Auxiliary Services - Appendices
AS-1 Art in Public places Guidelines
The primary objective of the Art in Public Places Program is to provide visual art works at the colleges, centers and district office. This art will be displayed in space accessible to the college staff and students and the general community as they participate in their daily activities.
The artworks provided under this program will contribute to the aesthetic quality of our buildings and grounds and to the sense of identity of each institution and its community. The artworks should enhance the quality of life at each institution and in the district as a whole.
"Art in Public Places" refers to a particular program that receives an allocation specifically identified for this purpose, and/or through a district bond initiative. The administration of other art projects created by the colleges or centers and funded by them or through their own fundraising efforts is separate and distinct from the "Art in Public Places" program.
"Works of art" are all forms of original creations of visual art, including, but not limited to:
Painting in all media, including both portable and permanently affixed works, such as murals;
Sculpture which may be in the round, bas-relief, high relief, mobile, fountain, kinetic, electronic, etc., in any material or combination of materials;
Other visual media including, but not limited to, prints, drawings, stained glass, calligraphy, mosaics, photography, clay, fiber and textiles, wood, metals, plastics, or other materials or combinations of materials; or crafts or artifacts.
The hours expended and the materials and equipment used by an artist for the design of a work of art while collaborating with architects, engineers, other consultants, and/or staff during the design and planning stages of a construction or landscaping project.
The hours expended and the materials and equipment used by an artist for the creation, construction, and/or installation of a work of art during the construction of a building and/or landscaping project.
"Artist" is a practitioner in the visual arts, generally recognized by critics and peers as a professional of serious intent and recognized ability who produces Works of Art and is not a member of the architectural firm doing the building.
- Institutional Organization
Each institution is responsible for developing a process for expending the funds for Art in Public Places. Among ways that an institution may organize for this are:
- A broad-based committee, with representation from all employee groups and the community.
- A small committee of art experts (faculty and students) from the institution and/or the community.
- One (or two) art expert(s) from the institution or community.
- Institutional Reporting
Each institution will submit to the Capital Development Advisory Council (CDAC) a yearly informational report no later than June 30th. The report will include:
- the organizational pattern (individual or committee) for the institution, including the names of committee or art expert(s);
- the expenditures from the fund and what they purchased;
- the placement of art works;
- any controversies that have arisen over art works, and the resolution of those controversies.
- Responsibilities of Institutional Committee/or Art Expert(s)
Each of the institutions will be responsible for:
- developing an overall plan for the institution so that the purchasing or commissioning of public art takes place within a well thought-out, coherent plan for enhancing the aesthetic environment of the institution;
- developing a procedure for selecting projects/works under the Art in Public Places program;
- determining the amount to be spent on each art project;
- determining the placement of each artwork or project;
- determining the method or methods of selecting or commissioning artists for artwork(s) or art project(s);
- recommending jury nominations to the president, when a jury selection process is used;
- recommending payment for artwork(s) or art project(s) to the president, provost or chancellor;
- developing and overseeing a maintenance plan and budget for the artworks/projects of the institution;
- developing guidelines for accepting and receiving works of art on behalf of the institutions. Works must be accepted by the appropriate president, provost, or the chancellor and then forwarded for approval to the Governing Board.
- developing guidelines for the de-acquisition of art works;
- developing the specifications of site, size, cost, and material for a request for proposal (RFP) for a project;
- publicizing the work of the Art in Public Places Committee so that the institution and general community will become aware of the Committee's plans, procedures, and selections.
When the guidelines and policies have been developed, they will be forwarded to the president, provost or chancellor for approval.
Four types of Art in Public Places projects are recommended. They are listed below, in order of priority:
- Inclusion of an artist on the design team. When the funds for a public art project can be applied to a construction project immediately after the architects and/or engineers are hired, but before design development, an artist can be selected to become one of the team of designers to integrate the artworks into the building design.
- Artworks integrated into construction. When the public art program enters the construction project following design development, an artist can be selected to work with the architects or engineers to identify portions of the construction project that can be "pulled out" of the plans. These portions can then be designed and/or fabricated by an artist. This may include doors, windows, ceilings, floors, seating, walls, etc.
- Artworks created by an artist-in-residence. When an artist can be selected early enough in the process, that artist could be given a contract that would include residency on the campus during the creation of the artwork. The artist in residence will not be a residential faculty member at the institution.
- Artworks commissioned or purchased after construction. When the public art program enters the construction project during or after construction has begun, artworks will be commissioned or purchased for placement with the project after construction is complete. This will include wall-hung work, collections of objects for display, free-standing sculpture, etc. Most purchases at existing colleges will be in this mode.
NOTE: If an institution wishes to expend Art in Public Places funds for projects other than those outlined above, CDAC will review the proposal and determine whether to approve the expenditures.
The Institutional Committee or art expert(s) need(s) to designate the method of selecting the artists for each project. The most common methods of selection are:
- Open-entry: any professional artist is eligible to enter.
- Limited entry or invitational: the institutional committee/or art expert or a jury or consultant selected by the institutional committee invites a limited number of artists to enter. The names of the artists will be publicly announced upon receipt of written acceptance from the artists.
- Direct selection of the artist(s) or completed work by the Institutional Committee or art expert.
There are many reasons that an institution may find it necessary to initiate a review of the selection, placement or continued holding of an artwork. The review process should involve careful consideration of questions of public trust, freedom of artistic expression, censorship, contractual obligations, copyright compliance, and the integrity of the artwork. Listed below are some of the most common reasons for initiating a review.
- Reasons for Review
- The condition or security of the artwork cannot be reasonably guaranteed;
- The artwork requires excessive maintenance or has faults of design or workmanship and repair or remedy is impractical or unfeasible;
- The artwork has been damaged and repair is impractical or unfeasible;
- The artwork endangers public safety;
- No suitable site is available, or significant changes in the use, character or design of the site have occurred which affect the integrity of the work;
- The college, center, or district office wishes to replace the artwork with more appropriate work by the same artist;
- The quality of the artwork is called in question;
- There is significant adverse public reaction over an extended period of time.
NOTE: It is recommended that an artwork remain in place for at least one year and preferably two before a review is undertaken. The institution should try to ensure the ongoing presence and integrity of the work at the site for which it was created or for which it was acquired, in accordance with the artist's intention. Review of the status of a public artwork should be undertaken cautiously so that the institution's decisions do not become subjected to fluctuations of taste and the immediate pressures of public reaction.
- Institutional Review Process
The president, provost or chancellor initiates the review process by requesting the institutional committee/Art Expert(s) to review an artwork.
After receiving the request, the Institutional Committee/Art Expert(s) will:
- Review the concerns that have been forwarded to it and prepare a brief synopsis of the concerns;
- Review written correspondence, press and other evidence of public debate;
- Review the artist's contract and other agreements that may be obtained;
- Inform the artist that the review is in process;
- Solicit the opinions of more than one independent professional qualified to recommend on the concern prompting the review (conservators, engineers, architects, critics, art historians, safety experts, etc.)
- Select a process for reviewing the concerns. Among the processes that might be selected are:
- The Institutional Committee/Art Expert(s) reviews the concerns and recommends a resolution to the president, provost or chancellor;
- The Institutional Committee/Art Experts(s) selects a panel or consultant to review the concerns and recommend a resolution to the committee, which will then forward it with the committee's recommendation to the president, provost or chancellor.
- If the decision by the president, provost or chancellor calls for relocation of the artwork, the new site will be consistent with the artist's intention and the integrity of the work. Generally, the artist's assistance should be requested in choosing a new site.
- If the decision by the president, provost or chancellor calls for removing the artwork from the collection by sale, extended loan, trade or gift, the following process will be followed:
- At least two independent professional appraisals of the fair market value of the work will be received;
- If feasible, the artist will be given first option on purchase;
- Sale may be through auction, gallery resale or direct bidding by individuals;
- Trade may be through artist, gallery, museum or other institutions;
- Proceeds from the sale of the artwork shall be deposited in an account to be used for future public art projects;
- If sale, trade, gift, extended loan or relocation are not feasible, the work will be destroyed.
NOTE: This will be undertaken only in extreme circumstances, and primarily when the condition of the art work makes conservation impossible for technical or financial reason.
AS-2 Placement of Dedication Plaques
- An appropriately worded and design dedication plaque may be placed either as a cornerstone or at the main entrance to the building (interior or exterior), giving the names and pertinent information. The following information should be included on the plaque.
- Building Name
- Chancellor's Name and Title
- College President's Name and Title
- Governing Board Members' Names and Positions (President, Secretary, or Member)
- Consultant Name
- Contractor Name
- Year of Occupancy
- Option to include a graphic of either the campus logo or other theme/symbol/shape that is used in the building signage
- College Name (either as a separate line or as part of the President's name)
Dr. Jane Doe, President, <name> Community College, Maricopa County Community College District (along with the current District logo)
- The plaque size should be determined by the building team in response to the location, materials, visibility and other signage on the project or campus.
- Names and titles should be as they are at the time of building occupancy. In the case of an interim or temporary position holder at the time of occupancy, the name of that position should revert to the individual holding the full-time or permanent position at the time design or construction began.
AS-3 Complaint Process
(Supplement to the Technology Resource Standards Administrative Regulation)
Complaints alleging violation of the Technology Resource Standards shall be filed in writing, under signature of the complainant, with the Maricopa Community Colleges Office of Information Technology Services. The complaint shall state with particularity the content or activity believed to be in violation.
Within five working days of its receipt by the Office of Information Technology Services, a copy of the complaint in its entirety shall be sent to the user alleged to be responsible for the content or conduct at issue. The user shall have five working days from the date of receipt of the complaint to voluntarily remove or amend the content at issue or cease the conduct complained of.
If the user voluntarily removes or amends the content at issue or ceases the conduct complained of, no further review shall be undertaken.
Within five working days of receipt of the complaint, the Office of Information Technology Services, in consultation with the MCCCD General Counsel’s Office, will conduct an Initial Assessment and render an opinion as to whether the alleged use of technology resources constitutes a per se violation of any law, Maricopa policy or administrative regulation. Upon determination of such a violation, including a violation of any law, the General Counsel’s Office will issue a written finding to the user, the College President, or the Vice Chancellor of Information Technology indicating with specificity the nature of the alleged violation and recommending the action to be taken. Pending further review pursuant to this regulation, the College President or the Vice Chancellor of Information Technology shall have the authority to remove any content found to be in violation or to prohibit access by the user to any MCCCD resource being used to facilitate the conduct found to be in violation.
In the event the Office of Information Technology Services does not find the complained of conduct to be in violation of MCCCD policy or the Technology Resource Administrative Regulation; or the Office of General Counsel does not find the conduct to be violation of law, the complaint will be forwarded for full review pursuant to this regulation for the purpose of determining if the conduct is an appropriate use of public resources.
Due to the dynamic and changing nature of technological resources, complaints that do not constitute a per se violation will be referred for full review pursuant to this regulation.
Within five working days of the conclusion of the Initial Assessment, the Office of Information Technology Services shall provide written notice of the complaint, which has been forwarded for Full Review. The notice shall be provided to the user, with copies forwarded to the appropriate employee group president, appropriate instructional council chair (if applicable), appropriate college president or vice chancellor, and the chancellor. Appropriate designations as outlined in this section must be made and the Office of Information Technology Services advised of the same within 10 working days of the notice.
If the user who is the subject of the complaint is a residential faculty member, the Full Review committee shall consist of: The current faculty senate president at the college to which the faculty member is assigned; the chair of the instructional council for the faculty member’s assigned discipline as listed with Human Resources; a designee of the college’s president, a designee of the chancellor, and a designee of the user. All designees must be board-approved, permanent employees. The faculty senate president shall chair the committee. In the event that the chair of the instructional council is unwilling or unable to serve, the president of the college’s faculty association shall select an alternate member. In the event that the user fails to make a designation, the college president shall be authorized to have the content removed or to prohibit access by the user to any MCCCD resource being used to facilitate the violation.
If the user who is the subject of the complaint is an employee other than a residential faculty member, the Full Review committee shall consist of: The current president or recognized leader for employee policy negotiations of the user’s employee policy group; a peer of the user from an MCCCD site other than that of the user who shall be chosen by the current president of the user’s employee policy group; a designee of the college’s president or a vice chancellor, a designee of the chancellor, and a designee of the user. All designees must be board-approved, permanent employees. The employee group president/leader shall chair the committee. In the event that the user fails to make a designation, the user will be deemed to have conceded that a violation occurred and the college president or vice chancellor shall be authorized to have the content removed or to prohibit access by the user to any MCCCD resource being used to facilitate the violation.
If the user who is the subject of the complaint is a student, and the complaint involves the use of resources related to a course, student club or organization, the Full Review would be conducted by the instructor and Vice President of Academic Affairs, or the club advisor and Vice President of Student Affairs, as appropriate.
Within ten working days of the committee’s composition being forwarded to the Office of Information Technology Services, the committee chair, in consultation with the user named in the complaint and the other committee members, shall establish a time to meet and consider the complaint, and notify the Office of Information Technology Services of the same. The Office of Information Technology Services shall provide written notice to the user and committee members of the meeting time. The date shall be no more than 15 working days from the date the Office of Information Technology Services was notified of the committee composition.
At the time set for the committee to consider the complaint, the user shall be afforded the opportunity to provide written or oral testimony relevant to the defense of the content or conduct complained of.
The committee may meet subsequently for private deliberations if deemed necessary.
All meetings of the committee shall be conducted at the site of the user named in the complaint.
At the conclusion of its review and deliberations, the Evaluation Team shall determine by simple majority vote whether there is clear and convincing evidence that the content or conduct complained of is contrary to the reasonable exercise of academic freedom, or to the advancement of the educational, research, service, operational, or management purposes of Maricopa, and therefore a violation of the MCCCD Technology Resource Administrative Regulation. The committee shall make its determination no later than 20 working days from the date of its initial meeting to review and consider the complaint.
The committee chair shall communicate the committee’s determination to the user, the Office of Information Technology Services, and the college president or vice chancellor. If the committee determines that no violation occurred the user shall not be required to remove the content or cease the conduct complained of. If the committee determined that a violation did occur the college president or vice chancellor shall be authorized to have the content removed or to prohibit access by the user to any MCCCD resource being used to facilitate the violation.
The user may contest the action of the college president, vice chancellor or designee through established grievance or resolution of controversy procedures.
Decisions rendered under this process are considered final.
Technology Resource Standards Complaint Form (Adobe Acrobat—Requires Acrobat Reader)
ADOPTED into Governance, August 2, 2005
AS-4 MCCCD Voluntary Payroll Deduction
All requests to establish a voluntary payroll deduction will be subject to a development period. Requests approved by June 30 will be implemented January 1. Requests approved by December 31 will be implemented July 1.
- Program or organization must be consistent with MCCCD Vision, Mission and Values.
- Program or organization must demonstrate benefit to MCCCD employees, or to the community.
- At least 100 MCCCD Governing Board approved employees must indicate intention to participate.
- MCCCD assumes that payroll-deducted donations will be continued by employees over time.
- If for charitable purposes, administrative costs of any external charitable program may not exceed 30% of revenues.
- No consideration for approval will be given if the charitable organization exists under the umbrella of a larger fund-raising group.
- After committee consideration and determination, a written response will be issued by the VC of HR. The committee will be comprised of:
- Vice Chancellor of Human Resources (chair)
- Vice Chancellor of Business Services
- Assistant Legal Counsel
- MCCCD Governing Board approved employee (selected by VC of HR
A roster (participants and deducted amounts for each) will be generated with every payroll and supplied to the organization/program for regular on-going audit, and for processing by MCCCD Accounts Payable Dept. Should fewer than 90 continuing payroll deduction participants be regularly identified, the VC of HR [or his/her designee] may discontinue the payroll deduction process for the organization or program.
A written request to establish a voluntary payroll deduction must be submitted to the VC of HR by a principal on behalf of the organization seeking approval, or by an MCCCD Governing Board approved employee on behalf of the MCCCD program seeking approval.
The written request must include:
- A roster with a minimum of 100 MCCCD Governing Board approved employee names and ID #s prepared to endorse regular payroll deductions, and total amount of contribution (each) intended during first year.
- Organization or program information demonstrating the value to MCCCD employees, MCCCD students, or the community.
- Charitable organization’s financial reports from the previous three (3) fiscal years clarifying the ratio of administrative costs to the dollar amounts directly benefiting intended recipients.
- Organization’s articles of incorporation, showing 501(c)3 charitable status, if applicable.
- Vice Chancellor of Human Resources (chair)
- Vice Chancellor of Business Services
- Assistant Legal Counsel
- MCCCD Governing Board approved employee (selected by VC of HR)
One of three written responses will be issued by the VC of HR within 10 working days of receipt of the request:
- Approval to Establish A Voluntary Payroll Deduction (in the name of the program/organization)
- Request Denial
- Continuance: additional information required to continue consideration of the request
- Request to establish a new payroll deduction fiscal code and to develop related payroll programming.
- A copy of the written approval issued by the Vice Chancellor of Human Resources.
- The roster of participants (employee name, MCCCD Empl ID#, anticipated annual contribution).
- A sample participant sign-up form, including fields for each of the following:
- Employee ID #
- Dollar amount to be deducted per pay period [in whole dollar amounts only, e.g. $7.00, not $7.50]; and, anticipated annual contribution
- Start date
- Language authorizing MCCCD to make the deduction
- Employee signature and date
- All voluntary payroll deduction programs that are active as of the adoption date of this Administrative Regulation are exempted from meeting the criteria included in the Regulation.
- Any voluntary payroll deduction program considered to be inactive must meet the established thresholds and standards outlined in this Regulation to be eligible for reinstatement.
APPROVED through the Administrative Regulation approval process, June 19, 2007
AS-5 Acceptable Standards for District-Wide Message Posting
The MCCCD email system was established to link our community of 10 colleges, centers and the District Office. Presently, we have over 18,000 members on the distribution lists that are used to post messages district-wide. The lists are provided as a courtesy for communicating essential messages related to college or district operations. Further, the email system is considered to be a public resource that requires exercising responsible stewardship for its use. Thus, Standards of Practice have been established by the Chancellor to authorize college-identified designees to post messages and general announcements to the following distribution lists: DL-MARICOPA-BUSINESS and DL-MARICOPA- ANNOUNCEMENTS.
Each college will identify designees who will act as authorized senders on behalf of a program, process, group, or department officially sanctioned to post messages for their college-approved function. Although this group of persons may act as their own review, the Standards of Practice herein still apply. An example of persons that may be appropriate for this group are division chairs, marketing directors, theater directors, training development managers, diversity coordinators, policy group campus representatives, or other individuals whose official function regularly includes both planned or unplanned communication to the entire MCCCD community.
Additionally, each college shall identify designees who may or may not be members of the authorized senders described above, who will review messages sent on behalf of a college program or activity prior to posting. Parties that seek to have a message posted district-wide to either list must submit the message to the appropriate designee.
- Neither distribution list shall serve as a discussion forum for personal exchange, but instead shall be used to post messages that are applicable and necessary to carry out district or college operations.
- The DL-MARICOPA-BUSINESS list was established for the exclusive purpose of notifying all employees of matters that are essential to conduct the administrative, academic and functional operations of the Maricopa County Community College District. Posting messages to this list is strictly limited and the messages should have applicability to all employees. Electronic messages, links and attachments that are appropriate to post to this distribution list include system-wide instructional and curricular issues, human resources matters (i.e., employment postings from the employment department that are posted on behalf of all locations, compensation and benefits), mandatory employee training, Governing Board meeting dates and agendas, safety alerts, legal or statutory compliance, internal policies and regulations, functional operations (i.e., system outages, virus alerts) and Chancellor communications to the employee community.
- Messages that are otherwise related to general announcements for college or district sponsored events and activities or other student-organized events should be posted to the DL-MARICOPA-ANNOUNCEMENTSdistribution list. Examples include: course offerings, temporary work assignments, theater productions and college newsletters.
- A sponsorship includes activity where an employee is acting or serving as an agent on behalf of the MCCCD and within the course and scope of his her employment as the organizer of the activity, or where MCCCD as an entity is actively involved in the planning and managing of the event.
- Messages will be reviewed by authorized senders/designees according to their applicability for posting to either the DL-Maricopa-Business or DL-Maricopa-Announcements list.
- Messages that serve the purpose of announcing a college activity or event shall contain the following: College location, name of department, division, department or employee organization sponsoring the activity, point of contact.
- Messages on behalf of external organizations that have requested that an event or activity be announced require review by the appropriate college or district designee to establish the institutional linkage. For organizations that are located on site at a college or affiliated as a formal partner, the partnership or affiliation should be noted within the message (either as a footnote or within the text of the message). An example would be an agency where a college or district has a formal partnership but is not considered to be a sponsor of the activity or a service learning project. Examples of this are the Boomerz program at SCC and the Girls for a Change program at GWC.
- Messages of a commercial or personal nature (i.e., personal ticket sales, general holiday style greetings, last name changes) should not be posted to either distribution. Likewise, courses or workshops for an external institution where an employee serves as the instructor and will be paid for teaching the course are also prohibited. With respect to name changes, parties may send notice on a limited basis to those individuals that they work directly with.
- Targeted Messages – in all instances, employees are first encouraged to identify the target audience for the information being shared. Some messages may be appropriate to send to limited distribution lists – such as notices for conferences or professional growth opportunities. In these cases, the Maricopa Directory can be used to identify established distribution lists according to department or discipline.
- Often in determining the applicability of posting a message to a broad audience, or whether or not the item is considered “Maricopa Business,” the “photo copy” test is used. Is this an activity that we would use monetary funds to photo copy and distribute via inter-campus mail? If not, the message should not be distributed electronically.
- Parties seeking to have a message posted should submit the item to the appropriate college designee as early as two weeks prior to either the event, but otherwise in a reasonable time prior to the event to facilitate an adequate review of their proposed content.
- Frequency – Any individual message should be sent a minimal numbers of times to both have a reasonable opportunity to achieve a desired aim, but not so frequent as to become an annoyance. While no specific limit is in place, senders may consider twice as a reasonable limit.
- Images and Links – Images and links that are contained in messages are limited to acceptable use standards that are outlined in the Technology Resource Standards Administrative Regulation. Likewise style and documentation guidelines shall be utilized when incorporating images and links within an outgoing message. While no formal directives exist regarding message format, size or style, the limit imposed by the MEMO system for maximum message size is 800KB. Also, any imbedded links should be relevant to the approved content, or education related, or district/college sponsored or district/college affiliated web sites or material. Links that are presented for reference purposes should be evaluated as to whether the source follows internet research guidelines. Guidelines for evaluating whether a link may be transmitted include but are not limited to: accuracy & legitimacy (is the source considered scholarship or propaganda), currency, neutrality, verifiability, presentation of alternate views, descriptions of the limitations of the data or research.
- In all instances, messages should adhere to the guidelines established in the Electronic Communications and Technology Resource Standards administrative regulations that are featured in the Blue Book and online at https://district.maricopa.edu/regulations/admin-regs.
- The standards apply regardless if the posting to a distribution list is initiated from a computer located on or off campus. Likewise, combining individual distribution lists to all employee groups (i.e., DL-MAT, DL-PSA, DL-FEC, etc.) for the purpose of submitting messages to all email users, or circumventing the DL-MARICOPA-BUSINESS or DL-MARICOPA-ANNOUNCEMENTS lists is considered to be an action that is subject to these standards.
- Matters that relate to concerns about the organization itself should be vetted through appropriate channels which include employee group leadership, the employee ombudsperson, College Presidents, Vice Chancellors, the Chancellor and the Governing Board as necessary.
- The practices outlined within these standards are meant to address the protocol for posting messages district-wide to all locations and all employees. Employee and constituency groups are encouraged to develop their own standards that direct the appropriate posting of messages to their self-maintained distribution lists.
- Enforcement – Consistent with the Electronic Communications administrative regulation, supervisors, college presidents or their designees should take necessary steps to ensure that employees under their supervision have notice of, and will comply with the regulations and any protocols of the MCCCD electronic communications network, as issued by the associate Vice Chancellor of Information Technology, college president or designee. Issues related to enforcement of policy will be addressed in accordance with established processes in job group policy manuals.
- Questions related to the Standards or guidance in evaluating a message prior to posting, may be directed to either Ed Kelty or Teresa Toney at the District Office.
|Commonly Used Distribution List Addresses|
|Description of List||
|Academic Advising Council (DAAC)||firstname.lastname@example.org|
|Achieving a College Education - ACE - Program Directorsemail@example.com|
|Adjunct Faculty Professional Growth Campus Representativesfirstname.lastname@example.org|
|Adjunct Music Instructorsemail@example.com|
|Administrative Services Vice Presidentsfirstname.lastname@example.org|
|All - Mathfacemail@example.com|
|All Adjunct Faculty Membersfirstname.lastname@example.org|
|All Counselors at MCCDemail@example.com|
|All Fine Arts Facultyfirstname.lastname@example.org|
|All MAT Employeesemail@example.com|
|Art department chairs or division chairs that supervise art programs,
depending upon the structure of each college
|Asian Pacific Islander (Employees) Associationfirstname.lastname@example.org|
|Associate Deans of Student Servicesemail@example.com|
|Athletic Eligibility Clerkfirstname.lastname@example.org|
|Audit and Finance Committeeemail@example.com|
|Capital Dev. Advisory Councilfirstname.lastname@example.org|
|Chancellors Fin. Adv. Councilemail@example.com|
|Collaborative Policy Developmentfirstname.lastname@example.org|
|College Cashier Officersemail@example.com|
|Directors of Admissions & Recordsfirstname.lastname@example.org|
|Directors of Buildings and Groundsemail@example.com|
|Disability Managers Council DLfirstname.lastname@example.org|
|District Athletic Committeeemail@example.com|
|District ITS Leadership Teamfirstname.lastname@example.org|
|District Student Academic Achievement Assessment Committeeemail@example.com|
|District Wide List of Nursing Directors and Campus Deansfirstname.lastname@example.org|
|FAC Joint Committeeemail@example.com|
|Faculty Exec Councilfirstname.lastname@example.org|
|Financial Aid Councilemail@example.com|
|Financial Aid Directorsfirstname.lastname@example.org|
|Financial Aid Officesemail@example.com|
|Fine Arts ART Facultyfirstname.lastname@example.org|
|Fiscal Agents Onlyemail@example.com|
|Fitness Center Managersfirstname.lastname@example.org|
|For the AACHE Groupemail@example.com|
|Governing Board Mailing Listfirstname.lastname@example.org|
|Human Resources Core (Colleges)||email@example.com|
|Instructional Council Chairsfirstname.lastname@example.org|
|IR Directors (District Wide)||email@example.com|
|Library Collection Developmentfirstname.lastname@example.org|
|Library Digital Groupemail@example.com|
|Maricopa Adjunct Faculty Associationfirstname.lastname@example.org|
|Maricopa All Faculty Listemail@example.com|
|Marketing & Public Relations Personnelfirstname.lastname@example.org|
|Members of AFA Boardemail@example.com|
|Professional Staff Associationfirstname.lastname@example.org|
|Safety Directors - Chiefsemail@example.com|
|Vice Presidents of Academic Affairsfirstname.lastname@example.org|
|VP's Student Affairsemail@example.com|
For assistance in updating a distribution list, please contact your local IT Department.
Open your internet browser to https://hr.maricopa.edu/employee-directory-search.
- Under the “Basic Search” category in the “Name” box, enter a descriptor: “dl-(descriptor for the dl you’re looking for)”. For example, if you are looking for the dl for faculty, then type in “dl-fac”. This will produce results for all dl’s containing “fac” in the addresses. Various employee groups and councils can be identified via the use of this tool.
- Once you find the distribution list that you are looking for in the search results, highlight the address and select the “Show Properties” box. This will bring up a new window with a detailed list of all the members along with a description of the list.
AS-6 Notice of Intent to Serve Beer and Wine Form
Notice of Intent to Serve Beer and Wine Form Updated 12/15/17 (Adobe Acrobat—Requires Adobe Acrobat Reader)
AS-7 Request to Serve Beer and Wine — Third Party Form
Request to Serve Beer and Wine — Third Party Form Updated 12/15/17 (Adobe Acrobat - Requires Adobe Acrobat Reader)
AS-8 Guidelines for Incidental Computer Usage for the Maricopa Community Colleges
The Maricopa Community Colleges are committed to the continuous improvement of its employees through training, tuition waivers and reimbursement as well as professional growth. Maricopa also supports a productive friendly work environment for employees. Since Maricopa has been updating computer usage policies, it is important to help clearly define and identify some acceptable, though incidental, uses of Maricopa technology in relation to these goals.
These guidelines have been written to specifically address two different but broad employee incidental usage scenarios. The first is the employee usage, outside their normal hours of accountability, of Maricopa technology resources to improve their educational experiences. The second is the practice of having inconsequential personal information, such as pictures or music on their local computer to promote a productive friendly work environment.
In relation to expanding one’s educational experience, whether the employee is working on professional growth activities or homework for an educational program, using Maricopa technology in support of these efforts has an inconsequential impact on Maricopa’s technical infrastructure. This type of usage, outside one’s hours of accountability, is considered acceptable incidental computer usage of Maricopa’s technology resources.
Another illustration of incidental computer usage is the placement of personal pictures or music, owned by the employee, on their local computer. In a normal work environment having a picture of ones family as a background image or screen saver or privately listening to music has no impact on Maricopa technical resources but helps promote a positive work environment.
The following are examples of incidental computer usage. These examples do not supersede any expanded local college guidelines that might prohibit such use:
- Employees that are working on a course for their bachelor’s degree stay after work to use their computer to do research for their course. They search the internet, local library resources, and other online resources to gather material for their research paper. They use their local computer word processing program to write and prepare their paper. When completed, the employees save their work on portable media (thumb drive, floppy, etc.) and take it home for printing and/or review.
- An employee places pictures of their family and uses one as their desktop background picture and saves the rest into a pictures folder used by the operating system screen saver program.
- At no time would the employee download any special screen saver application software and install it on their local computer.
- An employee plays personally owned music stored on a mobile device (example: CD, Thumb Drive, etc.) on their local computer at work. An employee shall not copy personally owned music to server disk space and will comply with applicable copyright law. It is important to note that while playing personally owned music is listed as an example of incidental computer usage, this activity is subject to the appropriateness of the work environment as well as a supervisor’s discretion.
Note: In all cases, local college and Maricopa policies and regulations supersede these guidelines.
AS-9 Guidelines for Incidental Telephone Usage for the Maricopa Community Colleges
The Maricopa Community Colleges are committed to the continuous improvement of its employees through training, tuition waivers and reimbursement as well as professional growth. Maricopa also supports a productive friendly work environment for employees. Since Maricopa has been updating telephone usage policies, it is important to help clearly define and identify some acceptable, though incidental, uses of Maricopa technology in relation to these goals.
Incidental telephone usage refers to those calls which are unrelated to the conduct of official Maricopa business, but are authorized if they:
- Do not adversely affect the performance of the duties of the employee or the employee’s department; and
- Are not for commercial purposes, for-profit activities unrelated to Maricopa, or in support of other outside employment or business activity (e.g. consulting for pay, sales or administration of business transactions, sales or supply of goods or services).
- Are of a reasonable duration and frequency; and
- Could not reasonably have been made at another time; and
- Do not result in additional charges to Maricopa (e.g. long distance, toll calls, 900#). Note that employees who are participating in the accountable plan may utilize a cell phone for incidental use, but must reimburse the district for those charges.
The following are examples of incidental telephone usage. These examples do not supersede any expanded local college guidelines that might prohibit such use:
- Calls to notify family members and/or physician in case of an emergency.
- Calls to notify family members of work schedule changes, delays or changes in travel plans.
- Brief local calls to an employee’s residence, family member, child’s school, child care provider, or elder-care provider.
- Brief calls to local businesses (including government agencies, physicians or auto and home repair) that can only be reached during normal work hours.
Note: In all cases, local college and Maricopa policies and regulations supersede these guidelines.
AS-10 Naming Rights Form
AS-11 MCCCD Social Media Best Practice Guidelines
Social media web sites or on-line communities, such as Twitter, Facebook, and Flickr are being used increasingly by students to communicate with each other, and by MCCCD to post events and content to reach students.
As part of MCCCD’s commitment to building a community in which all persons can work together in an atmosphere free of all forms of harassment, exploitation, or intimidation when using MCCCD technology resources to access on-line social media, MCCCD community members (academic and staff employees, students and community members) are expected to act with honesty, integrity, and respect for the rights, privileges, privacy, sensibilities, and property of others. By doing so, individuals will be abiding by applicable laws, including copyright law, and MCCCD policy.
The following information was developed to provide you with some guidance as to what type of behavior is appropriate relative to online social media. These guidelines are not all inclusive.
Employee Best Practices
The web is not anonymous. Everything written or posted on behalf of MCCCD can be traced back to the institution and to a specific individual. Before launching a social media site:
- Notify your supervisor or division/department chair
- Vow to keep MCCCD contact information accurate and current
- Understand that passwords and administrator access to the site must be carefully managed
- Establish criteria for replying to comments, including timeliness and appropriateness
- Avoid duplicating efforts. Be aware of current initiatives under way in MCCCD and its member locations
- Provide a link back to the department or institution’s web site
- The social media site should look like the institution’s web site with appropriate branding and sanctioned graphics
- Use an official maricopa.edu email address for communication
- Any identifiable individuals in posted photos must sign an approved MCCCD release form. Release forms are the responsibility of the posting department or individual and should be kept on file
Both in professional and institutional roles, employees need to follow the same behavioral standards online as they would in real life. The same laws, professional expectations, and guidelines for interacting with students, parents, alumni, donors, media, and other MCCCD constituents apply online as in the real world. If you have any questions about whether it is appropriate to write about certain kinds of material in your role as an MCCCD employee, ask your supervisor before you post.
Student Best Practices
Educating and protecting MCCCD students is a primary concern, so please keep in mind the following guidelines as you participate on social media web sites:
- Before participating in any online community, understand that anything posted online is available to anyone in the world.
- Do not post your home address, local address, phone number(s), birth date or other personal information (e.g., class schedule, social plans).
- Do not post any information that would violate student codes of conduct and/or state or federal laws.
- Do not post any information, photos or other items online that could embarrass you, your family, or your school. This includes, but is not limited to information, photos, quotes and other items that may be tagged to you from another user.
- Do not add a "friend" unless it is actually someone you know.
Basic Privacy Guidelines
The options for communicating and interacting online are continuously advancing and changing at a fast pace. It is within each individual member's best interest to be aware of issues related to privacy online.
- Be familiar with privacy options on social networking sites, e-mail, blogs, etc. Set appropriate privacy guards for your personal comfort level.
- Be aware that no privacy option protects you 100 percent from personal information being shared beyond desired boundaries. Information shared online, even with the highest privacy settings (including e-mails intended for a specific individual or individuals), cannot be protected.
- Be aware that information posted online may be perceived differently depending on the viewer despite intended effect or outcome.
Below are some common sense approaches to general use of social media sites:
- Tell the truth.
- Write deliberately and accurately.
- Acknowledge and correct mistakes promptly.
- Disagree with other opinions respectfully.
- Disclose conflicts of interest.
- Keep private issues and topics private.
Incidents reported to MCCCD officials that may violate MCCCD policy are subject to review and investigation.
ADOPTED by the Administrative Regulation Process, November 7, 2011
AS-12 Guidelines for Using MCCCD Email System for Fundraising Promotions
The various Maricopa Community College locations and the District Office are often approached by entities seeking to “partner” with the institution in order to either utilize our facilities or email messaging system for their events and promotional efforts. Oftentimes, such requests come with offers for some sort of exchange (i.e., share in proceeds for the sale of goods; discounts, tickets to events, scholarship donations, etc.) if the college or District targets employees and or students with messaging.
These Guidelines serve as interpretations of already existing MCCCD Administrative Regulations such as Technology Resource Standards, Electronic Communications, Use of College Facilities, and Use of College Grounds and are meant to help assist college designees in performing a due diligence review of offers to “partner and promote.” Utilizing college resources to promote or announce outside events requires exercising great discernment. In all instances, the Maricopa Business purpose must be clearly evident and the decision to engage must be in the best interests of the stakeholders of the MCCCD and not present even the appearance of a conflict of interest. Events must be strictly sponsored or co-sponsored by an MCCCD College or the District. Likewise, these arrangements should be clearly part of our organizational mission and values.
The term “sponsor” relates to activities that are organized by employees who are acting in an official capacity as agents on behalf of the MCCCD and that have been approved through appropriate District/College administrative channels. The task should also fall within the scope of such individuals’ employment duties and responsibilities. Sponsoring involves MCCCD as the entity that is inherently involved as the primary organizer and resource provider. The term “co-sponsor” means any non-commercial activity of an educational or community nature in which MCCCD is an announced and publicized co-sponsor with another organization or organizations, must include MCCCD personnel who actively participate in the planning and managing of the activity, and the co-sponsorship must be approved at the vice president level or above.
By contrast, hosting is prohibited. The term “hosting” means a circumstance in which an outside [for-profit] entity asks MCCCD to provide facilities and other resources for an event the entity wishes to sponsor that meets all three of the following criteria:
- the fee that the outside entity will charge attendees for the event is significant;
- the targeted audience for the event is generally commercial; and
- the outside party requests that MCCCD facilities and, if applicable, services (such as marketing or email notices to MCCCD employees about the event) be supplied at no cost to that entity in exchange for waivers of registration fees for a certain number of MCCCD employees to attend the event.
In addition, the following standards are designed to provide guidance on determining what types of opportunities are appropriate to post using the district wide distribution lists: dl-maricopa-announcements or dl-maricopa-business:
- All fundraising messages proposed to be sent using Maricopa’s email system (MEMO, Gmail, other college-based email system) must be approved by College/District administration;
- The event must be sponsored or co-sponsored (as defined above) by the MCCCD (a College or District);
- Organizers who have a personal or special interest in the event should be aware of perceived conflict of interest issues and make sure that their participation is solely as an MCCCD employee and not to promote their personal self interest (i.e., consultant, solicitor, advisory committee or board member for a commercial vendor, etc.);
- Partnerships with the Maricopa Foundation should meet the Foundations’ standards AND have the College Administration’s approval;
- Benefit fundraisers should be structured and promoted in a manner that serves to focus the interests of the MCCCD (vision, mission, values). Scholarship fundraisers should be structured in a manner where the majority of the proceeds collected actually go toward student scholarships vs. for administrative costs;
- Appropriate cash handling procedures must be adhered to. See: https://district.maricopa.edu/regulations/admin-regs/section-1/1-17
- The focus of email messages should be in line with the interests of the MCCCD and not on promoting third-party interests, commercial or for profit products or services;
- Events with ticket sales or groups selling commercial products are directed to work with the Employee Store for review of the activity against ESM vendor standards and direct distribution of the message;
- Raffles, games of chance, or gambling in any form are prohibited—this means that no College/District resources (including staff time, equipment, work space, telephone, computers, etc.) can be used to conduct a raffle or other gambling activity; employees may participate in such endeavors on personal time and with personal resources;
- Email messages may not be used to support partisan political candidates, party fundraising, or causes [under ARS §15-1408, a community college district may not "use its personnel, equipment, materials, buildings or other resources for the purpose of influencing the outcomes of elections."]
- Each message should contain the contact information of the sponsoring agency/department
Use of College Grounds (portions of this regulation are incorporated here for reference purposes)
In contrast to traditional public forums such as a public square, park, or right of way, Maricopa’s campuses are dedicated by law to the purpose of formal education. They are, and have been since their creation, for the use and benefit of prospective and enrolled students, the Maricopa employees who serve them, and those who are invited to campus by members of the College community to attend or participate in sponsored events. The Maricopa County Community College District (MCCCD) has a long history of regulating the time, place, and manner in which expressive activities are conducted on campuses, for the purposes of avoiding disruption or interference with its educational activities, and protecting the rights of the members of the campus community and their invited guests to express themselves and access information. While members of the general community always have been welcome to share their ideas with the campus community, they are subject to reasonable, content-neutral regulation of the time, place and manner of the event and to the institution’s mission-based priorities – including but not limited to the need to provide an environment conducive to teaching and learning.
Non-MCCCD-Affiliated User: Any non-MCCCD-affiliated entity that would, on the premises of any Maricopa Community College or Center, purport to sell or promote any product, service, or idea, but does not include such an entity that would enter the premises for the purposes of promoting, opposing, or soliciting petition signatures in connection with any political candidate or initiative, or referendum ballot.
Low-Impact, Non-Commercial Activity: Defined as 1) activities that do not seek to sell or promote a product or service for direct or indirect financial gain; 2) activities that are limited to gatherings of five people or less at any given time; and 3) activities that do not involve machinery, temporary structures, tables, chairs, displays, or electronic equipment, including amplifiers, or the distribution of food products.
This does not include such an entity that would enter the premises for the purposes of promoting, opposing, or soliciting petition signatures in connection with any political candidate or initiative, or referendum ballot. (See Petition Signature Solicitation, AR 2.4.8).
Use of the MCCCD email system to promote special events as defined by this regulation is permissible. However, solicitors requesting access to a Maricopa Community College or Center for their own purposes should not be promoted via the MCCCD email system.
Use of College Facilities (portions of the regulation are incorporated here for reference purposes)
Use of MCCCD facilities is the use of a public resource. Therefore, facilities use by non-MCCCD parties or MCCCD employees or Governing Board members for personal, business or non-MCCCD activities must be consistent with state law and Maricopa Governance policies and regulations. The following principles apply to facilities use:
- MCCCD is not obligated to permit facilities use for any activity that the Vice Chancellor of Business Services, College President, or that official's designee determines is contrary to public policy or the safety of persons or property, or is not in the best interest of the community or MCCCD.
- MCCCD employees, Governing Board members, or their relatives or associates may not use MCCCD facilities for personal or business purposes, or for non-MCCCD activities, without complying with the standards and procedures specified in this administrative regulation applicable to non-MCCCD parties. That includes compliance with the requirements for insurance coverage and the payment of rent. MCCCD-sponsored programs for employees, such as health and fitness programs, are considered MCCCD activities under this regulation. At the discretion of the Vice Chancellor of Business Services, College President or that official's designee, an MCCCD employee or Governing Board member may use facilities for an event without complying with the rent or insurance requirements of this regulation where the event meets the following limited conditions:
- The employee or Governing Board member actively participates in the event and is responsible for managing it; and
- The event is for a professional organization in which the employee or Governing Board member actively participates, and whose objectives directly relate to the employee's work at MCCCD or to the Governing Board member's MCCCD responsibilities.
The Vice Chancellor of Business Services or College President may establish guidelines for the use of MCCCD facilities under this professional organization exception, including any reasonable reimbursement of expenses as appropriate.
- Before using MCCCD facilities, non-MCCCD parties must submit certificates of insurance to MCCCD covering that use. Arizona law requires that insurance coverage be provided.
- Non-MCCCD parties, including non-profit agencies or other public entities, must pay fair market rent unless the use relates directly to MCCCD's stated mission. Reduced rent, or no charge, is appropriate only as specified in this regulation.
- MCCCD will not enter into a license or lease agreement, as defined in this regulation, where facilities use is strictly for personal or business purposes, or does not have some relationship to MCCCD's mission of education and training.
- MCCCD classes, programs and activities for students have priority over all other activities, and other MCCCD activities have priority over non-MCCCD activities.
- MCCCD has the right to approve any advertising concerning a non-MCCCD party's use of MCCCD facilities.
- A non-MCCCD party must obtain specific authorization from the Vice Chancellor of Business Services, College President or that official's designee to operate any concession activity at MCCCD facilities.
- A non-MCCCD party may not alter an MCCCD facility without the prior written approval of the Vice Chancellor of Business Services, a College President, or that official's designee.
- Hosting is prohibited under the Use of College Facilities regulation.
Community Service Projects
Community service projects may be promoted using MCCCD’s email system as long as the events have been approved by College or District administration. Such projects should either be tied to a course or meet the definition of co-sponsorship as set forth in Use of College Facilities (AR 1.15). Promotion of charities or charitable events requesting donations, or service in lieu of donations, must also be approved by College or District administration.
Use of Logos/Marks (portions of the regulation are incorporated here for reference purposes)
The Maricopa County Community College District owns and controls its name and the names of its colleges as well as names that have become associated with them such as the “Maricopa Community Colleges,” and all logos, insignia, mascot designs, and other marks that the District or its colleges use (collectively called “Marks”). The District has registered many of these with the United States Patent and Trademark Office. See https://district.maricopa.edu/regulations/admin-regs/section-4/4-19 for specific criteria and restrictions, as outlined in the Use of Marks administrative regulation (AR 4.19). The purpose of our licensing regulation is to protect the integrity of the District’s Marks and to enhance the positive image of the District and its colleges through approval of the use of the Mark by licensees who adhere to District standards. This regulation provides guidance on permissible use, as well as restrictions on the use, of the Marks. It also designates responsibility for granting permission through written license agreements. An outside party’s use of the Marks without a license as required under this regulation is prohibited and may constitute trademark infringement, trademark dilution and unfair competition in violation of federal and state laws.
Use of MCCCD Marks in email advertising must meet the standards set forth in AR 4.19 and be approved by College or District administration. Third-party partners should never use MCCCD Marks without approval.
Raffles are prohibited as Arizona law prohibits all gambling unless the gambling falls within an express statutory exception. "Gambling" includes any act of risking or giving something of value for the opportunity to obtain a benefit from a game or contest of chance or skill or a future contingent event, (see: ARS § 13-3301). A raffle involves the payment of money for the opportunity to benefit from a future contingent event and therefore is considered illegal unless the raffle satisfies a narrowly defined statutory exception.
Unless a tax-exempt organization as recognized under ARS §43-1201, paragraphs 1, 2, 4, 5 ,6, 7, 10, or 11, a raffle or any other form of amusement gambling may not be conducted unless the event is registered with and approved by the Arizona Attorney General's Office, 1275 West Washington Street, Phoenix, AZ 85007, 602.542.3881. To register, you must complete a written Amusement Gambling and Raffle Registration Form for approval by the Attorney General's Office. (ARS §13-3311) If you are a tax-exempt organization as recognized under ARS §42-1201, paragraphs 1, 2, 4, 5, 6, 7, 10, or 11, then you do not need to register with the Arizona Attorney General's Office but you still have to meet the conditions of ARS §13-3302, B.
For More Information
Please review the following administrative regulations that provide primary guidance, as well as information posted at the Conflict of Interest and District Marketing websites:
Technology Resource Standards
Use of Facilities
Use of College Grounds
Use of MCCCD Marks
Conflict of Interest
Conflict of Interest (An Employee MEID is needed to enter secure site.)
MCCCD’s marketing standards can be found at chancellor.maricopa.edu/marketing-communications/downloads/maricopa-logos. These standards should be adhered to in all promotional activity. Specific marketing questions may be directed to College or District Marketing departments. Questions regarding the use of MCCCD’s email system should be referred to the Manager of the Office of Public Stewardship at (480) 731-8880.
ADOPTED August 31, 2012
AS-13 Request for Access to Electronic Records
AS-14 Standing Information Security and Privacy Incident Response Team Members
Please note an Employee MEID is needed to enter secure web site.
Amended by Direct Chancellor Approval, August 30, 2017
Annual Renewal by Direct Chancellor Approval: July 11, 2017
Amended by Direct Chancellor Approval: August 24, 2016
Amended by Direct Chancellor Approval: January 5, 2016
Amended by Direct Chancellor Approval: November 12, 2014
Adopted by Direct Chancellor Approval: June 9, 2014
AS-15 Information Technology Directives
Please note an Employee MEID is needed to enter secure web site.