Procedural Guide for Planning Cultural Events & Requesting Budgetary Support Note: This form and process is for multi-day events. If you are seeking support for a single-day event, please use the Cultural Activity Form which is available at http://www.crc.losrios.edu/Faculty_and_Staff/Shared_Governance_and_Other_Committees/Cultural_CompetenceEquity/Cultural_Eve nts_Resources.htm (note the underscores in all spaces!)

The first step in planning for a cultural event is to identify an event chair (EC), who should convene a planning committee well in advance of the event (at least 90 days is recommended). In order for the event to run smoothly, the planning committee should include the supervisor or manager of the event chair (ML). The ML should be involved from the very beginning of the event to help guide the process and activities. The ML is expected to provide:  management/administrative support structure for the EC with regard to coordinating the event proposed  guidance and assistance to the EC to ensure all campus processes, timelines, and procedures are met to implement a successful event. The primary benefit of providing ML support is to allow the EC to focus on the primary mission of the event itself.

If the event has been held in previous years, the second step of the planning process is to review the notes and evaluation of the previous event to identify what aspects of the event should be modified or replaced by other activities. The third step is to develop the concept/plan of the timeframe and activities that are proposed for the event. Note: if major campus venues are required for particular activities, the EC should work with the ML to research the availability and reserve the spaces during this early phase of the planning process.

You are encouraged to discuss your concept/plan with the CC and E Committee at this point to obtain feedback and suggestions that will strengthen your proposal.

The fourth step is to identify the budgetary needs for the event. The fifth step is to complete the attached Cultural Event Proposal and Budget Request form, which should be forwarded electronically to the ML, who should 1. review it and consult with the EC to modify as needed 2. send it electronically to the Executive Secretary and the Chair of the CC and E committee 3. print and send a signed copy of the proposal to the Executive Secretary of the CC and E committee. The Executive Secretary of the CC and E committee will facilitate the review of the proposal by the CC and E Committee and will notify the EC and ML of the budget amount that has been approved WITHIN 2 weeks of submission. NO COMMITMENTS on behalf of the college should be made before this time!

To be considered for funding, a completed electronic proposal is due to the Co-chairs and Executive Secretary of the Cultural Competence and Equity Committee no later than 45 days prior to the actual event itself. LATE PROPOSALS WILL NOT BE CONSIDERED. In addition, one of the conditions of receiving funding is that the EC will provide the CC and E committee with a written post-event report addressing the following: 1. the number of attendees at each activity 2. the results of results of formal and informal assessments conducted for each activity (formal assessment should be conducted whenever feasible) 3. the dollars expended – and an explanation of any significant differences between the budget allocations and the budget expenditures 4. how your event fulfilled its intended goals 5. what might be done differently in future years to strengthen the event (as appropriate)

This report will be due within one month of the event conclusion. Please note: Activities that occur as part of cultural events need to be free to the public and cannot be used as fundraisers.

Updated 5/15/15 Cultural Event Proposal and Budget Request

Name of Event: Date of Event:

Name of Event Chair (EC):

Names of Planning Committee Members:

Name of Management Liaison (ML): ______PART I: Please describe the proposed activities for this event. For each activity, please include the expected number of attendees and the expected length of time,

PART II: Please describe how each of the specific activities in Part I contributes to the development of cultural competence and promotes student equity. Clearly identify the goals or strategy areas particularly addressed by your event. See the next page for definitions and goals/strategies.

PART III: The CC and E Committee values events that explore ideas and issues from multiple perspectives and that are sensitive to the needs and backgrounds of our diverse campus community. Please identify how your event addresses this interest.

PART IV: Budget resources requested to support the proposed activities. Show each type of expenditure separately (i.e. supplies, service agreements, rentals, etc.). Provide a rationale for each line item requested.

PART V: CC and E will provide and make arrangements for Sign Language Interpreters for major event activities that are NOT associated with ONE particular class (e.g. opening ceremonies, honors ceremonies, lectures, panel presentations, debates, etc.). Which (if any) of your activities meet these requirements?

Note: Sign language interpreters for other activities will be provided by request only. The Committee expects that all media used in Cultural Events is closed captioned. If your media is not closed captioned, please include a budgetary request to ensure your event is accessible to all members of the college community.

Signature of EC:______Date:______

Signature of ML:______Date:______

Signature of Campus Life Coordinator (if the planning committee is a student club)

______Date:______

(Signatures above attest to the completeness, accuracy and appropriateness of this proposal)

Updated 5/15/15 Definition of Cultural Competence

Cultural competence is an ongoing process of increasing proficiency in the ability to assess and revise individual and organizational behavior in response to an expanded understanding of culture. Culture refers to an integrated pattern of collective behavior, including habits, customs, values, beliefs, and institutions. Cultural competence is associated with attributes, knowledge and skills that enable individuals and organizations to demonstrate respect and value for each person and to manifest an understanding of the dynamics of difference.

Culturally competent organizations pursue attitudes, values, and practices that promote healthy, constructive interactions in a diverse community and enable the college to work effectively with our diverse students. To promote cultural competence and create an inclusive learning environment, these organizations value: 1) Diversity and pluralism 2) Continuous personal and professional development, assessment and revision 3) Awareness of the dynamics of cross-cultural interactions 4) The ongoing pursuit of teaching strategies and student services that better serve diverse populations 5) An environment of respect, equity, and justice

Definition of Student Equity (paraphrased): Student Equity is achieved, per Title V, when there are no significant differences in the success indicators of Access, Course Completion, ESL and Basic Skills Completion, Degree and Certificate Completion and Transfer rates between the following populations: American Indians, Alaskan natives, Asian and Pacific Islanders, Blacks, Hispanics, Whites, men, women and persons with disabilities.

Student Equity Plan Goals

Access Goal 1: Improve participation rates from the high schools in the southern part of our service area and the participation rates of particular groups of students from feeder high schools in the 95823 code by 5%. Goal 2: Enhance efficiency of and satisfaction with intake and assessment processes for particular groups.

Course Success and Progression Goal 1: Increase the percentage of students who complete the highest level basic skills English, ESL or Math course who enroll in and pass a college-level English, ESL or Math course (respectively) by 5%. Goal 2: Enhance course success, course progression and goal completion for particular groups of students by 5%.

Goal Completion Goal 1: Increase retention and persistence rates for particular groups of students by 5%. Goal 2: Enhance course success, course progression and goal completion for particular groups of students by 5%.

Other Goal 1: Support program-based improvements designed to enhance participation, success or program completion for particular groups. Goal 2: Successfully implement, assess, modify (as needed), and institutionalize successful Student Equity Plan activities.

CC and E Strategic Plan Strategy Areas

Goal #1: Provide support for and leadership to efforts that help create a culturally competent environment for our diverse students and staff.

Goal #2: Enhance the campus ecology by creating/supporting opportunities for cross-campus interaction and dialogue among all employee groups

Goal #3: Provide resources to sustain and provide leadership for enhanced cultural competence and educational equity on campus.

Updated 5/15/15 Application Guidelines

 Cultural events eligible for funding from the CC and E committee are:  campus based;  designed to enhance cultural identity AND to enhance the cultural competence of participants;  designed to include:  activities (such as speakers and/or films) that are explicitly designed to educate all attendees about historical or current issues that are relevant to a cultural or ethnic group;  activities that integrate the activity with instruction that either provide students with the opportunity to showcase and share their knowledge with the broader campus or provide unique and powerful and unique learning opportunities for students;  activities that celebrate one or more aspect(s)of the group's history or identity that are designed to strengthen the cultural identity of attendees who are members of the group and to enhance cross cultural understanding among the attendees who are not members of the group. These should not be the major focus of the event.

 In general, there are some established norms for various categories. If your application exceeds these amounts, significant explanation needs to be provided in order to justify why your proposal should exceed these values. Established norms are:  Advertising – up to $250  Stipends/honoraria - up to $500 for local presenters and up to $1000 for presenters who are more renowned in their field. Up to $500 may be provided for travel expenses and an additional $500 could be allocated if the involvement of the presenters in the event extends beyond just a keynote presentation. Vita/resumes are required (or links to information about the presenter) are encouraged for all – but required for presenters if you are seeking the higher allocation amount.  Food – the committee will approve food expenditures they deem are required for or clearly add value to the event at or below the Aramark bid rate.  Supplies – up to $300  Up to $500 can be requested for event coordinator(s) stipends  Budgetary max per event depends on its scope, but your allocation will most likely not exceed $3500.

 When evaluating and modifying requests, activities with a rich educational component that engage students and the campus are given preference as compared with activities that are more celebratory in nature.

Updated 5/15/15