SUPPORT STAFF

 HANDBOOK

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CHADRON STATE COLLEGE

 

REVISED FEBRUARY 2007


Chadron State College

Support 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_________________________________________________________ 20

2-14.10 – Vacation Leave_____________________________________________________ 22

2-14.11 – Crisis Leave Sharing Program__________________________________________ 24

2-14.12 – Emergency Response Team____________________________________________ 27

2-15 – MEAL PERIOD_________________________________________________________ 27

2-16 – NON-DISCRIMINATION & CITIZENSHIP STATUS____________________________ 27

2-17 – OVERTIME____________________________________________________________ 28

2-18 – PERSONAL CELL PHONE USE___________________________________________ 29

2-19 – RESIGNATIONS, ABANDONMENT, LAYOFF________________________________ 29

2-19.01 – Resignations_______________________________________________________ 29

2-19.02 – Abandonment_______________________________________________________ 29

2-19.03 – Layoffs___________________________________________________________ 29

2-20 – REST PERIOD (“BREAK”)________________________________________________ 30

2-21 – SUPPORT STAFF VACANCIES____________________________________________ 30

2-22 – THE WORKWEEK AND WORKDAY________________________________________ 31

2-23 – TYPES OF APPOINTMENTS; NOTICE REQUIREMENTS; SUPPORT STAFF______ 32

SECTION 3 – PERFORMANCE__________________________________________________ 32

3-1 – DISCIPLINARY ACTION__________________________________________________ 32

3-2 – EVALUATION___________________________________________________________ 36

SECTION 4 – COMPENSATION_________________________________________________ 37

4-1 – PAY PERIOD____________________________________________________________ 37

4-2 – PAYROLL_______________________________________________________________ 37

4-3 - SALARY/WAGE ADJUSTMENTS____________________________________________ 38

SECTION 5 – BENEFITS_______________________________________________________ 38

5-1 – HEALTH/DENTAL INSURANCE____________________________________________ 38

5-2 – HOLIDAYS______________________________________________________________ 39

5-3 – LIFE INSURANCE_______________________________________________________ 39

5-4 – LONG-TERM DISABILITY INSURANCE______________________________________ 39

5-5 – OPTIONAL BENEFITS____________________________________________________ 39

5-5.01 – Credit Union________________________________________________________ 39

5-5.02 – U.S. Savings Bonds___________________________________________________ 39

5-6 – RETIREMENT PLAN_____________________________________________________ 40

5-7 – RETIREMENT POLICIES AND PROCEDURES________________________________ 40

5-8 – SOCIAL SECURITY_______________________________________________________ 40

5-9 – WORKER’S COMPENSATION INSURANCE__________________________________ 41

SECTION 6 – ADMINISTRATIVE PROCEDURES___________________________________ 41

6-1 – CAMPUS CLEAN AIR POLICY_____________________________________________ 41

6-2 – EMERGENCY PLAN______________________________________________________ 41

6-3 – FOOD SERVICE_________________________________________________________ 42

6-4 – IDENTIFICATION CARD__________________________________________________ 42

6-5 – INSTRUCTIONAL RESOURCE CENTER_____________________________________ 42

6-6 – KEYS__________________________________________________________________ 43

6-7 – LIBRARY_______________________________________________________________ 43

6-8 – MACHINES ROOM_______________________________________________________ 44

6-9 - MAIL SERVICES_________________________________________________________ 44

6-10 - OFFICE HOURS________________________________________________________ 45

6-11 – PARKING_____________________________________________________________ 45

6-12 – PERSONNEL RECORDS__________________________________________________ 45

6-13 – PRINT SHOP___________________________________________________________ 47

6-14 – RECORDS MANAGEMENT_______________________________________________ 47

6-15 – RECREATION PRIVILEGES______________________________________________ 48

6-16 –  SECURITY____________________________________________________________ 48

6-17 –  STUDENT ORGANIZATION SPONSORSHIP_________________________________ 48

6-18 – TELEPHONE SERVICES_________________________________________________ 48

6-19 – WEAPONS; EXPLOSIVES________________________________________________ 49

SECTION 7 – COMPUTER SERVICES____________________________________________ 49

7-1 – ACCEPTABLE USE POLICY_______________________________________________ 49

7-2 – COMPUTER ACCOUNT POLICY___________________________________________ 51


SECTION 1 – CHADRON STATE COLLEGE

 

1-1 – HANDBOOK INTRODUCTION

This handbook is provided to each Support 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 Support 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 Work/Leave Report indicating time each employee has worked or been absent from work for personal reasons.  Employees on timeclocks are not required to submit a Monthly Work/Leave Report.  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 5305)

All regularly employed Support 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 Chief Business Officer.

 

                     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 Chief Business Officer 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 5304, 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 Chief Business Officer of the College shall render his or her written decision.  If the Chief Business Officer 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 chief Business Officer 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 5304, 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

(Board Policy 5603)

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, and dependent 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.

Regular, full-time Support Staff employees of the Nebraska State College System shall be entitled to sick leave with full pay computed at the rate of eight work hours per month for each calendar month of consecutive service, not to exceed 180 days maximum accumulation of unused sick leave. All employees who were employed prior to the effective date of this policy and were eligible for accruing sick leave under the previous policy shall continue to accrue in accordance with the former policy. Sick leave for all new hire Support Staff following the effective date of this policy shall be earned in accordance with the following schedule:

            1st year of employment and thereafter                  12 days
            with a Maximum Accumulation of                      180 days

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

A written physician’s statement is required for illness or disability that results in an employee’s absence from work for more than three (3) consecutive working days.

 

Employees may continue to accumulate their customary sick leave per month along with their customary amount of time earned for vacation leave during the disability leave of absence.

 

Any employee granted leave under the provisions above that does not report to work immediately following the approved leave period, shall be considered terminated; termination under any circumstances is considered to be initiated by the employee and will be recorded as a resignation.

Year-End Balance

The sick leave account of each employee shall be balanced as of December 31 each year. Sick leave shall be cumulative for not more than one thousand four hundred forty (1,440) hours.

Termination of Employment

All sick leave shall expire on the date of separation and no employee shall be reimbursed for sick leave outstanding at the time of termination, except in the case of retirement or death.

Return to Employment Within One Year

An employee whose employment has been terminated, for other than disciplinary reasons, and who returns to college employment within one year from the date of such termination shall have his service for sick leave entitlement computed by combining prior continuous service with current continuous service disregarding such period of absence and shall have reinstated to his sick leave account all earned sick leave not used at the time of his departure, except that any employee who has retired or voluntarily terminated in lieu of retirement shall, if he returns to college employment, be considered a new employee for the purpose of sick leave entitlement.

Retirement/Death Benefits

Each employee who is eligible for retirement under any existing state or federal retirement system shall, upon termination of his employment with the college by reason of retirement or voluntary resignation in lieu of retirement, be entitled to a one-time payment of one-fourth of his accumulated unused sick leave, with the rate of payment based upon his regular pay at the time of termination or retirement. Upon the death of an employee his beneficiary shall be paid one-fourth of his accumulated unused sick leave, with the rate of payment based upon his regular pay at the date of his death.

Transfer Within the State College System

A regular, full-time employee who is transferred within the State College System shall have his accrued sick leave transferred to the receiving College.

Advancement of Sick Leave

The Chancellor or President, as appropriate, may advance sick leave to support 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.

 

 

 

 

Additional Information:

Employees hired before the effective date (06/05/93) shall accrue twelve (12) days annual sick leave each year of continuous employment during the first five (5) years of service.  Additional sick leave days will accrue according to the following schedule:

 

            1-5 years of continuous employment                   12 days/year     or         96 hours/year

            6th   year of continuous employment                    17 days/year     or         136 hours/year

            7th   year of continuous employment                    18 days/year     or         144 hours/year

            8th   year of continuous employment                    19 days/year     or         152 hours/year

            9th   year of continuous employment                    20 days/year     or         160 hours/year

            10th year of continuous employment                    21 days/year     or         168 hours/year

            11th year of continuous employment                    22 days/year     or         176 hours/year

            12th year of continuous employment                    23 days/year     or         184 hours/year

            13th year of continuous employment                    24 days/year     or         192 hours/year

            14th year of continuous employment                    25 days/year     or         200 hours/year

            15th year of continuous employment                    26 days/year     or         208 hours/year

            16th year of continuous employment                    27 days/year     or         216 hours/year

            17th year of continuous employment                    28 days/year     or         224 hours/year

            18th year of continuous employment                    29 days/year     or         232 hours/year

            19th year of continuous employment                    30 days/year     or         240 hours/year

            and thereafter                                                   30 days/year     or         240 hours/year

            with a maximum accumulation of                        180 days           or         1440 hours

 

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 Leave

(Board Policy 5605)

State College support staff employees shall, during each year of continuous employment, be entitled to ninety-six working hours of vacation leave with full pay. Employees who complete two years of continuous employment shall be entitled to one hundred and four hours of vacation leave during their third year of employment and shall thereafter be entitled to eight additional hours of vacation leave with full pay for each additional year of continuous college employment up to a maximum of one hundred and sixty hours of vacation leave a year. All employees 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. Vacation leave for all new hire support staff employees following the effective date of this policy shall be earned in accordance with the following schedule:

                 

                 

             1-2   years of continuous employment                        12   days

              3rd   year of continuous employment                          13   days

              4th   year of continuous employment                          14   days

              5th   year of continuous employment                          15   days

              6th   year of continuous employment                          16   days

              7th   year of continuous employment                          17   days

              8th   year of continuous employment                          18   days

              9th   year of continuous employment                          19   days

             10th   year of continuous employment                          20   days

            and thereafter

            With a Maximum Accumulation                                  20   days

Support Staff employees who are regularly employed less than forty hours a week shall be entitled to vacation leave proportionate to their regular workweek.

Return to Employment Within One Year

An employee who has terminated his employment with a State College for any reason other than disciplinary and who returns to college employment within one year from the date of termination shall have his service for vacation leave entitlement computed by combining prior continuous service with current continuous service disregarding the period of absence, except that an employee who has retired or voluntarily terminated in lieu of retirement shall, if he returns to employment, be considered a new employee for the purpose of vacation leave entitlement.

Recording the Use of Vacation Leave

To accommodate flexible work schedules and office hours on campus and the leave of absence provisions outlined in Board Policies 5606 (Funeral Leave) and 5690 (Personal Lave), use of vacation leave shall be recorded in one-quarter hour increments.  When computing the leave against the employee’s vacation account, round off to the nearest quarter hour.

Year-End Balance

The vacation leave account of each support 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.

Termination of Employment

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

Transfer Within the State College System

A regular, full-time employee who is transferred within the State College System shall have his accrued vacation leave transferred to the receiving college.

Advancement of Vacation Leave

The Chancellor or President, as appropriate, may advance vacation leave to a support 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:

Employees hired before the effective date (06/05/93) shall accrue twelve (12) days annual vacation leave each year of continuous employment during the first five (5) years of service.  Additional vacation days will accrue according to the following schedule:

 

       1-5   years of continuous employment                              12   days/year    or      96   hrs/yr

        6th   year of continuous employment                                15   days/year    or    120   hrs/yr

        7th   year of continuous employment                                16   days/year    or    128   hrs/yr

        8th   year of continuous employment                                17   days/year    or    136   hrs/yr

        9th   year of continuous employment                                18   days/year    or    144   hrs/yr

       10th   year of continuous employment                                19   days/year    or    152   hrs/yr

       11th   year of continuous employment                                20   days/year    or    160   hrs/yr

       12th   year of continuous employment                                21   days/year    or    168   hrs/yr

       13th   year of continuous employment                                22   days/year    or    176   hrs/yr

       14th   year of continuous employment                                23   days/year    or    184   hrs/yr

       15th   year of continuous employment                                24   days/year    or    192   hrs/yr

       16th   year of continuous employment                                25   days/year    or    200   hrs/yr

      and thereafter                                                                  25   days/year    or    200   hrs/yr

      with a maximum accumulation                                          25   days           or    200   hrs/yr

 

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 Support Staff who punch a time clock must punch out prior to responding to a major emergency call for the township.

C.     Emergency Support 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 Support Staff employee will not be required to punch out at the time clock.

 

2-15 – MEAL PERIOD

Full-time employees are permitted one meal period during each working day; the meal period is not counted as time worked nor is it paid time.  The regular meal period, normally one hour in length, is to be designated by the supervisor for each employee, provided its beginning is not less than three (3) hours from the beginning of the employee’s work shift and provided its end is not less than three (3) hours from the end of the employee’s work shift.

 

Under unusual circumstances, the supervisor may shorten the meal period to not less than thirty minutes and the beginning or end of the employee’s work shift adjusted accordingly. 

 

2-16 – 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.

2-17 – OVERTIME

Board Policy 5032

Under provisions of the Fair Labor Standards Act, State College employees not exempted by the Wage and Hour Law from payment of overtime wages must be compensated for overtime hours worked.  Compensatory time off may be given when one of the following conditions are met:

1.       Compensatory time on a one-for-one basis must take place within the work week; e.g., employee works ten hours Wednesday and can be compensated by working six hours on Thursday to avoid exceeding the 40-hour limit in one work week.  Individual campus units may establish their workweek to accommodate departmental needs.

2.       Compensatory time on a one-and-one-half basis must be granted within the same pay period during which overtime accrued as specified by the Fair Labor Standards Act.  Overtime shall not be allowed to accumulate beyond the pay period, unless such overtime was accrued at the end of the pay period and, therefore, can only be taken in the subsequent pay period. 

 

Support Staff personnel must be paid at time-and-one-half for overtime hours, unless given compensatory time off under the conditions outlined in Paragraphs 1 and 2 above.

 

Overload assignments should be limited, within guidelines developed by each campus President, and shall comply with the policy of the Board.

Professional staff members are not eligible to receive additional compensation for overload assignments.

 

Additional Information:

Supervisors are expected to plan and monitor employee work schedules in a manner that minimizes or eliminates the need for paid overtime work.  However, it is recognized that unusual or emergency circum­stances will arise, at which time supervisors have the responsibili­ty to adjust employee work schedules to meet the needs of such circumstanc­es and/or award compensatory time.

 

Any employee who works more than forty (40) hours (actual hours worked does not include holiday, vacation or sick leave) during a defined workweek is entitled to compensatory time off at time-and-one-half for each hour of overtime worked.  If an employee is required to work on a scheduled campus holiday, the employee will be allowed comparable time and one-half off on an alternate date.  Weekends are not considered holidays. The appropriate supervisor must specifically authorize overtime work before any overtime work is performed. Any unauthorized overtime will result in discipline.  If compensatory time is awarded, employees are encouraged to take compensatory time off as soon as possible after accruing it.

 

If the supervisor decides to adjust the work schedule, it is the college’s intent that the work schedule will be adjusted for two reasons: first, when work is required before or after a regularly scheduled shift due to an emergency, such as snow removal; and second, when work outside the regular workweek is necessary for a scheduled campus activity.  The following examples are provided:

 

Example one, emergency – Depending on the nature and extent of the emergency, the supervisor may require the employee to: 1) report to work early and continue through the normal workday for a total of more than eight hours, or 2) the supervisor may require the employee to report to work early and then adjust that day’s workday so the employee only works eight hours.  In the first instance, if possible, the supervisor should adjust a subsequent workday within the current workweek.  If it is not possible (emergency occurred on Friday), the supervisor will award the employee comp time for the extra hours worked.

 

Example two, scheduled campus activity – If the employee is required to work on a Saturday, for example for Open House, the supervisor should require the employee to take equal time off sometime during that workweek. 

 

Reporting:

All compensatory time must be reported to Payroll using the “Request to be Absent Form” and the “Monthly Work/Leave Report.”  Employees using a time clock are not required to complete the “Monthly Work/Leave Report.”  All earned and used time must be reported even if it is earned and used within the same month resulting in a balancing out for the month.

 

2-18 – PERSONAL CELL PHONE USE

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

 

2-19 – RESIGNATIONS, ABANDONMENT, LAYOFF

 

2-19.01 – Resignations

(Board Policy 5206)

For a Support 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. 

 

2-19.02 – 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 (NAPE – two days) workday without being on approved leave, and such abandonment shall be considered as a resignation not in good standing.

 

2-19.03 – 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.

 

2-20 – REST PERIOD (“BREAK”)

During each four-hour work period, each employee is allowed one fifteen (15) minute rest period or “break”, free from regular duties.  Such periods are counted as time worked and are to be taken at a time and location approved by each employee’s supervisor.  Employees whose work assignment is less than seven (7) hours but more than three (3) are allowed one fifteen (15) minute “break”.  Employees are not required to take rest breaks, nor can employees be regularly denied same; however, depending on the nature of the immediate work being performed, the supervisor may shift one or both “break” periods to other parts of the work day.  In the event the work of a given day results in an employee’s not receiving a “break” due to the supervisor’s direction, compensatory straight time off shall be given prior to the end of the ensuing workweek.

 

Time for breaks voluntarily not taken by an employee may not be accrued, “banked”, or used in an accumulated manner at later dates.  Time for breaks voluntarily not taken by an employee may not be used regularly to alter the employee’s schedule work start or stop times, nor may such time be used to lengthen the meal period.

 

2-21 – SUPPORT STAFF VACANCIES 

Search Committee procedures may also be accessed from Human Resources.

A.     Position Vacancy

1.      No position shall be considered vacant until a letter of resignation has been received or a termination occurs. 

2.      The resigning employee shall submit a letter of resignation to their immediate supervisor and forward a copy to Human Resources at the earliest possible date.  To resign in good standing, a two (2) week working notice of resignation is required.  An employee’s employment status cannot be extended by vacation or sick leave.

3.      The immediate supervisor will initiate the “Notice of Payroll Action” (NOPA) form, attach the letter of resignation, if applicable, and route for signatures.

 

B.     Position Review

1.      The immediate supervisor will initiate a “Request to Fill a Vacancy” form. 

2.      After reviewing the job description and vacancy announcement, attach to the “Request to Fill a Vacancy” form and forward for signatures.

3.      No position will be advertised without prior approval of the President of the College.

 

C.     Position Advertisement

1.      The Human Resources Office will advertise the position with Nebraska Workforce Development, local and regional publications, WSC, PSC, CSC website, and other sources for a minimum of five (5) work days.  Current employees may apply for CSC vacancies by following the application procedures.

2.      All persons applying for a clerical position must take and successfully complete a typing test administered by Nebraska Workforce Development.  Current employees may be allowed to take a typing test through the Human Resources Office depending upon availability.  Applicants must be able to type at a minimum net rate of 40 words per minute (wpm) or established rate as stated on the job description.

 

D.     Applicant Selection

1.      All applications received from Nebraska Workforce Development will be routed through the Human Resources Office for initial screening and review, and then posted to MyCSC for supervisor review.

2.      The supervisor will review the applications and select applicants to interview.  Typically, three applicants will be interviewed for each position.  The supervisor shall contact as many references as possible prior to selecting the best qualified and suitable applicant for the position.

3.      The supervisor will receive approval from the next higher level of supervision prior to an offer of employment.

4.      Employment offers are conditional upon successful completion of criminal background checks.

 

E.      Position Appointment

1.      When an applicant has been selected for employment, the supervisor will complete the following forms:

a.       Notice of Payroll Action

b.       Applicant Summary Log

 

2-22 – THE WORKWEEK AND WORKDAY

A.     The workweek for full-time employees consists of forty (40) hours during any defined seven (7) day period.  The regular workweek consists of five (5) consecutive workdays, eight (8) hours each day.  The standard workweek runs from Saturday to Friday.

 

B.     Because of various institutional needs, some full-time employees may be regularly assigned a workweek consisting of days and hours of work different than mentioned in A, above.

 

C.     The length, in hours, of each employee’s workday must be considered when reporting absences or when an employee is required to work on a holiday (see also “Holidays”).  It is the responsibility of each supervisor to specify the days and hours that comprise a workweek for each employee under his or her supervision.  Such specification should include the times for work start, lunch periods, and work stop.  Further, it is the responsibility of each supervisor to designate the locations of each employee’s work assignment and rest period.

 

D.     The above, A-C, refer to the usual work schedules of individual employees.  When unusual circumstances arise (emergency conditions, special events, etc.) the employee’s workweek, days or hours, may be changed to meet the demands of such situations.  In some cases, the work week, days or hours, may be changed on a “seasonal” basis.  When a “seasonal” change is made in an employee’s workweek, days or hours, the employee should be given appropriate advanced notice.

 

E.      All work schedules should be established to ensure that necessary tasks are performed in an efficient, productive, and safe manner.  Further, every attempt should be made by supervisors to minimize the necessity for overtime work.

 

F.      The President may designate varying work and office hours during summer or other periods of time as circumstances may warrant.

 

G.     Employees will be required to track hours worked or leave used either by using existing timeclocks or work/leave reports.  The reports are required to be completed on a monthly basis.

 

 

 

2-23 – TYPES OF APPOINTMENTS; NOTICE REQUIREMENTS; SUPPORT STAFF

(Board Policy 5015)

Every appointment to a Support Staff position shall be assigned to an authorized staff position as designated by the Board and compensated for work performed in accordance with the Nebraska State Colleges Support Staff Classification and Pay Plan.

 

Appointments to Support Staff positions are not issued written contracts or letters of appointment as Support Staff employees serve at the pleasure of the Board and are at-will employees who are employed on an hourly basis and may be terminated at any time with or without cause and with or without notice.

 

Nothing in this policy or in other Board policies may be construed as a contract or guarantee of employment for a definite period of time. Notwithstanding the foregoing, a reasonable effort will be made to give Support Staff employees whose employment is being terminated for reasons other than misconduct two weeks notice if employed full-time and one week notice if employed part-time; provided, however, that if an employee has been employed in excess of five years consecutive, a reasonable effort will be made to give at least four weeks notice.

 

Job titles, general work responsibilities, and salary grades are detailed in the Support Staff Classification and Pay Plan.

 

SECTION 3 – PERFORMANCE

 

3-1 – DISCIPLINARY ACTION

(Board Policy 5304)

State College support staff employees shall not be discriminated against on a basis not demonstratably related to the employee's job performance.

 

Job titles, general work responsibilities, and salary grades are detailed in the Support Staff Classification and Pay Plan for the Nebraska State Colleges.

 

Support staff employees in the State College System who are aggrieved as a result of management actions resulting in an injury, injustice, or wrong involving a misinterpretation or misapplication of rules promulgated by the Board, or campus rules and regulations, may informally or formally grieve such actions in accordance with Board Policy 5305.

 

Campus administrators shall ensure that every possible effort is made to resolve grievances or complaints at the campus level. Support Staff employees may ultimately appeal grievances not resolved at the campus level to the Board by filing a grievance and completing the steps of the procedure described in Board Policy 5305 and 2050.

 

Support Staff employees are employed on an at-will basis and serve at the pleasure of the Board and may be dismissed in accordance with the provisions outlined in Board Policy 5015.

 

1. Disciplinary Action Guidelines

 

Appropriate disciplinary action may be taken for any of the following offenses:

 

A.     Violation of, or failure to comply with, published rules, regulations, policies or procedures of the employing campus or the Board of Trustees, or applicable state statutes.

 

B.     Failure or refusal to comply with a lawful order or to accept a proper assignment from an authorized supervisor.

 

C.     Inefficiency, incompetence or negligence in the performance of duties.

 

D.     Unlawful manufacture, distribution, dispensation, possession or use of a controlled substance or alcoholic beverage in the work place or reporting for duty under the influence of alcohol and/or unlawful drugs.

 

E.      Negligent or improper use of state property, equipment or funds, or conversion of same to one's own use.

 

F.      Falsification, fraud or omission of required information on the employment application/resume.

 

G.     Unauthorized, improper use or abuse of any type of leave, meal or rest periods.

 

H.     Repeated tardiness or unauthorized leave, including unauthorized departure from work area.

 

I.        Failure to maintain satisfactory working relationships with the public or other employees.

 

J.       Failure to obtain and maintain a current license or certification required by law or campus standards as a condition of employment.

 

K.     Conviction of a job-related criminal offense.

 

L.      Insubordinate acts or language which seriously hamper the campus' or campus department's ability to control, manage or function.

 

M.    Work place harassment based, in whole or in part, on race, color, sex, religion, age, disability or national origin, which manifests itself in the form of comments, jokes, printed material and/or unwelcome sexual advances, requests for sexual favors or other verbal or physical conduct of a sexual nature.

 

N.     Possession of materials and/or the utterance of comments in the work place that are derogatory towards a group or individual based upon race, gender, color, religion, disability, age or national origin.

 

2. Guidelines for Imposing Disciplinary Action in Cases of Serious Misconduct

 

A.     As part of an investigatory proceeding leading to discipline, including discharge, and prior to imposing such discipline, support staff employees should be entitled to notice of the proposed charges against them which should identify the rule or policy violated and include an explanation of the College's evidence against them. The explanation should include a description of the incident involved and/or dates of occurrence to the extent the explanation would not impair the function or operation of the College or System or expose the Board to legal liability.

 

B.     Prior to imposing discipline the employee should additionally be entitled to an opportunity to present mitigating evidence or present reasons why disciplinary action should not be taken. If the opportunity or explanation is in the form of a meeting, the campus President or designated person should afford the employee adequate notice as to time, place, and purpose of such meeting. Reasonable notice of the meeting, which requires adequate time for the employee to prepare a presentation or defense, is required.

 

C.     If the matter is formally grieved, the proceeding shall be conducted in accordance with the procedures stated in Board Policy 5305.

 

D.     If a disciplinary action is imposed, the employee shall be:

 

1.       Advised in writing of the nature of the offense;

 

2.       Advised of the disciplinary action being administered; and

 

3.       If appropriate, notified of the time allowed for improvement and the consequences, including dismissal, of future violations or failure to improve;

 

4.       The employee should acknowledge receipt by signing the document. The employee's signature does not constitute agreement with the content of the document. If the employee refuses to sign, the supervisor and witness shall sign a notation of the employee's refusal on the document. A copy of the document shall then be placed in the employee's personnel file. Any negative comment placed in an employee's file requires the employee to be given notice of such filing in writing and an opportunity for a written rebuttal.

 

3. Employee Handbook Guidelines

Each campus administration shall adopt and promulgate rules of conduct for distribution to employees in the form of an employee handbook. In addition to listing general rules of conduct, rules of conduct relating to various terms and conditions of employment including hiring, training, professional development, promotions, layoffs, separations, absenteeism, insubordination, poor work performance, drug and alcohol abuse, non-discrimination policies, and a statement on the progressive discipline system shall also be outlined in the employees' handbook. The handbook shall also specify for employees the various penalties that may be imposed if rules are violated, and the steps to be followed. A statement shall be included in the handbook emphasizing that handbook policies are guidelines only and do not represent an employment contract, and that the Board and campus administration reserves the right to modify and amend such policies at any time without notice and that no campus administration has the authority to bind the Board to any of the terms or provisions of the handbook.

 

4. Progressive Disciplinary Guidelines

The following types and levels of disciplinary actions for support staff are prescribed in a progressive manner; however, the nature and severity of the violation will dictate the level of discipline imposed and the due process protections to be applied. More severe levels of disciplinary action may be imposed when a lesser action is deemed inadequate or has not achieved the desired results. One or a combination of any of the following disciplinary actions may be imposed. If one or more of the prescribed disciplinary actions are imposed, it shall be in writing and on a single document and imposed concurrently.

 

A.     Written Warning

This action consists of a discussion with the employee during which the supervisor explains in detail the reasons for the warning and advises the employee of the action required to correct the unsatisfactory performance. Documentation of such discussion shall be placed in the employee's personnel file with notice of such filing with the employee involved.

 

B.     Disciplinary Probation Status

A disciplinary probation may be imposed for a period of up to six (6) months, but may be extended to a total of one (1) year by the campus President or designated person. This is a designated time period during which the employee must improve. Improvement standards and time frames shall be set by the supervisor and put in writing and a copy given to the employee. An extension of disciplinary probation shall be considered as a separate disciplinary action.

 

1.       Employees on disciplinary probation shall not be promoted or granted merit pay increases.

 

2.       Employees granted leave while serving disciplinary probation may have their probation extended by the number of days absent on leave.

 

3.       An employee may be removed from disciplinary probation at any time.

 

C.     Suspension

The period of suspension shall be without pay and shall not exceed twenty (20) working days. The document informing the employee of suspension shall be dated and include the reason for the suspension without pay and the number of days of the suspension.

 

1.       The employee's service date shall be adjusted by the number of calendar days absent during a suspension.

 

2.       Employees on suspension shall not be granted vacation, sick or holiday leave nor unused compensatory time off during the suspension period.

 

D.     Demotion

A campus President may demote a Support Staff employee to a class of a lower salary grade in the State College Support Staff Classification Plan as a disciplinary action. The employee's duties shall be changed to reflect the new classification. Upon demoting an employee for disciplinary reasons, a campus President shall reduce the employee's salary a minimum of 5% and the salary may not be above the Maximum Rate of the new salary grade. However, demoted employees' salaries may be reduced no lower than the minimum salary of the new salary grade.

 

E.      Reduction in Salary Within the Same Position

Campus Presidents may reduce a Support Staff employee's salary within salary grade as a disciplinary action. Campus Presidents may restore employees to their previous salary when circumstances justify. Employees' salaries may be reduced to no lower than the minimum salary of the salary grade.

 

F.      Dismissal

Dismissal of Support Staff shall be conducted in accordance with Board Policy 5015, except in cases as described below:

 

1.       Employees may be granted two (2) calendar weeks pay in lieu of notice at the discretion of the campus President. Employees granted two (2) calendar weeks pay in lieu of notice shall not be eligible to accrue sick or vacation leave for the period for which payment in lieu of notice is made.

 

2.       An employee dismissed for gross misconduct such as conviction of a felony or an employee who commits an offense which threatens the safety or health of another person, or an offense of sufficient magnitude that the consequence causes disruption of work, shall not be entitled to two (2) calendar weeks notice of dismissal or two (2) calendar weeks pay in lieu of notice.

 

3.       Employees may be dismissed during disciplinary probation if they do not take positive action to correct the conditions that resulted in the disciplinary probation. The serving of disciplinary probation is not a prior requirement for dismissal.

 

5.   Investigatory Suspension

 

Investigatory suspension is not a disciplinary action. An employee who is under investigation by either a State College, the State College System, or any state agency or civil authorities for, or charged with, criminal activity or who is alleged to have committed an offense which threatens the safety or health of another person, or an offense of sufficient magnitude that the consequence causes disruption of work or college activities, may be suspended without pay pending outcome of the investigation or trial. If no immediate danger would result, the campus President, before suspending an employee under this section, should attempt to verify evidence with the employee and may afford the employee an opportunity to refute this information or present mitigating evidence. If a meeting takes place, the campus President shall notify the employee prior to such meeting and shall inform the employee of the purpose of the meeting in accordance with procedures outlined in Board Policies. Other employees may be notified of the general nature of the investigation if necessary for the investigation to proceed.

 

A.     An employee who is found not guilty through a court proceeding or college investigation, or has no judicial action taken, may or may not be reinstated to his or her position by the campus President based on relevant facts acquired in the investigation. If reinstated to the former position, it shall be with full back pay and service credit for the period of suspension. If evidence in an investigation shows that disciplinary action should be taken, the campus President shall initiate disciplinary procedures.

 

B.     Investigatory suspensions may be grieved by employees.

 

3-2 – EVALUATION

(Board Policy 5104)

It shall be the policy of the Colleges and the System Office to base promotions and salary increases substantially on the growth and performance of personnel while making due allowance for length of service.  To implement this policy, the President shall recommend plans of evaluation for personnel in various types of service.  Consideration in developing such plans shall be given to securing as objective judgments as techniques make possible from the person to whom the appointee is responsible, judgment of performance by other specialist in the field, judgment of a committee of the appointee’s peers, and judgment of performance by a sampling of persons for whom the service is rendered.

 

A performance report for newly hired Support Staff persons will be prepared at the end of the first six (6) months of employment by the employee’s immediate supervisor and at the end of one (1) year of continuous employment and annually 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.  Acknowledgment 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.

 

Additional Information:

The original of each performance evaluation and any rebuttal or comment submitted shall be included in the employee’s personnel file.

 

A copy of the Support Staff Evaluation Form is available at www.csc.edu/hr.

 

SECTION 4 – COMPENSATION

Each employee is assigned to an authorized staff position and is compensated for work performed in accordance with the Nebraska State Colleges Classification and Compensation Plan, and NAPE.  Classification (job) title, general work responsibilities, and salary grades are detailed in this plan, which may be reviewed in the Human Resources Office.

 

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

Salary increases are negotiated through the collective bargaining agreement process. 

 

Employees who are promoted to a higher salary grade position, or who occupy a position that has been

reclassified to a higher salary grade position, will have their new salary determined by adding the

difference between the minimum salary of the existing position and the minimum salary of the new

position to their current salary base.

 

Employees who are demoted or move to a lower salary grade position will have their new salary

determined by subtracting the difference between the minimum salary of the existing position and the

minimum salary of the new position from their current salary base.

 

Employees who transfer laterally within the same salary grade shall not receive any reduction or increase

in pay.

 

If an employee has a negative leave balance, a salary adjustment may be processed in order to balance.

 

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.

 

In order to be eligible for holiday pay, an employee must work his/her scheduled work day before and after the holiday.  Exceptions include vacation, sick leave, FMLA leave, or compensatory time approved prior to the holiday.  Bona fide illnesses are acceptable exceptions and may require written verification by a physician.  Holiday pay shall be at the regular rate of pay and actual time worked on a holiday shall be one and one-half of the regular rate of pay. 

 

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.