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Employee Handbook. Office of Human Resources

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Employee Handbook This Handbook was produced by the San Mateo County Community College District (SMCCCD) for its employees. This document is the property of the SMCCCD and is not intended for publication
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Employee Handbook This Handbook was produced by the San Mateo County Community College District (SMCCCD) for its employees. This document is the property of the SMCCCD and is not intended for publication Office of Human Resources April 2014 TABLE OF CONTENTS WELCOME TO THE DISTRICT... 1 Human Resources Staff... 2 GENERAL INFORMATION... 3 Introduction... 4 About the San Mateo County Community College District... 5 District Mission... 6 Questions... 8 EMPLOYMENT POLICIES/GUIDELINES... 9 Nondiscrimination Equal Employment Opportunity Professional Ethics Employment of Relatives Prohibition of Harassment Drug-Free Environment and Drug Prevention Program Smoking Safety: Injury and Illness Prevention Program Workplace Violence Plan Sexual Assault & Education, Prevention, & Reporting Political Activity Prohibited Conduct Personnel Records Computer and Network Use Reporting of Crimes Local Law Enforcement Gifts and Donations Solicitation of Funds Housekeeping and Break Room Attendance Guidelines Personal Property COMPENSATION Salary Long Service Increment (LSI) Exempt and Nonexempt Status of Classified Positions Hours of Work and Overtime/Overload Paycheck and Paycheck Stub PROFESSIONAL GROWTH & DEVELOPMENT Management, Staff, & Professional Development Programs Probationary Period for Classified and Academic Employees Performance Evaluations Classified Promotional Opportunities Museum of Tolerance (MOT) LEAVES... 44 Description Holidays Vacation Sick Leave Other Available Leave Categories Catastrophic Illness Leave Other Leaves More on Pregnancy Leave Procedures for Leave of Absence Requests Return to Work Unapproved Leave of Absence and Termination of Employment Workers Compensation Leave BENEFITS Summary of Benefits Offered Definition of Eligible Employee Medical, Dental, and Vision Coverage Flexible Spending Account Life and Accidental Death and Dismemberment Insurance Supplemental Life Insurance Disability Insurance California State Disability insurance Employee Assistance Program (EAP) Retirement Plans/Benefits Social Security Benefits Other Post-Retirement Medical & Dental Benefits Adjunct Faculty Benefits EMPLOYEE SAFETY Emergency Procedures Ergonomics Illness and Injury Prevention Program DISTRICT PROGRAMS District Housing Programs Second Loan Program Loan-to-Own Computer Program Printing Services at CSM and Skyline College San Mateo Athletic Club (SMAC) Cellular Phone SEPARATION FROM THE DISTRICT General Information Retirement Resignation Reductions in Force Release from Duty... 73 WELCOME Welcome to employment in the San Mateo County Community College District where it is certain that you will enjoy a long and fulfilling career helping students to achieve their goals. The Human Resources Department is an excellent source of information about employee services such as salary placement, benefits, training and promotional opportunities, paid and unpaid leave, retirement, and much more. We invite you to use our Automated Service Line at extension 6555 ( ). Also, please visit the District Portal Site at: and under the Download tab, click on the Human Resources folder to find policies, procedures, and other information that you may need during your career at the District. The Human Resources staff (next page) will make every effort to provide you with the information to become acclimated in your new position. 1 HUMAN RESOURCES STAFF Eugene Whitlock, Vice-Chancellor of Human Resources & Employee Relations, Ext Employee and labor relations; HR representative to the Board of Trustees; HR policies and procedures administration; District Rules and Regulations; Human Resources advice and counsel; collective bargaining negotiations and agreements; classification reviews Debbie Carrington, Human Resources Manager, Ext Employee and labor relations; job announcements; selection procedures; new faculty salary placement; minimum qualifications/equivalency; EEO; Board reports; ergonomic assessments; job descriptions; reporting; administrative and faculty screening processes David Feune, Compensation and Benefits Manager, Ext Employee compensation/job assignments for regular staff; 403 (b) and 457 tax sheltered annuities; vendor contract renewals; reporting; salary schedules; exit interviews; retirement information; retiree benefits and payments; employee and labor relations Noemi Diaz, Compensation Specialist, Ext Salary orders; salary step increases; classified long service increments; sick leave accrual for regular faculty; sick leave/vacation accrual for administrators/classified staff; compensation time accrual for classified staff Irene Lambly, Recruitment Specialist, Ext Recruitment; job announcements; online employment site specialist; classified staff selection processes; classified staff development program; new employee orientation Ingrid Melgoza, Human Resources Specialist, Ext Leave of absences; return to work clearances; worker s compensation; short/long term disability; performance evaluation tracking; employee training programs, including Museum of Tolerance diversity training, management of online sexual harassment and other training programs Mehrdad Elahi, Human Resources Representative, Ext Active employee benefits, including medical, dental, vision insurances; COBRA; basic and supplemental life insurance; employee assistance program; flexible spending accounts for regular employees and adjunct faculty; short-term new hires/job assignments; sick leave accrual for adjunct faculty; student assistant new hires/job assignments Myrna Pereyra, Human Resources Representative II, Ext Benefits billing (medical, dental, vision, life, LTD, and supplemental life); COBRA payment tracking; adjunct faculty medical reimbursement program Gina Dizon, Human Resources Representative, Ext Applicant services; verifications of employment; address, telephone, and name changes; new hire onboarding; fingerprinting appointments; unemployment claims; subpoenas GENERAL INFORMATION SECTION ONE Introduction This handbook has been prepared as a useful resource for the employees of the San Mateo County Community College District. It provides background information on the District, describes general policy guidelines, and highlights the SMCCCD s benefit programs. Any addition, revision, or deletion of policies, procedures, or benefits stated in this Handbook, will be based on the negotiations with the Unions and may require Board approval. All revisions, deletions, or additions must be in writing and no oral statements or representations can change or alter the provisions of this Handbook. Nothing in this Employee Handbook, or in any other personnel document, including benefit plan descriptions, creates, or is intended to create, a contract, promise or representation of continued employment for any employee. Any binding commitments regarding employment must be in writing and signed by the appropriate authority. Not all of the San Mateo County Community College District s policies and procedures are set forth in this Handbook; we have summarized only some of the most important ones. If you have any questions or concerns with respect to this Handbook or any other policy or procedure, please contact the Office of Human Resources at (650) (ext. 6555). About the San Mateo County Community College District If you are a new employee, welcome to the San Mateo County Community College District! You have joined a dynamic and diverse educational organization. If you have been an employee at SMCCCD, you can attest to the many benefits of working here. Originally founded in 1922, SMCCCD is the home of Cañada College in Redwood City, College of San Mateo, and Skyline College in San Bruno with annual enrollment of approximately 45,000 students. The District actively participates in the economic, social, and cultural development of San Mateo County. In a richly diverse environment and with increasing awareness of its role in the global community, the District is dedicated to maintaining a climate of academic freedom in which a wide variety of viewpoints are cultivated and shared. The District actively participates in the continuing development of the California Community Colleges as an integral and effective component of the structure of public higher education in the State. Like other organizations, we are evolving. While we recognize the inevitability of change as part of that evolution, we want to keep the values, practices, and traditions that make the San Mateo County Community College District a special place to work. These values, practices, and traditions form a common language that transcends time and unites our diverse employee and student groups. Our goal is to serve the students, and in doing so, to serve our community. We can reach our goal only through the devotion and professionalism of our faculty, classified, and all other members of the District family. Locations: San Mateo County Community College District Office 3401 CSM Drive San Mateo, CA College of San Mateo (CSM) 1700 West Hillsdale Blvd. San Mateo, CA Skyline College 3300 College Drive San Bruno, CA Cañada College 4200 Farm Hill Blvd. Redwood City, CA District Mission The mission of the San Mateo County Community College District is: PREAMBLE The Colleges of the San Mateo County Community College District, Cañada College, College of San Mateo, and Skyline College, recognizing each individual s right to education, provide the occasions and settings which enable students to develop their minds and their skills, engage their spirits, broaden their understanding of social responsibilities, increase their cultural awareness and realize their individual potential. The District actively participates in the economic, social, and cultural development of San Mateo County. In a richly diverse environment and with increasing awareness of its role in the global community, the District is dedicated to maintaining a climate of academic freedom in which a wide variety of viewpoints is cultivated and shared. The District actively participates in the continuing development of the California Community Colleges as an integral and effective component of the structure of public higher education in the State. MISSION In an atmosphere of collegiality and shared responsibility, and with the objective of sustaining open access for students and being responsive to community needs, the Colleges of the San Mateo County Community College District will fulfill the following mission with excellence: Provide a breadth of educational opportunities and experiences which encourage students to develop their general understanding of human effort and achievement; and Provide lower division programs to enable students to transfer to baccalaureate institutions; and Provide career and technical education and training programs directed toward career development, in cooperation with business, industry, labor, and public service agencies; and Provide basic skills education in language and computational skills required for successful completion of educational goals; and Provide a range of student services to assist students in attaining their educational and career goals; and Provide self-supporting community education classes, contract education and training and related services tailored to the human and economic development of the community; and Provide leadership in aligning educational programs and services offered by all local educational institutions and community service organizations; and Celebrate the community s rich cultural diversity, reflect this diversity in student enrollment, promote it in its staff, and maintain a campus climate that supports student success. 6 To fulfill this educational mission, the District is committed to effective institutional research that supports the evaluation and improvement of programs, services, and student outcomes. Shared governance is practiced through processes that are inclusive with regard to information sharing and decision making, and that are respectful of all participants. The District plans, organizes and develops its resources to achieve maximum effectiveness, efficiency, equity and accountability. The Mission is evaluated and revised on a regular basis. 7 Questions The Human Resources Department is an excellent resource for information that you need related to your employment, including health benefits, salary placement, employment verifications, training opportunities, promotional opportunities, paid and unpaid leaves, retirement system procedures and many other employee services. You are invited to use our Automated Service Line at extension 6555 ( ). You may also find policies, procedures, and information that you will need and use during your career in the District. You may find this information in our District Portal Site: under Downloads Tab, Human Resources folder. We also encourage you to talk with your supervisor if you have a problem, question, or concern about your job, your performance, or related matters since he/she works closely with you. You may also contact your Union representative if you feel that he/she is better equipped to handle your inquiry. 8 EMPLOYMENT POLICIES/GUIDELINES SECTION TWO 9 Nondiscrimination Board Policy No The District is committed to equal opportunity in educational programs, employment, and all access to institutional programs and activities. 2. The District, and each person who represents the District, shall provide access to its services, classes, and programs to individuals without regard to national origin, religion, age, gender, gender identity, gender expression, race or ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy or because they are perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics. 3. The Chancellor shall establish administrative procedures that ensure all members of the college community can present complaints regarding alleged violations of this policy and have their complaints heard in accordance with the Title 5 regulations and those of other agencies that administer state and federal laws regarding nondiscrimination. For represented employees, any action taken in response to a complaint under this policy is subject to the provisions of collective bargaining agreements. Upon request by the collective bargaining units, the District will negotiate any issues related to the complaints or investigations under this policy that are mandatory subjects for bargaining. 4. No District funds shall ever be used for membership in, or for any participation involving financial payment or contribution on behalf of the District or any individual employed by or associated with it, to any private organization whose membership practices are discriminatory on the basis of national origin, religion, age, gender, gender identity, gender expression, race, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, or because they are perceived to have one or more of the foregoing characteristics Equal Employment Opportunity Board Policy No The San Mateo County Community College District is committed to equal employment opportunity and full recognition of the diversity of cultures, ethnicities, language groups and abilities that are represented in its surrounding communities and student body. The Board believes that diversity in the academic environment fosters cultural awareness, mutual understanding and respect, and suitable role models for all students. The District shall demonstrate its commitment to the cultural competence1 of its employees and students through policies, procedures, training programs, services and activities which 10 promote diversity and mutual respect within the District work force and student body. 2. The San Mateo County Community College District is an equal opportunity employer that shall provide an educational and work environment in which no person is denied access to, or the benefits of, any program or activity of the District on the basis of ethnic group identification, national origin, religion, age, gender, sexual orientation, race, color, or physical or mental ability. This includes District decisions about employment, retention, compensation, promotion, termination and/or other employment status. 3. The District shall monitor the success of equal opportunity in its recruitment, selection, retention and promotional policies and procedures by monitoring outcomes to assure no adverse impact against any person or group of individuals, due to ethnic group identification, national origin, religion, age, gender, sexual orientation, race, color, or physical or mental ability. 4. The District complies with the spirit and law of the Americans with Disabilities Act of 1990 as amended by providing equal opportunity for persons with disabilities. The District shall make reasonable accommodations so that persons of all levels of ability enjoy equal access to all aspects of employment and education in our District, including but not limited to, educational services, selection procedures, retention and promotion. In order to prevent discrimination on the basis of disability, the District will allow an individual with a disability to use a service animal or miniature horse in District facilities and on District campuses in compliance with state and federal law. 5. The District will not tolerate discourteous, offensive or abusive conduct or language including jokes, slurs, derogatory comments, or behaviors or language regarding a person s ethnic group identification, national origin, religion, age, gender, sexual orientation, race, color, or physical or medical condition relating to other employees, students or the public. This includes District decisions about employment, retention, compensation, promotion, termination and/or other employment status. Professional Ethics Board Policy No All District employees shall adhere to the highest ethical standards in pursuing the College District s mission of providing quality educational programs and in managing resources efficiently and effectively. Ethical standards include but are not limited to commitment to the public good, accountability to the public, and commitment beyond the minimum requirements of the law. Each employee group has prepared a distinct Code of Professional Ethics for their respective 11 constituencies, which, as a whole, comprise the Districtwide Policy on Ethical Behavior adopted by the Board. 1. The Board of Trustees, Administration and classified staff shall act in the best interests of students, the community and the District s mission over other competing interests and shall foster a work/study environment that values respect, fairness, and integrity and is positive, encouraging, and successoriented. The College District has adopted policies and practices that protect the rights of individuals (Rules and Regulations 2.12); that protect individuals from unlawful discrimination (2.20) and sexual harassment (2.25); that prohibit the Board and employees from making or participating in making a decision in which they have a financial interest (1.35 and 2.45); and that provide for the support and development of each District employee (2.11). The Board has also adopted policies ensuring public input into Board deliberations (1.45); adhering to the law and spirit of open meeting laws and regulations (1.40); exercising authority only as a Board (1.02); using appropriate channels of communication (1.35); and devoting adequate time to Board work and being informed about the District, educational issues and responsibilities of trusteeship (1.10). Violations of the Board s Policy on Professional Ethics will be addressed by the President of the Board, who will first discuss the violati
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