1. The term "facility" means MCCCD buildings, other structures or land. It includes athletic fields, parking lots, and gymnasiums.
2. The term "non-MCCCD activities" means any activity other than one in which MCCCD is the sole sponsor, in which MCCCD employees strictly plan and manage it, or is a co-sponsor, as defined below.
3. 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.  To be a co-sponsor under this regulation, MCCCD personnel must actively participate in the planning and managing of the activity, and the co-sponsorship must be approved at the vice president level or above.
4. 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:
   
   1. the fee that the outside entity will charge attendees for the event is significant;
   2. the targeted audience for the event is generally commercial; and
   3. the outside party requests that MCCCD facilities and, if applicable, services (such as marketing or e-mail 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.
5. The term "community entity" means a corporation or other legal entity whose business is non-commercial and:
   
   1. is unrelated to the Maricopa Community Colleges and
   2. is recreational, educational, political, economic, artistic, moral, scientific, social, religious, or for some other civic purpose in the interest of the community.

1. This regulation covers use of MCCCD facilities for personal, business or non-MCCCD activities, including hosting, by non-MCCCD parties or MCCCD employees or Governing Board members.
2. It excludes activities covered by the administrative regulation entitled "Solicitation." It also excludes use of facilities by the general public when attending an event, or of facilities open to the public such as libraries. Finally, it excludes instances in which MCCCD is a co-sponsor of an event.

1. 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, Maricopa Governance policies and this administrative regulation. The following principles apply to facilities use:
   
   1. 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.
   2. 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:
      
      1. The employee or Governing Board member actively participates in the event and is responsible for managing it; and
      2. 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.
   3. 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.
   4. 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.
   5. 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.
   6. MCCCD classes, programs and activities for students have priority over all other activities, and other MCCCD activities have priority over non-MCCCD activities.
   7. MCCCD has the right to approve any advertising concerning a non-MCCCD party's use of MCCCD facilities.
   8. 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.
   9. 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.
   10. Hosting is prohibited under this regulation.
2. The Vice Chancellor of Business Services is responsible for administering this regulation and applicable laws and MCCCD policies relating to facilities use. The Vice Chancellor is also responsible for annually approving appropriate rent for MCCCD facilities under the Rental Rate Guidelines attached to this regulation (Appendix FM-6).
3. The legal services department is responsible for advising MCCCD on legal issues relating to facilities use, and for preparing agreements and forms for the use of MCCCD facilities. It is also responsible for ensuring compliance with applicable law and conformance with industry standards relating to insurance coverage.
4. Rents charged to a non-MCCCD party for the use of MCCCD facilities will be credited to the account of the MCCCD college or entity where the facilities are located, and be available to them through approved budget procedures.

1. Any non-MCCCD party wishing to use MCCCD facilities must sign an MCCCD-generated agreement specifying the terms of that use. The non-MCCCD party must sign and comply with that agreement and the insurance requirements of this regulation regardless of whether MCCCD charges rent for that use.
2. The MCCCD standard form entitled "FACILITIES USE AGREEMENT" must be signed if the MCCCD facility will be used one time, or for a limited period of time during a week and during a year. Under the "FACILITIES USE AGREEMENT" form, the user does not have exclusive use of the portion of the facility being rented (that is, the user will occupy the facility when MCCCD is not occupying it).
3. A license, prepared by the legal services department, must be signed if the MCCCD facility will be used for a significant period of time during a year. Under a license agreement, the user does not have exclusive use of the portion of the facility being rented.
4. A lease, prepared by the legal services department, must be signed if the MCCCD facility will be used for a significant period of time during a year. Under a lease, the user has exclusive use of the portion of the facility being rented. The Governing Board policy entitled "Asset Protection," paragraph 2.5.9.D., generally requires Governing Board approval of leases of MCCCD facilities.
5. The Vice Chancellor of Business Services or the Vice Chancellor's designee must sign any agreement for the use of MCCCD facilities. However, the College President or the president's designee may sign the "FACILITY USE AGREEMENT" form unless the non-MCCCD party has requested or made changes to the standard terms and conditions of that form. The legal services department must review any changes to the standard terms and conditions of the form.

1. Before any non-MCCCD party may use an MCCCD facility it must supply the MCCCD risk manager, college fiscal officer or that officer's designee with a certificate of insurance evidencing insurance coverage. The MCCCD risk manager may determine that the activity for which the facility will be used requires other types of insurance coverage, or that reduced levels of insurance are appropriate. A non-MCCCD party must provide a certificate of insurance regardless of whether it pays rent for the use of MCCCD facilities.
2. The certificate must show insurance coverage from insurance companies licensed to do business in Arizona with a current A.M. Best Rating of A:VIII or better. The certificate must state that the insurance policy has been endorsed to name MCCCD, and its agents, officers, officials, employees, and volunteers as additional insureds, except for worker's compensation and employer's liability insurance.
3. Unless the MCCCD risk manager changes the insurance coverage and limits required, the minimum coverage and limits required are:
   
   1. Commercial general liability insurance with a limit of not less than $1,000,000 per occurrence for bodily injury, property damage, personal injury, products and completed operations, and blanket contractual coverage, including but not limited to, the liability assumed under the indemnification provisions of the rental, license or lease agreement;
   2. Automobile liability insurance with a combined single limit for bodily injury and property damage of not less than $1,000,000 each occurrence with respect to outside party's owned, hired, and non-owned vehicles; and
   3. Workers' compensation insurance with limits statutorily required by any federal or state law and employer's liability insurance of not less than $100,000 for each accident, $100,000 disease for each employee, and $500,000 disease policy limit.

1. Non-MCCCD parties or MCCCD employees or Governing Board members using facilities for personal, business or non-MCCCD activities must be charged the rent specified below, unless the use qualifies for reduced rates or free use under 1.5.3.1 paragraph B:
   
   1. For facilities use under a "FACILITY USE AGREEMENT" form, the rent developed according to the rental rate guidelines attached to this regulation; or
   2. For facilities use under a license or lease agreement, a fair market rent, as initially determined by the College President or the president's designee and reviewed by the legal services department and MCCCD director of financial services/controller.
2. For community entities as defined in Paragraph 1.5.1.5 and governmental entities, a college or other MCCCD entity shall charge a reduced rent that is:
   
   1. commensurate with community entity rents charged by other public entities in the surrounding area; and
   2. that is not less than one-half of the rent that the college or other MCCCD entity normally charges for the use of its facilities as developed under the criteria established in Appendix FM-6. However, a community or governmental entity must pay the full cost of any equipment or services that it may require along with the use of the college or other MCCCD facility.
3. Except as provided in Paragraph 1.5.6.2 and before a college or other MCCCD entity may waive or reduce rent below that required under this regulation for use of facilities for non-MCCCD activities, the Vice Chancellor of Business Services, a College President or that official's designee must determine that the following conditions exist:
   
   1. The activity for which the facility is to be used relates directly to MCCCD's mission of education and training, and MCCCD obtains a specific public benefit from the activity;
   2. The activity is not political; and
   3. The value or benefit that MCCCD receives from the activity is substantially equivalent to the amount of rent that MCCCD is foregoing.
4. An additional permitted waiver or reduction of rent below that required under this regulation is if the event is managed by a governmental agency with a physical presence in Arizona for their sole benefit and is a limited use, such as a one-time meeting (even if occurring over a few days within a set period of time) or conference. Additionally, the event must pose an extremely low risk to Maricopa and minimal to no additional cost to Maricopa; for example, the event should not include potentially controversial speakers or topics that might require additional security; or additional staff to open and lock buildings; or involve physical activity in which participants might be injured. This waiver or reduction is permitted as an acknowledgement that MCCCD partners with many governmental agencies in the provision of service to the community and the limited use of the facility promotes MCCCD’s overall ability to serve the community together.
5. A college or other MCCCD entity must document that the conditions specified in sub-paragraph 3 exist before waiving or reducing rent. If the "FACILITY USE AGREEMENT" form is used, the college or other MCCCD entity must specifically explain on the form, or on a separate document attached to the form, the conditions identified in 1.5.3.1 paragraph B that make a waiver or reduction of rent appropriate. If the legal services department prepares the agreement, the college or other MCCCD entity must provide that information to that department.  It is the nature of the activity itself and whether it directly benefits MCCCD that determines whether a waiver or reduction in rent is appropriate.  The fact that MCCCD may gain some financial gain from the activity other than rent, or that the entity using the MCCCD facility is another public entity, including a university, or a non-profit organization, does not qualify the activity for a waiver or reduction in rent.

Librarians and campus/district security shall be responsible for the collection of assessed fines. Collected fines are intended to be used for the needs of the library service, as approved by the college president, and for the support of maintaining required public safety standards for our college communities.

1. The Governing Board recognizes that it may be in the best interest of the District to allow the acceptance of certain gifts and donations in the form of personal or real property.
2. The Governing Board further recognizes that:
   
   1. All proposed gifts and donations must be of a nature that is suitable to the mission and goals of the District or their acceptance must be respectfully declined.
   2. The legal ownership of all gifts and donations must reside in the District as an entity, to the extent permitted by law and regulations.
   3. The eventual disposal of any real property, whether received through donation, bequest, or purchase, shall be subject to the approval of the Governing Board.
3. The final acceptance of donations of real property and relocatable buildings shall reside with the Governing Board.
4. The Chancellor, President, or appropriate designee may make the final decision as to the acceptance or rejection of gifts of personal property.
5. Gifts may be used at any district location as long as the need exists.
6. If for any reason donated equipment remains serviceable, but no longer has utility in the college or District program for which the property was accepted, the property shall be disposed of pursuant to equipment transfer/disposal procedures.
7. All offers of gifts and donations shall be in writing, and all responses to such offerings shall be in writing.
8. No gift may be received in a custodial status, pending possible acceptance.

1. Gifts, Grants, Donations or Bequests of Personal Property
   
   1. Offers received by college personnel shall be forwarded to the College President; offers received by District personnel shall be forwarded to the appropriate Vice Chancellor. The College President or Vice Chancellor shall make the initial determination as to the character and suitability of the prospective gift.
   2. If the appropriate administrator reaches a favorable conclusion concerning the acceptance of the property, procedures for acceptance of donated property shall be followed.
2. Gifts, Grants, Donations or Bequests of Real Property
   
   1. All offerings for donation of real property shall be forwarded to the Chancellor or his designee, the Vice Chancellor for Business Services, for his/her consideration and further recommendation.
   2. The Chancellor or his designee, the Vice Chancellor for Business Services, shall review the offering and make final judgment as to the recommendation that shall be submitted to the Governing Board.

The Director of Financial Services/Controller shall establish, disseminate, and control the type and nature of procedures and records that shall be maintained.

1. Current Auxiliary Funds (Fund 2XX) budgets, including the Student Activities, Associated Students, Student Athletic, other auxiliary programs, course fees and non-credit programs budgets, are public monies and must be administered and audited as such.
2. Fund 2 budgets are prepared annually under the direction of each College President/Provost, Vice Chancellor or Chancellor and are recommended to the Chancellor for inclusion in the proposed budget. The Chancellor submits recommended budgets to the District Governing Board for approval and adoption.
3. After Board approval, the College Presidents/Provosts/Vice Chancellors/Chancellor are accountable and responsible for the administration of the college-based Fund 2 budgets at their respective colleges, including avoidance of deficits in any given fiscal year. The Vice Chancellor for Business Services may introduce intervention strategies to ensure that overspending will not occur.
4. The priorities for Fund 2 should be made at the college or district office level. However, primary emphasis should be given to the Board's commitment to maintain programs that enrich the educational process and mission of the college.
5. Vehicles financed through the Fund 2 accounts should be used only in the following ways and in the priority given below:
   
   1. Vehicles shall be used for their primary purposes (Fund 2 activities) as a first priority.
   2. Vehicles may be used by other persons or groups for approved activities when available as a secondary priority.
   3. All costs for secondary usage shall be borne by the secondary users.
   4. Operational procedures for usage of vehicles shall be at the college or District office level.

The Fitness Center fees are to be used to support and foster the goals and objectives of the Center, as defined and approved by the District and College administration.

Approved expenditure categories include Personnel Services for temporary employees; Contractual Services; Supplies and Equipment (maintenance and replacement); and other miscellaneous Fitness Center costs as approved by the Vice Chancellor for Business Services.

1. Policy Statement
   Pursuant to ARS §38-503, Governing Board members and employees who or whose relatives have a substantial interest in any decision of the District or who have a substantial interest in any contract, sale, purchase or service to the District shall make known such interest by filing a disclosure statement. A Governing Board member or employee disclosing such an interest shall refrain from voting upon or otherwise participating in any manner in such decision, contract, sale, purchase or service.
2. The Chancellor or his/her designee is directed to inform employees of the contents of this policy and to designate an appropriate office with the responsibility for overseeing a process for monitoring and maintaining records and compliance.
3. All Governing Board-Approved employees shall annually complete and submit a conflict of interest form and shall submit an acknowledgement that they have read and understand the District’s Conflict of Interest Policy. Board-Approved employees includes those who have or could attain permanent status, one year onlys, one semester onlys, Skill Center and specially funded employees. Updated disclosures shall be made during the year by the employee as needed if circumstances change.  Other employees may also be required by the Vice Chancellor of Business Services to annually complete these forms, given the nature of their job responsibilities and the potential for conflicts of interest. 
4. All Board-Approved employees shall be required to take a course currently entitled:  Legal Issues: Public Sector Employment or its successor course offered by the District Employee and Organizational Learning Team or its successor office.

1. The Vice Chancellor for Business Services is empowered by the Governing Board and the Chancellor to act as the Chief Fiscal Officer for the District.
2. The authority to act as the Procurement Officer is delegated by the Vice Chancellor for Business Services to the Chief Procurement Officer, who shall be responsible to annually review the purchasing procedures and recommend appropriate policy revisions accordingly and to further delegate procurement authority as appropriate.
3. Definition of Terms
   
   1. Acquisition: For purposes of this policy, the term "acquisition" means purchase, rental lease, lease/purchase or lease with option to purchase, or the contracting of service which produces revenue for the District.
   2. Capital Equipment: All items of furnishings and equipment which are capitalized within the guidelines for budgeting, accounting, and reporting, for Arizona community colleges including, but not limited to, equipment for occupational education programs, information technology, and new and replacement equipment.
   3. Real Property: All items, fixed in nature, which are capitalized within the guidelines for budgeting, accounting, and reporting for Arizona community colleges.

The Chief Procurement Officier is responsible for establishing and promulgating the thresholds for competition.  These competitive thresholds will be periodically reviewed and updated to meet the needs of the District.  The threshold for competition shall apply to all purchases, including professional services.  The Chief Procurement Officer shall prescribe varying levels of competition within these thresholds.  The specific thresholds and the guidelines regarding the processes to be used within these competitive thresholds shall be maintained in Appendix FM-2.

1. The District is committed to increasing its commercial activities with minority and women owned businesses and, therefore directs the Chancellor or his/her designee to establish a Supplier Development Program for the purpose of identifying and recruiting minority and women owned businesses to participate in the District's procurement process.
2. For purposes of this policy,
   
   1. "Minority Owned Business" means a business that is owned, operated and controlled at least 51% by a minority individual or individuals.
   2. "Women Owned Business" means a business that is owned, operated and controlled at least 51% by a woman or women.
   3. "Procurement" means the acquisition of goods or services as well as the contracting of operations or functions that either return revenues to the District or that operate at a break even.

1. Policy Statement
   The Governing Board supports the concept of utilizing the most beneficial method of providing services and goods to the District, whether it be from the public or private sector. Whenever possible, established criteria shall be used to analyze the benefits of one source over the other.
2. Delegation of Authority
   The Chief Procurement Officer, as delegated by the Governing Board through the Chancellor and the Vice Chancellor for Business Services, shall be responsible for establishing review criteria; for writing procedures relating to privatization; and for the timely review, action, and reporting on all privatization proposals. Personnel actions affecting District personnel as a result of privatization efforts are separate from procurement activities.
3. Reports on Privatization Efforts
   A report shall be filed annually by the Chief Procurement officer outlining progress in the areas of privatization. Numbers of formal inquiries as well as any records of any appeals and their outcomes shall also be reported.
   This annual report shall be provided to other agencies such as the Private Enterprise Review Board, if so requested.
4. Privatization Review Criteria
   Proposals for privatization will be evaluated on a number of factors including cost. Additional factors will depend upon the service or goods proposed, but may include:
   
   1. Quality of Service - the effect privatization will have on the quality of service.
   2. Cost Efficiency - the effect privatization will have on the quality of service.
   3. Market Strength - availability of private providers interested in providing the service.
   4. Risk to the District - degree which privatization increases District exposure to hazards and risk.
   5. Legal Barriers - the effect of laws on privatization decisions.
   6. Control - ability of the District to oversee and monitor the service, once it has been privatized.
   7. Resources - efficient and effective use of existing District assets.
   8. Impact on Employees - the effect privatization will have on both full time and student employees of the District.
   9. Political Resistance - opposition from the public, the provider of the service, interest groups, or elected officials.

1. All purchases of real property shall be made on behalf of and with the title residing with the Maricopa County Community College District. The District shall follow its own procedures for the acquisition and disposal of real property.
2. Acquisition of land, buildings, site improvements, and internal systems (mechanical, electrical, and electronic) shall be processed through the District Purchasing Department.
3. A building, structure, addition or alteration of a District facility may be constructed by force account employees if the cost does not exceed $40,000. Calculation of this threshold shall include all materials and services, including labor performed by District employees.

Once the Board has legally adopted the annual budget, the following amendments and transfers within the current unrestricted Fund 1 will require Board approval:

Any transfers from the basic contingency account into any other account.

1. Transfers may not be made that violate approved staffing and approved rates of pay. The approved level of staffing is established in the final budget adopted by the Governing Board. Salary savings from unfilled positions may not be used in the current fiscal year to create additional positions that obligate the District beyond the current fiscal year.
2. College Presidents, Vice Chancellors, the Chancellor, Provosts and Skill Center Directors may not permit transfers from any expenditure budget object code in their units if the transfer will result in insufficient budget to cover contractual obligations, supplies, utilities and communication costs and any other fixed or temporary cost of operating the colleges, District office or any of its centers. This is inclusive of salary and employee benefit costs related to permanent and temporary employees.
3. Transfers may not be made if they result in an over expenditure of the total budget for each unit. If it appears that budget deficits will occur, the Vice Chancellor for Business Services is authorized to initiate intervention strategies to ensure that overspending does not occur.
4. Unbudgeted transfers of actual revenues and expenses between funds may only be made if there is sufficient existing budget capacity in the fund receiving the transfer and if appropriate approvals have been granted. Unbudgeted transfers at a level of $20,000 and higher will be reported to Maricopa Community Colleges audit and finance committee and the Governing Board.
5. If for any reason it is deemed necessary that transfers be made contrary to the above, approval must be received from the Vice Chancellor for Business Services or designee.

The Maricopa County Community College District (MCCCD) Governing Board recognizes that a need exists for employees and Governing Board members to utilize property off premises for job related purposes or furthering the district's mission. This administrative regulation has been established pursuant to the Governing Board's Asset Protection policy title.

1. General Use of MCCCD property off premises shall be limited as follows:
   
   1. Outside entities: the loan or off premise use of MCCCD property to or by other than MCCCD employees and governing board members, is prohibited unless authorized through an agreement between MCCCD and another public agency for the mutual benefit of both parties.
   2. Students: the loan or off premise use of MCCCD property to or by a student is prohibited unless a responsible college official has determined that such use is necessary for instructional purposes.
   3. Employees and Governing Board members: the loan of MCCCD property to or by an employee or a Governing Board member for personal reasons is prohibited.
2. Responsibility for property taken off district premises: while the property is off premises, it is in the care, custody, and control of the lendee using it. Lendee is responsible for the property and its appropriate use and maintenance until the equipment return receipt has been completed. The lendee using the property must take all measures necessary to ensure the security of the property.
   While the property is in the possession of a lendee, lendee is responsible for returning the property to MCCCD in the same condition as lendee received it. Lendee agrees to assume the risk of loss or property damage due to the lendee's failure to exercise due care in the possession or use of the property. The phrase 'due care' means that level of care appropriate under the circumstances.
   Failure to exercise due care will be presumed unless the lendee can demonstrate that the property was lost or damaged despite the lendee's exercise of due care. If the property is damaged as a result of a failure to exercise due care, lendee agrees to pay the cost of repair with the cost of repair not to exceed the replacement value. At the discretion of MCCCD, and in the case of damage, MCCCD may require replacement rather than repair. The lendee assumes financial responsibility for loss or damage to property through their homeowner's insurance or personal funds.
3. Loan or off premise use of property: MCCCD property loaned or taken off district premises regardless of duration must be recorded on a property loan agreement (Appendix FM-5 ). This form is used both to authorize and record the off premises use of MCCCD property. The following information is required:
   
   1. Identification of the lendee to be using the property off premises
   2. Off premises location of property
   3. Justification for taking the property off premises
   4. Complete description of the item(s) to be taken off premises
   5. Description of the condition of the property at date of loan

All off premise loans of property, regardless of duration, will be monitored by the President/Vice Chancellor, or his/her designee. Loans of property for thirty (30) days or less will require authorization by the vice president/dean, or his/her designee. Loans of property over thirty (30) days, or for out-of-state/out-of-country use for any duration will require authorization by the respective President/Vice Chancellor, or his/her designee, and documentation on file in the district property accounting department and human resources records department. Verification of property return by completion of return receipt on the property loan agreement will be the lendee's responsibility and must be verified by the respective vice president/dean, President/Vice-Chancellor or his/her designee.

It is the policy of the Maricopa County Community College District (MCCCD) that assets be protected and scrupulously maintained. Consistent with that policy is the creation of procedures for retrieving personal property (including any outstanding debt or obligation to MCCCD) in the possession of employees who are to be transferred or reassigned to a different location within MCCCD, or are pending separation from employment, as well as rescinding or modifying, as necessary, those employees’ access to data, systems, and facilities.

1. Each college President or Vice Chancellor shall designate an official(s) with general authority to ensure that:
   
   1. College-or District-owned property is retrieved from an employee whose employment assignment is either to be transferred or re-assigned to a different location within MCCCD, or is pending separation from MCCCD employment;
   2. Rescinding or modifying, as necessary, that employee’s access to data, systems and facilities; and,
   3. Ensuring that building security or college safety is formally notified of the departure of an employee whether due to termination, resignation or transfer, to facilitate deactivating building security badges and collect all keys to facilities.
2. To facilitate compliance with this regulation, the Vice Chancellor for Human Resources shall cause to be issued appropriate procedures to be used to inventory MCCCD property and assets as they are assigned to each employee and the collection of assigned property and assets at the time of transfer, reassignment, or separation. Adherence to the steps detailed in those procedures (Appendix FM-13) shall constitute compliance with this regulation.
3. Action as authorized by law, as well as by MCCCD policy and administrative regulation, may be taken against any person who willfully fails to return college- or District-owned property, or to surrender access to data, systems and facilities as required by this regulation. Such action may include, but is not limited to, withholding as appropriate, compensation due and owing to the employee, legal action in a court of competent jurisdiction, and employment discipline. Any payment by MCCCD of wages, salary, or other compensation shall not constitute  a  waiver of  any  claim by  MCCCD  over  a person’s  failure to  return  college-or District-owned property or surrender access to data, systems and facilities.

In no way may activities authorized under this regulation be construed to allow sales to reach a degree or scope so as to be interpreted as being "unfair competition" with local private enterprise.

Prior to participating in the sale of products or services, Revenue and Expenditure categories must be included in a program's budget, and approved by the Governing Board during the annual budget adoption process, or as legally changed during a fiscal year.

Fees exchanged for products or services produced through an educational, training, or service activity shall be pre-approved by the Governing Board.

The Internal Audit & Management Advisory Services (IAMAS) Department is granted authority to:

1. Assess all MCCCD functions, programs and control systems, and is responsible to advise the Audit & Finance Committee and management concerning the condition of reviewed functions, programs and systems.
2. Allocate resources, set frequencies, select subjects, determine scopes of work, and apply the techniques required to accomplish audit objectives.
3. Obtain the necessary assistance of personnel in units of the organization where they perform audits, as well as other specialized services from within or outside the organization.

The IAMAS Department is not authorized to:

1. Perform any operational duties for the organization.
2. Initiate or approve accounting transactions external to the Internal Audit department.
3. Direct the activities of any organization employee not employed by the Internal Audit Department, except to the extent such employees have been appropriately assigned to assist the internal auditors.

In the performance of audits, members of the IAMAS team are granted unlimited accessibility to all MCCCD activities, records, property, and employees, within the limits of the law, and are charged with maintaining stringent accountability of safekeeping and confidentiality.  They are granted unrestricted access to the Chancellor, all Vice Chancellors, all college presidents and provosts, the MCCCD Governing Board, and the Audit & Finance Committee.

See Appendix FM-1, which contains the IAMAS Department’s mission statement, accompanied by explanatory sections on scope of work, accountability, reporting relationships and independence, responsibility, and standards of audit practice.

The Capital Development Advisory Council (CDAC) is designated by the district's governing board to review and approve capital development projects and to approve guidelines for the administration and management of capital development projects in the Maricopa County Community College District (district). Facilities Planning and Development (FP&D) is responsible for coordinating the activities of CDAC and for all major capital development projects in the district. In this role, the department oversees:

1. The processes for conceptual approval, design, construction, furnishing and occupancy,
2. Administrative and budgetary controls of the projects, and
3. Departmental project accounting and reconciliation with business services.

CDAC is responsible for the initial review and approval of the following, which are then forwarded to the governing board for final approval:

1. Conceptual stage approval for capital development projects with a budget greater than $500,000.
2. Selection of, and recommendations for award to architectural or engineering firms for capital development projects with a budget greater than $500,000
3. All intergovernmental agreements (IGA'S) relating to real property, granting of easements, and purchases or sales of real property.
4. All of the following with a value greater than $250,000:
   
   1. Construction contracts;
   2. Maintenance contracts;
   3. Contract change orders with individual items exceeding $250,000; and
   4. Procurement of furniture, fixtures, and equipment associated with capital development projects with individual items exceeding $250,000.
5. Contract change orders with time extensions exceeding 60 days
6. Capital development programs.

CDAC is responsible for the review and final approval of the following:

1. Purchase orders, contracts, and change orders for capital projects with individual items having a value from $100,000 up to $249,999.
2. Change orders for capital projects with time extensions between 31 and 60 days.
3. The transfer of budget funds between projects within college's or unit's overall budgets.
4. Policies, procedures and guidelines for the administration and management of capital development projects.

CDAC delegates the following approvals to the director of facilities planning and development in conjunction with the chief procurement officer and the director of finance:

1. Purchase orders, contracts, and change orders for capital projects that have individual items with a value of less than $99,999.
2. Change orders for capital projects with time extensions of 30 days or less.

Pursuant to ARS §15-1406B, a community college district may establish procedures and amounts for travel for a district purpose by a board member, member-elect, officer or employee. Such procedures and amounts may authorize reimbursement for lodging, subsistence, and travel expenses. The statewide travel policy as issued by the Arizona Department of Administration, is adopted by the Maricopa County Community College District (MCCCD) Governing Board as the principal authority for travel by board members, members-elect, officers and employees. In addition, the MCCCD travel regulation has been designed to qualify as an accountable plan under regulations established by the Internal Revenue Service.

Student Travel. In general, student travel is governed by this regulation. Circumstances where student guidelines differ from the general travel regulation are identified as being specific to students only.

Non-Employee Travel

Non-employee travel is subject to the overall financial guidelines for reimbursement. However, the actual payment for non-employee travel should be processed via MCCCD’s purchasing process.

Funds shall be properly budgeted and total travel amounts shall be specifically approved by the Governing Board at the time of annual budget adoption, or as legally changed during the fiscal year.

Each college is responsible for providing direction and information concerning travel to their personnel, subject to the limitation of the travel and expense allowance outlined within this regulation.

1. Academic Field Trip 
   A course related off-campus activity which involves travel for a group of students enrolled in a specific class. Academic field trips are limited to in-county with no overnight travel. Academic field trips do not require a travel authorization; however the activity must be approved via the college process for academic field trips prior to travel.  All other off-campus student activities/travel must adhere to 1.15.9 Student Group Travel.
2. Approved Travel Status
   
   1. For a College/District traveler to be in approved travel status, the person must be conducting official College/District business with authorization as stated in 1.15.3 Approval Authority.
   2. If expenses are to be incurred and/or paid, a travel authorization must be completed and approved prior to travel. A conference brochure (or equivalent detailed document) should accompany conference-related travel requests. When travel expenses are not incurred or are paid for by another agency or individual, the traveler is still required to complete a travel authorization.
   3. The traveler assumes the financial risk and obligation for any travel purchase made prior to obtaining a fully approved travel authorization.
3. Commute Miles 
   The distance between an individual’s residence and his or her duty post.
4. Conference 
   Any event, including meetings, classes, educational workshops, etc., where the traveler is acting in an authorized/approved capacity for MCCCD.
5. Conference Designated Lodging 
   The hotel where the conference is being held or the hotel(s) specified in the conference brochure (or equivalent detailed documents). (See 1.15.7 Lodging for additional information).
6. Duty Post
   
   1. Employee 
      The place an officer or employee spends the largest portion of his or her regular working time or the place to which they return upon completion of a special assignment. An employee who has more than one place of work on a regular basis is deemed to have multiple duty posts. A duty post may also be a geographical area, such as different campuses or teaching locations or where the same routes are traveled frequently on one-day trips. Note: Commute mileage is to be based on no more than one round trip to/from duty post per day.
   2. Others 
      The duty post for members of boards, commissions, authorities, councils, and committees who are not full-time employees of the College/District served by the board, commission, authority, council, or committee shall be deemed to be their place of residence.
7. Governing Authority 
   The individual or individuals authorized to approve travel. (See 1.15.3 Approval Authority)
8. Ground Transportation 
   Tolls, taxi, shuttle bus, subway, light rail, streetcar, trains, ride share (Uber, LYFT), etc., use to and from airports, hotels, conference sites, train stations, or bus terminals as needed in order to conduct business is classified as ground transportation.
9. Incidental Expenses 
   Expenses including, but not limited to, gratuities, laundry, baggage handling tips, and other tips. Incidental expenses are covered by per diem and are not eligible for separate reimbursement.
10. In-County Trips
    Travel within Maricopa County and/or between MCCCD locations on official business.
11. In-State Travel
    Travel on official business outside Maricopa County but within the state of Arizona.
12. International Travel
    Travel outside of the parameters of the United States or its possessions or territories.
13. Meals and Incidental Expenses (M&IE) 
    The cost to supplement sustenance as well as any incidental expenses while in approved travel status.
14. Non-Employees 
    Any person who is not an employee of the District who is traveling for the benefit of or at the request of MCCCD. This includes, but is not limited to, District Governing Board Members, consultants, special speakers, accreditation committee members, Persons of Interest (POI), Contingent Workers (CWR), and grant recipients.
15. Official Function 
    An activity or item that appears to be outside of the ordinary and necessary function of MCCCD as a public educational institution, but that provides a tangible benefit and links directly to MCCCD’s educational mission and is reasonable and commensurate in value to the tangible benefit that MCCCD will receive. Expenses incurred by a traveler for activities or events that are an official function must comply with the 1.16 Official Functions Administrative Regulation.
16. Out-of-State Travel 
    Travel outside of Arizona, but still within the parameters of the United States, including U.S. possessions or territories.
17. Per Diem Rate
    The daily maximum amount (or partial day, if applicable, see 1.15.6 Meal and Incidental Expenses) to reimburse meals and incidental expenses as established by the state of Arizona and accessible at Accounts Payable Travel Reference.
    
    Note: the amount allowed for meals is not intended to cover the entire cost of a meal taken while in travel status. The amount is calculated to compensate the traveler for the estimated difference between the cost of a meal taken on the road and cost of a meal prepared at home.
18. Penny Travel ($.01)
    A travel authorization that is completed with no expected costs to the employee or the institution.  Examples include third party paid travel.  These authorizations do not require the traveler to create an expense report and will be closed by the fiscal office.
19. Personal Travel
    A traveler may be authorized to combine business and personal travel.  Only expenses incurred on the days the traveler is on Maricopa business will be reimbursed.  If personal travel occurs during time normally scheduled for work, the traveler must charge the time to annual leave.
20. Professional Growth Funds 
    Money made available by the District to support development activities of its employees. Criteria under which professional growth funds are awarded may differ by employee group and are outside the scope of this regulation. However, all awards as part of professional growth fund initiatives are subject to the regulations and procedures outlined in this policy.
21. Residence 
    The actual dwelling place of the individual without regard to any other legal or mailing address. Individual(s) required to reside away from their primary residence due to official travel away from their duty post may continue to claim such domicile as their residence if said residence is either inhabited by their dependents, or is held vacant at tangible expense. No reimbursement for lodging or other expenses shall be allowed on the premises of an individual’s residence.
22. Student Group Travel
    Students traveling together for a common event or purpose with at least one MCCCD employee. One travel authorization is required bearing the total expenses and supporting documentation for the primary employee and all students. All employees traveling must have their own travel authorization.  All subsequent travel authorizations for additional employees must reference the primary travel authorization.
23. Traveler 
    Any employee or non-employee of the District who is in approved travel status.
24. Valid Receipt 
    Any proof of payment from an authoritative source (including scanned or Online receipts) that includes sufficient detail to identify the services and/or items purchased. For airfare, car rentals, hotels, and registration fees, the receipt should be in the traveler’s name. Exceptions, such as for expenses shared by two or more employees, may be approved by the Fiscal Office.

Travel for the MCCCD District Governing Board, its employees and representatives must be authorized by the appropriate governing authority or its designees. All procurement practices must be followed, and a fully approved travel authorization must be completed prior to the travel. It is the traveler’s responsibility to ensure all approvals are in place before travel.

In order for travel to be approved, the traveler must check the box on the Travel Authorization to certify that their expenses comply with Administrative Regulations 1.15 and 1.18. Travel approval is delegated to each College President and each District Executive, or their designees, for all employees under their areas of jurisdiction. Travel approval for the Governing Board members shall be by the Governing Board President.  Travel approval for College Presidents and District Executives shall be by the Chancellor or their designee. A District Executive will countersign for the Chancellor's travel.

No District obligation exists to reimburse any employee for travel costs unless the traveler is in an approved travel status prior to trip departure. Trips supported by professional growth funds are subject to the rules and requirements stated in this policy. In some cases, the funding source (professional growth, external grants, etc.) may have more restrictive guidelines than this regulation. 

In those situations, the provisions of the more restrictive funding source shall be followed. Except for the differences outlined by the more restrictive funding sources, this regulation shall be applied consistently to all employees and to expenses paid from any source of MCCCD funds.

Official Functions: Expenses incurred by a traveler for activities or events that are an official function must comply with the 1.16 Official Functions Administrative Regulation.

Blanket Purchase Orders and MCCCD Purchasing Cards. Blanket purchase orders and MCCCD purchasing cards for travel expenses should only be used for approved travelers with an approved travel authorization. Travel expenses for companions of employees should not be included in Maricopa funding requests, regardless of intent to reimburse.

Most Direct Route. Reimbursement is limited to expense of travel by the most direct and usually-traveled route, by the most economical means of transport. When determining the most economical means, both cost and traveler’s time must be considered. That portion of travel that is by indirect route, which is not in the best interest of the College/District, or is for personal business, will not be reimbursed. Excess travel time will be charged to annual leave.

Submitting Expense Report. Expense reports must be submitted in the Financial Management System (FMS) within 30 calendar days after the end date of the approved travel authorization or by the last business day of the current fiscal year, whichever comes first. If an activity concludes during the last half of June, special efforts must be taken to submit expense reports by the last business day of the fiscal year for which the travel occurred. All reimbursement requests made after this timeframe require approval by the College President or designee and from the funding entity if professional growth funds are used.

Expense reports must be completed for every travel authorization, with the exception of Penny Travel ($.01) which are closed by the Fiscal Office, even if the employee is not seeking reimbursement.

Cost Overruns. Because estimates are used to develop trip budgets, travelers will be allowed a 10% tolerance level for over expenditures. No further approval by the governing authority is required. When the total expense of the trip exceeds 110% of the estimated total cost, reimbursement of the additional expense will be at the discretion of the governing authority that approved the travel authorization.

Funding Sources with Restrictive Guidelines. For travel situations that have more restrictive standards, such as external grants, professional growth, etc. the provisions of the more restrictive funding source shall be followed.

Mileage. Mileage only travel authorizations for a single type of activity, such as site visits, may  be created for an entire month or each individual trip.  Mileage only expense reports must be submitted in FMS within 30 calendar days after the end of each calendar month or by the last business day of the current fiscal year, whichever comes first.  No mileage may be claimed when using a College/District vehicle or when receiving a car allowance under an employment contract unless the travel is outside of Maricopa County, and then only for the miles outside the County.

Cash Advances. Cash advances for travel purposes will be approved only for student group travel. Supporting documentation that outlines how the advance amount was determined should be included as part of the travel authorization document. All Cash Advance requests must be fully approved at least 3 business days prior to departure for the payment to be received.  It is the traveler’s responsibility to check the status of approvals in FMS.  Every effort should be made to reduce the liability of the traveler(s) by pre-paying known expenses via purchase orders or charging expenses to a purchasing card. When settling cash advances, valid receipts (or signed meal forms when funds distributed to students; see 1.15.6 Meals for Student Group Travel are required and must be submitted within 30 days of completion of travel or the last business day of the current fiscal year, whichever comes first. Specific expenses as detailed in 1.15.11 Miscellaneous Travel Issues are not allowed. Any amounts paid to or on behalf of a traveler that have not been substantiated with an expense claim or valid receipts within 60 days of completion of travel will be deducted from the traveler’s wages.

In-County Travel. An approved travel authorization is required for in-county travel except when no costs are incurred.  An approved travel authorization is always required for student group travel. The Chief Financial Officer or Chief Operating Officer may approve travel expenses, including hotel stays, for certain conference formats that are held in-county.

Personal Travel.  If travel costs (transportation, lodging, meals) are increased due to a lengthened trip, the traveler is responsible for the increase and the traveler must pay for the travel costs using personal/non-Maricopa funds and be reimbursed for the business portion of the travel costs after the completion of the trip.

To determine the amount of reimbursement, determine what the cost of the business portion of the travel costs, independent of the personal portion, would have been.  The cost of the business portion of the transportation fare is the lowest fare that would have been or would be available for the business portion of the trip if the business travel were booked at least two weeks in advance of departure and neither the departure nor the return were to fall on a holiday weekend.

The allowable costs for lodging and meals include those that would have been covered for business only travel, independent of the personal portion.

Allowable expenses include airfare, personally owned vehicle mileage, bridge and road tolls, necessary taxi,  ride share, shuttle, light-rail, subway, train/railroad, bus, ferry or streetcar fares, vehicle rental, and necessary parking fees.

Reimbursement will be made only for the method of transportation that is in the best interest of the College/District considering the travel expense as well as the traveler's time. When more than one traveler uses the same privately owned vehicle, only one claim for mileage reimbursement will be allowed and other travelers should be identified. Reimbursement rates are set by the Arizona Department of Administration and are incorporated by reference.

Driver's License/Insurance

1. Before any employee of the College/District operates any vehicle, including a personally-owned vehicle, while engaged in any work phase of their employment with MCCCD, either assigned or implied, they must:
   
   1. possess a valid Arizona driver's license, and
   2. have read the MCCCD Administrative Regulation 4.14 Motor Vehicle Usage.
2. The operator of a non-District personally-owned vehicle shall have in force a personal automobile insurance policy consisting of bodily injury and property damage liability limits which complies with Arizona Revised Statutes. Such personal automobile insurance policy shall provide primary coverage.

The District’s insurance program may be considered excess coverage for operators of personally-owned vehicles in approved travel status once primary coverage has been exhausted.

The District’s insurance program provides coverage to authorized drivers of College/District vehicles when on official College/District business. Passengers must be on official College/District business. Personal property stolen or damaged in an accident in any vehicle is not covered by the District’s insurance program.

College/District-Owned Motor Vehicles

1. Every effort should be made to use a College/District-owned vehicle in place of personally-owned vehicles.
2. The use of College/District vehicles for transporting individuals not essential to the purpose for which the vehicle was dispatched is prohibited.

Personally Owned Vehicle

1. A traveler using a personally-owned vehicle for College/District business with supervisory and fiscal approval may receive mileage reimbursement regardless of eligibility for lodging or M&IE reimbursement.
2. When the travel begins or ends at the individual's residence, mileage shall be computed from the residence or the designated duty post, whichever is the shorter distance. Commute mileage is to be based on no more than one round trip to duty post per day.
3. When an individual is required to report to a duty post outside of normal working hours, reimbursement for mileage from residence to designated duty post and return is allowable.
4. A personally-owned motor vehicle may be used for out-of-state travel with supervisory approval. Reimbursement for mileage is limited to no more than the lowest cost mode of transportation (including hotel parking) and should be documented by traveler and approved prior to travel.
5. When a personally-owned vehicle is authorized for travel, reimbursement will be at the rate set by the Arizona Department of Administration computed by odometer readings or Online navigation mapping system. When using an Online navigation mapping system to determine mileage, a printout of the program showing the addresses and the calculation must be included with the travel claim.
6. If a traveler driving a personally-owned vehicle is involved in an accident and found to be at fault, his or her personal automobile carrier is responsible to the limits of the policy. If the claim exceeds that coverage, the District’s insurance program will at that time cover the amount over the policy limits if the traveler was acting within the course and scope of his or her employment. If a traveler driving his or her own vehicle on College/District business is involved in an accident, regardless of fault, the College/District will not reimburse the traveler for any physical damage to the vehicle, including claims by any passengers not essential to the purpose for which the vehicle is operated.

Rented Motor Vehicles

1. Rented vehicles may be authorized when more economical means of travel are not available. Use of rented automobiles shall be limited to instances where it is to the advantage of the College/District and not for the personal convenience of the traveler. The governing authority is responsible for determining the type of vehicle rented as well as whether or not the advantages of using a rented vehicle outweigh the costs of other modes of transportation. Reimbursement of motor vehicle rentals must be substantiated by a valid receipt.
2. Travelers using rented vehicles will not be allowed to claim mileage. Reasonable gasoline purchases will be reimbursable if receipts are provided.
3. The use of a rented vehicle for transporting individuals not essential to the travel purpose for which the vehicle was rented is prohibited.   

Airlines

1. Airfare may be purchased via a purchase order with an approved travel agency, with a valid purchasing card, or as a reimbursement after travel has taken place. To reduce the liability to the traveler, every effort should be made to use a purchasing card or purchase order to an approved travel agency. Reimbursement for commercial airfare is expected to be at the lowest rate available.  However, if this rate does not allow for seat selection at the time of purchase, the lowest fare that includes seat selection is allowable. Receipts are required for baggage fees. Reimbursements are limited to one bag except for reasonable allowances (examples are team travel or international travel).
2. Flight insurance purchased by the traveler is not reimbursable.
3. If a trip is canceled, every effort must be made to recover the credit. The following situations describe the factors to consider when reimbursing for cancellations:
   
   1. When the cancellation of the trip was within the traveler’s control: 
      
      1. The traveler must reimburse the District/College for the cost of the ticket.
   2. When the cancellation of the trip was outside of the traveler’s control and:
      
      1. No credit is issued – the District/College will cover the cost of the ticket.
      2. A credit is issued – the credit must be used for MCCCD business travel or the traveler can “buy” the credit from the District/College for personal use. If the credit can’t be used, the District will absorb the cost of the ticket.
4. Change fees
   The purpose of the change fee must be clearly documented in order to be reimbursed.
   
   1. Change fees can be reimbursed if the change was due to a circumstance or event outside the control of the traveler.
   2. Change fees will be reimbursed if the change enabled the traveler to decrease the cost of the trip by returning earlier than originally planned.

Railroads and Buses

Railroad or bus travel may be used when convenient or economical and if excessive travel time and additional expenses do not result.

Ground Transportation

1. Tolls, taxi, buses, shuttle, light-rail, subway, train, streetcar, ride share, and parking are classified as ground transportation and are allowable.  The most economical means of transportation shall be used. Ground transportation for personal activities, such as sightseeing or travel to restaurants, is not reimbursable.  The business purpose for the ground transportation claimed must be identified.
2. Ground transportation 
   
   1. Receipts are required when the sum of ALL ground transportation expenses is equal to or exceeds $25.00.  Receipts are not required when the sum of ALL ground transportation expense is less than $25.00.  For ground transportation such as subways, buses, streetcars and light rail where receipts are not provided, the traveler may submit a ground transportation log in lieu of receipts.
3. Parking includes airport parking, hotel parking, conference parking, and site parking and is allowable.
   
   1. When departing Arizona, parking for personally-owned vehicles at the airport is reimbursable at the economy lot rates. If a traveler is dropped off at the airport, parking is not reimbursable. When the traveler is picked up at the airport, up to one hour of parking may be reimbursed. 
4. Tips for transportation and baggage handling, as well as storage charges are to be paid from the traveler’s M&IE allowance.

A traveler shall be allowed reimbursement for actual cost of meals and incidentals in accordance with these rules not to exceed the per diem allowance rates. To be eligible for M&IE the traveler must be away from their residence or duty post substantially longer than an ordinary day’s work and be in approved travel status.  See 1.15.9 Student Group Travel for additional M&IE information specific to student group travel.

Meal Allowances. Regardless of any circumstance or condition, a traveler may not claim more than three (3) meals in any single calendar day or in any period of twenty-four (24) consecutive hours. Meals and incidental expenses shall not exceed those amounts allowed by Travel Regulation. To claim any meal expense, the traveler must show where and when the trip begins and ends.

Rates. Rates for per diem allowances for both domestic and international travel can be found at Accounts Payable Travel Reference. Travelers are NOT required to provide receipts when claiming per diem.  When determining the rates for travel to Alaska and Hawaii, only the “Local Meals” rate column is eligible for per diem.

Note: The amounts allowed for meals are not intended to cover the entire cost of a meal taken while in travel status. The amounts are calculated to compensate the traveler for the estimated difference between the cost of a meal taken on the road and the cost of a meal prepared at home.

Full-Day Allowance. Except as may be otherwise provided, a travel day of fourteen (14) or more hours shall be considered a full day and entitle the traveler to reimbursement for up to three (3) meals. Exceptions include circumstances under which the traveler is provided one or more meals during the course of a day by some other means (such as meals served at a conference or on a plane). Reimbursement shall not exceed the daily per diem.

Partial-Day Allowances. When the travel day is less than a full day as described above, the following guidelines shall be applied to amounts for M&IE:

1. Breakfast - when departure is prior to 7:00 a.m. and/or return is after 9:00 a.m.
2. Lunch - when departure is prior to 11:30 a.m. and/or return is after 1:30 p.m.
3. Dinner - when departure is prior to 5:00 p.m. and/or return is after 7:00 p.m.

Departure and return are measured from the time the traveler leaves and returns to their residence or duty post. Allowances for departure times prior to a mode of transportation leaving (i.e. airplane) may be considered reasonable. Partial day allowances for domestic and international travel are available at Accounts Payable Travel Reference. 

Meals Provided. If the traveler is provided a meal in the cost for other travel-related expenses, the traveler is not eligible for reimbursement for that meal. Regardless of menu, continental breakfast is considered a provided meal.

Cost of meals included with other charges: The traveler is not entitled to a meal allowance for meals provided free at an institution, on an airplane, included in conference registration fees or provided on a complimentary basis by the facility at which the traveler is lodged.

Special dietary needs: Meals satisfying special dietary needs will generally be provided by airlines, conferences, hotels, etc. if requested by the traveler. It is the traveler’s responsibility to make the necessary arrangements for such special meals on a timely basis. In order to claim a reimbursement for a meal when a traveler’s request for a meal satisfying a special dietary need has been denied, the traveler must provide a statement (with appropriate support) that details and certifies all of the following: 1) to whom such request was made; 2) by whom such request was denied; 3) the reason given for the denial; and 4) the special dietary needs of the traveler that could not otherwise have been accommodated.

Meals for Student Group Travel. The applied per diem amount for student group travel may be less than the published per diem rate. Whenever an employee (i.e., advisor or coach) receives funding for group or team meals, the meal form must state how the funds are being distributed and be signed when the distribution occurs. The use of prior signed meal forms is prohibited. Valid receipts are also required in instances when funds are not distributed to students, but the meals are paid for the group as a whole, or when all meals are paid from the advance.

Meals for a Group of Employees. When a group of MCCCD employees are traveling together and one employee pays, the host must have an approved "Official Functions Form" that was submitted in advance of the event. The "Official Function" activity will be reimbursed separate from the employee's travel expense. A valid receipt and list of participants must be submitted to substantiate the cost of the meal. Participating employees who did not pay shall not claim under the per diem rate for this meal. Official Function activity shall be limited to one meal per trip. Exceptions to this limit may be approved by the Chancellor, Chief Operating Officer, or Chief Financial Officer.

Incidental Expenses. Incidental expenses are included in the per diem rates for meals. No receipts are required.

Lodging costs are allowable for out-of-county, out-of-state, and international travel and can include room rate, taxes, resort fees, and fees associated with room rate. Lodging is allowable when the traveler is required to be away from their residence or duty post substantially longer than an ordinary day’s work, and would not be able to return to their residence or duty post by 9:00 p.m. (Arizona time). Lodging must be at a commercial establishment, excluding private residences and/or airBnB or similar establishments.  The traveler is required to request the lowest available rate (government, commercial, corporate, conference, etc.).  Lodging costs incurred may be allowed if an emergency exists and the governing authority approves as designated in section 1.15.3 Approval Authority.

The Chief Financial Officer or Chief Operating Officer may approve in-county lodging for certain conference formats which requires prior approval.

Hotel Folio and Receipts. It is the traveler’s obligation, to ensure that the establishment can provide a detailed folio/receipt containing the room rate, taxes, resort fees and fees associated on the establishment’s letterhead or invoice.

Reimbursement Amounts. The allowable amount includes room charges and applicable taxes, and should not exceed the Arizona Department of Administration rate index. See Accounts Payable Travel Reference 

Note: Allowable amounts shall not exceed the actual amount of travel-related expenses.

Rates. The rates published in the Arizona Department of Administration rate index are limits for actual expenses and are not meant as a per diem for lodging expenses. If a situation exists that makes compliance with the maximums impractical, and the governing authority approves, actual lodging costs in excess of the Department of Administration’s rate index may be allowed.

Conference Travel. For conference travel, approval may be made at conference lodging rates. In these instances, the allowable amount will be the actual lodging cost, plus tax and hotel fees, of the conference designated hotel(s).

1. When no vacancies exist at the conference designated hotel(s) the traveler can request reasonable accommodations at alternate hotels in the immediate vicinity of the conference.
2. If the conference hotel rate in the conference designated hotel(s) is not available, the traveler can request reasonable accommodations at the conference hotel for the actual lodging costs.
3. If the conference designated hotel(s) has vacancies and the traveler chooses to stay in a hotel other than a conference designated hotel, approval will be for the actual lodging cost, plus tax and transportation or parking, provided the total cost (including transport from hotel to the conference and back or parking fees) does not exceed the conference designated hotel cost.

Shared Lodging. When lodging is shared with another individual on College/District business, reimbursement will be made to the traveler who paid. When lodging is shared with an individual not on College/ District business (such as a spouse) the expense shall not exceed the single room rate plus tax.

Miscellaneous Business Expenses. Communication charges, including telephone, internet access in any location, faxes and copies that are required for business purposes only are allowable. Such charges and the business necessity should be identified on the travel authorization. Travelers should note the party to whom business calls were made and/or purpose. Personal phone calls are not allowable.

All international travel, regardless of funding source or designation, must follow the International Travel Policy.  The Chancellor or their designee has final approval of all international travel, regardless of funding source or destination. College Presidents have first line of authority for all international travel involving students, faculty, and staff at their colleges. District Executives have first line of authority for all international travel involving staff in their divisions. The Provost has the authority to recommend for the Chancellor’s approval any proposed student education abroad, faculty exchange, or curriculum development initiative or reject the proposals because outcomes are not clear, criteria are not met, or program is not rigorous enough.

An International Travel Proposal is required for all international travel.  

Travel funded partially or entirely by outside sources. Travel funded by any outside source requires full compliance with the International Travel Policy, including completion of an International Travel Proposal.

Approval of expense reports. Traveler’s expense reports shall be approved by the traveler’s supervisor and the College/District Fiscal Office. Expense reports for College Presidents or District Executives are to be approved by the Chancellor or designee. Expense reports for vice presidents are approved by the College President. Governing Board Members’ and the Chancellor’s expense reports will be approved by a District Executive or designee. Reimbursement exceptions may be granted in extenuating circumstances upon review by the Chancellor, Chief Operating Officer, or Chief Financial Officer. When an individual is to remain in approved travel status for longer than 30 days, the Governing Board must approve the claim of lodging and M&IE.

International travel is generally prohibited in instances where either the learning or professional growth opportunity exists in the United States or its territories. See the International Travel Policy for exceptions.

Reimbursement. Reimbursements are limited to those travelers in approved travel status. If expenses are to be incurred and/or paid, each employee must complete an International Travel Proposal prior to travel. For group travel (students only), the International Travel Proposal must include a list of students participating in the trip. For travel involving conferences, a conference brochure (or equivalent detailed documents) must accompany the travel proposal. For travel not involving a conference format, documentation to support estimated costs must accompany the travel proposal.

U.S. Department of State (US DOS) allowances will be used for reimbursement amounts for all international travel. The listed amount includes allowances for both lodging and M&IE. Links to information regarding reimbursement amounts for foreign areas is available on the Accounts Payable Travel Reference website. 

M&IE. The daily total amount available for out-of-country M&IE should be allocated between meals, when necessary, using the following percentages (these percentages include allocating the incidentals that the US DOS identifies separately):

• BREAKFAST 20%
• LUNCH 25%
• DINNER 55%

The partial day M&IE reimbursement rates are available on the Accounts Payable Travel Reference web, in the State of Arizona Accounting Manual.

Lodging. Please reference previous language within section 1.15.7 on allowable lodging expenses.

Conversion Rates. Conversion of foreign exchange should be completed by the traveler prior to submitting the reimbursement request. Conversion may take place prior to leaving Arizona or during travel with a receipt from an official banking establishment specifying the date, conversion rate, and amount converted. Conversion rates may also be calculated using the date each actual expense was paid from an official conversion web site of the traveler’s choice. Copies of the conversion table should be attached to the travel expense report.

Ground Transportation. Receipts are required for ground transportation amounts claimed above $25.00. When receipts are not available, the destination and expense should be noted on the ground transportation log.

One travel authorization bearing the total expenses and supporting documentation for the primary employee and all students is required.  Additional employees traveling with the group must have a separate approved travel authorization that references back to the group travel authorization.  A list of students participating in the trip must accompany the travel authorization, if known at the time of submission.  If specific students are not known at the time of the travel authorization submission, a headcount of students participating must be included.  A list of students participating must accompany the expense report.  Student group travel also requires all appropriate student travel forms (i.e. Travel Assumption of Risk and Release of Liability, emergency contact, forms specific to student international travel, etc.) to be retained by the college apart from the travel authorization.

Meals.  Student group meals may be computed to a per person amount not to exceed 80% of the allowable per diem rates established by the state of Arizona and accessible at Accounts Payable Travel Reference.  Councils or activities may have more restrictive guidelines.  The travel day begins at the time the student is required to report for the activity and ends when they are released from the activity.

Travel.  Student group travel always requires an approved travel authorization.

The Governing Board authorizes the reimbursement of travel and M&IE expenses for out-of-state finalists for employment for Classified Staff Grade 125 and above; finalists for residential faculty positions; and candidates and finalists for Chancellor’s Executive Council positions under the following circumstances:

1. The Chancellor, appropriate District Executive or College President verifies the need for an on-site interview and identifies appropriate funds to cover the costs of reimbursement.
2. Reimbursement will be limited to actual expenses and valid receipts. The most economical means of transportation that is available should also be used.

Miscellaneous Travel Issues

Consultants. Travel for individuals not specifically covered by this Administrative Regulation, including consultants and other non-employees, should be included in the negotiated contracted for services.

Out-of-State Use of Equipment. Any out-of-state use of College/District owned equipment, including vehicles, must be specifically approved by the governing authority (as defined in 1.15.3). The guidelines set forth in 1.11 Off Premises Property Loan also apply.

Non-Reimbursable/Non-Allowable Expenses. The following expenses are NOT reimbursable under any circumstances:

1. Alcohol
2. Airline or social club membership dues
3. Babysitting or childcare costs
4. Clothing, luggage, briefcases
5. Credit card delinquency fees/finance charges/annual fees
6. Expenses for travel companions/family
7. Early boarding
8. Fast pass for TSA
9. Frequent flier miles
10. Health club facilities, saunas, massages
11. Helicopter services for airport transfers
12. Kennel fees and pet care for pets while on travel status
13. Loss/theft of cash
14. Loss/theft of personal property (lost baggage, etc.)
15. Magazines, books, newspapers, or movies
16. Optional travel or baggage insurance
17. Parking or traffic fines
18. Personal accident or property insurance
19. Personal car repairs/routine maintenance or locksmith charges
20. Personal entertainment/grooming/gifts/souvenirs
21. Personal sightseeing/tourist activities
22. Preferred seating
23. Priority check in
24. Overweight/oversize baggage fees (except with approval)
25. Trip cancellation insurance
26. Valet parking (except for when self parking not available)
27. Wifi (except for MCCCD business purpose)

FAQs.  Additional clarifying and procedural information can be found in the Travel Frequently Asked Questions (FAQs) document available on the District’s Accounts Payable Travel Reference website.  The FAQs are intended to address business processes or questions that arise as travel is reviewed and approved and will be updated as needed.  

Other. Any travel issues that are not specifically addressed within this regulation require review by the Chief Financial Officer or the appropriate designee.

Persons meeting the admissions criteria may attend any Maricopa Community College of their choice. Falsification of any admission materials or official college records may be cause for denial or cancellation of admission. Exceptions to the admissions policies may be requested through the Admissions and Standards Committee. Admission is determined in accordance with state law (ARS §§15-1805.01 and 15-1821) and regulations of the Maricopa Community Colleges Governing Board.

Admission Classifications

1. Admission of Regular Students
   Admission to the community college in Arizona may be granted to any person who meets at least one of the following criteria:
   1. Is a graduate of a high school, which is accredited by a regional accrediting association as defined by the United States Office of Education or approved by a State Department of Education or other appropriate state educational agency.
   2. Has a high school certificate of equivalency.
   3. Is at least 18 years of age and demonstrates evidence of potential success in the community college.
   4. Is a transfer student in good standing from another college or university.
       
2. Admission of Students Under 18 Years of Age
   1. A community college in this state shall grant admission to any student who is under eighteen years of age and who achieves at least one of the following:
      1. A composite score of 720 or more on the Preliminary Scholastic Aptitude Test (PSAT).
      2. A composite score of 720 or more on the Scholastic Aptitude Test (SAT).
      3. A composite score of twelve or more on the American College Test (ACT).
      4. A passing score on the relevant portions of the statewide assessment.
      5. The completion of a college placement method designated by the community college district that indicates the student is at the appropriate college level for the course.
      6. Is a graduate of a private or public high school or has a high school certificate of equivalency.
   2. A community college may limit the number of semester hours in which the student may enroll to not more than six (6) credit hours.
   3. Home schooled students are exempt from this sub-section.
   4. Students who enroll in vocational courses may be admitted on an individual basis with the approval of college officials if the students meets the established requirements of the courses for which the student enrolls and the college official determines that the student's admission is in the best interest of the student.
       
3. Specialized Vocational / Training Program 
   Students who enroll in vocational courses may be admitted on an individual basis with the approval of college officials if the student meets the established requirements of the courses for which the student enrolls and the college officials determine that the student’s admission is in the best interest of the student.
    
4. Western Undergraduate Exchange Program 
   The Western Undergraduate Exchange (WUE) program is a student exchange program coordinated by the Western Interstate Commission for Higher Education (WICHE) and administered by the Arizona Board of Regents. Through WUE, students who reside in western states (Alaska, Arizona, California, Colorado, Hawaii, Idaho, Montana, Nevada, New Mexico, North Dakota, Oregon, South Dakota, Utah, Washington, and Wyoming) and the Commonwealth of the Northern Marianas Islands (CNIMI) and who meet the eligibility requirements, pay 150 percent of the regular resident tuition plus fees. Students must mark prominently on the Student Information Form that they seek admission as WUE students. Students may not apply as out-of-state students and expect to receive the WUE tuition rate after admitted. Once admitted as WUE students, students may not petition for in-state residency. Further information may be obtained from the Admissions and Records Office/Office of Student Enrollment Services.
    
5. Admission of F-1 Non-immigrant Students 
   Prospective students should contact the Admissions and Records Office/Office of Student Enrollment Services or designated office for the international student application form(s) or apply online at https://www.maricopa.edu/become-student/international-admissions. When completed, the form(s) should be submitted to the Admissions and Records Office/Office of Student Enrollment Services or the International Education office with all requested supporting documents. After the file has been reviewed, a notice will be sent to the applicant indicating either acceptance or denial of admission. 
   
   To be guaranteed consideration for admission, all application materials must be received by July 1 for the fall semester and November 1 for the spring semester.
   
   Prospective students seeking admission based on F-1 non-immigrant status must provide proof of secondary school completion with documentation comparable to a United States high school diploma or higher degree. It is recommended that F-1 non-immigrant students have graduated in the upper 50% of their secondary school (high school or equivalent) in order to ensure success in academic classes at this college. Applicants for admission to the college must have high school and college (if applicable) transcripts sent directly from the high school or college to the Admissions and Records Office/Office of Student Enrollment Services or designated office. In addition, it is the applicant’s responsibility to have all transcripts translated into English and evaluated by a foreign credential evaluation service if necessary.
    
6. Admission to Academic Programs 
   Applicants who wish to enroll in an academic program at the college must present evidence of English language proficiency. If the Test of English as a Foreign Language (TOEFL) is used to satisfy this requirement, the applicant must attain a score of at least 500 (on the paper-based TOEFL) or 61 (on the internet-based TOEFL, known as the iBT). Some colleges may have a higher minimum score requirement for admission to specific academic programs. Students should contact their respective college for its English language proficiency requirements. If the International Language Testing System (IELTS) is used to satisfy this requirement, an IELTS overall Band Score of 5.5 or better is required, and a minimum IELTS individual Band Score of 5.0 on each module is recommended. The Dean or Director of the Admissions and Records Office/Office of Student Enrollment Services or designee of the college may accept other proof of English language proficiency for admission purposes; including, but not limited to, the ACCUPLACER, ASSET, COMPASS and CELSA tests.
    
7. Admission to an Intensive English Program 
   Applicants for admission to an Intensive English Program are advised to check with individual colleges for their respective admission requirements. Applicants must provide evidence of at least an intermediate command of English by way of one or more of the following criteria:
   1. At least six years of English language instruction as shown by the applicant’s school transcript(s);
   2. A minimum TOEFL score of 400 (on the paper-based TOEFL) or 23 (on the internet-based test);
   3. An original letter of recommendation from a teacher, school principal or headmaster/ headmistress, or the director of an English language institute attesting to the applicant’s proficiency at the intermediate level;
   4. Other credentials, test scores, interview results, or evidence accepted by the coordinator of an intensive English program or the college’s responsible designee. Students admitted to an Intensive English Program will not be allowed to enroll in courses outside those officially designated as part of the program unless and until they have met all of the prerequisites or other course requirements.
   5. Foreign students under certain types of visas may need special permission to enroll and should contact the appropriate college official.
       

8. Financial Support
   Evidence of financial support will be required prior to issuance of the I-20 form. The colleges have no scholarship or financial aid provisions for foreign students; therefore, students must be fully prepared to meet the necessary financial obligations for the full time they will be in the United States. The colleges estimate a student’s average expenses for 10 months to be:

   Tuition and Fees	$9,115 (1)
   Living Expenses	$17,200 (2)
   Books	$1,104 (3)
   Health Insurance	$2,800 (4)
   Total	$30,219 (5)

9. Dependent Financial Guarantee 
   Evidence of financial support for dependents of F-1 and M-1 students (spouse and dependent children) is also required: $5,000 for the first dependent and $2,500 for each additional dependent.
    
10. Health Insurance 
    All F-1 and M-1 students who have an I-20 issued by one of the Maricopa Community Colleges are required to purchase the Maricopa Community Colleges' international student health insurance plan. Health insurance coverage for dependents of F-1 and M-1 students is highly recommended. The Maricopa Community Colleges contracts with an insurance provider annually to offer a health insurance plan for F-1 and M-1 students. For more information contact the college Admissions and Records Office/Office of Student Enrollment Services or designated international student office.

Footnotes:
(1) Based on 2023-2024 tuition and fee schedule.
(2) Based on estimated living expenses for two (2) semesters (10 months).
(3) Based on average new and used textbook prices and rental rates. Assumes books are sold at the end of the semester.
(4) Based on the estimated 2023-2024 insurance premium for the mandatory Maricopa Community Colleges' International Student Health Plan.
(5) Applicants must provide evidence of this minimum amount of financial support before an I-20 is issued.

Students must file a Student Information Form, online or in-person, with the Admissions and Records Office/Office of Student Enrollment Services at the college of attendance. There is no charge for this service.

1. 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.​
    

   Number of Credits	Classification	Applies To
   0-29	Freshmen	Certificates Associate's Degrees Bachelor's Degrees
   30-59	Sophomore	Certificates Associate's Degrees Bachelor's Degrees
   60+	Sophomore	And Still in Pursuit Of A Certificates Or Associate's Degrees
   60-89	Junior	Bachelor's Degree
   90 Or More	Senior	Bachelor's Degree

    

2. Student Identification Number 
   Disclosure of the social security number is voluntary (ARS §15-1823). However, students must use social security numbers for reporting information pertaining to potential educational tax credits and for processing federal financial aid applications and Veterans Administration benefits.
3. Residency for Tuition Purposes (See Appendix S-1)
   All students are classified for tuition purposes under one of the following residency classifications:
   
   1. Maricopa County resident
   2. Out-of-County resident
   3. Out-of-State resident (including F-1 non-immigrant students and students on other non-immigrant visas)
4. Residency Determination
   Residency for tuition purposes is determined in accordance with state law (ARS §§15-1801 et seq. and ARS §§15-1803) and regulations of the Maricopa Community Colleges Governing Board. All of the Maricopa Community Colleges are subject to the above statutes and regulations. Students who have questions about their residency should contact the Admissions and Records Office/Office of Student Enrollment Services for clarification.
   
   1. Implementation
      
      1. An applicant must be eligible to attend post-secondary education in the   United States prior to being eligible to register for classes and pay fees.
      2. Domicile status must be established before the student registers and pays fees. It is the student's responsibility to register under the correct domicile status.
      3. Enforcement of domicile requirements shall be the responsibility of the Chancellor of the Maricopa Community Colleges. The Chancellor has charged the Director of Admissions and Records or other designee at each college to make the initial domicile classification. In determining a student's classification, the college may consider all evidence, written or oral, presented by the student and any other information received from any source which is relevant to determining classification. The college may request written sworn statements or sworn testimony of the student.
      4. A request for review of the initial classification may be made to a district review committee. The request must be in writing, signed by the student and accompanied by a sworn statement of all facts relevant to the matter. The request must be filed with the admissions officer of the college within ten (10) days of receipt of notification of classification as a non-resident. Failure to properly file a request for review within the prescribed time limit constitutes a waiver of review for the current enrollment period. The decision of the review committee shall be final.
   2. Definitions 
      
      1. ​“Armed Forces of the United States” means the Army, the Navy, the Air Force, the Marine Corps, the Coast Guard, the commissioned corps of the United States Public Health Services, the National Oceanographic and Atmospheric Administration, the National Guard, or any military reserve unit of any branch of the Armed Forces of the United States.
      2. "Continuous attendance" means enrollment at one of Maricopa Community Colleges as a full-time or part-time student for a normal academic year since the beginning of the period for which continuous attendance is claimed. Students need not attend summer sessions or other such intersession beyond the normal academic year in order to maintain continuous attendance.
      3. "Maricopa County resident" means an individual lives in Maricopa County and has lived in the state of Arizona for at least one year prior (365 days) to the first day of the semester (as published in the approved MCCCD academic calendar posted online at Academic Calendars) and who is a United States citizen or in a lawful status. In-state residency must be established prior to county residency for those moving from other states. Refer to Section C for guidelines.
      4. "Domicile" means a person's true, fixed, and permanent home and place of habitation. It is the place where he or she intends to remain and to which he or she expects to return when he or she leaves without intending to establish a new domicile elsewhere. Visa status must confer the ability to establish domicile in the United States in order to be classified as an in-state student
      5. "Emancipated person" means a person who is neither under a legal duty of service to his parent nor entitled to the support of such parent under the laws of this state.
      6. "Full-time student" means one who registers for at least twelve (12) credit hours per semester.
      7. "Part-time student" means one who registers for fewer than twelve (12) credit hours per semester.
      8. "Parent" means a person's father, or mother, or if one parent has custody, that parent, or if there is no surviving parent or the whereabouts of the parents are unknown, then a guardian of an unemancipated person if there are not circumstances indicating that such guardianship was created primarily for the purpose of conferring the status of an in-state student on such unemancipated person.
   3. Criteria for Determining Residency 
      
      1. ​In-State Student Status
         1. Except as otherwise provided in this article, no person having a domicile elsewhere than in this state is eligible for classification as an in-state student for tuition purposes. (Applicants applying for in-state tuition status may be required to provide supporting documentation for identification and residency classification.)
         2. A person is not entitled to classification as an in-state student until the person is domiciled in this state for one year preceding the official starting day of the semester, except that a person whose domicile is in this state is entitled to classification as a Maricopa County resident if the person meets one of the following requirements:
            
            1. The person’s parent's domicile is in this state and the parent is allowed to claim the person as an exemption for state and federal tax purposes.
            2. The person is an employee of an employer which transferred the person to this state for employment purposes or the person is the spouse of such an employee.
            3. The person is an employee of a school District in this state and is under contract to teach on a full-time basis, or is employed as a full-time non-certified classroom aide, at a school within that school District. For purposes of this paragraph, the person is eligible for classification as an in-state student only for courses necessary to complete the requirements for certification by the state board of education to teach in a school District in this state. No member of the person’s family is eligible for classification as an in-state student if the person is eligible for classification as an in-state student pursuant to this paragraph, unless the family member is otherwise eligible for classification as an in-state student pursuant to this section. Eligibility for in-state tuition is subject to verification of intent to domicile in this state.  Determination of residency is made by the admissions and records office/office of enrollment services.
            4. The person’s spouse (spouse must be in an eligible status to qualify for in-state residency) has established domicile in this state for at least one year and has demonstrated intent and financial independence and is entitled to claim the student as an exemption for state and federal tax purposes or the person’s spouse was temporarily out of state for educational purposes, but maintained a domicile in this state. If the person is a non-citizen, the person must be in an eligible visa status pursuant to federal law to classify as an in-state student for tuition purposes.
            5. The person is a citizen of The Federated States of Micronesia, The Republic of the Marshall Islands, or The Republic of Palau as stipulated in Section 209 (B)(1)(E) of Title II of Division G of the Consolidated Appropriations Act of 2024 (Public Law 118-42).
         3. The domicile of an unemancipated person is that of such person's parent.
         4. An unemancipated person who remains in this state when such person's parent, who had been domiciled in this state, removes from this state is entitled to classification as an in-state student until attainment of the degree for which currently enrolled, as long as such person maintains continuous attendance.
         5. A person who is a member of the Armed Forces of the United States and who is stationed in this state pursuant to military orders or who is the spouse or a dependent child of a person who is a member of the armed forces of the United States and who is stationed in this state pursuant to military orders is entitled to classification as an in-state student. The student does not lose in-state student classification while in continuous attendance toward the degree for which he or she is currently enrolled.
         6. A person who is a member of the armed forces of the United States or the spouse or a dependent of a member of the armed forces of the United States is entitled to classification as an in-state student if the member of the armed forces has claimed this state as the person's state of home record for at least twelve consecutive months before the member of the armed forces, spouse or dependent enrolls in a university under the jurisdiction of the Arizona Board of Regents or a community college under jurisdiction of a community college district governing board. For purposes of this subsection, the requirement that a person be domiciled in this state for one year before enrollment to qualify for in-state student classification does not apply.
         7. Immediate classification as an in-state student shall be granted to a veteran who meets the provisions of Arizona statute HB 2091, paragraph G, which reads:  
            A person holding an honorable discharge from the uniformed services of the United States from either active duty or reserve or national guard status, or who has retired from active duty or reserve or national guard status, shall be granted immediate classification as an in state student and, while continuously enrolled, does not lose in state student classification if the person has demonstrated objective evidence of intent to be a resident of Arizona that, for the purposes of this section, includes at least one of the following:
            
            1. Registration to vote in this state.
            2. An Arizona driver license.
            3. Arizona motor vehicle registration.
            4. Employment history in Arizona.
            5. Transfer of major banking services to Arizona.
            6. Change of permanent address on all pertinent records.
            7. Other materials of whatever kind or source relevant to domicile or residency status.

         8. A student using Chapter 30, 33, or 35 benefits who does not otherwise qualify under item 7 above (paragraph G of PL 2091), or a veteran’s dependent or spouse who is using transferred Post-9/11 GI Bill® (Chapter 33) benefits or the Marine Gunnery Sergeant John David Fry Scholarship, will be eligible for immediate classification as an in-state student if they provide the institution a current certificate of eligibility or ebenefits statement showing the student is eligible for chapter 30, 33, or 35 Veteran Affairs (VA), education benefits and documentation showing the student is residing within the state.

            Students are required to submit the following:

            1. Certificate of eligibility letter or ebenefits statement from the Veteran Affairs (VA)  awarding Chapter 30, 33, or 35 benefits or the Fry Scholarship, or the Dept. of Defense document approving the transfer of CH. 33 benefits
            2. Students must also provide at least one of the following to show presence within the state:
               
               1. Registration to vote in this state.
               2. An Arizona driver license.
               3. Arizona motor vehicle registration.
               4. Employment history in Arizona.
               5. Transfer of major banking services in Arizona.
               6. Change of permanent address on all pertinent records.
               7. Other materials of whatever kind or source relevant to domicile or residency status.
                  
                  GI Bill® is a registered trademark of the
                  U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government Web site at https://www.benefits.va.gov/gibill.    

         9. Per Arizona state law, a  person who is honorably discharged from the armed forces of the United States on either Active duty or Reserve or National Guard status, or who has retired from Active duty or Reserve or National Guard Status, shall be granted immediate classification as an in-state student on honorable discharge from the Armed forces and, while in continuous attendance toward the degree for which currently enrolled, does not lose in-state student classification if the person has met the following requirements:     

                a. Registered to vote in this state.

                b. Demonstrated objective evidence of intent to be a resident of Arizona which, for the purposes of this section, include at least one of the following:

                    1. An Arizona driver license

                    2. Arizona motor vehicle registration

                    3. Employment history in Arizona

                    4. Transfer of major banking services to Arizona

                    5. Change of permanent address on all pertinent records

                    6. Other materials of whatever kind or source relevant to domicile or residency status

         10. A student using any VA educational benefits who does not otherwise qualify under items above shall be granted immediate classification as an in-state student, and while continuously enrolled does not lose in-state student classification if the person has demonstrated objective evidence of intent to be a resident of Arizona that for the purposes of this section, includes at least one of the following:

             1.       Registration to vote in this state

             2.       An Arizona driver license

             3.       Arizona motor vehicle registration

             4.       Employment history in Arizona

             5.       Transfer of major banking services to Arizona.

             6.       Change of permanent address on all pertinent records

             7.       Other material of whatever kind or source relevant to domicile or residency status. 

         11. A person who is a member of an Indian tribe recognized by the United States Department of the Interior whose reservation land lies in the state and extends into another state and who is a resident of the reservation is entitled to classification as an in-state student.
      2. Alien In-State Student Status
         1. An alien is entitled to classification as an in-state refugee student if such person has been granted refugee status in accordance with all applicable laws of the United States and has met all other requirements for domicile.

         2. Notwithstanding any other law, a student, other than a nonimmigrant alien as described in 8 United States code section 1101(A)(15), who meets both of the following requirements is eligible for in- state tuition at any community college as defined in ARS 15-1401:

            Attended any public or private high school option or homeschool equivalent pursuant to ARS 15-802 while physically present in this state for at least two years.

            Graduated from any public or private high school option or homeschool equivalent pursuant to ARS 15-802 while physically present in this state or obtained a high school equivalency diploma in this state.

         3. Persons without lawful immigration status are eligible for in-state tuition pursuant to subsection 2 of this section
         4. A student will be assessed out-of-state tuition until such time that documentation of status is received in the Office of Admissions and Records/Enrollment Services and (eligibility for) residency is confirmed. Documentation must be provided prior to the end of the term in which residency classification is being requested. Documentation received after the end of term will be used for residency determination in subsequent terms.
         5. In establishing domicile, the alien must not hold a visa that prohibits establishing domicile in the United States and this state. After meeting other domicile requirements, students holding valid, unexpired visas in the following categories may be classified as in-state students (See Appendix S-1A).
         6. A student must verify U.S. citizenship, permanent residency, or other lawful immigration status. Lawful immigration status means they have legal authority to be in the United States and also have the authority to go to school while in the United States.
         7. Students who hold a current or expired visa and have applied for a change of status will retain their immigration status based on their prior visa status and not the status or visa for which they are applying. Students will need to submit a copy of the new visa card with the updated status.  The timeline for establishing domicile begins with the issue date on the current visa that allows for establishment of residency.
         8. Please note: Two requirements must be met to qualify for instate tuition.  
            1. A student must meet the domicile residency requirement of residing in the State of Arizona for one year preceding the official start of the semester. 
            2. The student must have an immigration status that allows for the establishment of residency for one (1) year. 
         9. (Applicants applying for in- state tuition status will be required to provide supporting documentation for identification and residency classification) all applicants for in-state tuition may be required to provide a combination of the following documents:
         10. An Arizona Driver's License issued after 1996 or an Arizona Non-operating Identification License or an Arizona Instruction Permit.
         11. A birth certificate or delayed birth certificate issued in any state, territory, or possession of the United States (A hospital record/certificate is not acceptable. A certified abstract of birth with the official state seal and/or watermark is acceptable).
         12. A United States Certificate of Birth Abroad.
         13. A United States Passport.
         14. A Foreign Passport with a United States Visa.
         15. An 1-94 Form with a Photograph.
         16. An appropriately designated United States Citizenship and Immigration Services Employment Authorization (Work Permit) or Refugee Travel Document [as listed on the Employee Authorization Document Chart]. (Additional documents may be required with an employee authorization card.)
         17. A United States Permanent Resident Card.
         18. A United States Certificate of Naturalization.
         19. A United States Certification of Citizenship.
         20. A Tribal Certificate of Indian Blood.
         21. A Tribal or Bureau of Indian Affairs Affidavit of Birth. 
             
             * Tribal members*, the Elderly and "Persons with disabilities or incapacity of the Mind or Body," may submit certain types of documentation under section 1903 of the federal Social Security Act (42 United States Code 1396B, As Amended By Section 6036 of the Federal Deficit Reduction Act of 2005)**
             
             *A Document issued by a federally recognized Indian Tribe Evidencing Membership or Enrollment in, or affiliation with, such tribe.
      3. Presumptions Relating to Student Status
         Unless there is evidence to the contrary, the registering authority of the community college or university at which a student is registering will presume that:
         1. No emancipated person has established a domicile in this state while attending any educational institution in this state as a full-time student, as such status is defined by the community college district governing board or the Arizona Board of Regents, in the absence of a clear demonstration to the contrary.
         2. Once established, a domicile is not lost by mere absence unaccompanied by intention to establish a new domicile.
         3. A person who has been domiciled in this state immediately before becoming a member of the Armed Forces of the United States shall not lose in-state status by reason of such person's presence in any other state or country while a member of the Armed Forces of the United States.
      4. Proof of Residency
         When a student's residency is questioned, the following proof will be required.
         1. Establishing Domicile 
            
            1. An affidavit signed by the student must be filed with the person responsible for verifying residency.
            2. A combination of the following may be used in determining a student's domicile in Arizona:
               1. Arizona income tax return
               2. Arizona Voter registration
               3. Arizona Motor Vehicle registration
               4. Arizona Driver's license
               5. Employment history in Arizona
               6. Place of graduation from high school
               7. Source of financial support
               8. Dependency as indicated on federal income tax return
               9. Ownership of real property
               10. Notarized statement of landlord and/or employer
               11. Transfer of major banking services to Arizona
               12. Change of permanent address on all pertinent records
               13. Arizona Department of Children Services documents related to foster care placement
               14. Other relevant information
         2. County Residency
            A combination of the following may be used to determine a student's county residency:
            
            1. Notarized statements of landlord and/or employer
            2. Source of financial support
            3. Place of graduation from high school
            4. Ownership of real property
            5. Bank accounts
            6. Arizona income tax return
            7. Dependency as indicated on a Federal income tax return
            8. Other relevant information
   4. Concurrent Enrollment in Arizona Public Institutions of Higher Education (ARS §15-1807)(See Appendix S-3)
      Under Arizona Revised Statutes §15-1807, it is unlawful for any non-resident student to register concurrently in two or more public institutions of higher education in this state including any university, college or community college for a combined student credit hour enrollment of more than six (6) credit hours without payment of non-resident tuition at one of such institutions. Any non-resident student desiring to enroll concurrently in two or more public institutions of higher education in this state including any university or community college for a combined total of more than six (6) credit hours who is not subject to non-resident tuition at any of such institutions shall pay the non-resident tuition at the institution of his choice in an amount equivalent to non-resident tuition at such institution for the combined total of credit hours for which the non-resident student is concurrently enrolled.

1. Veterans 
   By Arizona statute, any failing grades from any Arizona university or community college that were received prior to military service will not be used to determine admission to the community college for the honorably discharged veterans with two years' service in the Armed Forces of the United States. Students admitted or readmitted to the community college under this statute are subject to progression, retention, graduation and other academic regulations and standards. (See Administrative Regulation 2.3.6 Withdrawal)
2. Ability to Benefit 
   
   1. ​Federal guidelines require that students who are applying for financial aid demonstrate the ability to benefit. Under federal law, a student who enrolls after June 30, 2012, must be a high school graduate, have a GED certificate, or have completed a secondary school education in a home school setting that is treated as a home school or private school under state law, be admitted as a regular student, and be pursuing an eligible degree or certificate to qualify for federal financial assistance under Title IV of the Higher Education Act.
   2. For student enrolled prior to July 1, 2012, an evaluation during the admission process resulted in the student being admitted to the college with the status of Regular, Regular with Provisional Requirements or Special.
      
      1. "Regular" status, for the purpose of 2.2.3.2, is granted to an individual admitted to the college who is a high school graduate, has a GED certificate, or has completed a secondary school education in a home school setting that is treated as a home school or private school under state law. A student without a high school diploma or GED certification and beyond the age of compulsory high school attendance may be a regular status student if the student has been assessed to benefit from college instruction by receiving qualifying scores on approved assessment instruments. All regular status students must be pursuing a degree/certificate in an eligible program.
      2. "Regular with Provisional Requirements" status, for the purpose of 2.2.3.2, is granted to a student admitted to the college who is not a high school graduate, does not have a GED certificate, is beyond the age of compulsory high school attendance, or has completed a secondary school education in a home school setting that is treated as a home school or private school under state law, but has been assessed to benefit from college instruction and is pursuing a degree/certificate in an eligible program.
      3. "Special" status, for the purpose of 2.2.3.2, is granted to a student admitted to the college for concurrent enrollment or pursuing one or more courses of special interest and who meets all the requirements for admission.
3. Transcripts 
   The Maricopa Community Colleges reserve the right to require an official transcript for admission to specific programs, for verification of course requisites and for determination of academic standing. The official transcript must be sent directly from the source institution to the college Admissions and Records Office/Office of Student Enrollment Services. The official transcripts may be sent via a secured website.  Please contact the Admissions office of the Maricopa College you plan to attend to verify which secure websites may be valid.  It is the student's responsibility to ensure that official transcripts have been received and are complete.
    
   Students entering as high school graduates may be required to submit high school transcripts.  Please contact the Admissions office of the Maricopa College you plan to attend for more information on preparing a home-schooled official transcript. Students entering as GED recipients may be required to present a copy of the high school equivalency certificate or official report of qualifying GED scores.
4. Educational Assessment 
   All students are encouraged to undergo an educational assessment to determine course placement. Prospective students who do not possess a high school diploma or GED equivalence certificate are required to complete an educational assessment to determine their ability to benefit from college instruction. See Student Course Placement Process (AR 2.2.7)
5. High Pressure Recruitment Tactics 
   The Maricopa County Community College District prohibits its employees from engaging in high-pressure recruitment tactics or in providing to any person or entity engaged in student recruitment, admission activity, or in making decisions regarding the award of Title IV, HEA funds, any commissions, bonuses, or other incentive payments based, in any part, directly, or indirectly upon successfully securing enrollments or the awarding of financial aid. (34 CFR 668.14(a)(22)(i)). 
6.  Programs Leading to Licensure
   The Maricopa Community colleges provides disclosures of whether a program meets the academic requirements for professional licensure within Arizona.
7.  Determining Student Location
   A determination of a student’s location is made and documented in the student information system at the time of application on review of the completed student application for admission. A student’s initial location at the time of enrollment is defined as where a student is physically located while engaged in their academic program. Students who are not located in a state in which an individual Maricopa Community College(s) is authorized to enroll students or otherwise exempt from authorization may not be enrolled.
   
   Students are required to notify the Maricopa Community College(s) they attend of a change in location. Students may also update their local address at any time in self-service within the student information system. Should college personnel be notified in writing by a student that the physical location where the student will be engaged in their academic program has changed, this is considered a formal receipt of information, and the student will be guided to document the change in self-service within the student information system.
   
   Initial and continued enrollment in an online program may be subject to where the student is physically located while taking the course(s). Students who relocate to a state where the college is not authorized or otherwise exempt, may have their enrollment negatively affected. Students who are pursuing a program leading to licensure or certification should contact the Admissions and Records office at their college to review any potential impacts from a change in location.

TRANSFER CREDIT

A student enrolling at one of the Maricopa Community Colleges after having attended other post-secondary institutions can have coursework evaluated for transfer credit. To be eligible for evaluation, coursework must appear on official transcripts from the source institutions. The official transcripts must be mailed or sent through an approved electronic transfer method directly from the source institutions to the Admissions and Records/Enrollment Services Office of the receiving institutions. Exceptions may be made for students who are identified as part of a special reverse transfer cohort (e.g. reverse transfer), who have transcript exchange as a cohort condition.  Other exceptions may be made on a case by case basis. Hand-carried and emailed transcripts cannot be accepted for an official evaluation. Students should allow approximately 10 days before confirming with your Maricopa Community College that the transcript(s) was received.  The Admissions and Records/Enrollment Services Office at the receiving institutions will complete course-by-course evaluations for all submitted transcripts upon student request. The award of transfer credit shall not express or imply that all transfer credit will be fully accepted or applied toward all Maricopa degree and certificate requirements.
 

The Maricopa Community Colleges will evaluate coursework from institutions listed in the Database of Accredited Postsecondary Institutions and Programs, accredited by recognized U.S. accrediting organizations at the time the coursework was taken.  To be “recognized” means that the accreditors in the database have been reviewed by the Council For Higher Education Accreditation (CHEA) or by the U.S. Department of Education (USDE) or both and meet the quality standards of the respective organizations.

College-level courses completed outside the United States and recorded on official transcripts will be evaluated for transfer credit, provided that the institution where the courses were taken is accredited by the Ministry of Education in that country. It is the student’s responsibility to submit all foreign and international transcripts to an approved international credential evaluation service to be translated into English (when applicable), evaluated on a course-by-course-basis, and sent directly to the receiving college(s). Contact your College Admissions and Records/Enrollment Services Office to obtain a list of recommended evaluation services.

CONDITIONS OF TRANSFER CREDIT:

• Credits transferred from outside of MCCCD graded on a plus/minus system are converted to a letter grade associated with MCCCD's grading scale. The conversion of that plus/minus grade will be determined by the grade point value of each grade, as indicated on the grading scale of the transferring institution. Please refer to A.R. 2.3.3 Grading. Only courses with a grade equal to a 2.0 or better (on a 4.0 scale) are transferable. 
   
• Developmental coursework is accepted for the purpose of fulfilling course prerequisites.  However, the credit does not apply toward a degree or certificate, and it does not transfer to another postsecondary institution.  It does, however, get added to the transfer credit report as part of the evaluation. Course credit below 100 level, earned at a MCCCD institution prior to August 2020 or at a sending institution, cannot be used to calculate grade level.
   
• Courses with different credit systems (quarter hours, trimester, units) are converted to semester hours of credit. The semester conversion of quarter credits is at a rate of .67 semester credits for each quarter credit. For example, 4 quarter credits will convert to 2.68 semester credits. Trimester credits will be determined by the credit definition of the transferring institution, and converted, as needed, to semester credits. 
   
• The age of credit may be considered in applying credit toward degrees and certificate programs as outlined in A.R. 2.2.5 Catalog Under Which A Student Graduates.
   
• Courses accepted as equivalent do not necessarily apply toward the requirements for the student’s declared degree or certificate at MCCCD.

Please refer to 2.3.9 General Graduation Requirements regarding MCCCD residency requirements to graduate.

PRIOR LEARNING ASSESSMENT (PLA)

The Maricopa Community Colleges are committed to the idea that people deserve credit for verifiable college-level learning, no matter how it was acquired. Many people have developed learning outside of the traditional classroom. This evaluation of credit is referred to as Prior Learning Assessment, or PLA. Prior learning can be identified and assessed in a variety of ways to determine if college credit should be awarded. Credit is awarded only to certificate or degree seeking students who:

1. plan to enroll, and
2. are admitted and matriculated within the college awarding the credit.

Exceptions can be made for contractual agreements. One such exception includes evaluation of journeymen cards for apprentices from current or former apprenticeship partners, or other registered apprenticeship sponsors and intermediaries. Credits awarded for journeymen have a specific PLA evaluation process and separate fee policies.

PLA credit may be applied toward a degree program, certificate, general education requirements, required courses, restricted electives, and general electives that count toward the student’s elected pathway.  Some restrictions may apply depending on the specific program of study. PLA credit may also be used to satisfy prerequisite requirements.

Students seeking an associate degree may be awarded no more than 45 credit hours through Prior Learning Assessment, unless required by a specific program of study within the Maricopa Community Colleges. Up to 60 credits earned through PLA can be applied to a Bachelor’s degree. Evaluated credit from post-secondary institutions and military credit as indicated on Joint Service transcripts, Community College of the Air Force, and Air University are not included in this credit limitation. Evaluated credit and credit awarded for prior learning does not count as hours in residence for graduation requirements. Please refer to 2.3.9 General Graduation Requirements. Exceptions to this institutional regulation must have prior written approval of the program director, faculty chair, or designee and documentation of rationale and approval included as part of the admission process and/or application to graduate. No more than 20 credit hours may be applied to the Arizona General Education Curriculum (AGEC). Please direct questions about Prior Learning Assessment at the Maricopa Community Colleges to the Admissions and Records/Enrollment Services Office.

PRIOR LEARNING ASSESSMENT FEE SCHEDULE

NATIONAL STANDARDIZED EXAMS

ACE (American Council On Education) has published credit recommendations for a number of national standardized examinations such as the ones listed below in the ACE National Guide. The Maricopa Community Colleges use these recommendations as guidelines to award credit for equivalent coursework as well as elective credit. The number of credits listed in the ACE National Guide are recommendations only. A college is not required to grant a student the number of credits recommended.

Scores must be sent directly to the Admissions and Records/Enrollment Services Office from the specific testing companies before credit is awarded; equivalencies are subject to review and change. Credit received through Prior Learning Assessment is transferable within the Maricopa Community Colleges but is not necessarily transferable to other colleges and universities. Therefore, students are strongly advised to research the Prior Learning Assessment policies at any college or university outside of the Maricopa Community Colleges to which they plan to transfer.  Credit for national standardized exams is awarded based on equivalencies in effect at the time of evaluation.  Changes to exams and scores are determined by the respective Maricopa Instructional Councils (ICS) and/or Statewide Articulation Task Forces (ATFS).

Maricopa recognizes the following examinations:

• Advanced Placement (AP)
• American College Testing Proficiency Examination Program (ACT-PEP)
• Cambridge International Exams (CIE), A and AS LEVEL
• College-Level Examination Program (CLEP)
• Defense Activity For Non-Traditional Education Support [DANTES] Subject Standardized Tests (DSST)
• GED, College Ready + Scores
• International Baccalaureate (IB) Diploma/Certificate

Fees for standardized exams are the responsibility of the student.

Current list of exams and scores

ADVANCED PLACEMENT (AP) CREDIT

Students who have taken an advanced placement course of the College Entrance Examination Board (CEEB) in their secondary school and who have taken an Advanced Placement Examination of the CEEB may receive course credit. Scores must be received directly from CEEB to Admissions and Records/Enrollment Services before credit is awarded.

AMERICAN COLLEGE TESTING PROFICIENCY EXAMINATION PROGRAM

The Maricopa Community Colleges may award credit for the American College Testing Proficiency Examination Program (ACT-PEP) based on the scores earned to Admissions and Records/Enrollment Services.

CAMBRIDGE INTERNATIONAL EXAMINATIONS (CIE) A AND AS LEVEL

Students who have taken a Cambridge International Examination may receive college credit.  Scores must be received directly from CIE to Admissions and Records/Enrollment Services before credit is awarded.

COLLEGE LEVEL EXAMINATION PROGRAM (CLEP)

Students who have taken a College Level Examination of the College Entrance Examination Board (CEEB) may receive college credit.  Scores must be received directly to Admissions and Records/Enrollment Services from CEEB before credit is awarded.

Estrella Mountain Community College, Glendale Community College, South Mountain Community College, Rio Salado College, Paradise Valley Community College, and Mesa Community College are CLEP test sites. For more information on registering for the CLEP examinations, contact the Testing Centers at these colleges.

DSST (Formerly DEFENSE ACTIVITY FOR NON-TRADITIONAL EDUCATION SUPPORT or DANTES)

The Maricopa Community Colleges may award credit for DSST Examination Program to individuals who meet or exceed the ACE recommended scores for awarding credit on the DSST Exams. The Maricopa Community Colleges do not award credit for ENG 102 through DSST Examination. Credit received through DSST is transferable within the Maricopa Community Colleges, but is not necessarily transferable to other colleges and universities. 

Currently, DSST proctoring is available at Rio Salado College testing centers. For additional information on registering for DSST Examinations, call (480) 517-8560.

Students who have taken a DSST Examination may receive college credit.  Scores must be received directly from DSST before credit is awarded.

GED EXAMS

The Maricopa Community Colleges may award credit for GED subject area scores designated as College Ready + In Accordance with the ACE recommended scores.  The transcript needs to be sent directly by the Department Of Education to the Admissions and Records Office /Enrollment Services in order to be awarded credit.  Disclaimer: test scores are continually reviewed and may be updated at any time.

INTERNATIONAL BACCALAUREATE (IB) DIPLOMA/CERTIFICATE

Students who present an International Baccalaureate Diploma/Certificate may qualify for college credit. Maricopa grants credit for college-level courses only. Scores must be received directly from the institution where the exams were administered before credit is awarded.      

ACE (AMERICAN COUNCIL ON EDUCATION) RECOMMENDED CREDIT

EDUCATIONAL EXPERIENCES IN THE ARMED SERVICES

The Maricopa Community Colleges may award credit for military experiences based on the ACE Military Guide. A student may receive college credit if:

• Training parallels a discipline area offered through the Maricopa Community Colleges, and
• Credit meets a program requirement or is used as elective credit.

Upon request, individuals who have successfully completed basic training, four (4) credit hours in physical education will be awarded as indicated in the ACE Guide and the Community College of the Air Force catalog. Official documentation of military training is required.      
 

ORGANIZATIONS PARTNERED WITH ACE 

ACE evaluates training programs offered by business, industry, and government and publishes its credit recommendations in the ACE National Guide. If a student has received training that appears in the guide, they may receive college credit if:

• Training parallels a discipline area offered through the Maricopa Community Colleges, and
• Credit meets a program requirement or is used as elective credit.

CREDIT BY EVALUATION

INDUSTRY RECOGNIZED CREDENTIALS, INDUSTRY/CORPORATE TRAINING, and NON-CREDIT COURSEWORK

A variety of professional certifications and industry credentials can be evaluated for college credit through a credit by evaluation process. Students may apply for a Credit By Evaluation in certain courses by obtaining the appropriate form in the Admissions and Records /Enrollment Services Office. The credit awarded is based on competencies demonstrated through the successful attainment of the credential or certification, and the training must be verifiable through a third party that has the authority to issue the credential or certification.

INDIVIDUALIZED PORTFOLIO ASSESSMENTS

Portfolios consist of documentation and corresponding narrative submitted for credit that demonstrates comprehensive proficiency of course competencies. Individual portfolios are assessed using current MCCCD standards. If an approved standardized or challenge exam exists, MCCCD may choose not to offer a portfolio option.

Some academic departments may have additional requirements that must be met before credit may be granted through Credit By Evaluation. When credit is granted a notation of "other credits," and the type of training, number of credits, and a grade of pass "P" will appear on the student's transcript. These credits are not used in computing the grade point average. Credit By Evaluation is transferable within the Maricopa Community Colleges, but is not necessarily transferable to other colleges and universities.  Students may not request:

• To challenge a course a second time;
• To challenge a course while currently enrolled in the course;
• To establish credit in a previously completed course; and
• To establish credit for a lower level of a course in which credit has been received.

DEPARTMENTAL CREDIT BY EXAMINATION
Departmental exams may be available for particular courses. If a student is pursuing this option for an approved course, they may apply by obtaining the appropriate form in the admissions and records/enrollment services department, paying the required fee, and completing the examination and other requirements of the college. Please refer to Appendix S-4 (Tuition and Fee Schedule) for appropriate fees. Students may not request:

• To challenge a course a second time;
• To challenge a course while currently enrolled in the course;
• To establish credit in a previously completed course; and
• To establish credit for a lower level of a course in which credit has been received.

Additionally:

• Exceptions may be granted at some of the Maricopa Community Colleges for their unique programs of study. Specialized programs may allow courses to be repeated due to the student needing to have recent knowledge of the content in order to progress in the program.
• Academic departments may have additional requirements that must be met before credit may be granted through departmental credit by examination.
• Only grades of A, B, C, D or P earned as a result of this examination will be recorded on the student’s transcript. Fees are not refundable after the examination has been administered, regardless of results.
• When credit is granted as outlined above, a notation of “Credit By Exam,” a grade and the number of credits will appear on the student’s transcript.

PLA AND TRANSFER DISCLAIMER

If pursuing a transfer degree (AA, ABUS, AS, AAEE, AAFA, or Articulated Academic Degree Program), transfer credit and PLA will be granted for the purpose of satisfying Maricopa graduation requirements. Because credits may not transfer to all colleges or universities, contact your transferring institution to determine their transfer credit and PLA requirements and policies. 

Catalogs for the Maricopa Community Colleges are published each academic year and contain information about courses, certificates, degrees, and academic regulations and procedures. Academic program requirements and academic regulations are updated often and may change.

In determining the catalog under which a student graduates, students maintaining continuous enrollment at any public Arizona community college or university may graduate according to the requirements of the catalog in effect at the time of initial enrollment or according to the requirements of any catalog in effect during subsequent terms of continuous enrollment. Students may maintain continuous enrollment whether attending a public community college or public university or transferring among public institutions in Arizona.

The rules for maintaining continuous enrollment are:

1. A semester in which a student earns course credit will be counted toward continuous enrollment. Enrollment by Arizona community college students in nontransferable courses still constitutes enrollment for purposes of determining whether the student has been continuously enrolled. Noncredit courses, audited courses, failed courses and courses from which the student withdraws do not count toward the determination of continuous enrollment for catalog purposes.
2. Failure to earn course credit in three consecutive regular (Fall/Spring/Fall or Spring/Fall/Spring) semesters at any Arizona community college or public university means students are no longer considered continuously enrolled. Students are not obligated to enroll and earn course credit during summer terms, but summer
   enrollment may be used to maintain continuous enrollment status.
3. If continuous enrollment is not maintained, the student must fulfill the requirements for graduation specified in the catalog in effect at the time they readmit/enroll or any single catalog in effect during terms of continuous enrollment after readmitted/re-enrolling.
4. Students who initially admitted/enrolled or readmitted/re-enrolled to an Arizona community college or public university during a summer term must follow the requirements of the catalog in effect for the following fall semester or of any single catalog in effect during the subsequent terms of continuous enrollment.

Age of Credit

In areas of study in which the subject matter changes rapidly, material in courses taken long before graduation may become obsolete or irrelevant. Coursework that is more than ten years old is applicable to completion of certificate and degree requirements at the discretion of the designated individuals at the college. The college may accept such coursework, reject it, or request that the student revalidate its substance. The ten-year limit on coursework applies except when program accreditation agencies limit the life of coursework to less than ten years. Departments may also require students to satisfy current major requirements rather than major requirements in earlier catalogs, when completing earlier requirements is no longer possible or educationally sound. Exceptions made by a college apply only to the college that made the exception.

Continuous Enrollment Examples

*Please note that the above language is guided by statewide practices.

1. Academic Advising
   Students who will be attending college for the first time, and intend to earn a degree or to transfer to a college/university, will be required to meet with an academic advisor within the first two semesters at a MCCCD college.
   
   1. Recent high school students who received MCCCD credits through Dual/Concurrent Enrollment, ACE, Hoop of Learning, or any MCCCD Early Outreach Program are considered first time to college.
2. New Student Orientation 
   Students who will be attending college for the first time, and intend to earn a degree or to transfer to a college/university, will be encouraged to attend New Student Orientation within the first two semesters at a MCCCD college.
   
   1. Recent High School students who received MCCCD credits through Dual/Concurrent Enrollment, ACE, Hoop of Learning, or any MCCCD Early Outreach Program are considered first time to college.

1. Course Placement 
   
   1. Course placement assesses students’ skill levels in English, reading, and math to help determine which courses students should take first to be successful. Students who plan to register in English, reading, or math will be advised to enroll into courses based on valid District-approved placement methods.
   2. Students who place into course(s) that are below college-level (i.e., below 100-level) will be advised to enroll into the course(s) within the first two semesters.
   3. A department/division chair or designee may grant a course placement waiver under special circumstances.  The signed waiver will be noted on the student's electronic record. The process may also be done electronically without a signature if supported by the attending college.
   4. Course placement will be determined utilizing the District placement options under any one of the following conditions:
      
      1. The student is taking his or her first college credit English, reading and/or math course, or any college course for which English, reading or math is a prerequisite.
      2. The student is pursuing a degree or transfer pathway and does not have current valid District- approved course placement on file or does not have previous college credit in English, reading and math.
      3. The student for whom English is not the primary language and who is taking his or her first English as a Second Language class is required to take a test of English proficiency.
   5. Students will be exempt from the course placement process if at least one of the following conditions apply:
      
      1. The student has earned an associate or higher degree from an accredited college.
      2. The student has earned college credits from an accredited college in English, reading, and math with a grade of C or higher.
      3. The student has currently valid District-approved course placement scores on file.
      4. The student who is exempt from the course placement process must still fulfill the minimum graduation requirements.

2. Determining Course Placement 

   The Maricopa Community Colleges use multiple placement options. In cases, when a course placement test is given, scores will be valid for two years.  Other placement methods will also have limited time validity. For additional information, go to: Placement.

   1. Reading placement test scores that indicate “exempt from CRE101” do not expire.
   2. Students will be permitted one re-test in English, Reading, or by Math level after at least a 24-hour waiting period. One additional re-test is permitted no sooner than three months from the oldest valid score date at any course placement testing site.
   3. The Vice President of Student Affairs or designee may approve re-testing for students with special needs or circumstances. The re-test date will then serve as the date of record.
3. Implementation of Policy 
   To ensure consistency of the course placement process within the Maricopa Community Colleges:
   
   1. All colleges shall accept the same approved course placement methods.
   2. All colleges shall adhere to the same approved placement scores.
   3. All colleges shall adhere to the approved limited time validity for each course placement method. For more information, go to: Placement.
   4. Reading placement scores that indicate "Exempt from CRE101" Do Not Expire.
4. Evaluation 
   The Maricopa Community Colleges will provide an ongoing evaluation of the course placement process. An annual report shall be submitted to the Governing Board to indicate the policy's effectiveness noting the number of students assessed, their placement scores and their success in courses. Every three years a thorough review of the policy and procedures shall be implemented, including recommendations from the English, Reading and Math Instructional Councils regarding cut-off scores, course placement assessment tools and procedures.

Students must register according to the dates indicated, and in the manner described in the college class schedule. To be eligible for registration, students must have completed the appropriate steps listed under the Admissions section. The college may allow early or priority registration. Tuition and fees must be paid or payment arrangements made by the due date to secure class enrollment. Students may not attend a class for which they are not registered.

The colleges reserve the right to enroll students in courses. The final decision for admission to any class for students admitted under section 2 of AR 2.2.1 will be determined by the designated college administrator in consultation with the department chairperson and/or faculty.

Class Registration Deadlines:

1. For classes with published start dates and meeting times, registration in the class must be completed before the first official class meeting date and time. Students may not register for a class once it has started. Self-Service registration for a class through www.maricopa.edu/students will end at 11:59 PM on the day before the class starts. Registration for a class on the date it starts must be done in person or on the phone, and must be completed before the class start time.
2. For classes without published meeting times (for example, online classes, special projects), registration in the class must be completed by 11:59 PM on the day before the class starts.
3. Exceptions
   • Exceptions are limited to
     
     1. Courses requiring permission of instructor
     2. Courses requiring auditions or try-outs
     3. Courses for Special Populations or Cohorts
     4. Enrollment in an alternative section of a course taught by the same instructor
     5. Enrollment in an alternative section of a course taught by a different instructor
     6. Course level changes
     7. Students dropped for non-payment during the 100% refund period may be reinstated if they attended since the first class meeting.
     8. Students dropped due to Human or system errors may be reinstated if they attended the first class meeting.
     9. Other exceptions may be granted after faculty consultation with the student.
   • Exceptions to class registration deadlines require permission of appropriate instructor(s) and approval of the appropriate department/division chair or designee.

Tuition and fees are public monies within the jurisdiction and responsibility of the Maricopa Community Colleges Governing Board under the laws and regulations of the State of Arizona and must be administered by the Governing Board. The Governing Board reserves the right to change tuition and fee charges when necessary without notice. All students are classified for tuition purposes under one of the following residency classifications:

1. Maricopa County resident
2. Out-of-County resident
3. Out-of-State resident (including F-1 non-immigrant students)

Residency for tuition purposes is determined in accordance with state law (ARS §§15-1801 et seq.) and regulations of the Maricopa Community Colleges Governing Board. All of the Maricopa Community Colleges are subject to the above statutes and regulations. Students who have questions about their residency should contact the Admissions and Records Office/Office of Student Enrollment Services for clarification.

Students attending more than one Maricopa Community College will be assessed tuition and fees for their enrollment at each of the Maricopa Community colleges/centers. (Students who are considered to be out-of-state residents for tuition and fees purposes should refer to Appendix S-3, Concurrent Enrollment in Arizona Public Institutions of Higher Education.)

With Maricopa Community Colleges Governing Board approval, colleges may assess course fees to offset unique course costs that exceed the expenses of normal instruction that are covered by tuition. These fees are used on course-specific expenses that directly benefit the fee-paying student, such as equipment, consumables, and services. Fees vary by course and by discipline. Course fees are subject to change. Because course fees are often fully expended on materials before a class starts, they will be refunded only if the student qualifies for a 100% refund. Refer to A.R. 2.2.10 (Refund Policy).

1. Time of Payment 
   All tuition, fees, assessments and deposits must be paid at the time of registration or by the specified deadline date and in accordance with the tuition and fee schedule approved by the Maricopa Community Colleges Governing Board.
2. Tuition and Fees Schedule 
   Current information can be found at https://district.maricopa.edu/regulations/admin-regs/appendices/students/s-4.
    
   The following is a tuition and fees schedule and is provided for reference. These tuition and fees are subject to change. Consult the college's Admissions and Records Office/Office of Student Enrollment Services for course fees in effect during the semester/term in which you intend to register. See Appendix S-4
3. Outstanding Debts 
   Any debt or returned check may revoke a student's current enrollment and the student's right to register in subsequent semesters at all Maricopa Community Colleges. Delinquent debts may require penalties, late charges, collection costs, and/or legal fees to be paid before good standing is restored to the student.
    
   ​The following procedure will be used for the collection of returned checks and other outstanding debts:
   
   1. The designated college official or fiscal officer is responsible for:
      
      1. Verifying the student's district wide debt,
      2. Attempting to notify the student of the debt and
      3. Attempting to collect the debt.
   2. Maricopa Community College services may be withheld pending payment of debt (at designated college office) with cash, certified check or money order or online with debit or credit card or in person with credit card. Student may be withdrawn from classes.
   3. If other collection attempts fail, the Maricopa Community Colleges District Office will either collect or use other means available, including:
      
      1. Collection agency, requiring payment of collection fees by the student;
      2. The Tax Refund Setoff Programs as stated in ARS §42-1122;
      3. Litigation, requiring payment of court costs and legal fees by the student.
   4. Debt Holds may be lifted only in limited instances by the appropriate College or District business services designee for the extension of services provided that at least one of the following conditions are met:
      
      1. MCCCD staff verify that full payment has been made to another College;
      2. The College can deduct payment from a financial aid award made to the student (referring to student authorization guidelines for regulations on applying federal financial aid to debt balances);
      3. A third party not related to the student, such as an employer or state agency, makes a verified payment directly to the College;
      4. It is determined and verified with the appropriate MCCCD office that the hold resulted from a system error and the error is due to an activity that requires correction by the appropriate College or District personnel.
   5. Admission Criteria to Attend a College within the Maricopa Community College District (MCCCD) is determined in accordance with state law (ARS §§15-1805.01 AND 15-1821) and regulations of the Maricopa Community Colleges Governing Board and the Chancellor. As such, participants enrolled in courses as part of third party agreements are also subject to the same admissions criteria. This includes the participants resolving any current enrollment or administrative holds that are unrelated to the Third party in an existing student account, but that otherwise impact his/her eligibility to enroll in courses or participate in programs delivered by MCCCD faculty or staff.
4. Discounted Fees and Waivers
   
   1. Citizens 62 years of age and older shall be issued ID cards that allow them the privilege of attending events at no cost and that allow them to use the library facilities.
   2. Employees, Dependents and Mandated Groups 
      The Maricopa Community College District waives tuition for credit-hour courses for employees and their dependents, and tuition and fees as specified for legislatively mandated groups. Special, registration, course fees and fees for Non-credit/Special Interest Community Services courses are not waived.
   3. Tuition and Registration Fee Waiver for Members of the Pima-Maricopa Indian Community 
      Tuition and fee waivers shall be funded through Auxiliary Fund Monies for college credit courses for the enrolled members of the Pima-Maricopa community who live on the Pima-Maricopa Reservation.
5. All other guidelines and procedures established for the purpose of administering waivers, affidavits and exemptions are outlined in the Maricopa County Community College District tuition waiver manual.

1. Refund Policy for Credit/Clock Classes 
   Students who officially withdraw from credit/clock classes (in fall, spring, or summer) within the withdrawal deadlines listed below will receive a 100% refund for tuition, course and registration fees. Students should refer to the Student Information System (SIS) center for specific refund dates. Deadlines that fall on a weekend or a college holiday will advance to the next college workday except for classes fewer than 10 calendar days in length or as specified by the college. Calendar days include weekdays and weekends. Refer to individual colleges for withdrawal and refund processes. Never attending is not an allowable refund exemption or an excuse of the debt incurred through registration.

   CREDIT AND CLOCK CLASSES Length of Class	Official Withdrawal Deadlines for 100% Refund
   1-9 calendar days	Prior to the class start date
   10-19 calendar days	1 calendar day including the class start date
   20-29 calendar days	2 calendar days including the class start date
   30-39 calendar days	3 calendar days including the class start date
   40-49 calendar days	4 calendar days including the class start date
   50-59 calendar days	5 calendar days including the class start date
   60-69 calendar days	6 calendar days including the class start date
   70+ calendar days	7 calendar days including the class start date

    
   Because course fees are often fully expended on materials before a class starts, they will be refunded only if the student qualifies for a 100% refund. Debts owed to any of the Maricopa Community Colleges must be satisfied before any refunds are paid to the student. Refunds for students receiving federal financial assistance are subject to federal guidelines. Appeals to the refund policy, including course fees outside of the 100% refund period, must be filed at the Maricopa Community College where the student attended the class within one year from the semester in which the class was taken.

2. Refund Policy for Non-Credit Classes 
   Unless otherwise specified, students who officially withdraw from non-credit classes prior to the class start date are eligible for a 100% refund, including any course fees. Debts owed to any of the Maricopa Community Colleges must be satisfied before any refunds are paid to the student. appeals to the refund policy, including course fees outside of the 100% refund period, must be filed at the Maricopa Community College where the student attended the class within one year from the semester in which the class was taken.
3. Canceled Classes 
   When a class is canceled by the college, a 100% refund will be made for tuition, course fees, and registration fees.
4. Refund Appeals 
   Students withdrawing from a college or from classes for one of the following reasons must submit an appeal for a refund to the Admissions and Records Office/Office of Student Enrollment Services or designated college official at the college of enrollment within one year from the semester in which the class was taken:
   
   1. A student with a serious illness, verifiable by a doctor's written statement that the illness prevents the student from attending all classes for the semester. The doctor's statement must be on file with the college before a refund can be given.
   2. Serious illness or death of an immediate family member that prevents the student from attending all classes for the semester. Immediate family members include spouse/partner, father, mother, grandfather, grandmother, child, foster child, grandchild, stepchild, sibling, stepsibling, stepfather, stepmother, or spouse’s/partner’s father, mother, grandfather, grandmother, or in-laws in any one incident. Appropriate documentation must be provided before a refund can be given.
   3. Death of a student. Appropriate documentation must be provided before a refund can be given.
   4. A student in the Armed Forces or the Arizona National Guard who is called to active duty and assigned to a duty station, verifiable by a copy of the orders, will be allowed to withdraw and receive a 100% refund of tuition, provided classes have not been completed.
5. Requests for a total withdrawal from a college or classes for one of the above reasons may result in a partial prorated refund of tuition, provided classes have not been completed. All decisions made by the college are final.
   
   Limitation: Never attending is not an allowable refund exception or an excuse of the debt incurred through registration.

6. Refund Policy for Department of Defense Tuition Assistance Funds
   Students who receive tuition assistance (TA) funds for a class or classes from the Department of Defense (DOD) may have a refund processed and returned to the student’s DOD branch of service in the following situations. Refer to individual colleges for withdrawal and refund processes.

   A. Per Refund Appeals D, a student who is called to active duty and assigned to a duty station, verifiable by a copy of the orders, will be allowed to withdraw, provided classes have not been completed. A 100% refund of TA funds will be issued to the student’s DOD branch of service.

   B. A student who withdraws for reasons other than those outlined above within the first 60% of the period for which funds were received will have the proportional amount of unearned TA funds returned to the student’s DOD branch of service. Refer to individual colleges and DOD branch of service for potential student financial responsibility as a result of withdrawal.

Requests for refund should be referred directly to the College of Enrollment.

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. Additional procedural information on financial assistance is available in Appendix S-5.

The Maricopa County Community Colleges District does not require that students receive vaccinations prior to enrollment. Certain professional or occupational programs do require particular vaccinations for participation in those programs. More information about these programs can be found on college websites.

The Maricopa Community Colleges have developed formal agreements to facilitate the transfer of credit to other bachelor degree awarding colleges and universities. This is accomplished through the development of course and program articulation agreements. The Maricopa Community Colleges articulate with accredited private, public, and international baccalaureate granting institutions. Maricopa transfer agreements are on behalf of the District as a whole and not with individual colleges within the district. Courses taken at any of the Maricopa Community Colleges are equally transferable by institutions wishing to articulate. Students planning to transfer to a university may be required to submit official transcripts.

Articulated Transfer Programs and pathways between the Maricopa Community Colleges and other institutions [such as the MyPath2ASU™, the UA Bridge Program, 2NAU and 90/30 transfer agreements] are official, recognized programs of study that fulfill degree requirements at both institutions.  These articulated programs and pathways are designed to aid in a smooth transition for a student planning to transfer to a college or university by identifying the required, transferable, and applicable coursework for that student’s specific program of study. A complete list of MyPath2ASU™ requirements by major and catalog year is maintained on ASU’S website, at Transfer. 

ARIZONA PUBLIC COMMUNITY COLLEGES AND UNIVERSITIES

Maricopa is a participant in the Arizona statewide transfer system. AZTRANSFER.COM is the official source of information for the statewide articulation agreements between the Arizona public community colleges and universities (Arizona State University, Northern Arizona University, and University of Arizona). Included on AZTRANSFER.COM is the Course Equivalency Guide (CEG), which shows transfer course equivalencies between Arizona’s public community colleges and tribal institutions to Arizona State University, Northern Arizona University, and the University of Arizona. The transferability of a course does not indicate directly how the course will apply to meet requirements for specific programs of study. AZ Transfer Course Equivalency Guide 

TRANSFER CREDIT DISCLAIMER

There may be limitations on the transfer of credit (e.g. age of the credit, remedial courses, credit earned through prior learning assessment). Students are encouraged to work with their intended transfer institution to maximize the acceptability and application of credits towards specific university requirements.
 

(U.S.) AND INTERNATIONAL INSTITUTIONS

The Maricopa Community Colleges have transfer agreements with accredited U.S. universities and colleges as well as international institutions that have been approved by the Ministry of Education. These partnerships are formalized through District-wide memorandums of understanding and articulation agreements, and are designed to help students maximize the applicability of transfer credit at the transfer institution. To access a list of institutions with which Maricopa has established articulation agreements, visit: Maricopa University Partner List 

TIME LIMIT FOR TRANSFER COURSEWORK

Students should be aware other colleges and universities may have age of credit limits on certain coursework to be used in transfer. Students should refer to the policy of their intended transfer institution regarding time limits for transfer coursework.

SHARED UNIQUE NUMBERING (SUN) SYSTEM COURSE INFORMATION         

 Senate bill 1186, which passed into law in 2010, mandated the creation of a shared numbering system for public college and university courses in Arizona to identify courses that transfer from community colleges to universities toward a baccalaureate degree. The Shared Unique Number (SUN) system is a college course numbering system designed to help students locate and enroll in courses that have direct equivalents for transfer among Arizona’s public community colleges and three state universities. However, even if a course at the Maricopa Community Colleges is not designated as a SUN course, it may still transfer to other Arizona public institutions with a direct equivalent as per the course equivalency guide on AZTRANSFER.COM. The SUN system does not address the applicability of courses. Students are encouraged to work with an Academic Advisor on course selections. To access a list of SUN courses, visit SUN 

A credit hour is defined as an amount of work represented in course competencies and verified by evidence of student achievement that reasonably approximates not less than one hour of classroom or direct faculty instruction and a minimum of two hours of out-of-class student work each week for approximately fifteen weeks for one semester hour of credit, or the equivalent amount of work over a different amount of time, or at least an equivalent amount of work for other academic activities, including laboratory work, internships, practica, studio work, and other academic work leading to the award of credit hours. In accordance with common practice in higher education, instruction representing a credit hour is typically delivered in a 50 minute class period.

Students carrying at least twelve (12) credit hours will be considered full-time students for the fall and spring semesters. Three-quarter-time is 9 - 11.9 credit hours. Half-time is 6 - 8.9 credit hours. Fewer than six (6) credit hours is considered less than half-time. Academic load for summer and special terms may be defined differently. Contact the Admissions and Records Office/Office of Student Enrollment Services for clarification. As provided in the Reduced Course Load administrative regulation, a student may be deemed a full-time student carrying fewer than twelve credit hours pursuant to an accommodation of a disability.

Courses may vary in length, and begin and end throughout the year. A credit hour indicates the value of an academic credit. Standards for the awarding of credit hours may be time based or competency based. To obtain credit, a student must be properly registered and must pay fees for the course. The fall and spring semesters are typically sixteen (16) weeks in length. Summer sessions are typically five or eight weeks in length.

Students desiring to take more than eighteen (18) credit hours must obtain approval from the designated college official. Ordinarily, only students with a grade point average of 3.0 or higher for the preceding semester or first semester students who were in the upper quarter of their high school graduating class are permitted to carry more than eighteen (18) credit hours.

Students participating in extra-curricular or co-curricular activities or receiving financial assistance may be required to maintain a specified minimum academic load.

Students who are working, have considerable extra-curricular or co-curricular activities, or have been reinstated from academic suspension/probation should plan their academic load accordingly.

Schedule Changes

Students may change their schedule by following the designated procedures at their college of enrollment. It is the student's responsibility to notify the college if he/she will no longer be attending the class (see Administrative Regulation 2.3.6 Withdrawal for Withdrawal Procedures).

• Only persons who are registered for a class at any of the Maricopa Community Colleges may attend that class. Attendance requirements are determined by the course instructor. Students who do not meet the attendance requirement as determined by the course instructor may be withdrawn.
• Students who fail to attend the first scheduled class meeting, or to contact the instructor regarding absence before the first scheduled class meeting may, at the option of the instructor, be withdrawn.
• At the beginning of each course, each faculty member will provide students with written attendance requirements. It is the student's responsibility to consult with the instructor regarding official or unofficial absences. Absences begin to accumulate with the first scheduled class meeting.
• Students bear the responsibility of notifying the Admissions and Records Office/Office of Student Enrollment Services when they discontinue studies in a course or at the college. Please refer to Administrative Regulation 2.3.6 Withdrawal for Withdrawal Procedures.

1. Official Absences
   
   1. Official absences are those that occur when students are involved in an official activity of the college, i.e., field trips, tournaments, athletic events, and present an official absence excuse form. Absences for such events shall not count against the number of absences allowed by an instructor or department. Students who must miss a class for an official reason must obtain an official absence verification card from the appropriate vice president or designee and present it to the appropriate instructor(s) before the absence. Prior arrangements must be made with each instructor for make-up work. If prior arrangements have been made, the student will not be penalized.
   2. Other official absences include jury duty and subpoenas. Appropriate documentation will be required. Prior arrangements must be made with each instructor for makeup work. If prior arrangements have been made, the student will not be penalized.
   3. In the event of military commitments. Absences for periods of up to one week will not be counted against the number of absences allowed by an instructor or department. The student is required to provide appropriate documentation of the specific orders, length of assignment and location. Prior notification must be initiated with each instructor to discuss make-up work. If the length of the absence will be longer than one week, the instructor and the student will determine whether there is sufficient opportunity for the student to make up the work. If it is determined that the length of absence for the military commitment provides an undue hardship on the student’s ability to make up the assignments, he or she will be provided an opportunity to request an incomplete grade or drop the class or, in the case of open-entry classes, the opportunity to request an extension.
   4. In the event of the death of an immediate family member, absences for periods of up to one week will not be counted against the number of absences allowed by an instructor or department. Students should contact instructor(s) as soon as possible to arrange for make-up work. Appropriate documentation will be required (for example, a copy of the obituary or funeral program). In specialized programs that require clinical rotations, this regulation may not apply.
2. Religious Holidays
   Students shall have the right to observe major religious holidays without penalty or reprisal by any administrator, faculty member or employee of the Maricopa Community Colleges. Absences for such holidays shall not count against the number of absences allowed by an instructor or department, provided the student has utilized the Religious Accommodation Procedure outlined in ND-4 of the Administrative Regulations Appendices. The Procedure and Religious Accommodation Form may be found at ND-4.  As outlined in the ND-4 Religious Accommodation Procedure, to the extent possible, requests must be made at least two (2) weeks before the requested absence from class due to religious holiday or day of observance by providing the faculty member with the Religious Accommodation Request Form. Once a religious accommodation is granted, the student must make arrangements with each instructor for make-up work.
3. Excused Military Absences
   A member of the National Guard of this state or any other state or of the United States Armed Forces Reserves who is a student at an institution of higher education in this state and who is ordered to either state or federal reserve component duty or a person who is the spouse of a member of the National Guard of this state or any other state or the United States Armed Forces Reserves, who is a student at an institution of higher education in this state and whose spouse is ordered to either state or federal reserve component duty, whether the member or spouse is attending class in person or online and whether the member is stationed in or outside of this state, may do any of the following:
   
   1. Withdraw from one or more courses for which tuition and fees have been paid.  The tuition and fees must be credited to the student's account at the institution.  Any refunds are subject to the requirements of the state or federal financial aid programs of origin.  The student may not receive credit for the courses and may not receive a failing grade, an incomplete or another negative annotation on the student's record and the student's grade point average may not be altered or affected in any manner because of the student's withdrawal under this subsection.
   2. Depending on when the member is ordered to either state or federal reserve component duty and depending on the individual student's needs, receive a grade of incomplete and be allowed to complete the course if the course is being offered at the time to other students on release from reserve component duty under the institution's standard practice for completion of incompletes.
   3. In accordance with any academic unit or institution of higher education requirements or in compliance with accreditation or certification standards, when applicable, continue and complete the course for full credit. Class sessions the student misses due to state or federal reserve component duty must be counted as excused absences and may not be used in any way to adversely impact the student's grade or standing in the class.  Any student who selects this option is not automatically excused from completing assignments due during the period the student or student's spouse is performing state or federal reserve component duty.  A letter grade or a grade of pass may be awarded only if the faculty member teaching the course determines that the student has completed a sufficient amount of work and has demonstrated sufficient progress toward meeting course requirements to justify the grade.
   4. Withdraw and be readmitted with the same academic status and enrolled as a student at the institution, without penalty or redetermination of admission eligibility, within one year after the release of the student or student's spouse from state or federal reserve component duty.
      1. A member of the National Guard of this state or any other state  or of the United States Armed Forces Reserves who is a student at an institution of higher education in this state, who is ordered to either state or federal reserve component duty and as a result of that service or follow-up medical treatment for an injury incurred during that service, misses any test, examination, laboratory, presentation or class day on which a written or oral assignment is due or other event on which a course grade or evaluation is based may make up the test, examination, laboratory, presentation, class or event without prejudice to the final course grade or evaluation.  The makeup activity must be scheduled after the student's return from reserve component duty and after a reasonable amount of time for the student to prepare for the test, examination, laboratory, presentation, class or event.
      2. For class sessions a student described in subsection a of this section misses due to state or federal reserve component duty, the institution of higher education shall excuse the student's absences and not use these excused absences in any way to adversely impact the student's grade or standing in class.
      3. If the faculty member teaching the course determines that the student has completed a sufficient amount of work and has demonstrated sufficient progress toward meeting course requirements to justify the grade without making up the test, examination, laboratory, presentation, class or event, a grade may be awarded without the makeup activity and the missed test, examination, laboratory, presentation, class or event may not be used in any way to adversely impact the student's grade or standing in the class.
      4. The protections in this section may be invoked as follows:  
         
         1. If the state or federal reserve component duty is known in advance, the student must submit evidence documenting the state or federal reserve component duty to the faculty member teaching the course early in the semester or as soon as practicable before the missed class, assignment or examination. 
         2. If the state or federal reserve component duty is not known in advance, the student is responsible for providing evidence of the state or federal reserve component duty to the faculty member teaching the course as soon as practicable after the missed class, assignment or examination.
         3. The student or an appropriate officer from the military organization in which the student or student's spouse will be serving must give written notice that the student or student's spouse is being or has been ordered to reserve component duty as prescribed in this section. 
         4. On written request from the institution of higher education, the student shall provide written verification of service.
      5. To readmit a person with the same academic status means that the institution admits the student to the same program to which the student was last admitted by the institution or, if that exact program is no longer offered, the program that is most similar to that program, unless the student requests or agrees to admission to a different program, per CFR 34 668.18 (a)(2)(iii)(A).

1. Policy
   It is the policy of the Maricopa Community Colleges that a grade will be assigned at the conclusion of the course. Official grades are available on designated college web sites.

   GRADE KEY

   GRADE	VALUE	GRADES CALCULATED IN GPA	CONSIDERED AN ATTEMPT	MAY BE REPEATED
   A	4.0 - EXCELLENT	YES	YES	NO
   B	3.0 - ABOVE AVERAGE	YES	YES	YES
   C	2.0 - AVERAGE	YES	YES	YES
   D	1.0 - BELOW AVERAGE	YES	YES	YES
   F	0.0 - FAILING	YES	YES	YES
   I	INCOMPLETE	NO	NO	N/A
   IP	COURSE IN PROGRESS	NO	NO	N/A
   N	AUDIT	NO	NO	N/A
   W	WITHDRAWN, PASSING	NO	NO	N/A
   Y	WITHDRAWN, FAILING	YES	YES	YES
   P*	CREDIT	NO	YES	YES
   Z	NO CREDIT	NO	YES	YES

   *A "P" is judged to be equivalent to a grade of "C" or higher.  

   ATTEMPT DEFINITION: A student is enrolled in a class and receives a grade of A,B,C,D,F, Y, P, or Z.

   Students who wish to attempt a course after the fourth time will need assistance from the Admissions & Records/Enrollment Services Office to enroll.
   
   If a student has been awarded financial aid, veterans benefits, or other military tuition assistance programs, scholarships, or grants they should check with those offices about repeating classes.
   
   The student is responsible for any tuition and fees associated with each attempt.

   NOTE: Grading errors discovered after the sixty (60) day expiration date can be corrected if they have been researched by the Director of A&R/Enrollment Services and the Instructor of Record or the Department/Division Chair.

2. Incomplete Grade
   1. Students who are doing acceptable work may request an incomplete grade "I" if they are unable to complete the course requirements by the end of the term because of illness or other extenuating circumstances. If the request is approved by the instructor, they shall define, in a written/electronic contract, how the course will be completed.
   2. Students must complete the requirements within the time period agreed to--maximum time allowed is seven (7) months from the last date of class in which the grade of incomplete was assigned. Students who do not complete the requirements within the approved time period will have their grade recorded in accordance with the written contract. Students should NOT reregister for the course to complete the contract nor will they be allowed to attend or otherwise participate in a current class in order to make up the missed work.
   3. A student's eligibility for financial aid may be jeopardized by an incomplete grade.  Refer to the Standards of Satisfactory Academic Progress for details.  
3. Repeating a Course/Improving a Grade
   Students who wish to improve their GPA may repeat a course within the Maricopa Community Colleges up to three times after the initial attempt. (A “W” is not considered an attempt.) Students planning to repeat a course should seek advisement prior to enrolling. The lower grade(s) and credit for repeated courses taken at the same college will automatically be excluded from the grade point calculation. However, if the course(s) were taken at a different Maricopa Community College, the student must submit a request for the lower-graded course to be excluded from the GPA. The request can be submitted to the admissions and records office at any of the Maricopa Community Colleges that the student attended. Students receiving federal financial assistance and/or benefits should follow up with the Office of Financial Aid and/or Veterans’ Services regarding their policies for repeated courses. An official student transcript is a permanent academic record issued by the College Registrar.  It displays all courses taken for credit within the Maricopa Community Colleges District and includes all grades received.  Unlike an unofficial transcript, it is signed and dated by the College Registrar and displays the college seal of the Maricopa College issuing the official transcript.  Check individual courses and programs for exceptions.
4. Credit/No Credit Courses (P/Z)
   1. Some courses may be taken under a credit/no credit grading system. These courses carry grades of P (credit, equivalent to a grade of C or higher) or Z (no credit) and are not computed in the student's grade point average. Credits earned with a grade of P may be counted toward graduation with the exception of AGEC (Arizona General Education Curriculum).
   2. The prescribed time limits are for full-semester classes. Time limits for classes which meet fewer than sixteen (16) weeks are adjusted accordingly. See "Important Deadlines for Students".
   3. In courses with credit/no credit (P/Z) grading, the student may request standard grading (A, B, C, D, F), within fourteen (14) days including the date of the first class meeting. The instructor must immediately notify the Admissions and Records Office/Office of Student Enrollment Services.
   4. In courses with standard grading (A, B, C, D, F), the instructor determines if the credit/no credit option is available. If the option is available, the student must obtain the permission of the instructor. The instructor must notify the Admissions and Records Office/Office of Student Enrollment Services within fourteen (14) days including the day of the first class meeting. 

   5. It is the student's responsibility to verify the transferability of credit/no credit courses. Some universities place a limitation on the number of credit/no credit courses that can be transferred.

      Advisory note: Some institutions outside the Maricopa Community Colleges may translate the Z grade as failing.

5. Audit Courses

   Auditors are those who enroll in a course for the sole purpose of obtaining information; they receive no credit, grades, homework, or tests. If an auditor wishes to earn credit, he or she must change from audit status to credit status within the first week. If a student wishes to audit a course for which he or she is enrolled for credit, the change must be made within the first five (5) weeks of a semester. Auditors are subject to the same attendance policies as other students and must meet the same prerequisite requirements or obtain approval of the instructor. See the fee schedule for charges. Financial aid is not available for audited courses.

   The prescribed time limits are for full-semester classes. Time limits for classes which meet fewer than sixteen (16) weeks are adjusted accordingly and appear in the "Important Deadlines for Students".

6. GPA Calculation 
   There are three types of GPAs: Semester, Overall Cumulative, and Graduation. 
    

   TYPE	CALCULATION	LOCATED
   SEMESTER GPA	Calculated Using the Courses Taken in the Semester at a Single Maricopa Community College	Unofficial and Official Transcript Enrollment Verification
   OVERALL CUMULATIVE GPA*	Calculated Using All Courses Taken at a Single Maricopa Community College	Unofficial and Official Transcript Enrollment Verification
   GRADUATION GPA	Calculated Using All the Courses Applied Toward Graduation With a Specific Degree or Certificate, Including Courses Taken at the Award-Granting Maricopa Community College as Well as Transfer Credit Evaluated as Equivalent From Other Maricopa Community Colleges or Other Institutions.	Degree Progress Report

   The grade point average (GPA) of a student will be calculated by multiplying the number of course credits/semester hours for each course by the grade point values associated with the grade received in that course, adding those totals together, and dividing that sum by the total number of course credits/semester hours. MCCCD has a
   4.0 scale and does not use a weighted GPA calculation for honors or advanced placement courses.

   For a semester GPA, as well as the cumulative GPA, use all regularly graded courses in the GPA calculation.* Refer to the grade key to identify which course grades count toward the GPA calculation. The cumulative GPA is calculated based on individual courses rather than as an average of semester GPAs. All GPAs are truncated to three decimal points. 
   
   *The lower grade of courses repeated for credit (refer to repeating a course/improving a grade) and academic
   renewal courses (A.R. 2.3.7 Academic Renewal) are not calculated in the GPA.
   
   EXAMPLE:

   COURSE	GRADE	NUMERICAL GRADE POINT EQUIVILANT	COURSE CREDITS	GRADE POINT VALUE (QUALITY POINTS = GRADE POINT x CREDITS)
   ENG101	A	4.000	3.00	12.000
   PSY101	C	2.000	3.00	6.000
   FYE101	B	3.000	1.00	3.000
   MAT140	B	3.000	5.00	15.000
   PED115	P	0.000	2.00**	0.000**
   TOTAL			14.00	36.000
   36.000 GRADE POINT VALUE / 12.00** COURSE CREDITS = 3.000 GPA ** THE P GRADE IS NOT CALCULATED INTO THE GPA PER THE GRADE SCALE

7. Important Deadlines for Students

   
    

    

   
    

Academic standing is defined by the student's GPA. The GPA is calculated by dividing the number of grade points earned in courses that assign letter grades by the number of credits attempted.

The purpose for the academic standing, warning and probation policies is to establish a formal process through which the faculty, staff, and administration at the Maricopa Community Colleges may identify and provide support to students who experience academic difficulty and fall below a cumulative grade point average (GPA) of 2.0. The combined cumulative GPA includes computation of grades for both Maricopa and posted transfer courses. It is not intended to discourage or penalize students. rather, this process reflects the commitment of the college’s faculty, staff, and administration to provide students with assistance and support to ensure success in achieving their educational goals.

Academic Good Standing

Students in academic good standing have a GPA of 2.0 or higher.

Academic Warning

Students who do not achieve a minimum cumulative GPA of 2.0 after completion of up to eleven (11) or fewer credit hours are placed on academic warning. If a student does not achieve the minimum cumulative GPA of 2.0 after completion of twelve (12) credit hours, the student will be placed on academic probation for at least one additional term.

Academic Probation

A student will be placed on academic probation if, after completion of a total of twelve (12) or more credit hours at the college, the student's cumulative grade point average is less than 2.0. Students on academic probation may take no more than twelve (12) credit hours per semester unless a written appeal is filed by the student and reviewed by counseling faculty for academic support guidance (e.g., time management, test taking techniques, study skills, etc.) and the designated academic or student affairs dean or designee as determined by the college. 

A student on academic probation who fails to raise the cumulative grade point average to 2.0 will be placed on continued probation and may be limited to taking six (6) credit hours unless reviewed by a counseling faculty for academic support (e.g., time management, test taking techniques, study skills, etc.) and the designated academic or student affairs dean or designee as determined by the college.

Students who receive an academic warning or who are placed on academic probation may be required to meet with an academic advisor or other designated intervention team members or engage in other intervention strategies prior to enrolling in courses to discuss an academic improvement plan which may include referrals to academic support, tutoring, and/or student support services to help them achieve good standing. Students using federal financial aid, VA education benefits, or active duty tuition assistance should contact their financial aid office and veterans services office to review possible impacts to their funding. See S-5 Student Financial Assistance.

Also See:

2.3.11 ACADEMIC MISCONDUCT

A student who feels that he or she has been treated unfairly or unjustly by a faculty member with regard to an academic process such as grading, testing, or assignments, has the right to appeal according to the approved procedures.

The appeal process for grades must be initiated no later than sixty (60) calendar days from the date the grade was issued. Steps outlining the process are available in Appendix S-6.

The Office of Admissions and Records/Office of Student Enrollment Services provides information about the withdrawal process. To withdraw from a course or courses from the college, students must follow approved procedures as outlined below. The official date of withdrawal is the date the withdrawal is received in the Admissions and Records Office/Office of Student Enrollment Services. Withdrawal from a course (or courses) does not automatically qualify for a refund of tuition and fees. Tuition and fee refunds will be calculated based on 2.2.10 Refund Policy or reviewed under the refund appeal process. Never attending is not an allowable refund exception or an excuse of the debt incurred through registration.

TYPES OF WITHDRAWALS

STUDENT WITHDRAWAL: Is a change in the student’s course schedule where one or more courses are withdrawn before the end of the term.

FACULTY WITHDRAWAL: Occurs when a faculty member withdraws a student.

COMPASSIONATE WITHDRAWAL: Is considered when a sudden emergency or severe change in personal circumstances, result in an inability to continue/complete courses. The student provides a written statement of their situation and any documentation to support this request if applicable (e.g. death certificate, accident report, etc.). Steps outlining the process are available in APPENDIX S-20.

MEDICAL WITHDRAWAL: Is considered when there is an unexpected serious illness or injury that prevents the student from continuing with their course or courses. The medical withdrawal policy covers physical health and mental health difficulties.

All applications for compassionate and medical withdrawal that are submitted by the student, or on their behalf, require thorough and credible documentation. An approved medical/compassionate withdrawal request will result in a note on the student's official transcript, under each course affected by the withdrawal clarifying that the withdrawal was for extenuating circumstances, although the specific reason will not be identified to maintain privacy. Medical and compassionate withdrawal applications and supporting documents are retained for at least five years and filed securely. If a request for refund has also been made, further assessment is done to determine eligibility. Steps outlining the process are available in APPENDIX S-20.

LEAVE OF ABSENCE: Assists and encourages students to return and graduate after an absence due to military deployment, service on an official church mission, or with a foreign aid service of the federal government. If your absence is due to this or any other reason, you may be eligible to return to a Maricopa College through a quick re-entry process, which permits students to enroll without submitting a new application if they previously attended a Maricopa College. If the leave of absence is due to military commitments, students should also reference Administrative Regulation 2.2.3(3).

WITHDRAWAL OF FINANCIAL AID STUDENTS
Withdrawing can have implications for certificate or degree completion, future registration, financial aid eligibility, and return of financial aid funds. In accordance with federal regulations (34CFR 668.22), a student may be required to repay federal financial aid funds if they completely withdraw or are withdrawn, or fail to earn a passing grade from all courses during a semester. This could affect a student’s ability to receive financial aid in the future at Maricopa or any school.

Prior to submitting a request for any withdrawal or leave of absence, students are encouraged to meet with a college advisor about the potential impact related to the student’s academic progress. Students using financial aid, VA education benefits, or active duty tuition assistance should contact their Financial Aid and Veterans Services offices to review possible impacts to their funding.

Withdrawal Procedures

Withdrawal from Specific Courses

A student may officially withdraw from specific courses in the following ways:

• The prescribed time limits are for full semester courses. Time limits for courses which meet fewer than sixteen (16) weeks are adjusted accordingly. See Important Deadlines for Students. Failure to file an official withdrawal form may result in failing grades and responsibility for course tuition and fees. Tuition and fee refunds will be processed based on the 2.2.10 Refund Policy.
• Through the 7th week*, a student may initiate an official withdrawal from any course by completing the withdrawal process online using the student self service system or by submitting a course withdrawal form to the Admissions and Records Office/Office of Student Enrollment Services in accordance with the published deadlines. A grade of W (withdrawn, passing - not computed in the grade point average) will be assigned.
• After the 7th week, a student must initiate a withdrawal request with the faculty member. If, after consultation with the student, the faculty member approves the request, a grade of W (withdrawn, passing - not computed in the grade point average) or Y (withdrawn, failing - computed in the grade point average as a failing grade) will be assigned. If the request is not approved, the student will remain in the course.

A student has the right to appeal a withdrawal decision according to the approved procedures. Steps outlining the process are available in Appendix S-6.

Complete Withdrawal from College

Students electing to withdraw from the college must contact the Admissions and Records Office/Office of Enrollment Services no later than two weeks* before the end of the last class meeting and may be required to file a written request.

A grade of W will be assigned in all courses for students who withdraw by the end of the 7th week* of classes. Withdrawals completed after this time will result in a grade of W (withdrawn, passing – not computed in the grade point average) or Y (withdrawn, failing – computed in the GPA as a failing grade).

*The prescribed time limits are for full semester classes. Time limits for classes which meet fewer than sixteen (16) weeks are adjusted accordingly. See Important Deadlines for Students. Failure to file an official withdrawal form may result in failing grades and responsibility for course tuition and fees. Refunds will only be processed within the refund period.

Faculty Withdrawal Procedures

A faculty member has the option of withdrawing a student who has accumulated unofficial absences in excess of the number of times indicated in that faculty member's attendance policy in the course syllabus (see AR 2.3.2). A grade of W (withdrawn passing - not computed in GPA) or a grade of Y (withdrawn failing - 0 grade points per credit hour) may be assigned in accordance with the course syllabus.

Faculty members electing to withdraw students must record the withdrawal through the online system, including last date of attendance and withdrawal code. Students withdrawn for excessive absences may be reinstated only with the approval of the faculty member. Any impact on attendance that is protected by the exercise of students’ rights under ADA/504, Title IX, Title VI, or other recognized law or policy do not count as unexcused absences for the purposes of instructor-initiated withdrawals for lack of attendance/participation. Requests for withdrawals should be referred directly to the college of enrollment.

Also See:

2.2.10 Refund Policy

The Maricopa Community Colleges recognize that a student’s academic record may contain grades that are not reflective of more recently demonstrated academic success. Academic renewal (or academic forgiveness) is defined as the process by which a student’s previously recorded substandard credit coursework is excluded from the student’s cumulative grade point average (Refer to 2.3.3 Grading). Through this regulation, a student may request that grades and credits for all courses in which they earned a grade of D, F, or Y are disregarded from the cumulative GPA. Courses earned with a grade of A, B, and C will not be excluded and will be calculated into the GPA and total credits completed. A maximum of 24 credits taken at Maricopa are eligible to be disregarded under this policy. The academic renewal policy may be used only once and cannot be revoked once approved.

To apply for academic renewal the student must:

1. Complete the academic renewal request form, attaching unofficial transcripts.
2. Submit the completed form to the Admissions and Records/Enrollment Services Office.

Upon approval, courses with a grade of D, F, or Y will be annotated on the student's official transcript as excluded from the calculation of their cumulative GPA by academic renewal. All courses will remain on the student’s permanent record to reflect an accurate academic history.

Academic renewal at one of the Maricopa Community Colleges does not guarantee that colleges outside the Maricopa Colleges will accept this action. Acceptance of the adjusted GPA (post academic renewal) is at the discretion of the receiving institution.

Financial Aid/Veteran Benefits and Satisfactory Academic Progress (SAP)

The academic renewal policy can improve a student's GPA, while reducing their earned credit hours towards degree and certificate requirements, so students must be aware of all consequences before pursuing academic renewal. If interested in financial aid and/or veteran benefits, students are required to meet the financial aid standards of academic progress (SAP) as academic renewal does not replace or override the SAP requirement. Students should follow financial aid SAP appeal procedures outlined in Administrative Regulation 2.3.6 Withdrawal or section 2.9 Veteran Services satisfactory progress standards for regaining aid eligibility.
Additionally, students are encouraged to speak with the financial aid and the veteran services offices if they have questions about how the academic renewal process may affect their aid and benefit eligibility. For More Information on SAP.

Also See:

2.3.4 Academic Standing, Warning, and Probation

2.3.6 Withdrawal (Medical/ Compassionate Withdrawal)

2.3.11 Academic Misconduct

More on Financial Aid

Honors Program

Each of the Maricopa Community Colleges has an honors program. Interested Students should contact the college Honors Coordinator for information about the program requirements and available scholarships, including the Chancellor's, Foundation's, President's Scholarships, and Honors Achievement Award.

President's Honor List

The President's Honor List for each college consists of all students who complete twelve (12) or more credit hours in residence in courses numbered 100 or higher in a given semester with a college semester grade point average of 3.75 or higher. This is a distinct acknowledgement of academic achievement not related to participation in the honors program.

Graduation With Honors

See General Graduation Requirements (AR 2.3.9). This is a distinct acknowledgement of academic achievement tied to graduation. This is a distinct acknowledgement of academic achievement not related to participation in the honors program.

Note: Also see Catalog Under Which a Student Graduates (AR 2.2.5)

Earning a Certificate or Degree

The Maricopa Community Colleges offers certificates and degrees in a variety of areas. Each certificate and degree has specified program requirements for graduation. See certificate and degree information for specific program requirements. It is the student’s responsibility to be aware of these requirements.

Candidates for graduation must satisfy the following requirements:

• Complete the minimum number of credits required for the certificate or degree and residency requirements as follows:
  • For Bachelor’s degrees, at least 30 credits applicable to the degree must be completed at the awarding college.
     
  • For Associate’s degrees, at least 15 credits applicable to the degree must be completed at the awarding college.
     
  • For certificates that are 15 or more credits, at least 6 credits applicable to the certificate must be completed at the awarding college.
     

  • For certificates that are 14 or fewer credits, at least a quarter of the credits applicable to the certificate must be completed at the awarding college. For certificates, if there is a range of credits to complete the certificate, residency will be calculated on the minimum number of credits required to complete the certificate, and any resulting quarter calculations will be rounded up to the nearest whole number. Certificates that require completion of one course or a single choice of requirements will not be split for purposes of residency determination. 

    Credit awarded for Prior Learning Assessment (PLA) does not count as credits in residence for graduation requirements. Student appeals to residency requirements must have prior written approval of the program director, department/division chair, or designee and documentation of rationale and approval included as part of the admission process and/or application to graduate. Exceptions to residency may also be made by the college for unique programs of study (e.g., educational service agreements). 

• All new to Maricopa students who declare a degree, or intend to transfer to a college/university, will be required to successfully complete a first-year experience course (FYE101 or FYE103) within the first two semesters at a MCCCD college. Students who have enrolled but did not earn any credit at MCCCD are considered new to MCCCD. Students who have only Prior Learning Assessment (Refer to A.R. 2.2.4 Transfer Credit and Prior Learning Assessment), Dual Enrollment, or Withdrawn from all previously attempted courses at MCCCD are considered new. 
• Meet the required certificate or degree requirements (general education, required courses, restricted electives, and/or general electives). Requirements can be satisfied by MCCCD coursework, prior learning assessment, and transfer credit. Transfer credit from outside of MCCCD or from Maricopa Community Colleges not awarding the degree or certificate and prior learning assessment does not count as hours in residence for graduation requirements.
• Earn a minimum grade point average (GPA) of 2.0 on a four-point grading scale in the coursework (100-level and above) used to satisfy degree or certificate requirements completed in residence and accepted in transfer) Some awards may specify additional GPA requirements.
• Remove all deficiencies (e.g. incomplete grades, missing transcripts, national test results, course substitutions, etc.) on the record to use those courses toward program completion.
• Fulfill any financial obligations with the college.
• Complete and submit a Petition/Application for Graduation with the Admissions, Records, & Registration/Enrollment Services office with the exception of reverse transfer and proactive graduation programs as outlined further in this policy. Note that commencement ceremonies are a separate process and may include the submission of an additional form for students to participate in the celebration. Participation in commencement (walking/marching) does not guarantee a student has graduated or a degree has been earned.

Multiple Certificates And Degrees

A student may earn a total of one of the same type of degree (AA, AS, AAEE, ABUS, AGS, or BSN) from the colleges in the Maricopa County Community College District regardless of emphasis, if applicable. 

Because of the inherent unique required course requirements within, students may earn multiple distinct certificates (AC, CCL, AND CCT) and degrees (AAFA, BA, BS, and BAS) from the college(s) offering the awards but cannot earn the same certificate or degree at one or more Maricopa Community Colleges.
 

Appeals to this institutional policy may be considered prior to the admission process and/or petition to graduate. See the Admissions, Records, & Registration/Enrollment Services office for a copy of the appeals process.

Student-Initiated Graduation 
Students should complete a petition for graduation when they intend to graduate and should contact the Admissions & Records office at their college for the deadlines. 

Proactive Graduation 
In an effort to support students to completion, each of the colleges in MCCCD may elect to confer an award to current and former students who have met graduation requirements for any degree or certificate offered at the Maricopa Community Colleges in a process known as proactive graduation. The proactive graduation process applies to students who meet the following criteria:

• Met all graduation and program requirements for the eligible catalog year used in the proactive graduation process (refer to A.R. 2.2.5 Catalog Under Which a Student Graduate).
• Earned the minimum cumulative credits for institutional residency for the degree(s) or certificate(s) between Maricopa Community Colleges. 
• Degree(s) or certificate(s) will be conferred from the Maricopa Community College accredited to offer the program at which the student has completed the greatest number of institutional resident credit hours directly applicable to the degree or certificate.
• Students will be given the opportunity to opt out of the proactive awarding of the degree or certificate by notifying the college prior to the award.

Students should not depend on this process for graduation.  The petition for graduation should always be submitted when a student intends to graduate. 

Reverse Transfer
In an effort to assist former Maricopa students who have transferred to a university without first completing an Associate degree, coursework can be transferred backward (or in reverse) from a participating institution to the Maricopa Community Colleges for the purpose of fulfilling Associate degree requirements. The reverse transfer initiative applies to students who do not yet have an Associate’s degree (or higher), and who meet the following criteria:

• Completed a minimum of 15 credits at one or more Maricopa Community Colleges
• Earned a minimum of 60 cumulative credits between Maricopa Community Colleges and any other universities attended
• Met all requirements for an Associate degree as outlined in the Maricopa Community College catalog
• Interested students at participating universities must meet university criteria to qualify for free and consent to transcript exchange

Participation in reverse transfer does not guarantee coursework applicability or degree or certificate eligibility. Students participating in reverse transfer must meet all curriculum and college requirements in order to graduate. Students should not depend on reverse transfer for graduation. The petition for graduation should always be submitted when a student is intending to graduate.

Refer to the Reverse Transfer Process

Maricopa Nursing Program

For the Maricopa Nursing program, the cumulative GPA for awarding purposes is calculated based on courses required for the degree or certificate taken at any Maricopa campus and includes pre-requisites, co-requisites, and nursing blocks. Students must apply for graduation from the college where they have successfully completed Block 4 of the Associate in Applied Science in Nursing.

Graduation with Honors
All courses used to fulfill graduation and degree requirements, including courses from other institutions outside of MCCCD are used in the grade point average calculation (GPA) at graduation. Degree-seeking students who have distinguished themselves with GPAs 3.50 and higher are recognized with the following graduation honors*:

• 3.50 to 3.69 graduation “with distinction”
• 3.70 to 3.89 graduation “with high distinction” 3.90 to 4.0 graduation “with highest distinction”

Certificate programs are not eligible for institutional honors.

*GPA for Honors distinction is calculated at the time of graduation application/petition submission and does not include any in-progress grades, grades received after the initial calculation, or grades not on file at the initial calculation.  The final GPA and resulting distinction level will not be changed based on new grades.

Degrees and certificates will not be reposted if grades are contested after the initial award posting.

Arizona General Education Curriculum (AGEC) 
The Arizona public community and tribal colleges and three public universities have agreed upon a common structure for a transfer general education curriculum. This curriculum provides students attending any Arizona public community or tribal college with the opportunity to build a general education curriculum that is transferable upon completion without loss of credit to another Arizona public community or tribal college or university. This common agreement is called the Arizona General Education Curriculum (AGEC).

Students must earn a minimum of 12 credits in the AGEC at one or any combination of the MCCCD colleges. Students who complete the requirements will have the AGEC posted on their official transcripts. AGEC awards are not printed or sent to students.

 Any transfer credit or prior learning assessment (PLA) granted for the AGEC is for the purpose satisfying Maricopa requirements. Although the AGEC will transfer to the Arizona public universities as a whole in order to satisfy their lower-division general education requirements, each course, individually, may not be awarded credit similarly at all public Arizona universities. Students should contact their transferring institution to determine their PLA requirements and policies.

Refer to the Academic Policies

Refer to A.R. 2.2.4 Transfer Credit and Prior Learning Assessment

Intersegmental General Education Transfer Curriculum (IGETC)
The California public community colleges and state universities have agreed upon a common structure for a general education core curriculum. This common structure is called the Intersegmental General Education Transfer Curriculum (IGETC) or the California State General Education Pattern (CSUGE). The IGETC and the CSUGE are composed of a minimum of 35 - 40 semester units of lower-division general education coursework that prepares the student for transfer.* All transferable coursework must be completed with a grade of -C- or better.

Students transferring to the Maricopa Community Colleges from California with an IGETC certified by a California community college will have completed the majority of the MCCCD’s general education and additional requirements. The IGETC will fulfill the following requirements:

• First-Year Composition (6 Credits)
• Oral Communication (3 Credits)
• Mathematics (3 Credits)
• Natural Sciences (7-8 Credits)
• Humanities, Arts, and Design (6 Credits)
• Social-Behavioral Sciences (6 Credits)
• Cultural Diversity in the US (3 Credits)

NOTE: To earn a specific degree, programs may require students to take a designated course to fulfill the general education requirement. Acceptance of the IGETC does not supersede these requirements. Students may request a course substitution (Refer to A.R. 2.3.13 Course Substitutions).

To complete the natural sciences, the transfer evaluator will need to validate the completion of two laboratory science courses at the transfer institution or at MCCCD. To satisfy the literacy requirement, the transfer evaluator will need to verify the completion of a course at the transfer institution or at MCCCD that involves the development of competence in written discourse and involve the gathering, interpretation, and evaluation of evidence. To satisfy the historical/global awareness requirement, the transfer evaluator will need to verify the completion of a course at the transfer institution or at MCCCD that focuses on contemporary global/international awareness or historical awareness.

Maricopa Community Colleges reserve the right to verify that an IGETC or CSUGE certified by a community college or university conforms to California-approved policy before the IGETC is applied toward a MCCCD degree.

In the absence of a certified IGETC, transfer students from California colleges and universities may meet the MCCCD general education requirements with a combination of IGETC-approved courses taken before their initial enrollment at MCCCD, along with subsequent MCCCD general education course work.

 Refer to A.R. 2.2.4 Transfer Credit and Prior Learning Assessment

An official student transcript is a permanent academic record issued by the College Registrar.  It displays all courses taken for credit within the Maricopa Community College District and includes all grades received.  Unlike an unofficial transcript, it is signed and dated by the College Registrar and displays the college seal of the Maricopa College issuing the official transcript.

The transcript is issued upon request only. Those students who want to transfer to other institutions of higher education must request their transcript be sent from the Admissions and Records Office/Office of Student Enrollment Services. However, transcripts may be shared within the Maricopa Community College District without the written request of the student in compliance with FERPA. Students should check with the institution they intend to transfer to for requirements regarding the type (official or unofficial), handling, and number of transcripts.

Upon request by a student and payment of transcript fee, MCCCD will provide an official transcript that includes all the credit or clock hours from the enrollment.

MCCCD will not withhold transcripts against a student related to a balance owed by the student, unless the balance owed was the result of fraud on the part of the student. Refer to A.R. 2.5.3(A)(3) for additional information.

The release of transcripts is governed by the guidance of the Family Education Rights and Privacy Act of 1974 (see Records Policy in the Student Rights and Responsibilities section of this manual). There is no charge for unofficial transcripts, or for official transcripts sent between Maricopa Community Colleges. Refer to S-4 Tuition and Fee Schedule for charges for other official transcripts.

1. Definitions 
   
   1. ​Academic Misconduct includes any conduct associated with the classroom, laboratory, or clinical learning process that is inconsistent with the published course competencies/objectives and/or academic standards for the course, program, department, or institution. Examples of academic misconduct include, but are not limited to: (a) cheating and plagiarism (including any assistance or collusion in such activities, or requests or offers to do so); (b) excessive absences; (c) use of abusive or profane language; and (d) disruptive behavior.
   2. Cheating is any form of dishonesty in an academic exercise. It includes, but is not limited to, (a) use of any unauthorized assistance in taking quizzes, tests, examinations, or any other form of assessment whether or not the items are graded; (b) dependence upon the aid of sources beyond those authorized by the faculty member in writing papers, preparing reports, solving problems, or carrying out other assignments; (c) the acquisition, without permission, of tests or other academic material belonging to or administered by the college or a member of the college faculty or staff; (d) unauthorized (as determined by instructor) collaboration, contract cheating, or engaging a third-party individual or service (e.g. ghostwriting) to complete an assignment or exam without the approval of the instructor of the class; (e) unauthorized use of generative artificial intelligence (AI) tools to complete an assignment or exam without the approval of the instructor of the class; and (f) fabrication of data, research, facts, or information.
   3. Plagiarism is the act of using the ideas, words, or creative work generated by another person or entity without proper attribution. It includes, but is not limited to: (a) the use of paraphrase or direct quotation of the published or unpublished work of another person without full and clear acknowledgment; (b) unacknowledged use of materials prepared by another person or unauthorized (as determined by instructor) collaboration, contract cheating, or engaging a third-party individual or service (e.g. ghostwriting) to complete an assignment or exam without the approval of the instructor of the class; (c) information gathered from the internet and not properly identified; and (d) the unauthorized use of generative AI tools to complete some or all of an assignment or exam without approval of the instructor of the class.
       
2. Academic Consequences 
   Any student found by a faculty member to have committed academic misconduct may be subject to the following academic consequences, based on the faculty member’s judgment of the student’s academic performance including, but not limited to:
   • Warning - A notice in writing to the student that the student has violated the academic standards as defined in 1.A.
   • Grade Adjustment - Lowering of a grade on a test, assignment, or course.
   • Discretionary Assignments - Additional academic assignments determined by the faculty member.
   • Course Failure - Failure of a student from a course where academic misconduct occurs.
3. Disciplinary Sanctions 
   A faculty member may remove a student from one (1) class meeting for disciplinary reasons. For involuntary removal from more than one (1) class period, the faculty member should invoke the procedures outlined in AR 2.5.2. 
   
   If the misconduct is sufficiently serious to warrant course failure, and if either
   (a) the failure results in a student being removed from an instructional program or
   (b) the student refuses to accept responsibility for the misconduct and its academic consequences, the faculty member will, in addition to awarding the course grade, consult the department chair and the vice president of academic affairs as to whether institutional sanctions set forth below should be sought under AR 2.5. Regardless of whether the student has accepted responsibility for academic consequences, in all cases of academic misconduct the faculty member may make recommendations for sanctions and may file a written complaint of misconduct. The vice president of academic affairs will serve as the student conduct administrator in all academic misconduct cases, and will follow the procedure established in AR 2.5.2 to evaluate whether disciplinary sanctions are warranted. College probation, suspension, or expulsion will be imposed only by the vice president of academic affairs or designee, and only after the student has received the procedural rights provided in AR 2.5.2.
   
   1. Disciplinary Probation - Disciplinary probation is for a designated period of time and includes the probability of more severe sanctions if the student commits additional acts of academic misconduct.
   2. College Suspension - Separation of the student from the college for a definite period of time, after which the student is eligible to return. Conditions for readmission may be specified. (A suspension from one Maricopa Community College will apply to all other colleges/centers in the District.)
   3. College Expulsion - Permanent separation of the student from the college. (Expulsion from one Maricopa Community College will apply to all colleges/centers in the District.)
       
4. Appeal of Sanctions and Consequences for Academic Misconduct. 
    
   Students can appeal academic consequences by following the instructional grievance process. (AR 2.3.5; Appendix S-6) Students may appeal disciplinary sanctions as provided in AR 2.5.2. If the student appeals through both processes, the instructional grievance process will be suspended until a final decision is reached in the student discipline procedure. In all cases in which financial aid has been adversely affected by academic consequences or disciplinary sanctions that are the subject of ongoing hearing or appeal proceedings, the student may appeal the financial aid determination on the grounds that a final decision has not been made. In such an event, a final decision on financial aid will not be made until after the final decision on consequences and/or sanctions.

Also See:

2.3.4 Academic Standing, Warning, and Probation

2.3.5 Instructional Grievance Process (Appendix S-6 Instructional Grievance Process)

2.5.2 Student Conduct Code

A student who feels that he or she has been treated unfairly or unjustly by any employee with regard to a non-instructional process such as a student or administrative services has the right to file a formal and written complaint according to the approved procedures. See Appendix S-8 

Course substitutions should only be made in a consistent and transparent manner, according to Administrative Regulation 2.2.4 (Transfer Credit and Prior Learning Assessment Policy), academic policies, and the following guidelines: 

Students may seek to have course(s) requirements (including required courses, restricted electives, and prescribed general education requirements) in their declared bachelor's, associate in applied science or certificate program substituted. 

Because a substituted course may not be accepted by a transfer institution or meet transfer degree requirements, no course substitutions are allowed in any of the required course areas of the associate in arts or associate in science degrees with emphasis, Associate In Business - Gr, Associate Of Business - Sr, Associate In Arts, Elementary Education, or the Associate In Arts, Fine Arts. 

The course being used as a substitution must meet the content and/or spirit of the substituted course in the student’s pathway plan (or for date status petitions by reason of disability). If the pathway course satisfies an Arizona General Education Curriculum (AGEC-A, B, or S) requirement, the course substitution must meet that same requirement. Considerations for substitutions should also include impact to satisfying transfer pathway, industry requirements. Substituted courses should provide the skills and knowledge specified by the pathway learning outcomes. 

Course substitutions should not be processed for students who have earned fewer than 15 credits (at Maricopa or elsewhere). 

To pursue a course substitution, students must obtain a course substitution petition from the Admissions and Records office or Academic Advisor. Substitutions must be approved by the Program Department Chair, Program Division Chair, Academic/Occupational Program Director, or designee and the appropriate Instructional Dean. The Department Chair, Division Chair, or Academic/Occupational Program Director will work with other departments as needed for courses outside of the discipline. 

If the credits of a substituted course are fewer than the original requirement, the missing credit hours are not granted by a substitution. Students must complete the minimum credit hours required by the award. 

Students are encouraged to seek substitutions prior to enrollment in an intended substitute course. Requests for course substitutions and supporting documentation should be submitted as soon as possible when transcripts are reviewed. For assistance, students should meet with an Academic Advisor specific to the declared transfer emphasis. Students seeking Title IV financial aid and veteran benefits for a course substitution must have the substitution approved and processed prior to registering for the substitute course. 

See also, Administrative Regulation 3.5 Course Substitution for Students With Documented Disabilities.

The Maricopa Community Colleges are dedicated to providing a healthy, comfortable and educationally productive environment for students, employees and visitors.

See the EEO/AA Section of the Administrative Regulations.

See the EEO/AA Section of the Administrative Regulations.

2.4.4 Sexual Harassment Policy for Students (replaced with Administrative Regulation 5.1.16).
Administrative Regulation 2.4.4 is rescinded effective August 14, 2020.  For cases made prior to August 14, 2020, 2.4.4 applies.  Administrative Regulation 2.4.4 has been archived for transitional purposes.  

Students are expected to comply with the provisions of the Copyright Act of 1976 pertaining to photocopying of printed materials, copying of computer software and videotaping. In order to assist students in complying with the Copyright Law, appropriate notices shall be placed on or near all equipment capable of duplicating copyrighted materials.

1. Copyright Policy
   See the INSTRUCTION Section of the Administrative Regulations.
2. Taping of Faculty Lectures
   See the INSTRUCTION Section of the Administrative Regulations.
3. What Students Should Know About Copyright (Online Brochure)

Pursuant to ARS §15-1444 C. no vehicle shall be allowed to park in any college parking lot unless it complies with ARS §49-542 (the annual vehicle emissions inspection program). At the time of course registration, every out-of-county and out-of-state student will be required to sign an affidavit stating that the student's vehicle meets the requirements of ARS §49-542. Vehicles that are not in compliance are subject to being towed at the owner's expense.

See also the Auxiliary Services section for Tobacco-Free Environment and the Appendices/Student Section Medical Marijuana Act of the Administrative Regulations.

1. Substance Abuse/Misuse Statement
   Drug abuse and misuse has become a national issue and is receiving national attention, particularly in the academic community. The insidious effects of the abuse of these agents are also felt by all walks of life and economic levels. Therefore, as an education providing institution, we are responsible to provide knowledge and guidelines about prevention, control, and treatment of the abuse/misuse of alcohol, illegal and legal drug uses and misuses. Annual Acknowledgements for students and employees are provided through the online messaging accounts. Students who experiment with drugs, alcohol, and illegal substances or use them recreationally may develop a pattern of use that leads to abuse and addiction. Maricopa Community Colleges recognized drug and alcohol abuse as an illness and a major health problem as well as a potential safety and security issue. Part of the educational mission of the Maricopa Community Colleges is to educate students about positive self-development, the benefits of a healthy lifestyle and the health risks associated with substance abuse. This mission closely aligns with the Drug-Free School and Communities Act of 1989, and other relevant substance abuse laws.

    

2. Student Program to Prevent Illicit Use of Drugs and Abuse of Alcohol
   The Maricopa Community College District fully supports disciplinary action for misconduct and the enforcement of state laws governing the use of alcohol and the use, abuse, possession or distribution of controlled substances or illegal drugs.
   

   1. Introduction and Purpose

      The Federal Drug-Free Schools and Communities Act of 1989 (Public Law 101-226) requires federal contractors and grantees to certify that they will provide a drug-free school. As a recipient of federal grants, the District must adopt a program toward accomplishing this goal. While federal legislation has been the impetus for creation of the program, the administration and Governing Board recognize that substance abuse is a problem of national proportions that also affect students at the Maricopa Community Colleges.

      The Maricopa Community Colleges are committed to maintaining learning environments that enhance the full benefits of a student's educational experience. The Maricopa County Community College District will make every effort to provide students with optimal conditions for learning that are free of the problems associated with the unauthorized use and abuse of alcohol and drugs.

   2. Standards of Conduct
      In the student handbooks of the Maricopa Community Colleges under codes of conduct, the following are examples of behavior that is prohibited by law and/or college rules and policies:
      
      1. Drinking or possession of alcoholic beverages on the college campus.
      2. Misuse of narcotics or drugs.
   3. Sanctions for Violation of Standards of Conduct
      ​Disciplinary actions include, but are not limited to:
      
      1. Warning,
      2. Loss of privileges,
      3. Suspension, or
      4. Expulsion.
   4. Legal Sanctions

      1. Local, state, and federal law prohibit the unlawful possession, use or distribution of illicit drugs and alcohol. Conviction for violating these laws can lead to imprisonment, fines, probation, and/or assigned community service. Persons convicted of a drug-and/or alcohol related offense will be ineligible to receive federally funded or subsidized grants, loans, scholarships, or employment.

          

         Any employee is subject to disciplinary action, up to and including employment termination, for any of the following: reporting to work under the influence of alcohol and/or illegal drugs or narcotics; the use, sale, dispensing, or possession of alcohol and/or illegal drugs or narcotics on MCCCD premises, while conducting MCCCD business, or at any time which would interfere with the effective conduct of the employee’s work for the MCCCD; and use of illegal drugs.

3. MCCCD Program Standards
   The Maricopa Community College District is committed to establishing a preventative substance abuse program at Each college designed to affect positively the problems of irresponsible use of alcohol and the use and abuse of illegal substances. A main focus of the program will be on education of the campus community and assistance to individuals.
   
   1. Identify a key individual, at each college, to provide emergency services and/or to contact and work with outside agencies that provide drug and alcohol counseling, treatment or rehabilitation programs that may be available to students and employees.
   2. Support disciplinary action for misconduct and the enforcement of state laws governing the use of alcohol and the use, abuse, possession or distribution of controlled substances or illegal drugs.
   3. Establish a preventative substance abuse program at each college designed to affect positively the problems of irresponsible use of alcohol and the use and abuse of illegal substances
4. Use of Alcoholic Beverages
   See Section 4.13 of the Administrative Regulations
    

5. Other Health Concerns
   General Guidelines Concerning AIDS
   Neither a diagnosis of AIDS nor a positive HIV antibody test will be part of the initial admission decision for those applying to attend any of the Maricopa Community Colleges. The Maricopa Community Colleges will not require screening of students for antibody to HIV.

    

   Students with AIDS or a positive HIV antibody test will not be restricted from access to student unions, theaters, cafeterias, snack bars, gymnasiums, swimming pools, recreational facilities, restrooms, or other common areas, as there is not current medical justification for doing so.

   Where academically and logistically feasible, students who have medical conditions, including AIDS, may seek accommodation in order to remain enrolled. Medical documentation will be needed to support requests for accommodation through the Office of Disabled Resources and Services or the Office of Vice President of Student Affairs.

   The Maricopa Community Colleges acknowledge the importance of privacy considerations with regard to persons with AIDS. The number of people who are aware of the existence and/or identity of students who have AIDS or a positive HIV antibody test should be kept to a minimum. When a student confides in an faculty member, knowledge of the condition should be transmitted to the appropriate vice president or designee who will make the determination if the information should be further disseminated. It should be remembered that mere exposure to the person in a classroom does not constitute a need to know the diagnosis. It is, therefore, unnecessary to document in a student's file the fact that he or she has AIDS unless the information is to be used for accommodation reasons. Sharing confidential information without consent may create legal liability.

   Students are encouraged to contact the Office of Disabled Resources and Services and/or the vice president of student affairs or designee for the types of services available in the district or community on matters regarding AIDS or the HIV virus.

1. This regulation shall govern access to college premises by representatives who wish to solicit signatures on petitions for the purpose of submission of a ballot proposition to voters, or nomination of a candidate for elective office, in a city-, county-, or state-wide election.
2. Each college president shall designate general hours of accessibility for solicitation and a location on college premises where all representatives on behalf of any candidate or ballot proposition may solicit signatures. The location shall be in a common area where the solicitation will not serve as an obstruction to student activities or otherwise disrupt the college environment.
3. All solicitation must take place in designated areas. Standard space may include one or two tables and chairs. Campus restrictions regarding amplification will apply. Representatives may not distribute or make available to students, employees, or college visitors any tangible item, except for informational literature about the proposed candidate or ballot initiative.
4. Representatives shall notify the designated official at each college or center for their intent to be present on college premises no fewer than three working days prior to soliciting signatures. Upon obtaining authorization, representatives shall be provided a written version of this regulation.

Specific procedures on how to implement the Petition Signature regulation can be found in appendix S-14.

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.

POLICY

This administrative regulation governs use of the college grounds, defined as the open areas and walkways of the campus by non-MCCCD-affiliated users. Use of college facilities is governed by a separate administrative regulation. Parking lots are not available for events and activities other than those sponsored and authorized by the College president.

Camping is not permitted anywhere on the campuses. Camping is defined as the use of college grounds or facilities for living accommodations or housing purposes such as overnight sleeping or making preparations for overnight sleeping (including the laying down of bedding for the purpose of sleeping), the making of any fire for cooking, lighting or warmth, or the erection or use of tents, motor vehicles, or other structures for living or shelter. These activities constitute camping when it reasonably appears, in light of all the circumstances, the participants conducting these activities intend to use or are using the facilities or grounds for living accommodations or housing, regardless of the duration or other purpose of the use.

Lawful use of college grounds for events or expressive activities by individuals, groups, and organizations may be authorized by college officials when the events and activities are lawful and consistent with the non-profit, educational nature of the campus, authorized and conducted in accordance with MCCCD policies, administrative regulations and priorities, and compliant with reasonable restrictions as to time, place, and manner. The content of the expression will not be a factor in authorizing, locating, or scheduling decisions. However, events and activities will not be permitted to disrupt or obstruct the teaching, research, or administrative functioning of the College by means of physical obstacles and crowds, by the creation of sound or noise that would interfere with teaching, learning, and the conduct of College business, or by any other means. Each College president will designate a Responsible College Official with delegable authority to approve, locate, and schedule use of college grounds.

Permit Application:

Any non-MCCCD-affiliated organization, group, or individual desiring to use campus grounds for an event or activity must submit a request form to the Responsible College Official in advance of the use date.

If the activities proposed in the application are limited to low-impact, non-commercial activities the request form shall be submitted at least two business days in advance of the expected use date. For purposes of this administrative regulation, “low-impact, non-commercial activities” are 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.

For events that are not low-impact, non-commercial activities, the request form shall be submitted at least seven business days before the expected use. The additional advance time is required to allow the College to prepare for conditions that may affect the flow of foot traffic, involve signs and displays, create crowds, involve significant numbers of participants, or require the use of significant amounts of space and/or use of equipment and resources.

Designated Areas:

Because each College has a limited amount of outdoor space, activities and events sponsored by non-MCCCD-affiliated users, including speech and literature distribution, shall be restricted to designated areas. For each College, the Responsible College Official shall establish specific designated areas for such activities. A written description of these areas shall be maintained at the office of Student Life and Leadership for each College. Consistent with the goal of providing a healthy, comfortable, and educationally productive environment, the Responsible College Official should attempt to locate the designated areas in prominent locations on campus where there is a likelihood of significant pedestrian traffic. The designated areas shall not be located in building stairways and entryways, parking lots, or congested areas. The Responsible College Official will make every effort to assign users to their requested space when a specific space is desired. However, in order to ensure the potential success of all scheduled events, the College reserves the right to assign an event or activity to the area the College deems most appropriate in light of the campus capacity, other activities scheduled, and the type of event or activity being planned.

Use Fees and Proof of Insurance:

To offset the costs associated with the use of college grounds, non-MCCCD-affiliated users shall be required to pay a fee of $50 per day or $125 per week. In order to protect the health and safety of College students, faculty and staff and to protect MCCCD resources, non-MCCCD-affiliated users shall also be required to provide proof of insurance that indicates at least $1 million in general liability coverage and names the MCCCD as an additional insured for the anticipated use date.

The fee and proof-of-insurance provisions of this Administrative Regulation shall not be applied to low-impact, non-commercial users. A user may request designation as a low-impact, non-commercial user from the applicable College’s Responsible College Official. Any questions or comments about the criteria for approval or denial of such request shall be directed to the District Ombudsman.

Permits:

The approved request form will describe the location of the authorized activity and any other restrictions specific to the event. Violation of the terms of the permit, District policy, administrative regulation or law shall be grounds for immediate revocation of the permit, and the individual violators and their organizations may be banned from the campus.

Priorities and Criteria for Approval of Permits:

The content or subject of the proposed expressive activity or event will not affect approval of the application. Availability of space is not guaranteed. Reservations shall be approved on a space-available basis and will be addressed on a first come-first served basis, subject to the following priorities and criteria for the use and scheduling of space on campus grounds:

Scheduling Priorities (in order)

1. The use of facilities and grounds for the operations of the College. For example, there are times when the college is unusually crowded by members of the campus community, such as registration and orientation at the beginning of the semester. Other uses may reasonably be precluded during those times.
2. Activities and events sponsored by the College administration.
3. Activities and events sponsored by MCCCD student organizations or employee groups.
4. Activities of non-MCCCD-affiliated individuals and organizations.
5. Commercial advertising or activities.

Criteria

1. Capacity of college grounds to accommodate the number of participants at the scheduled time and proposed location.
2. Capacity of College Safety staff to provide security for all events and activities scheduled at the time.
3. Possible interference or conflict with College operations or other scheduled activities and events on the grounds.
4. General feasibility of hosting the event as proposed.

Other Policies:

This administrative regulation will be applied in conjunction and coordination with all other MCCCD policies and administrative regulations and College processes and procedures, including but not limited to regulations on facilities use, signage, sales of alcohol and/or food, and solicitation of donations.

Specific procedures on how to implement the Use of College Grounds regulation can be found in Appendix S-15.

Children (younger than 18) may not attend any class unless they are officially registered for the class.

Children will not be allowed on campus unless participating in an authorized college program or under the supervision of an adult.

Federal legislation requires the college to maintain data on the types and number of crimes on college property as well as policies dealing with campus security. To obtain additional information on this subject, contact the college Safety and Security Department.

Purpose

It is the policy of the Maricopa County Community College District to promote a safe environment for its employees, students, contractors, and visitors. MCCCD is committed to working with its employees to maintain an environment free from violence, threats of violence, harassment, intimidation, and other disruptive behavior.

Policy

Violence, threats, harassment, intimidation, and other disruptive behavior in our facilities is prohibited and will not be tolerated. It is the responsibility of all employees, students, contractors, and visitors of MCCCD to report any occurrence of such conduct to MCCCD Public Safety. Every employee, student, contractor, and visitor on MCCCD property should report threats or acts of physical violence and acts of harassment, intimidation, and other disruptive behavior of which he/she is aware. All reports will be taken seriously and will be investigated by public safety immediately in order to protect everyone from danger. Such behavior can include oral or written statements, gestures, or expressions that communicate a direct or indirect threat of physical harm.

Prohibited Behavior

For example, and without limiting the generality of the foregoing statement, this policy prohibits:

• direct threats or physical intimidation
• implications or suggestions of violence
• stalking
• assault of any form
• physical restraint, confinement
• dangerous or threatening horseplay
• loud, disruptive, or angry behavior or language that is clearly not part of the typical work environment
• blatant or intentional disregard for the safety or well-being of others
• commission of a violent felony or misdemeanor on MCCCD property
• abuse
• violation of a protective order or restraining order
• any other act that a reasonable person would perceive as constituting a threat of violence

This list is illustrative only and not exhaustive.

Future Violence

Employees, students, and visitors who have reason to believe they, or others, may be victimized by a violent act or sometime in the future, at the workplace or as a direct result of their relationship with MCCCD, shall inform a supervisor or manager as soon as possible. The supervisor or manager shall inform the Public Safety Department. Students, contractors, and visitors shall contact the Public Safety Department as soon as possible.

Employees who have signed and filed a restraining order, temporary or permanent, against an individual due to a potential act of violence, who would be in violation of the order by coming near them at work, shall immediately supply a copy to the Department Director, Human Resources, and Public Safety. Students shall supply a copy of the signed order to the Public Safety Department.

This policy applies to employees and students, as well as independent contractors and other non-employees doing business with the MCCCD. Individuals who commit such acts may be removed from the premises and may be subject to disciplinary action, criminal penalties, or both. The Chancellor is hereby instructed to enact all administrative regulations necessary to implement this policy.

Under the terms of the Student Right To Know Act, the college must maintain and report statistics on the number of students receiving athletically related student aid reported by race and sex, the graduation rate for athletes participating in specific sports reported by race and sex, the graduation rate for students in general, reported by race and sex and other similar statistics. To obtain copies of these reports, contact the Office of Admissions and Records.

Introduction

The colleges of the Maricopa County Community College District (“MCCCD”) are dedicated by law to the purpose of formal education. They are, and have been since their creation, for the educational use and benefit of prospective and enrolled students, the MCCCD employees who serve them, and those who are invited on location by members of the college community to attend or participate in sponsored events. The MCCCD has a long history of supporting expressive activities that are conducted on campuses. For the purposes of avoiding disruption or interference with its educational activities, while protecting the rights of the members of the campus community and their invited guests to express themselves and access information, this administrative regulation governs the use of college grounds by Affiliated Users (as defined in Section 1) for Expressive Activity. Expressive Activity is defined as:

• Meetings and other group activities by registered students and student organizations
• Non-commercial speeches, performances, demonstrations, rallies, vigils and other events that are organized by students or student clubs and organizations.
• Non-commercial leafleting and pamphleting
• Any other student expression that is protected by the First Amendment to the U.S. Constitution

Outdoor campus areas are venues for free expression by Affiliated Users, including speeches, demonstrations, and the distribution of literature, subject to the reasonable time, place and manner restrictions set forth in this regulation.

This regulation will be administered in a manner that is content and viewpoint neutral and seeks to protect the free expression of ideas.

1. Definitions
    
   

   1. MCCCD Affiliated Users
       

      Affiliated Users are:  1) individuals employed by MCCCD except when engaging in a commercial activity;  2) individuals contracted by MCCCD who are acting on behalf of or for MCCCD purposes; 3) individuals enrolled via the registrar as students within the MCCCD system; and 4) external entities and/or individuals invited by student clubs and organizations to participate on behalf of the club or organization in an event that is related to the club or organization’s purpose.

   2. Non-Affiliated Users
       

      Non-Affiliated Users are organizations, groups or individuals that are not Affiliated Users. Use of MCCCD grounds or facilities by Non-Affiliated Users is governed by Administrative Regulations 1.5 and 2.4.9.

   3. Substantial Interference
       

      Substantial Interference includes, but is not limited to, activity that: 1) disrupts instruction, lecture, studying or other academic pursuits; 2) disrupts MCCCD administrative activities;  3) blocks access to buildings or structures; 4) obstructs passageways for vehicles or pedestrians; 5) disrupts previously scheduled events; 6) impairs the health and safety of the college community; 7) is unlawful; and/or 8) otherwise presents a threat to public safety.

      The mere potential for Substantial Interference is not sufficient to prohibit or limit Expressive Activity.  Instead, it must be reasonably determined that the activity presents a significant likelihood of creating Substantial Interference before Expressive Activity may be prohibited or limited in accordance with this regulation.

   4. Planned Expressive Activity
       

      Planned Expressive Activity is when participants seek to reserve space for an established point in time and/or use tables, chairs, amplification or other audio-visual equipment and/or temporary structures such as tents or awnings.

2. Reservation of Campus Space for Planned Expressive Activity
    

   Affiliated Users may reserve outdoor and indoor campus space, as defined below, for Planned Expressive Activity. Reservations are to be made through the respective college’s Office of Student Life and Leadership no less than one business day before the activity is intended to occur. Such reservations will be approved on a first come, first served basis unless the Office of Student Life and Leadership determines, without regard to the content of the proposed Expressive Activity, that the activity constitutes Substantial Interference. If the Office of Student Life and Leadership determines an Expressive Activity constitutes Substantial Interference it will work with the Affiliated User in an effort to find an alternative, if any exists, that allows the Expressive Activity to occur without such interference.

   1. Outdoor Space – outdoor space available for reservation by Affiliated Users does not include:  parking lots, athletic facilities, meditation or peace gardens, areas designated as outdoor study zones, and child care facilities.   
   2. Indoor Space – indoor space is available for reservation by Affiliated Users if the space is determined by the college to be a common area that is publically accessible.  Buildings housing classrooms and/or administrative offices are not  available for reservation. 
3. Spontaneous Expression
   MCCCD recognizes that Expressive Activity may occur in both structured and organic forms. Spontaneous expression by Affiliated Users may be undertaken in outdoor or indoor space, as defined above, without prior reservation as long as the activity does not constitute Substantial Interference.

Federal legislation requires that the MCCCD establish notification procedures concerning the presence of registered sex offenders enrolled either as students or those working for the institution. The Registered Sex Offender Notification Procedure is outlined in Appendix item S-18.

Disciplinary Probation and Suspension Standards
According to the laws of the State of Arizona, jurisdiction and control over the Maricopa County Community College District (MCCCD) are vested in the MCCCD Governing Board. The MCCCD Governing Board and its agents-the Chancellor, administration, and employees are granted authority to regulate student behavior subject to basic standards of reasonableness.

In developing responsible student conduct, the MCCCD prefers mediation, guidance, and admonition. However, when these means fail to resolve problems of student conduct and responsibility, appropriate disciplinary procedures will be followed. The MCCCD reserves the right to levy discipline rather than attempt mediation and guidance, based on the severity of the conduct.
 

The purpose of this Student Code of Conduct is to help ensure a productive and safe environment for students, employees, and visitors.  This conduct code is not a stand-alone policy. This code is subject to the provisions outlined in AR 5.1.16, generally known as the Title IX policy, and AR 6.24, generally known as the Free Expression policy, and AR 5.1, generally known as the Non-Discrimination policy. There are other policies that may intersect with other administrative regulations. 

Article I: Definitions

The following are definitions of terms or phrases contained within this Code:

1. "College" means a Maricopa County Community College District (MCCCD) College or center/site.
2. "College premises" means all land, buildings, facilities and other property in the possession of or owned, used, or substantially controlled by the college or MCCCD.
3. "College official" means any person employed by the college or MCCCD, performing assigned administrative or professional responsibilities pursuant to this Student Conduct Code. The college President shall designate the college/center official who is responsible for the administration of the Student Conduct Code.
4. “Complainant” means any person who submits a complaint alleging that a student violated this Student Conduct Code. When a student believes they have been a victim of another student's misconduct, the student who believes they have been a victim will have the same rights under this Student Conduct Code as are provided to the Complainant, even if another member of the college community submitted the complaint itself.
5. “Day” means business day when college is in session, and shall exclude weekends and college/MCCCD holidays.
6. “Disruptive behavior” means conduct that materially and substantially interferes with or obstructs the teaching or learning process in the context of a classroom or educational setting/ facility, which includes educational or professional internships, clinical placements, or other experiential learning opportunities. Disruptive behavior also includes conduct that materially interferes with or obstructs college business operation.
7. “District” means the Maricopa County Community College District (MCCCD).
8. "Faculty member" means any person hired by the college or MCCCD to conduct classroom or teaching activities or who is otherwise considered by the college to be a member of the faculty in credit / non-credit courses and clock hour courses and programs.
9. "Member of the college community" means any person who is a student, faculty member, college official, or any other person employed by the college or center/site. A person's status in a particular situation shall be determined by the college President.
10. "Organization" means any number of persons who have complied with the formal requirements for college recognition.
11. "Policy" is defined as the written regulations of the college and/or MCCCD as found in, but not limited to, this Student Conduct Code and MCCCD Governing Board policy.
12. "Respondent" means any student accused of violating MCCCD's Student Conduct Code. Respondents enjoy the presumption of innocence until such time as the Respondent is adjudicated to have violated the Student Conduct Code.
13. "Student" means any individual who is currently admitted or registered in credit or non-credit college programs on a full or part time basis, or who participates in a college function (such as orientation, in anticipation of enrollment) or who was enrolled in the immediate previous term or is registered for a future term, including college employees so admitted, registered, or enrolled.
14. "Student Conduct Administrator" means a college official authorized by the college official responsible for administration of the Student Conduct Code to impose sanctions upon students found to have violated this Student Conduct Code. 
15. “Threatening behavior” means any written or oral statement, communication, conduct or gesture directed toward any member of the college community, which causes a reasonable apprehension of physical harm to self, others, or property. It does not matter whether the person communicating the threat has the ability to carry it out, or whether the threat is made on a present, conditional, or future basis.

Article II: Judicial Authority

1. Decisions made by a Student Conduct Administrator shall be final, pending the normal appeal process.
2. Matters pertaining to sexual harassment must always be referred first to the college Title IX Coordinator for review under AR 5.1.16. Conduct that does not meet the definition of sexual harassment as outlined in AR 5.1.16, or otherwise do not meet the definition of an educational program or activity, do not occur against a person within the United States, or are otherwise dismissed either under the mandatory or discretionary dismissal provisions will be referred by the Title IX Coordinator back to the college’s respective Student Conduct Administrator for investigation and adjudication under the Student Conduct Code.

Article III: Prohibited Conduct

1. Jurisdiction 
   The Student Conduct Code shall apply to conduct that occurs on any college or MCCCD premises, or at any center/site or MCCCD-sponsored event or activity that adversely affects the college community and/or the pursuit of its objectives. 
   
   1. Jurisdiction may be applied against student behavior conducted online, via email, or other electronic medium provided that it meets the criteria listed above. Further, jurisdiction under this policy applies to any person who is currently admitted or in credit or non-credit college programs or who participates in a college function (such as orientation, in anticipation of enrollment) or who was enrolled in the immediate previous term or is registered for a future term, including college employees so admitted, registered, or enrolled.
   2. The Student Conduct Code shall apply to a student’s conduct even if the student withdraws from school while a disciplinary matter is pending.
2. Title IX Sexual Harassment
   Matters pertaining to sexual harassment/misconduct that do not meet the definition of sexual harassment as outlined in Administrative Regulation 5.1.16 or otherwise do not meet the definition of an educational program or activity and do not occur against a person within the United States will be referred by the Title IX Coordinator to the college’s respective Student Conduct Administrator for investigation and adjudication under the Student Conduct Code.
    
3. Disruptive Behavior In Class (Temporary Removal of Student)
   Disruptive behavior includes conduct that distracts or intimidates others in a manner that interferes with instructional activities, fails to adhere to a faculty member's appropriate classroom rules or instructions, or interferes with the normal operations of the college. Students who engage in disruptive behavior or threatening behavior may be directed by the faculty member to leave the classroom or by the college official responsible for administration of the Student Conduct Code to leave the college premises. (Academic Misconduct AR 2.3.11). If the student refuses to leave after being requested to do so, college police may be summoned to provide assistance. For involuntary removal from more than one (1) class period, the faculty member should invoke the procedures outlined below.
    
4. Conduct - Rules and Regulations
   Any student found to have committed the following misconduct is subject to the disciplinary sanctions outlined in Article IV:
   
   1. Acts of dishonesty, including but not limited to the following:
      
      1. Knowingly furnishing false information to any college official or officer  (including filing a false report or complaint), including during an official investigation (i.e. Title IX, conduct, or campus police investigation).
      2. Forgery, alteration or misuse of any college document, record or instrument of identification, even if there is no reliance on the forged or altered document in the posting of grades or other academic/financial benefit.
      3. Tampering with the election of any college- recognized student organization.
      4.  Financial aid fraud or corresponding behaviors that would allow a student to receive a monetary benefit for which they are not eligible.
      5.  Misrepresentation of one’s identity (see also Identity Theft Red Flag and Security Incident Reporting AR 6.11).
      6. Misuse of the colleges copyrighted content and trademark (Copyright Act Compliance AR 2.4.5).
      7. Knowingly filing a false report (Title IX, conduct, or campus police investigation) to a college official or campus police.
          
   2. Obstruction or disruption of teaching, research, administration, disciplinary proceedings or other college activities, including its public service functions on campus, in clinical settings or other authorized non-college activities.
       
   3. Conduct that intentionally or recklessly causes physical harm or that otherwise threatens or endangers the health or safety of any person. 
      
      1. Physical abuse – hitting, pushing, use of a weapon, beating or other such activity resulting in or, intended to cause physical harm.
      2. Making a threat(s) of violence (including verbal, written, or virtual communication) that does or could cause(s) a reasonable expectation of harm to the health or safety of a specific person.
      3. Substantial or repeated acts and/or harassment directed at a person or group of people that would cause a reasonable person to feel fearful and/or find intimidating, hostile, or offensive, including but not limited to, bullying, stalking, and hazing (Hazing Prevention Regulation AR 2.6) as defined in Article I.
      4. Any form of retaliation towards a Complainant or any participant in an investigation or conduct process.
   4. Attempted or actual theft of, damage to, or unauthorized use of property of the college or property of a member of the college community or other personal or public property.
   5. Trespassing or unauthorized access to physical or virtual/cyber property or services of the college.
   6. Having an animal in a campus building, other than in accordance with MCCCD policy (Domesticated Animals on Campus AR 3.9 and Guidelines for Service Animals on Campus) and ADA laws, such as permitted service animals individually trained to perform tasks for the benefit of an individual with a disability.
   7. Failure to comply with direction of college officials or law enforcement officers in the performance of their duties and/or failure to properly identify oneself to these persons when requested to do so.
   8. Unauthorized possession, duplication or use of keys to any college premises, or unauthorized entry to or use of college premises.
   9. Violation of any college or MCCCD policy, rule or regulation published in hard copy or online, such as a college catalog, handbook, etc. or available electronically on the college's or MCCCD's website.
   10. Violation of federal, state or local law.
   11. Use, possession, manufacturing or distribution of illegal or other controlled substances except as expressly permitted by law, unless such use is prohibited due to a program of study for fields that are deemed safety sensitive positions. (Abuse-Free Environment AR 2.4.7, S-16 statement on the Arizona Medical Marijuana Act Proposition 203).
        
   12. Illegal use, possession, manufacturing or distribution of alcoholic beverages or public intoxication.
   13.  Smoking tobacco products, using e-cigarettes, or any other violation of the Smoke-Free/Tobacco-Free Environment policy (AR 4.12).
   14. Illegal or unauthorized possession of firearms, explosives, other weapons, or dangerous chemicals on college premises, or use of any such item, even if legally possessed, in a manner that harms, threatens, or causes fear to others, or property damage (Weapons policy AR 4.6).
   15. Participation in a demonstration, riot or activity that disrupts the normal operations of the college and infringes on the rights of other members of the college community; leading or inciting others to disrupt scheduled and/or normal activities within any college building or area.
        
   16. Obstruction of the free flow of pedestrian or vehicular traffic on college premises or at college-sponsored or supervised functions.
        
   17. Conduct that is disorderly, lewd or indecent; breach of the peace; or aiding, abetting or procuring another person to breach the peace on college premises or at functions sponsored by or participated in by the college or members of the academic community. Disorderly conduct includes but is not limited to: any unauthorized use of electronic or other devices or to make an audio or video record of any person while on college or MCCCD premises without their prior knowledge, or without their effective consent or when such a recording is likely to cause injury or distress. This includes, but is not limited to, secretly taking pictures of another person in a gym, locker room, or restroom.
        
   18. Engaging in individual conduct that materially and substantially infringes on the rights of other persons to engage in or listen to expressive activity is subject to discipline under this conduct code. (Free Expression policy AR 6.24).
        
   19. Attempted or actual theft or other abuse of technology facilities or resources, including but not limited to:
       
       1. Unauthorized entry into a file, to use, read or change the contents or for any other purpose
       2. Unauthorized transfer of a file
       3. Unauthorized use of another individual's identification and/or password
       4. Use of technology facilities or resources to interfere with the work of another student, faculty member or college official
       5. Use of technology facilities or resources to send obscene or abusive messages
       6. Use of technology facilities or resources to interfere with normal operation of the college technology system or network
       7. Use of technology facilities or resources in violation of copyright laws (Copyright Act Compliance AR 2.4.5)
       8. Any violation of the MCCCD's technology resource standards (Technology Resource Standards AR 4.4)
       9. Use of technology facilities or resources to illegally download files
       10. Unauthorized use of intellectual property (Intellectual Property policy)
            
   20. Abuse of the Student Conduct system, including but not limited to:
       
       1. Falsification, distortion or misrepresentation of information before a Student Conduct Official.
       2. Invoking a Student Conduct Code proceeding with malicious intent or under false pretenses
       3. Attempting to discourage an individual's proper participation in, or use of, the Student Conduct system
       4. Attempting to influence the impartiality of the member of a judicial body prior to, and/or during the course of, the Student Conduct proceeding
       5. Harassment, either verbal or physical, and/or intimidation of a Student Conduct Administrator prior to, during and/or after a Student Conduct proceeding
       6. Failure to comply with the sanctions imposed under this Student Conduct Code
       7. Influence or attempting to influence another person to commit an abuse of the Student Conduct Code system
       8. Failure to obey the notice from a Student Conduct or college official to appear for a meeting or hearing as part of the Student Conduct system.
           
   21. Engaging in irresponsible social media conduct. All Student Conduct policies apply to social networking platforms.
        
   22. Attempt to bribe a college or MCCCD employee.
        
   23. Stalking behavior, which occurs if a student intentionally or knowingly maintains visual or physical proximity toward another person on two (2) or more occasions over a period of time and such conduct would cause a reasonable person to fear for their safety.
        
   24. Sexual misconduct, including but not limited to:
       
       1. The use or display in the classroom, including electronic, of pornographic or sexually harassing materials such as posters, photos, cartoons or graffiti without pedagogical  justification.
       2. Explicit sexual comments by one (1) or more students about another student, or circulating drawings or other images depicting a student in a sexual manner.
       3. Unwelcome sexual advances, repeated propositions or requests for a sexual relationship to an individual who has previously indicated that such conduct is unwelcome, or sexual gestures, noises, remarks, jokes, questions, or comments by a student about another student’s sexuality or sexual experience. 
       4. Harassment based on sex, pregnancy, gender identity, gender expression, or sexual orientation that creates a hostile environment. A hostile environment exists when the conduct is sufficiently severe, persistent, or pervasive that it unreasonably interferes with, limits, or deprives an individual from participating in or benefiting from the MCCCD education programs and/or activities. The existence of a hostile environment is to be judged both objectively (meaning a reasonable person would find the environment hostile) and subjectively (meaning the impacted individual felt the environment was hostile).
           
   25. Sexual Exploitation
       
       1. Taking non-consensual or abusive sexual advantage of another for anyone’s advantage or benefit other than the person being exploited. Examples of behavior that could rise to the level of Sexual Exploitation include:
          
          1. Recruiting, harboring, transporting, providing, or obtaining another person for the purpose of sexual exploitation;
          2. Non-consensual visual (e.g., video, photograph) or audio-recording of sexual activity;
          3. Non-consensual distribution of photos, other images, or information of an individual’s sexual activity, intimate body parts, or nakedness, with the intent to or having the effect of embarrassing an individual who is the subject of such images or information;
          4. Going beyond the bounds of consent (such as letting your friends hide in the closet to watch you having consensual sex);
          5. Engaging in non-consensual voyeurism;
          6. Knowingly transmitting an STI (sexually transmitted infection), such as HIV, to another without disclosing one’s STI status;
          7. Exposing one’s genitals in non-consensual circumstances, or inducing another to expose their genitals;
          8. Possessing, distributing, viewing or forcing others to view obscenity.
              
5. Violation of Law and College Discipline
   
   1. Disciplinary proceedings may be instituted against a student charged with conduct that potentially violates both the criminal law and this Student Conduct Code (that is, if both possible violations result from the same factual situation) without regard to pending civil or criminal litigation. If a criminal investigation and/or prosecution results from the same factual situation, proceedings under this Student Conduct Code may be carried out prior to, simultaneously with, or following civil or criminal proceedings off campus at the discretion of the college official responsible for administration of the Student Conduct Code. Determinations made or sanctions imposed under this Student Conduct Code shall not be subject to change because criminal charges arising out of the same facts giving rise to violation of college rules were dismissed, reduced, or resolved in favor of or against the criminal law defendant.
       
   2. When a student is charged by federal, state or local authorities with a violation of law, the college will not request or agree to special consideration for that individual because of their status as a student. If the alleged offense is also being processed under this Student Conduct Code, however, the college may advise external law enforcement and other authorities of the existence of this Student Conduct Code and of how such matters will be handled internally within the college community. The college will cooperate fully with the law enforcement and other agencies in the enforcement of criminal law on campus and in the conditions imposed by criminal courts for the rehabilitation of student violators. Individual students and faculty members, acting within their personal capacities, remain free to interact with governmental representatives as they deem appropriate.
   3. The Student Code of Conduct may apply to off-campus behavior that affects a substantial interest of the college.  A substantial college interest means:
      
      1. Any situation where it appears that the student’s conduct may present a danger or threat to the health or safety of themselves or others; and/or
      2. Any situation that significantly impinges upon the rights, property or achievements of self or others or significantly breaches the peace and/or causes social disorder; and/or
      3. Any situation that is detrimental to the educational mission and/or interests of the college, unless it is protected by a student's constitutional right to free expression. 

Article IV: Student Conduct Code Procedures

1. Allegations and Resolution Options 
   
   1. Any member of the college community may file a complaint against a student for violations of this Student Conduct Code. A complaint may be in writing or verbally given to the Student Conduct Administrator. Once the complaint has been made, it shall be put in writing and a notice of allegation should be submitted to the Respondent. A Respondent must receive written notice of the allegations before a meeting is held with the Respondent regarding the conduct.  The notice of allegations should outline the particulars of the complaint, the presumption of innocence, an outline of the Respondent’s due process rights, and the contact information for the Student Conduct Administrator. 
       
   2. There is no statute of limitations for bringing a complaint under the Student Conduct Code, but it is advisable to bring a complaint as soon after the conduct being reported occurred.
       
   3. Both the Complainant and the Respondent shall have the right to be assisted by an advisor of their choosing. A party who elects to be assisted by an advisor must notify the Student Conduct Administrator of the name and contact information of the Advisor not less than two (2) days before the scheduled meeting with the party. Advisors may not be an attorney.  Both the Complainant and the Respondent are responsible for presenting their own information during the course of the meeting. Advisors are not permitted to speak or participate directly in any Student Conduct meeting or proceeding and can be removed from proceedings by not abiding by these parameters.
       
   4. Misconduct that would fall under the jurisdiction of AR 5.1.16, meaning it alleges sexual harassment, discrimination, sexual assault, dating/domestic violence, or stalking should be forwarded to the Title IX Coordinator for a jurisdictional review. In such cases where the conduct alleged does not meet the definition of sexual harassment, as outlined in the Title IX Regulations (and MCCCD policy AR 5.1.16) or is otherwise subject to mandatory or discretionary dismissal, the alleged conduct will be referred back to the Student Conduct Code for investigation and adjudication.  
       
   5. After receiving information on alleged violations of the Student Conduct Code, the Student Conduct Administrator will review the information, gather facts, and make a determination on the appropriate next steps. Documentation regarding the aforementioned steps must be maintained. Next steps are: 
      
      1. Dismiss the case due to insufficient evidence, lack of jurisdiction, or the alleged behavior, even if proven true, would not violate the code.
      2. Proceed with a full, thorough, and impartial investigation with formal disciplinary proceedings.
      3. Initiate an informal resolution outside of formal disciplinary proceedings provided involved parties mutually agree and the Student Conduct Administrator determines this option is appropriate given the nature of the allegations.  An informal resolution can also be an option when the Respondent accepts responsibility for the behavior.
      4. If the informal resolution option is initiated, the determination with regard to responsibility and sanctions is final and cannot be appealed.
2. Informal Resolution Options
   
   1. Informal resolution options include, but are not limited to: administrative dispositions, mediation, facilitated dialogue, and restorative justice practices. 
   2. Determinations regarding the type of informal resolution offered in a particular case will be made in consultation with the Student Conduct Administrators, other MCCCD leadership, as necessary, and the students at issue. Staff outside of the Student Conduct Administrator’s office may be involved in facilitating the agreed upon option.    
   3.  Informal resolutions can result in the same sanctions and institutional responses as are reserved for matters that have been addressed through a full investigation.
   4. The Student Conduct Administrator will make the determination with regard to responsibility.  
   5. Should new facts come forward during the informal resolution process that significantly alter the nature of the allegations, the Student Conduct Administrator has the discretion to initiate a full investigation. If one of the involved parties decides that the informal resolution option is not appropriate, they may request a full investigation.  This request must be submitted to the Student Conduct Administrator before the conclusion of the informal resolution process. If this action is taken, the Student Conduct Administrator will document the end of the informal resolution process and shall initiate a formal investigation. 
   6. Both the Complainant and the Respondent must sign an agreement to engage in the informal resolution process. 
3. Interim Actions
   
   1. If the Student Conduct Administrator is in receipt of information indicating that the Respondent poses a threat of harm or substantial disruption, the Student Conduct Administrator may take administrative action(s) to restrict, suspend, or alter the rights of a student for a temporary period. The interim action(s) will be communicated in writing to involved parties and will remain in place until a final decision on the pending allegations has been made or until the Student Conduct Administrator believes the reason(s) for issuing the interim action(s) no longer exists. These administrative actions are not designed to be punitive, and they are not issued as sanctions.
   2. A student who is restricted from campus or suspended due to interim action(s) may appeal the interim action(s) in writing to the Dean or Vice President of Student Affairs (VPSA) who is over the Student Conduct Administrator, and in the case that a VPSA is the Student Conduct Administrator, to the President of the college, no later than five (5) business days following the effective date of the interim action(s).  This person will determine, within five (5) business days of receipt of the appeal, if the interim action(s) should remain in place, be modified, or lifted. 
   3. Examples of interim actions include, but are not limited to, no contact directives, removal from a class or classes or specific MCCCD locations, administrative removal from campus, administrative/enrollment holds, and temporary suspension.  
   4. Factors considered before issuing interim actions include, but are not limited to, individual safety, community safety, and the need to maintain an academic and work environment free from disruption. If the interim action is temporary suspension or removal from campus, the Student Conduct Administrator will consult with the college’s behavioral assessment team as part of the decision-making process.
4. Notice of Allegations and Investigations 
   
   1. ​​The notice of allegations letter sent to the Respondent will also be sent to the Complainant. The notice of allegation should specify that the investigation will be done to determine, under the preponderance of the evidence standard, if a violation of the policy has taken place. The notice of allegations should outline the particulars of the complaint, the presumption of innocence, an outline of the Respondent’s due process rights, and the contact information for the Student Conduct Administrator.
   2. Investigations will be conducted in a fair and impartial manner. Respondents are treated with a presumption of innocence until such time as it has been adjudicated that a violation of the Student Conduct Code has taken place.  
   3. If during the investigation additional allegations are presented or if allegations outlined in the original notice of allegations have been retracted, the Respondent must receive an amended notice of allegations and shall be allowed to address the new allegations. 
5. Investigation Process
   
   1. At the beginning of the investigation interview, the Student Conduct Administrator will review with the party being interviewed:​​​​​  the Student Conduct Code, the investigation process, how determinations are made, possible sanction(s), the prohibition against retaliation, and appeal options. 
   2.  Students are expected to comply with requests and directives issued by the Student Conduct Administrator performing duties connected to an investigation.  Should a student choose to not participate in the conduct process, the Student Conduct Administrator will proceed with the investigation and make determinations without gaining input from the non-participating student.  
   3.  After the investigative interview, Respondents will be given up to five (5) days to reflect upon and respond to the allegations(s) in writing. The written response should be delivered to the Student Conduct Administrator within that time period. Likewise, Complainants and witnesses will be given up to five (5) days to reflect upon and respond to the information presented and outlined during the investigative interview. The Student Conduct Administrator does not need to provide interview notes or additional information to the student to facilitate this process. 
   4. A student can have an advisor present in all conduct proceedings, but the advisor cannot speak on the student’s behalf.
   5. Involved parties can identify witnesses who have information relevant to the investigation. These witnesses will be contacted by the Student Conduct Administrator who will assess the relevance of the witnesses and conduct interviews as appropriate.   
   6. Complainants and Respondents will be notified in writing when an investigation has concluded and the investigative report has been completed, which will encompass all information except for a final determination.
6. Determinations
   
   1. The Student Conduct Administrator will determine whether it is more likely than not that a student and/or student organization violated the Student Conduct Code.  
   2. The Student Conduct Administrator will consider any mitigating or aggravating factors and determine the appropriate sanctions.
   3. Within five (5) business days of the determination, the Student Conduct Administrator will provide the parties a written decision.  The written decision will indicate whether or not the charge(s) was substantiated and, if the charge(s) was/were substantiated, will outline the remedial action(s) taken including sanctions if applicable, to be issued by the college. The determination letter will summarize the investigation and outline the determination made regarding the allegations outlined in the complaint, as well as state any issued sanction(s) based on a finding of responsibility.
   4. Respondent will be informed of the right to appeal the determination and will be given instructions on how to do so in the decision letter.
7. Appeals
   
   1. The Respondent must submit a written appeal request to the supervising Dean of Students or Vice President of Student Affairs (VPSA), or in the case that the Student Conduct Administrator is the VPSA, the President, no later than five (5) days from the date of the written determination.
   2. If no appeal is filed within the five (5) day window, the determination regarding responsibility for a violation under this policy and sanctions is final. 
   3. Pending the filing of a timely appeal request, the decision by the Dean of Students or VPSA will delay the effective date of the disciplinary sanction. 
   4. The grounds for an appeal are restricted to the following:
      
      1. Procedural irregularity that affected the outcome of the matter, and 
      2. New evidence that was not reasonably available at the time determinations regarding responsibility was made, or that could affect the outcome of the matter.
   5.  The Dean of Students or VPSA will notify the involved parties of a decision regarding the appeal within five (5) days of receiving the appeal request. Both parties to the original investigation will be notified of the appeal decision.
      
      1.  If the appeal is denied, the decision by the Student Conduct Administrator shall be considered final and binding upon all concerned.
      2. If the appeal is granted, the rationale for the decision will be outlined in the decision letter as will the next steps in the process.
         
         1. The appellate body has discretion upon granting an appeal to refer the matter back to the Student Conduct Administrator for re-consideration, or alter the sanction(s) only (including issuing more severe sanctions).
8. Matters Related to Infringement of the Right to Free Expression   
   
   1. As outlined in Arizona Revised Statute 15-1866, any student who engages in individual conduct that materially and substantially infringes on the rights of other persons to engage in or listen to expressive activity is subject to discipline under this conduct code.
   2.  In all disciplinary proceedings involving students, including proceedings involving expressive conduct, a student is entitled to a disciplinary hearing under published procedures that include, at a minimum, all of the following:
      
      1. ​​The right to receive advanced written notice of the allegations.
      2. The right to review the evidence in support of the allegations.
      3. The right to confront witnesses who testify against that student.
      4. The right to present a defense.
      5. The right to call witnesses.
      6. A decision by an impartial person or panel.
      7. The right to appeal.
      8. If either a suspension of more than thirty (30) days or expulsion is a potential consequence of a disciplinary proceeding under this section, the right to active assistance of counsel.
9. Sanctions
   
   1. The following sanctions may be imposed upon any student found to have violated the Student Conduct Code:
      
      1. Warning - a written notice to the student that the student is violating or has violated institutional rules or regulations.
          
      2. Disciplinary Probation - a written reprimand for violation of specified rules or regulations. Probation is for a designated period of time and includes the probability of more severe disciplinary sanctions if the student is found to violate any institutional rules or regulation(s) during the probationary period.
          
      3. Loss of Privileges - denial of specified privileges for a designated period of time which can include, but is not limited to, eligibility for some leadership roles, scholarships, membership in college-affiliated organizations, programs, and activities, and restricted access to college premises.
          
      4. Restitution - compensation for loss, damage or injury. This may take the form of appropriate service and/or monetary or material replacement.
          
      5. Discretionary Sanctions - work assignments, essays, service to the college, or community, apology letters, educational programs, or other related discretionary assignments. (Such assignments must have the prior approval of the Student Conduct Administrator and will have specific due dates.)
      6. Behavioral Requirement - engagement with services or programs designed to address behaviors of concern through education and skill-building. 
      7. College Suspension - separation of the student from all the colleges in MCCCD for a definite period of time, after which the student is eligible to return. Conditions for readmission may be specified. Suspension from ONE college means a suspension from ALL colleges in MCCCD. 
      8. College Expulsion - permanent separation of the student from all the colleges in MCCCD. Expulsion from one college means expulsion from all MCCCD colleges.
      9. Degree/Certificate Revocation - permanent revocation of a student’s degree and/or certificate.  
      10. Other Sanctions - additional or alternative sanctions may be created and designed as deemed appropriate to the offense with the approval of the Student Conduct Administrator.
   2. More than one of the sanctions listed above may be imposed for any single violation.
       
   3. Disciplinary sanctions are part of a student’s educational record. 
       
10. Miscellaneous
    
    1.  Administrative Hold 
       The Student Conduct Administrator may place a temporary administrative hold preventing a student’s registration, transcript release, or graduation if it is necessary to secure the student’s cooperation in the investigation or compliance with an administrative direction. This hold is not a sanction but a necessary step to resolve the complaint promptly.
        
    2. Academic Consequences 
       Violations of the Student Conduct Code can have academic consequences if the violation also constitutes failure to meet standards of performance or professionalism set by the instructor or the program, or if it constitutes cheating, plagiarism, falsification of data, or other forms of academic dishonesty. In such cases, the instructor may award a failing grade for the assignment or the course in such cases, and the program faculty may decide that the student is ineligible to continue in the program. Academic consequences are determined by the faculty and academic administration, and are not dependent on the decisions of the college officials charged with the administration of the Student Conduct Code.
        

Article V: Interpretation and Revision

Any question of interpretation regarding the Student Conduct Code shall be referred to the college official responsible for administration of the Student Conduct Code for final determination.

1. Definitions

For the purposes of this policy, the Maricopa County Community College District has used the following definition of terms.

    A.    "College" includes all colleges, educational centers, skill centers and District office.

    B.    "Educational Records" are any record (in handwriting, print, tapes, film, or other media) maintained by the college or an agent of the college which is directly related to a student, except:

        i.    A personal record kept by a staff member, if it is kept in the personal possession of the individual who made the record, and information contained in the record has never been revealed or made available to any other person except the maker's temporary substitute

        ii.    An employment record of an individual whose employment is not contingent on the fact that he or she is a student, provided the record is used only in relation to the individual's employment

        iii.    Records maintained by the colleges security unit, if the record is maintained solely for law enforcement purposes, is revealed only to law enforcement agencies of the same jurisdiction and the security unit does not have access to education records maintained by the community college.

        iv.    Records made or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional, if the records are used only for treatment of a student or made available only to those persons providing treatment.

        v.    Alumni records which contain information about a student after he or she is no longer an attendant of the community college and the records do not relate to the person as a student

2. Records Request

Official verification of educational records is issued by the Admissions and Records Office/Office of Student Enrollment Services.

3. Fees

If a copy(ies) of a portion or all of the records in a student’s file is requested, the custodian of the records may charge a fee for copies made. However, the willingness or ability to pay the fee will not effectively prevent students from exercising their right to inspect and review (under supervision of a college employee) their records. A fee will not be charged to search for or to retrieve records. Standard fees for printing and duplication services will apply.

4. Annual Notification ( SEE ALSO FERPA EXPLANATION )

Students will be notified of their rights annually by electronic mail in a FERPA Annual Notification. Students rights may also be provided via the following means: FERPA Annual Notification placement on the college website, publication in the college catalog and/or the student handbook:

Individuals requesting admission or enrollment at any of the Maricopa County Community Colleges are asked to provide certain contact information that is collected and used for the purpose of responding to the request. The information collected may include your name, address, telephone number or email address. Maricopa county community colleges and/or its agents, including attorneys and/or collection agencies, may use this information to contact you through various means, including phone calls, text messages, e-mail and postal mail. Communication may include, but is not limited to, information regarding account balances, programs and services that MCCCD offers.

5. Rights of Access to Educational Records

The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. (FERPA defines an “eligible student” as a student who has reached 18 years of age or is attending a postsecondary institution at any age). These rights include:

    A.   The right to inspect and review the student's education records within 45 days after the day the college receives a request for access. 

        1.    Students should submit to the Admissions & Records Office/Enrollment Services written requests that identify the record(s) they wish to inspect at each college they attend. The form to do so may be found here. The college official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the college official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

        2.    There may be occasions when a record may not be copied, especially if doing so may compromise another student or faculty member's privacy. The college or District may deny access to the following records:

            a.    Parents' financial statements;

            b.    Letters of recommendation, if the student has waived his or her right of access;

            c.    Records filed before January 1, 1975; or

            d.    Records not included in the FERPA definition of educational records.

        3.    The Maricopa County Community College District and its associated colleges reserve the right to deny copies of records, including transcripts, in any of the following situations:

            a.    There is an unresolved disciplinary action against the student; or

            b.    The educational record requested is an exam or set of standardized test questions.

    B.    The right to request the amendment of the student's education records that the student believes is inaccurate, or misleading. 

        1.    Students may ask the college to amend a record that they believe is inaccurate or misleading. They should write the college official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. A proper request to correct a student education record must:

            a.    Be written to the College Registrar;

            b.    Clearly identify the part of the record they want to be changed; and

            c.    Specify why the record is inaccurate or misleading.

        3.    Any written request which does not include the required information will not be considered. The requestor will be notified in writing that their request was not properly submitted and they will receive directions on how to resubmit it.

        4.    If the college decides not to amend the record as requested by the student, the college will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing. The FERPA Appeal Process is also outlined in the student handbook and in Appendix S-17 of the MCCCD Administrative Regulations.

    C.    The right to provide written consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent. 

        1.    With the exception of directory information and the various FERPA authorized disclosures without consent, the Maricopa County Community College District or its associated colleges must receive written consent from students before disclosing any personally identifiable information from educational records. The FERPA release of information consent may be found here .

CONDITIONS OF DISCLOSURE WITHOUT CONSENT

FERPA permits the disclosure of personally identifiable information (PII) from students’ education records, without consent of the student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, §99.32 of FERPA Regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student:

1.    To other school officials, including instructions, administrators, supervisors, Governing Board members, academic or support staff, law enforcement and health staff, within the MCCCD whom the college or District has determined to have legitimate educational interests. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities. This includes contractors, attorneys, auditors, collection agents, consultants, volunteers, or other parties to whom the college has outsourced institutional services or functions, provided that the conditions listed in

§99.31(A)(1)(I)(B)(1) – (A)(1)(I)(B)(2) are met. (§99.31(A) (1))

2.    To officials of another school where the student seeks to or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of §99.34. (§99.31(A) (2))

3.    To authorized representatives of the US Comptroller General, the US Attorney General, and the US Secretary of Education, or State and Local Educational Authorities, such as a state postsecondary authority that is responsible for supervising the college’s state supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of federal-or state-supported education programs, or for the enforcement of or compliance with federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement, or compliance activity on their behalf (§§99.31(A) (3) AND 99.35)

4.    In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§99.31(A) (4))

5.    To organizations conducting studies for, or on behalf of, the college, in order to: (A) Develop, Validate, or Administer Predictive Tests; (B) Administer student aid programs; or (C) Improve instruction (§99.31(A) (6))

6.    To accrediting organizations to carry out their accrediting functions. (§99.31(A) (7))

7.    To parents of an eligible student if the student is a dependent for IRS tax purposes. (§99.31(A) (8))

8.    To comply with a judicial order or lawfully issued subpoena.(§99.31(A) (9))

9.    To appropriate officials in connection with a health or safety emergency, subject to §99.36. (§99.31(A) (10))

10.    Information the college has designated as “Directory Information” under §99.37. (§99.31(A) (11))

11.    To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of §99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§99.31(A) (13))

12.    To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the college’s rules or polices with respect to the allegation made against him or her.(§99.31(A) (14))

13.    To parents of a student regarding the student’s violation of any federal, state, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(A) (15))

Students who believe that MCCCD or an agent of the college has disclosed information contrary to the provisions outlined in this section may submit a grievance via the non-instructional complaint resolution process. The process is posted at: S-8 Non-Instructional Complaint Resolution

D.    The right to file a complaint with the US Department to Education concerning alleged failures by the college to comply with the requirements of FERPA. 

The name and address of the Office that administers FERPA is:

Family Policy Compliance Office

US Department of Education

400 Maryland Avenue SW

Washington, DC 20202-5920

E.    2012 FERPA Amendment: As of January 3, 2012, The U.S. Department Of Education’s FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records—including social security number, grades, or other private information—may be accessed without student consent. for more information on this amendment, please see: FERPA

F.    Student Directory Information

    1.    A Maricopa County Community College may release directory information about any student who has not specifically requested the withholding of such information. Students who do not want directory information released may so indicate during the admissions process or notify the Admission & Records Office/Enrollment Services.

        A.    Students should consider very carefully the consequences of a decision to withhold directory information. A privacy block will call for the college or District to not release this directory information. Therefore, any future requests for such information from non-institutional persons or organizations will be refused.

    2.    Students may request their college to withhold the sharing of directory information by filling out a request to withhold directory information form and submitting that form to the college Admission & Records Office/Enrollment Services.

    3.    Directory information is considered public information. At any Maricopa County Community College, directory information is defined as a student's:

        A.    Name

        B.    Address

        C.    Phone Number

        D.    MCCCD Email Address

        E.    Photograph/Electronic Image

        F.    Place of Birth

        G.    Major Field of Study

        H.    Current Enrollment Status

        I.    Participation in Officially Recognized Activities

        J.    Dates of Attendance

        K.    Degrees Awarded

        L.    Awards and Academic Honors Received/Dean’s List Selection

        M.    Previous Institutions Attended

        N.    Program and promotional materials on participants in various sports and similar public activities, including weight and height of athletic team members.

        G.    Disclosure to Parents

        In accordance with federal law, college officials may disclose educational records to parents of a student who have established the student's status as a dependent according to the Internal Revenue Code of 1986, section 152, without the written consent of the student.

RELEASE OF DIRECTORY (PUBLIC) INFORMATION

At its discretion, the college or District may provide directory information in accordance with the provisions of FERPA. Types of information considered as directory information are listed below. Additional information may be found at: DISTRICT.MARICOPA.EDU under Consumer Information.

BLOCKING THE RELEASE OF DIRECTORY (PUBLIC) INFORMATION

By default, a college or District may release a student's directory information. Students may prohibit (or block) the public disclosure of directory information by completing a PRIVACY BLOCK form.

Students should consider very carefully the consequences of a decision to withhold directory information. A privacy block will call for the college or District to not release this directory information. Therefore, any future requests for such information from non-institutional persons or organizations will be refused.

Although the college or District will honor a student's request to withhold directory information, it cannot assume responsibility to contact the student for subsequent permission to release this information. Regardless of the effect upon the student, the college or District assumes no liability as a result of honoring a student's instructions to withhold such information.

ADDITIONAL INFORMATION :

•    If a student blocks directory information, it still may be inspected by those MCCCD officials authorized by law to inspect education records without consent.

•    If a student chooses to block directory information, it cannot be released to friends, family, prospective employers, the news media, advisors, student activities, and honors societies.

•    Some reasons for considering a privacy block on directory information include harassment or the advice of a legal or medical professional.

•    If a student wishes to keep public data private but release information so it can be published in commencement programs and honors lists, contact the office of admissions & records/enrollment services at the appropriate college(s).

If a student wishes to remove the privacy block, he or she must rescind the previous block. The college and District cannot assume responsibility to contact students for subsequent permission to release this information. It is the sole responsibility of the student to initiate the release of blocked information.

USING SOCIAL SECURITY NUMBERS

Due to identity theft concerns and privacy issues, students will no longer be asked to provide a social security number as a personal identifier. Instead, students will be assigned a student id number upon enrollment that can be used to access education records, as needed.

1. District Student Employees 
   
   1. Introduction
      Students may be employed by the college as student help. District regulations require that students be hired in essential jobs and that they be properly trained and supervised.
   2. Philosophy and Workload for Student Employees
      
      1. It shall be the philosophy of Maricopa Community College District that a student may work to augment college and living expenses, however, the scholastic endeavor should be foremost. Sufficient time should be allotted for classroom attendance, homework, out-of-class study and participation in activities.
      2. A workload of twenty (20) hours per week should be established as the maximum number of hours a student employee may work on campus. All student employees shall be enrolled in a minimum of three (3) semester credit hours. Any combination of day and evening hours would meet this requirement. Any student employee having special reasons to work over 20 hours per week or having dropped below three (3) credit hours should request his/her immediate supervisor to obtain approval from the College president or his/her designee.
      3. During the summer sessions, students may be eligible for employment if they were enrolled for a minimum of three (3) semester credit hours at the end of the spring semester, or if they have been accepted for admission for the fall semester. Exceptions to the three (3) semester credit hours may be made by the president, or his/her designee. Summer shall be designated as the time from the official end of the spring semester to the beginning of classes for the fall semester.
   3. Student Employee Benefits
      As student employees, there are no entitlements to employee benefits; i.e., vacation, retirement, sick leave, health and life, or disability insurance. Students will, however, be covered under Worker's Compensation Insurance.
   4. Student Employment Records
      Student employee records will be maintained at the Financial Aid office, the office of the fiscal agent or the Career/Placement Office and will be reviewed periodically by the vice president of students affairs.
   5. Student Compensation
      The hourly rate of pay for student employees shall coincide with the policies of the District Salary Schedule.
   6. Employee Contracts and Forms (See Appendix FM-3)
   7. Student Employee Grievance Procedure
      Part-time student employees working for one of the Maricopa Community Colleges may wish to file a grievance relating to certain working conditions or violation of student employment regulation. Please refer to the Non-Instructional Complaint Resolution Process (AR 2.3.12)
2. Student Security Guards
   
   1. Introduction and Philosophy
      Students may be employed by the college as student help. If student guards do not come from the ranks of Administration of Justice classes, they must undergo appropriate training to qualify them as student guards. This training program is outlined in the regulation.
   2. Workload of Student Security Guards
      
      1. Student security guards shall be enrolled for a minimum of three (3) semester hours.
      2. Student security guards shall be limited to 20 hours per week when the workweek starts at 7:00 a.m. on Monday and concludes at 11:00 p.m. on Friday. Additional hours may be worked if guards are assigned special duty at games or activities held on campus during the weekend, or if guards are assigned a shift on Saturday and Sunday, between 7:00 a.m. and 11:00 p.m.
   3. Students not in Administration of Justice Program
      
      1. Use of student other than those in Administration of Justice Program:
         1. Selection of the student must be personally approved by the vice president of students affairs and chief of security.
         2. Selection of a student should not extend beyond one semester without the approval of the vice president of students affairs.
         3. Selected student must undergo a special training program directed by the chief of security and approved by the vice president of students affairs.
      2. Recommended program for students other than those in Administration of Justice programs: Students employed by campus security who are not majors in the Administration of Justice program should be given at least twenty (20) hours of training with pay before being allowed to function independently as a campus security guard. This training should include, but not be limited to instruction in:
         1. Wearing of the uniform, general appearance, and demeanor
         2. The use of the various security report forms and how to properly complete them to provide requested information; General report writing methods
         3. Public relations methods used on the campus
         4. Crime prevention methods used on the campus; Patrol methods used in buildings and grounds.
         5. Basic techniques for interviewing students, faculty and visitors relative to the incidents
         6. Laws and regulations governing the actions of campus security personnel concerning rendering of assistance to students, faculty and visitors on the campus
         7. Basic first aid
   4. Student Security Guards Employee Benefits
      As student employees there are not entitlements to employee benefits; i.e., vacation retirement, sick leave, health and life, or disability insurance. Students will, however, be covered under Worker's Compensation Insurance.
   5. Student Employment Records
      The student security guard's employment records will be maintained at the office of the chief of security and reviewed periodically by the vice president of students affairs.

Student governing bodies derive their authority from the Maricopa County Community College District Governing Board that exists in accordance with Arizona Revised Statutes. The administration of the District is vested in the Chancellor who delegates responsibility for each college to the college president who serves in a management and policy implementation capacity having the ultimate responsibility for all activities of the college. The president shall designate the administrator(s) (i.e., directors of student leadership) at each college who will be charged with the responsibility for working with the college student governing body(ies) in the development of college student activities and programs.

A representative form of student governance may exist at each college/center as well as district wide to provide an effective means of communication among students, faculty, staff and administration and to provide student input in college and District matters. Eligibility requirements are to be met and spelled out in detail in each student governance constitution. These constitutions shall establish the minimum requirements for the elective/appointive officers. All student government constitutions shall be submitted to the Governing Board General Counsel to ensure compliance with federal and state laws, the Maricopa Community Colleges Governing Board Policies and the Chancellor's Administrative Regulations. Since Rio Salado Community College is a countywide non-campus college, the president shall ensure that opportunities exist for student involvement.

College student constitutions should be reviewed annually by student governance. The appropriate vice president or designee of each college shall be responsible for submitting any changes to the president of the college for transmittal to the Governing Board General Counsel.

1. Officers/Members
   All reference in this document to positions will designate whether the position is an officer position or a member position.

   Each student governance constitution shall define which of its elected positions (maximum of 5) within its structure shall be designated as officers. The persons filling those positions shall be referred to, in this document, as officers. Persons filling all other positions, elected or appointed, shall be referred to as members (excluding non-voting committee members).

   All positions filled by election shall be considered as elected positions, even though the person filling the position may have been appointed to fill an unexpired term of another individual.

2. Designation
   Colleges with two (2) student governments shall designate the governments as "day" or "evening." Colleges with one (1) government shall be considered day students, for the purposes of this document.
3. Eligibility for Office
   All student governance constitutions shall prescribe that all persons elected or appointed as officers shall be enrolled in and maintain a minimum of six (6) credit hours for day student governments, three (3) credit hours for evening student governments. Officers shall have and maintain a minimum cumulative grade point average of 2.50 and be in good standing (not on probation) according to the written district policy. Convicted felons shall be ineligible for office (ARS § 13-904). The constitution may, however, set more rigid requirements, if so desired by college student governance.
4. Tenure of Position
   Tenure in any student governance position shall be determined by the respective student governance constitutions. In no case shall any student be allowed to serve in any combination of officer/member positions beyond a total of ten (10) semesters. Tenure in any combination of officer positions shall be limited to four (4) semesters.
5. Removal from Office
   Provisions shall be made in all student governance constitutions for removal for cause of individuals from elected or appointed student governance positions.
6. Remuneration Limitations
   
   1. Student body officers may receive financial support and/or a letter grade in a leadership class during their terms of office as authorized in their respective student governance constitutions. Student body officers (maximum 5) may receive up to twenty (20) hours per week in financial support and/or up to six (6) credit hours in leadership classes per semester. Remuneration shall be for services rendered and not for merely holding the office.
   2. For qualifying students, Federal Work Study (FWS) funds may be used in accordance with Federal guidelines.
   3. The allowance for awarding honorariums or scholarships for executive student officers is a maximum of $200.00.
   4. Compensation may be received for both honorariums/scholarships and college employment in the same semester.
7. Amending Student Constitutions
   College student constitutions should be reviewed annually by student governance. The appropriate vice president or designee of each college shall be responsible for submitting any constitutional changes to the President of the college for transmittal to the Governing Board General Counsel.

8. Student Governance Advisors
   College organization advisors will be provided for in each student governance constitutions. Such advisors shall be full-time or part-time employees of the Maricopa Community Colleges.

   Recommendations for appointment of an advisor may be submitted to the appropriate vice president or college president. Recommendations for dismissal of an advisor with just cause may be submitted to the appropriate vice president or college president.

9. Legal/Fiscal/Financial Matters
   Authority and responsibility beyond the scope specifically covered in student policies, or interpretation of such matters within laws, board policies, etc. shall rest with the offices of General Counsel and Chancellor, respectively.
10. Final Authority
    ​In the event of a complete breakdown of the governance body, the college president will serve as the final authority.

Student Clubs and Organizations

In addition to student governing bodies, student clubs and organizations may be formed that fall under the operational direction of the Office of Student Life and Leadership and the administrative direction of the Vice President of Student Affairs at each college. Student clubs and organizations are generally interest-based in nature (such as for a particular program, discipline, or college activity) and are considered to be an important part of the total college experience. Each college shall outline the requirements necessary to establish the formation of an interest-based student club and organization (i.e., mission/purpose, size, structure, advisors). Club advisors shall be employees of the Maricopa County Community College District.

In most instances, student clubs and organizations shall be open to all students who are enrolled in credit courses at a Maricopa Community College. Pursuant to ARS §15-1863, religious or political student organizations may determine that the organization’s internal affairs, selecting the organization’s leaders and members, defining the organization’s doctrines, and resolving the organization’s disputes are part of the organization’s religious or political mission and that only persons committed to that mission should conduct such activities. For religious and political organizations, state statute recognizes the role that viewpoint serves in the mission and purpose of the organization’s operations. Thus, such groups may elect to select members based upon organizational doctrine. The MCCCD may not deny recognition or any privilege or benefit to a religious or political student organization or group that exercises its rights pursuant to the statute.

Whereas ARS §15-1863 allows religious and political organizations to determine their internal affairs and the selection of their leaders and members, the MCCCD non-discrimination policy is applicable to all other aspects of these student clubs and organizations.

Administrative Regulation 2.5.6 Lost or Stolen Records has been repealed and is no longer effective.

Please refer to the following Administrative Regulations: 4.22 Statement on Privacy,  4.23 Written Information Security Program, 4.24 Information Security and Privacy Incident Response Plan

This policy is intended to specify the disability documentation required that will qualify Maricopa County Community College District (MCCCD) students for reasonable and appropriate academic adjustments through each college’s Disability Resources and Services (DRS) office.

Only accommodations granted by the respective college DRS office and communicated to faculty through a Faculty Notification Letter (FNL) will be recognized by the District as approved accommodations for students with disabilities.

Faculty are not required to provide reasonable accommodations/academic adjustments to students with disabilities unless the student has registered with DRS and engages in the interactive process.

 I.  General Eligibility Requirements

1. To receive services from the DRS, a student must be admitted and enrolled as an MCCCD student.
    
2. The student must provide the DRS office with documentation of a qualifying disability that verifies the nature and extent of the disability prior to receiving any accommodation or academic adjustment.
    
   
   1. Any of the following submitted by an individual seeking admission to MCCCD is sufficient to establish that the individual is an individual with a disability: 
      1. Documentation that the individual has had an individualized education program in accordance with Section 614(d) of the Individuals with Disabilities Education Act, including an individualized education program that is not current on the date of the determination that the individual has a disability. MCCCD may ask for additional documentation from an individual who had an individualized education program but who was subsequently evaluated and determined to be ineligible for services under the Individuals with Disabilities Education Act, including an individual determined to be ineligible during elementary school.
      2. Documentation describing services or accommodations provided to the individual pursuant to a Section 504 plan as defined in Section 15-731. 
      3. A plan or record of service for the individual from a private school, a local education agency, a state educational agency or an institution of higher education provided in accordance with the Americans with Disabilities Act of 1990. 
      4. A record or evaluation from a relevant licensed professional finding that the individual has a disability.
      5. A plan or record of disability from another institution of higher education. 
      6. Documentation of a disability due to service in the uniformed services.
          
   2. If a student does not have documentation, they are still required to follow the application and intake process, which includes meeting with a DRS representative and participating in the interactive process. Additional documentation may be required to establish the need for an academic adjustment/accommodation after a student has been identified as a student with disabilities (see Section IV(f)).
       
   3. Provisional accommodations may be granted to a student by DRS to assist students while they collect appropriate documentation to support their eligibility for accommodations/academic adjustments. Such provisional accommodations must not exceed thirty (30) days, unless such extensions are granted due to extenuating circumstances. In these cases, an additional thirty (30) days of provisional accommodations may be granted. Any extension request beyond the additional thirty (30) days must be reviewed by the District ADA/504 Coordinator. Such extension must be based on extenuating circumstances beyond the control of the requesting student,and is not guaranteed.
   4. In the case of compressed classes (classes shorter than the standard 14 or 16-week schedule), provisional accommodations (as defined in 2.3 above) should be granted when the student has provided proof of a disability (as outlined in 2(A)(1-6)) and either supporting documentation regarding the need for academic adjustments/accommodations or other information at the intake meeting (or other meeting/email exchange  with the DRS office) to support the need for academic adjustments/accommodations in order to access education and/or the educational environment. Reasonable provisional accommodations should be granted for compressed classes until such time as formal approval of academic adjustments can be arranged, a determination is made that the student is not eligible for reasonable accommodations/academic adjustments, or thirty (30) days of provisional accommodations have passed. The DRS office and the student requesting accommodations/academic adjustments should work together to ensure reasonable accommodations are granted promptly. Nothing in this paragraph is intended to disturb DRS processing of accommodation requests or the need for reasonable documentation to support the request for accommodations/academic adjustments.

II.  Who is Eligible for Services

1. To be eligible for DRS support services, a student must have a disability as defined by federal law (Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, and the Americans with Disabilities Act Amendments Act of 2008 (ADAAA).
    
2. An individual with a disability is a person who has a physical or mental impairment which substantially limits one or more major life activities. These persons are protected by Section 504 of the Rehabilitation Act and the Americans with Disabilities Act. Individuals with a record of such an impairment and individuals who are regarded as having such an impairment are also protected by these federal laws.
    
3. The definition of “disability” in Section 504 and the ADA should be interpreted to allow for broad coverage.

 III.  Definitions

1. Academic Adjustment means: a modification of a non-essential academic requirement, an examination, or an institutional rule that is necessary to provide access to the academic and educational environment. Academic adjustments may include changes in the length of time permitted for completion of degree requirements, substitution of specific courses required for the completion of degree requirements, and adaptation of the manner in which specific courses are conducted. Academic adjustments may not substantially or materially alter the course modality, curriculum, competencies or degree requirements.
    
2. Accommodation means: an alteration of environment, curriculum format, or equipment that allows a student with a disability to gain access to content and/or complete assigned tasks. Accommodations allow students with disabilities to pursue a regular course of study. Since accommodations do not alter what is being taught, instructors should be able to implement the same grading scale for students with disabilities as they do for students without disabilities.
   
   Examples of accommodations include, but are not limited to, sign language interpreters for students who are hearing impaired, computer text-to-speech, computer-based systems for students with visual impairments or dyslexia; extended time for students with fine motor limitations, visual impairments, or learning disabilities, and large-print books and worksheets for students with visual impairments.
    
3. Current Documentation means: documentation of a diagnosed physical or mental impairment that is dated within 5-7 years. Adult norms must be used for all testing provided as documentation.
    
4. Major Life Activities include, but are not limited to: functions such as caring for one’s self, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, thinking, communicating and working. Major life activities also include major bodily functions such as functions of the immune system, normal cell growth, and digestive, bowel, bladder, neurological, brain, respiratory, circulatory, endocrine, and reproductive function.
    
5. Mental Impairment means: any mental or psychological disorder, including but not limited to, intellectual disabilities (intellectual developmental disorder), organic brain syndrome, emotional or mental illness, specific learning disabilities, post-traumatic stress disorder, depression and bipolar disorder. The phrase substantially limits must be interpreted without regard to the ameliorative effects of mitigating measures, other than ordinary eyeglasses or contact lenses. Mitigating measures are things like medications, prosthetic devices, assistive devices, or learned behavioral or adaptive neurological modifications that an individual may use to eliminate or reduce the effects of an impairment. These measures cannot be considered when determining whether a person has a substantially limiting impairment. An impairment that is episodic or in remission is a disability if, when in an active phase, it would substantially limit a major life activity. For example, a student with bipolar disorder would be covered if, during manic or depressive episodes, the student is substantially limited in a major life activity (e.g., thinking, concentrating, neurological function, or brain function).
    
6. Physical Impairment means: a physiological disorder or condition, a cosmetic disfigurement, or an anatomical loss, that affects one or more of the following body systems: neurological; musculoskeletal; special sense organs (which would include speech organs that are not respiratory such as vocal cords, soft palate, tongue, etc.); respiratory, including speech organs; cardiovascular; reproductive; digestive; genitourinary; hemic and lymphatic; skin; and endocrine. Examples include, but are not limited to, orthopedic, visual, speech, and hearing impairments, cerebral palsy, epilepsy, muscular dystrophy, multiple sclerosis, cancer, heart disease, Diabetes, HIV (symptomatic or asymptomatic), tuberculosis, drug addiction, and alcoholism.

IV.  Procedures

1. General Procedures
   
   1. The DRS office alone is responsible for evaluating documentation and determining eligibility and reasonable academic adjustments/accommodations.
       
   2. Any instructor, academic staff member, or support staff (i.e., admissions of financial aid employees) who receives a request from a student for accommodations/academic adjustments due to a disability must refer the student to the college’s DRS office.
       
   3. All requests for academic adjustments/accommodations shall be considered on an individual, case-by-case basis and all reasonable and appropriate requests for academic adjustments/accommodations from eligible students shall be considered by DRS. DRS may exercise its right to require additional documentation in support of a request for academic adjustment/accommodation.
       
   4. Academic adjustments/accommodations are determined by the DRS Office through an interactive exchange (the interactive process) with the eligible student. The interactive  exchange may continue during the course of the year and may involve faculty members’ input regarding the terms and conditions of the course or program of study. Accommodations/  academic adjustments in the classroom environment shall require participation of course faculty.
       
   5. MCCCD is not required to provide “best” or “most desired” accommodations, but rather a reasonable accommodation sufficient to provide the eligible student equal access to the educational environment/activities.
       
   6.  MCCCD shall continue the interactive process to establish a reasonable accommodation for an individual pursuant to Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 until it finds an accommodation or accommodations that meet the needs of the individual and do not impose an undue burden on college/district.
       
2. Material Alteration of class or certification requirement
   
   1. If a faculty member believes the DRS approved academic adjustment/ accommodation would alter an essential academic course competencies, curriculum, or a licensing requirement, the instructor shall meet with the DRS office as part of the interactive process. In the event this issue was not previously addressed in the interactive process, a conversation with DRS should take place within five (5) days of the faculty member’s receipt of the Faculty Notification Letter outlining the approved academic adjustment/accommodation. The Parties will attempt to resolve the concern.
       
   2. If the faculty member’s concerns are not resolved after the meeting with the DRS Manager/Director, the faculty member and the DRS Manager/Director will meet with the Chief Academic Officer, or designee, and the District ADA/504 Coordinator to resolve the concern. This meeting should take place within three (3) days of the meeting between the DRS Manager/Director and the faculty member. The Chief Academic Officer’s decision is final.
       
   3. Any change in the DRS Office’s initial recommendation resulting from the meeting with the Chief Academic Officer will be communicated to the student by the DRS Office and the interactive process will continue in an effort to provide reasonable and appropriate academic adjustments/accommodations.
3. Recipients of federal funds are prohibited from intimidating, threatening, coercing, discriminating or otherwise retaliating against any individual for the purpose of interfering with any right or privilege secured by this policy or by federal and/or state law. Any retaliatory action by instructors, supervisors, managers, academic professionals, administrators, or other employees who have the authority to take adverse action against a complainant or witness is strictly prohibited and may be grounds for disciplinary action.

V.  Rights and Responsibilities

1. Students served by Disability Resources and Services have the right:
   
   1. to an equal opportunity to access course information and materials
       
   2. to an equal opportunity to participate in and benefit from the college community
       
   3. to choose whether or not to disclose the nature of their disability to their professor(s). The information the student provides to DRS is protected by FERPA.
       
   4. to request reconsideration of accommodation determinations if dissatisfied with the granted accommodations because they believe their disability(ies) is/are not being properly accommodated or if they believe they have been discriminated against during the interactive process.
       
   5. To be free from retaliation for seeking redress under this or other district policy. 
       
2.  Students served by Disability Resources and Services Responsibilities:
   
   1. Self-identify to DRS as having a disability and provide accurate, recent, and  timely documentation.
       
   2. Check MCCCD email and/or DRS Connect portal for updates and announcements.
       
   3. Request accommodations each semester in a timely manner and understand that a late request does not constitute retroactive adjustments.
       
   4. Notify DRS if classes are dropped or added.
       
   5. Ensure that instructors have received the Faculty Notification Letter once it has been issued through DRS Connect.
       
   6. Communicate directly with DRS regarding exam accommodations, such as taking exams in the testing center, and stay in communication about the time and place for such exams.
       
   7. Contact DRS in a timely manner if having any difficulty securing or arranging  accommodations.
       
   8. Promptly return any borrowed or assigned equipment (as an accommodation) to DRS when it is no longer needed.
       
   9. If approved for note taking or audio recording services, understand that these services are for personal use only and may not be shared. In addition, the student must understand that you must be present in class to receive these  services.
       
   10. Understand that requesting accommodations does not mean that the student’s request will be approved.
        
   11. Meet the same standards—academic, technical, performance, and  behavioral—expected of all Maricopa County Community College students.
        
   12. Accommodations may be granted on a provisional basis (30 days). This may be based on the need for additional documentation. In these cases, the student will need to update their documentation to receive accommodations beyond the 30 days. The student must understand that approval will be based on a review of the new documentation and there is no guarantee that the provisional (or any) accommodations will be approved.
        
   13. Understand that faculty are not required to provide any accommodation that fundamentally alters the nature of their course or lowers the academic standards.

VI. General Disability Documentation Guidelines

Physical Disabilities

Maricopa County Community College District, Disability Resources and Services will accept current diagnoses of physical disabilities that are based on appropriate diagnostic evaluations administered by trained and qualified (i.e., certified and/or licensed) professionals (e.g., medical doctors, ophthalmologists, psychologists, neuropsychologists, audiologists).

Learning Disabilities

Maricopa County Community College District, Disability Resources and Services will accept diagnoses of specific learning disabilities that are based on comprehensive, age-appropriate, psychoeducational evaluations that demonstrate current functional limitations of the disability.

The assessment must be administered by a trained and qualified (i.e., certified and/or licensed) professional (e.g., psychologist, school psychologist, neuropsychologist, educational diagnostician) who has had direct experience with adolescents and adults with learning disabilities, including all battery scores in addition to evaluative notes.

 Attention Deficit Hyperactivity Disorder (ADHD)/Attention Deficit Disorder (ADD)

Maricopa County Community College District, Disability Resources and Services will accept current diagnoses of ADHD that are based on age-appropriate, diagnostic evaluations, administered by trained and qualified (i.e., certified or licensed) professionals (e.g., psychiatrists, psychologists, or neuropsychologists). Submitted documentation must demonstrate current functional limitations of the disability.

Psychiatric Disabilities

Maricopa County Community College District, Disability Resources and Services will accept current diagnoses of psychiatric disabilities that are based on comprehensive and appropriate diagnostic evaluations completed by trained and qualified (i.e., licensed or certified) professionals (e.g., psychologists, psychiatrists, neuropsychologists, school psychologists).

Submitted documentation must demonstrate current functional limitations of the disability.

VII.  Additional Documentation Guidelines and Resources

The Maricopa County Community College District, Disability Resources and Services can provide a “Disability Verification Form” that can be completed by a trained and qualified professional, or the professional may choose to submit a letter. The letter must be on letterhead, with date and signature (including license number, if applicable), and must include the following:

1. a diagnostic statement identifying the disability (including the date of the diagnosis)
    
2. current severity/impact of the disability (mild/moderate/severe)
    
3. an assessment of major life activities that are impacted by the disability (e.g., learning, concentration, class attendance, social interactions, reading, walking, etc.) and
    
4. specific recommendations for accommodations.  The DRS office alone is responsible for evaluating documentation and determining eligibility and reasonable academic adjustments/accommodations.

VIII. Request for Reconsideration and Grievance Procedure

1. Request for Reconsideration 
   
   1. If a student is unsatisfied with either the academic adjustments/ accommodations granted by the DRS office or the denial of academic adjustments/accommodations, the student should submit in writing to the respective college DRS Manager/Director the specific reason(s) they are unsatisfied and the redress they seek. The DRS Manager/Director will respond to this communication within five (5) business days. The communication should outline the Manager/Director’s response as well as if there has been a determination that an adjustment or change of accommodation status is warranted.
   2. If the student is still dissatisfied with their academic accommodations or the denial of their accommodations, the student may submit a formal request for reconsideration of accommodation to the accommodation review committee (ARC).
      1. The request for reconsideration must be made in writing within ten (10) business days of the mailing of the DRS response to the initial request for reconsideration.
      2. This written request should be delivered to the District ADA/504 Coordinator and must include a statement of desired outcome. In reviewing a request for reconsideration, the ARC will rely on the documentation available to the DRS at the time of the initial decision in making accommodation determinations.
      3. The ARC shall consist of two (2) DRS Managers/Directors from colleges unaffiliated with the student, and one Equal Opportunity & Title IX Regional Program Director.
          
   3. The ARC will respond to students within ten (10) business days of the district ADA/504 coordinator receiving the request for reconsideration.
   4. The ARC may uphold the original accommodation determination or may return the matter to the granting college's DRS team to revisit the interactive process. The decision of the ARC shall be final. Any changes to accommodations will be communicated to the student by the DRS office. Accommodations are not retroactive.
2. Grievance Procedure
   
   1. If a student believes they have been subject to unlawful discrimination based on their disability, the student may file a complaint under the Discrimination Complaint Procedures for Students.

Although any student may register for fewer than twelve credit hours, a student with a disability may request a reduced academic load as a reasonable and appropriate accommodation. A college Disability Resource Services (DRS) professional may certify that a student who is afforded a reduced academic load as an accommodation for a disability shall nevertheless be deemed a full-time student. Such certification shall be solely to enable the student to seek eligibility for health insurance benefits and to seek eligibility to comply with mandates of the National Junior College Athletic Association. The college DRS professional will certify that a student may be deemed a full-time student as provided under this regulation only on a semester-by-semester basis.

The appropriate college offices will receive documentation of the DRS professional’s certification from the professional or the student. An incoming student may apply for such certification upon acceptance to the college. Requests for certification must be made prior to the beginning of each semester. Every attempt will be made to accommodate these requests.

The following criteria also apply:

1. Students taking a reduced course load must register for at least 6 credit hours (based on DRS approval) during the regular fall and spring semesters. It is recommended that students register for at least three (3) credit hours during the summer to offset the impact of academic eligibility.
2. Students taking a reduced course load must maintain satisfactory academic progress standards as defined by the College catalog.
3. The reduced credit load may result in an adjusted financial aid package. There may be additional ramifications including, but not limited to, extra time to complete college, insurance coverage, Vocational Rehabilitation funding, etc.
4. Eligibility for Federal Stafford Loans may be reduced according to the total number of credit hours taken in the full academic year. A student, taking a reduced course load, must be at least half time in a semester (6 credits) in order to receive a Stafford Loan.
5. The amount of Federal Financial Aid (Title IV) awarded is based on the actual number of cerdit hours taken.
6. Requirements for continuation of funding through Vocational Rehabilitation may differ. The student must contact his/her VR counselor to determine how a reduced course load will impact their funding.
7. The National Junior College Athletic Association (NJCAA) has published standards in regard to the designation of Certified Disabled Student-Athlete in Article V Section J of the NJCAA bylaws. This procedure addresses the NJCAA criteria for reduced course loads.

Application Process

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 (see Appendix S-10), 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.

The Maricopa Community College District is committed to ensuring equal access to information, programs, services and activities through its technologies, Web pages, and resources both in the academic and work environments. This regulation establishes that Electronic and Information Technology (EIT) that are used to conduct the business of the Maricopa Community Colleges shall adhere to established accessibility standards and guidelines.