Article IV.04 Terms of Employment: Procedures

Policy

⇓ Procedures ⇓

Article IV.04 Terms of Employment Procedures (effective July 1, 2021)

Employment Classifications

Upon hire, employees are classified as:

  1. Faculty
    • Full-time Faculty
    • Part-time Faculty
    • Fixed-Term Faculty
  2. Full-time Staff
    • Regular: employees hired to work 40 hours per week in a 9-, 10-, or 12-month position. Fewer than 40 hours per week is approved only in the case of externally funded positions.
    • Temporary*: employees hired to work 40 hours per week on a temporary as-needed basis
  3. Part-time Staff
    • Regular Part-time: employees hired to work 18-29 hours per week
    • Temporary* Part-time: employees hired to work fewer than 18 hours per week on as-needed basis
  4. Project-Based: employees hired to staff non-credit courses 


*Temporary staff positions may be hired for a period of up to 6 months, with the exception of student workers who are hired for an academic year. Managers are responsible for notifying Human Resources of employment separations in a timely manner to ensure compliance with employment period requirements.  

Position Level Definitions

  1. Full-time Faculty Academic Ranks: may be reviewed at https://myscc.stchas.edu/facstaff/departments/humanresources/Pages/Memorandums-of-Understanding.aspx.
  2. Administrator: The duties and responsibilities of administrative positions are assigned by the College President in accordance with SCC's Human Resources compensation and classification procedures. Administrative positions are defined by the following criteria:
    • All positions in compensation level A1 and above. Additional position characteristics may include:
      • positions at the director or dean level or above.
      • positions that serve as the department head over a cost center* that include oversight of budget(s) and personnel.
      • positions with the title of associate or assistant director or dean that serve as the second-level administrator over an entire professional/technical department, including positions in Section C below, and who fill in for the director or dean during their absence.

        *Cost center = an approved official department within the organization that is budgeted and staffed. 
  3. Professional/Technical:
    • Professional staff positions are assigned to this definition in accordance with SCC's Human Resources compensation and classification procedures. Duties and responsibilities more often require decision-making and a substantial degree of autonomy. Qualifications typically include advanced learning attained beyond high school level acquired by a prolonged course of specialized intellectual study, such as a college degree.
    • Technical staff positions are assigned to this definition in accordance with SCC's Human Resources compensation and classification procedures. Duties and responsibilities more often require a job-specific technical skill set and/or certification.
    • Supervisory Professional/Technical staff positions are assigned to the Professional/Technical definition and the position directly supervises staff.
  4. Support: Staff positions are assigned to this definition in accordance with SCC's Human Resources compensation and classification procedures. Duties and responsibilities fall into a broad array of areas that may include office support staff and service areas such as housekeeping, food services, and similar. 

SCC Visiting Scholar Program

The College is committed to enhancing both the student experience and student success by increasing faculty/staff diversity to more closely mirror that of our student body.

The Visiting Scholar Program is focused on increasing the number of underrepresented faculty and administrators at St. Charles Community College. The program is designed to provide the selected scholars with the opportunity to gain two years of community college experience as a faculty member or administrator. The program is an important part of SCC’s commitment to diversity, equity, and inclusion, which includes increasing diverse representation, reflective of the student body and the greater community. The program also creates a pipeline for potential future faculty and administrators.

The Visiting Scholar program will fund, at a minimum, two full-time appointments within the academic year. The appointments are made at the discretion of the College President and are anticipated to be for two years.  At the end of the two years, pending available funds, the college will open the position and conduct a national search. Visiting scholars may apply for this posted position.  They may also apply for any posted positions at any time during their appointment. Selected scholars must comply with all Board policies and expectations associated with the position in which they serve.

The position is classified as Regular Full-Time Staff or Full-time Faculty.

Minimum Age of Employment

No one under the age of 18 will be employed at the College except in the position of Summer Camp Assistant, which allows the hiring of individuals age 16 and older. The College will not employ anyone under the age of 16.

Exempt/Non-Exempt

Classification is made based on specific criteria governed by the FLSA administered by the Department of Labor. Employees are advised of their FLSA exemptions classification upon hire and at the time of any subsequent change.

Some employees are exempt from the overtime pay provisions of the Fair Labor Standards Act (FLSA), and some are exempt from both the minimum wage and overtime pay provisions of FLSA. Exemptions are typically applied on an individual workweek basis. Employees performing exempt and non-exempt duties in the same workweek are typically not exempt in that workweek. Combining exempt and non-exempt work assignments is generally not permissible and any special requests for this are subject to advance approval by the Human Resources and Payroll departments. 

Part-time Additional Staff Assignments

Part-time employees may be appointed to an additional staff assignment, by following hiring approval procedures, if the following conditions are met:

  1. The appointing manager reviews the employee’s total assignments and ensures that the additional assignment will not result in exceeding 29 hours per week,
  2. The additional staff appointment is approved by the division Vice President or DCC Provost and an Employment Change form is forwarded to Human Resources prior to the start of the additional assignment.
  3. The additional teaching appointment complies with requirements noted on the form link below and is approved using this form, and the approved form is forwarded to Human Resources prior to the start of the assignment. Form Link

Notice of Resignation

The College requires staff and part-time faculty to give a minimum of two weeks notice in the event of resignation; management positions Level 9 and above must provide a minimum of 30 days notice. Full time faculty appointments are made on a full academic year basis unless otherwise stated in the faculty appointment notice; full-time faculty who do not want to be considered for appointment for the next academic year must notify their Dean in writing by March 1. 

Staff Telecommuting

SCC recognizes the potential benefits to both the staff member and the College that a remote telecommuting working arrangement can provide. These benefits include increased productivity, work/life balance, as well as energy and environmental conservation preservation.

Telecommuting is a voluntary arrangement, based on the needs of the job, the department, and the College, whereby the staff member is approved to work up to 2 days per week, during regular, paid hours, at an approved alternative worksite that is most often the staff member’s residence. 

Eligibility

Full-time staff members who have successfully met the Introductory Period are eligible if they have met the following requirements:

  • Individual must meet or exceed performance expectations.
  • Job responsibilities must allow individual to work effectively with minimal supervision, and individual must work in a position for which work can be completed off campus without interruption to department work.
  • Individual must not be a position that provides direct, front-line services to students. 
Trial Period

A trial period of one to three months will take place to assess the feasibility and effectiveness of a telecommuting arrangement. The telecommuting arrangement may be ended by either the staff member or the College at any time during the trial period or thereafter. 

Ongoing Arrangements

Beyond the trial period, telecommuting arrangements may be reevaluated any time staff member needs or business needs change. All telecommuting arrangements will be reevaluated annually coinciding with the staff performance assessment cycle. 

Emergency Telecommuting

This is an occasional remote work arrangement that is authorized by the College President in cases such as inclement weather or emergency and for the occasional personal extenuating circumstances of staff that may be approved by the manager. Emergency arrangements do not require completion of the Telecommuting Arrangements Form. 

Leaves of Absence and Disability Accommodations

A telecommuting arrangement in lieu of granting a Family & Medical Leave of Absence may be authorized only by the Human Resources Director or Vice President for Human Resources. Similarly, a telecommuting arrangement made as a disability accommodation may be authorized only by the Vice President for Human Resources. 

Considerations when Exploring a Telecommuting Arrangement

The specific tasks of the position must be carefully assessed to determine the feasibility of telecommuting arrangements. Certain positions or responsibilities lend themselves well to telecommuting while other positions do not. Generally, positions that lend themselves to telecommuting are those that require independent work performed autonomously, electronically, and with minimal to no face-to-face service. Positions that are not well positioned for telecommuting work are those whose primary function is to provide a work product or service that is only on campus, or those whose primary function is to provide face-to-face service. 

Accountability

Staff are expected to perform their work during telecommuting hours and must be available through email and phone, just as if they were in the office. Staff should use Teams, Zoom, and Jabber for conducting business just as if they were on campus. 

All College policies and procedures must be adhered to, including attendance, timekeeping, lunch and breaks, and advance approval for overtime. 

Work Site and Equipment

Staff must have an internet connection, a quiet workspace, and be free of non-work-related responsibilities during work hours. 

The staff member’s home is the preferred alternate work location from where staff may regularly telecommute. Staff may not typically telecommute from public places. It is understood that occasional or emergency exceptions may occur, and in those situations, staff may telecommute from a place other than the home. The alternate location must be appropriately quiet, and the staff member must take all necessary steps to ensure that security and confidentiality of data, documents, and information is maintained. 

The College assumes no responsibility for any operating costs associated with staff using their personal residence as an alternative work location. The College will not invest or reimburse staff to duplicate the on-campus work site setup at staff’s alternate work location. Minimal necessary office supplies may be moved from the on-campus work site to the telecommuting work site. 

Safety

Staff working at an alternate worksite must take reasonable steps to ensure the telecommuting work environment is safe and free from hazards. If an injury does occur while at the alternate site while working, staff must notify the manager and Department of Public Safety to complete an Injury Report. 

Security, Privacy and Technology

Staff must adhere to established standards and protocol relating to information protection and security. Staff must be electronically connected to the College’s secure system and store all electronic records appropriately within the College’s system. Any sensitive hard copy records must always remain on campus and not be maintained in the telecommuting environment. Any perceived need for an exception much be discussed with and approved by the manager. 

Termination the Telecommuting Arrangement by Manager

A manager may determine it is no longer in the best interest of the College to continue the telecommuting arrangement. For example, the staff’s tasks are no longer suitable for telecommuting; finding that work product, productivity, and/or accountability standards are not being met; or a short-term need or other premise that gave rise to the telecommuting arrangement no longer exists. When terminating the Telecommuting Arrangement, every effort will be made to provide 30 days’ notice; if 30 days is not feasible, two calendar weeks’ notice will be provided. The telecommuting arrangement can be terminated by written communication which may be through the College’s email system. 

Termination of the Telecommuting Arrangement by Staff

A staff member may determine that telecommuting no longer provides a needed benefit or that the staff member prefers to resume a fully on-campus work schedule in order that they may do their best work. Every effort should be made to provide 30 days’ notice; if 30 days is not feasible, two calendar weeks' notice must be provided. Managers may agree to end the telecommuting arrangement sooner if both manager and staff agree. The telecommuting arrangement can be terminated by written communication which may be through the College’s email system. 

Telecommuting Approval Form

The telecommuting Approval Form discloses the key details of the telecommuting arrangement. It is completed by the staff member in consultation with the manager, signed, and submitted to the division Vice President for approval. The original form is forwarded to the Human Resources department. Any changes to the arrangement require an updated approved form. 

Supplemental Information

Independent Contractors

Independent Contractors are not College employees and conform to IRS eligibility requirements: https://www.irs.gov/publications/p15a#en_US_2020_publink1000169489

Content Owner: Human Resources
Revision Dates: 02/2009, 02/2014, 10/2015, 11/2020 (effective July 1, 2021), 04/2021 (effective July 1, 2021)

 

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