PROFESSIONAL STAFF

 HANDBOOK

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CHADRON STATE COLLEGE

 

REVISED FEBRUARY 2007


Chadron State College

Professional Staff Handbook

 

SECTION 1 – CHADRON STATE COLLEGE_____________________________________ 4

1-1 – HANDBOOK INTRODUCTION____________________________________________ 4

1-2 – MISSION STATEMENT___________________________________________________ 4

1-3 – VISION STATEMENT____________________________________________________ 4

1-4 – HISTORICAL BACKGROUND_____________________________________________ 4

1-5 – ADVISORY COUNCILS___________________________________________________ 4

1-6 – CHADRON STATE COLLEGE ADMINISTRATION___________________________ 5

Program Directors___________________________________________________________ 6

Department Chairpersons_____________________________________________________ 6

SECTION 2 – EMPLOYMENT__________________________________________________ 7

2-1 – ALCOHOL/DRUGS_______________________________________________________ 7

2-2 – ANTI-HARRASSMENT POLICY___________________________________________ 7

2-3 – ATTENDANCE/ABSENCE________________________________________________ 8

2-3.01 - Attendance Records___________________________________________________ 8

2-3.02 – Absence Unreported__________________________________________________ 9

2-3.03 – Absence Due to Illness or Injury_________________________________________ 9

2-3.04 - Physician's Statement__________________________________________________ 9

2-3.05 – Tardiness___________________________________________________________ 9

2-3.06 – Excessive Absence___________________________________________________ 9

2-3.07 – Request to be Absent from Campus_____________________________________ 10

2-4 – CONFLICT OF INTEREST_______________________________________________ 10

2-5 – CONSENSUAL RELATIONSHIPS_________________________________________ 10

2-6 – CREDENTIALS_________________________________________________________ 11

2-7 – DOMICILE_____________________________________________________________ 11

2-8 – DRESS CODE__________________________________________________________ 11

2-9 – DRUG FREE WORKPLACE POLICY______________________________________ 11

2-10 -  EMERITUS STATUS___________________________________________________ 12

2-11 – EQUAL EMPLOYMENT POLICY/AFFIRMATIVE ACTION__________________ 13

2-12 – FAMILY/FRIENDS/PETS IN THE WORKPLACE___________________________ 14

2-13 – GRIEVANCE PROCEDURE_____________________________________________ 14

2-14 – LEAVES______________________________________________________________ 16

2-14.01 – Jury Duty Leave____________________________________________________ 16

2-14.02 – Family and Medical Leave____________________________________________ 17

2-14.03 – Funeral Leave_____________________________________________________ 18

2-14.04 – Leave – Inclement Weather/Campus Closure____________________________ 18

2-14.05 – Injury Leave and Worker’s Compensation_______________________________ 18

2-14.06 – Military Leave_____________________________________________________ 19

2-14.07 – Personal Leave_____________________________________________________ 20

2-14.08 – Political Leave_____________________________________________________ 20

2-14.09 - Sick Leave for Professional Staff_______________________________________ 20

2-14.10 - Vacation Accrual; Professional Staff_____________________________________ 21

2-14.11 – Crisis Leave Sharing Program_________________________________________ 22

2-14.12 – Emergency Response Team__________________________________________ 25

2-15 – NON-DISCRIMINATION & CITIZENSHIP STATUS________________________ 25

2-16 – PERSONAL CELL PHONE USE_________________________________________ 25

2-17 – RESIGNATIONS, ABANDONMENT, LAYOFF_____________________________ 25

2-17.01 – Resignations_______________________________________________________ 25

2-17.02 – Abandonment______________________________________________________ 26

2-17.03 – Layoffs___________________________________________________________ 26

2-18 – PROFESSIONAL STAFF VACANCIES___________________________________ 26

2-19 – TYPES OF APPOINTMENTS; NOTICE REQUIREMENTS; PROFESSIONAL STAFF       29

(Board Policy 5014)____________________________________________________________________ 29

SECTION 3 – PERFORMANCE________________________________________________ 32

3-1 – EVALUATION__________________________________________________________ 32

SECTION 4 – COMPENSATION_______________________________________________ 32

4-1 – PAY PERIOD___________________________________________________________ 32

4-2 – PAYROLL______________________________________________________________ 32

4-3 - SALARY/WAGE ADJUSTMENTS__________________________________________ 33

SECTION 5 – BENEFITS_____________________________________________________ 33

5-1 – HEALTH/DENTAL INSURANCE_________________________________________ 33

5-2 – HOLIDAYS_____________________________________________________________ 34

5-3 – LIFE INSURANCE______________________________________________________ 34

5-4 – LONG-TERM DISABILITY INSURANCE___________________________________ 34

5-5 – OPTIONAL BENEFITS__________________________________________________ 34

5-5.01 – Credit Union________________________________________________________ 34

5-5.02 – U.S. Savings Bonds__________________________________________________ 34

5-6 – RETIREMENT PLAN____________________________________________________ 35

5-7 – RETIREMENT POLICIES AND PROCEDURES_____________________________ 35

5-8 – SOCIAL SECURITY_____________________________________________________ 35

5-9 – WORKER’S COMPENSATION INSURANCE_______________________________ 35

SECTION 6 – ADMINISTRATIVE PROCEDURES_______________________________ 36

6-1 – CAMPUS CLEAN AIR POLICY___________________________________________ 36

6-2 - EMERGENCY PLAN_____________________________________________________ 36

6-3 – FOOD SERVICE________________________________________________________ 36

6-4 – IDENTIFICATION CARD________________________________________________ 37

6-5 – INSTRUCTIONAL RESOURCE CENTER__________________________________ 37

6-6 – KEYS__________________________________________________________________ 38

6-7 – LIBRARY______________________________________________________________ 38

6-8 – MACHINES ROOM______________________________________________________ 39

6-9 - MAIL SERVICES________________________________________________________ 39

6-10 - OFFICE HOURS_______________________________________________________ 40

6-11 – PARKING_____________________________________________________________ 40

6-12 – PERSONNEL RECORDS_______________________________________________ 40

6-13 – PRINT SHOP__________________________________________________________ 42

6-14 – RECORDS MANAGEMENT_____________________________________________ 42

6-15 – RECREATION PRIVILEGES____________________________________________ 42

6-16 –  SECURITY___________________________________________________________ 42

6-17 –  STUDENT ORGANIZATION SPONSORSHIP_____________________________ 43

6-18 – TELEPHONE SERVICES_______________________________________________ 43

6-19 – WEAPONS; EXPLOSIVES______________________________________________ 43

SECTION 7 – COMPUTER SERVICES_________________________________________ 44

7-1 – ACCEPTABLE USE POLICY_____________________________________________ 44

7-2 – COMPUTER ACCOUNT POLICY_________________________________________ 46

 


SECTION 1 – CHADRON STATE COLLEGE

 

1-1 – HANDBOOK INTRODUCTION

This handbook is provided to each Professional Staff employee and is designed to communicate information regarding the general work conditions and employment requirements at Chadron State College.  This handbook does not constitute a contract of employment or benefits.

 

The rules and regulations contained in this handbook have been developed as a guide for effective and efficient operation of the institution with priority considerations given to equity and fairness.  These rules and regulations are operational statements, and as such, are subject to review by all who hold an interest in the role and mission of this college. 

 

Where appropriate, items contained in the handbook are derived from policies approved by the Board of Trustees of the Nebraska State Colleges, collective bargaining agreements, Nebraska statutes, or federal and state laws, rules, or regulations.  Any rules or regulations stated in the handbook are not intended to conflict with negotiated agreements, Board of Trustee’s Policies, local, state, or federal regulations.  In the case of a conflict, federal, state, or local regulations, the negotiated agreement, or Board Policy shall prevail.

 

No supervisor, manager, or representative of this College other than the President has the authorization to enter into any agreement with Professional Staff for employment for any specified period of time or to make promises or commitments contrary to this handbook.  Further, any employment agreement entered into by the President shall not be enforceable unless in writing.

 

1-2 – MISSION STATEMENT

Chadron State College will enrich the quality of life in the region by providing educational opportunities, research, service, and programs that contribute significantly to the vitality and diversity of the region.

 

1-3 – VISION STATEMENT

Chadron State College aspires to be a premier institution of higher education in the western High Plains states, innovatively pursuing excellence in teaching, scholarship, and service.

 

1-4 – HISTORICAL BACKGROUND

Chadron State College’s mission has evolved from its heritage as a state normal school created primarily to prepare teachers to its present role as the only four-year college serving the western half of Nebraska.  The State Board of Education selected Chadron as the site of a normal school in western Nebraska in 1910 and Nebraska State Normal School was founded in 1911.  In 1921, the State Legislature changed the institution’s name to Chadron State Teacher’s College and again in 1964 to Chadron State College.   It is one of three colleges in the Nebraska State College system.  The other two colleges are Peru State College and Wayne State College.

 

The college is authorized by the Nebraska Legislature to offer undergraduate programs, master’s level programs, and the educational specialist program.  Continuation and development of applied research and public services activities are additional legislatively-mandated priorities. 

 

1-5 – ADVISORY COUNCILS

A.     Executive Council – The Executive Council is a standing committee composed of the Vice President for Academic Affairs, Vice President for Administration & Finance, Vice President for Enrollment Management & Student Services.  The President serves as Chair and may appoint other members to the Cabinet and define their tenure.  The Cabinet reviews recommendations and proposals, including budget allocations, and advises the President on matters related to the coordination of campus operations.

B.     President’s Cabinet -  The President’s Cabinet is a committee composed of Executive Council, Academic Deans, and various other Directors at CSC.  

C.     Faculty Senate – Faculty Senate is the representative body of the faculty composed of duly elected members of the faculty.  The organization and the standing committees are outlined in the By-Laws and Constitution of the Faculty Senate.

D.     Professional Staff Association – Professional Staff Association (PSA) is the representative body for professional staff employees at Chadron State College.

E.      Chadron Support Staff Association – The Chadron Support Staff Association (CSSA) is the representative body for support staff employees at Chadron State College.

 

1-6 – CHADRON STATE COLLEGE ADMINISTRATION

Chadron State College is governed by the Board of Trustees of the Nebraska State Colleges.  This governing board consists of six members appointed by the Governor with the approval of the Legislature.  These members serve six-year terms.  The State Commissioner of Education serves as an ex-officio member of the Board.  The Governor appoints a non-voting student member from each college yearly.  The Statutes of Nebraska give to the Board of Trustees all powers necessary or convenient to accomplish the objectives and to perform the duties prescribed by law.

 

Board of Trustees of the Nebraska State Colleges

 

Gary Bieganski...................................................................................................................... McCook

Richard Halbert.................................................................................................................... Falls City

Willa Kosman..................................................................................................................... Scottsbluff

Carter “Cap” Peterson............................................................................................................. Wayne

William E. Roskens.................................................................................................................. Omaha

Larry Teahon......................................................................................................................... Chadron

Doug Christensen, Commissioner of Education........................................................................... Lincoln

Stan Carpenter, Chancellor....................................................................................................... Lincoln

 

Board Policy Manual – The Board concerns itself primarily with the development of policy for operating the Nebraska State College system.  Policies developed by the Board are compiled in the Policy Manual of the Board of Trustees of the Nebraska State Colleges.  Copies of this manual are available for reference in the following office locations:  President, Vice President for Academic & Student Affairs, Vice President for Administration, School Deans, Human Resources, and the Library.  The Board Policy is also available online at www.nscs.edu.

 

ADMINISTRATION OF THE COLLEGE

 

Dr. Janie Park                                                               President

Dr. Lois Veath                                                              Vice President for Academic Affairs

Dr. Randy Rhine                                                           Vice President for Enrollment Management &  

                                                                                       Student Services

Mr. Dale Grant                                                             Interim Vice President for Administration & Finance

Dr. Margaret Crouse                                                     Dean, School of Education, Human Performance,

                                                                                       Counseling, Psychology & Social Work

Dr. Charles Snare                                                         Dean, School of Arts and Sciences

Dr. Gary White                                                             Dean, School of Business, Economics, Applied &

                                                                                       Mathematical Sciences          

 

Ms. Terie Dawson                                                        Assistant Vice President for Enrollment

                                                                                       Management & Institutional Research

Mr. Steve Taylor                                                           Assistant Vice President for Extended Campus Programs

Mr. Dave Noble                                                               Comptroller

 

Program Directors

 

Ms. Ann Burk                                                               Director, Computer Services

Dr. Rex Cogdill                                                             Interim Project Director, TRIO/Project Stride

Ms. Tena Cook                                                             Director, Admissions

Ms. Ann Dockweiler                                                     Nurse

Ms. Sherry Douglas                                                       Director, Financial Aid

Ms. Shellie Johns                                                           Coordinator of Conferencing

Ms. Deena Kennell                                                       Director, Internships and Career Services

Ms. Loree MacNeill                                                      Director, Cultural Programs & College
   Relations

Dr. Kim Madsen                                                           Director, Child Development Center

Ms. Sarah Polak                                                            Museum Director

Ms. Connie Rasmussen                                                 Executive Director, Foundation

Dr. William Roweton                                                     Director of Sponsored Research

Ms. Sherri Simons                                                         Director, Housing & Residence Life

Mr. Brad Smith                                                             Director, Athletics

Ms. Gayle Stetson                                                         Business Office Manager

Mr. Sarah Thomas                                                        Interim Coordinator, Physical Activities Center

Ms. Aimee Vander Feen                                               Director, Extended Campus Sites

Ms. Kara Vogt                                                              Director, Human Resources

Mr. Dale Williamson                                                      Registrar

Mr. Milton Wolf                                                            Director, Reta E. King Library

 

Department Chairpersons

 

School of Business, Economics, Applied and Mathematical Sciences

Dr. Tim Anderson                                                         Business and Economics

Dr. Chuck Butterfield                                                    Applied Sciences

Dr. Monty Fickel                                                           Mathematical Sciences

 

School of Education, Human Performance, Counseling, Psychology and Social Work

Dr. Laura Gaudet                                                          Counseling, Psychology, and Social Work

Dr. Don King                                                                Education

Dr. Scott Ritzen                                                            Health, Physical Education, and Recreation

 

School of Arts and Sciences

Dr. Richard Bird                                                           Visual and Performing Arts

Dr. Mike Bogner                                                           Justice Studies

Dr. Joel Hyer                                                                Social Sciences

Dr. Tim Keith                                                               Physical and Life Sciences

Dr. Kathleen Kirsch                                                      Communication Arts

Dr. James Margetts                                                       Music

Dr. Deane Tucker                                                         English and Humanities

 

An organizational chart can be accessed at www.csc.edu/hr.

 

SECTION 2 – EMPLOYMENT

 

2-1 – ALCOHOL/DRUGS

(Board Policy 2800) 

The illegal possession, use, or distribution of drugs or alcohol by students and employees is a violation of College rules as well as State and Federal laws.  In satisfaction of this mandate and in order to fulfill its obligations under the Drug-Free Workplace Act of 1988, 41 U.S.C. ss701, and the Drug-Free Schools and Communities Act of 1989, 20 U.S.C. ss1145G, the Board has formulated standards of conduct for both its employees and its students that prohibit the following acts:

 

1.       Use, possession, manufacture, distribution of sale of illegal drugs or drug paraphernalia on College premises or while on College business or College activities, or in College supplied vehicles either during or after working hours;

 

2.       Unauthorized use or possession or manufacture, distribution, or sale of a controlled substance as defined by the Federal Controlled Substances Act, 21 U.S.C. 801 et seq, or Nebraska Drug Control Laws, Nebraska. Rev. Stat. 28-401 et seq., on College premises, or while engaged on College business or attending College activities, in College supplied vehicles, either during or after working hours;

 

3.       Unauthorized use, manufacture, distribution, possession, or sale of alcohol on College premises while on College business or at College activities, in College supplied vehicles either during or after working hours;

 

4.       Storing in a locker, desk, vehicle, or other place on College owned or occupied premises, any unauthorized controlled substances, drug paraphernalia, or alcohol;

 

5.       Use of alcohol off College premises that adversely affects an employee’s work performance, or an employee’s safety or the safety of others;

 

6.       Possession, use, manufacture, distribution, or sale of illegal drugs off College premises that adversely affects the employee’s work performance, the employee’s safety, or the safety of others;

 

7.       Violation of State or Federal laws relating to the unauthorized use, possession, manufacture, distribution, or sale of alcohol, controlled substances, or drug paraphernalia;

 

8.       In the case of employees – failure to notify an employee’s supervisor of an employee’s arrest or conviction under any criminal drug statute as a result of a violation of law which occurs at the State College workplace.

 

The provisions of this policy shall be communicated to all students and employees by each State College president. It is recommended that each campus administration develop an appropriate drug and alcohol abuse awareness training program that can be presented periodically to students and employees.

 

2-2 – ANTI-HARRASSMENT POLICY

(Board Policy 5007)

It is the policy of the Nebraska State College Board of Trustees to provide a workplace free of tensions involving matters which do not relate to the System's business. In particular, an atmosphere of tension created by non-work-related conduct, including ethnic, racial, sexual, age, disability, or religious remarks, animosity, unwelcome sexual advances, or requests for sexual favors and such other conduct does not belong in the State College workplace.

Harassment of students, employees, job applicants, or any visitors to a campus by other employees or students is prohibited. Harassment includes, without limitation, verbal harassment (derogatory comments and/or slurs, negative stereotyping, intimidating behavior), physical harassment (assault or physical interference), visual harassment (posters, cartoons, drawings, or improper written or graphic material), and innuendo.

Sexual harassment is a violation of state and federal law. It includes unwelcome sexual advances, requests for sexual favors, sexually motivated physical conduct, and other verbal or physical conduct, or visual forms of harassment of a sexual nature when submission to that conduct is either explicitly or implicitly made a term or condition of employment or is used as a basis for employment decision. Further, other forms of harassment include actions that have the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile, or offensive work environment.

The purpose of this policy is to establish clearly and unequivocally that the Nebraska State College System prohibits harassment in any form by and of its employees and students and requires the Colleges and System Office to set forth explicit criteria and procedures by which allegations of harassment may be filed, investigated, and adjudicated. Such criteria and procedures are to be consistent with federal regulations pertaining to employees and students as well as the principles stated in this policy.

Such campus procedures shall provide that if any employee or student has reason to believe that they or another employee or student has been harassed, that person should report the violation to a supervisor or any administrative employee. If the reporting person feels that the supervisor does not give satisfactory results or if the supervisor is considered to be part of the problem, any other administrative employee should be contacted.

Any complaints reported will be kept confidential to the extent possible and the reporting person shall be assured that no negative consequences will be suffered as a result of bringing concerns to management attention. All complaints are to be promptly and thoroughly investigated. If the investigation reveals that harassment at work or on campus has taken place, disciplinary action is to be immediately taken against the appropriate person or persons.

In addition to having an explicit policy prohibiting harassment of any type and clearly and regularly communicating this policy to employees and students, the colleges should train and sensitize their employees and students on the issues of harassment, as well as their rights and the procedure to use to raise these issues.  The Colleges should also develop and implement an effective complaint procedure by which employees and students can make their complaints known.

2-3 – ATTENDANCE/ABSENCE

Regular attendance and punctuality contribute greatly to the effective operation of the College.  The College stresses the importance of developing efficient work habits that serve as indicators of employee dependability and value.  There are times, of course, when illness or some other reason makes it necessary to be absent.  Prompt reporting of an absence permits supervisors to plan accordingly, thus reducing problems related to absenteeism.

 

2-3.01 - Attendance Records

Each employee is required to submit a Monthly Leave Report indicating time each employee has been absent from work for personal reasons.  Each employee must promptly notify his or her supervisor of any absence and the reason for such absence.  Request to be Absent forms should be completed five (5) days prior to a planned absence.

 

2-3.02 – Absence Unreported

An employee may be considered to have abandoned the job if he or she has been absent from work for

longer than two workdays without being on approved leave or without notifying the appropriate

supervisor unless such notice is impossible.  Such abandonment will be considered as a resignation not in

good standing.  (See Abandonment 2-19.02.)

 

2-3.03 – Absence Due to Illness or Injury

Employees who are unable to work as a result of a job-related injury shall be granted injury leave with

pay while incapacitated for not more than five (5) of the employee’s normal working shifts for any

particular injury.  Physician certification or documentation of the injury or disease will be required (see

also 2-3.04).  Such leave will be charged to vacation or sick leave until the Worker’s Compensation

Claims Administrator verifies that the injury is approved as a work related injury.  The charge will be

switched to injury leave once this verification is received.  If, after these five (5) leave days, the

employee’s injury or disease prohibits working, he or she may elect to use any accumulated sick leave in

conjunction with Worker’s Compensation benefits (see also 2-14.05). 

 

Any job-related injury or disease should be reported to the immediate supervisor as soon as possible and

then to the Parking and Safety Office so that appropriate forms can be completed.  If the injury is not life threatening and occurs during normal work hours, the employee should consult with the Nurse, if possible, prior to going to the clinic or hospital.

 

When an employee is absent due to illness or injury from non-job related causes, he or she will be paid

during the term of absence in accordance with the amount of sick leave accrued.  If sick leave accrued is

insufficient to cover the absence, vacation leave can be used.  When all sick and vacation leave is

exhausted, the employee will receive a deduction in pay according to time missed.  The employee should

contact their supervisor and Human Resources to discuss what other options might be available.

 

2-3.04 - Physician's Statement

A physician's statement is required when: (a) absence is continuous for a period exceeding three (3)

workdays; or (b) when work restrictions are involved.  Specific procedures and appropriate forms are

available in the Parking & Safety Office. 

 

2-3.05 – Tardiness

If any employee anticipates being late for work, his or her supervisor should be notified immediately.  The supervisor may then alter the work shift and require the employee to make up time lost due to lateness, use vacation time, or recommend a reduction in pay.  Repeated or chronic tardiness to work is considered unacceptable conduct and is cause for discipline, suspension, or dismissal.

 

2-3.06 – Excessive Absence

Excessive absenteeism is defined as five (5) or more occurrences of non-FMLA absence or tardiness within a six-month period.  Special circumstances should be discussed with and approved by the immediate supervisor.  Absenteeism or tardiness in excess of this standard is unacceptable and subject to disciplinary action including verbal or written warning, suspension, probation, and/or termination.

 

An occurrence is defined as one (1) period of absence.  An example: An employee is absent from work for three (3) days in a row – this is one occurrence.  The employee is absent from work on Monday, returns to work on Tuesday and Wednesday, and then is out again on Thursday and Friday – this is two (2) occurrences.

 

2-3.07 – Request to be Absent from Campus

Request to be Absent from Campus forms must be filed at least five (5) days prior to a planned absence.  For unplanned absences, a Request to be Absent from Campus form should be completed as soon as possible or when the employee returns to work.  Copies will be distributed as stated on the form.  Approval will be made by the supervisor and will depend on department and campus needs.

 

Individuals who on a regular basis need to be off campus for work purposes but stay within the Chadron city limits should, at the beginning of each year, fill out a Request to be Absent from Campus form.  Under the “Purpose” section, the individual should indicate that this request is for a one-year period.  The Request to be Absent from Campus form will need to have all of the appropriate signatures and will be kept in the personnel file in Human Resources.

 

2-4 – CONFLICT OF INTEREST

(Board Policy 5002)

No employee of the State College System shall engage in any activity that in any way conflicts with duties and responsibilities at the State College or System Office, nor shall any employee hire or supervise a member of his or her immediate family without express written consent of the Board. 

 

As a condition of employment, each State College employee shall conform to the following guidelines:

 

A.     Be informed of conflict of interest perils and remain alert to them in personal activities;

B.     Make certain that no outside activities interfere with the discharge of State College obligations;

  1. Freely disclose outside activities to the System regarding situations that could involve, or be construed as, conflicts of interest;
  2. Consult, in advance and whenever circumstances suggest it, with the appropriate administrators of the System on outside activities undertaken in the general field of individual competence;
  3. Not have any substantial financial or personal interest in business transactions of the System; and
  4. Not grant or make available to any person any consideration, treatment, information, or favor beyond that which is general practice to grant or make available to the public at large.

 

Additional Information:

Item B above states that no outside activities should interfere with State College obligations.  This statement includes employees who have part-time jobs.  The College expects all full-time employees to make their job at the College their primary employment.  Upon occasion, part-time work may be taken without conflict to work at the College.  However, if there ever is a conflict in schedule or performance, the College must be given priority.  Failure to prioritize the College may be grounds or cause for dismissal.

 

2-5 – CONSENSUAL RELATIONSHIPS

Although CSC does not prohibit relationships between employees, it does discourage such consensual relationships where a power differential exists such as between a faculty member (including graduate assistants and adjuncts) and a student, coach and athlete, and supervisor and employee.  A power differential exists when one party has influence over the other party’s grades, scholarships, career, employment or performance evaluations.  Employees should understand that there are substantial risks in consensual relationships where a power differential exists.  Such relationships are inherently suspect and raise questions of conflict of interest regarding that relationship.

 

In any consensual relationship with romantic or close emotional aspects, the employee, with the power differential, has a special burden of accountability.  That individual is required to:

  1. Immediately advise his/her supervisor of the relationship; and
  2. Remove himself or herself, or shall be removed, from any type of supervisory or evaluative role.

 

2-6 – CREDENTIALS

The Human Resources Office maintains a cumulative record of the training and experience of each faculty and professional staff member.  It is essential that faculty and professional staff members have current official transcripts of all academic credits or other certifications earned forwarded to the Human Resources for placement in their official personnel file.

 

2-7 – DOMICILE

There is no requirement that an employee live in a specific community, county, or state.  However, each employee is expected to report to work on time and at all times when his or her office/work station is in operation.  While the employee’s domicile is not a condition of employment, neither is it a justification for not reporting to work in a timely manner.

 

2-8 – DRESS CODE

Discretion in style of dress and behavior is essential to the professional image as well as the safe and efficient operation of the College.  Employees are expected to dress in a manner that is appropriate to the type of work performed.  It is important that employees project a professional image to those they are interacting with at all times.  Managers may enhance the dress code requirements after consulting with the appropriate vice president. 

 

Supervisors may deem some work days appropriate for “business casual” days.  This may include Fridays or days that they are working in unclean conditions.  Shorts, casual flip flops, or sweat pants should typically not be worn in an office setting. 

 

2-9 – DRUG FREE WORKPLACE POLICY

 (Board Policy 5006)

The Nebraska State College Board of Trustees recognizes and affirms its responsibility and commitment to maintain a drug-free workplace environment that is safe and provides appropriate motivation to ensure a creative and productive work force. In accordance with this responsibility and to ensure worker safety and workplace integrity, the Board prohibits the illegal manufacture, possession, distribution or use of controlled substances in the workplace by its employees or those who engage or seek to engage in business with the State College System.

The term "controlled substance" refers to a controlled substance as defined in Schedule I through V of Section 202 of the Controlled Substances Act (21 U.S.C. 812).

In an effort to bring about a drug-free workplace in the State College System and to assure employees of a workplace free from illegal drugs and their effect, the Board through its campus administrations will implement the following Drug-Free Workplace Policy.

SCOPE: Applicable to all State College employees.

POLICY: It is unlawful to illegally manufacture, distribute, dispense, possess, or use a controlled substance in the workplace. The Board, therefore, establishes a drug-free workplace policy for its employees.

1. All employees, including part-time student employees, and each new hire will receive a copy of this policy.

2. Each employee will receive a drug abuse awareness form which will state it is unlawful to manufacture, distribute, dispense, possess, or use a controlled substance in the workplace. Each employee will sign and date this statement certifying that he or she:

A. Understands and will abide by the drug-free workplace policy;

B. Has knowledge of disciplinary actions which may be imposed for violations of the
     drug-free workplace policy.

The signed and dated statement will be forwarded to the employee's immediate supervisor who will forward it to the individual in charge of campus personnel records. The signed and dated statement will be permanently maintained in the employee's personnel file.

3. All current employees will receive drug abuse awareness training. New hires will receive the training within the first six months of date of hire. This training shall include:

            A. A definition of drug abuse;

B. Information on specific drugs and the effects of drug abuse;

C. Dangers of drug abuse in the workplace;

D. Availability of counseling and treatment services; and

E. Disciplinary actions which may be imposed on employees for violations of this policy.

4. If an employee violates the drug free workplace policy, disciplinary action may be imposed according to established Board policy and procedures. Disciplinary action shall include one or more of the following action:

            A. Referral to an assistance program for evaluation and assessment to determine the
                 appropriate treatment for rehabilitation; and/or

B. Participation in a drug rehabilitation program; and/or

C. Termination of employment.

5. If an employee is convicted of violating any criminal drug statute while in or on the workplace, he or she will be subject to discipline up to and including termination. Alternatively, the College may require the employee to successfully complete a drug abuse program sponsored by an approved private or governmental institution at the employee's expense.

6. An employee is required to report within five days any criminal drug statute conviction occurring in the workplace to his or her immediate supervisor. The supervisor will immediately report such conviction to the President of the College or his or her designee.

7. If the employee is hired on federal contracts or grants, as a condition of employment, the College shall notify the Federal granting agency within ten (10) days after receiving notice of an employee's drug statute conviction.

2-10 -  EMERITUS STATUS

 (Board Policy 5017)

Emeriti titles may be granted by the President of a State College to tenured faculty members, professional staff members, or members of the support staff upon retirement after approval by the Board. Emeritus status is the rank given by the Board to an employee at the time of his or her retirement in recognition of exceptional service to the State College System in the field of teaching or of research, or administration in these fields. It may also be given to a retired professional and support staff members in fields other than teaching, research, or administration who have made exceptional contributions to the State College System.

While length of service is not necessarily material, employment for at least ten years is to be presumed, although exception to this term may be made by the Board.

The general principle guiding this policy is that retired staff members are encouraged to maintain an association and to continue study and scholarly investigation to such a degree as his or her health and strength may permit.

Procedures for Professional/Support Staff:

1.       Unit Director or Supervisor makes a recommendation to appropriate Vice President by February 1 (or Monday after).

2.       Vice President forwards recommendation to President by March 1 (or Monday after).

3.       Criteria for recommendation:

(a)  Ten years of full-time service to the institution

(b)    Record of exceptional service to Chadron State College

4.   Perquisites awarded:

(c)    Title is bestowed.

(d)    Single staff pass for athletic and cultural events

(e)    Single staff library privileges

(f)     Single staff recreational and physical educational facilities

 

2-11 – EQUAL EMPLOYMENT POLICY/AFFIRMATIVE ACTION

(Board Policy 5000)

Each institution of the State College System shall ensure that no employment or educational policy is discriminatory on the basis of individual characteristics other than qualifications for employment, quality of performance of duties, and conduct in regard to their employment in accord with Board policies and rules and applicable law.

 

Recruitment, selection, employment, transfer, promotion, demotion, training, and pay of all employees of the State College System shall be without regard to race, color, age, sex, religion, national origin, marital status, political affiliation, or disability.  The State College System and its institutions will take affirmative action in accordance with federal regulations to ensure that applicants are employed and that employees during employment are treated without regard to these factors.  Merit will be the criteria by which qualifications for appointment, retention, or promotion are judged.

 

Included in this policy is the intent that the State Colleges and the System Office shall provide employment opportunities for qualified persons with disabilities, as the Board recognized its responsibility to include people with disabilities within its broad affirmative action and non-discriminatory policies.  The State Colleges shall take affirmative action to employ, advance in employment, and otherwise treat qualified persons with disabilities without discrimination.  Recognizing that the nature of an affirmative action policy for disabled persons has a number of special requirements not normally associated with employment of other disadvantaged groups, the State Colleges and System Office will make reasonable accommodations to the physical and mental limitations of applicants and employees, consistent with the qualifications required for the work to be performed, and with the effective operation of each unit in the State College System.

 

Each State College will strive to achieve realistic affirmative action employment goals.

 

2-12 – FAMILY/FRIENDS/PETS IN THE WORKPLACE

CSC values family life and has worked to develop employment policies and benefits that are supportive of families.  While the College seeks to focus on providing an environment open to work and family issues, it also believes that the work place should not be used in lieu of a child care provider on a regular basis.  Also, visits from friends and family both in person and on the telephone should be limited during regular business hours. 

 

Pets are not allowed in buildings at CSC anytime unless they are used for accessibility reasons. 

 

2-13 – GRIEVANCE PROCEDURE

(Board Policy 5303)

All regularly employed Professional Staff employees have grievance rights.  Job applicants and temporary employees have no grievance rights within the Nebraska State College System grievance procedure.

 

Eligible employees in the State College System who are aggrieved as a result of administrative or management actions resulting in an injury, injustice, or wrong involving a misinterpretation or misapplication of rules promulgated by the Board of Trustees, campus rules and regulations, or applicable labor contracts, if so agreed by the appropriate parties, may grieve such actions.  Campus Presidents and the Chancellor, as appropriate, shall ensure that every possible effort is made to resolve grievances at the campus and System Office level.

 

The Board of Trustees has final authority to determine whether or not an issue is grievable and may elect to hear any issue at its discretion.  Issues determined to be non-grievable are subject to summary dismissal.

 

The following issues, when done in compliance with established law, rule, or policy are examples of non-grievable matters.  The list below is not to be considered all-inclusive:

 

·    Performance evaluation

·    System or campus appointments including promotions to positions

·    Leave of absence decisions

·    Merit increase allocations

·    Marketplace salary adjustments

·    Position classification

 

Matters which involve harassment or discrimination based on race, color, religion, natural origin, age, sex, marital status, or physical or mental disability shall be pursued at the campus or System Office level, as appropriate, or may be appealed to the Federal Employment Opportunity Commission (FEOC) or the Nebraska Equal Opportunity Commission (NEOC).

 

Non-grievable complaints resulting from administrative or management actions should be dealt with through a complaint procedure, established at the campus level, which ensures final access to the campus President or designated representative.

 

Procedure

 

Section 1.       The grievance procedure set forth herein is designed to provide a method to resolve differences regarding terms and conditions of employment.  Time lines should be adhered to unless changes are agreed to by both parties.

 

Section 2.       A grievance is defined as any claim (request or complaint) by a staff member regarding terms and conditions of the grievant’s employment.

 

Section 3.       In reducing a grievance to writing, it should include the exact nature of the grievance, the act(s) of commission or omission, the date(s) of the act(s), the identity of the party(s) alleged to have caused the grievance, provisions of any agreement, bylaws, rules, policies, or practices that are alleged to have been violated, and the remedy that is sought.

 

Section 4.       For grievances regarding employment matters, the administrative chain of command below the President of the College is the appropriate vice president, non-academic deans, director or assistant director and supervisor.  Final authority regarding employment matters rests with the campus President.

 

Section 5.       Any party shall, at their expense, have the right to assistance by a person of their own choosing from the college community, or to legal counsel in any step of the grievance procedure.

 

Step 1.      The aggrieved person shall discuss the grievance with his or her immediate supervisor within ten (10) working days of the occurrence, giving rise to the grievance in an attempt to settle the grievance.  The immediate supervisor shall have ten (10) working days in which to respond and give a written answer to the grievant.

 

                    Step 2.      A grievance not settled in Step 1, which the grievant wishes to pursue further, shall be filed in writing with the appropriate administrative person in the next level higher in the chain of command in accordance with Section 3.  Such filing shall be within ten (10) working days after receipt of the supervisor’s response in Step 1 and in accordance with the policy above to discuss and attempt to settle the grievance.  If the grievance is with a Director, the employee shall discuss the matter with the Vice President of Administration & Finance.

 

                     Response to the grievant, at this step, shall be made in writing within ten (10) working days after filing of this appeal; the grievant may proceed to the next step.

 

Step 3.      A grievance which has not been settled in Steps 1 and 2, and which the grievant wishes to pursue, shall be appealed to the Vice President of Administration & Finance within ten (10) working days of the receipt of the response given in Step 2.  The appeal shall include the written grievance and all responses given in Steps 1 and 2.  The Vice President may conduct a conference with the aggrieved party.  If the grievance is not resolved, the President may, within ten (10) working days, appoint an ad hoc committee or refer the matter to an appropriate hearing panel to hear the grievance.  The ad hoc committee or hearing panel is authorized to hold a hearing in accordance with Policy 5302, to admit and consider evidence submitted by the parties to the grievance and to submit its findings and recommendations to the campus Vice President and the grievant within fifteen (15) working days after receipt of the grievance.  If such findings are not submitted within that time the grievant may proceed to the next step.

 

Step 4.      Within ten (10) working days of receipt of the grievance, along with all applicable responses including those from the hearing panel or within ten (10) working days of receipt of the recommendation from the ad hoc committee or hearing panel, if an ad hoc committee or hearing panel is utilized, the Vice President of the College shall render his or her written decision.  If the Vice President shall state his or her reasons for doing so, in writing to the committee or panel, whichever appropriate, and provide an opportunity for a response from both parties before the grievance can move to the next step.  If such findings and recommendations are not submitted within that time or if the grievance is not satisfied, then the grievant may proceed to the next step within ten (10) working days.

 

Step 5.      Should Steps 1-4 fail to resolve the grievance and the grievant wishes to pursue, the grievant may appeal to the campus President within ten (10) working days of the receipt of the response in Step 4 by filing the grievance and all prior responses with the campus President.  The authority of the campus President is to assure that the decision of the Vice President of Administration & Finance was made in good faith and to ensure that the administration was in reasonable compliance with Board Policy and/or campus rules and regulations, labor agreements, or relevant State Statutes.

 

Step 6.      Should all prior steps fail to resolve the grievance and the grievant wishes to pursue the grievance, the grievant may appeal to the Board, as provided in Policy 2050, within thirty (30) working days of the receipt of the response in Step 5 by filing the grievance and all prior responses with the Chancellor of the Board.  In filing the grievance with the Board, the Board will only consider whether basic procedural fairness, as outlined in Board Policy 5302, was offered.  In so doing, the board shall, within its normal order of business, decide whether or not to hear the grievance and notify the grievant of its decision.  If the Board’s decision is to hear the grievance, the notification should include a statement with respect to whether the Board wishes further information from the grievant or whether it will grant a personal hearing before the Board, or designated officer, and the time, place, and nature of any such hearing.

 

Step 7.      If the grievant is not satisfied with the decision made by the Board, the grievant may seek relief under applicable state and federal laws.

 

2-14 – LEAVES

 

2-14.01 – Jury Duty Leave

(Board Policy 5607)

Absence with pay may be granted an employee for jury service during the actual period of such service, and the employee may retain fees paid him/her as a juror; absence with pay may also be granted for employees who are subpoenaed as a witness during the actual period of such service; provided in both instances that the employee, upon being served a summons that his/her name has been drawn as a juror or upon being served a subpoena to appear as a witness, shall immediately advise the College President, his or her designee, or the Chancellor, as appropriate, in writing, stating the time, place and name of the court to which he/she is to attend.

 

 

 

2-14.02 – Family and Medical Leave

(Board Policy 5611)

Employees with one (1) year service and who have worked at least 1,250 hours during the previous twelve (12) month period will be entitled to take up to twelve (12) weeks of unpaid family leave during any twelve months period for a variety of reasons related to family and medical care. Eligible employees, male or female, may use family and medical leave:

1. for the birth of a child, or the placement of a child with the employee for adoption or for foster care;

2. to care for a wife, husband, child, parents, grandparents or persons bearing the same relationship to the employee's spouse with a serious health condition; or

3. for the employee's own serious health condition.

A serious health condition is defined to include:

1. an illness, injury, impairment, or physical or mental condition that involves either inpatient care, meaning an overnight stay in a hospital, hospice, or residential care facility, or continuing treatment by a health care provider for three or more consecutive days.

2. any period of incapacity because of pregnancy or prenatal care (even without treatment by a health care provider and even if the absence is less than three days, e.g., morning sickness).

3. any period of incapacity because of a chronic serious condition (even without treatment by a health care provider and even if the absence is less than three days, e.g., an asthma attack).

4. any period of absence to receive multiple treatments by health care providers for reconstructive surgery after an accident or injury, or for a condition that would likely result in a period of incapacity of more than three consecutive days if untreated, e.g., cancer (chemotherapy), kidney disease (dialysis).

"Children" shall mean a biological, adopted or foster child, a stepchild, a legal ward, or child of a person standing in loco parentis.

Sick leave or vacation leave may be used at the election of the employee during family and medical leave. Although employees may retain accrued, unused vacation and sick leave, such leave shall not accrue while on family and medical leave.

Requests for family and medical leave must be in writing, must include the reason for the request and the anticipated time period, and must be approved through the appropriate campus process for leave. Appropriate certification or documentation may be required by the State College.

To the extent possible, thirty (30) days' notice will be given by the employee and, where possible, an effort will be made to begin and end the leave to coincide with the beginning of academic semesters.

The Board agrees to continue to pay its portion of health, and life insurance premiums during the term of any family leave. In the event both parents are eligible under this policy, only one parent may elect to take family leave.

 

Additional Information:

Family Medical Leave will run in conjunction with sick and vacation leave time.  The supervisor and/or employee should notify the Director of Human Resources in order to request this leave and to notify the College of their need to be off work for an FMLA-related absence which is for a period longer than three (3) days. 

 

2-14.03 – Funeral Leave

(Board Policy 5606)

At the discretion of the immediate supervisor and upon the approval of the campus President or the Chancellor as appropriate, up to five (5) days of funeral leave, annually, may be granted to employees for death in the immediate family.  Immediate family shall mean spouse, father, mother, grandfather, grandmother, sister, brother, child, grandchild, spouse of any of these, or someone who bears a similar relationship to the spouse of the employee.  For persons not of the immediate family, up to one (1) day of funeral leave may be granted.  Any extension of the funeral leave shall be charged against an employee’s vacation leave.

 

*In this case, the term annually shall mean by the fiscal year, July 1 to June 30.

 

2-14.04 – Leave – Inclement Weather/Campus Closure

During periods when inclement weather causes classes at the College to be canceled, all employees, other

than those required to report to work to provide emergency or other essential services, will be entitled to

take Inclement Weather Leave.  Such leave does not require the prior approval of the employee’s

supervisor.  Time spent on Inclement Leave will be charged against the employee’s vacation leave

balance.  When the President declares the entire campus closed, unit member’s absences will not be

charged against leave balances.  Employees required to report to work to provide emergency or other

essential services as determined by the College will be allowed comparable time off on an alternate date

mutually agreed upon by the supervisor and the employee.

 

The purpose of closing campus during inclement weather is for the safety of students and

employees.  Chadron State College employees working at a different campus location (Scottsbluff,

Alliance, North Platte or Sidney), will close their office when the college President in charge at their

location announces that decision. 

 

2-14.05 – Injury Leave and Worker’s Compensation

(Board Policy 5503)  See also 2-17.03

All employees, including temporary, who are disabled as a result of a job-related injury or disease may be granted injury leave. Injury leave shall not exceed five (5) of the employee's normal working shifts for any particular injury. Such leave is not to be charged against accumulated vacation or sick leave. If, after these five (5) leave days, the employee's injury or disease prohibits working, he or she may elect to use any accumulated sick leave in conjunction with Workers' Compensation benefits. For details of Workers' Compensation benefits, employees are to inquire at the campus or System Office, as appropriate, responsible for such matters.

Reporting Job-Related Injuries/Disease

Any job-related injury or disease shall be reported to the proper campus or System Office authority, as appropriate, as soon as possible and the College or System Office, as appropriate, shall have the responsibility to supply all the necessary information to the State Office of Risk Management. Copies of all such reports shall be filed with the Chancellor of the System Office.

No employee shall receive a salary (Workers' Compensation plus regular pay) in excess of his or her normal wage.

 

Use of Sick and/or Vacation Leave to Supplement Workers' Compensation Payments

Employees being paid Workers' Compensation for job-related injuries or disease may use sick and/or vacation leave to supplement the payment up to, but not to exceed, their regular rate of pay.

Employees on Workers' Compensation shall earn sick and vacation leave at the same rate being earned prior to the injury or disease. Holidays occurring during this period will be paid at a rate proportionate to the amount of sick and/or vacation leave being used.

After all sick and vacation leave has been exhausted, employees shall not be entitled to any leave or pay benefits except as authorized under Workers' Compensation and shall be carried in a leave-without-pay status while on Workers' Compensation. No service date adjustment is necessary for this unpaid leave.

For a period of one year after the date of disability and upon termination of Workers' Compensation, and after a physician has released the employee to return to work, the employee shall be reinstated to his or her former position with no salary reduction. If the employee's former position is not available, the campus or System Office authority, as appropriate, shall place the employee in a similar position, and at the discretion of the appropriate authority, may have their salary reduced.

For a period of one year after the date of disability and after a physician has released the employee to return to work, if disabled and unable to return to the former position, the employee shall be reinstated to a vacant position, if available, for which the employee is qualified and physically suited, and at the discretion of the appropriate campus or system authority, as appropriate, may have their salary reduced.

After one year from date of disability, if the employee has not or is not able to return to work, the employing agency is relieved from any re-employment obligation and the employee may be terminated.

Additional Information:

If an employee is on leave without pay status, and has exhausted their FMLA as well, the employee will be responsible for the entire cost of their insurance through COBRA and will no longer accrue any vacation or sick leave.

 

2-14.06 – Military Leave

(Board Policy 5608)

Military leaves of absence shall be granted to all Professional and Support Staff as may be provided by state law (Section 55-160, 55-161, RRS Nebraska Reissue 1988), or by federal regulation.

 

An employee who is a member of one of the Armed Forces (National Guard, Navy Reserve, Army Reserve, Air Force Reserve, Marine Corps Reserve, or Coast Guard Reserve) may be granted up to fifteen (15) paid days of military leave per year in annual training and instruction to fulfill their service obligation.

 

Employees, who are members of any of the reserve components, who perform their military obligation by participating for fifteen (15) work days or less in annual training and instruction, when such training is performed pursuant to orders or authorization of competent authority, shall be entitled to receive their full state pay in addition to their military pay without using all or any part of their earned vacation leave.  The fifteen (15) paid days of military leave are permitted only for annual training exercises or active duty assignments and shall not be used for weekend drills.

 

 

2-14.07 – Personal Leave

(Board Policy 5609)

Any employee who is required to be absent on a personal matter shall have such time charged to available vacation days, unless the absence is authorized in written form by the dean, division head, or appropriate administrator and the President or Chancellor, as appropriate.

 

2-14.08 – Political Leave

(Board Policy 5610)

Any employee who is a candidate for a state or national office may request a leave of absence without pay from the date of filing until the end of the semester or term in which the election takes place.  If the employee chooses to file and/or campaign for office without taking a leave of absence, said employee and the President are charged with taking whatever steps necessary to specifically ensure that all employee job responsibilities are properly discharged.

 

An employee who files for state or national office shall immediately notify the President or Chancellor as appropriate.  The Board will be informed when a State college employee files for office.

 

Any employee who is elected or appointed to a local, state, or national political office may request a leave of absence within the provisions of state law from the Board through the Office of the President without pay for the semester or term for which the session takes place.

 

While recognizing the value of public service, the Board will annually consider the needs of the individual institution in granting political leave of absence requests.

 

2-14.09 - Sick Leave for Professional Staff

(Board Policy 5602)

Regular, full-time professional staff members shall be allowed sick leave with pay.

 

Sick leave policy is adopted with the realization that an employee may become ill or injured through no fault of his or her own to the extent of being unable to work.  Sick leave may be taken for absences made necessary by reason of illness, injury, or disability, including temporary illnesses covered by or contributed to by pregnancy, miscarriage, abortion, childbirth, and recovery therefrom, by exposure to dangerous disease which may endanger the employee or public health, or by illness in the immediate family making it necessary that the employee be absent from his or her duties.  The term “immediate family” shall be defined to include the spouse, children, stepchildren, grandchildren, wards, brothers, sisters, parents, grandparents, or parents of the spouse.  It is not intended as any earned time off with pay, and shall not be granted as such.  Employees shall not be compensated for unused sick leave upon termination of their employment.

 

Sick leave for members of the full-time professional staff, academic and non-academic, shall accumulate at the rate of one day per calendar month of consecutive service.  The accumulation of sick leave shall begin the first day of the first complete calendar month of employment, and unused sick leave may be accumulated up to and including 180 working days.  Proof of illness may be required by college authorities.

 

The Chancellor or President, as appropriate, may advance sick leave to professional staff employees in an amount not to exceed a total of 40 hours (pro-rated for part-time employees).  Employees shall reimburse the College or System for all used but unearned sick leave upon separation or transfer.

 

NOTE:  This policy shall not apply to employees in a bargaining unit with different sick leave provisions.

 

 

Additional Information:

Employees (.75 FTE or greater) who are regularly employed less than forty (40) hours a week shall be entitled to sick leave proportionate to their regular workweek.

 

An employee will be required to submit a physician’s statement when the employee’s absence exceeds

three (3) consecutive workdays or when the supervisor suspects sick leave abuse.  Sick leave shall be

denied when the immediate supervisor and Director of Human Resources have facts showing an

employee is abusing sick leave.  Examples of sick leave abuse may include:

·         Sick leave being used as vacation leave.

·         Use of sick leave in small increments on a routine basis leaving the employee with no significant balance.

·         Use of sick leave routinely in conjunction with a weekend, holiday, or specific day of the week.  A noticeable pattern in this case will be significant.

 

Temporary employees do not earn sick leave.

 

2-14.10 - Vacation Accrual; Professional Staff

(Board Policy 5602)      

All regular, full-time Professional Staff in the System serving on a 12-month basis shall be allowed three weeks vacation with full pay, which consists of 15 working days.  The basis for computation is the accrual of 1.25 vacation days per monthly pay period.  After ten (10) years of continuous service, all Professional Staff shall be allowed one month of vacation, which consists of 20 working days.  The basis for computation of 20 vacation days per calendar year is the accrual of 1.667 vacation days per monthly pay period.  Vacation accrued during any calendar year must be balanced as of December 31 each year as provided below.

 

All Professional Staff members who were employed prior to the effective date of this Policy and were eligible for accruing vacation leave under the previous Policy shall continue to accrue in accordance with the former Policy.  All new Professional Staff hires shall accrue vacation leave in accordance with this Policy on its effective date of July 1, 1993.  For Professional Staff in the System serving on academic-year appointments, vacations without deduction of salary may be allowed upon written approval or upon formal announcement from the campus President's office, provided such leave take place during such times as between-semester breaks, holidays, when classes are not in session, or when Professional Staff are not officially on duty.

 

Each Professional Staff employee, upon retirement, dismissal or voluntary separation from college employment, shall be paid for unused accumulated vacation leave.  Upon the death of a Professional Staff member, his or her beneficiary shall be paid for his or her unused accumulated vacation leave.

 

No vacation accrual will be permitted for Professional Staff members serving on a monthly basis or with "Special Appointments," unless agreed to in writing at the time of initial appointment.  Professional Staff working less than full time (1.0 FTE) shall be entitled to vacation leave proportionate to their FTE status.

 

Year-End Balance

The vacation leave account of each professional staff employee shall be balanced as of December 31 each year.  Each employee shall be entitled to have accumulated as of December of each calendar year the number of hours of vacation leave which he or she earned during that calendar year.  Hours of vacation leave accumulated in excess of that number shall be lost.  Any employee shall be entitled to use any vacation time as soon as it has accrued.  Any vacation time not used within one year following the calendar year during which the time accrued shall be lost.  In special and meritorious cases, where to limit the annual leave to the period therein specified would work a peculiar hardship, such leave may be extended to a date no later than April 30 at the discretion of the President or Chancellor as appropriate.

 

To carry-over vacation above the amount accrued during the year employees must submit a written request stating the specific reasons why the vacation was not utilized during the current year, amount of vacation leave to be carried over, and request(s) to be off campus in order to utilize the time prior to April 30 of the next calendar year.  This request must be submitted to the immediate supervisor, approved, and forwarded the appropriate Cabinet-level Officer or President for final approval no later than December 1. 

 

Advancement of Vacation Leave

The Chancellor or President, as appropriate, may advance vacation leave to a professional staff member in an amount not to exceed a total of 40 hours (pro-rated for part-time employees).  Employees shall reimburse the College or System for all used but unearned vacation leave upon separation or transfer.

 

Additional Information:

Vacation leave is available to be used once it has accrued with supervisor approval based on department needs.  Requests should be made five (5) days in advance.

 

To ensure adequate staffing to handle general operations and unusual or emergency situations, vacation

leave is subject to prior supervisory approval.  It is recommended that vacation leave be requested at least

five (5) days in advance.

 

Upon resignation, employees may not extend their employment beyond the last day of work by use of unused vacation leave.  Any remaining vacation leave will be paid to the employee in their last payroll check.

 

Temporary employees do not earn vacation.

 

2-14.11 – Crisis Leave Sharing Program

(Board Policy 5612)

State College employees may contribute accrued vacation leave to benefit another State College employee on the same campus suffering from a serious, extreme, catastrophic or life-threatening health condition. Vacation leave shall be donated in no less than one (1) day increments. In addition, faculty may contribute one (1) day of sick leave donation per calendar year to benefit another employee on the same campus.  Paid leave donated to but not used by another State College employee pursuant to this policy shall be irrevocably credited to a shared leave pool and distributed on an as needed basis to eligible employees by a Shared Leave Committee designated by each College.  Crisis leave shall be available only to employees who have exhausted their own paid leave through bona fide serious illness or accident.

 

PROCEDURE

1. Definitions:

Serious Health Condition:  A serious, extreme, catastrophic, or life-threatening health condition resulting in a period of incapacity requiring the employee to be medically unable to work for a period of thirty (30) calendar days or more in the prior six (6) month period. The medical condition includes continuing treatment or supervision by a health care provider; or continuing treatment of a chronic or long-term health condition. The employee must be suffering from an extraordinary or severe illness, injury, impairment, or physical or mental condition, which has caused, or is likely to cause, the employee to take leave without pay.

 

Eligible Recipient:  A current state college employee who is eligible for benefits that accrue paid leave and who has continuous employment for at least twelve (12) months preceding the serious health condition may be considered a recipient for crisis leave provided eligibility requirements stated herein are met. The recipient must be on an approved leave of absence and have used all of his or her paid leave hours and compensatory time, if applicable, prior to being eligible to receive shared leave. Shared leave is not available to employees in off-work status due to workers’ compensation or disability benefit payments or for employees receiving other salary replacement income.

 

Eligible Donor:  A current state college employee who is eligible to accrue paid leave and has a paid leave balance of greater than fifty percent (50%) of annual accrual. A donating employee may donate paid leave at any time during the fiscal year.

 

Shared Leave Pool:  The Shared Leave Pool will include both: (1) paid leave hours donated by eligible employees for distribution to qualified employees who have applied for and been approved for receipt of shared leave, and (2) paid leave hours that have previously been donated to a specific employee but not distributed. Hours donated to a specific employee but not used will be maintained in the pool and distributed on an as needed basis to eligible employees. The hours donated will be limited to the number of paid hours required to ensure continuation of the recipient employee’s regular base salary and insurance benefits during the employee’s approved catastrophic leave on a month to month basis.

 

2. Participation Eligibility

a. To receive donated hours, an employee must have had absences of at least thirty (30) days during the prior six (6) months of employment resulting from the serious health condition and must have exhausted all paid leave earned pursuant to the applicable personnel policies covering vacation, sick leave, and compensatory time off and must not be receiving any other salary replacement income such as disability benefits, workers’ compensation payment, or be on any other College pay status.

b. The employee must remain a State College employee.

c. The qualified employee must request donated leave due to a catastrophic illness or injury.

d. Written verification of a catastrophic illness/injury from a licensed medical practitioner must be provided.

e. Prior to requesting a donation, the eligible employee must have catastrophic leave approved by his or

supervisor and the appropriate Vice President.

 

3. General Guidelines

a. Each State College should ensure that employees are knowledgeable about the eligibility criteria.

b. Donations must be made in full-day increments. A “full-day” shall be defined as eight (8) hours.

c. Donations cannot be used retroactively for a previous unpaid absence. Crisis leave donations are to be limited to future use only.

d. Shared leave is meant to cover only the duration of the serious health condition for which it was approved.

e. Donated paid leave is transferable only between employees at the same college, unless as provided below.

f. Any unused shared leave that was donated to a specific employee will be maintained in the Shared Leave Pool to be distributed to other qualified employees.

g. All donated leave must be given voluntarily. No employee shall be coerced, threatened, intimidated, or financially induced into donating paid leave for the purposes of the Shared Leave Program.

h. Persons involved in the administration of the Shared Leave Program are responsible for guarding the privacy of leave recipients and donors. The College must keep communications with either group confidential. Any public announcement to be made regarding the donation or receiving of shared leave must come from the donor or recipient. If requested, however, the identity of the donor is available under the public records statutes and must be provided by the college upon written request.

i. Employees who are receiving shared leave will not accrue additional paid leave.

j. Leave solicitation is left to the discretion of each College.

 

4. Participation Requirements for Recipient

The employee or his or her personal representative will complete an official Shared Leave Request Form available from the Human Resources Office and attach documentation from a licensed physician or health care practitioner verifying the need for the leave and expected duration of the condition.

a. The Shared Leave Request Form must describe how the time off work will create a financial hardship for the employee and his or her family.

b. The recipient employee must have a current satisfactory performance evaluation on file and have no disciplinary actions or written warnings for excessive absenteeism on file during the previous twelve (12) month period preceding the request for shared leave.

c. If the employee meets the above criteria, a Shared Leave Committee made up of the following five members will be appointed: HR Director, Benefits/Payroll Manager, and three members appointed by the College to include a tenured faculty member, a member of the professional staff unit, and a support staff unit member. The Committee will determine the amount of donated leave an employee may receive and may only authorize an employee to use up to a maximum of ninety (90) days in a twelve (12) month period.  The Committee must approve any exception to this limit by unanimous vote. The receiving employee shall be paid his or her regular rate of pay per month of approved shared leave. The leave received will be designated as shared leave and be maintained separately from all other leave balances.

 

5. Participation Requirements for Donor

a. The receiving employee must be eligible as of July 1, 2005 under the above criteria.

b. The donating employee will complete a Shared Leave Donation Form available in the HR Office.

The Shared Leave Donation Form will be sent to the Shared Leave Committee.

c. Effective July 1, 2005 the donating employee may donate any amount of vacation leave, or in the

case of faculty one (1) day of sick leave per calendar year may be donated, provided the donation does not cause the vacation leave balance of the employee donor to fall below 50% of his or her annual accrual or 50% of the donor’s vacation balance at the time of the transfer, whichever is less. d. Donations must be made in full-day increments. Faculty are limited to one (1) day of sick leave donation per calendar year.

e. Donations are reflected as a deduction from the leave balance of the donor employee upon receipt

of the Leave Donation Form by Human Resources.

f. Accrued vacation hours shall be transferred on a day-by-day basis, regardless of differing pay scales. Sharing of leave is allowed between members of different bargaining units within the same campus and between union and non-represented employees. Shared leave may also be exchanged across the State College campuses and with the System Office with the approval of each college or the System Office, as appropriate.

g. Once processed and transferred, donations are irrevocable.

 

6. Miscellaneous Provisions

a. The Crisis Leave Sharing Program is not subject to any grievance, administrative review or arbitration procedure as applicable to either donor or recipient employees.

b. Administration of the program will be coordinated by the Payroll/Benefits Manager or designated office at each College.

c. For auditing purposes, a report will be made annually by the Payroll/ Benefits Manager to the VP for Administration and Finance on the use of the program.

d. Employees donating vacation leave would incur no tax liability. Employees receiving donated leave would incur a tax liability at the time the leave was actually paid. The leave then becomes wages for employment tax purposes.

 

2-14.12 – Emergency Response Team

(On Campus and Off Campus)

Any person who is on staff with the township Volunteer Fire and Rescue Department may respond to calls under these guidelines.

A.     While on duty for the Nebraska State Colleges (Chadron State College) Fire Fighters and EMT’s will be allowed to respond to calls that are classified as “major” emergencies.

B.     All Emergency Professional Staff who punch a time clock must punch out prior to responding to a major emergency call for the township.

C.     Emergency Professional Staff on campus during their regular working hours will respond to emergency calls for the campus.  If the call is on the college campus, the responding Emergency Professional Staff employee will not be required to punch out at the time clock.

 

2-15 – NON-DISCRIMINATION & CITIZENSHIP STATUS

(Board Policy 5001)

The Board is committed to offering equal employment and educational opportunities within the State College System. The Board prohibits discrimination against any employee, student, or applicant by reason of political or religious opinions or affiliations, race, color, religion, age, sex, national origin, marital status, or handicap in conformity with applicable laws.

All individuals within the State College System are asked to make their contribution to the principle of equal opportunity so that progress will reflect the Board's effort toward its objective.

The individual institution is responsible for ensuring that employment is offered only to those individuals who meet state and federal regulations for employment, including but not limited to such matters as compliance with the Immigration Reform and Control Act of 1986.

Non-citizens of the United States of America may be employed as faculty members with privileges of leave of absence and non-probationary status withheld until United States citizenship is achieved, but only in instances where their stay in the United States is less than the length of time required to achieve citizenship.

Each institution is responsible for adhering to the Federal Immigration Reform and Control Act which requires verification of the employability status of all individuals hired.

 

2-16 – PERSONAL CELL PHONE USE

The use of personal cell phones during work hours is discouraged and should be limited to emergency situations.

 

2-17 – RESIGNATIONS, ABANDONMENT, LAYOFF

 

2-17.01 – Resignations

(Board Policy 5206)

For a Professional Staff employee to resign in good standing, written notice must be given to the campus President, designated officer, or Chancellor, as appropriate, at least 10 working days before separation, unless the campus President, designated officer, or Chancellor for the System Office employees agrees to a shorter period. 

 

Additional Information:

 

An employee who has submitted their resignation will work the length of the notice period.  Employment status cannot be extended by the use of vacation or sick leave.  All resigning employees will need to complete an Employment Exit form and return it to Human Resources prior to their last day of work.  If the form is not completed, it could lead to delays in processing the final paycheck. 

 

2-17.02 – Abandonment

(Board Policy 5206)

State College employees may be considered to have abandoned the job if he or she has been absent from work for longer than one workday without being on approved leave, and such abandonment shall be considered as a resignation not in good standing.

 

2-17.03 – Layoffs

(Board Policy 5206)

The campus President, or Chancellor, as appropriate, decides when a layoff is necessary, and which classes of employees and positions will be affected.  Layoffs may be determined necessary because of budget adjustments or reallocations, a modification of position workloads, or elimination of or change in scope of institutional services, or as the result of any other job-related management decision.

 

When the campus President and the Chancellor decide that a layoff among professional and support staff is necessary, the President or his representative shall layoff people so that the reduction shall be made in such manner that the remaining members of the work force possess the necessary qualifications to perform all the tasks that need to be done by College employees.

 

The campus administrators will make an effort to avoid a layoff by use of attrition wherever possible.

 

The Chancellor may review a campus President’s layoff plan prior to the initiation of any layoff.

 

Employees to be laid off shall be given as much notice as possible, but at least a ten (10) working days’ written notice will be given prior to layoff of full-time support staff employees, or five (5) working days if employed part-time as outline in Board Policy 5015.  Professional staff notice will be given in accordance with Policy 5014 for layoffs.

 

2-18 – PROFESSIONAL STAFF VACANCIES

Appointment to the professional staff at Chadron State College is by the President of the College.  Procedures for the declaration of a vacancy and the selection of candidates follow.  For additional information, please access the Search & Selection handbook at www.csc.edu/hr.

 

 Position Vacancy

1.       A position in professional staff may be considered vacant as a result of resignation or retirement, non-renewal of an appointment, or formal notice of termination. Resignation should be submitted to the immediate supervisor with copies to the appropriate Vice President, Human Resources, and the President.  Official action on a resignation will be in writing from the College President or the President's designee.
 

2.       Subsequent to the validation of a vacancy by resignation, non-renewal of contract, or other forms of termination, the immediate supervisor is responsible for the initiation of the appropriate paperwork and for routing these forms through channels for signatures.  Please contact Human Resources for information regarding the paperwork.

 

 Position Review

1.   The professional staff needs of administrative and support units are determined on the basis of schedule requirements, enrollment trends and program viability, validated program needs, the relationship of a position to stated College priority goals, as well as anticipated retirements, resignations, or approved leaves of absences.

2.  Supervisors are responsible for initiating and completing a review of the vacated position based upon the aforementioned criteria.  A "Request to Fill a Vacancy" form (available at www.csc.edu/hr/forms.htm ) must be routed through channels and approved prior to the official announcement of a position opening.

3.  A position is considered open when official, formal, and written approval has been authorized and the "Request to Fill a Vacancy" form has been approved by the appropriate unit supervisor, Vice President, Comptroller, and the College President.  Prior to their approval no position vacancy is eligible for formal or informal advertising.

 

Position Advertisement

1.       The Human Resources Office will advertise the vacancy with selected placement offices throughout the United States, the Nebraska Workforce Development Office, the CSC Internship and Career Services Office, selected buildings throughout campus, and other state college campuses.  Professional journals and regional publications may also be used at the discretion of the Dean, Vice President, or Human Resources.

2.       Vacancies occurring at the level of Dean or higher shall be published in the “The Chronicle of Higher Education.”  Other positions, as deemed necessary by the Vice President or Human Resources, will also be published in “The Chronicle of Higher Education.”

3.       The Director of Human Resources will determine the minimum length of time applications will be accepted and how broadly the position will be advertised, based on the following:

(1)    Routine vacancies will usually be published a minimum of 10 working days from the date the "Vacancy Announcement" is prepared and mailed to the selected placement offices.

(2)    Efforts shall be made to ensure that equal employment opportunity guidelines have been followed.

(3)    Emergency situations may arise which will require less than 10 working days for advertisement.

 

Applicant Screening

1. The initial screening of applicants may be accomplished by application alone, which includes reviewing the cover letter, resume, credentials, transcripts, employment application form, references, and other supporting documents.  Approval for further applicant screening must be obtained from the supervising administration.

2. The second and subsequent screening of applicants may be accomplished by phone interview between the applicant and the screening committee.

3.  Once approval is received from the Vice President and Human Resources, successful applicants for interviewing should be notified by the screening committee chair.  The interview should take place on the CSC campus and be attended by all committee members.

4.  Administrative Personnel - The appropriate Vice President will be responsible for the appointment of the screening committee, which will include a minimum of three members.  The Cabinet member will also:

a)      Involve supervisors (if any) in the screening, interviewing, and recommending process.

b)      Become familiar with equal employment guidelines to ensure compliance.

c)      Ensure compliance with Negotiated Agreement screening procedures.

 

Interviewing for the Position

1.  The recommendation of the screening committee and the candidate's credentials must be reviewed with Human Resources and the appropriate Vice President or designated officer prior to scheduling the interview.

2.   All interviews must be authorized by the appropriate Vice President or designated officer.

3.       The Chair of the screening committee or the Dean should work with Human Resources for travel arrangements.

4.       Copies of the candidate's credentials should be forwarded to the appropriate interviewers at least one day prior to the interview.  All copies should be returned to Human Resources.

 

Applicant Travel Reimbursement

1.  Although the applicant is encouraged to bring his/her family for the interview, only the applicant's expenses are reimbursable.

2.   Meals will be reimbursed under the same guidelines as used by CSC employees.  Receipts are

      preferred.

3.   Lodging will be reimbursed at actual cost for a single rate only.  Applicants will use the Edna Guest Room, if available.

4.   Coordination of lodging and travel arrangements should be made with Human Resources.  Commercial travel will be reimbursed at actual cost and must be supported by receipts. Private vehicle travel will be reimbursed at the mileage rate in effect at that time.

 

Appointment Recommendation

1.   Administrative Personnel - Recommendations for appointment to the administrative staff will come from the supervisor to the appropriate Cabinet Level member.  The Cabinet Level member will then make a recommendation to the President, which will include:

                        a. The reason(s) for recommendation.

                        b. The salary, length of employment and other pertinent factors.

 

Appointment to the Position

1.     No candidate will be offered a position until approved by the President.

2.     Appointments to a position will become official upon ratification by the Board of Trustees.

 

4.       All employment offers are conditional based upon satisfactory results of a criminal background

       check.

 

Notification to Unsuccessful Applicants

1.         After the position has been filled, the Human Resources Office will notify all applicants that the position has been filled.

2.         The Chair of the Screening Committee will personally contact those candidates who were brought to campus for an interview that did not receive an offer.

 

 

Disposition of Applicant Files:

1.     The application files of all applicants including any matrixes, interview questions, interview evaluation sheets, or other committee notes will be sent to the Human Resources Office for maintenance and filing.

2.     The screening committee chair will complete an "Applicant Summary Log" form and submit it to the Human Resources Office for review and filing.

 

Please refer to the Human Resources website for more information regarding Screening Committees.

 

2-19 – TYPES OF APPOINTMENTS; NOTICE REQUIREMENTS; PROFESSIONAL STAFF

(Board Policy 5014)

Each person appointed to a faculty or professional staff position shall be designated as having one of the following types of appointments:

 

1. Special Appointments. Appointments that are not "Appointments for a Specific Term,"

"Probationary/Tenure Track Appointments," or "Tenured Appointments," shall be "Special Appointments."

The following types of appointments to faculty or professional staff positions shall be filled by Special Appointment only:

a. Temporary or interim academic appointments;

b. Appointments to part-time positions;

c. Appointments for less than one academic year in any academic rank;

d. Courtesy appointments;

e. Appointments to volunteer status;

f. Annual appointments beyond retirement age for faculty;

g. Appointments to the rank of assistant instructor, or lecturer;

h. Appointments of graduate assistants (up to an academic year);

i. Appointments to academic ranks preceded by the designation "visiting;" and

j. Appointments supported by funds over which the College does not have control or which the

College cannot reasonably expect to continue indefinitely.

 

A "Special Appointment" will terminate in accordance with the time stated in the appointment to the position or in the written contract, and, if no time is stated in the appointment to the position or in the written contract, the appointment may be terminated by either party giving the other at least 90 days notice of the date of termination. Such appointments may also be terminated by the College for adequate cause, disability, discontinuance, reduction or curtailment of a program or department, or extraordinary circumstances because of financial exigencies.

 

Every "Special Appointment" is non-tenure leading and carries no presumption of reappointment beyond the termination date.

 

A member of the faculty may hold a "Special Appointment" coincident with an "Appointment for a Specific Term," "Probationary/Tenure Track Appointment," or a "Tenured Appointment," and the terms of the "Special Appointment" may be independent of the terms of the other appointment status as a faculty member.

 

2. Appointments for a Specific Term. A "Term Appointment" is a professional staff appointment or a faculty appointment for a term of one year. A "Term Appointment" for faculty members shall be a nontenure track appointment and shall not count toward years of service in qualifying for a tenured appointment. A "Term Appointment" shall carry no presumption of renewal, and will terminate at the end of the stated term, if written notice of non-reappointment is given to the appointee by the appropriate administrative officer or by the Board in accordance with the following standards:

a. Except for instances involving termination for cause, professional staff appointments for a

Specific Term, shall be given written notice of intent not to renew their appointments or contracts

at least thirty (30) days prior to expiration during the first year of employment, three (3) months

prior to expiration during the second year of employment, or six (6) months prior to expiration

during the third or subsequent years of employment in a full-time position.

 

For faculty members who are serving with a Term Appointment, notice requirements will be given in accordance with faculty members on Probation/Tenure Track Appointments.

 

Notice shall be given by the appropriate administrative officer, or by the Board.

 

b. Notice by an appropriate administrative officer may be signed by the department chair or

immediate supervisor, the Dean or Director, or the campus President or Chancellor. Notice, by

action of the Board, shall be signed in the manner directed by the Board. Notice shall be deemed

to have been properly given if mailed to the appointee's home address, as reflected by the records

of the College or System Office, by certified mail, with sufficient postage attached.

 

c. If written notice is not given to the appointee of a professional position by the appropriate

administrative officer or by the Board in the manner herein provided within the time specified,

failure to provide a term appointee with the required notice period shall not result in automatic

reappointment or create any right to reappointment for an additional term. The employer shall

have the option of providing employment or severance pay in lieu of any portion or all of the

notice to which the employee is entitled, so long as the extension of employment or severance pay is commensurate with the notice to which the employee is otherwise entitled.

 

A specific term appointment may also be terminated for adequate cause, disability, discontinuance, reduction or curtailment of a program or department, or extraordinary circumstances because of financial exigencies.

 

3. Probationary/Tenure Track Appointments. A "Probationary/Tenure Track Appointment" is a probationary appointment as a faculty member with the rank of instructor or above for a term of one year.  A "Probationary/Tenure Track Appointment" shall carry no presumption of renewal, and will terminate at the end of the stated term, if written notice of non-reappointment is given to the appointee by the appropriate administrative officer or by the Board in accordance with the following standards:

 

a. If the term of the appointment expires at the end of the first academic year or 12 months of service on a "Probationary/Tenure Track Appointment," notice shall be given by an appropriate

administrative officer, or by the Board, no later than March 1 of that first year of service, or three

months in advance of the termination date if the appointment commenced after the start of an

academic or fiscal year.

 

b. If the term of appointment expires at the end of the second academic year or 12 months of service on a "Probationary/Tenure Track Appointment," notice shall be given by an appropriate

administrative officer, or by the Board, no later than December 15, or six months in advance of the termination date if the appointment commenced after the start of an academic or fiscal year.

c. If the term of the appointment expires after two or more years of service on a

"Probationary/Tenure Track Appointment," notice shall be given by an appropriate administrative officer, or by the Board, by May 30 prior to the final year of appointment.

 

d. Notice by the appropriate administrative officer may be signed by the department chair, the Dean, the Academic Vice President, or the Campus President. Notice, by action of the Board, shall be signed in the manner directed by the Board. Notice shall be deemed to have been properly given if mailed to the appointee's home address, as reflected by the records of the College, by certified mail, with sufficient postage attached.

 

e. If written notice is not given to the appointee by the appropriate administrative officer or by the Board in the manner herein provided within the time specified, the appointment shall be extended one academic year if the term expired at the end of the academic year, and shall be extended one calendar year if the term expired during the academic year. Any appointment extended as provided in this section shall be considered to be an appointment for one year of service, and subject to reappointment in accordance with the provisions specified above.

 

4. Tenured Appointment. A "Tenured Appointment" is an academic appointment terminable only for adequate cause; program or department reduction, curtailment or discontinuance; retirement for age or disability; or extraordinary circumstances because of financial exigencies. No person shall have a "Tenured Appointment" until notice has been received that such an appointment has been awarded by the Board.

 

The Board, upon the recommendation of a Campus President and concurrence of the Chancellor, may grant a "Tenured Appointment" to a person--not a faculty member--who is a member of the Executive, Administrative or Managerial Staff as defined in Section 5010 of these Policies, but such person may not be appointed in a specific department unless normal procedures are followed. Administrative officers shall not have a "Tenured Appointment" in their administrative positions. Those who have attained tenure in an academic rank shall retain such tenure, but as administrative officers shall not have a "Tenured Appointment" in their administrative positions. Those who have attained tenure in an academic rank shall retain such tenure, but as administrative officers they are subject to the provisions for termination outlined for "Special Appointments" or "Appointments for a Specific Term."

 

Persons holding academic rank below Assistant Professor are not eligible for a "Tenured Appointment."

 

5. Administrative Appointments. Faculty who are appointed to administrative positions do not have tenured status with respect to those positions, the salary of the position, the term (AY/FY) of contract, or any other provisions or perquisites of that administrative position. In the event any of the foregoing individuals have tenured status in an academic position, and are removed or resign from an administrative position but wish to remain employed at the institution, they will be employed under the same conditions and contractual terms as other tenured faculty. Their initial salary as a faculty member shall be set at an amount determined by negotiations between the faculty member and the President or his or her designee. In the event agreement cannot be reached, the salary shall not be less than the average salary for faculty members of like rank and qualifications in the same academic unit in which the individual holds tenure.

 

Deans, assistant deans, division heads, directors, heads of departments, chairpersons, and any other persons performing administrative functions serve in those capacities at the discretion of the President and may be removed at any time. Any such individual may be reassigned to other duties for the balance of the individual contract term or terminated for cause. In cases of the non-renewal of an administrator's employment contract, the notice provisions of Board Policy 5014 shall apply. However, if an individual is discharged from an administrative position for cause, those notice provisions shall not apply.

 

 

 

SECTION 3 – PERFORMANCE

 

3-1 – EVALUATION

(Board Policy 5103)

The Chancellor of the Nebraska State Colleges System or President, as appropriate, is directed to see that every full-time employee receives a written performance appraisal for the academic/fiscal year and that such appraisal is discussed between the appraised employee and his or her supervisor.

 

Promotions and salary increases shall be based substantially on the growth and performance of professional personnel while making due allowance for length of service.

 

A performance report for newly hired professional staff persons will be prepared by the employee’s immediate supervisor at the end of the first year of continuous employment and prior to recommendations for continued employment thereafter.  Each performance evaluation must be conducted by the employee’s immediate supervisor and must be reviewed and approved by the evaluator’s supervisor prior to discussion with the employee.

 

Performance evaluations must be reviewed and acknowledged by each employee.  Acknowledgement signifies only that the employee has reviewed and discussed the performance evaluation.  Each employee shall receive a copy of his or her performance evaluation and an opportunity to comment or rebut any performance assessment.  A copy of each performance evaluation and any rebuttal or comment submitted shall be included in the employee’s personnel file.

 

Campus Presidents, in consultation with faculty, staff, and administrators, are to develop the criteria and format to be used for the appraisals.

 

SECTION 4 – COMPENSATION

Each employee is assigned to an authorized staff position and is compensated for work performed in accordance with the NSCPA Salary Guide or negotiated directly with the College if not covered by the bargaining agreement. 

 

4-1 – PAY PERIOD

Regular employees are paid on the last workday of each calendar month.  Paychecks are distributed through campus mail and are available after 10:00 am on payday.  Persons who anticipate being absent on payday should notify the Payroll Office as to how they wish to receive their paycheck.  Paychecks will be released to the employee only unless the employee gives written permission to another person to pick-up their check.  This person must come to the Human Resources Office to sign for the check and provide identification.

 

4-2 – PAYROLL

The following deductions are mandatory and will be withheld from the employee’s paycheck each month:

 

·         Social Security

·         Federal Income Tax

·         Nebraska State Income Tax

·         Health & Dental Insurance (unless employee opts out)

·         Retirement (if eligible)

·         Long-Term Disability Insurance

 

The following deductions are voluntary and may be withheld from the employee’s monthly paycheck at the employee’s option:

 

·         Additional Life Insurance Options

·         Flex 125 Plan

·         College Savings Plan of Nebraska

·         Union Dues

·         Supplemental Retirement Plan (SRA)

·         Foundation Contributions

 

Direct Deposit is available and encouraged.  Direct Deposit to various accounts is available.  Contact

Human Resources for more information.

 

 

 

4-3 - SALARY/WAGE ADJUSTMENTS

 

SECTION 5 – BENEFITS

(A Summary of Benefits form may be accessed at www.csc.edu/hr.)

 

5-1 – HEALTH/DENTAL INSURANCE

(Board Policy 5500)

The Board shall make available only to State College employees employed on a continuing basis in a budgeted position (employed at least .75 FTE full-time) group medical, dental, life, and disability insurance coverage.  Eligible employees shall be advised of specific details of such coverage and a summary of benefits on initial appointment and of any subsequent changes in coverage.  Employees employed less than .75 FTE are not eligible for group medical, dental, life, or disability coverage.

 

All employees of the State College System are entitled to benefits provided under the Social Security Act, subject to whatever conditions may be applied by the State of Nebraska or the United States government.

 

Additional Information:

Employees wanting to enroll in the medical insurance plan must be enrolled in both the medical and dental plans.  Insurance coverage will begin the first of the month if the employee begins working the first of the month.  If an employee begins work on any other day than the first working day of the month, then insurance will be effective the beginning of the next month.

 

Health/dental coverage may be retained by the employee while on an approved leave of absence as long as the employee is using paid leave time (vacation or sick leave) or the leave qualifies under the Family Medical Leave Act (FMLA).  If the employee does not have any paid leave time but the leave is covered by FMLA, then the employee may continue their insurance with the College as long as they pay their portion of the premium to the College in advance.  If the employee does not have any paid leave time and the leave is not covered under FMLA, the employee will have to access insurance coverage using COBRA. 

 

For those employees who have medical coverage provided through a spouse’s employer and who elect not

to participate in the individual medical and dental plan provided by the College, a monthly credit 

will be made in the form of additional salary on the employee’s monthly paycheck.  Verification of the other

insurance plan coverage will be required.

 

Once an employee resigns, retires, etc., insurance coverage will terminate on the last day of the month in which their employment ends.  Vacation or sick leave time may not be used to extend the employment period in order to continue benefits.

 

Details about coverage, limitations, exclusions, etc., can be obtained by contacting Human Resources or the current insurance provider.

 

5-2 – HOLIDAYS

The State College System provides for twelve (12) paid holidays for regular part-time and regular full-time employees.  The following holidays coincide with nationally recognized holidays: Independence Day, Labor Day, Thanksgiving Day, Christmas Day, New Year’s Day, and Memorial Day.  Other holidays will be schedule by the College administration in order to align with the campus academic schedule.

 

5-3 – LIFE INSURANCE

The College provides $30,000 of term life insurance coverage.  Options are available for the employee to buy additional coverage on themselves and dependents. 

 

Employees employed less than .75 FTE are not eligible for group life insurance.

 

Contact the Human Resources Office for additional information.

 

5-4 – LONG-TERM DISABILITY INSURANCE

Chadron State College provides each employee with a disability plan as outlined below:

 

A.     Premium is based on a percent of the employee’s gross monthly salary.

B.     Premium is cost-shared with Chadron State College paying 75% and the employee paying 25%.

C.     There is a 90-day waiting period and a claim form that must be submitted to the insurance company before an employee may be considered for long-term disability.

 

Employees employed less than .75 FTE are not eligible for disability coverage.

 

5-5 – OPTIONAL BENEFITS

 

5-5.01 – Credit Union

College employees may participate in the Nebraska State Employee’s Credit Union or any other approved credit union program.  The Credit Union is a cooperative saving and loan association that provides for regular savings.  Members are also eligible to borrow money for approved projects at a reasonable rate of interest.

 

5-5.02 – U.S. Savings Bonds

United States Savings Bonds are available through purchase on a payroll deduction basis.  The Savings Bond program is initiated by contacting the Payroll Office.

 

5-5.03 – College Savings Plan of Nebraska

This plan is sponsored by the State of Nebraska and makes saving for college simple and affordable.  The plan offers tax-saving advantages, applies to schools nationwide, and provides multiple investment options – helping you make higher education a reality for your children and grandchildren.

 

5-5.04 – Flex 125 Benefits Program

This benefit allows employees to pay their out-of-pocket medical and dependent care expenses using pre-tax dollars.  All contributions to the Plan are deducted from each paycheck prior to federal, state, and Social Security tax withholdings.  Enrollment is available for new employees at the time of their hire as well as during annual enrollment in the Fall of each year.

 

5-6 – RETIREMENT PLAN

(See also Board Policy 5405)

In order to enroll in the Retirement Plan, an employee must be employed at least .75 FTE over 12 months.  Participation is voluntary if the employee has been employed for two years and is at least 25 years of age.  Participation is mandatory of all employees over age 30.

 

Both the employee and the College make contributions to the Retirement Plan based on a percentage of the employee’s monthly salary.  All contributions, including those made by the College, are vested immediately and belong to the employee the day they enroll.  Employee contributions are made on a pre-tax basis thus reducing the employee’s federal and state income tax.  Employees contribute 6% while the College contributes 8.0%.

 

5-7 – RETIREMENT POLICIES AND PROCEDURES

(See also Board Policies 5400, 5401, 5403, 5404, 5405, and 5406)

In accordance with federal Age Discrimination in Employment Act, age-based mandatory retirement in the State College system, with the exception of tenured faculty, is prohibited.

 

Employees may retire at age 55 after ten years of service with the State College System with earned annuity benefits computed on an actuarially equivalent basis.  An employee also may retire because of physical or mental disability that prevents such employee from satisfactorily performing work; such disability is to be determined by resolution of the Board.

 

In order to provide members of the faculty and professional staff with increased career flexibility, several incentive retirement policies are provided for eligible members.  Requests for early retirement consideration are made through the Director/Dean and appropriate Vice President to the President.  Upon these recommendations, the President will evaluate such a request.  If the early retirement is in the best interest of the College, the President will submit the request to the Board of Trustees for recommended approval. 

 

Contact Human Resources or refer to Board Policy for eligibility guidelines, timeline, and benefit details.

 

The retiree is responsible for completing procedures associated with Social Security benefits.

 

5-8 – SOCIAL SECURITY

All employees are covered by Social Security.  Students are typically exempt from Social Security withholdings.  The amount of tax withheld from the paycheck is in accordance with current rates.  If anyone is not familiar with the benefits available, it is recommended that he/she contact the nearest Social Security Administration branch office for information.

 

5-9 – WORKER’S COMPENSATION INSURANCE

(See also 2-14.05)

Employees of the State College System are covered by Worker’s Compensation at no cost to themselves.  When a State College employee sustains injury or illness arising in the course of their employment, observe the following procedures:

 

  1. Seek prompt and adequate medical attention, pending the seriousness of the injury.  If the injury is not life threatening, first contact the CSC Nurse.

 

  1. IMPORTANT:  If possible at the time of treatment, or as soon as possible thereafter, indicate to the doctor or the hospital that you are employed by a State College and are covered by Worker’s Compensation.

 

  1. Promptly process the appropriate forms which can be obtained from either your supervisor or the Parking & Safety Office, Administration Building 141.  (Board Policy 5503)

 

  1. Advise your supervisor of the time absent from work due to injury or illness and date of return to work.

 

  1. Identify and forward to the Parking & Safety Office, Administration Building 141 all medical, hospital, drug, and other bills you receive arising from the injury or illness.

 

  1. All claims related to injury or illness arising in the course of employment at a State College are administered and reviewed by the Worker’s Compensation Insurance Administrator.

 

SECTION 6 – ADMINISTRATIVE PROCEDURES

 

6-1 – CAMPUS CLEAN AIR POLICY

Per the Nebraska Clean Indoor Air Act (LB211), smoking is prohibited in Chadron State College campus facilities and all vehicles owned or leased by the College except as designated below. 

 

Smoking on the grounds of CSC is allowed as long as such use is not within close proximity (defined as within 10 feet) of any facility entrance or work site, unless other restrictions prevail.  The Director of Housing will designate specific, assigned student rooms in residence halls as areas in which smoking is permitted.  Signage reflecting this policy and placement of smoking product waste receptacles will be accomplished by the College Department of Physical Facilities.  Noncompliance with these provisions will be managed in accordance with existing faculty, staff, and student guidelines.

 

6-2 - EMERGENCY PLAN

During work-site or general campus emergency conditions, including inclement weather, certain “emergency staff” are expected to report to work whether or not the emergency conditions occur on a regularly scheduled work day.  Persons needed to work during such conditions are to be identified in a preparatory manner by their respective supervisors.  Additional information may be obtained from the campus Emergency Action Plan.

 

Overtime provisions and leave provisions shall apply, when appropriate, for emergency work performed.  The identification of an emergency staff may include but not necessarily be limited to the following general categories of Personnel:

 

·         Custodial

·         Maintenance

·         Campus Security

·         Computer Services

·         Telecommunications

 

6-3 – FOOD SERVICE

All employees, their spouses, dependents, and guests may use any of the food service facilities on campus at the designated prices and during hours of operation.

 

6-4 – IDENTIFICATION CARD

Each regular employee is issued an identification card.  This card identifies the individual as an employee of CSC for use of various facilities including the library and recreational facilities.  The employee should notify the Student Academic Success Services Office if the identification card is lost, stolen, or destroyed.  Upon termination of employment, identification cards must be returned to the Student Academic Success Services Office.

 

6-5 – INSTRUCTIONAL RESOURCE CENTER

Services available from the Instructional Resource Center include:
                 
Audio-Visual Equipment Checkout
Laptops, LCD projectors, camcorders, digital cameras, DVD and VHS players, micro cassette recorders, tape recorders, overhead projectors, slide projectors, and other equipment are available for checkout for instructional purposes.  Equipment reservations and checkout as well as delivery arrangements (if needed) are handled through the IRC.  Equipment is loaned for a specified period of time (usually two weeks). Reservations placed at least one week in advance are recommended.
           
Student checkout of equipment requires written faculty permission.
           
Audio-Visual Collection and Catalog
The Instructional Resource Center maintains an extensive collection of media for staff, faculty, and student use.  This includes DVDs, videotapes, CDs, audiotapes, books on CD, LPs, and laser disks.  The IRC catalog may be accessed by faculty and students at http://winnebago.csc.edu, or by going to the CSC Web page at http://www.csc.edu, clicking on Library, and then clicking on CSC IRC and Other Online Catalogs. Alternatively, the audio-visual collection is available to browse in the IRC.
 
Faculty suggestions for curriculum enhancing additions to the IRC media collection are welcome. A portion of IRC budget funds are allocated annually (in the fall) to each department for faculty-requested media purchases. Approval by department heads is required for these purchases, and the acquired media is housed in the IRC collection.
 
Media Conversions
Media conversions and duplication of VHS tapes, DVDs, LPs, and Hi-8 tapes, and photographic slides are services available at the Instructional Resource Center. Blank media available for purchase includes VHS tapes, Hi-8 tapes, DVD-Rs, and CDs.
 
Ellison Die Cuts
The Instructional Resource Center has a collection of over 400 die cuts. These die cuts can be used for creating math manipulatives, bulletin boards, posters, and other educational projects.  This resource is available for campus and community use.
        
Lamination
Lamination services provided at the Instructional Resource Center are available in four sizes: 12-inch, 18-inch, 25-inch, and 40-inch. Every attempt is made to complete lamination jobs within the same day. However, it is recommended to allow 24 hours for lamination service turnaround.
          
Other Instructional Resource Services
The Instructional Resource Center offers listening centers and viewing areas for faculty and students.  These stations are set up for individual or small group review of audio and video materials.
 
Tours for education classes detailing services available at the IRC are also available.

 

6-6 – KEYS

Keys to buildings, offices, or other college facilities are issued through the immediate supervisor and/or the Building Manager.  All keys must be returned to the Building Manager or Supervisor's office upon termination of employment.  Final paychecks may be withheld until the Payroll/Human Resources Office has received notice that all keys have been returned.

 

Proper care of college keys is essential in maintaining security of buildings, equipment, and supplies.  Keys should not be left where they may be used by anyone other than the one to whom they were issued.

 

Please report lost or stolen keys immediately.

 

6-7 – LIBRARY 

The Reta E. King Library has three floors of resources and materials available for students, faculty and staff, and the Chadron community.  The main floor holds the ready reference section, indexes, microfilm, periodicals, online search stations and the fiction collection.  The second floor is where the bulk of the nonfiction collection is located and also an education curriculum collection.  On the lower level of the library, there are group study rooms, library technical services offices, a computer lab, a mediated classroom, the children’s collection, conference rooms and also a coffee house that offers Starbucks.  The entire building is equipped with a wireless network, and wireless laptops may be checked out for in-building use.

 

Faculty Loans

Faculty members can check out materials for a semester with the option of renewing them at the end of the semester.  This does not include any items borrowed from other libraries.  If the materials checked out by the faculty are requested by another faculty member or a student, the faculty member holding the materials is responsible for returning them to the library.  All faculty members are personally accountable for the materials checked out on his/her ID card.


Graduate Assistant Library Use
Graduate assistants do not have faculty checkout privileges.  However, if he/she is teaching a class, he/she will be given permission to check out materials relevant to the class for the semester.

 

Interlibrary Loan Services

Books, journal articles and other materials not owned by the Reta King Library may be borrowed from other libraries.  Borrowing may be limited by copyright restrictions or by the format of the material.  To request materials, a form (available at the circulation services desk) must be properly and completely filled out, signed and given to a librarian.  The availability of material, the arrival time, and the length of the loan period are dependant on the lending library, and patrons should be prepared for a minimum wait of two weeks.  Faculty members are not charged a fee for requests, but a fee is assessed to the students and other patrons.

 

“G-Get” Books (Intra-system Borrowing)
A special agreement among the three libraries that make up the online catalog system (Chadron, Peru, and Wayne) allows faculty, staff, and students holding currently valid ID’s to make loan requests from one of the libraries in the system.

Books available from Wayne or Peru may be requested by using the NSCS online catalog.


Faculty members have the opportunity to place personal materials or copies on reserve for a specific course.  He/she is required to fill out a form and give it to a librarian.  Once these requests are received, they are recorded in the online library catalog and then available for students to check for a two hour, in-library use only period.  Faculty members are responsible for sharing a list of their reserve materials with their students.   

 

Curriculum Library
The Library houses a special resource center that holds materials of particular interest to students and faculty in teacher education.  Curriculum materials may be checked out for three days and are renewable.  The curriculum library is located on the second floor of the library and is open during the Library’s regular hours. It is available for class use if arranged ahead of time by the instructor. 
 

The Bernard Donohue Young People’s Library
The Donohue room, is being re-located to the second floor of the King  library, and contains a collection representative of a first-rate K-12 school library.  The first intended use of the collection is instructional, serving the education and literature curricula.  However, children of faculty and staff are welcome to browse and use the collection.
 
Procedures for Requesting Purchase of Library Material

The library allocates certain monies to each School for library materials.  Faculty members are encouraged to order materials in their specific subject area(s) for the Library’s collections.  Requests are to be made on standard library order cards secured from and signed by the department chair.  All order cards must be legible.  Cards not having complete, correct, or verifiable information will be returned to the faculty member for clarification.  Faculty members are apprised of the status of orders during the acquisitions process and may check specific titles on order by using the online catalog.   Specific guidelines exist concerning the amount of money each faculty member is allocated by his/her specific school for book ordering purposes.  School/Departmental library funds must be encumbered by February 15.  This will allow adequate time before the close of the fiscal year for the processing faculty requests and for publishers to fill orders.

6-8 – MACHINES ROOM

Most departments have copy machines available in their buildings for small amounts of copies.  The Machines Room, located in Administration Building 040, has copy machines available for larger copying needs. 

 

Office and instructional supplies may also be obtained in the Machines Room.  Departmental budgets are charged for the copies and supplies obtained each month. 

 

A centralized fax machine is also available.  The fax machine number in the Machines Room is (308) 432-6464.

 

6-9 - MAIL SERVICES

      Mail service is provided for all departments on campus.  The Campus Mail Room is located in Room 107 of the Maintenance Services Building (phone 432-6063).  Both on-campus and U.S. mail is processed through this department.  Delivery of U.S. mail, on-campus mail, and packages is made twice daily to the Administration, Armstrong, Math & Science, Hildreth, Burkhiser, Crites, Memorial Hall, NPAC, Kline, Library, Student Center, and Miller buildings at 10:00 am and 2:00 pm.  Mail may be dropped off and picked up in each building’s mailroom.

 

The appropriate budget code should be placed in the upper left-hand corner of each envelope or package before it is picked up by Campus Mail Room personnel.

 

In order to guarantee that mail is delivered to the U.S. Post Office by 4:00 pm daily, outgoing mail must be in the Campus Mail Room no later than 3:00 pm.

 

Please contact the Mail Room for instructions regarding specialty mail services (certified, registered, bulk, UPS, Fed Ex, and Air Borne).  Please note that Fed Ex packages being sent out are picked up in the Mail Room by Fed Ex and the department sending the package must contact Fed Ex (1-800-463-3339) prior to 8:00 am on the day that it is to be picked up.

 

6-10 - OFFICE HOURS

College Administrative office hours are typically Monday through Friday from 7:30 a.m. to 4:30 p.m., with the lunch hour from 12:00 to 1:00.  Administrative functions and offices are normally closed on weekends and holidays.  Summer Hours may vary from these times, and will be communicated in advance.

 

Faculty members post their office hours for the convenience of students and colleagues, scheduling 5 hours per week during the academic term.  Forms for posting office hours can be obtained from the Vice President for Academic Affairs Office.

 

6-11 – PARKING

Employees are to carefully observe the parking regulations for campus parking lots and streets.  The campus streets are under the jurisdiction of the City and the Chadron Police Department enforces all parking regulations on these streets.  The College is not responsible for damages or losses due to theft or for personal liability for employees’ vehicles or the contents therein.  Employees must purchase a parking tag in order to park in tag-designated parking lots on campus.

 

6-12 – PERSONNEL RECORDS

 (Board Policy 5018)

The following shall constitute Board policy regarding personnel records:

 

Accessibility of Records

It is the policy of the Board that personnel records of State College employees shall not be made public.

 

All personnel data maintained by the State Colleges and their personnel offices in computer databases, microfilm files and personnel files shall be secured in strict conformance with state law governing the confidentiality of information.

 

Information concerning a State College employee’s or former employee’s name, position, gross salary, date of hire, date of separation and College where employed shall be considered public information.

 

Non-public information may be released to the employee, the employee’s supervisory chain of command, State College administrative personnel, and to other state agencies performing a civil or criminal law enforcement investigation authorized by law.  The Director of a requesting state agency shall identify in writing what is sought and the purpose for the request.  In addition, non-public information shall be released to any requesting party provided the employee has signed a release authorization, or a legal warrant is served requesting such information.

 

Maintenance of Records

Each State College shall maintain certain personnel records.  These records may be retained at any organizational level determined appropriate by the campus Presidents.  Campus Presidents may prescribe the maintenance of additional records.  The required records are:

 

1.       Individual vacation and sick leave records.  NEIS leave records are adequate for purposes of meeting this requirement.

2.       Copies of employee’s performance report(s).

3.       Copies of all personnel transaction forms pertaining to individual employees.

4.       Copies of documents initiated by the employee that affect pay (W-4’s, authorized deductions, supplementary employee benefits elected, etc.)

5.       Former employee’s personnel files may be destroyed five (5) years after the employee’s separation date (in accordance with State Records Management records retention and disposal schedule).  A brief file or information card shall be retained by the College containing employee’s dates of employment and rates of pay.

 

Rights to Review

Employees shall have the right to review their personnel file maintained at the College during regular office hours.  Review is to be done in the personnel office in the presence of a supervisor or the personnel office staff. 

 

Confidential information such as recommendations solicited by the College during the hiring process or communications with references supplied by the employee in connection with the employee’s initial employment are deemed confidential and shall not be made available to an employee.  An initial hiring file should be kept separate from the personnel file.  Such separate file should be designated as an initial hiring or application file.


Negative Documentation

Documentation, including performance reports, which reflects unfavorably on an employee or former employee, shall not be placed in their personnel file without their knowledge.

 

1.       Employees or former employees have the right to file a written rebuttal within thirty (30) calendar days from the date of notice to any item placed in their personnel file with the exception of grievances settled in accordance with Board and campus policies.  This written rebuttal shall be place in their personnel file.

2.       No negative documentation shall be placed in an employee’s file after dismissal, resignation, or retirement of the employee, unless the former employee is notified.  Exceptions are reports, letters, or documents originated and signed by the employee.

3.       Records of disciplinary action shall be maintained in the employee’s personnel file.

 

Additional Information:

Other Documentation

Only documentation, which is in rebuttal to information, shall be placed by an employee into a personnel file.  It is not appropriate for employees to place; thank-you notes, newspaper clippings, letters of praise, etc. in their official personnel file.  Employees are responsible for maintaining such documents.

 

A written rebuttal by an employee, in response to documentation, will be given to the direct supervisor, who will then forward it to HR where it will be placed in the employee’s personnel file.

 

Union representatives, whom the employee has so designated in writing, have the right to inspect the contents of their personnel file in the presence of Human Resource Office staff.  Employees, at their own expense, may request copies of materials from their files.

 

Anyone requesting to view a personnel file should schedule an appointment in advance with Human Resources.

 

The official personnel file for employees on campus shall be located in the Human Resources Department.

 

6-13 – PRINT SHOP

The Print Shop, located in the Kline Building, ext. 6262, is the offset printing facility for Chadron State College.  The Print Shop is supported by a chargeback system, i.e., the cost of materials and a machine charge are charged back to the customer.  Payment for the job comes from departmental budget codes.

 

Services available at the Print Shop include letterhead, stationery, forms, brochures, booklets, and posters.  Generally, 10 days to 2 weeks are required to produce a printed piece depending on the size, number of colors, bindery processes, and complexity.

 

The presses are offset, sheet feed, single color, 11 x 17 and 19 x 25.  The largest sheet size is 19 x 25 inches; the smallest 4 x 5 (envelope size).  The shop can print basic colors and photos.  The presses can handle thin stock and stock up to 110 index (recipe card stock).

 

The Print Shop has a folding machine that can fold half, letter fold, Z fold, and four folds (half and half again).  The folder can fold at a right angle to a previous fold.  It can score and length perforate (straight lines only).  Corner perforations can also be done on the press. 

 

Bindery operations performed by the Print Shop are stapling, comb and spiral plastic binding. Stapling is either flat or saddle (like a magazine is stapled) with 50 pages maximum. Comb binding is a process using plastic rings with a solid back. Spiral binding is continuous plastic. Both types are usually done in small quantities. The Print Shop can bind books 1/4 to 1 1/2 inches thick, general manuals, proposals or papers.

 

Five pieces of essential information are needed to begin a job:

·     Means of payment (the six digit departmental budget code)

·     Quantity

·     Paper stock

·     Ink configuration 

·     A description of the piece with copy

The Print Shop follows the same billing and assessment procedures as the Instructional Resource Center.

 

6-14 – RECORDS MANAGEMENT

The Records Management Division, State of Nebraska, maintains the records management schedule as far as how long documents need to be maintained at Chadron State College.  These guidelines are available online at: http://www.sos.state.ne.us/RecordsMgmt/retentionschedules.htm

 

6-15 – RECREATION PRIVILEGES

Employees may use the recreation facilities at no charge during the hours which are designated for staff and/or general public use.  Employee Identification cards are required.  The employee’s spouse and dependents may purchase a yearly pass at a reduced rate.

 

6-16 –  SECURITY

The Chadron State College Security Office should be contacted at 432-6037 or 430-5317 for law enforcement needs on campus.  In case of emergency, please call 911 immediately.  Remember to dial 9-911 when using the campus phone system.

 

Faculty and staff are responsible for maintaining the security of their respective offices.  Faculty may also be responsible for security of laboratories and equipment within their respective departments.

 

All laws and ordinances of the City of Chadron and the State of Nebraska are in effect on the campus of Chadron State College and are enforced by CSC Security personnel and local law enforcement officers. 

 

6-17 –  STUDENT ORGANIZATION SPONSORSHIP

Each student organization must have an official advisor.  Ordinarily, the advisor is a member of the college faculty or professional staff.  Students choose the advisor and secure consent before that person is listed as advisor.  Having consented to serve, the advisor is expected to attend all meetings, practices, competitions and functions, in order to provide guidance which will assure the opportunity for student learning, the maintenance of college standards of good taste and conduct, and the demand for fiscal responsibility.  All student organization activities are scheduled through the Coordinator of Student Activities office.  Activities that are considered to be sponsored by CSC (utilizing State vehicles, other State property, or State funds) and require travel off campus must have a CSC sponsor with the group.  Activities scheduled with no attending CSC sponsor will not be eligible to utilize State property or funds.

 

The sponsor is responsible for notifying the Coordinator of Student Activities and the President of the Student Senate of the organization officers elected each year.  Any changes in the organization's constitution must be cleared through the same two offices.

 

All student organizations must have an approved constitution on file with the Vice President of Enrollment Management & Student Services.

 

6-18 – TELEPHONE SERVICES

Per Nebraska State Statute 81-1120.27, College phones and cell phones are to be used for official College business purposes only.  Receiving personal calls via use of the 1-800 number is not allowable.  Abuse of the phones may result in disciplinary action as well as the need for financial reimbursement to the institution.

 

For a copy of the dialing instructions for the College telephone system or for assistance in the use of this system, contact the Human Resources Office, ext. 6224.

 

Copies of the Campus Telephone Directory are available from the Human Resource Office or online at www.csc.edu/hr. 

 

Dialing Access Codes.  The following access codes are used for placing off-campus phone calls:

Ø      Local Calls--Dial 9 + seven digit number

Ø      Long Distance--Dial 9 + 1 + area code + seven digit number

 

Accommodations for a telephone for staff with hearing or speech impairment should be requested through the Human Resources Office.

 

If there are any technical difficulties, the need to move a phone, or request a new phone, please contact Human Resources.

 

6-19 – WEAPONS; EXPLOSIVES

Chadron State College prohibits all persons (employees, students, vendors, contractors, visitors, etc.) who enter college property from carrying or possessing a handgun, firearm, explosives (including fireworks), prohibited weapons of any type or any item designed to cause injury or death regardless of whether the person is licensed to carry the weapon or not.  Only certified law enforcement officials who have appropriate approval will be allowed to carry a weapon. 

 

Students residing on campus in the residence halls who possess hunting equipment (all firearms, archery equipment, knives, etc.) are required to register those with their Resident Hall Director and store them in secure designated areas.  See student handbook for more information.

 

Although the Nebraska Legislature has passed a concealed handgun law, concealed weapons are not permitted on our campus, buildings, grounds, other CSC property or at CSC activities. 

 

Employees who possess a weapon on CSC property are in violation of this policy and may be subject to disciplinary actions up to and including termination of employment.  Any violator may also be reported to law enforcement officials to face the possibility of criminal prosecution.

 

 

SECTION 7 – COMPUTER SERVICES

 

7-1 – ACCEPTABLE USE POLICY

Unauthorized Use

All information processed through Computer Services is considered sensitive and/or confidential.  This information is based on a legitimate "need to know".

The unauthorized use or abuse of any college owned or leased computer system and installed software and files is prohibited.

 

Chadron State College reserves the right to cancel accounts, initiate disciplinary action, limit or restrict access to computer accounts and/or equipment, file criminal charges or take other appropriate action against individuals who act in an irresponsible manner and/or infringe upon the rights of others.

 

Unauthorized actions include but are not restricted to the following:

§         Attempting to or successfully logging in to another user's account via Chadron State College computers, the modem pool or over the Internet.

§         Using an account for other than the authorized purpose.

§         Providing students with Chadron State College employee accounts without prior written permission from the Director of Computer Services.

§         Modifying or destroying data which is not specially assigned to or created by the user.

§         Abusing computer hardware.

§         Including profane, vulgar or other harassing language within e-mail messages, programs, and/or files.

§         Utilizing computer resources with the intent to harass others.

§         Installing and/or spreading virus software.

§         Violating copyright laws.

§         Placing undue burden on the CSC network.

 

Students found browsing, hacking, or attempting any type of security breach into areas outside of their assigned directory will face revocation of computer access, grades of "F", and possible suspension or expulsion from Chadron State College.

Employees found browsing, hacking or attempting any type of security breach into areas outside of their assigned directory will face revocation of computer access and possible termination of employment.

 

Inspection of a user's files on back-up media by Computer Services personnel in the course of responding to a request from that user for restoration of one or more files shall not be deemed a violation of the user's privacy.

 

Security Violation

In the event of an actual, suspected, or anticipated violation of the security of a computer system, designated system administrators may inspect any file on Chadron State College computers, without the user's knowledge, in an effort to determine the nature and means of the violation and the perpetrator thereof.  In order to protect the integrity of the investigation, incoming calls over the phone system may be monitored, network activity may be monitored, files found in user directories may be reviewed, and user accounts may be disabled until the conclusion of the investigation.  Files will be backed up so that they may be recovered if circumstances warrant.

 

Only those individuals named by the Director of Computer Services as being directly responsible for the security of Chadron State College computers may use special privileges which permit the examination copying and/or printing of files, programs, electronic mail messages, or other information in a user's account, without the user's prior permission.  This shall apply equally to mail in the system which has not been delivered to a user's account.

 

The designated individuals may only use their special privileges in the event of a violation or reasonable suspicion of violation of computer security. A system administrator may not divulge any information obtained using special privileges to any person other than the Director of Computer Services who will take the appropriate action.  If an individual suspects someone has attained access to his/her account, the incident should be reported to the Director of Computer Services immediately in order to initiate appropriate action.

 

Intellectual Property Rights

Intellectual property stored on any Chadron State College computer which has been written or created by a user shall have its ownership determined by applicable law.  One is prohibited from using, either for commercial purposes or for nonprofit academic publication, any file or programs created by a student or employee without that person's written permission.  One may also be required to obtain further permission from the Director of Computer Services to ensure that one has the clear legal right to use the information.

 

Software

Software is purchased for and licensed to a single CPU.  Copying any software may violate Chadron State College's license agreements and/or be in violation of the copyright laws of the United States.

 

Employees and students are prohibited from using any equipment owned by Chadron State College or the state to make unauthorized copies of data, computer software or related documentation.

If an individual anticipates copying software other than backups, as permitted under the license or related documentation, the individual should contact the Director of Computer Services.  If there is a question of legality, the Director of Computer Services will refer the question to legal counsel. If this procedure is followed the state will defend an employee, if suit is brought, provided the copying is restricted to that reviewed and approved by counsel.  Chadron State College will not accept responsibility for students that may be in violation of vendor license agreements or federal laws.

Individuals apprehended copying or in possession of copied Chadron State College software or software licensed to Chadron State College without the knowledge and permission of Computer Services will be treated under "Unauthorized Use".  In addition, such individuals may be prosecuted under federal law.

 

No individual may change or destroy software or data that is not licensed to or owned by him or her unless authorized by the owner or license holder.  Such action will be considered as improper use and dealt with as "Unauthorized Use".

 

7-2 – COMPUTER ACCOUNT POLICY

Student accounts are established by Computer Services.  Students will be granted an account for the duration of their student status.

 

Employee accounts may be established by completing an Employee Request for Computer Account form, obtainable from Computer Services.  Employees will be granted an account for the duration of employment.  Individuals are considered employees if hired for Chadron State College full-time and part time positions.  Student employees funded via work study or institutional funds do not qualify for employee accounts.  Faculty Emeritus may obtain an account by completing an Employee Request for Computer Account Form.

 

CSC Computer Services reserves the right to monitor user activities taking place on the CSC network and on computer lab systems, via network monitoring software, cameras, student lab assistant's observation, etc. Individuals must adhere to this Acceptable Use Policy in order to retain access to campus computer facilities.