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POLICY: This policy
provides unpaid leave to all eligible employees. Under the Family and
Medical Leave Act of 1993 (FMLA), eligible employees may be granted up to
a total of 12 weeks of unpaid leave per 12 month period, as determined
below, for any of the following reasons: (a) the birth of employee’s child
and to care for the newborn child; (b) placement with the employee of a
child for adoption or foster care; (c) care for employee’s parent (in-laws
not included), spouse, or child (under age 18, or age 18 or older and
incapable of self-care because of a disability) with a serious health
condition; or (d) serious health condition that renders employee unable to
perform the job. All qualifying leave will be administered in accordance
with the FMLA. Eligible Employees: Eligible employees are employees
with at least 12 months of cumulative service with Mitchell Community
College who have worked at least 1,250 hours during the preceding 12
months. Leave without pay beyond the 12-week period or
for employees not covered under the Family and Medical Leave Policy will
be administered under the Leave of Absence Policy (MCC 05-31), subject to
request by the employee. Under the FMLA, employees must pay for health
benefits coverage for dependents which they would have paid for had they
been on the payroll. Leave Requests: Employees requesting leave
must obtain the appropriate forms from Human Resources and submit the
completed forms no less than 30 days before the requested leave is to
begin. In circumstances when 30-day notice is not possible, then employees
must provide as much notice as possible. If the leave is for planned
medical treatment, employees must make a reasonable effort to schedule the
treatment so as to avoid any undue burden on the College. Medical
Certification: Upon request, employees requesting leave because of
their own sickness or that of a parent, child, or spouse must provide
medical certification or re-certification from an appropriate health-care
provider. Employees must contact Human Resources to obtain certification
forms. Employees are responsible for paying for this certification or
re-certification. The College, at its own cost, may require a second or
third opinion. Upon request, employees must provide a physician’s
statement certifying their ability to return to work. Failure to provide
timely or complete certifications may result in denial of leave or return
to work. Intermittent or Reduced Leave: Intermittent leave (leave
taken in separate blocks of time) or reduced schedule leave (leave taken
on a part-time basis) may be taken when medically necessary. Upon request,
employees must provide medical certification that intermittent or reduced
schedule leave is medically necessary, the expected duration of the leave
and, if the leave is necessary for planned medical treatment, the dates on
which such treatment is expected to be given and the duration of such
treatment. Employees taking such leave may be required to transfer
temporarily to an alternative position with equivalent pay and benefits
for the duration of the leave. Newborn, Adoption, & Foster Care Leave:
This leave must be completed within one year of the child’s birth or
placement and may not be taken on an intermittent or reduced schedule.
Spouse’s Combined Leave: Employees who are married to one another are
limited to a combined total of 12 weeks of leave during the 12-month
period if the leave is taken for: (1) birth of employee’s child or to care
for the newborn child; (2) placement with the employee of a child for
adoption or foster care; or, (3) care of the employee’s parent with a
serious health condition. 12-Month Period: For the purposes of
determining available leave, the 12-month period during which employees
may be eligible for leave will be calculated on a 12-month period measured
backward from the date the FMLA leave is requested to begin. Concurrent
Paid Leave and Unpaid Leave: The employee’s earned sick leave, annual
leave, or other paid time off (paid leave) will be used at the same time
as family medical leave (unpaid leave). Benefits Continuation: The
College shall maintain coverage for the employee under the State’s group
health plan for the duration of leave at the level and under the
conditions coverage would have been provided if the employee had continued
employment. Any dependent premium which an employee had paid prior to
leave must continue to be paid by the employee during the leave period.
The obligation to maintain health insurance coverage stops if an
employee’s premium payment is more than 30 days late. If the employee’s
failure to make the premium payments leads to a lapse in coverage, the
College must still restore the employee, upon return to work, to the
health coverage equivalent to that the employee would have had if leave
had not been taken and the premium payments had not been missed without
any waiting period or preexisting conditions. The College may recover the
premiums if the employee fails to return after the period of leave to
which the employee is entitled has expired for a reason other than the
continuation, recurrence, or onset of a serious health condition or other
circumstances beyond the employee’s control. Employees will not accrue
sick or vacation leave or other employee benefits during the leave.
Reinstatement: Under most circumstances, employees who return to work
immediately after the expiration of this leave and who do not exceed the
amount of leave permitted under the FMLA, will be reinstated to either the
same or equivalent job.
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PROCEDURE: Employees who desire to take family or
medical leave should contact Human Resources for information concerning
their eligibility for such leave under the Family and Medical Leave Act of
1993. Failure to report at the expiration of the leave, unless an
extension has been requested, may be considered as a resignation.
—Submitted by Jodee Fulton (02.23.05)
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POLICY: Changes of
address and/or telephone number(s) should be made by completing a "Change
of Employee Information Form" and forwarding it to Human Resources. In the
event of an emergency, it is necessary for the College to have a number to
contact faculty and staff. Faculty and staff may request that their
telephone numbers not be published in the College directory.
—Submitted by Jodee Fulton (02.16.05)
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POLICY: Employees
of Mitchell Community College will receive and have access to information
that is confidential in nature to the College, its students, vendors and
employees. Employees are not to disclose any such confidential information
to any person inside and/or outside the College unless Administration has
expressly stated that the information can be disclosed to that person.
This obligation exists even after employees are no longer employed by the
College. The College has developed certain proprietary processes that are
unique to the institution. The College protects proprietary information by
restricting access of employees and visitors to certain designated areas
and access to documents to only those who have business reasons to view
them. Violation of this policy by any employee will be subject to
disciplinary action up to and including termination and possible legal
proceedings. —Submitted by Jodee
Fulton (02.09.05)
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POLICY: Mitchell
Community College has available for its employees a program of hospital
and medical benefits through the State of North Carolina Comprehensive
Health Benefit Plan. New employees interested in hospitalization coverage
should contact the College’s Human Resources Office. There is no cost for
the individual employee coverage; however, employee family members may be
covered for a premium. After one year of continuous contributing service,
all employees are covered on the Disability Salary Continuation Plan for
Teachers and State Employees of North Carolina at no cost to the employee.
It is suggested that employees interested in personal liability insurance
consult their local insurance agent. The State does not insure against
personal liability.The College has no insurance coverage on an employee’s
personal property while on the campus.
PROCEDURE: Contact the Human Resources Office for
assistance with completing the appropriate forms for initial enrollment
and for changes to health care coverage.
—Submitted by Jodee Fulton (02.02.05)
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POLICY: Employees
of Mitchell Community College will receive and have access to information
that is confidential in nature to the College, its students, vendors and
employees. Employees are not to disclose any such confidential information
to any person inside and/or outside the College unless Administration has
expressly stated that the information can be disclosed to that person.
This obligation exists even after employees are no longer employed by the
College. The College has developed certain proprietary processes that are
unique to the institution. The College protects proprietary information by
restricting access of employees and visitors to certain designated areas
and access to documents to only those who have business reasons to view
them. Violation of this policy by any employee will be subject to
disciplinary action up to and including termination and possible legal
proceedings. —Submitted by
Jodee Fulton (01.26.05)
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POLICY: Every
employee should be concerned with the well being of other employees and
with the well being of students. An employee should respond immediately to
anyone requiring emergency medical attention.
Procedure: Should an emergency arise, the following
procedures should be followed:
1. If the condition of the patient is SERIOUS, call 9-1-1.
Request that Emergency Medical Services respond to your location so that
they may render aid and transport the patient to the closest Emergency
Medical Facility. Should the patient refuse transport, EMS will have them
sign a waiver.
2. Do not leave the victim unattended. Designate someone
to notify Campus Safety and Security.
3. Do not move the injured person unless you are certain
about the condition of the patient or unless he/she is in more danger
where he/she is at the time of the accident.
4. If the condition of the patient is not SERIOUS, wait
for the arrival of Campus Security. An officer will come to the patient
and determine if a doctor should be called. In cases where the patient
refuses treatment/transportation, their refusal shall be noted in the MCC
Incident Report.
5. ALL ACCIDENTS MUST BE REPORTED TO CAMPUS SAFETY AND
SECURITY. The officer will complete an MCC Incident Report. If a student
is involved, a copy of the report will be forwarded to the Dean of
Students
—Submitted by Jodee Fulton (01.19.05) |
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POLICY: Compensatory leave time
applies to non-exempt employees only, i.e. maintenance, security, support
staff and other hourly employees. Compensatory leave time, also referred
to as "comp time," is defined as any amount of work time exceeding forty
hours in a given workweek (i.e., from 12:01 a.m. Sunday to 12:00 p.m.
midnight Saturday). Comp. time is accrued on a weekly basis and calculated
on hours worked. Employees on a less than regularly scheduled workweek may
take comp time for the time worked on an hour-for-hour basis. Compensatory
time will be granted at the rate of 1˝ hours for each hour worked in
excess of 40 hours in a given work week. It is the policy of MCC that
supervisory staff must plan work assignments well enough in advance to
avoid the need for an employee to exceed the 40-hour workweek except in
emergency situations. Compensatory leave time may be earned and used for
flexible scheduling with prior approval of the appropriate
administrator/supervisor. Compensatory time earned must be used as soon as
possible but within 30 days of the date earned. If a non-exempt employee
earns more than 240 hours of compensatory time, the employee must be
compensated in cash wages for any subsequent overtime hours worked until
the number of accrued hours of compensatory time falls below the 240-hour
limit. A maximum of 160 hours worked would result in 240 hours of
compensatory time (maximum accumulation). In the event of the employee’s
separation from the College, compensatory time accumulated will be paid as
a part of the final payment. Only compensatory time accurately recorded on
the official College time sheet will be considered as eligible for pay.
Compensatory leave time may not be earned without prior approval of the
appropriate administrator/supervisor.
PROCEDURE: Approval to use compensatory time must be given by the
supervisor before the employee takes his/her compensatory time (i.e., time
off). Earned compensatory time must be recorded on the employee’s time
sheet and its use must be indicated.
—Submitted by Jodee Fulton (01.12.05)
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POLICY:
Mitchell Community College is committed to offering course work as
scheduled; at no time may instructors cancel classes. All instructors are
to meet their classes on time and remain available to students for the
full time allotted to that class. If the need arises for an instructor to
be away from his/her assigned classes, the instructor is primarily
responsible for securing a qualified substitute. When an instructor
requests to be absent in advance and such request is approved by the
appropriate Division Director and the Vice-President for Instruction, the
instructor must complete the Curriculum Class Coverage form indicating how
the class will be covered during the absence. In emergency situations, the
appropriate Division Director or Vice-President for Instruction may assist
the instructor in securing a substitute.
PROCEDURE: Faculty Members Occupying Regular
Positions:
1. The instructor notifies his/her immediate supervisor
that he/she needs to be absent from a scheduled instructional assignment;
2. The assigned instructor completes the Curriculum Class Coverage form,
describing the arrangements for class coverage; 3. A fellow faculty member
may substitute for a colleague; 4. The instructor will notify Human
Resources if he or she will be absent more than three (3) consecutive
working days.
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POLICY: A need exists for a way to handle small
(under $25), emergency purchases. Petty cash funds are established with
approval of the President or his designee. Petty cash funds are
subject to audit. The custodian of the fund is responsible for the fund
and its safekeeping. Receipts or statements must be obtained that
substantiate use of the cash.
PROCEDURE: 1. The employee makes a purchase that
is small in dollar amount and non-recurring or unusual in nature. 2. To
receive reimbursement for the purchase, the employee takes a completed and
approved Petty Cash Voucher and appropriate sales receipt to the Petty
Cash Custodian. 3. The Petty Cash Custodian will present the requested
funds to the employee, who signs the Petty Cash Voucher as acknowledgment
of monies received. 4. The Petty Cash Custodian should submit a Request
for Payment form to the Financial Services Office for replenishment
of the Petty Cash fund as needed. The Petty Cash Vouchers and the
sales receipts should be attached to the payment request. 5. The
appropriate departmental budget(s) will be charged as indicated on the
Petty Cash Voucher forms. 6. The Custodian should balance the fund each
time a reimbursement request is made (at least monthly). In case of a
shortage in the fund, a Petty Cash Voucher should be completed, approved
and submitted with the request for reimbursement. In case of an overage,
the Custodian should deliver the excess to the Financial Services Cashier
to be receipted.
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POLICY:
It is the Equal Employment/Affirmative Action Officer
responsibility to ensure equal employment opportunities, including
recruitment, placement, pay, training, promotion, and working conditions,
for all MCC employees regardless of race, sex, color, religion, national
origin, or disability. The Equal Employment/Affirmative Action Officer
works very closely with the President’s Council to eliminate any past
employment practices that may have caused the exclusion of minorities,
women, or the disabled from MCC’s workforce.
PROCEDURE:
The President of MCC appoints the Equal
Employment/Affirmative Action Officer based on education and work
experience of institutional personnel in the area of personnel law. In the
event of possible conflict of interest where the Equal Employment Officer
has line authority over the employee with a grievance, the President will
identify an alternate to serve in this role. Specific Duties of the Equal
Employment/Affirmative Action Officer: 1. Works closely with
College staff in providing technical information and support to the
departments and provides counseling and referral service for minorities
and women regarding employment opportunities. 2. Welcomes and encourages
employment applications from minorities and women. 3. Includes minorities
and women on search committees. 4. Includes minority and women’s
publications and organizations as contact and advertising sources when
filling job openings. 5. Welcomes and encourages employment of
minorities and women. 6. Monitors the employment practices of the College
and provides status reports to the President and Vice-President for
Instruction. 7. Assists the College administration in setting employment
goals.
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All aspects of Fund
Raising are directed by the President under the supervision of the Board
of Trustees to assure that such efforts are directly related to the
mission and purpose of Mitchell Community College. The solicitation and
acceptance of all gifts (see MCC Policy 01-08 Gift Acceptance) must be
coordinated through the office of the Vice-President for Development. Fund
raising efforts may be planned by the President or constituent groups
(e.g., the MCC Endowment for Excellence Board of Directors, the MCC Alumni
Association, the MCC SGA, etc.) but must be approved in advance by the
President.
PROCEDURES: The President makes regular reports to the Board of
Trustees regarding fund raising efforts by the College and the amount of
funds raised. The estimated income from general fund raising will be
budgeted by the Board of Trustees annually along with other funds
allocated to the College. A budget resolution for the use of
"institutional funds" is approved by the Board of Trustees annually.
Specific fund raising campaigns will be planned and included in the
Institutional Effectiveness Plan on an annual basis. Annual reports on
fund raising and income to the College from sources other than on-going
allocations by Federal, State, and County governments are reviewed by the
Board of Trustees. The reports track fund raising efforts over a five-year
period. Fund raising efforts by the College and the President’s leadership
role in fund raising are evaluated by the Board of Trustees annually.
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To contribute to the
development of full-time employees, Mitchell Community College has
established a tuition reimbursement program for College employees
occupying full-time regular positions. This program is designed to
encourage employees to develop their skills by taking recognized
educational courses related to their current duties with the College. The
program applies to all study courses offered by accredited educational
institutions including: Associate’s, Bachelor’s, Master’s and Doctorate
Degree courses. Reimbursement is paid when the coursework is successfully
completed. Reimbursement is made on the tuition for instruction, providing
that the employee obtains a letter grade of "C" or better. A letter grade
lower than a "C" will not constitute reimbursement. Reimbursement will not
be paid out for any additional expenses incurred (i.e. textbooks,
transportation, equipment, etc.) To be eligible for the program, the
employee must be considered a regular full-time employee. In addition, the
employee must have completed one (1) year of service with the College
prior to taking the course. At the beginning of each fiscal year, the
President sets the level of reimbursement; the President reserves the
right to make changes during the year as necessary relative to available
funding. Generally, reimbursements are limited to a maximum of one
semester credit course equal to or up to five credit hours per year from
an accredited institution for up to one hundred percent (100%) of the cost
of tuition only, if funds are available.
PROCEDURE FOR COURSE APPROVAL: 1. Submit a memo requesting
tuition reimbursement through your supervisor to the President prior to
enrolling in the course. 2. Attach a copy of the course description and
estimated tuition to the memo in #1 above. 3. Via memo, the supervisor for
the work area will notify the employee of the final decision of the
President.
PROCEDURE FOR REIMBURSEMENT: To receive reimbursement, upon
completion of the course, the employee should provide to Human Resources:
1. The original memorandum requesting enrollment in the class. 2. A
completed requisition approved by your supervisor and appropriate
Vice-President. 3. Documentation of the grade achieved in the course
certified by the issuing institution. 4. The original receipt for showing
tuition paid in full.
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The College is committed to promoting safety and responsible
driving for all of its employees. To accomplish this commitment, the
College has adopted a vehicle policy that requires all employees who
operate College-owned vehicles during the performance of their jobs, do so
in a lawful and safe manner. All drivers must be employees of Mitchell
Community College. Vehicles may be used only when usage is consistent with
the purpose of the College and enhances the College’s mission. Employees
are expected to take all steps necessary in avoiding endangering
themselves and others while operating College vehicles on College
business. To ensure this, employees authorized to operate College vehicles
are expected to maintain a valid driver’s license with a satisfactory
driving record with no major convictions in the past year; ensure that all
occupants, including the driver, wear safety belts when the vehicle is in
operation; and comply with respective laws governing motor vehicle
operations. When planning to use a College car, arrangements are to be
made through the Switchboard Office where a schedule is maintained. After
submitting a travel request and making arrangements for use of the
vehicle, keys and a credit card should be picked up in advance from the
Switchboard when the vehicle is scheduled. The Travel Request Form Number
must be presented at the Switchboard before any keys are released. Prior
to returning the vehicle to the vehicle storage area, it should be filled
with gas and all trash removed. The keys, credit card, and gas receipts
should be turned in to the Switchboard as early as possible on the next
working day if the car is returned after regular working hours.
PROCEDURE: Contact the receptionist at the
Switchboard located on the first floor of the Main Building to schedule
use of a College vehicle.
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In addition to teaching duties, instructional personnel are
required to maintain and observe regular daily office hours for guidance
of advisees and students. The number and time of these hours should
provide for the maximum contact with students. A minimum of five hours per
week will be scheduled and maintained. The schedule of office hours will
be subject to the approval of the Vice-President for Instruction. The
major purpose of scheduled, posted office hours is to provide students
convenient access to instructors/advisors throughout the regular workweek.
PROCEDURE: After instructors receive their class load,
they will schedule office hours daily with a minimum of five office hours
per week. Both office and class hours will be listed on the computerized
class schedule sheet. The computerized schedule sheet must be
posted on the instructor’s office door and copies submitted to the
appropriate Director, Dean, Vice-President for Instruction and President’s
office.
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Mitchell Community College offers courses and programs from time to
time that are not funded through regular state appropriations. These
courses and programs are supported by student tuition and fees and do not
earn regular state budget allocations. All expenditures related to
self-supporting courses and programs will be consistent with the North
Carolina State Board Policy 23NCAC2D.0203(b) and the mission and purpose
of Mitchell Community College. Pricing for self-supporting programs will
be based on direct and indirect costs that can be directly assigned to a
self-supporting class or program. The income generated from MCC
self-supporting classes will be used to pay for the direct costs of the
classes. Any surplus revenues in the self-supporting budgets at the end of
the fiscal year will be carried over into the next fiscal year and will be
used for maintaining a reserve, program improvement, replacement and
addition of equipment, or to provide direct benefit to students.
Self-supporting continuing education classes will have an average of a 40%
markup. Self-Supporting curriculum classes will be offered at current
tuition and fee rates, unless a curriculum class is offered on a special
basis for fewer than twelve students. Direct costs are identified as: (1)
instructor(s) salary including FICA, travel, course development costs,
etc.; (2) instructional supplies and materials; (3) rental of building and
other directly assignable costs; (4) advertising; (5) equipment associated
with the instruction for a self-supporting class; and (6) other costs
necessary for and directly assignable to a class, or costs which are
directly assignable to self-supporting classes. Indirect costs include
activities supporting the offering of classes, but not directly and
exclusively assigned to a self-supporting class or the self-supporting
program.
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Mitchell Community College is
committed to offering course work as scheduled; at no time may instructors
cancel classes. All instructors are to meet their classes on time and remain
available to students for the full time allotted to that class. If the need
arises for an instructor to be away from his/her assigned classes, the
instructor is primarily responsible for securing a qualified substitute.
When an instructor requests to be absent in advance and such request is
approved by the appropriate Division Director and the Vice-President for
Instruction, the instructor must complete the Curriculum Class Coverage form
indicating how the class will be covered during the absence. In emergency
situations, the appropriate Division Director or Vice-President for
Instruction may assist the instructor in securing a substitute.
Procedure: Faculty Members Occupying Regular
Positions:
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The instructor notifies his/her immediate supervisor that
he/she needs to be absent from a scheduled instructional assignment.
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The assigned instructor completes the Curriculum Class
Coverage form, describing t
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A fellow faculty member may substitute for a colleague.
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The instructor will notify Human Resources if he or she
will be absent more than three (3) consecutive working days.
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When necessary, the President
or designee shall call campus-wide meetings of faculty and staff to keep all
employees or groups of employees abreast of information affecting them,
students, or the College at large. Employees are required to attend such
meetings scheduled by the President’s office.
Procedure:
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The President or designee shall announce Faculty/Staff
assemblies well in advance of the meeting date except in emergencies.
Faculty and staff members are expected to attend the
meetings on time and stay for the full meeting.
Faculty or staff members who have classes, laboratories,
other school activities or responsibilities must inform their immediate
supervisor of their absence and the reason for such absence in advance of
the meeting.
Employees must be excused from a faculty/staff meeting by
their supervisor if they cannot attend.
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Policy #01-08: Gifts
Policy
Any potential gift of real or personal property must be approved in advance
by the College President who will determine if it is in the College’s best
interest to accept that gift. The "Gift Acceptance Form" must reflect any
restrictions or special requests made by the donor or the College. The donor
is responsible for determining all tax benefits resulting from the donation.
College personnel must not place value on the donated property or gift.
Procedure
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The "Gift Acceptance Form" must be approved and signed by
the College President or the President’s designee prior to accepting a
donation or gift to the College.
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Send copies of the "Gift Acceptance Form" to the
appropriate areas/persons designated on the form.
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The President or the President’s designee will send an
acknowledgement letter to the donor and copies to the Director of Quality
Assurance and Institutional Effectiveness and the Vice Presidents.
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"Gift Acceptance Forms" are available in the office of the
Vice-President for Development and/or on the MCCNet-Financial Services
site.
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It is the policy of Mitchell Community College to provide an
educational and employment environment free from all forms of
intimidation, hostility, offensive behavior, and discrimination, including
sexual harassment. Harassment of any employee in the workplace on the
basis of race, color, religion, gender, national origin, age or disability
is a form of discrimination that violates the law and College policy.
Harassment is prohibited and will not be tolerated. No personnel are
immune from this policy. Such discrimination or workplace harassment may
take the form of unwarranted/offensive verbal or physical conduct or
verbal or written derogatory or discriminatory statements that may result
in decisions affecting status, promotions, raises, favorable work
assignments, recommendations, class assignments, or grades. Such behavior,
or tolerance of such behavior, on the part of an administrator,
supervisor, or faculty or staff member violates the policy of the College
and those violating this practice may be subject to disciplinary action up
to and including termination of employment or student status. If you
believe that you are being or have been unlawfully harassed, you should
immediately report the perceived harassment according to the reporting
procedure outlined in this policy. All reports of perceived unlawful
harassment will be investigated, and, if it is found to have occurred,
appropriate disciplinary action up to and including termination of
employment will be taken. Consideration also will be given to remedial
action necessary to eliminate unlawful harassment and remove any detriment
suffered by the aggrieved employee as a result of unlawful harassment.
Retaliation against employees who report perceived unlawful harassment, or
who participate in investigations as witnesses or in other capacities,
also violates the law and company policy. Such retaliation is prohibited
and will not be tolerated and should be reported immediately according to
the reporting procedure outlined in this policy.
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- Policy #06-01: Inclement Weather
The purpose of this policy is to establish procedures to be followed
in case inclement weather necessitates canceling classes (Plan A)
or the closing of the College (Plan B). When inclement weather or
other unforeseeable emergencies arise that necessitate the closing of the
College, students and employees should consult the designated news sources
including but not limited to TV and radio stations and the College Web
site,
http://www.mitchell.cc.nc.us, as to the official status of
College activities. If these sources do not list the College as "closed"
or as having a "delayed opening," the College is open for regular business
hours. On occasion, bad weather occurs during the day after you have
arrived at work. Depending upon the circumstances, you may be directed to
a place of safety within the building or you may be told to leave. An
announcement will be made regarding cancellation of any classes due to
inclement weather by 6 a.m. In the event that it is necessary to cancel
evening classes, a decision will be announced by 3 p.m. on the day in
question.
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Policy #05-44: Personnel Files
Community College Law 115D-27. Personnel files not subject to inspection
Personnel files of employees of boards of trustees, former employees of
boards of trustees, or applicants for employment with boards of trustees
shall not be subject to inspection and inspection as authorized by G.S.
132-6. For purposes of the Article, a personnel file consists of any
information gathered by the board of trustees which employs an individual,
previously employed an individual, or considered an individual’s application
for employment, and which information relates to the individual’s
application, selection or nonselection, promotion, demotion, transfer leave,
salary, suspension, performance evaluation, disciplinary action, or
termination of employment wherever located or in whatever form. (1991,c
84,s3.)
All information contained in a personnel file, except as otherwise
provided in this Article, is confidential and shall not be open for
inspection and examination, except to the following persons.
- The employee, applicant for employment, former employee or his
properly authorized agent, who may examine his own personnel file at all
reasonable times in its entirety except for letters of reference solicited
prior to employment.
- The President and /or his or her designee.
- The Board of Trustees only when an action is pending for a resolution
to an issue. Members of the board of trustees and or the boards attorney
- Court order
- An official of an agency of the federal government, state government
or any political subdivision thereof. However, that such information shall
not be divulged for purposes of assisting in a criminal prosecution, or
for purposes of assisting in a tax investigation.
- Human Resources Coordinator.
Information placed in a personnel file may not be removed without the
President’s approval. The President has the authority to remove information,
if the item does not pertain to the information listed in the above Article.
Any information that does not pertain to the above Article shall be reviewed
by the President or his or her designee to determine if the information
belongs in the employee’s official personnel file.
—Submitted by Jodee Fulton (02.24.04)
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The Records Retention and Disposition Schedule lists various documents
that Mitchell Community College is required to maintain and the schedule
for retaining them. The schedule was developed in conjunction with
the North Carolina Division of Archives and History. Please refer to such
document for disposition instructions of all records subject to audit or
those legally required for ongoing official proceedings. Public records
including machine readable records not listed in the schedule are not
authorized to be destroyed.
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Policy #06-03: Weekend Security
The Vice-President for Finance and Administration needs to know any
time employees are going to be on campus during times when buildings are
normally closed. The security service at the College is directed to
consider anyone on the campus during weekends and holidays to be
trespassing unless blanket permission has previously been given. In
an effort to provide the kind of security that is necessary to protect
property and equipment, the Vice-President for Finance and Administration
must be informed any time faculty or staff are on campus after 10:00 p.m.,
Monday through Thursday, after 5:00 p.m. on Friday, or on Saturday,
Sunday, or holidays when the College is normally closed.
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- Policy #05-43: Financial Exigency
1. Definition of Financial Exigency
Financial exigency is defined as a significant decline in the
financial resources of the institution that is brought about by decline in
institutional enrollment, financial support or by other action or events
that compel a reduction in the institution’s current operations budget.
2. Reasons for Terminating Employment
A demonstrable, bona fide institutional financial exigency; or other
institutional threat such as fire, natural disaster, or other emergency,
may cause the College to curtail or eliminate programs, terminate
employees on annual contract, probationary employment, or a
special appointment. In addition, the College could take other measures to
protect the financial well-being of the College. The President, subject to
approval, shall make the determination of whether a condition of financial
exigency exists or whether there shall be a major curtailment or
elimination of programs by the Board of Trustees.
Procedure
When it appears that the institution will experience an
institutional financial exigency or when it is considering a major
curtailment in or elimination of a program, the President shall recommend
action to the Board of Trustees.
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Policy #01-04: Release from Employment
If an employee should desire a release from employment prior to the end
of the contract period, release from employment may be granted if
approved, in writing, by the President. Faculty members must provide a
written request 30 days prior to the end of a regular academic term.
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Policy #01-08: Gift Acceptance
Any potential gift of real or personal property must be approved in
advance by the College President who will determine if it is in the
College’s best interest to accept that gift. The "Gift Acceptance Form" must
reflect any restrictions or special requests made by the donor or the
College. The donor is responsible for determining all tax benefits resulting
from the donation. College personnel must not place value on the donated
property or gift.
- The "Gift Acceptance Form" must be approved and signed by the College
President prior to accepting a donation or gift to the College.
- Send copies of the "Gift Acceptance Form" to the appropriate
areas/persons designated on the form.
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- Policy #01-02: Personal Obligations
Employees of Mitchell Community College are expected to handle their
personal financial obligations in such a manner as to prevent the
involvement of the College or the administration. Failure to comply with
this policy may be grounds for dismissal.
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Faculty, administrators, and professional employees are expected to
serve on College Committees as part of their assigned duties. Support
staff may be asked to serve on committees if their supervisor can arrange
a suitable schedule so they can attend meetings and other associated
activities without disrupting the work flow of the related area. The
formation and membership of all official College Committees, Work Groups,
and Task Forces, must be approved by the College President. Employees
asked to serve on a committee must get prior approval from their
supervisor before agreeing to serve in order to insure coordination of
schedules and work assignments.
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- Policy #01-09: Holidays
A list of the official College holidays will be distributed prior to the
beginning of each calendar year. The President will present a proposed
list of official holidays to the Board of Trustees for their approval. The
College will be closed on official College holidays.
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Policy #06-07: Employee Checkout/Termination or
Interruption of Employment
Any time employment terminates or there is a break of employment of more
than thirty days, a check-out form must be approved by the appropriate
persons noted on the check-out form before the final paycheck is released.
This form provides for certification that all necessary reports are
complete, keys and other College property have been returned, and a
forwarding address recorded.
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Policy #04-03: Tax-sheltered Annuity
There are several options for tax-sheltered annuities available for
MCC employees. Payroll deduction plans are available in some cases.
Information concerning these programs is available from the Human
Resources office. The College only provides access to these services for
our employees as a convenience and does not assume any responsibility for
the operation or performance of these funds. Each employee must accept
full responsibility for his or her participation in these tax-sheltered
annuity programs.
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