Section 5: Staff

5.1 Classification 

All employees who are not faculty are considered staff. Staff includes administrative, operations, and support roles. There are three (3) different payroll classifications for these employees: salary exempt monthly, salary non-exempt monthly, and hourly non-exempt biweekly employees. 

Each classification is defined as follows: 

Salary Exempt Monthly are all employees who pass the guidelines established by the FLSA, including a salary level test, salary basis test, and a job duties test. These employees are not eligible for overtime or compensatory time. 

Salary Non-Exempt Monthly are all employees who pass the guidelines outlined in the job duties test, but the salary level test and salary basis test are not met. These employees are eligible to receive time and one-half their regular pay rate for each hour actually worked over 40 hours per week. 

Hourly Non-Exempt Bi-Weekly employees do not pass any of the guidelines set forth by the FLSA in the job duties test, salary level test, or salary basis test. These employees are eligible to receive time and one-half their regular pay rate for each hour actually worked over 40 hours per week. 

There are a few exceptions to what is listed above. Further guidance on procedures related to this section can be found on the Eaglenet. Unless otherwise noted, the policies and procedures listed below apply to all staff.

5.2 Employment

Meridian Community College systematically ensures that equal employment opportunities are available to all interested individuals without regard to race, color, religion, sex, national origin, age, or disability.

5.3 Initial Employment

All full-time personnel will be hired through processes managed by the Director of Human Resources. A search committee, whose membership is approved by the President, will identify applicants and conduct interviews to recommend one or more candidates to the President. Typically, the committee will recommend a single candidate to the President. The President, however, may ask the committee to identify a specific number of candidates for additional interviews or from which the president will choose the final candidate. Once an applicant has been approved for hire by the President, the Office of Human Resources will coordinate the applicant’s offer for the position. The Office of Human Resources will notify all applicants by email or phone that a decision has been made regarding the search. All part-time employees will be hired and processed by the areas of supervision.

5.4 Dismissal

The President may dismiss staff employees for any good cause. An immediate supervisor who believes there is cause for dismissal of a staff employee should make a recommendation to the Vice President and Office of Human Resources. The recommendation and supporting evidence will be reviewed and submitted to the President. Causes for dismissal may include incompetence; neglect of duty; conduct which adversely affects the ability of the individual to fulfill responsibilities of his/her position description; failure to fulfill terms of employment contract; persistent absenteeism and/or tardiness to work; dishonesty in the performance of his/her job; conduct which endangers others in the workplace; conduct or behavior which adversely affects the institution’s reputation or standing in the community; failure to render good customer service to students, other employees, campus visitors and others who use college services; and/or other good cause.

Suspension is the temporary removal of an employee from their responsibilities while charges, which could lead to dismissal, are investigated.

The immediate Supervisor/Vice President must notify the President of any pending dismissal before any action is taken against an employee. (Board approved 5/05)

5.5 Staff Compensation

5.5.1 Determination of Employee Compensation

The Board of Trustees determines compensation for all college personnel upon recommendation by the President. Factors that typically influence the President’s recommendations to the Board regarding new hires include but are not limited to the candidate’s previous work experience, the candidate’s educational attainment, compensation currently being offered for similar positions in the private sector or by other public colleges, and the current state of the College’s finances.

Compensation for existing college personnel is also determined by the Board of Trustees, by recommendation of the President, as a component of the annual budget process. The President’s recommendations to the Board are typically influenced by the current state of the College’s finances and/or legislative recommendations. Only existing employees in good standing (not on a performance improvement plan) are eligible to be considered for an increase in compensation. Employees hired with a start date after March 31st will be compensated on the current year’s salary scale/salary offered and are not eligible for an increase in compensation until the budgeting cycle for the following fiscal year.

• Full-time staff are contracted annually on a salary or hourly rate.
• The President’s contract is negotiated by the Board of Trustees and is typically one to four years in length.

Regardless of their exemption status, employees are not guaranteed continued annual employment, a salary increase, or a level of compensation consistent with previous years with the new employment letter or contract offer. Compensation for all part-time employees is determined based on an hourly rate established by the Board of Trustees. Any deviation from the established hourly rate must be approved in advance by the President.

Compensation for all part-time employees is determined based on an hourly rate established by the Board of Trustees. Any deviation from the established hourly rate must be approved in advance by the President.

5.5.2 Educational Achievement

Recognizing the value to the College of educational achievement of employees, the following increase in annual salary will be given to a full-time employee who, during employment at MCC, attains the following degrees:

*Persons who earn a doctoral degree after a specialist’s degree will be awarded an additional $500 increase.

The salary increase will become effective based on the date the Institution received the diploma, certificate, or degree. For diplomas, certificates, or degrees earned in May, the effective date for the pay increase will be the beginning of the new contract for that employee for the next fiscal year. If a diploma, certificate, or degree is awarded in August or December, the effective date of the pay increase will be granted on the next payroll processed after submission of the official transcript to the Office of Human Resources. (Board approved 6/14/05)

No increases will be awarded for degrees of a lower level than the highest an employee has already earned, i.e., no increase for an Associate Degree for an employee already holding a bachelor’s degree. In addition, no increase will be awarded for a degree received at the same level already held.

5.6 Work Schedule

The standard operating hours for the institution are 8:00 am to 4:30 pm Monday through Thursday and 8:00 am to 3:30 pm on Friday, with an unpaid 30-minute lunch break, in which all non-exempt employees must clock out.

Non-exempt employees should arrange with their immediate supervisor time to work an additional hour each week for a 40-hour work week. A 15-minute break is allowed, when the work schedule permits, each morning and each afternoon. With supervisor approval, both breaks may be combined into the lunch break. In cases approved by an employee’s supervising Vice President, employees can operate under a flexible schedule. In those cases, employees are not allowed to operate under that flex schedule during the weeks the College is closed for a holiday or break, as employees are required to make up their hours on the working days of that week. (Revised 09/12/2023; Revised 11/14/2023)

Exempt staff employees’ salaries are calculated based on a 40-hour work week. A 15-minute break is allowed, when the work schedule permits, each morning and each afternoon. With supervisor approval, both breaks may be combined into the lunch break. In cases approved by an employee’s supervising Vice President, employees can operate under a flexible schedule. In those cases, employees are not allowed to operate under that flex schedule during the weeks the College is closed for a holiday or break, as employees are required to make up their hours on the working days of that week.

The payroll period for non-exempt employees begins at 12:01 am Saturday to midnight Friday.

Hourly bi-weekly and salary non-exempt employees who enroll in a wellness or personal enrichment course hours that are taken during your work shift must be coded as Other (in Banner time entry for biweekly, or on the timesheet for salary non-exempt) unless the course is mandated by your supervisor and/or VP as a required course for your job duties, in this case, these hours would be coded as regular.

5.7 Overtime and Fair Labor Standards Act Policy

Meridian Community College has adopted the following policies to comply with the Fair Labor Standards Act.

• The FLSA allows flexibility for public employees regarding overtime compensation and authorizes the public agency to provide compensatory time in lieu of monetary overtime compensation at a rate not less than one and one-half (1.5) hours of compensatory time for each hour of overtime worked.
  • Overtime or compensatory time is only earned after the non-exempt employee has worked more than 40 hours in a standard workweek.
  • Each department has the discretion to determine its employee’s means of overtime compensation, either compensatory leave or overtime pay.
  • A record of compensatory time must follow the method of recordkeeping provided by the College’s payroll office. It must be kept in the department and available anytime for audit purposes. This record will also be submitted to the Payroll Office quarterly, and a final copy will be submitted upon separation.
  • All hours worked over 40 in a standard workweek must be preapproved by the employee’s supervisor. Employees who exceed the standard workweek without proper authorization will be subject to disciplinary action. Repeated policy violations may result in disciplinary action up to and including termination.
  • The maximum accrual amount is 240 hours (480 hours for safety personnel). Once an employee has reached the maximum accrual amount of Compensatory Leave, the employee must be compensated at the employee’s overtime rate of pay for any hours worked over 40 hours in a standard workweek until the employee uses some of his/her Compensatory Leave.
  • An employee who has accrued Compensatory Leave and requests use of the time must be permitted to use the time within a reasonable period after making the request if it does not unduly disrupt the department’s operation.
  • Compensatory Leave must be earned before it can be used and must be used before the use of accrued Annual Leave.
  • Upon employment separation, employees must be paid for the Compensatory Leave. The pay rate will be the final regular rate received by the employee or an average of the employee’s regular rate for the last three years of employment, whichever is greater.
  • Personnel required to work on any of the holidays shown below will be compensated at 1½ times their normal pay rate.

Holidays:

• New Year’s Day
• Martin Luther King, Jr.
• Memorial Day
• Juneteenth 
• Independence Day
• Labor Day
• Thanksgiving Day
• Christmas Day

Salaried, exempt employees neither receive overtime nor compensatory time.

5.8 Payroll

Staff that are classified as hourly non-exempt bi-weekly will be paid bi-weekly. A record of hours worked must be submitted to the payroll office before payment is made. Deductions for federal income tax, social security tax, and public employee retirement fund are automatically made. Deductions may be withheld, at the option of the employee, for medical insurance and supplemental insurance premiums. In the months that have 3 bi-weekly payrolls, deductions for health insurance and supplemental insurance will not be withheld.

Staff that are classified as salary non-exempt will be paid on the last working day of the month. A record of hours worked must be submitted to the payroll office before payment is made. Deductions for federal income tax, social security tax, and public employee retirement fund are automatically made. Deductions may be withheld, at the option of the employee, for medical insurance and supplemental insurance premiums.

Staff classified as salary-exempt will be paid on the last working day of the month. Deductions for federal income tax, social security tax, and public employee retirement fund are automatically made. Deductions may be withheld, at the option of the employee, for medical insurance and supplemental insurance premiums.

5.9 Holidays

Full-time staff employees working more than forty-five weeks per year are allowed the following paid holidays: July 4, Labor Day, Fall Break (2 days in October), Thanksgiving (5 days), Christmas (determined each year), January 1, Martin Luther King’s Birthday, Spring Holidays (1 week), Easter (4 days), Memorial Day, and Juneteenth. Employees will receive credit for the hours normally worked on their standard schedule as holiday hours, typically 8.25 hours for Monday through Thursday and 7 hours on Friday. In some cases, employees may be allowed to operate under a flex schedule. In those cases, employees are not allowed to operate under that flex schedule during the weeks that the College is closed for a holiday or break, as employees are required to make up their hours on the working days of that week.

*Please note that Campus Police Officers only receive holiday pay if they work on an official federally approved holiday that is approved by the Board of Trustees.

5.10 Absences and Leave Time

The College recognizes excused absences for employees in certain circumstances. The following policies for earning and utilizing sick and annual leave apply to all full-time and half-time staff employees. Full-time employees are defined as those who work a minimum of 32 hours per week on a continual basis. Half-time employees are defined as those who work a minimum of 20 hours and a maximum of 31.75 hours per week. Unless an employee elects to have his/her pay docked, they must submit a leave form (annual, sick, or compensatory (non-exempt employees only) for the time missed.

Example 1:

Jane is an hourly, non-exempt, biweekly employee who worked 40 hours in week 1 and 25 hours in week 2. She must submit a leave form for 15 hours to receive a full payroll check of 80 hours for that pay period.

Example 2:

John Doe is a salary non-exempt employee. His annual salary is $30,000.00, based on 2,080 hours per year, and he misses 3 days of work (Monday, Tuesday, and Wednesday) for August. If he submits a leave form for 24 hours, he will receive a paycheck for his regular monthly salary of $2,500.00.

John Doe does not submit a leave form and will be docked for the 3 days above

Annual Salary: $30,000.00

Regular Monthly Pay Amount: $2,500.00

Days Missed: 3 with no leave forms

Docked Pay Calculation: $30,000.00 / 2080 hours = 14.423077 hourly rate

$14.423077 x 24 hours = $346.153848

$2,500.00 - $346.153848 = $2,153.85

Pay for the Month of August: $2,153.85

Example 3:

Bob is a salary-exempt employee. His annual salary is $70,000.00, and he misses 3 days of work (Monday, Tuesday, and Wednesday) for August. If he submits a leave form for 24 hours, he will receive a paycheck for his regular monthly salary of $5,833.33.

Bob does not submit a leave form and will be docked for the 3 days above.

Annual Salary: $70,000.00

Regular Monthly Pay Amount: $5,833.33

Days Missed:3 with no leave forms

Docked Pay Calculation: $70,000.00 / 12 = 5,833.33

$5,833.33 /173.33 = $33.654493 hourly rate

$33.654493 * 24 hours = 807.707832

$5,833.33 - $807.707832 = 5025.62

Pay for the Month of August: $5,025.62

Note: One exception to this policy occurs during the peak season for various departments. Some part-time employees may work over 32 hours and not accrue annual and sick leave if the increase in hours worked is due to the peak season of that department and not a continual employment relationship.

5.10.1 Sick Leave

Full-time employees of Meridian Community College who cannot perform their duties because of personal illness, injury, serious illness, or death in the immediate family are entitled to sick leave with regular pay within the limits of this policy. As the Family Medical Leave Act (FMLA) requires, MCC provides 12 weeks of Family Medical Leave. However, the 12 weeks of FMLA leave INCLUDES any sick leave earned and is NOT in addition to earned leave. 

Each full-time staff employee is allowed sick leave at the rate of twelve (12) days per year. Half-time staff employees are awarded based on a prorated amount. There is no maximum number of days that may be accumulated. Leave is awarded each month. 

Utilization of sick leave shall be upon recommendation of each employee’s immediate supervisor. In cases of prolonged absence or frequent short-term absences, documentation of illness may be required at the discretion of the President. (Board approved 9/24)

5.10.2 Extraordinary Sick Leave

Full-time employees who have exhausted their paid sick leave and/or paid annual leave benefit may petition the President to authorize up to 30 additional paid sick days under extraordinary circumstances. The President shall consider such petitions on a case-by-case basis, weighing such factors as (1) counsel from the employee’s immediate supervisor as related to the quality of the employee’s work performance, including continuity of service; (2) the employee’s length of service with the College; and (3) the circumstances prompting the petition. Extraordinary sick leave days do not have to be paid back to the institution but should not be viewed as a guaranteed nor an expectant employee benefit and can only be authorized by the President through authority granted him/her by the District Board of Trustees for employees with at least 1 year of service to the College.

5.10.3 Annual Leave (Vacation Time)

Employees with 52-week contracts are provided annual leave on the following basis:

• Persons with less than 10 years at MCC 10 Annual Leave Days
• Persons with 10 to 14 years at MCC 12 Annual Leave Days
• Persons with 15 to 19 years at MCC 14 Annual Leave Days
• Persons with 20 or more years at MCC 16 Annual Leave Days
• Half-time staff employees are awarded based on a prorated amount

Annual leave credit for staff will be recorded at the end of each month. There is no maximum accumulation allowance. Upon termination of employment, Meridian Community College will pay for no more than 240 hours of accumulated personal leave, as allowed by State Law for state employees in Section 25-3-93 of the Mississippi code. The amount paid shall equal the employee’s daily rate of pay times the accumulated number of days earned, not to exceed 240 hours. After the budget process, the employee’s hourly wage is determined by dividing the annual salary by 2,080 hours. Any new employees hired after this time on an hourly basis are hired based on an hourly wage. Therefore, the daily rate for hourly staff positions is calculated by multiplying the hourly wage by 8. Unused personal leave in excess of 240 hours shall be counted as creditable service for the purposes of the retirement system as provided in Sections 25-11-103 and 25-13-5. (Board approved 4/11/98) Leave records are maintained in the Business Office. While these are available for information, questions should be directed to the employee’s immediate supervisor.

Example: Jane has 260 hours of annual leave available at the time of termination. Her annual salary is $50,000.00. She has elected to receive vacation pay out for 240 hours with the remaining 20 hours being sent to PERS. $50,000.00/12 = $4,166.67 per month. $4,166.67/173.33 = 24.04/hourly rate. Vacation Pay Out will be for $5,769.60 (240 hours *24.04/hourly rate)

Annual leave requests should be based upon a mutual review of program needs by the employee and the immediate supervisor. Employees are not allowed to use more than 160 hours of annual leave within a 3-month period without prior written approval from the President or completing an FMLA form with the Human Resources department. 

As the Family Medical Leave Act (FMLA) requires, MCC provides 12 weeks of Family Medical Leave. However, the 12 weeks of FMLA leave INCLUDES any annual leave earned and is NOT in addition to earned leave.

5.10.4 Military Leave

Meridian Community College grants time off with pay for up to 15 days for those employees who meet the requirements of Section 33-1-21 of the Mississippi Code, 1972 Annotated, while serving in a military capacity. This code section is applicable to “those who are members of any of the reserve components of the armed forces of the United States, or former members of the service of the United States discharged or released therefrom under conditions other than dishonorable, shall be entitled to leave of absence from their respective duties, without loss of pay, time, annual leave or efficiency rating, on all days during which they shall be ordered to duty to participate in training at encampments, field exercises, maneuvers, outdoor target practice, or for other exercises, for periods not to exceed fifteen (15) days, and all such officers and employees shall for such periods in excess of fifteen (15) days, be entitled to leave of absence from their respective duties without loss of time, annual leave, or efficiency rating until relieved from duty, and shall when relieved from such duty, be restored to the positions held by them when ordered to duty, or a position of like seniority, status, and pay; provided that such person: (1) when discharged or released from the armed forces shall have received a certificate of satisfactory completion of service, (2) shall be still qualified to perform the duties of such position, (3) shall make application for re-employment within ninety (90) days after the passage of this chapter or within ninety (90) days after such person is relieved from such training and service or released from hospitalization for a period of not more than one (1) year for causes attributable to such services.” 

5.10.5 Family Medical Leave

Eligible Employees have worked at MCC for at least one year and at least 1,250 hours during the previous 12 months. The Family Medical Leave Act provides 12 weeks of UNPAID, jobprotected leave to eligible employees for certain family and medical reasons. Sick or Annual leave can be used with Family Medical Leave, but it will run simultaneously and not be added to the 12 weeks. Reasons for taking Family Medical Leave are:

• to care for the employee’s child after birth or placement for adoption or foster care;
• to care for the employee’s spouse, son or daughter, or parent who has a serious health condition, or;
• for a serious health condition that makes the employee unable to perform the employee’s job.
• to care for your family member who is a covered servicemember with a serious injury or illness
• a qualifying exigency arising from the fact that your family member is on covered active duty or has been notified of an impending call or order to cover active duty status.

Advance notice and medical certification are required 30 days in advance if foreseeable. health insurance for each employee will be maintained during the 12 weeks, with the employee paying any of their share for family coverage. Upon return, employees will be restored to their original or equivalent position with equivalent pay, benefits, and other employment terms. The use of FMLA leave will not result in the loss of any employment benefits that accrue before an employee’s leave starts.

5.10.5.1 Pregnancy and Maternal/Paternal Leave Policy

Faculty and staff employees are allowed time off under this policy to care for the employee’s child within one (1) year of the birth, adoption, or placement of child(ren) pursuant to court orders. Faculty and staff may be entitled to job-protected leave for qualified medical and family reasons. Please see the Family and Medical Leave Act (FMLA) for further details. Meridian Community College follows the regulations set forth in the Pregnant Workers Fairness Act and the PUMP Act.  (Board approved 5/24)

5.10.6 Personal Leave Policy

All full-time employees of Meridian Community College are eligible to take up to four (4) personal leave days. This benefit has been created so that employees will have an opportunity to address unexpected circumstances that may occur of a personal nature that would cause the employee to be off from work.

Personal leave days are charged against the employee’s sick leave benefit and must be used within the employee’s contract period. Personal leave days do not accumulate from one year to the next.

The employee is not generally obligated to inform the supervisor of the reason for needing a personal day, as it is understood that the nature of the request is “personal.” However, the employee should make every effort to provide their immediate supervisor with as much advance notice as possible regarding the time needed to be away from work, although it is understood that some circumstances preclude notice.

Moreover, employees are expected to be reasonable and honorable in making requests for personal leave, meaning there are obviously certain days that, if taken off, would prove particularly disruptive to the functionality of the work unit. Employees are expected to consider such before requesting a personal leave day. Barring emergency circumstances, requests for personal leave days are particularly discouraged as a means of extending an already established college holiday or break.

Under such circumstances that an employee requests a personal leave day that the immediate supervisor deems would unreasonably interfere with the functionality of the work unit, the supervisor has the right to inquire as to the nature of the request and disapprove same if the rationale for the request, in the considered opinion of the supervisor, is not of sufficient gravity as to warrant the disruption of the functionality of the work unit. (Board approved 3/01; Revised from 2 to 4 on 6/08)

5.10.7 Donated Leave Policy

Any employee may donate a portion of his or her earned annual leave and/or sick leave to another employee who also earns sick leave and is suffering from a catastrophic injury or illness or to another employee who has a member of his or her immediate family who is suffering from a catastrophic injury or illness, in accordance with the following: “Catastrophic injury or illness” means a life-threatening injury or illness of an employee or a member of an employee’s immediate family that totally incapacitates the employee from work, as verified by a licensed physician, and forces the employee to exhaust all leave time earned by that employee, resulting in the loss of compensation for the employee. Conditions that are short-term in nature and are not catastrophic. Chronic illnesses or injuries that result in intermittent absences from work and which are long-term in nature and require long recuperation periods may be considered catastrophic. The employee donating the leave (the “donor employee”) shall designate the employee who is to receive the leave (the “recipient employee”) and the amount of earned annual leave and/or sick leave that is to be donated and shall notify the donor employee’s supervisor of his or her designation and complete a Request for Donation form with the Payroll Office. Leave balances will be verified by payroll personnel and approved by the Vice President for Financial Services/CFO. After review and approval, the recipient employee and the recipient’s supervisor shall be notified of the amount of leave donated by the donor employee to the recipient employee.

The maximum amount of earned annual leave that an employee may donate to any other employee may not exceed the number of days that would leave the employee with fewer than seven (7) days of annual leave left and the maximum amount of earned sick leave that an employee may donate to any other employee may not exceed fifty percent (50%) of the earned sick leave of the donor employee. All donated leave shall be in increments of not less than eight (8) hours. If annual and sick leave are donated by the same employee, sick leave will have precedence over annual leave (sick leave will be utilized before annual leave). If an employee has been approved for extraordinary leave, this should be utilized before any donated leave is used.

The maximum period an employee may use donated leave without resuming work at his or her place of employment is ninety (90) working days, which commences on the first day the recipient employee uses donated leave. Donated leave that is not used because a recipient employee has used the maximum amount of donated leave authorized under this paragraph shall be returned to the donor employees on a pro-rata basis, based on the ratio of the number of days of leave donated by each donor employee to the total number of days of leave donated by all donor employees. No employee can donate leave within thirty (30) calendar days of termination.

An employee must have exhausted all of his or her earned annual and sick leave before he or she will be eligible to receive any leave donated by another employee.

Before an employee may receive donated leave, he or she must provide the Office of Human Resource with a physician’s statement that states the beginning date of the catastrophic injury or illness, a description of the injury or illness, and a prognosis for recovery and the anticipated date that the recipient employee will be able to return to work.

If the total amount of leave that is donated to any employee is not used by the recipient employee, the donated leave shall be returned to the donor employees on a pro-rata basis, based on the ratio of the number of days of leave donated by each donor employee to the total number of leave days donated by all employees.

For the purpose of this policy, “immediate family” means spouse, parent, stepparent, sibling, child, stepchild, or ward (where the employee is his/her legal guardian). (Board approved 6/14/05)

5.10.8 Organ Donor Leave Policy

This policy is intended to provide time off with pay for full-time MCC employees who donate an organ or bone marrow. An employee may use up to thirty (30) days of organ donation leave in any twelve-month period to serve as a bone marrow donor and up to thirty (30) days of organ donation leave in any twelve-month period to serve as an organ donor.

Organ donation leave days do not have to be paid back to the institution but should not be viewed as a guaranteed nor an expectant employee benefit and can only be authorized by the President through authority granted him/her by the District Board of Trustees for employees with at least 1 year of service to the college.

An employee shall not be required to use accumulated sick or annual leave time before being eligible for organ donor leave. (Board approved 6/14/05)

5.10.9 Administrative Leave

In accordance with Mississippi Code 25-3-92(2)(b), the President of the MCC, as our appointing authority, may grant administrative leave with pay “during a time of extreme weather conditions or in the event of a man-made, technological, or natural disaster or emergency.” Understanding that administrative leave may be granted during such an emergency to reduce risk to our students, faculty, and staff for infection or transmission of disease or other dangers related to disasters or emergencies.

This leave may also be granted for periods of quarantine for the benefit of that employee, their immediate family member, or other students, faculty, or staff. The employee will not be allowed to return to the college campus during such time.

The college’s President will determine the circumstances that are approved for this leave and the extent of the leave for any and/or all employees of the College.

Employees who are given administrative leave will not be required to use any accumulated sick or annual leave. This administrative leave shall not apply to any employee who was not currently working in a permanent full-time or part-time capacity at the time of the emergency.

Employees who can continue their job duties in a telework arrangement are encouraged to do so and, as such, are not on administrative leave while continuing to perform their job functions. Some employees may be granted some administrative leave part-time if the telework arrangements do not require the time they normally work to perform their jobs. Administrative leave shall never compensate employees for more than their normally scheduled salary/wage.

All decisions related to an administrative leave occurrence will be disclosed to the board of trustees at the next scheduled board meeting. (Board approved 4/15/20)

5.10.10 Other Absences

Any other absence is without pay. Excessive unexcused absences constitute reason for dismissal.

5.11 Staff Grievance Procedures

The purpose of the staff grievance process is to provide college staff with a process to resolve grievances, complaints or concerns in an equitable, orderly and timely manner.

5.11.1 Definitions

A grievance is a difference or dispute between one or more college staff and one or more members of the college’s faculty or staff. Typically, a grievance is related to the conduct of the college’s staff, administration or faculty in the performance of his/her official job responsibilities in administering policies of the college or carrying out their assigned duties. A grievance may result when a staff member, faculty member or a student fails to comply with college rules, policies or state or federal law. A staff member who experiences difficulties with another staff member, a faculty member or a student such as harassment, intimidation or verbal assaults that seem to be rooted in racial/ethnic prejudice or bias based upon gender, age, disability status, or other unknown factors may file a grievance following the procedures outlined in this policy. A staff member may also follow the procedures outlined in this policy to initiate an investigation if he/she believes that he/she has been harassed or threatened in some manner by an individual who is on the college campus as a vender, contractor or visitor.

5.11.2 No Retaliation

A staff member who files a grievance under this policy is assured to the extent permitted by law that he/she may do so without fear of retaliation by the college or any member of its faculty, staff, administration, or Trustees.

5.11.3 Informal Procedures

Grievance should be raised within ten (10) calendar days following the event giving rise to the specific complaint. Resolution of grievances initiated by staff members is sought informally at the departmental or divisional level through conferences and discussion between his/her immediate supervisor and staff member if possible. If the complaint involves allegations of harassment, both the complaining staff member and the alleged harasser may be accompanied by a person of their choice for support and guidance during the informal investigative process. If the complaining staff member and the alleged harasser feel that a resolution has been achieved informally, then the conversation may remain confidential and no further action will be taken.

If a complaining staff member, an alleged harasser, college employee or dean chooses not to utilize the informal procedure, or feels that the informal procedure has been inadequate or has been unsuccessful, he/she may proceed to the formal written procedure.

5.11.4 Formal Procedures

A staff member who believes that he/she has been the victim of discrimination or harassment based upon disability status, sex, age or race/ethnicity should file a written grievance in accord with the following procedures in order to assure that the institution has an opportunity to respond properly and/or to seek corrective action.

Grievances involving unfair, arbitrary or capricious treatment in any of the College’s programs or services should also be filed in accordance with the stated formal procedures of this policy. While the filing of a written complaint activates the formal grievance process, the College will seek to thoroughly investigate all complaints whether initially presented orally or in writing.

It is the desire of the college to settle all grievances as fairly and expeditiously as possible. If the grievance cannot be resolved informally, the aggrieved staff member may file a written grievance with his/her immediate supervisor, his/her next level supervisor, or the Dean or Vice President who has administrative responsibility for the department or division of the College where the grievance is lodged. The responsible administrator will forward the grievance to the chair of the Appeals Council. The chair of the Appeals Council will convene the committee to thoroughly investigate and hear the grievance.

If the grievance involves a supervisor, a particular dean or if the aggrieved party believes that a conflict of interest exists with the particular dean or supervisor he/she may elect to file the written grievance directly with the appropriate Vice President.

The chair of the Appeals Council will convene a hearing of all parties to the grievance within five (5) calendar days of the receipt of the written grievance. The Appeals Council will review all evidence, written statements from the various parties, and other supporting information submitted in writing by the aggrieved party and pertinent employees of the college. The staff member who presents the grievance will be advised of his/her right to be represented by counsel or other advisor at the hearing at his/her own expense. The staff member will have a right to make a copy of any evidence presented at the hearing at his/her own expense. Should the staff member not appear at the time and place set for the hearing, the hearing will be held in the staff member’s absence.

Following deliberations, the Council, by a simple majority, will produce a recommendation and a written report that it will submit to the appropriate Vice President or President of the college. The report and recommendation of the Council will be submitted to the Vice President within five (5) calendar days following the conclusion of the Council’s deliberation. Copies of the report and recommendation(s) will be supplied to all parties to the formal grievance.

Within ten (10) calendar days following receipt of the Council’s report, the vice president will consult with the aggrieved staff member in order to determine if the Council’s solution is mutually acceptable to the aggrieved party and the College. If the recommended solution is not mutually acceptable, the Vice President shall submit to the President within five (5) calendar days all pertinent information related to the grievance including the Council’s report. The President is the final arbitrator of all grievances. The President may approve extensions to time frames stated in this policy in exceptional cases.

5.11.5 Notification of Findings

It is the responsibility of the college to provide all staff member who present grievances to the College written notification regarding the results or actions taken to address his/her grievance. The College will notify the aggrieved staff member in writing within five (5) calendar days of the receipt of the grievance. As indicated above, the chair of the Grievance Committee will notify the staff member presenting the grievance of the time and place for the grievance hearing within five (5) days of the receipt of the written grievance. If more time will be required in order to conduct a fair and thorough investigation of the grievance, the staff member and all parties to the grievance will be so notified.

Once a mutually acceptable solution has been reached in the grievance process the College will provide the aggrieved staff member with a memorandum of agreement outlining the proposed solution within ten (10) calendar days of the resolution.

If a grievance is referred to the President, within ten (10) calendar days following the receipt of the grievance report from the Vice President, the President will render a decision in writing with copies being sent to all parties to the grievance appeals process. The decision of the President will be final under the provisions of this procedure. Copies of the grievance, the report and recommendations of the committee, all related correspondence, and the President’s decision will be placed on file and retained in the President’s office for a period of five (5) years.

5.11.6 Protection of Confidential Information

Personal information regarding the complainant, alleged harasser(s), witnesses, or participants in the investigation of a grievance will be protected from disclosure to the extent permitted by the investigative process and the nature of the complaint. The College is precluded from releasing certain personal information about faculty, staff and students. In many cases this prevents the College from telling a complainant about the sanctions imposed on individuals found to be guilty of harassment or other offenses. However, the College will assure a staff member who files a grievance that the corrective actions taken will be structured and calculated to deter future problems, if possible. In addition, the complainant will be told of any monitoring mechanisms established to prevent recurrence.

5.11.7 Outcomes/Corrective Actions

The results of formal staff grievance hearings will be based upon the facts and circumstances of the particular grievance. Outcomes of grievances and corrective actions will be tailored to the specific grievance. Some may require no action or informal verbal agreements while others involving serious breaches of policy or law may require significant action in order to remediate or correct.

If the conduct at issue is not found to be sufficiently severe, pervasive, or persistent to violate the college’s policy, the College will still consider action geared to address the staff member’s concerns. Serious findings during a grievance investigation may result in a recommendation by the president to the Board of Trustees that a faculty member or staff member be warned or placed on probation for a specified period of time. The most extreme or grievous findings may result in the suspension of an employee for a specified period of time or a recommendation of termination. The President will submit recommendations for terminations to the Board of Trustees for approval.

Errors in judgment which are not rooted in a clear intent to discriminate or treat others unfairly may result in a formal written warning to an employee or an employee being placed on probation for a specified period of time in order for the college to prescribe specific corrective actions and/or expected behavior change. Less serious errors or omissions may lead to corrective actions aimed at preventing future problems and/or grievances. 

5.11.8 Appeal of Decision

While the President serves as the final arbitrator in grievance proceedings, the aggrieved party or the person against whom the grievance was filed has a right to appeal to the Board of Trustees. To do so, the party should request to be included on the agenda of the next meeting of the Board of Trustees. This request must be submitted in writing to the President. In more serious circumstances, a special Board meeting may be called to hear the appeal.

(Board approved 9/24)

5.12 Evaluation of Staff

All staff are employed based on a position description that outlines the purposes, general tasks, and specific functions to be accomplished by the individual. All staff review these position descriptions annually, with any changes made through consultation with the immediate supervisor or Vice President. 

Evaluations must be completed no later than March 15 each year. During this time, the Vice President will recommend any non-renewals for performance, although exceptions can apply. Before recommending to the President, the Vice President will attempt to resolve any differences regarding the evaluation by conferring with the supervisors and staff members involved. The Vice President will then make a recommendation to the President and notify the Office of Human Resources of any non-renewals. 

The evaluation process begins with the individual’s immediate supervisor and is forwarded to the next level of supervision for review. The reviewing supervisor may agree or disagree with the immediate supervisor’s evaluation and will forward the evaluation and any additional comments to the appropriate Vice President of the College. 

Information and data used in the evaluation are shared with all involved parties. All full-time staff are reviewed based on the job description associated with their position and the goals set by their supervisor. Annual evaluations assist in reviewing position descriptions and staff development programs.

(Board approved 10/15/2024)