Resource Guide

  • Title 5

    Title 5 is the Education Title of the California Code of Regulations.  A regulation is a rule adopted by a state regulatory agency to implement, interpret, or make specific the law enforced or administered by it or to govern its procedures.  Title 5 regulations have the force of law.  Regulations for community colleges are found in Division 6 beginning with #50001. It is availabe online HERE.

    Board Policies

    The Board Policies and Administrative Procedures for the Santa Clarita Community College District are broken out by major area and are listed HERE. To locate a policy or administrative procedure, click on the section the policy would fall under.

    Collective Bargaining Agreements

    The District is responsible for collective bargaining with each of the District’s three bargaining units, the COC Faculty Association (COCFA), the Part-Time Faculty United AFT (American Federation of Teachers), and the California School Employees Association (CSEA).  All bargaining units have collective bargaining agreements.  The District also has a “meet and confer” relationship with confidential employees.

    Decision Making Guide

    This handbook defines the campus shared governance procedures.

  • Parking

    Staff members must display a valid Staff Parking Permit which must be displayed clearly from the rear view mirror when parking in the college parking lots. Staff may park in staff or student lots. Parking lot 12 is for Early Childhood Education parking only until 5:00 p.m. After 5 p.m. staff can park in the parking lot. A citation will be issued to all vehicles that do not have a Early Childhood Education parking pass displayed in their vehicle. STUDENT LOTS - Student parking permits must be clearly displayed from the rear view mirror when parking in the student college parking lots. MOTORCYCLES - shall park in designated motorcycle parking areas located in lot's 4, 13 and 15 (Valenica campus) lot 2 (Canyon Country campus). They shall have a student motorcycle permit clearly displayed.

    Campus Phones

    Voicemail Guide

    The main telephone number for the campus and the district office is (661) 259-7800.  All campus extensions are four digits.  You can dial directly from off-campus by using the (362) prefix and the four-digit extension -- 661-362-ext.  When making calls on campus, call the four-digit extension of the party you are attempting to reach.  When making outside calls, press 9 for an outside line and the number of the party you are attempting to reach.

    Finding Telephone Numbers

    Phone directories are available to assist in locating district employees.  The current directory is located on the intranet and in paper copy distributed each year. However, with new employees being added weekly, call the switchboard at ext. 0 for the most current phone directory.

    Keys

    To request keys for doors, desks, and cabinets please complete a Key (Access) Requisition Form.

  • Computer Equipment & Software

    Computer Support Services will assist you with each step of the process for purchasing a new computer or related equipment.  The following is a brief description of some of the practices that are used at College of the Canyons.

    For new employees that are filling new positions, a computer will be purchased. Computer Support Services will contact the employee and their supervisor to develop specifications and obtain appropriate bids.  New employees who fill existing positions will inherit the computer system for that position.  If a laptop is desired over a desktop system, the cost of the laptop generally cannot exceed the cost of purchasing a desktop unit.  However, additional funds from the department’s operating budget can be used to augment the allocation for any system.  Specialized software, printers, and other peripherals will be evaluated as needed based on available funding.  Replacement equipment will be purchased on regular cycles as specified in the Technology Master Plan.  Contact Computer Support at ext. 3535 if you have any questions or would like to obtain a quote on a computer system.

    Quick Links:

    Resources

  • Mail Services

    A mailbox is assigned to you or your department in the Switchboard office in Canyons Hall on the Valencia Campus or Quad 5, Room 502A on the Canyon Country Campus. Within your department you many also have a mailbox assigned to you. You need to check your mail frequently, as this is one of our main methods of communication. Daily mail service will be provided to and from the Canyon Country Campus.

    US Mail

    Services provided for handling domestic and international mail are comparable to those offered by the U.S. Postal Service; however, postage stamps are not offered for sale through the District. Special services are provided such as handling registered or certified mail.  Before preparing bulk mail, contact the Mailroom for instructions.  Employees may not have personal mail delivered to the District.

    Mail pick-up and delivery runs are made daily to the District office.  All mail, including stamped personal mail, picked up from the mailroom is processed and delivered to the U.S. Post Office the same day.  If you need to get something postmarked, it must be to the switchboard by 2:45 p.m. Monday through Friday.

    Express Mail

    Express mail envelopes and labels are available in the mailroom.  When the materials are filled out and ready, return them to the mailroom before 2:45 p.m.  They will be delivered to the Post Office for next day delivery.

    Inter-Office Mail

    The District uses interoffice mailing envelopes.  To ensure efficient delivery, clearly write the complete name of the person receiving the mail and the location, and place in the appropriate mailbox located behind the switchboard.

    Email

    Information on access to e-mail can be obtained from Computer Support Services at ext. 4953

    Whom to Contact

    For any mail or delivery-related questions, call the mailroom/switchboard at ext. 0.

  • Hiring Paperwork

    Upon hire, new employees must complete all necessary personnel and payroll forms.  All forms must be received and approved by Human Resources, with the exception of college assistants, who are processed through the Student Employment Office. Paychecks cannot be processed until Human Resources has all necessary paperwork completed and has forwarded it to payroll.

    Direct Deposit

    All employees are eligible to have their paycheck deposited directly into their bank or credit union account.  The money goes into the employee’s checking or savings account and is available on pay day.  Employees interested in direct deposit must complete a Direct Deposit Authorization form and forward it to payroll.  All direct deposit notices are mailed to the employee on pay day.

    See employee page for your classification for more details on timesheets, overtime, leaves, deductions, and pay day information.
  • For more information on Benefits, go HERE

  • Copiers

    Some photocopiers are available for use in individual offices or departments. For larger print jobs or if you need business cards, brochures, programs, flyers, etc. contact Reprographics.

    Developing Material

    To help college departments produce the highest quality printed materials for off-campus use, the college has a design team and a pre-production process.  The team includes the Public Information, Marketing and Communications Office, the Graphics/Photography Department, and administrative, faculty and student representatives. Any printed materials to be distributed to the off-campus community must go through the design team.  The team ensures that the district's image is maintained through a consistent "look and feel" in colors, design, logos, illustrations, fonts, etc.

    The Public Information Office will help develop the content and provides proofing services.  The Graphics Department will help with the design. The team will analyze costs for the project and the Reprographic Center will arrange production and printing. Contact the design team by calling ext. 3600.

  • Food Services are located in the Student Center.  A wide range of hot and cold entrees are available at reasonable prices.  Along with the daily specials, there is a sandwich bar and a full grill.  Food Services also offers catering services for campus events.  For operational hours or more information, call Cougar Café at ext. 3578.

    Requests for catered meetings between District staff and non-District persons need to be approved in advance by the assigned Executive Cabinet Administrator.  Upon approval of the request, cost quotations and meal arrangements can be made through the Food Services Manager.  Invoices for services must be approved by the Executive Cabinet Administrator and forwarded to Fiscal Services for processing.

    Arrangements for catered meetings exclusively for employees may be approved under limited circumstances by the Chancellor in advance of the activity.

    You are encouraged to submit your request for catered food services to the campus Food Services Manager for a bid.  The college participates in all revenues earned by the College food service vendor.  If you are unable to use Food Services, catering arrangements can be made with an outside food service vendor. 

    For more information, go HERE

  •  

    If there is an EMERGENCY requiring POLICE, FIRE OR MEDICAL response, employees should call the following emergency numbers:

    • Dial 7 at VLC
    • Dial 77 at CCC
    • Dial 9 for outside line and then 911 

    In non-emergency situations, employees should call Campus Security at ext. 3229.

    What Are the Emergency Procedures?

    Emergency procedure information containing the most pertinent emergency phone numbers is posted at the Switchboard and Campus Security, as well as in classrooms, division offices, and other buildings.  There is a complete Emergency Procedures manual located HERE.

  • For information related to the District's Professional Development programs and offerings, go HERE.  

     

  • All Board policies and procedures related to travel can be accessed from the Policy and Procedures section of our Business Services intranet site. Please refer to AP6395 Business Travel for a complete guide.
  • For a complete guide to making District approved purchases, go HERE.
  • The College has media/public relations staff; always let the Public Information Office (PIO) know about your media contacts and always call them when any emergency occurs and when you are contacted by media during an emergency. There are four PIO extensions, 3415, 3414, 3494, and 3684.  

    What Do I Do in Emergency Situations?

    Always call the Public Information Office when any emergency occurs and refer calls from reporters to the PIO during emergencies. It’s very important to speak with one voice and have one spokesperson in emergency situations. The PIO will always work with the District’s top-level administrators and will verify facts with several sources so we give out only accurate information, not rumors. 

    No Right to Interfere:

    Despite their urgent need for a quick response, reporters and photographers cannot interfere in a way that keeps you from doing your job.  In an emergency, security or safety situation or if you feel you are being pestered so much that you cannot do your job, be sure the PIO has information and can work with the reporter.

    What Should I Do in Non-Emergency Situations?

    Getting Publicity:

    Please contact the Public Information Office for assistance in getting publicity before you call media. The PIO has lists of current contacts and strong relationships with most local media. The PIO will create professional news releases and distribute them for you. It is also the PIO’s responsibility to balance the District’s priorities for media exposure. 

    Advertising:

    If you need program-specific advertising, in most cases you will need to have a budget.  The Public Information Office can assist in development and placement of advertising.  Do not release display advertising without approval from the PIO.

    Returning Calls:

    Reporters are almost always on tight deadlines.  It's not their fault.  They don't put off starting a story until the last minute.  Each day editors make assignments and reporters seldom have more than a day or two to gather information.  Often they have only a few hours.  Because the newspaper can't go to press with a big hole and a headline that says, “REPORTER X FAILS TO GET STORY,” reporters will do almost anything to get their information.

    The first question to ask a reporter is “What is your deadline?”

    Call the Public Information Office to let us know about your calls from media. We will be glad to help you prepare for an interview. We can help you foresee likely questions and help you develop good answers.  Always call the PIO before accepting a broadcast interview. Almost everyone can benefit from professional coaching before going before cameras and microphones.

    Not Returning Calls:

    If you are not going to answer a reporter's call, please call the Public Information Office and we will do it.  Nothing destroys media relations faster than not responding.

    Answering Questions:

    It is never a good idea to stonewall questions from the press.  It's true that you do not have to answer a reporter's questions, unless they are requesting a public record covered by the open records acts.  However, whenever you refuse to give information, it looks to a reporter like you are trying to hide something.  The best policy is always to be cooperative and helpful except when laws restrict your/our ability to do so.  Remember that you don't need to volunteer information.  Ask reporters to be specific with their questions.  Don't let them be lazy.  Don't help them if they just say, "What's up?"

    Call the Public Information Office, fill us in on the situation and we will be glad to answer the questions for you if you want.

    Laws Restricting Information:

    In some cases reporters may ask you questions on subjects that may have to be kept confidential because of student privacy, personnel or other laws or because someone's safety, or the security of the campus may be involved. Don’t say “no comment.” Explain what laws restrict your ability to answer.  Do not comment on personnel issues, hiring committee work, security issues.  Refer all calls on these topics to the PIO or the Human Resource Office.

    Be Fair:

    Treat all reporters the same way.  Never give information to one reporter and refuse to give it to another.  Don't call the Signal and ignore the Daily News or vice versa.  Don't call newspapers and forget about other media.

    Exclusives:

    In journalism, like in most other fields, there are protocols.  It's not a good idea to call a reporter with an idea about a story and give them an exclusive.  That's not fair and violates a long-held compact between sources and reporters.  If you are giving out the news, give it out to everyone.  But if a reporter initiates the story, calling you with an idea, then it is his or her exclusive.   Don't spoil a reporter's exclusive by calling anyone else.  If the story doesn't run after a while, call the reporter and say you'd like to give the story to another news outlet.  That will give them notice and they may run the story right away or agree to give up their exclusive.

    "Off the Record" and "Not for Attribution":

    Don't speak off the record.  Experienced reporters won't let you.  They want the story, and if you give it to them off the record, they can't report on it.  The rule is, "Don't say anything to a reporter you aren't willing to see in print or hear broadcast."  If you feel you absolutely have to go off the record, make the agreement before you talk. Sometimes people give information to a reporter and then say, "you can't quote me." Reporters will usually respect your confidence, but you are taking a big risk.  It's better not to talk, if you aren't willing to be quoted.

    Misquotes:

    Don't be too upset about mistakes or misquotes that you see in the newspaper.  No matter how experienced a reporter, no matter how hard he or she tries to be accurate, there are always a large percentage of errors.  Remember the old saying about newspapers: They become fish wrapper or line a birdcage, the next day.  You also would be surprised to hear a tape of your interview. Much of the time you said the quote that was printed! You just didn’t mean it to sound the way it did out of context.

  • The College has many Safety Policies related to employees located HERE.

    Who Needs a Tuberculosis Examination?

    Upon employment and every four years thereafter, all employees are required to have a TB Risk Assessment and/or TB exam and submit the results to the Human Resources Office. You will be notified by Human Resources when you need to complete your TB Risk Assessment or exam.

    What is the Smoking Policy on Campus?

    Outdoor Areas

    Smoking is only allowed in designated “Smoking Area” areas, in various locations throughout campus.  Those areas are clearly designated as such; smoking in areas not so designated is not allowed. 

    Indoor Areas

    Smoking is prohibited in all enclosed facilities owned by, leased by or under the control of the Santa Clarita Community College District without exception.  This includes common work areas, auditoriums, classrooms, conference and meeting rooms, private offices, elevators, hallways, medical facilities, cafeterias, employee lounges, stairs, restrooms, locker rooms, dressing areas and all other enclosed facilities.

    Stadium and Sports Facilities

    In addition, smoking is prohibited in the eating or seating areas of any outdoor stadium or sports facility owned by, leased by or under the control of the Santa Clarita Community College District.  Smoking may be permitted only in specified designated areas, which are not located in close proximity to seating or eating areas.

    Vehicles

    Smoking is prohibited in vehicles which are used to transport students or which are operated in the court of employment by more than one person at a time.

    Signs

    “No Smoking” signs and place cards shall be conspicuously posted at building entrances and in employee lounges, restrooms, locker rooms, dressing areas, cafeterias, lunchrooms and stadium and sports facilities.    

    How Can We Ensure a Drug-Free Workplace?

    Please review Board Policy 3550 on a Drug Free Environment and Drug Prevention Program.

    The Board of Trustees directs the administration to communicate this policy to all employees annually and to publish it in the Colleges’ Schedule of Classes.

  • Developing partnerships is a strategic priority for College of the Canyons as it opens doors and creates opportunities for us to best serve our students and our community.  In order to develop such partnerships, staff has to get involved, get networked, and get to know those who can benefit from alliances with College of the Canyons and help us achieve our goals.

    COC’s staff has a proud track record of volunteering to help build partnerships between COC and the community.  Our college has a lot to offer, and the more we help community-based organizations to do their work, the more integrated into the larger community we will become.  That integration will result in opportunities and resources for COC, and also open doors and let us do our part in helping the community to be the best it can be.  If you are interested in getting involved, a partial list of community organizations is provided.  Please let the Chancellor's Office know of your interest.