Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-1

Personnel Handbook/Policy Manual

III. POLICIES/PROCEDURES AND INFORMATION FOR ALL COLLEGE PERSONNEL

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

III.A.

3-2

NONDISCRIMINATION POLICY

It is the official policy of the Alabama Community College System Board of Trustees and Northwest-Shoals Community College that no person in Alabama shall, on the grounds of race, color, national origin, religion, age, disability, marital status, or gender, be excluded from participation, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. No employee or applicant for employment or promotion shall be discriminated against on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age or any other protected class as defined by federal and state law. Northwest-Shoals Community College is an Equal Opportunity Employer. It is the policy to provide equal opportunity for employment and advancement to all applicants and employees as required by appropriate federal and state law. Source: Alabama Community College System Board of Trustees Policy, 601.01 and 601.02, Dated 413-2016. Northwest-Shoals Community College complies with nondiscriminatory regulations under Title VI and Title VII of the Civil Rights Act of 1964 and amendments; Title IX Education Amendment of 1972; Section 504 of the Rehabilitation Act of 1973; and the Americans with Disabilities Act (ADA) of 1990. Northwest-Shoals Community College is committed to a Drug Free Learning and Work Environment through Education, Intervention, and Enforcement. For Policy/Grievance Procedure, contact: Ms. Crystal Reed (Student Issues) Assistant Dean of Student Success P.O. Box 2545, Muscle Shoals, Alabama 35662 Telephone (256) 331-5249

Dr. Glenda Colagross (Instructional/Employee Issues) Vice President P.O. Box 2545, Muscle Shoals, Alabama 35662 Telephone (256) 331-5275 /6251

Mr. John McIntosh (Employee Issues) Associate Dean of Institutional Effectiveness, Distant Education and Development P.O. Box 2545, Muscle Shoals, Alabama 35662 Telephone (256) 331-5323

III.B.

HARASSMENT POLICY

The Alabama Community College System and Northwest-Shoals Community College committed to providing both employment and educational environments free of harassment in any form. Employees shall adhere to the highest ethical standards and professionalism and refrain from any form of harassment. Both employees and students shall strive to promote an environment that fosters personal integrity where the worth and dignity of each human being is respected. Any practice or behavior that constitutes harassment shall not be tolerated. Harassment can be defined as but is not limited to:  Disturbing conduct which is repetitive;  Threatening conduct;  Intimidating conduct;

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

   

3-3

Inappropriate or offensive slurs, jokes, language, or other verbal, graphic, or other like conduct; Unwelcome sexual advances or requests for sexual favors; Assault; Repeated contact solicited during non-traditional business hours which may be perceived as harassment by recipient unless it is specifically associated with work related duties.

Employees and students who are found in violation of this policy shall be disciplined as deemed appropriate by the investigating authority. Harassment of employees and students by non-employees is also a violation of this policy. This policy encourages faculty, students, and employees who believe that they have been the victims of harassment to contact the grievance officer or other appropriate official at the institution within ten days of when the alleged incident occurred. (Appendix C) Any reprisals shall be reported immediately to the grievance officer or other appropriate official. Any employee or student who becomes aware of any harassment shall report the incident to the grievance officer. Failure to act, which includes initial investigation, shall be deemed in direct violation of this policy. Sexual harassment is a form of sex discrimination which is illegal under Title VII of the Civil Rights Act of 1964 for employees and under Title IX of the Education Amendments of 1972 for students. Sexual harassment does not refer to occasional compliments; it refers to behavior of a sexual nature which interferes with the work or education of its victims and their co-workers or fellow students. Sexual harassment may involve the behavior of a person of either sex against a person of the opposite sex or the same sex, and occurs when such behavior constitutes unwelcome sexual advances, unwelcome requests for sexual favors, or other unwelcome verbal or physical conduct of a sexual nature, when perceived by the recipient that: Submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or educational opportunities; or submission to or rejection of such conduct is used as the basis for employment or academic decisions affecting that individual; or such conduct has the purpose or effect of unreasonably interfering with an individual's work or academic performance, or creates an intimidating, hostile, or offensive work or educational environment. Sexual harassment can be verbal, visual, or physical. It can be overt, as in the suggestions that a person could get a higher grade or a raise by submission to sexual advances. The suggestion or advance need not be direct or explicit; it can be implied from the conduct, circumstances, and relationship of the individuals involved. Sexual harassment can also consist of persistent, unwanted attempts to change a professional or educational relationship to a personal one. Sexual harassment is distinguished from consenting or welcome sexual relationships by the introduction of the elements of coercion; threat; unwelcome sexual advances; unwelcome requests for sexual favors; other unwelcome sexually explicit or suggestively written, verbal, or visual material; or unwelcome physical conduct of a sexual nature. Examples of verbal or physical conduct prohibited within the definition of sexual harassment include, but are not limited to:      

Physical assault; Direct or implied threats that submission to or rejection of request for sexual favors will affect a term, condition, or privilege of employment or a student’s academic status; Direct propositions of a sexual nature; Subtle pressure for sexual activity; Repeated conduct intended to cause discomfort or humiliation, or both, that includes one or more of the following: (i) comments of a sexual nature; or (ii) sexually explicit statements, questions, jokes, or anecdotes; Repeated conduct that would cause discomfort and/or humiliate a reasonable person at whom the conduct was directed that includes one or more of the following: o Touching, patting, pinching, hugging, or brushing against another’s body; o Commentary of a sexual nature about an individual’s body or clothing; or

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

 

3-4

o Remarks about sexual activity or speculations about previous sexual experience(s); Intimidating or demeaning comments to persons of a particular sex, whether sexual or not; Displaying objects or pictures which are sexual in nature that would create a hostile or offensive employment or educational environment, and serve no educational purpose related to the subject matter being addressed.

Any incident of sexual harassment shall be reported to the grievance officer as promptly as possible after the harassment occurs. (Appendix C) This policy shall be distributed, communicated, and implemented in a manner which provides all interested parties the opportunity to be informed of this policy. A system-wide educational program shall be utilized to assist all members of the community to understand, prevent, and combat harassment. Each community and technical college is required to provide annual training related to harassment, including sexual harassment.

Source: Alabama Community College System Board of Trustees Policy, 601.04, Dated 4-13-16. For Policy/Grievance Procedure, Contact: Tom Carter (Student Issues) Assistant Dean of Recruitment, Admissions and Financial Aid P.O. Box 2545, Muscle Shoals, Alabama 35662 Telephone (256) 331-5462/6218

III.C.

John McIntosh (Instructional/Employee Issues) Senior Personnel Officer (Interim) P.O. Box 2545, Muscle Shoals, Alabama 35662 Telephone (256) 331-5323

EMPLOYEE GRIEVANCE PROCEDURE

Any employee who claims a grievance (or who is reporting an observed grievance) must file a written statement (Appendix C) within a reasonable time from the date of the alleged incident. Any employee must file the written statement with his/her direct supervisor, unless the direct supervisor is the alleged offender. In such cases, the employee must file the statement with the next supervisor in line. The supervisor (or other person receiving a written grievance) will notify the Title IX Coordinator, HR personnel, and/or President as appropriate. The supervisor, or other person appointed to address the grievance, must review the written statement and conduct an investigation of the claims within 30 days or as otherwise agreed. The supervisor must then make a written report of findings/decision and provide to the employee within 45 days of receipt grievance. The employee must, within I 0 calendar days of the written report, provide specific written objections to the report of findings/decision to the supervisor, which will be considered a request for appeal. Failure to timely provide the specific written objections is a waiver of the employee's right to appeal the supervisor's findings/decision. All appeals will be sent to the President or his/her designee, and the President or his/her designee will convene a three-person grievance committee to hear the appeal within 30 calendar days. The President or his/her designee will appoint one person to sit on the grievance committee, and the President will allow both the aggrieved and accused to select an employee of the College to sit on the grievance committee (excluding the President and his/her designee). Should the aggrieved or accused fail to select a member of the grievance committee in the time period required by the President or his/her designee or the selected employee does not agree to participate as a member of the grievance committee in the time required by the President or his/her designee, then the President or his/her designee will select the grievance committee member.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-5

The grievance committee will hold a hearing and allow the aggrieved employee to present the grievance and the accused will have an opportunity to respond within 45 days of the appeal. The grievance committee will also have access to the original grievance, report of the supervisor, and appeal notice by the employee. The grievance committee will provide its findings and decision following the hearing in a timely manner. Either party will have I 0 calendar days from receipt to file a written appeal to the grievance committee decision. If timely appealed, the President will issue a final decision based on the original grievance, report of the supervisor, appeal notice by the employee, and grievance committee decision. NOTE: If the last day for filing notice of appeal falls on either Saturday, Sunday, or a legal holiday, aggrieved will have until 5:00 p.m. the first working day following the 10th calendar day to file.

Source: Alabama Community College System Board of Trustees Policy, 620.01, Dated 4-13-16

III.D.

STUDENT’S FIRST ACT (May 26, 2011)

III.D.1.

Definitions

a.

Chief Executive Officer. The chief administrative and executive officer of the entity, institution, agency, or political subdivision of the state that is subject to this act and includes, without limitation, superintendents of city or county boards of education and presidents of two-year educational institutions operated under authority and control of the Department of Postsecondary Education. The term includes persons serving in such a capacity on an acting or interim basis under lawful appointment or by operation of law.

b.

Senior Personnel Officer. Responsible for the issuance of termination letters and bears the burden of proof for the College in the hearing process.

c.

Classified Employee. All adult bus drivers, all full-time lunchroom or cafeteria workers, janitors, custodians, maintenance personnel, secretaries and clerical assistants, instructional aides or assistants, whether or not certificated, non-certificated supervisors, and, except as hereinafter provided, all other persons who are not teachers as defined herein who are full-time employees of a city or county board of education, two-year educational institutions operated under the authority and control of the Department of Postsecondary Education, the Alabama Institute for Deaf and Blind, including production workers at the Alabama Industries for the Blind, and educational and correctional institutions under the control of the Department of Youth Services. The term does not include the employer’s chief executive officer, executive vice president, or chief school financial officer. Full-time employees include adult bus drivers and other employees whose duties require 20 or more hours in each normal working week of the school term, excluding holidays that are recognized by the employer. Employees who are eligible for coverage under the state Merit System are not covered by this act. A probationary classified employee who is a classified employee has not attained nonprobationary status.

d.

Teacher. All employees of entities that are covered by this act who are required by law, regulation, or employer policy to maintain a professional educator’s certificate issued by the State Department of Education and who are employed by a city or county board of education, the Alabama Institute for Deaf and Blind, or educational and correctional institutions under the control of the Department of Youth Services. The term also includes instructors employed by two-year educational institutions operated on the authority and control of the Department of Postsecondary Education and principals who had attained tenure under prior law, but who have not elected to become contract principals

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-6

under subsection (h) of Section 16-24B-3, Code of Alabama 1975. e.

The term does not include an employer’s chief executive officer, chief school financial officer, or a principal who is employed as or who has elected to become a contract principal under subsection (h) of Section 16-24B-3, Code of Alabama 1975, whether or not certification is required for those positions by law or policy, and does not include the president or executive vice president of a two-year educational institution operated under the authority and control of the Department of Postsecondary Education. A probationary teacher is a teacher who has not attained tenure.

f.

Employee. Unless otherwise specified, and as appropriate to the context, the term includes either a teacher or a classified employee, or both, whose employment is subject to this act.

g.

Employer. The entity, institution, agency, or political subdivision of the state by which the employee who is subject to this act is employed. Employers subject to this act include all city and county boards of education, all educational and correctional institutions under the control of the Department of Youth Services, the Alabama Institute for Deaf and Blind, and two-year educational institutions operated under the authority and control of the Department of Postsecondary education. Each two-year institution operated under the authority and control of the Department of Postsecondary Education is a separate employer for purposes of this act.

h.

Governing Board. The body of elected or appointed official that is granted authority by law, regulation, or policy to make employment decisions on behalf of the employer. If final decisionmaking authority with respect to employment decisions is conferred by law, regulation, or duly adopted policy on an official administrator, or organization unit other than a separate governing board, the decision or action of such official, administrator, or organizational unit, including the president of a two-year educational institution operated under the authority and control for the Department of Postsecondary Education, is that of the governing board for purposes of this act, and no additional approval of such decision or action shall be required. Under such circumstances, the official administrator, president, or organizational unit shall assume and exercise the duties of the governing board established by this act. For purposes of this act, the State Board of Education shall not be deemed to be or authorized to function as the employer or the governing board of any employer covered by this act.

i.

School Year. The period beginning with the first day of the annual school term and ending with the last day of the annual school term on which classroom instructors are required to report for duty, as established by the governing board. For a two-year educational institution, the school year shall be deemed to begin on the first day of the fall academic semester and continuing through the final day of the spring academic semester, but shall not include the summer academic semester.

III.D.2.

Probationary Period

a.

Classified employees shall be deemed employed on a probationary status for a period of 36 consecutive months from the date of their initial employment. The completion of 36 consecutive months of employment at the same college is sufficient for an employee to achieve non-probationary status. At any time during a classified employee’s probationary period, the college may remove an employee by furnishing the employee written notification at least fifteen (15) calendar days prior to the effective date of termination. Service as a classified employee cannot be converted to or credited towards tenure as an instructor.

b.

Instructors shall be deemed employed on a probationary status for a period of six consecutive semesters (excluding summer terms) from the date of their employment. Instructors achieve tenure status upon the completion of six consecutive semesters (excluding summer terms) at the same college unless the President issues notice of termination to the instructor on or before 15 days prior to the end of the sixth consecutive semester of employment. Service as an instructor cannot be

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-7

converted to or credited towards non-probationary status as a classified employee or vice-versa. c.

During the probationary period, the employee will be evaluated.

All employees who had attained tenured or non-probationary status under the Fair Dismissal Act shall be deemed tenured or non-probationary employees under the Student’s First Act. Employees who had not attaned tenure or non-probationary status upon the effective date of the Student’s First Act (May 26, 2011) will be credited with all time in service that would have been credited toward the attainment of tenure or nonprobationary status under the Fair Dismissal Act.

III.D.3.

Non-probationary Status

Tenure/Non-Probationary status may not be attained as a college President, Executive Vice President, or Chief Financial Officer. Tenure/Non-Probationary status cannot be attained by virtue of employment in temporary, part-time, substitute, summer school, occasional, seasonal, supplemental, irregular, or like forms of employment, or in positions that are created to serve experimental, pilot, temporary, or like special programs, projects, or purposes, the funding and duration of which are finite. Non-Probationary classified employees and tenured instructors shall not be terminated except for failure to perform their duties in a satisfactory manner, incompetency, neglect of duty, insubordination, immorality, justifiable decrease in jobs in the institution, or other good and just causes. Termination of employment shall not be made for political or personal reasons on the part of the President of the institution.

III.D.4.

Termination of Employment

An employee on non-probationary status may be terminated only in the following manner: a.

The Senior Personnel Officer shall give written notice of the intent to terminate which must include the following.   

A statement indicating the reasons for the proposed termination. The time and place for the hearing which must be conducted no less than thirty (30) calendar days and no more than sixty calendar (60) days after receipt of notice by the employee. The notice must inform the employee that in order to request a hearing with the President, the employee must file a written request for the hearing within 15 days after issuance of the notice.

b.

Notice to the employee may be delivered by U.S. Mail, certified delivery, by private carrier for next business-day delivery or by physical hand delivery to the employee or to his or her last known address.

c.

During the pre-termination conference, which shall be public or private at the discretion of the employee, the employee, or the employee’s representative, shall be afforded the opportunity to speak to the President on matters relevant to the termination. The employee has the right to counsel and to have a court reporter record his or her statement, both at the expense of the employee.

d.

If the employee fails to timely request a hearing, the President will act on the recommended termination and the President’s decision will be final.

e.

The employee or the employee’s representative will be afforded the opportunity to present testimony, other evidence, and argument on matters relevant to the proposed termination; cross examine witnesses and the right to counsel at the employee’s expense.

f.

The College will bear the expenses of the court reporter who will transcribe the proceedings.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-8

g.

The hearing can be public or private at the election of the employee.

h.

The President shall issue subpoenas compelling the appearance of witnesses.

i.

The President may issue subpoenas to any witness who the President believes may have knowledge or evidence related to the issues presented for determination.

j.

The President must give written notice to the employee of his or her decision regarding the proposed termination within ten (10) calendar days after making a decision.

k.

Notice shall also inform the employee of their right to contest the decision.

III.D.5.

Termination – Effect on Employee’s Pay

a.

A decision to terminate an employee or suspend the employee with pay shall be effective immediately.

b.

Tenured or non-probationary employees shall continue to receive pay and benefits until a final ruling by the Hearing Officer or seventy-five (75) calendar days whichever occurs first from the date of the President’s termination decision unless the termination is based on an act of moral turpitude, immorality, abandonment of job, incarceration or neglect of duty.

III.D.6.

Process to Contest Termination

a.

An employee must file a notice of appeal with the Department of Postsecondary Education within 15 days of receiving the decision.

b.

The Department of Postsecondary Education will refer the appeal to the Executive Director of the Alabama State Bar Association.

c.

The notice of appeal must also state the grounds upon which it is based, and a copy must be provided to the college President.

d.

The hearing officer will be selected from a panel of neutrals comprised of five retired Alabama judges, excluding judges of probate.

e.

The parties may select a hearing officer from among the names provided or from any other source by agreement.

f.

The parties will select a hearing officer by a process of alternating strikes.

g.

The hearing officer selection process will be completed within ten (10) calendar days of receipt by the parties of the panel of potential hearing officers.

h.

The college must compile and file the record of the administrative proceedings, including any hearing transcripts, with the hearing officer within 20 days after its receipt of the notice of appeal.

i.

The appeal is submitted to the hearing officer who will hold a hearing.

j.

Deference is to be given to the decision of the President.

k.

A final ruling, either affirming or reversing the decision of the President, must be rendered within five

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-9

(5) days after the hearing. l.

If the President’s decision is set aside by the hearing officer, the employee will be reinstated and credited with any benefits due.

m.

Either party may appeal an adverse decision rendered by the hearing officer to the Alabama Court of Civil Appeals.

III.D.7.

Reductions to Employee Compensation or Benefits

Reductions in or modifications to employee compensation or benefits or the length of the work/school year are not subject to review provided: a.

prospective in effect

b.

based on the recommendation of the President

c.

applied to similarly situated employee

III.D.8.

Reductions in Force

Effective: August 9, 2017 The following policy has been adopted by Northwest-Shoals Community College for the purpose of stating the conditions under which, and the means by which, the College will implement a reduction-in-force (RIF) action should such an action become necessary and appropriate under Alabama’s Students First Act of 2011 found in Alabama Code §16-24C-6(h)(3). Upon approval, this policy will form the basis for an update to the existing College policy, Reduction in Force, effective August 9, 2017. A reduction in force (RIF) is defined as: Layoffs or other personnel actions that are unavoidable reductions in the workforce beyond normal attrition due to extraordinary circumstances such as but not limited to decreased student enrollment, shortage of revenues, programs or courses are impractical or economically unreasonable, or changes in academic mission, administrative or ministerial function that necessitates significant organizational changes. The President of the College must submit a written request for approval of a RIF action to the Chancellor of the Alabama Community College System, indicating the reason for the RIF, the current employee roster of the affected organizational unit with employee classifications, and how the employee roster is proposed to be affected and the manner in which the unit and employee will be affected. Before proceeding with the RIF, the President must obtain written approval to proceed with the proposed RIF action. The College shall develop and submit to the Chancellor or Board of Trustees its guidelines (Appendix D) to implement the reduction-in-force policy.

III.D.9. a.

Suspensions An employee may be suspended for cause without pay on written recommendation of the President for up to twenty (20) days.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-10

b.

The President must give the employee reasons for the proposed suspension and an opportunity to present evidence either in person or in writing prior to the suspension taking effect

c.

Suspensions of tenured or non-probationary employees in excess of 20 days are subject to the notice, hearing and review requirements and procedures that apply to terminations of tenured and nonprobationary employees under the Student’s First Act.

III.D.10.

Transfers

a. Non-tenured teachers may be reassigned to any teaching position or work location that is under the control of the employing college as the needs of the college require. b. Tenured teachers must receive written notice of reassignment not later than the twentieth (20th) calendar day after the first day of classes for students. c.

A tenured teacher may not be involuntarily reassigned more than one (1) time in a school year.

d. Reassignment of a tenured teacher may not entail a loss of or reduction in compensation. e. Such reassignments are not subject to challenge or review. f.

Non-probationary employees, other than teachers, may be transferred to any position for which they are qualified at any work location that is under the control and jurisdiction of the employer college.

g. If the transfer is without loss of or reduction in compensation and written notice of the proposed transfer is issued to the employee by the President not less than fifteen (15) days before a final decision on the transfer is to be made by the President, the transfer is not subject to challenge or review. h. The transfer may not take effect until fifteen (15) calendar days after the decision is made. i.

Probationary teachers and employees may be transferred to another position that provides for a lower rate or pay or amount of compensation or a shorter term of employment if:   

the President provides notice of the proposed transfer, such notice contains a written explanation of the effect of the transfer on the compensation of the employee, and notice informs the employee that the employee may object in writing.

j.

No such transfer shall take effect until fifteen (15) calendar days after the President’s final decision. Such transfers are not subject to challenge or review.

k.

Transfers or reassignments that are made as part of or in conjunction with a reduction in force or in order to comply with state and federal law are not subject to challenge or review.

l.

Such transfers are not subject to challenge or review.

m. Proposed involuntary transfer of a tenured teacher or non-probationary employee to another position that provides for a lower rate of pay or amount of pay or shorter term of employment. n. Subject to the same notice, hearing and review requirements and procedures as terminations.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

III.D.11.

3-11

Administrative Leave

The President of the College may in the exercise of sound administrative discretion place any employee on paid administrative leave.

III.D.12.

Administrative Appeal

An employee who has attained tenure or non-probationary status and has been denied a hearing by the College as required by the Student’s First Act may appeal for relief directly the Chief Administrative Law Judge of the Office of Administrative Hearing, Division of Administrative Law Judges, Office of the Attorney General.

III.D.13.

Leave of Absence

Leave of absence for a period of one (1) year for good cause may be granted to an employee by an employer without impairing the tenure or non-probationary status of the employee. The employer may extend the leave of absence for one (1) year. Leave of absence for military service shall be as provided in §31-2-13 of the Code of Alabama.

III.E.

STANDARDS FOR PROFESSIONAL BEHAVIOR

Employees are expected to treat each other, staff, students, and others in a professional manner while conducting NW-SCC business. Discourteous or offensive behavior directed toward staff, students or others will not be tolerated. Examples of such behavior include, but are not limited to:      

        

Bullying or berating others Physical or verbal intimidation, such as shouting or angry, outbursts directed toward others Derogatory verbal or physical behavior, such as name-calling Directing profanity toward others Behavior that has the effect of humiliating others Any form of dishonesty, including theft, embezzlement, misappropriation or public funds or property, cheating, plagiarism, fraud, misrepresentation, or furnishing false information to the College or any educational or governmental institution or agency Forgery, alteration, unauthorized destruction, or misuse of any College document, record, or identification sources Insubordination toward a supervisory College official, tardiness, sleeping on the job, or failure to perform assigned duties and responsibilities in a satisfactory manner. Disorderly or disruptive conduct including rioting, inciting of riot, assembling to riot, raiding, inciting to raid, or assembling to raid College property or the property of another person or entity Violation of published safety regulations Unauthorized solicitations on work premises Abuse or unauthorized use of equipment, facilities, or other resources Possession or use of alcohol or other controlled substances on campus Inappropriate contributions to blogs, message boards, and social networking or content-sharing sites Other unprofessional or inappropriate behavior

Discourteous or offensive behavior also includes written or electronic communication, as well as group behavior (e.g. “mobbing”) which has a negative impact on the workplace and/or on others. Workplace bullying is behavior that harms, intimidates, offends, degrades or humiliates an employee, possibly in front of other employees, students, or customers. Workplace bullying may cause the loss of trained and talented employees, reduce productivity and morale, and create legal risks.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-12

Employees who believe they are being subjected to discourteous or offensive behavior are encouraged, when appropriate, to ask the person engaging in the behavior to stop. If an employee is uncomfortable doing so, or if the behavior continues, the employee should report the incident to his/her immediate supervisor. If the employee is not comfortable reporting the matter to his/her immediate supervisor, the employee should contact Dr. Glenda Colagross, Vice President, or John McIntosh, Acting Senior Personnel Officer. Reports of unprofessional behavior should be taken seriously by supervisors and managers and followed up on as promptly as is reasonably possible. Upon completion of any follow up, the responsible supervisor or manager should also advise the person who made the report that the matter has been reviewed and addressed. Violation of these standards may be cause for disciplinary action, up to and including termination. Disciplinary action will be determined on a case-by-case basis depending upon the severity of the behavior and whether it is a repeated or an isolated instance. Employees may also be subject to disciplinary action for making false complaints of allegations of discourteous or offensive behavior. Discourteous or offensive behavior that involves forms of unlawful discrimination or harassment based on a protected status under state or federal law is covered under the NW-SCC non-harassment policy. Complaints of unlawful discrimination or harassment should be directed to Dr. Glenda Colagross, Vice President, or to John McIntosh, Acting Senior Personnel Officer. Professional behavior is expected of all employees. Display of unprofessional behavior such as physical violence or abusive language will not be tolerated and will result in disciplinary action.

III.F.

DISCIPLINE

The employing President shall have authority to reprimand, censure, or suspend, with or without pay, an employee for just cause. Such action on the part of the employing President or staff shall not be for political or personal reasons on the part of the President. Employees will be given a verbal warning, written warning, and then a final written warning on any disciplinary issues (See Appendix E). The President will give the employee reasons for any proposed suspension and an opportunity to present evidence either in person or in writing prior to the suspension taking effect. Suspensions of 21 working days or more will comply with the Student’s First Act.

III.G.

PERSONNEL RECORD INFORMATION

The president of each institution may designate a custodian of personnel records of the faculty and staff and the records of applicants seeking employment at each institution. The Office of Human Resources has been designated as the custodian of personnel records. Anyone wishing to inspect the contents of a personnel file or applicant record may do so when the Office of Human Resources is available upon written request to the President. Anyone desiring to photograph personnel or applicants’ records may do so under the direction of the Office of Human Resources. Anyone desiring photocopies of personnel or applicant records may request this of the Office of Human Resources. The Office of Human Resources may establish a charge for this service. Applicant and search records for positions at the institution may be designated as confidential by the President if, in the opinion of the President, public access to such records would have a “chilling” effect on the ability of the institution to attract qualified applicants. All letters and documents and other material of any kind or character which relate to or are germane to employee performance, including, but not limited to, all performance evaluations and records of conferences related to performance, are designated as limitedaccess employee records and are confidential. Such material shall be open to inspection only by the employee or by officials of the employing institution who are responsible for supervision of the employee. Except as required for use by the President in the discharge of official responsibilities, the Office of Human

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-13

Resources of limited-access records shall release information from such records only upon authorization, in writing, from the employee or the President, or upon order of a court competent jurisdiction.

III.H.

RELINQUISHMENT OF EMPLOYMENT

1.

Resignations: Upon resignation from his or her position at an institution, an employee loses their right to tenure. A resignation shall be deemed effective as in number two (2) below or when accepted in writing by the President of the institution.

2.

Failure to Report for Duty: An employee who, without good cause, fails to report for duty at the employing institution at the beginning of a semester/term shall be deemed to have resigned.

3.

Abandonment of Position: An employee who is absent from work for three (3) consecutive workdays without approval shall be considered to have abandoned the position and to have resigned from the College.

All absences from work shall be approved in accordance with procedures established by each institution. Any employee who is absent from work without approved leave or without appropriate notification to his or her supervisor shall forfeit compensation and shall be subject to disciplinary action.

Source: Alabama Community College System Board of Trustees Policy 618.01, Dated 04-13-16.

III.I.

RESIGNATION POLICY

All instructional personnel intending to resign are required to give written notice of resignation to the Vice President of Instruction at least thirty (30) days prior to the beginning of a semester/term. Each instructional staff member shall complete all instructional duties for any semester/term started, except by mutual written agreement by both parties. All other personnel shall give a minimum of thirty days (30) written notice of resignation to their immediate supervisor, except by mutual written agreement of the President or designee and the employee. SOURCE: Department of Postsecondary Education Policy Manual, 617.01, Dated 3-24-05.

III.J.

EXIT POLICY

Employment at NW-SCC is severable by resignation, termination, or retirement. All exiting employees must (1) return all College owned property, including keys and employee identification tags, to the immediate supervisor or Human Resources Coordinator and (2) remove all personal property from the campus. In addition, all employees voluntarily exiting are required to meet with their immediate supervisor, prior to or on the last day of employment, to complete the Exit Checklist/Clearance for Final Paycheck in order to receive their final paycheck (Appendix F). A Separation Checklist (Appendix RR) will be initiated by the immediate supervisor and distributed among the immediate supervisor, Information Technology, Business Office, Vice President’s Office, Distance Education Office, Payroll Office, and Human Resources Office to complete final separation processes for all terminating employees. SOURCE: Adapted from the policy of the former College Affairs Committee

III.K.

MANDATORY RETIREMENT

The law which required seventy-year old employees to provide evidence of "physical and mental fitness" has been repealed. Effective May 5, 1988, Act No. 88-548 of the Alabama Legislature repealed the provision of

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-14

the Teachers Retirement System status which forced seventy-year old employees to either retire or submit to an annual review of fitness. As of the effective date of Act No. 88-548, there is no mandatory retirement age for educators. SOURCE: Alabama College System Legal Advisor, February/March 1990 issue

III.L.

GARNISHMENT

The salaries of all System employees are subject to a lawful writ of garnishment.

III.M.

DUTY DAYS AND HOLIDAYS

III.M.1.

Non-Instructional

a.

The normal work week for non-instructional personnel employed by System institutions is at least forty (40) hours, exclusive of lunch. Days that the institution is officially open are duty days for all full-time, non-instructional employees of each institution.

b.

System institutions shall be open Monday through Friday of each week and on such other days and at such other times as deemed necessary by the President of each institution. Employees shall be allowed the following official holidays on which days the institutions shall be closed. 1. 2. 3. 4. 5.

c.

New Year's Day Martin Luther King’s/Robert E. Lee’s Birthday National Memorial Day Independence Day Labor Day

6. Veteran’s Day

7. Thanksgiving Day 8. Day after Thanksgiving 9. Christmas Eve 10. Christmas Day

In addition, the President of each institution shall designate five (5) other days on which the institution will be closed in the official, approved calendar of the institution.

III.M.2.

Duty Days - Instructional

The normal work week of a full-time instructor, librarian, or counselor shall be a minimum of 35 clock hours, exclusive of lunch and other regularly scheduled breaks. This does not mean that each teacher is to be on duty seven hours per day, but it does mean that each instructor is to have a regular schedule of instruction, office hours, advising, planning, and institutional duties. Full-time instructors, librarians, and counselors employed on an academic year contract (fall and spring semesters) shall work the equivalent of 175 days or 1,225 hours. Full-time instructors, librarians, and counselors employed on a twelve-month contract shall work the equivalent of 229 days or 1,603 hours. Those employed full-time for the summer shall work the equivalent of 54 days or 378 hours. SOURCE:

Alabama Community College System Board of Trustees Policy, 608.02, Dated 04-13-16.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

III.N.

3-15

PROFESSIONAL DEVELOPMENT PROGRAM

Policy The administration recognizes the varied roles within the College and the fact that there are many acceptable ways of achieving currency in knowledge and skills. To ensure staff development, a minimum number of required hours of updating/upgrading knowledge and skills have been established for each full-time, permanent employee: Administrative Staff (Salary Schedule C). . . . . . . . . . . . . . . . . 5 Days Instructional Staff (Salary Schedule D). . . . . . . . . . . . . . . . . . . 4 Days Support Staff (Salary Schedules E and H) . . . . . . . . . . . . . . . . 2 Days Procedures All employees have an annual evaluation conference with their immediate supervisor. During this conference evaluation results are addressed. Strengths and weaknesses are identified and subsequently, an individual professional development plan is developed for improving the employee’s effectiveness. This plan is recorded on the “Professional Development Plan” form. (Appendix G) It is the supervisor’s responsibility to assist in developing staff development plans and to verify the appropriateness of the proposed experiences. Professional Development activities should be job-related. A job-related activity, scheduled during work hours and approved in writing from one’s supervisor, will not require make up of time. The completed Professional Development Summary will be placed in the employee’s professional development file located in the office of each employee’s supervisor at the end of the year. It is the supervisor’s responsibility to assure that College functions are not disrupted by professional development activities. Applications It is each employee’s responsibility to take the initiative for their professional development by planning, requesting, and getting the prior approval of their supervisor for appropriate in-service training to meet their individual needs. The College will sponsor on-campus seminars and courses and support travel for offcampus experiences within the limits of available resources. College courses may be taken for professional development. Tuition and fees may be waived for those employees who are full-time and are eligible under the “Employee ” guidelines of the Tuition Waiver policy. (Appendix H) Also, employees may contact the Workforce Solutions Division for availability of continuing education classes to audit. (Appendix I) All courses should be included in the employee’s Professional Development Plan and have prior approval of the supervisor. Employees taking college courses during work hours must have written approval of their immediate supervisor. Supervisor’s approval indicates there will be no disruption or hardship on the office or area. Written approval should indicate the employee’s course title, number, section, credit hours, day(s) and time of course. Letters of approval or emails should be sent to the Office of Human Resources for placement in the employees’ personnel file. Employees approved to take college courses during work hours must turn in annual leave for hours missed. All leave for the semester must be requested at the beginning of the term of which the class is taken. Employees may not use their lunch hour to take a course during work hours.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-16

Employees are not eligible to take courses in a to-be-announced (TBA) format unless approved by the Vice President.

III.O.

PERSONNEL POLICIES AND PROCEDURES REGARDING EMPLOYMENT

III.O.1.

Employees Eligible for Registration under the United States Military Selective Service Act

Any employee or potential employee who is eligible for registration under the United States Military Selective Service Act must be registered before being offered employment, promotion, or higher classification by the State, or enrollment in an institution of higher education. Potential or current employees may register or document their compliance with this law by completing a Certificate of Registration by accessing the United States Military Selective Service Act site http://www.sss.gov.

III.O.2.

Policies and Procedures Regarding Announcement of New and Replacement Positions

a.

The Office of Human Resources coordinates and keeps on file all solicited applications and pertinent information concerning faculty and administrative/staff positions.

b.

The Office of Human Resources will accept applications for advertised/open positions only and will not accept, nor be responsible for, unsolicited applications.

c.

All new and replacement positions must be approved by the President and, in certain circumstances, may require approval through the Alabama Community College System prior to advertising the position.

d.

All job announcements and personnel functions will be processed in the Office of Human Resources.

e.

All College job vacancies will be posted on the Shoals Campus on the Job Board outside the Office of Human Resources (Building 100) and in the Administration Building on the Phil Campbell Campus.

f.

All College positions on State Salary Schedules B, C, and D will follow the Alabama Community College System Uniform Guidelines and will be advertised through the local paper(s), all public twoyear institutions in Alabama, historically black colleges and universities in the State of Alabama, the NW-SCC web page, as well as any other medium of advertisement that is deemed feasible to recruit qualified candidates. Position announcements will also be sent to those applicants of the Alabama Community College System’s database.

g.

The following statement is required on each job announcement. Northwest-Shoals Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.

h.

Search Committees established to fill vacant position(s) shall be appointed by the President.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

i.

3-17

Each Search Committee will be given an orientation of its responsibilities and the process prior to beginning the search process.

III.O.3.

Employment Procedures: Responsibilities of Supervisors, Directors, Deans, or Vice President

Administrative

a.

Prior to instituting employment procedures, the appropriate supervisor, Director, Dean, or Vice President must inform the President of personnel needs.

b.

The appropriate supervisor, Director, Dean, or Vice President should discuss the pay scale with the Comptroller, complete the “New Employee Permission Request” form (Appendix J), and forward the form for appropriate signatures.

c.

The President will forward the approved request to the Office of Human Resources.

d.

When necessary, the President will request approval through the Alabama Community College System Office and will notify the Office of Human Resources once approval is received.

e.

Once the Office of Human Resources receives approval from the President, employment procedures will begin.

f.

Positions on State Salary Schedules E, H-35, H-30, H-25, and H-20, when the supervisor, Director, Dean, or Vice President is ready to make their recommendation to the President, they must meet with the Coordinator of Human Resources to determine correct step placement as well as determine accrual rate of annual leave. Once these factors have been determined, then salary placement (schedule, rank, step) and accrual of annual leave should be included in their recommendation. Also, justification for prior experience in relation to step placement and accrual of annual leave should be included.

g.

Positions on State Salary Schedules B, C, and D, the President will make the recommendation for employment in writing. The President will confer with the Coordinator of Human Resources in regard to step placement and accrual of annual leave.

h.

The appropriate supervisor, Director, Dean, or Vice President must inform prospective employees that employment is not final until all required business forms are completed (no pay will be issued until appropriate forms are received) and official transcripts, if applicable, are received. The prospective employee should report to the Office of Human Resources upon notification of pending employment.

III.P.

GENERAL EMPLOYMENT POLICIES

III.P.1.

New Employee

New employees are required to come to the Office of Human Resources on the Shoals Campus or Payroll Office on the Phil Campbell Campus on or before their first working day for completion of all necessary employment papers. Employees that do not complete all payroll paperwork within the first three days of employment, may forfeit their employment. New employees may not begin work until the supervisor has completed an Electronic Personnel Action Form and the supervisor has received notification that the E-Verification process has been completed.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-18

New employees will be required to complete a payroll packet which will include: 1.

Employee Information Form

2.

Teacher Retirement Form

3.

Family Relationship Disclosure Form

4.

W-4 Form – Federal Income Tax

5.

A-4 Form – Alabama State Income Tax

6.

I-9 Form – Employment Eligibility Verification (must have social security card and driver license for photocopying)

7.

Direct Deposit Authorization Form

8.

Request, Authorization, Consent, and Release for Background Check Form

9.

Request for Access to Electronic Mail

10.

Must complete Ethics Training

11.

New employees and rehire employees (employees that have not been employed by the College within the past 12 months) will be submitted to E-Verify. E-Verify is an internet-based system that compares information from an employee’s I-9 Form, Employment Eligibility Verification, to data from the U.S. Department of Homeland Security and Social Security Administration records to confirm employment eligibility.

12.

New employees will be reported to the Alabama State Director of New Hires. The New-Hire Act of 1997 was established in Alabama to comply with Federal Welfare Reform Act of 1996. New hire reports are entered into the Alabama State Directory of New Hires in order to prevent program abuse and to assist the Federal Parent Locator Service. New hire reports are transmitted to the National Directory of New Hires where the data is cross matched with other states to prevent abuse of unemployment or workers compensation, recoup over-issuance of food stamps and to help locate those who are delinquent in legal child-support obligations.

III.P.2.

Proper Signification of Earned and Honorary Degree

Neither the Alabama Community College System, nor any college, institution, department, division or office shall publish in any catalogue, advertisement, tract, listing, statement or other paper, or in any lecture, presentation, representation, website, or any tangible, photographic, magnetic, or electronic media, any prefix, suffix, or other reference associating an academic degree with any person, other than the following: a.

An earned degree, granted such person by a duly accredited institution, or

b.

An honorary degree that is clearly designated as such by immediate juxtaposition of the word “Honorary” with any prefix, suffix, or other reference to such honorary degree.

SOURCE:

Alabama Community College System Board of Trustees Policy, 221.01, Dated 12-14-16.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

III.P.3.

3-19

Volunteer Agreement Policy

The Volunteer Agreement Policy is designed to enable Northwest-Shoals Community College to accept volunteers, reduce volunteer risk, and protect the interests of the College, its volunteers, and the College Community. College volunteers are expected to abide by all College policies, procedures, and external laws and regulations that govern their actions. These may include, but not be limited to, those relating to ethical behavior, safety, confidentiality, protected health and student information, computer use, financial responsibility, and drug use. College volunteers are not eligible for compensation or any College benefit as a result of their volunteer association with the College. College volunteers may not replace employee positions at the College. III.P.3.a.

Definition

A “College Volunteer” is defined as any uncompensated individual whose services are offered freely to support the activities of the College. III.P.3.b.

Eligibility

To qualify as a College volunteer, an individual must be willing to provide services according to the procedures in this policy. The individual must have adequate experience, qualifications, and training for the task(s) he or she will perform as a College volunteer. A current employee may not become a College volunteer at the College in any capacity in which he or she is employed at the College, or which is essentially similar to or related to the individual’s regular work at the College. A current employee may volunteer for special events, programs, or in any capacity that differs from his or her employment. III.P.3.c.

Prohibited Activities

College volunteers are prohibited from performing the following activities:    

Operating heavy equipment including vehicles Any activity considered inappropriate for an employee Entering into any contract or agreement on behalf of the College Working with hazardous materials, environments, or related areas which may otherwise place the volunteer at risk for physical harm

III.P.3.d.

Process/Procedures

When selecting a College volunteer, it is the department/division’s responsibility to insure that the individual has adequate experience, qualifications, and training. Prior to any volunteer work actually being performed, the following must be completed:    

Completed and signed NW-SCC Application Submitted copy of current driver’s license Completed reference checks by immediate supervisor Signed Volunteer Agreement form (Appendix SS)

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

   

Completed Background Check Release form to consent to a criminal background investigation Completed and signed Confidentiality Agreement Completed and signed Drug-Free Workplace Acknowledgement form Completed and signed Harassment/Sexual Harassment Policy Acknowledgement form

III.P.3.e.    

3-20

Services Requiring a Volunteer Agreement

Volunteer activities with students Activities with minors Long term or on-going volunteer services such as mentoring Services requiring access to confidential information

III.P.4.

Nepotism Policy

The Nepotism Statue (Code of Alabama Section 41-1-5) takes precedent over all Alabama Community College System Board policies regarding employment. 1. No officer or employee of the state or of any state department, board, bureau, committee, commission, institution, corporation, authority, or other agency of the state shall appoint, or enter a personal service contract with, any person related to him or her within the fourth degree of affinity or consanguinity to any job, position, or office of profit with the state or with any of its agencies. 2. Any person within the fourth degree of affinity or consanguinity of the agency head or appointing authority, the appointing authority’s designee, deputy director, assistant director, or associate director shall be ineligible to serve in any capacity with the state under authority of such an appointment, and any appointment so attempted shall be void. The provisions of this section shall not prohibit the continued employment of any person who is employed as a public employee as of August 1, 2013, nor shall it be construed to hinder, alter, or in any way affect normal promotional advancements under the state Merit System for the employee. 3. Any person within the fourth degree of affinity or consanguinity of a public employee shall not be the immediate supervisor for or in the chain of command of, or participate in the hiring, evaluation, reassignment, promotion, or discipline of, the public employee within any state department, board, bureau, committee, commission, institution, corporation, authority, or other agency of the state. 4. Whoever violates this section is guilty of a misdemeanor and shall be punished by a fine not to exceed five hundred dollars ($500) or by imprisonment not to exceed one year, or both. A willful violation of this section shall subject the public employee and the person or person within the fourth degree of affinity or consanguinity of the public employee to disciplinary action, up to and including separation from state service. 5. This section shall not apply to any city or county board of education.

No President shall employ any relative within the fourth degree of kinship by either birth or marriage to work in the institution, and any relative of a President within the aforementioned relationship now employed in the institution as of August 1, 2013 shall not be assigned to any position which reports directly to the President, or in which the employee makes final decisions concerning the expenditure of funds. SOURCE: 14-2016.

Alabama Community College System Board of Trustees Policy, 205-01 - 205.02, Dated 12-

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

III.P.5.

3-21

Employment of Relatives

1. This policy shall not apply to persons actively employed as of January 1, 2007, so long as they occupy the position occupied as of January 1, 2007. Should an employee who began service prior to January 1, 2007 change positions, the employee is subject to all rules and requirements of this policy. Should an employee’s circumstances change due to election results, marriage, etc., the employee is subject to these rules and requirements, and any accommodation of unusual circumstances shall be determined by the Board of Trustees 2. The Nepotism Statute (Code of Alabama Section 41-1-5) takes precedent over all ACCS Board policies regarding employment, However, the Nepotism Statute applies specifically to relatives of any member of the Board of Trustees only for the positions in the Alabama Community College System in which the Board makes the employment decision, namely the chancellor, the college presidents, and the directors of applicable System entities such as the Alabama Technology Network. 3. The Ethics State (Code of Alabama Section 41-1-5) states: “(a) No public official or public employee shall use or cause to be used his or her official positon or office to obtain personal gain for himself oR herself, or family member of the public employee of family member of the public official, or any business with which the person is associated unless the use and gain are otherwise specifically authorized by law. Personal gain is achieved when the public official, public employee, or a family member thereof receives, obtains, exerts control over, or otherwise converts to personal use the object constituting such personal gain.” 4. DEFINITIONS Employing Authority. For the purposes of this policy, Employing Authority includes: the Chancellor of the Alabama Community College System, a member of the Board of Trustees, a President of an Alabama Community College System college, a System-level Director of any other Alabama Community College System agency, entity, or System office and Alabama Technology Network. Relative. For the purposes of this policy, Relative includes any person related within the fourth degree of affinity or consanguinity to any job, position, or office of profit with the state or with any of its agencies. Term of Service. For the purposes of this policy, Term of Service commences with the date upon which the Chancellor of the Alabama Community College System or any member of the Board of Trustees is appointed to the position and ends with the date upon which the successor to the Chancellor or Board of Trustee member is appointed to the position. 5. Hiring. Relatives of the Chancellor of the Alabama Community College System or of any member of the Board of Trustees can be hired for, or appointed to, positions within the Alabama Community College System or any of its entities, institutions or System office during their terms of service only as specified below. 6. Chancellor, Presidents, and Directors. No relative of a member of the Board of Trustees or the Chancellor, may be hired or appointed as Chancellor, a college president or corresponding level during their respective term of office. 7. All Other Positions. The members of the Board of Trustees and the Chancellor shall not advocate or attempt to influence the employment of any relative.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-22

Any employment in violation of this policy shall be void. When it is discovered that a relative of the Chancellor of the Alabama Community College System or of any member of the Board of Trustees has applied for a position, the employing authority must appoint a screening committee of which the majority of members must be employed outside the Alabama Community College System. The committee membership must also meet any other standards for composition. Upon completion of its task, including recommending three applicants for consideration by the employing authority, the committee members must each sign a statement verifying that no undue or inappropriate influence was applied to employment process or submit a statement acknowledging what undue or inappropriate influence was applied. If a relative is identified after the process has commenced and a screening committee has been appointed, the process must be terminated and reinstituted following the steps above. No such relative may be appointed to a temporary or interim position. The Employing Authority may select only from the three candidates recommended by the screening committee or must end the process and re-advertise the position. If a relative of a Chancellor or Board member is selected for the positon, the Employing Authority must disclose the employment to the Chancellor within 15 calendar days of the appointment. The disclosure must include documentation of qualifications and merit and a statement verifying that no undue or inappropriate influence was applied. The Chancellor shall provide a notice of such disclosure to the members of the Board of Trustees on a monthly basis. SOURCE: 2016.

Alabama Community College System Board of Trustees Policy, 205.03, Dated 12-14-

III.P.6.

Disclosure of Employment of Relatives

III.P.6.a.

Definitions

Employing Authority. For the purposes of this policy, Employing Agency includes: the Chancellor of the Alabama Community College System, a member of the Board of Trustees, a President of an Alabama Community College System college, a System-level Director of any other Alabama Community College System agency, entity, or System office and Alabama Technology Network. Relative. For the purposes of this policy, Relative includes any person related within the fourth degree of affinity or consanguinity to any job, position, or office of profit with the state or with any of its agencies. III.P.6.b.

Employment of a Relative

As a part of the employment process, within 15 calendar days of the employment of an individual by the Employing Authority of an Alabama Community College System office, agency, entity, or institution, regardless of placement on salary schedule, position, or compensation, and regardless of whether the employment is temporary or the result of a search process, the individual shall complete a Family Relationship Disclosure Form. Such form shall contain the name of the individual; the name of the Alabama Community College System office, agency, entity, or institution employing the individual; the position and/or title for which the individual is employed; the salary schedule, rank, step, and annual salary of the individual; and the date on which employment commences. Such form shall also contain a statement by the individual regarding whether the individual is a relative of any Alabama Community College System Employing Authority and shall identify such Employing Authority and such relationship.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

III.P.6.c.

3-23

Reporting

Upon completion of the Family Relationship Disclosure Form, it shall be forwarded immediately to the Employing Authority of the Alabama Community College System agency, entity, institution or System office employing such individual. The Employing Authority, within 15 calendar days of receipt of a form disclosing the employment of a relative of any Alabama Community College System Employing Authority, shall provide a copy to the Chancellor of the Alabama Community College System. The division of Human Resources of the Alabama Community College System office shall upon receipt of such disclosure form ensure that such hiring is in compliance with the Code of Alabama Section 41-1-5. The Chancellor shall provide a notice of such disclosure to the members of the Board of Trustees on a monthly basis. SOURCE: 2016.

III.P.7.

Alabama Community College System Board of Trustees Policy, 205.04, Dated 12-14-

SUPERVISION AND EVALUATION OF RELATIVES

The Nepotism Statute (Code of Alabama Section 41-1-5) takes precedent over all Alabama Community College System Board policies regarding employment. III.P.7.a.

DEFINITIONS

Employing Authority. For the purposes of this policy, the Employing Authority refers to those responsible for employment in the Alabama Community College System and includes the following: the Chancellor of the Alabama Community College System; any member of the Board of Trustees; a President of an Alabama Community College System college; a System-level Director of any other Alabama Community College System agency, entity, or System office and Alabama Technology Network. Relative. For the purposes of this policy, Relative includes any person related within the fourth degree of affinity or consanguinity to any job, position, or office of profit with the state or with any of its agencies. Conflict of Interest. For the purposes of this policy, Conflict of Interest includes the following: a supervisor/subordinate relationship between two related persons within the same operating department or unit; an employing authority or a relative having or appearing to have influence over a relative’s compensation, performance evaluation, or job security; an employing authority or a relative having an auditing or control relationship to a relative’s job; a relative of an employing authority reporting directly to the Employing Authority of any Alabama Community College System office, agency, entity, or institution. III.P.7.b.

SUPERVISION

Within 15 calendar days of the employment of an individual by the Employing Authority of an Alabama Community College System office, agency, entity, or institution, regardless of placement on salary schedule, position, or compensation, and regardless of whether the employment is temporary or the result of a search process, the individual shall complete a Family Relationship Disclosure Form. Such form shall contain the name of the individual; the name of the Alabama Community College System office, agency, entity, or institution employing the individual; the position and/or title for which the individual is employed; salary schedule, rank, step, and the annual salary of the individual; and the date on which employment commences. Such form shall also contain a statement by the individual regarding whether or not the individual is a relative of any Alabama Community College System Employing Authority and shall identify such Employing Authority and such relationship. Additionally, the Family Relationship Disclosure Form shall contain a statement by the individual regarding whether the individual is a relative of another employee of that same Alabama Community College System office, agency, entity, or institution and shall identify the other employee and such relationship. In a situation where an employee may marry, become a relative of, or otherwise establish a close personal relationship with an employing authority, such change of circumstances shall be disclosed in writing by the

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-24

employee to the Human Resources Office of the affected Alabama Community College System office, entity, or organization within 15 calendar days. Upon receipt of such notice of change of circumstances, the affected Alabama Community College System office, agency, entity, or institution shall notify the division of Human Resources of the Alabama Community College System office. The division of Human Resources of the System office shall upon receipt of such disclosure form ensure that such hiring is in compliance with the Code of Alabama Section 41-1-5. The Chancellor of the Alabama Community College System will then inform the members of the Board of Trustees on a monthly basis. In the event election results, marriage, or other changes of circumstances require special consideration or accommodation under these policies, every effort should be made to abide by these policies in their present form. However, the Board of Trustees may adjust these policies when unusual circumstances result from election results, marriage, etc. In the event of the pre-existence of the employment of a relative of an employing authority, or in the event that a pre-existing employee becomes a relative of an employing authority or in the event that an employee is or becomes a relative of another employee at the same Alabama Community College System office, agency, entity, or institution, the employment relationship will be reviewed by outside legal counsel to determine whether or not a conflict of interest exists. In the event that outside legal counsel determines the existence of a conflict of interest, the employing authority will reassign, reorganize, or take other appropriate action to minimize or eliminate the conflict of interest. III.P.7.c.

EVALUATION AND CORRECTIVE ACTION

In the event that a relative of an employing authority is or becomes employed by an Alabama Community College System office, entity, or organization, all annual and other evaluations (whether written or oral) of the performance of such relative shall be performed by a three-person committee consisting of the Director of Human Resources, the direct supervisor of the relative, and a third employee at the System office, entity or institution, to be appointed by the Chancellor. The third employee at the System office, entity, or institution shall be appointed by the Employing Authority of the Alabama Community College System office, agency, entity, or institution. However, if said Employing Authority has a personal vested interest, then the Chancellor shall appoint the third employee. None of the three members of the committee may be the Employing Authority of the Alabama Community College System office, agency, entity, or institution. The same committee shall be responsible for any corrective action to be administered to the relative. Copies of such evaluation shall be forwarded to the Office of the Chancellor. In the event that any other Conflict of Interest is identified, all annual and other evaluations (whether written or oral) of the performance of such relative shall be performed by a three-person committee appointed by the Employing Authority and consisting of the Director of Human Resources, the direct supervisor of the relative, and a third employee outside the line of authority in which the Conflict of Interest occurs. The same committee shall be responsible for any corrective action to be administered to the relative. SOURCE: 2016.

III.Q.

Alabama Community College System Board of Trustees Policy, 205.05, Dated 12-14-

PROHIBITED POLITICAL ACTIVITIES

Use of State Property for Political Purposes Sections 36-12-60, et seq., of the Code of Alabama (1975) make it illegal for "...any officer or employee of the State of Alabama to use or permit to be used any state-owned property of any character or description, including stationery, stamps, office equipment, office supplies, automobiles or any other property used by him, in his custody, or under his control, for the promotion or advancement of the interest of any candidate for the nomination or election to any public office of the State of Alabama." “Furthermore, it is unlawful for any officer or employee of the State of Alabama to transport, cause to be transported or allow to be transported in any automobile or other vehicle belonging to the state or any privately

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-25

owned vehicle while mileage is paid by the state any campaign literature or propaganda which promotes or tends to promote his candidacy or the candidacy of any other person for the nomination or election to any office of the State of Alabama." Section 36-12-63 of the Code places a duty upon "all officers, head of departments and all their individuals and boards charged with the duty of appointing individuals to state office or employing an individual in the state office or employing any individual in the state, if any part of the compensation is to be paid by the state, immediately to discharge all such officers or employees so appointed who violate any of the provisions of this article. Section 36-12-64 makes any violator subject to removal from office and being tried for a misdemeanor. Improper Influence or Use of State Time or Funds Section 17-1-17 of the Code makes it a felony for any person employed by a city, county, or the State of Alabama to "...attempt to use his official authority or position for the purpose of influencing the vote or political action of any person." Section 17-1-17 also makes it a misdemeanor for any person in the employment of the State of Alabama to "...use any state funds, property or time, for any political activities..." or to "...solicit any type of political campaign contributions from other employees in a subordinate capacity..." or to "...coerce or attempt to coerce any subordinate employee to work in any capacity in any political campaign or cause." Because the above-cited statues are State laws, they are enforceable by the respective District Attorneys of Alabama.

SOURCE: Code of Alabama, Sections 63-12-61, 63-12-63, 3-12-64, 17-1-7.

III.R.

PRIVATE CONSULTING/CONFLICT OF INTEREST

An employee is prohibited from using his or her official position and influence for personal gain or that of his or her family or associates, or from engaging in a conflict of interest. Full-time employees of Alabama College System institutions may, with the approvals described below, engage in outside employment, provided that such activity: (a) does not interfere with the performance of other responsibilities as an Alabama Community College System employee; (b) does not require use of institutional resources or facilities. Because of the great variation in the nature of employee expertise and outside activities, it is difficult to establish specific rules or time allocations for outside consulting activities. It is the responsibility of the employee, Department or Division Chair, Dean, and President to exercise judicious oversight and control of consulting activities so that no institutional or system functions or policies are neglected. Written prior approval to participate in any outside consulting activities shall be obtained from the President through the appropriate Department or Division Chair and Dean. Activities which shall be exempt from the requirement for prior approval include those things which, assuming they do not constitute a conflict of interest or conflict of commitment, are generally recognized as professional responsibilities, are limited in time, and do not involve the use of institutional resources. Examples such activities might include: (a) participation in uncompensated manuscript review, grant/contract review, or academic program review; (b) uncompensated professional studies or services for not-for-profit entities; and (c) occasional compensated or uncompensated seminars, presentations, or performances for civic groups or at schools, colleges, universities, research institutes, or for profit businesses. All other external consulting activities which draw upon the knowledge and skill of an employee require prior approval. Such compensated activities usually will include, but are not limited to: (a) one-time or multiple visits to a business for the purposes of offering advice and counsel; (b) carrying out investigations or studies which are not institutional grants or contracts; (c) a series of non-instructional lectures or performances; (d) serving as an expert witness; and (e) rendering other specific professional services. SOURCE: Alabama Community College System Board of Trustees Policy, 615.01, Dated 4-13-2016.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

III.S.

3-26

POLITICAL ACTION COMMITTEES

a.

No institution under the authority, direction, and control of the Board of Trustees shall organize, administrate, operate, or participate in any political action committee or like organization.

b.

Employees of institutions under the authority, direction, and control of the Board of Trustees shall not use the name of any such institution for any political action committee or like organization of institutional employees.

c.

Presidents and other administrators of institutions under the authority, direction, and control of the Board of Trustees shall not intimidate, coerce, threaten, or in any manner attempt to persuade any employee of such institution to join and/or make contributions to any political action committee or like organization of institutional employees.

SOURCE: Alabama Community College System Board of Trustees Policy, 216.01, Dated 12-14-2016.

III.T.

COLLEGE ADMINISTRATIVE POLICIES AND PROCEDURES

III.T.1

Budget Procedures

The preparation of the College's budget involves all personnel. Division Chairs and/or supervisors submit annual requests to their respective dean/vice president-level administrator. All budget requests must be based on the documentation resulting from the College’s plan for institutional effectiveness. Instructional personnel submit budget requests to their Division Chairpersons who compile these requests for the dean/vice president-level administrator’s approval. Non-instructional personnel submit requests to their immediate supervisors who review prepared departmental budget requests that are submitted, through the appropriate administrative channels, to the Comptroller. The Comptroller prepares a comprehensive estimate of College income and expenditures for the College’s fiscal year, which begins on October 1, and sends it to the President for approval. The State Board of Education approves all budgets and major changes in the budget.

III.T.2.

Budget Center

The Comptroller controls the budget by reviewing all requisitions and informing the President when purchases would exert an unreasonable constraint on any area of the College’s budget. Deans, chairpersons, and supervisors can print a monthly subsidiary ledger report which lists approved budget expenditures to date, purchase orders encumbered, budget balance remaining by categories, and bookstore purchases.

III.T.3.

In-House Invoice

The In-House Invoice is used for in-house purposes. Example: Request for payment between funds such as postage, promotional services, walk up copiers, etc. (Appendix K) Under state regulations, no tax reimbursement is allowed.

III.T.4.

Purchasing Procedures

Enter and submit an online purchase order for any purchase or travel. The purchase order will go through an approval process. Once it has been approved by all the appropriate person’s a purchase order is printed and returned to the individual placing the order. When the order is properly completed and received, the individual receiving the order should sign and date the purchase order and return to Accounts Payable for payment. Any errors in shipment or damages should also be noted and cleared with the vendor before authorizing payment. For computer and electronic related equipment, see III.T.5. Purchase Orders which are not approved are electronically returned to the individual submitting the purchase order stating the reason it was

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-27

denied. Preference must be given to State Bid vendors. A list of contracts is available online at http://purchasing.alabama.gov/txt/awards.aspx.

III.T.5.

Computer and Electronic Related Equipment Purchases

Due to the cost and the specialized nature of computer equipment and related software, the Director of MIS/Technical Services must approve all computer purchases for equipment, software, and peripherals. The Director is responsible for developing and maintaining the Institutional Computing Plan to address both academic and administrative computing as required by the Department of Postsecondary Education. The Director, the President, the President’s Cabinet, and funding resources will determine the allocation of all hardware and software. The unique needs of each user area are of primary importance in defining needs. As hardware/software is upgraded or replaced, the used hardware or software will be reallocated by the Director to meet appropriate needs in the institution. The Director is responsible for initiating Postsecondary approval as required. If purchases exceed $50,000 but are less than $100,000, State Board of Education review is required. If purchases exceed $100,000, State Board of Education approval is required. The Director will coordinate reporting with the Business Office.

III.T.6.

Bid Procedures

The Alabama Competitive Bid Law requires free and open competitive bidding, on sealed bids, to the lowest responsible bidder. This law applies to all contracts of whatever nature for labor, services, work, or purchase or lease of materials, equipment, supplies or other personal property, involving fifteen thousand dollars ($15,000) or more, made by the College. The law is cumulative for the fiscal year by vendor and type of service, supply, equipment or similar classification. (e.g. copy paper, office supplies, custodial services, catering) Any employee of Northwest-Shoals Community College who requests a bid for any project must follow the procedures below:      

The employee must submit a Bid Request to their supervisor and Dean for approval. The employee will work with the Business Office in the development of bid specifications for the approved bid, including providing the contract information for a minimum of three (3) vendors. A draft of the bid with detailed specifications will be reviewed and approved by the Business office. The employee signs the final draft of the bid specs and returns to the Business office. The Bid Database of all businesses and companies will be reviewed and updated in compliance with state policy. The Business office will assign a bid number and send copies of the bid to vendors in the Bid Database. (Appendix L)

III.T.7.

Inventory and Disposal

The Business Office maintains an inventory of college property which costs $5,000 or more. A decal number plate is assigned to such a purchase at the time the invoice is entered into the accounting system. The inventory for each department or division is the responsibility of the Department Head or the Division Chairperson. Each division or department must inventory all equipment as of May 31 and September 30 of each year. Property may be transferred from one college to another with the approval of the Chancellor of the Alabama College System. a.

Report of Missing Equipment

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-28

It is the responsibility of the employee to which equipment is assigned to notify the immediate supervisor or appropriate Dean immediately upon the discovery of a missing item of equipment and to complete a "Report of Missing Equipment" form. It shall be the responsibility of the supervisor or appropriate Dean to notify Campus Safety. It shall be the responsibility of the Chief of Department of Public Safety to notify the police if necessary. (Appendix M) b.

Interdepartmental Equipment Transfer Inventory items should not be removed from their designated room or department without notifying the Department Head or Division Chairperson. Before inventory items are transferred, an "Interdepartmental Transfer" form should be completed and filed in the Business Office. Employees desiring to use equipment temporarily which is normally used by another department should make proper arrangements before removing equipment to another area. (Appendix N)

c.

Disposal of Equipment College property can only be disposed of by advertised sale. Employees wishing to have property disposed of should complete a "Disposal of Equipment" form which should be submitted to the Business Office. (Appendix O)

III.T.8. a.

Payroll Procedures General Procedures The Office of Human Resources issues all employment contracts and letters of appointment. All new employees and rehires (those not employed during the past 12 months) are required to complete a Payroll Packet and be approved through the E-Verification process before beginning work. Adjunct faculty contracts cover the total number of credit and/or contact hours to be taught each semester. Adjunct salaries are disbursed in four payments during Fall Semester (September 30 – December 31) and Spring Semester (February 28 – May 31) and three payments during the Summer Semester (June 30 – August 31). Permanent, full-time employees are compensated from ACCS Salary Schedules A, B, C, D and E. Schedule E personnel are required to complete a Statement of Hours Worked form to document the total hours worked each week. (Appendix P) Employees compensated from ACCS Salary Schedule H20, H25, H30 and H35 are paid a salary equal to their respective schedule and compensated for additional hours reported on a monthly timesheet. (Appendix Q) Salaries of less than twelve months will be prorated using Banner and State Board policy/guidelines. All hourly employees that work less than 20 weekly hours are required to submit electronic timesheets for payment. All employee wage payments are direct deposited on the last work day of each month that the college is open, if funds are available. Beginning January 1, 2014, all pay stubs and W-2 forms are available online through Banner Self Service. (Appendix R)

b.

Garnishment The salaries of employees are subject to the writ of garnishment. The employee will be notified as soon as the writ of garnishment is received. SOURCE: Department of Postsecondary Education Policy Manual, 622.01, Dated 1975 and 3-24-05.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

c.

3-29

Deferred Payment Only full-time Faculty (Salary Schedule D1 ONLY) has the option to divide their 9-month appointment salary over a 12-month period. If the deferred payment option is chosen, the payroll department must be informed in writing on or before September 1 in order to become effective for the new academic year.

III.T.9. a.

Professional Travel Procedures In-State Travel The following rules and regulations govern in-state travel. (1)

Request for Travel (a)

Personnel who have not received an approved travel purchase order prior to the trip must take proper leave and pay their own expenses if they choose to travel.

(b)

Travel request(s) must be submitted through a purchase order request. When approved a purchase order will be returned to the employee requesting travel.

(c)

Acronyms/abbreviations should be spelled out the first time they are used on the request. For example, Southern Association of Colleges and Schools Commission on Colleges (SACS-COC).

(d)

The in-state travel purchase order/reimbursement should include the following.      

(2)

Letter explaining the importance of the travel to the College; List of all travelers (students, chaperones, etc.); Copy of the registration form or brochure indicating the fee; A schedule, agenda, conference fee information; and If contract agreements are involved, a copy of the contract or agreement should be sent. Documentation of mileage. (example – map quest)

Mileage (a)

Reimbursement at the federal mileage rate will be made to employees traveling by private car at state expense. The current federal mileage rate can be found at www.irs.gov.

(b)

For employees traveling in private automobiles, use map quest as your documentation for the number of miles to be used on travel request and travel reimbursement forms.

(c)

If travel involves more than one city, the route taken should be indicated; for example, Montgomery – Tuscaloosa – Birmingham – Montgomery. All vicinity mileage should be recorded, and if it exceeds twenty miles on any day, major points of travel covered must be indicated.

(d)

Employees are not paid mileage for their travel from their home to their base. Employees making first-trip travel to regularly scheduled off-base sites should only be reimbursed for travel which exceeds their normal home to base mileage travel. (Attorney General Opinion 86-00326, Dated 8/18/1986)

(e)

Employees traveling on state business in a personal vehicle may be reimbursed at the

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-30

federal mileage rate for the number of miles from his base station to his destination and return or the miles from his home to his destination and return, whichever is less. (Attorney General Opinion 80-00144, Dated 1-7-1980) (3)

Per Diem (a)

Partial Day (1)

No travel allowance shall be paid for a trip of less than six (6) hours duration. For travel which does not require an overnight stay, the traveler shall be paid a meal allowance of $11.25 for a trip of six to twelve hours’ duration; and for a trip of more than twelve hours’ duration (full day trip), the traveler shall be paid $30. When meals are provided, the meal allowance should be subtracted from the total per diem claimed.

(2) (b)

(4)

Overnight Trips (1)

For travel requiring an overnight stay, the traveler shall be paid $75 per day for each full day or fraction thereof for the duration of the trip.

(2)

Hours of departure from base and return to base must be reported on the reimbursement form. (Appendix S)

(3)

If, for the traveler’s personal convenience or through the taking of leave, there is interruption of travel or deviation from the direct route, the per diem in lieu of subsistence allowed will not exceed that which would have been incurred on uninterrupted travel by the most economical, usually traveled route.

When the payment of cash is necessary for miscellaneous expenditures on expense accounts, receipts will be required as follows: (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l)

(5)

Under no circumstances will per diem be allowed an employee at his/her official station or base. (Any campus, i.e., Shoals, Phil Campbell)

Operating expenses of state-owned automobiles, such as gasoline, oil, etc. (receipts must be itemized less federal tax). Repairs of expenses of state-owned automobiles, receipt to be itemized. Postage in excess of $1.00. Shipments, freight, express, etc. Stenographic or typewriting services in excess of $1.00. Tolls for tunnels and bridges. Telegrams, cablegrams: copy of message required in lieu of receipt. Telephone message, long distance, where the amount involved is in excess of $1.00 except that where a pay station is used and it is so stated in the expense account. Miscellaneous emergency expenditures. Railroad and other transportation fares showing tax has been reduced. Registration fees. Storing privately-owned vehicles.

Statement of Official Travel (a) (b)

The reimbursement form for in-state expenses can be found in Appendix S. Submit approved travel purchase order with the approved reimbursement form in a timely manner.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

(c)

3-31

Attach all necessary receipts and documentation of mileage.

SOURCE: Alabama Community College System Board of Trustees Policy, 316.01, Dated 4-1316. SOURCE: Per Diem Rate update by Chancellor’s memo, Dated 9-15-05. b.

Dues-Paying In-State Travel (ACT #2017-409) (1)

The following rules and regulations govern dues-paying in-state travel. (a)

Personnel who have not received an approved travel request prior to the trip must take proper leave and pay their own expenses if they choose to travel.

(b)

All dues-paying in-state travel requests are to be submitted via-purchase order to the President for approval before any expenditures associated with the travel are expended. (ACT #2017-409)

(c)

Acronyms/abbreviations should be spelled out the first time they are used on the request; for example, Southern Association of Colleges and Schools Commission on Colleges (SACS-COC).

(d)

All travel must be submitted for approval regardless of the source of funding, no later than thirty (30) days prior to travel date.

(f)

No travel will be approved for more than five (5) working days.

(g)

The dues-paying in-state travel request should include the following.       

(h)

Letter explaining the importance of the travel to the College; Document showing payment of dues; Copy of the Association charge for the Hotel per night. List of all travelers (students, athletes, chaperones, etc.); Copy of the registration form or brochure indicating the fee; A schedule, agenda, conference fee information, and if contracts and agreements are involved, a copy of the contract or agreement should be sent. The documentation of mileage (example – map quest)

An approved purchase order will be returned to you.

(2)

If travel was approved but not accomplished, Accounts Payable must be notified of the cancellation in writing. A copy of the approved request/purchase order must accompany the notification.

(3)

Meals receipts must include the following.     

The name and location of the restaurant, The number of people served, * The date and amount of the meal, Detailed description of the meal, and The total gratuity – up to 20% of meal amount only.

Meals are reimbursable only if receipts are in order. Meals will not be reimbursed from

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-32

summary credit card receipts. Only detailed meal receipts will be accepted for reimbursement. The amount spent on meals has to be reasonable and necessary. The IRS per diem range for meals is located in the IRS publication 1542. * State of Alabama policies allow only for reimbursement of the person in travel status. *IRS Publication 1542 for locations and future year amounts. (5)

Reimbursement for dues-paying in-state Travel (a) The reimbursement form for dues-paying in-state expenses can be found in Appendix T. Expenses should be itemized by day. Reimbursable expenses must be necessary and reasonable. (b)

Receipts are required for the following.      

c.

Motel/hotel lodging charges-max. amount contracted with the Association All meals (*IRS Publication 1542 for maximum reimbursement) Vehicle rentals Registration fees Operating expenses of state-owned vehicles, such as gasoline and oil, as well as emergency repairs to vehicles Itemized miscellaneous expenditures such as postage, parking, internet fees, etc.

(a)

Service costs that are included in the hotel billing should be itemized in the appropriate categories on the form. Miscellaneous expenses should be itemized on the appropriate date on the claim for reimbursement. Reasonable amount for baggage handling is $1.00 per bag. Tips should be itemized on appropriate meal receipts. Current allowable is up to 20% of meal amount only.

(b)

Submit approved travel request/purchase order with the approved and notarized reimbursement form in a timely manner.

Out-of-State Travel (1)

The following rules and regulations govern out-of-state travel. (e)

Personnel who have not received an approved travel request prior to the trip must take proper leave and pay their own expenses if they choose to travel.

(f)

All out-of-state travel requests are to be submitted via-purchase order to the President for approval before any expenditures associated with the travel are expended.

(g)

Acronyms/abbreviations should be spelled out the first time they are used on the request; for example, Southern Association of Colleges and Schools Commission on Colleges (SACS-COC).

(h)

All travel must be submitted for approval regardless of the source of funding, no later than thirty (30) days prior to travel date.

(f)

No travel will be approved for more than five (5) working days.

(g)

The out-of-state travel request should include the following.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

     (h)

3-33

Letter explaining the importance of the travel to the College; List of all travelers (students, athletes, chaperones, etc.); Copy of the registration form or brochure indicating the fee; A schedule, agenda, conference fee information, and if contracts and agreements are involved, a copy of the contract or agreement should be sent. The documentation of mileage (example – map quest) An approved purchase order will be returned to you.

(2)

If travel was approved but not accomplished, Accounts Payable must be notified of the cancellation in writing. A copy of the approved request/purchase order must accompany the notification.

(3)

Commercial Transportation

(4)

(c)

All travel must be economy class when commercial transportation is utilized. Any additional expenses above the airline ticket and baggage claim will be the responsibility of the traveler. (Example – insurance on loss of luggage – other personal expenses.)

(d)

If the traveler elects to use a private automobile, annual leave must be taken for travel time beyond time required for commercial air travel. Reimbursement for travel by private automobile will be the prevailing air fare rate economy class or the federal mileage rate, whichever is less.

Meals receipts must include the following.     

The name and location of the restaurant, The number of people served,* The date and amount of the meal, Detailed description of the meal, and The total gratuity – up to 20% of meal amount only.

Meals are reimbursable only if receipts are in order. Meals will not be reimbursed from summary credit card receipts. Only detailed meal receipts will be accepted for reimbursement. The amount spent on meals has to be reasonable and necessary. The IRS per diem range for meals is located in the IRS publication 1542. * State of Alabama policies allow only for reimbursement of the person in travel status. *IRS Publication 1542 for locations and future year amounts. No more than two persons from a single two-year college or ten (10) or more persons from various two-year colleges shall be permitted to travel outside the State of Alabama on professional development leave unless the group has received prior approval from the State Board of Education. If it is necessary for more than two persons to attend the same meeting, the supervisor/Dean must forward a cover letter justifying the number attending. The approval request must be at Postsecondary at least forty-five (45) days in advance. When more than one person travels to the same conference and separate travel request forms are submitted, be sure to provide the complete package of paperwork for each person traveling. (5)

Reimbursement for Out-of-State Travel

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

(a)

(b)

The reimbursement form for out-of-state expenses can be found in Appendix T. Expenses should be itemized by day. Reimbursable expenses must be necessary and reasonable. Receipts are required for the following.       

(6)

3-34

Commercial transportation Motel/hotel lodging charges All meals (*IRS Publication 1542 for maximum reimbursement) Vehicle rentals Registration fees Operating expenses of state-owned vehicles, such as gasoline and oil, as well as emergency repairs to vehicles Itemized miscellaneous expenditures such as postage, parking, internet fees, etc.

(e)

Service costs that are included in the hotel billing should be itemized in the appropriate categories on the form. Miscellaneous expenses should be itemized on the appropriate date on the claim for reimbursement. Reasonable amount for baggage handling is $1.00 per bag. Tips should be itemized on appropriate meal receipts. Current allowable is up to 20% of meal amount only.

(f)

Submit approved travel request/purchase order with the approved and notarized reimbursement form in a timely manner.

Travel between Campuses The following procedures should be followed for travel between campuses.     

SOURCE: SOURCE:

III.T.10.

Travel must be approved by immediate supervisor. School vehicles should be used for travel between campuses. Travel mileage will be paid only when a school vehicle is not available. Car pool when meetings involve several employees. (School vans may be used) No per diem or meal allowances will be paid for travel between campuses. Alabama Community College System Board of Trustees Policy, 316.01, Dated 4-13-16. Per Diem Rate update by Chancellor’s memo, Dated 9-15-05.

Check Cashing Policies

Due to increasing number of worthless checks presented to the College, the following procedures apply:    

Faculty and Staff will be allowed to cash checks for $10.00 or less. Student checks will be honored for the amount of purchase only. No two-party checks will be cashed, except NW-SCC checks for $10.00 or less. Check cashing privileges will be denied to employees after two (2) worthless checks are presented to the College.

III.T.11.

Personal Property

Personal property may not be stored in or on College property. Personal property stored in or on College property is subject to removal or disposal after a thirty (30) day notice to the owner. If personal property is identified in or on College property and ownership is undeterminable, the property is subject to removal or

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-35

disposal thirty (30) days after identification.

III.T.12. College Archival and Disposal of Records Policy III.T.12.a.

Policy Statement

It is the policy of the College to use the Alabama Community College System General Records Schedules Handbook adopted by the Department of Archives and History, the State Board of Education, and the President’s Cabinet as the resource document to identify the types of records in each department of the college, records that must be retained permanently, and records that may be destroyed as well as the conditions under which the disposal process may take place. III.T.12.b.

Record Disposal Process

The Alabama College System General Records Schedules Handbook is composed of guidelines and time frames for the disposal of certain types of records throughout the College. The State approved Destruction Notice form (Appendix U) will be completed by the designated liaison person from each institutional department with the specific records to be identified and destroyed and the signatures of appropriate officials. The completed disposal form will be submitted to the chairperson of the College Archival/Disposal of Records Committee for processing to the Department of Archives and History. Upon receipt of the disposal form with approval signatures, the committee chairperson will send the approved form to the department’s liaison for implementation. The committee chairperson will maintain a file of all approved Destruction Notice forms and complete the annual report required by the Department of Archives and History. III.T.12.c.

Disposal of Records

The state archiving rules and all other rules and regulations of document retention (RDA Handbook) is current and is located on the College Intranet site under Manuals and Procedures. This requires that certain documents must be retained indefinitely and others to be retained for a specific time period and then destroyed. The disposal of records plan approved by our local committee requests all areas of the college do an inventory of stored records. Materials that are to be destroyed must be recorded on the Destruction Notice Form, listing the records, the disposal codes from the handbook, the liaison person (person coordinating the destruction process), signature of supervisor/division approval the cubic feet of records to be destroyed. The Destruction Notice Form and Volume Conversion Chart are also on the College Intranet under forms. Employees will be notified by email the dates for destruction. Destruction Notice Forms for both campuses should be completed and sent to Sharon Jo McBride on the Muscle Shoals Campus. Approved forms will be sent back to the liaison persons for processing. These individuals will then email Tim Inman at [email protected], or the maintenance department at [email protected] for pickup and secure storage until the disposal dates arrive. Recycling may be used on for non-sensitive records. All other types of records must be shredded and burned. A heavy duty shredder has been purchased for each campus. The shredders are located in the Admissions Offices and may be reserved for use by submitting a request to the chairperson of the College Archival/Disposal of Records Committee. The liaison for each college department will coordinate the burning of shredded documents with the maintenance department on each campus.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-36

III.T.13. Fundraising Principal responsibility for coordinating all fund raising activities at the College has been delegated to the College’s Assistant Dean of Recruitment, Admissions, and Financial Aid who keeps the President apprised of all fund-raising activities. All fund-raising activities must be approved, in advance, by the Assistant Dean of Recruitment, Admissions, and Financial Aid. Fund-raising activities are only approved for organizations officially recognized by the College or individuals employed by the College. The person(s) requesting to conduct a fund-raising activity must submit a completed Fund-Raising Request for approval. (Appendix rr)

III.U.

GUIDELINES FOR DEVELOPING THE ACADEMIC CALENDAR

The Alabama Community College System (ACCS) Board of Trustees authorizes colleges to develop instructional calendars (ACCS Policy: 723.01 Calendar: Instruction). The Northwest-Shoals Community College (NW-SCC) Academic Calendar is initiated by the Office of Public Relations and recommended to the President's Cabinet for final approval. It must meet the following requirements instituted by the ACCS Board: All colleges shall operate on the semester system. Exceptions must be approved by the Chancellor. Colleges will develop a local policy that will include a prescribed instructional calendar to include:      

175 duty days for fall and spring semesters; 156 (78 for fall and 78 for spring) of which must be instructional days. 54 duty days or equivalent for the summer term; 50 of which must be instructional days. The calendar shall include registration, final examination days, drop/add, and holidays. The fall semester will include two days for statewide professional development. A minimum of two local professional development days are required for the year. The fall semester must begin in August and end in December. Spring semesters must begin in January and end in May. Days that the institution is officially open are duty days for all full-time, non-instructional personnel.

SOURCE: SOURCE:

III.V.

Alabama Community College System Board of Trustees Policy, 201.01, Dated 12-14-16. Alabama Community College System Board of Trustees Policy, 723.01, Dated 6-7-17.

COLLEGE CLOSINGS

Cancellation of classes in the event of adverse weather conditions is determined by the Administration of the College. Once this determination is made, the ACCS Chancellor’s Office must be notified (in accordance with ACCS Policy 211.01). 

Day Classes - A decision on the closing of the College will be made by 6:30 a.m.



Evening Classes - A decision on the closing of the College will be made by 4:00 p.m.

Announcements concerning cancellations will be made via radio, Patriot Alert, NW-SCC social media, NW-SCC website, and television stations.

Northwest-Shoals Community College - Personnel Handbook/Policy Manual

3-37

Media to listen to:

TV

RADIO

WHNT-TV Channel 19 WAAY-TV Channel 31 WAFF-TV Channel 48

WLAY Radio WQLT Radio WZZA Radio WGOL Radio KIX96 Radio

OTHER MEDIUM NW-SCC Website NW-SCC Twitter Page NW-SCC Facebook

During an instructional day when the College must close, the following guidelines apply. The campus administrator in charge will consult with the College President and President’s Executive Cabinet regarding the situation and concerns. When approval is given, the media will be alerted according to the College Inclement Weather/Closure Notification Plan. The Public Relations Office will initiate the Patriot Alert and will contact local media with the response that the individual campus or both campuses of the College will be canceling classes as of the specific time and day. Future closings will be made via this same procedure. Once a decision is made to close the College and/or cancel classes, the Coordinator of the Child Development Center will be notified immediately. All employees should monitor the NW-SCC website, media outlets, and NW-SCC social media in case of possible closing. Employees will be notified via the Patriot Alert. Campus Police/Safety employees must remain until all buildings and grounds have been secured.

III.W.

CATALOG AND STUDENT HANDBOOK POLICIES AND PROCEDURES

All employees are responsible for knowing the policies and procedures of the College in the current NW-SCC College Catalog and Student Handbook. However, staying cognizant of policies of the NW-SCC College Catalog and Student Handbook pertinent to the employee’s area of responsibility is crucial. These policies change frequently, and the employee must stay informed of them as they are printed in the NW-SCC College Catalog and Student Handbook or amended by memorandum. Employees should be familiar with the Family Educational Rights and Privacy Act of 1974 (FERPA) which is outlined in the NW-SCC College Catalog and Student Handbook. FERPA affords certain rights to students concerning their educational records and applies to students who reach the age of 18 or students who attend a postsecondary institution. The primary rights are as follows.   

The right to inspect and review their educational records. The right to seek to have their records amended. The right to have some control over the disclosure of information from their educational records.

Please refer to the NW-SCC College Catalog and Student Handbook for detailed information. SOURCE: Adapted from policy of the former College Affairs Committee