursuant to these procedures may be subject to discipline under the Student Code of Conduct as well as possible criminal penalties as outlined in Arizona state law.

      EMPLOYEES

      3. Current Employees who receive their final classification or a change in classification as a Level 2 or Level 3 sex offender during their period of employment must immediately notify the Campus Public Safety Officer. The campus public safety officer will arrange meeting with the Human Resources Manager (or designee) at the individual campus and the Registered Sex Offender employee. Campus Public Safety Officers for each college and for the district office can be found at the MCCCD Police website. The meeting with the college human resources manager and the Campus Public Safety Officer must take place within ten (10) days of the original notification to Public Safety.
      4. Potential Employees who have been classified as a Level 2 or Level 3 sex offender must notify the Campus Public Safety Officer to arrange a meeting when they are offered employment at the College. Campus Public Safety Officers for each college and for the district office can be found at the MCCCD Police website. This meeting must take place at least ten (10) calendar days prior to the start of employment. The meeting shall include the RSO, the college human resources manager and the Campus Public Safety Officer (or their designees).
5. COLLEGE OFFICIALS' MEETING WITH LEVEL 2 OR LEVEL 3 SEX OFFENDER
   
   1. After notification that a student or employee has been classified as a Level Two or Three Sex Offender, MCCCD Public Safety will collect information from the RSO student or employee, probation/parole officer, Sheriff’s Office, and/or arresting agency regarding the type of crime, conditions for probation, and/or level of risk.
   2. For Students: MCCCD Public Safety will notify the Dean of Student Affairs (or designee) when a RSO has enrolled or expressed a desire to enroll at a MCCCD college. A representative from the Student Affairs office shall participate in the required meeting with the RSO.
      
      1. An RSO identification must be placed in the Advocate online system. The identification should include a summary of the offense/court-ordered conditions in place upon release, information from the parole/probation officer, and possible interventions needed at the college/District level.
   3. For Employees: MCCCD Public Safety will notify District and college Human Resources (or designee) when an RSO has registered due to being offered employment with the MCCCD or is a current employee who has been classified as a Level Two or Three Sex Offender.  A representative from District and the identified college’s Human Resources department shall participate in the required meeting with the RSO.
      
      1. An RSO identification must be placed in the employee’s personnel file. The identification should include a summary of the offense/court-ordered conditions in place upon release, information from the parole/probation officer, and possible interventions needed at the college/District level.
   4. At the meeting referred to above, the student or employee who is classified as a Level Two or Three sex offender will be advised of the following information:
      
      1. The College’s knowledge of his/her final classification.
      2. The College’s obligation to provide public access to Level 2 & 3 sex offender information through its Department of Public Safety.
      3. Any restrictions that will be imposed on the sex offender—based on any Court restrictions, restraining orders, or orders of protection that may be in place—and the duration of such restrictions.
      4. If the offender is classified at Level 3, he/she is further informed of:
         
         1. The College’s policy of posting notice at each college campus within two (2) days of receipt of the RSO’s information, regardless of when the meeting occurs.
         2. The Level 3 RSO will receive a copy of the community notification the College intends to post.
         3. The functional areas of the College which will be provided with the public notification that will be posted.
      5. At any time, the Department of Public Safety can communicate with the offender’s parole/probation officer.
      6. For Scottsdale Community College (SCC): Since SCC is located within the geographic borders of the Salt River Pima-Maricopa Indian Community, Registered Sex Offenders Students must adhere to additional community regulations. Beyond meeting with SCC's Office of Public Safety, RSO's must register and meet with the Sex Offender unit at the Salt River Police Department. This meeting must take place prior to the beginning of the semester the RSO wishes to attend.  The RSO must also meet with the Sex Offender unit at the Salt River Police Department every three months they attend SCC. 
6. FERPA: The CSCPA further amends the Family Educational Rights and Privacy Act of 1974 (FERPA) to clarify that nothing in the Act can prohibit an educational institution from disclosing information provided to the institution concerning the presence of registered sex offenders.
7. ANNUAL AND OFF-CYCLE REVIEWS: Public Safety and the Student Affairs Dean (or designee) or Human Resources representative, depending on the status of the RSO, shall meet on an annual basis to review the conditions of enrollment, employment, and campus engagement. Additional, off cycle, reviews should be conducted when an RSO student or employee transfers within MCCCD or new information about criminal conduct has been received. District imposed conditions may be removed, added, or altered based on changes in enrollment location(s), legal case status, new criminal activity, and/or disciplinary standing. Both Public Safety and Dean of Students or Human Resources professionals, for students and employees, respectively, shall maintain documentation regarding all initial, annual, and off-cycle meetings and reviews.
8. FAILURE TO NOTIFY CAMPUS ADMINISTRATION: Failure to notify campus administration, as outlined in this procedure, of one’s status as a RSO may lead to discipline up to and including removal from classes and/or suspension from participation in academic or extra-curricular programs, termination from employment as well as possible criminal penalty as outlined in Arizona state law.
9. CAMPUS AND COMMUNITY NOTIFICATION OF RSO STATUS: Pursuant to Arizona law, the MCCCD shall make campus notifications of RSO status, as follows:
   
   1. For level two and level three offenders, the MCCCD Public Safety Office, in conjunction with the Public Safety office at each college will coordinate with the local law enforcement agency responsible for the individual community notifications to ensure the sex offender notification is provided to the individual campus community.
   2. The Sex Offender Information and Notification website will host the notification of RSO’s employed by or attending a MCCCD college, including employment with the District office. 
   3. For Colleges with facilities off-site from the main campuses that receive a registered sex offender community notification flyer from a local law enforcement agency, building managers are advised to post the flyer the building’s common area easily accessed by students, staff, and faculty for a at least thirty (30) days. Specific information and instructions related to the community notification will be contained in the flyer and such instructions should be followed.
   4. Any criminal activity involving a registered sex offender should be reported to police.
10. ADMINISTRATIVE OVERSIGHT:
    
    1. Students: A campus administrator has the right to, at her or his discretion, require currently enrolled RSOs to attend regular meetings. The meetings will serve as a way to monitor compliance with conditions for enrollment and assist with student success. The frequency, duration, attendees to the meeting, and location of the meetings will vary based upon the needs of the RSO.
    2. Employees: A supervisor, in conjunction with a Human Resources representative, at her or his discretion, may require currently employed RSOs to attend regular meetings. The meetings will serve as a way to monitor compliance with conditions for employment and assist with student success. The frequency, duration, attendees to the meeting, and location of the meetings will vary based upon the needs of the RSO.

S-19 Individual Use of Intellectual Property Request Form 

As required by the Maricopa County Community College District (MCCCD) Administrative Regulation 2.11, Student-Athlete Name, Image, Likeness (NIL) Activity, and Arizona law, MCCCD student-athletes may not use MCCCD’s intellectual property, including registered trademarks, copyrights, official logos, marks, or colors without the written approval of the respective MCCCD College Athletic Department. If use of MCCCD intellectual property is authorized, it must be used properly and within established guidelines (see here: Brand Guidelines). 

This request form should be submitted to the student’s Athletic Director and the MCCCD Marketing Department. This form must be submitted for review five (5) business days in advance of the proposed student-athlete NIL use of MCCCD intellectual property. 

Questions may be addressed to the individual college Athletic Director, or the District Office of Compliance at 480-731-8848.

USE OF MCCCD INTELLECTUAL PROPERTY FOR NIL ACTIVITIES WITHOUT THE
PRIOR PERMISSION OF MCCCD IS PROHIBITED.

S-19 Individual Use of Intellectual Property Request Form 

1. Compassionate Withdrawal Process 
   This process applies to students enrolled at Maricopa Community Colleges who are unable to continue their enrollment due to a sudden emergency or severe change in personal circumstances, when other accommodations (e.g., an incomplete grade) are not possible. Students may request a compassionate withdrawal for non-medical issues preventing enrollment continuation. Compassionate withdrawal may be considered for situations such as caring for a seriously ill family member or a death in the family, which prevents the student from continuing their enrollment.

   In the event that a student is unable to submit the request on their own (unable to verbally communicate), a parent and/or guardian and/or spouse may do so on their behalf with appropriate documentation to comply with FERPA regulations.

   If a compassionate withdrawal is awarded, the student is granted a full-term withdrawal across all registered courses and campuses, and the transcript will denote “compassionate withdrawal” along with “W” grades for the semester (the specific reason will not be identified to maintain privacy). Refund appeals are a separate process and are student-initiated upon submission of a completed refund exceptions appeal form. 

   The student may also be referred to the appropriate faculty or staff for additional resources and support through their return to campus in accordance with campus procedures and District policies.

   Aside from a full-term compassionate withdrawal, a student may officially withdraw from specific courses - see AR 2.3.6 Withdrawal for general student withdrawal procedures.

2. Compassionate Withdrawal Procedure
   Students must submit a completed Compassionate Withdrawal form along with relevant documentation to the Admissions and Records office. A committee composed of the Admissions and Records Director, Financial Aid Director, Counseling Faculty, Disability Resource Services Manager, Care Team Chair (if applicable), the Student Affairs Dean, Academic Affairs Dean, and other college representatives as appropriate will review the request. Committee decisions are final.

   Documentation needs will change based on unique circumstances and should be relevant to the case at hand. For example, if applying for a compassionate withdrawal to look after a seriously ill family member, the necessary information might resemble that required for medical withdrawals. Depending on the specific scenario, other forms of acceptable documentation could be police reports, legal papers such as restraining orders, proof of travel such as airline ticket receipts, among others.

3. Impact of a Withdrawal
   Tuition adjustments align with the college's refund policy. The withdrawal may affect financial aid eligibility, veterans benefits, scholarships, visa status, and academic/program progress requirements. Tuition refunds are not guaranteed, even with compassionate withdrawal approval.
    
4. Responsible Official
   The Dean of Student Affairs, inconjunction with the Director of Admissions and Records, oversee this process. Inquiries should be directed to the Dean of Student Affairs.

Manual 1.0 

Edited by: 
BIT Policy Development Task Force, Maricopa Communtiy Colleges
Fall 2025

Adapted from the NABITA CARE Manual 2.0

Purpose

Maricopa County Community Colleges (MCCCD) has established a Behavioral Intervention Team (BIT) at each of its 10 campuses to assist in addressing situations in which students are displaying behaviors that are concerning, disruptive, or threatening in nature and that potentially impede their own or others’ ability to function successfully or safely. These policies and procedures are designed to help identify persons whose behavior potentially endangers their own or others’ health and safety or is disruptive to the educational or administrative processes of MCCCD. This manual serves as the official policy guide for all ten campuses.

The Office of the Provost is responsible for this BIT procedure as applied across the Maricopa Community Colleges District, and authorizes the teams as identified in this procedure to engage in behavioral intervention (gather data, assess risk, and deploy interventions). The BIT conducts its work in accordance with the Family Educational Rights and Privacy Act (FERPA), other applicable laws, and/or institutional policy.

It is the responsibility of faculty, staff, and students to immediately refer any student behavior  that could possibly result in harm to anyone at their college. Any member of the campus community may become aware of a student of concern or situation that is causing serious anxiety, stress, or fear. It must be noted, however, that behavioral assessment should not be confused with crisis management. A “crisis” may be defined as a situation in which a person may pose an active or immediate risk of violence to self or others. In these cases, the college police should be contacted.

Table of Contents

1. Team Mission & Scope
2. Team Membership
3. Team Operations
4. Team Communication and Silo Reduction
5. Psychological, Threat, and Violence Risk Assessments
6. Team Training and Supervision
7. Community Engagement & Education
8. Documentation & Records
9. Quality Assurance

Campus Team Mission & Scope

Mission Statement

The BIT is a campus-wide team of appointed staff and faculty responsible for identifying, assessing, and responding to concerns and disruptive behaviors by students that are:

• Self-injurious, erratic, or disruptive
• Escalating in anger, showing significant changes in demeanor, or otherwise concerning
• Violent, threatening, intimidating, stalking, or distressing to the safety, functioning, or learning environment of the college

BIT referrals are not for emergencies. If there is an immediate threat to safety, call Campus Police or 911.

Team Goals

• Provide a safe and supportive environment for members of the campus community
• Gather, assess, and deploy interventions with individuals who demonstrate concerning or threatening behavior
• Provide support and resources to community members who are concerned for another individual

Team Responsibilities

• Maintain accurate information on the current website, which can be easily accessed from the college’s home page and other relevant departmental pages.
• Receive, coordinate, and assess referrals received from faculty, staff, students, and others regarding individuals of concern.
• Coordinate interventions and resource assistance for individuals of concern.
• Engage in annual review/audit process for compliance and identify gaps/areas for support and improvement.
• Provide an annual report including results of the audit to the Vice President for Student Affairs and AS.

Team Membership

Each campus BIT consists of college personnel with expertise in student affairs, academic affairs, mental health, student conduct, and campus police. Membership on the BIT represents an ongoing commitment to the mission of the BIT. Team members are critical to the functioning of the team. They are responsible for completing ongoing training (as relevant for their role/membership), attending meetings, and assisting with follow-up and intervention as designated by their membership category.

The BIT has four levels of membership:

1. Core
2. Inner Circle
3. Middle Circle
4. Outer Circle

CORE MEMBERS

Core members attend every BIT meeting and have full access to the team’s electronic record-keeping database, Symplicity Advocate. As core members, they represent their departments and have authority and capacity to make independent decisions within their areas of responsibility. If a core member is unable to attend a meeting due to illness, vacation, extended absence, or leave, they have a designated and trained limited-term designee who attends in their place. If the Chair cannot attend, only a core team member may serve in their place. The department that members represent are crucial to the BIT’s ability to gather data, accurately assess risk, and deploy effective interventions. Core membership is limited to a staff of a grade 118 or higher to the extent applicable. Many core members keep records in their own departments and can share this information with the team through the Family Educational Rights and Privacy Act’s emergency exception clause or when a school official has legitimate educational interest.

The following individuals are considered core members:

1. Dean of Students or Associate Dean of Students: The dean chairs the team and attends all meetings. If the dean is unable to attend, and is the sole chair of the BIT, an appropriate designee from core membership will lead the meeting. The chair is responsible for the overall functioning of the BIT and team dynamics, which includes ensuring members are trained, ongoing informal checkpoints (e.g. debriefs after difficult events, lunch-and-learns, etc., to foster a sense of connection and trust) and an annual retreat that includes focus on team-building activities (e.g., Myers-Briggs, Strengths Finder) to enhance understanding of each member’s communication/problem-solving style.

   Information Sharing and Meeting Participation Responsibilities:

   1. Brief overview of the referral information (team members should have already read the referral in the electronic recordkeeping database prior to the meeting)
   2. Any history with the dean of students office
   3. Any involvement in, engagement in, or difficulty with student organizations, student government, etc.
   4. Large community issues: trends on social media, contact from parents, news outlets, etc.
   5. Any financial aid or payment concerns
       
2. Manager of Student Conduct or similar position with student conduct responsibilities:  Attends the team meetings and co-chairs the team. If unable to attend due to illness, vacation, extended absence, or leave, and the dean is also not in attendance, an appropriate designee from core membership will lead the meeting. 
   
   Information Sharing and Meeting Participation Responsibilities:
   1. Consults on cases involving on- and off-campus conduct violations, criminal charges, and academic disruptions.
   2. Conduct records are protected under FERPA and shared with the BIT team by the administrator of student conduct under the legitimate educational interest clause of FERPA.
   3. Conduct history including prior charges, findings, sanctions, etc.
   4. Admissions information including reporting prior criminal or conduct history
       
3. Police Sergeant: Attends each meeting; if unavailable due to illness, vacation, extended absence, or leave, the Lieutenant will attend as the limited-term designee. Serves as a liaison with local and federal law enforcement agencies, consults on BIT cases that have criminal or law enforcement elements, contributes to the assessment of risk for referrals, and assists with interventions on campus requiring a police presence. 
   
   Information Sharing and Meeting Participation Responsibilities:
   1. Criminal history
   2. Law enforcement contact and reports
   3. Concealed carry permits or registered weapons information
   4. Social media checks for concerning or threatening posts
       
4. Chair of Counseling Department or a Counseling Faculty designee from the Counseling Department: Attends the meetings and sends an appropriately trained limited-term designee if unable to attend due to illness, vacation, extended absence, or leave. Receives information from the BIT team to inform the services delivered in the counseling center and to ensure collaborative communication. Consults on issues of mental health (e.g. provide referral to mental health providers and facilities, support students in return to campus, provide context and identity warning signs of risk for suicide or mental health crisis). While MCCCD Counseling Departments do not provide mental health services or diagnoses, they may refer students in need of clinical support or evaluation to the appropriate external resources. 
   
   Information Sharing and Meeting Participation Responsibilities:
   1. Consult on general issues related to mental health issues, risk assessment, and development of interventions
   2. Receive mental health analyses and provide relevant information to the BIT as a part of the risk assessment process
       
5. Director of Disability Resources and Services: Consults and offers guidance on issues of academic and other accommodations. If unable to attend a meeting due to illness, vacation, extended absence, or leave, reports or other useful information from the appropriate DRS staff should be sent to the chair of the BIT. Records in the accessibility/disability services office are protected under FERPA and exist in the accessibility/disability services electronic record system, DRS Connect.
   
   Information Sharing and Meeting Participation Responsibilities:
   1. Update on registration with accessibility/disability support services including accommodations offered and usage of accommodations
   2. Consultation related to disability issues and accommodations

INNER CIRCLE MEMBERS

Inner circle members should attend every meeting, but when they cannot attend, they do not have a trained replacement. Inner circle members represent departments that:

• Have frequent contact with students
• Are likely to be involved in either case updates or interventions for the majority of BIT cases
• Can provide valuable insights to the team
• Inner circle members have access to the electronic recordkeeping database for BIT cases.

1.  Dean of Instruction: Often serves as the primary contact in working with faculty, department chairs, provosts, and academic advisors. Provides information related to academic history and performance as well as insight into the academic experience. If this person is unable to attend a meeting, reports or other useful information should be sent to the BIT chair.
   
   Information Sharing and Meeting Participation Responsibilities:
   1. Information or notes from academic advising
   2. Updates from current professors, advisors, etc.
       
2. Director of Admissions and Records: The Director of A&R provides enrollment and expertise, and also has immediate access to student records that inform decisions. 
   
   Information Sharing and Meeting Participation Responsibilities: 
   1. Academic transcript and history including any deviations from the student’s traditional performance, withdrawn semesters, academic petitions, etc.
   2. Relevant Financial Aid information/concerns

MIDDLE CIRCLE MEMBERS

Middle circle members serve the BIT in a consultant capacity. They are:

• Invited for cases that relate to their specific content areas
• Do not attend meetings regularly
• Do not have access to the team’s electronic database

To facilitate awareness of BIT cases and prompt their attendance, middle circle members are sent the agenda in advance of the meeting so they can check for any overlap with their respective departments. They attend only the portion of the BIT meeting relevant to their department, but are a common source of referrals given their interactions with students.

1. Faculty/Faculty Leadership
2. General Counsel
3. Title IX Coordinator
4. Veteran Services
5. Athletics
6. Financial Aid

OUTER CIRCLE MEMBERS

Outer circle members:

• Do not attend meetings
• Do not have access to the database
• Function primarily as a source of referrals to the team
• May also be asked to assist in interventions if they have an established relationship with a referred individual

Those with more frequent contact (e.g. orientation leaders) may receive additional training in basic non-clinical suicide assessment, recognizing distress, and methods for connecting students to the BIT.

Examples of Outer Circle Members Include but are not limited to:

• Early Outreach and Orientation Staff
• Academic Advisors
• Student Life Staff
• Club/Student Organization Advisors

Team Operations

THREE-PHASE PROCESS

The BIT operations are guided by a three-phase process, as shown below:

1. Gather Data
2. Assess Risk
3. Deploy Interventions

The BIT is tasked with receiving referrals from the community, reviewing them to determine the level of risk or concern, and then developing action plans to address that risk.

• Gather Data (occurs in two ways:)
  1. Through training the community on how to identify disruptive or concerning behaviors in their earliest stages.
  2. By team members collecting data on referred students from their respective areas and sharing updates in team meetings.
• Risk Rubric Analysis:
  The BIT applies the NABITA Risk Rubric to each case to determine level of risk and guide the decision-making.
• Deploy Interventions:
  The team creates a plan of action and a set of interventions to mitigate the concerning behaviors and/or provide support. These interventions are tailored to the level of risk and the needs of the case.

The team continues to gather data, assess risk, and adjust interventions as needed for each case.

REFERRALS

• Referral Form:
  The BIT referral form is public-facing; anyone (affiliated or not) may submit a referral, including anonymous referrals.
• Submission Process:
  All referrals are submitted through the public referral form, even if the information initially comes via phone, email, or in-person. The person receiving information via one of these methods is responsible for submitting the referral through the MCCCD webpage.
• Immediate Concerns:
  For safety concerns (e.g., suicidal ideation, self-harm, harm to others, or disconnection from reality), contact 911/college police first. Then submit a BIT referral form.
• Automated Response:
  Upon form submission, the referral source receives a confirmation email explaining that referrals are reviewed daily and that the BIT meets weekly.
• Gathering Additional Information:
  If more information is needed, a BIT member may contact the referral source. If no additional information is provided, the team proceeds with what they have.
• Updates to Referral Source:
  • After the team assesses risk and decides on interventions, the referral source may be updated under FERPA’s health and safety or legitimate educational interest clauses.
  • Communications are tailored to each situation and approved by the team chair.
  • Sometimes the referral source is enlisted to help in the intervention. 

MEETINGS

• Schedule:
  BIT meetings are held weekly, at a standing designated time, for no less than an hour. If there are no agenda items/referrals, it is expected that the team will use the meeting time for practice review and/or additional training. Emergency team meetings may be called if a new or ongoing case presents an imminent threat or time-sensitive issue.
• Attendance Expectations:
  1. Core and inner circle members attend all meetings.
  2. Some core members send a limited-term designee (as indicated above) if they cannot attend due to illness, vacation, extended absence, or leave.
• Agenda:
  The team chair circulates the agenda before each meeting, listing the cases for discussion. Team members gather relevant info from their areas to share in the meeting. 
• Meeting Steps:
  1. Prior Cases Discussion:
     • Gather new data or updates.
     • Reassess the level of risk (using the NABITA Risk Rubric).
     • Determine additional or continued interventions, or move the case to inactive status.
  2. New Cases Discussion:
     • Gather Data: Each team member shares relevant info from their area.
     • Risk Rubric Analysis: The team assigns a current risk rating for the individual.
     • Deploy Intervention: The team decides on interventions, assigning responsibilities to appropriate members.

RISK ASSESSMENT

For each referred case, the BIT uses an objective risk assessment process.

• NABITA Risk Rubric: Applied to every case to determine the level of risk.
• VRAWW (Violence Risk Assessment of the Written Word): Used to assess concerning or threatening written content (e.g., emails, blogs, social media posts).
• SIVRA (Structured Interview for Violence Risk Assessment): Designed to assess the risk and protective factors related to an individual's willingness to engage in violence.
• Additional Tools: When more in-depth threat or violence risk assessment is needed, the team uses additional tools as described in the Threat and Violence Risk Assessment section.

Preliminary Assessment

• Daily Review:
  The team chair or core team designee reviews/checks on referrals daily, assigning a preliminary level of concern and any immediate action steps (e.g., welfare checks, law enforcement contact, calling an emergency meeting).
• Follow-Up at Meeting:
  All cases are then discussed at the next regular team meeting for the full assessment, unless an emergency meeting is necessary due to the high level of risk.

Team Risk Assessment

• During the meeting, the team applies the NABITA Risk Rubric and/or VRAWW (if relevant) to each case.
• The team reaches consensus on the current risk level and updates it each time the case is revisited or closed.

INTERVENTIONS

After the risk assessment, the team develops and deploys interventions to reduce risk and address the concerns identified.

• Intensity and Scope:
  Increase as the risk level increases.
• Consistency:
  The team uses the NABITA Risk Rubric interventions to ensure consistent, quality-controlled interventions based on risk level.
• Authority: 
  Team members use their official capacity to carry out interventions, including mandated assessments if the risk level meets criteria (see Threat and Violence Risk Assessment section).

Team Communication & Silo Reduction

Communication is critical to an effective BIT. Team members (core and inner circle) are trained to address barriers to communication. The team fosters trust and connection among its members through ongoing conversations, frequent meetings, and trainings.

Keys to Effective BIT Communication

• Egalitarian Structure:
  All team members are encouraged to share perspectives. Positional power should not silence discussions.
• Respect for Expertise:
  Team members should avoid speaking outside their areas of expertise. Law enforcement shouldn’t evaluate mental health diagnoses or ADA accommodations, for example.
• True Consensus vs. Superficial Concord:
  The team welcomes diverse perspectives, “what if” scenarios, and logical, solution-focused discussions without harmful debate.Dynamic Discussions:
  Team members are encouraged to challenge conventional thinking and weigh alternative viewpoints, seeing each case independently.
• Privacy & Information Sharing:
  • FERPA’s legitimate educational interest clause allows for most information sharing among core and inner circle members.

Threat and Violence Risk Assessments

The BIT conducts threat and violence risk assessments to guide prevention and intervention. These in-person interviews differ from the routine risk assessments (NABITA Risk Rubric, VRAWW, SIVRA) done in meetings.

• Mandated Assessments:
  • Required for individuals rated at elevated or higher on the NABITA Risk Rubric.

Threat or Violence Risk Assessments (VRAs)

• Non-clinical assessments to gauge an individual’s likelihood of violence/harm to others.
• May be done by trained internal staff.
• Tools include: SIVRA-21, WAVR-21, HCR-20, MOSAIC, etc.
• A secondary, independent assessment by an approved external provider may be allowed.

If a student is required to complete a mandated assessment, the evaluator will receive a list of questions and a written report requirement. The BIT also provides relevant case information to the assessor (with proper releases under FERPA).

Team Training

• Onboarding New Members:
  • Review BIT Manual
  • Read NABITA Standards for Behavioral Intervention Teams
  • Read the NABITA Risk Rubric Guide
  • NABITA Risk Assessment Tool Training
  • Watch NABITA BIT Orientation Video Series
• Ongoing Training:
  Each year, District Compliance creates a training schedule covering topical areas like documentation, breaking down silos, mental health, self-care, threat assessment, marketing/advertising, handling a student death, assessment, and QA.
• Certification:
  Each team member must be certified in at least one BIT/threat assessment/case management-related course (e.g., NABITA’s Standards and Best Practices, Advanced Strategies for BIT, Advanced Violence Risk Assessment, Case Management and Interventions).

Community Engagement & Education

Educating the community on what to refer and how to refer is essential. The BIT’s multi-faceted marketing and education strategy empowers community members to identify, support, and refer.

Key Messaging

1. What to Refer:
   Behaviors, statements, or concerns indicating potential harm or distress.
2. How to Contact the Team:
   Primary method: electronic referral form.
   The BIT also accepts phone, email, or face-to-face concerns and will then document referrals in the electronic system.
3. Team Composition:
   Listing of team members (core, inner circle, etc.) so community members know whom they can approach.

Methods of Community Outreach Considerations

• Online Presence:
  • Accessible from the main MCCCD page with search terms.
  • Contains referral instructions, resource guides, FAQ, class guides, BIT team member info.
• Brochures & Posters:
  • Printed and PDF brochures at training events, orientation.
  • Poster campaigns to normalize referrals.
• In-Person Training:
  • Overview of BIT team roles, identifying concerning behaviors, supporting individuals in distress, and making referrals.
  • Delivered by inner/core team members annually to new faculty, staff, advisors, faculty in-service, and by request.

Documentation & Records

The BIT team maintains records in Symplicity Advocate. Records are entered primarily by the BIT team core members for consistency.

• Retention:
  Records are kept for seven years from the last entry date unless the chair deems it necessary to keep them longer (e.g., extended study beyond seven years, higher risk behavior).
• Security:
  • Password-protected systems.
  • No USB or thumb-drive storage with identifying information.
  • Avoid emailing identifying info.

Note Review

• Conducted twice a year:
  • A random set of 10 notes is reviewed in a 90-minute meeting.
  • Evaluates quality, clarity, objectivity, and completeness of notes.

Meeting Notes Should:

1. Be recorded in Symplicity
2. Briefly describe the concern or incident.
3. Discuss the team’s analysis/rating using the NABITA Risk Rubric.
4. Indicate follow-up responsibilities and interventions.

Ongoing Case Notes Should:

1. Objectively describe observations and team discussions.
2. Describe intervention or technique used.
3. Outline next steps.

Record Requests

• An impacted student may request access to their BIT records. A students’ BIT records will typically be made available within one week, with names of other students/referral sources redacted. Provided at no cost.

Record Expungement/Removal

• Students may request expungement of their BIT notes.
• A two-member review committee is appointed by the chair to decide within two weeks.
• Criteria for Consideration:
  • Risk level (low-level, one-time events are better candidates).
  • Time elapsed since incident.
  • Likelihood of needing the information in the future.

If denied, the student receives an explanation. The team may also consult general counsel.

Data Management

All referrals become part of the official electronic record. Data is used only for BIT team functions. Non-core/inner circle members must consult with the chair before viewing or distributing data.

Data Reporting

The campus BIT chair compiles an annual report to the Vice President for Student Affairs at their college, and District Office of Compliance, for review and to post on the MCCCD BIT website. The annual report includes:

• Total referrals
• Demographics (year in school, sex, residence status, etc.)
• Referral reasons and sources
• Risk ratings
• Interventions used
• Team training and professional development
• Team accomplishments
• Areas for improvement

Quality Assurance

Under the direction of District Compliance, the BIT team will undergo a quality assurance assessment using the NABITA Standards Assessment Tool annually to audit its work across the 21 standards in the NABITA Standards for Behavioral Intervention Teams. The results guide training, professional development, and policy revisions. All ten colleges follow the same cycle of assessment to support district-wide shared training plan.