Wyo. Code R. 057-0001-4
General Agency, Board or Commission Rules
Chapter 4: Review of Districts
Effective Date: 12/14/1993 to 08/23/1999
Rule Type: Superceded Rules & Regulations
Reference Number: 057.0001.4.12141993
Section 1. Authority. The Wyoming Community College Commission is required by W.S. 21-18-202(a)(ii) to promulgate rules and regulations which will set forth standards which will be used to review the necessity for existing districts.
Section 2. Applicability. This chapter will govern standards and State Commission procedures for reviewing the necessity for existing districts.
Section 3. Definitions.
(a) 'Annual report' means the report required by W.S. 9-2-1014.
(b) 'Self-study' means a study conducted by the district. The self-study may, at the discretion of the district, be the same used for the regional accrediting agency. If it is not the same, it must follow the 'Guidelines for Commission Review of Districts' as established by the State Commission.
(c) 'Site visitation' means an on-site visit to a campus and centers, if appropriate, to verify the data in the self-study and review the programs of the district.
Section 4. District Standards. Each district will be required to maintain the following standards:
(a) Each district will publish and maintain a mission statement consistent with W.S. 21-18-202;
(b) Each district will maintain accreditation with the regional accrediting agency;
(c) Each district will obtain State Commission approval prior to requesting a change in statement of affiliation status that would affect off-campus sites. The evidence required will be the same as that required by the regional accrediting agency;
(d) Each district will inform the State Commission of any successful program accreditation by industry and professional groups;
(e) State Commission sanction is necessary to receive state aid through formula funding. Commission sanction is not an automatic accompaniment to regional accreditation. To receive Commission sanction, districts must follow applicable statutes, State Commission Rules, and submit all required reports in proper form in a timely manner;
(f) Each district will enroll a minimum of five-hundred (500) annualized full-time equivalent (AFTE) students;
(g) Each district will create citizens' advisory committees for each occupational program or natural cluster of occupational programs offered, or proposed to be offered, by the district. Citizens' advisory committees will be composed of representatives of the community who are knowledgeable in the occupational area. Each committee shall meet not less than once per year to advise the college on the program needed to prepare students in that curriculum for gainful employment. Minutes of those meetings will be available for State Commission staff review;
(h) Each district will submit to the State Commission on a timely basis copies of approved minutes of all meetings of the district board of trustees;
(i) Each district shall provide the State Commission with copies of all final accreditation reports by the accrediting agency and current college catalogs;
(j) Each district will submit such reports as the Community College Commission may require (W.S. 21-18-304 (iv)).
(a) Transcripts shall be available to students at reasonable cost. Transcripts shall be maintained in accordance with the American Association of Collegiate Registrars and Admissions Officers (AACRAO) standards for academic records;
(b) Each college will provide a system of reasonable accommodation for student support services and instructional resources for all students.
(c) Colleges will maintain and publish graduation/persistence rate data and other legislatively mandated data which will allow students and parents to make informed decisions about college and program selection. Colleges will request median beginning salaries for occupational programs and publish them when available.
(d) Colleges will have a procedure to ensure due process.
(e) Student activity fees will only be spent after consultation with the appropriate student government.
Section 6. State Commission Review of Districts. The Commission may review the actions of a local district when the Commission determines that any of the following have occurred:
(a) The regional accrediting agency calls for a focused visit;
(b) The college is placed on probation by the regional accrediting agency;
(c) Non-compliance with applicable state statutes or State Commission Rules.
Prior to Commission action, the executive director will attempt to solve the problem informally. When the State Commission determines to review the action of a district, the Commission shall invite the board to a special public meeting to discuss its concerns. Notice of such meeting will be provided pursuant to W.S. 16-4-401 through 16-4-407.
At least fifteen (15) days prior to the special public meeting, the State Commission and the district board shall agree on the time and place of the meeting.
(d) Following this meeting, the State Commission may require the district to submit a plan and timetable for achieving compliance as a condition for continued receipt of formula funding. Failure to submit or follow an acceptable plan may result in the State Commission withholding budget authority increases and/or state aid.
(e) State Commission action. The Commission will report its findings in its Annual Report.
Section 7. District Review. Each district will be periodically reviewed by the State Commission in accordance with the prescribed procedure outlined in 'Guidelines for Commission Review of Districts.'
(a) Review date. State Commission reviews will normally occur at the same time as the accreditation review by the regional accrediting agency.
(b) Supporting documentation. The State Commission will require submission of supporting documents. This will normally be the self-study submitted to the regional accrediting agency.
(c) Review team. The State Commission will appoint at least one person to conduct a Coordinated Site Visit with the regional accrediting agency. Whenever possible, the Commission will appoint a member of the Commission, as well as a staff member, to the review team.
(d) Exit interview. An exit interview with the district will be conducted by the State Commission review team at the conclusion of the visit.
(e) Review and report. The team may review all operations and instructional programs of the district. The State Commission's team will file a review report with the Commission using the following procedure:
(i) The State Commission's report will include strengths, concerns, and other comments for the district;
(ii) The report will include recommendations and a recommended time for the next State Commission review;
(iii) A draft report will be mailed to the college president and chair of the district board not later than one (1) month after the visit for review for errors of fact;
(iv) The final report will be presented to the State Commission at the next regular meeting for review and consideration.
(f) Accreditation report. Colleges will send to the State Commission a copy of the final regional accrediting agency report within two weeks of their receipt of it.
Section 8. State Commission Consideration. Upon receiving its team's report, the Commission will:
(a) Accept the report and set the next review date; or (b) Request that additional information be collected; or (c) Meet with the district board to discuss the reported concerns; and (d) Report the findings in its annual report to the legislature.
Section 9. Out-of-District Instruction. The State Commission is required by W.S. 21-18-202(x) to coordinate and approve programs outside of a college district. It is required by W.S. 21-18-202(iii) to review academic and vocational programs. It is also required by W.S. 21-18-202(a)(ii) to promulgate rules which will ensure the operation and maintenance of the State Community College System in a coordinated, efficient and effective manner.
(a) In order to insure that the State's Community College System is operated and maintained in a coordinated, efficient and effective manner, the State Commission will, beginning in calendar year 1995, evaluate all out-of-district instructional centers developing twenty-five (25) or more annualized FTE and which are located in a county different from the main campus.
(b) Colleges will initially have eighteen (18) months to prepare a review of their current out-of-district instructional sites on a form to be developed by the State Commission. Each site will be evaluated separately.
Following initial acceptance, out-of-district sites will normally have a site visit in conjunction with the regional accrediting agency visit. Audits and visits may be performed more frequently.
(c) State Commission staff will develop a calendar. Each site will be visited by a team consisting of one State Commission member and a staff member. Within thirty (30) days of the visit, the team will share a draft report with the president of the college. The president will have (thirty) 30 days to respond to any errors of fact. The final report will be distributed to the State Commission. The college will have an opportunity to justify each site.
(d) Beginning in calendar year 1994, any college which operates an out-of-district site generating twenty-five (25) or more annualized full-time equivalency (AFTE) will request a review by the State Commission in accordance with Chapter 4, Section 9 of the Commission Rules.
The following standards will be used to review and evaluate services at the out-of-district site:
(i) Student services, such as financial aid, counseling and academic advising, should be available as needed.
(ii) Access to learning resources should be adequate for students to complete the goals and outcomes of the courses (as listed on the syllabi) taught at that site.
(iii) Faculty/staff development and faculty evaluations should be comparable to those within the district.
(iv) A process to provide interaction between indistinct faculty and out-of-district faculty should exist.
(v) Both in-district and out-of-district sites will adhere to the same curriculum standards.
(vi) There should be evidence of the means by which out-of-district citizens have input into services.
(e) The State Commission may not consider withholding funding for a site without providing forty-five (45) days notice of its intent.
(f) In the event of adverse action by the State Commission, a college will have six (6) months to prepare an appeal, during which time the college may continue to operate the site in question. In the event an informal resolution is not possible, the appeal will be conducted as a formal hearing as set forth in Chapter 12.
(g) The following service areas have been adopted by the State Commission pursuant to Session Laws 1991, Ch. 228 Sect. 3(d): 1) Casper College, Natrona County; 2) Central Wyoming College, Fremont, Hot Springs, and Teton Counties, and the Wyoming State Penitentiary; 3) Eastern Wyoming College, Goshen, Converse, Crook, Weston, Niobrara, and Platte Counties; 4) Laramie County Community College, Laramie and Albany Counties; 5) Northern Wyoming Community College, Sheridan, Johnson, and Campbell Counties; 6) Northwest College, Park, Big Horn and Washakie Counties and Yellowstone National Park; 7) Western Wyoming Community College, Sweetwater, Sublette, Lincoln, Uinta, and Carbon Counties.
No community college will be allowed to provide instruction outside of its service area without the written permission of the district serving the area under consideration. This written permission expires at the end of five (5) years and must be renewed to be effective.
(i) Out-of-state instruction. A district may offer services in another state as follows:
(i) State Commission approval is not required;
(ii) A contract shall be completed;
(iii) An annual report shall be submitted to the State Commission which details the location, enrollment, and remuneration for contracted services;
(iv) No college facilities or resources may be used to support out-of-state services, unless the cost to the college is reimbursed;
(v) Formula funding shall not be claimed for credit hours so generated.