Faculty and Staff Handbook: Personnel
The goals of the personnel policies set forth in this policy and rule section are to create the best possible educational climate for the students of the College. To this end, these personnel policies are designed to prevent misunderstanding by the personnel of the College about their duties and privileges. In order to further develop a climate of trust and understanding, the Board earnestly seeks the involvement of all personnel in the development of policies affecting their positions.
Coffeyville Community College is committed to a policy of equal opportunity for all members of the College community. Pursuant to applicable federal and state laws, including Title VI of the Civil Rights Act of 1964, the Age Discrimination in Employment Act of 1967, Equal Pay Act of 1967, Executive Order 11246, Revised Order 4, Title IX of the Education Amendments of 1972, Section 503 and 504 of the Rehabilitation Act of 1973, the Vietnam Era Veterans Readjustment Assistance Act of 1974, the Pregnancy Discrimination Act of 1978, The Americans with Disabilities Act of 1990, and the requirements of Title II of the Genetic Information Nondiscrimination Act of 2008, as such laws may be revised or amended, with their respective applicable implementing regulations (collectively, “applicable laws”) and to applicable policies of the Board of Regents provides equal opportunity to employees, students, covered contractors and vendors, and applicants for employment, admission, or contractor or vendor status. The College will act in matters of employment, admissions, programs, services and activities free of prohibited bias with regard to race, color, sex, sexual orientation, national origin, religion, political affiliation, age, marital status, veteran status, ancestry, citizenship status, and status as a disabled veteran or veteran of the Vietnam Era, genetic information and disability.
Equal opportunity for employment, education and education-related activities shall be extended to all qualified persons. Accordingly, the College will not discriminate in employment, admissions, programs, services, or activities with regard to any position for which the applicant, employee, or student is qualified and will make reasonable accommodation for disabilities. College provides this certification of equal employment opportunity as a federal fund recipient, contractor, and vendor or supplier to federal contractors and requires like certification from non-exempt vendors, suppliers and sub-contractors.
The Director of Human Resources, Equal Opportunity Officer/Title IX Officer will direct the positive efforts of the College with support of the Board of Trustees, administration, faculty and staff.
All employees are expected to attend in-service education sessions unless excused by the Vice President or designated representative. Workshops, seminars and similar programs may utilize all or a portion of the work day. On occasion these programs may be combined with regular staff meetings. Appropriate personnel will be selected to conduct the sessions.
The purpose of this procedure is to provide for the orderly and expeditious adjustment of grievances of individual employees of the College at the lowest level. Grievance shall mean any alleged violation of the terms and conditions of an employee’s contract of employment and/or negotiated agreement. In general, the adjustment of grievance shall be accomplished as rapidly as possible. Under unusual circumstances, the time limit prescribed in this statement may be extended or reduced by mutual consent of the grievant and the person or persons by whom the grievance is being considered.
All individuals involved, and all others who might possibly contribute to the acceptable adjustment of a grievance, are authorized and urged to testify with full assurance that no reprisal will follow by reason of such participation.
Upon the determination of the grievance, the documents, communications and records relating thereto shall be destroyed excepting a record of the grievance and the final adjustment thereof and excepting records required by law to be kept and maintained.
The filing of a grievance at all levels beyond the informal conference in Level 1 shall be in writing and shall be reasonably specific as to the nature of the complaint. The grievance should, to the extent possible, describe the alleged event or act giving rise to the grievance including the time, date and place of the event or act and the names and addresses of any witnesses thereto.
Level 1 – A grievant shall first take up the grievance with the immediate supervisor in private, informal conference(s) within 15 school days after the occurrence of the event upon which a grievance is based or after the grievant becomes aware of such event. If the employee is dissatisfied with the outcome of the initial private conference(s), he/she may request a formal conference with the immediate administrative supervisor. Every effort should be made to develop an understanding of the facts and the issues in order to create a climate which will lead to a solution. The formal conference shall occur within 10 school days of the last informal conference.
Level 2 – In the event that the aggrieved person is not satisfied with the disposition of their grievance at Level 1 or that no decision is reached within 10 school days after a formal presentation, he/she may appeal the matter in writing to the President. If the grievant appeals the grievance to the President, the President or designated representative shall confer with the grievant in an effort to arrive at a satisfactory solution within 10 school days after the appeal has been received. If the grievant does not appeal the grievance to the President within 30 school days after the formal conference at Level 1, the grievance shall automatically be waived.
Level 3 – If the grievance is not adjusted to the satisfaction of the grievant or if no decision is made thereon within 20 school days after the date the grievance was filed with the President or designated representative under Level 2, then the grievant may appeal the grievance to the Board for the purpose of final adjustment of the grievance by submitting a written request to the Secretary of the Board within 10 school days after the President or designated representative has rendered a decision or after the expiration of said 20 days. If the grievant does not appeal the grievance to the Board within 30 school days after the formal conference at Level 2, the grievance shall automatically be waived. The Board, upon receipt of a complaint or grievance, may assign a hearing officer to hear such complaint or grievance and make findings and recommendations to the Board. Such findings and recommendations shall be made to the Board within 10 days after the complaint or grievance has been assigned to the hearing officer. The Board shall rule upon such complaint or grievance within 30 school days after receipt of the findings and recommendations of the hearing officer.
Rules for Conducting a Grievance Procedure Hearing at Level 3:
- The hearing will be conducted in executive session.
- Efforts will be made by all participants to eliminate repetitious testimony and/or materials; however, each participant will be given reasonable time to present testimony and/or materials.
- The grievant will make opening remarks and present his/her case.
- The administration will make opening remarks and present its findings in the case.
- Witnesses will be called individually by the grievant and administration to testify before the Board. The Board may call additional witnesses and may authorize witnesses being called as a group.
- The grievant and the administration may ask questions of the witnesses during the time they are testifying.
- Members of the Board may ask questions of all participants during the hearing.
- A summary statement may be made to the Board by the grievant at this time.
- A summary statement may be made to the Board by the administration at this time.
- Any new materials injected into any summary statement may be rebutted.
- The Board will take the matter of the grievance under advisement and render its decision in written form to the grievant within 45 days of the hearing.
The decision rendered by the Board shall be the final disposition of any grievance.
College employees are prohibited from engaging in any activity which may be construed as a conflict of interest and detract from the effective performance of their duties. No employee will attempt, during the school day or on College property, to sell or endeavor to influence any student or College employee to buy any product, article, instrument, service or other such item which would directly or indirectly benefit said College employee if by its nature will impair the effectiveness of their service or job responsibility or becomes disruptive. No College employee will enter into a contract for remuneration with the College other than a contract for employment unless the contract is awarded on the basis of competitive bidding.
Efforts will be made when filling a vacant position to avoid hiring relatives within the same department. Under no circumstances will relatives be hired for positions which would require one relative to supervise, evaluate, or discipline the other. In the event marriage takes place between two individuals employed in the same department and would require one relative to supervise, evaluate, or discipline the other, one employee should seek employment in either another department or outside Coffeyville Community College. Any exception to this/her policy would require written approval from the Administration, which approval shall not be exercised in a discriminatory fashion but shall be based entirely on the immediate needs, requirements, workload, and staffing needs dictated by the circumstances of the particular department involved at the time. “Relative,” for the purpose of this/her policy, is defined as mother, father, brother, sister, husband, wife, son, daughter, mother/father-in-law, brother/sister-in-law, and son/daughter-in-law. Positions which are held by relatives prior to the effective date of this/her policy are “grandfathered.” As those positions are vacated, hiring will be done in accordance with the above policy.
Any employee under contract or letter of employment, including a continuing contract with Coffeyville Community College, who requests a release from employment on or after July 1, shall be subject to liquidated damages. Exceptions to this provision may be made on a case-by-case basis at the discretion of the College administration. The said damages shall be as follows:
July 1 through August 1: $1200 plus forfeiture of unused vacation and personal days.
August 1 through September 1: $3000 plus forfeiture of unused vacation and personal days.
After September 1: 20% of remaining salary to be paid per individual employee contract plus forfeiture of unused vacation and personal days.
Participation in Community Activities
Prior permission must be obtained from the appropriate Vice President for participation in any community activity which takes place during instructional or regularly scheduled work time.
The Board believes that it is in the best interest of the College and the community for staff members to participate in the political process. Staff members who intend to become candidates for political office should notify the President within five days of the date on which the declaration of candidacy is filed. A staff member who becomes a candidate for public office may apply to the Board for a leave of absence without pay for the purpose of conducting his campaign. Leave may not be granted if the Board determines that the educational program or administrative functions will not be performed as contracted. Staff members who are elected or appointed to a public office which the Board, in its discretion, deems to be a full-time office may be required to terminate their employment with the College. Staff members holding public offices which are determined by the Board to be less than full-time in nature must make prior arrangements at least one week in advance with the President for political leave of absence from their school duties when it is necessary to be absent from school to carry out the functions of the political office. An employee who must be absent from school to carry out the duties of a public office must take a short- or long-term leave of absence without pay for the duration of the political duties.
Politics in the Schools
Staff members shall not use school time or school property for the purpose of furthering the interests of any political party, the campaign of any political candidate or the advocacy of any political issue.
All persons seeking to sell, solicit or display an item relating directly to expenditures of College funds to any College employee on College premises must first secure permission from their supervisor before any appointment is made with the vendor. All such appointments thus made will be held at a time as approved by the employee's supervisor.
Solicitations of staff members by any vendor, student, other College employee or patron during normal school hours are prohibited unless permission is granted by the employee's supervisor. All vendors must secure permission from the employee's supervisor to interview a College employee. If any vendor violates this procedure, he may be barred from making appointments with College employees. The supervisor may also recommend to the President not to purchase products or other such items from said vendor. If a vendor violates Board policy and is subsequently barred from soliciting in the College system, the President shall send appropriate notices to each supervisor. The notice will include the name of the vendor, his company and reasons for and length of suspension. The President may bar a vendor from soliciting sales from College employees for a period of time not to exceed 12 months from the date of suspension. Said notice will be sent to the vendor in question and to his immediate employer.
Personnel files kept by the College concerning College employees shall be under the
custodianship of the President or Director of Human Resources. An employee has the right to inspect his file upon proper notice. The employee shall be notified if material related to disciplinary action is placed in his/her folder and have the right to attach a written response to such material.
Request for release of any personnel record that is a public record to a third party shall be made in writing and submitted to the appropriate supervisor or record custodian for disposition as required by law.
Personnel files maintained by the College at the College’s expense pertaining to College employees are not public records and must not be made available to the general public unless required by law.
As a condition of employment in the College, employees shall abide by the terms of this policy. The Board believes that maintaining a drug free workplace is important in establishing an appropriate learning environment for the students of the College.
Employees shall not unlawfully manufacture, distribute, dispense, possess or use controlled substances in the workplace.
Any employee who is convicted under a criminal drug statute for a violation occurring in the course of their employment or during work time must notify the President of the conviction within five days after the conviction.
Within 30 days after the notice of conviction is received, the College will take appropriate action with the employee. Such action may include the initiation of termination proceedings, suspension, placement on probationary status, or other disciplinary action. Alternatively, or in addition to any action short of termination, the employee may be required to participate satisfactorily in an approved drug abuse assistance or rehabilitation program as a condition of continued employment. The employee shall bear the cost of participation in such program.
The Board believes that maintaining a drug free workplace is important in establishing an appropriate learning environment for the students of the College. The unlawful manufacture, distribution, dispensing, possession or use of a controlled substance by any person is prohibited in the College.
The use of intoxicating liquors and beverages shall be in accordance with applicable laws, rules, regulations and policies of the state of Kansas and CCC. While permitting reasonable consumption of alcohol during special events on College property, the College encourages responsibility on the part of those individuals who choose to drink. Employees, visitors and guests have an obligation to make responsible decisions concerning the consumption of alcohol and must follow the alcohol service procedures of the College.
- The service of alcoholic liquor on College property must receive written approval, in advance, by the President or the Vice President for Operations and Finance.
- When necessary, a temporary permit should be applied for and the requirements met under the Kansas Liquor Control Act.
- Alcoholic liquor may only be served or consumed on College property which is not used for formal classroom instruction.
- Anyone under the age of 21 is prohibited from possessing or consuming alcoholic beverages on College property.
- Alcoholic liquor may only be served or consumed at an approved special event.
- To prevent alcohol consumption by event participants younger than age twenty-one, all event attendees will register at the event. Wrist bands will be used for all attendees over the age of twenty-one.
- Every event where alcoholic beverages will be served on College property will have a designated coordinator who is a CCC employee or a supervisor of an auxiliary corporation.
- The event coordinator must be present at the entire event to ensure attendees adhere to the operational procedures.
- All alcoholic beverage storage arrangements for campus events must be in lockable areas.
- It is the responsibility of the event coordinator to manage the distribution of alcohol and bartenders.
- The college reserves the right for its staff, contractors and representatives to refuse service to individuals suspected of intoxication and to terminate alcohol service if necessary. If the unacceptable use of alcohol is by a CCC employee, the staff member will be disciplined if their use of alcohol threatens to create disorder, public disturbances, danger to themselves or others, or property damage.
- There must be bartenders dispensing the alcoholic beverages. The bartenders should not be drinking alcoholic beverages before or during the service time.
- When alcohol is offered at an event, non-alcoholic beverages must also be available.
- Hors d’oeuvres or other food must be served at an event when alcohol is offered.
- Bar service may begin no earlier than one hour prior to the start of food service for the event and must end no later than 12:30 a.m.
- Depending upon the event, the President or Vice President for Operations and Finance could require a dedicated security officer.
- If a security officer is required, there must be at least one guard per 100 guests, however the required number of officers could increase depending upon the alcoholic beverages being served and the duration of the event.
- No alcoholic beverages may be removed from the event site or venue.
- Event participants are prohibited from providing their own alcoholic liquors to the venue.
- No straight shots of any liquor or any combination of three or more liquors will be served.
Use of cigarettes, electronic cigarettes, or any tobacco product by staff is prohibited in any college facility, in any College-owned vehicle, at College-sponsored events, on College grounds which have been posted as tobacco-free areas, as well as within ten feet outside any building access point (such as doorways, open windows and air intakes).
The College may require a drug/alcohol test in the event of any accident involving College-owned vehicles or property or in the event there is reasonable cause to suspect the individual is under the influence of or consuming alcohol or illegal drugs during working hours.
Whenever an employee has been diagnosed by a physician as having a severe communicable disease, such employee shall report the diagnosis and nature of the disease to the College nurse so that a proper reporting may be made to the county or joint board of health as required by statute.
An employee afflicted with a severe communicable disease dangerous to the public health shall be required to withdraw from active employment for the duration of the illness in order to give maximum health protection to other College employees and to students.
The employee shall be allowed to return to his/her duties upon termination of the illness, as authorized by the employee's physician and as authorized by a health assessment team.
The Board reserves the right to require a written statement from the employee's physician indicating that the employee is free from all symptoms of a severe communicable disease.
The Board shall adopt an exposure control plan which conforms with current Occupational Safety and Health Administration (OSHA) standards. The College will periodically review the control plan, procedures and campus locations of equipment necessary to implement the plan with all employees.
The authority to recommend to the Board that staff members be placed on probation is delegated to the President. The Board, after hearing the President's recommendation for probation and after evaluating the evidence gathered by the administrative staff, may place a certified staff member on probation. The term of probation will be established by the Board as recommended by the President.
All conditions of probation shall be in writing. One copy shall be given to the employee, and one copy shall be placed in the employee's personnel file.
Failure by an employee to remedy the causes of probation may result in non-renewal or termination of employment.
The President shall have the authority to suspend an employee until the suspension is resolved by Board action at the next regular or special meeting of the Board under the guidelines of the current negotiated agreement.
The administration shall keep the Board apprised of any change in employment status to the Board. Non-renewal or termination shall be in accordance with Kansas law.
The work load conditions of all instructional (faculty) employees are covered in the current negotiated agreement. All other full-time employees are required to work a minimum of 40 hours a week unless otherwise specified in the position description.
Employees shall not be permitted to engage in outside employment or activities during their scheduled work day and/or engage in outside employment which by, by its nature or duration, will impair the effectiveness of their instructional service or job responsibilities.
Full-time professional employees, faculty, coaching staff, administrators and professional support staff are required to attend commencement exercises to show that concern for the student does not end in the classroom. Faculty members are expected to be appropriately attired for the event. Part-time faculty are encouraged to attend.
Employees are encouraged to attend as many College functions as time and opportunity allow.
Any full-time employee who becomes disabled due to illness or injury or anticipates becoming disabled for reasons including, but not limited to, surgery, hospital confinement, medical treatment, confinement at home by order of the employee’s physician may become eligible for a leave of absence based upon said disability upon compliance with the Policy Manual.
In no event shall the Board be obligated to permit an employee anticipating a state of disability to continue in the performance of duty where the performance of said instructor has substantially declined from that performance shown by the instructor prior to consultation with the President.
The Board of Trustees may grant leave of absence for disability with or without pay. The Board may purchase a short-term disability policy for all full-time employees to fill the gap between the accumulated sick days of sixty (60) to the one hundred eighty (180) days when KPERS long-term disability begins.
Whenever an employee is absent from work and is receiving College-paid disability insurance, the employee may use available paid sick leave to supplement College-paid disability insurance payments. In no event shall the employee be entitled to an amount in excess of their full salary. Available paid sick leave may be used for this purpose until (1) available paid sick leave benefits are exhausted; (2) the employee returns to work; (3) employment is terminated. Sick leave shall be deducted on a prorated amount equal to the percentage of salary paid by the College.
Instructional Development and Evaluation documents are viewed as a continuing and cooperative process to assess and improve instructional quality. The evaluation procedure for professional employees (instructional faculty) will be in compliance with K.S.A. 72-9001. K.S.A. 72-9002, K.S. A. 72-9003, K.S.A. 72-9004, K.S. A. 72-9005, and K.S.A. 72-9006 and in compliance with Board policy. Copies of the above will be provided to each professional employee at the beginning of each academic year.
Employee Evaluations (Non-Instructional)
Administration, Professional and Classified staff shall be evaluated at the end of a ninety (90) day introductory period of employment. Thereafter the supervisor and employee will collaboratively establish job expectations. Once established the supervisor will routinely provide feedback on a regular basis and the employee is responsible for suggesting how he/she may become more efficient and effective in creating a professional growth plan to enhance the quality, service, success and performance of the position.
When employees of the College accept consulting assignments to advise or evaluate educational institutions, conduct sports clinics, camps or otherwise, they must have prior written approval from the College President if the consulting is to occur during their scheduled professional work day. If an honorarium or other salary fee is received for such consulting, the employee must either take accrued vacation time or give the fee received to the College to be deposited in the general fund. In no case will an employee be paid by the College and another agency at the same time. The purpose of this/her policy is to protect College employees from claims of impropriety resulting from sharing valuable expertise with agencies other than the College. The Board of Trustees encourage sharing of expertise by College employees with other agencies.
Employees who present a court subpoena or summons to the appropriate Vice President shall be granted a leave with pay to serve as a witness or on a jury, provided any juror or witness fees earned during the employee’s workday shall be deducted from the employee’s salary except reimbursement for mileage. The employee may endorse the jury duty compensation check to the College in lieu of salary deduction.
Employees desiring to attend conferences shall file an application in writing with their Vice President at least 30 days prior to the first date of the leave being requested. The application shall be on a form prescribed by the President. Said request shall explain in detail the length of the leave, the purpose and detail how the leave will benefit the College.
In addition to the provisions for non-renewal of contracts of probationary status, employees may be terminated or non-renewed for any just case. Just cause shall include, but not be limited to the following: reduction in force, immoral conduct as defined by law or conviction of a felony; incapacity or continuing illness or exhaustion of leave, incompetency, insubordination, inefficiency, neglect of duty, dishonesty, or other unprofessional conduct on campus or in connection with job-related responsibilities, including failure to perform assigned duties, failure to comply with reasonable requirements of the Administration or failure to cooperate with others when such failure interferes with overall learning atmosphere and professional effectiveness of the employee.
The Board shall negotiate with representatives of the faculty association for the purpose of improving the terms and conditions of employment as defined by law. Only topics that are mandatorily negotiable under current law shall be covered.