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Personnel

Chapter 2 POLICIES, PROCEDURES & PRACTICES

2.000 FULL-TIME FACULTY

2.001 ACADEMIC FREEDOM

Number: 2.001 Legal Authority:
Title: Academic Freedom Implementation Date:
Contact: Instruction Office Revisions: 3-6-2019
POLICY:

Each faculty member is entitled to freedom in the classroom in the discussion of the subject he/she teaches. Each faculty member is a citizen and as such has the same rights as other citizens.

2.005 APPOINTMENT OF FACULTY


POLICY:
Tenured and tenure-track faculty appointment
Full-time tenure-track faculty members must be generally available for assigned activities on campus at least thirty-five hours per week. Employment is expected to continue as long as the faculty member is meeting all requirements of the position. Faculty members employed in tenure track positions will participate in a tenure review process in each of their first three years of employment. Faculty members new to the college will receive a "probationary appointment". Faculty members who have received tenure will receive a "regular appointment". A probationary contract can be renewed twice. Faculty members holding probationary contracts will participate in the tenure review process.

Reference: CCFT Agreement, Appendix A.

Definition: Full-time faculty member
Full-time faculty member shall mean a person expressly employed on a full-time contract based on 177 days; who is paid from the full-time salary schedule; who performs professional duties of a full-time faculty member; and who is generally available on campus 35 hours a week for assigned activities for the number of contracted days during the applicable contract period. A full-time faculty member and the College President may mutually agree in writing to an exception to this definition with no resulting penalty to the faculty member provided the equivalent to the above definition is worked.

Definition Pro rata faculty member
Faculty (instructional, counselors, and librarians) who are not full-time and whose work includes instruction, student advising, curriculum development and committee work may be designated pro rata faculty.

Non-tenured full-time faculty appointment
Full-time temporary faculty members must be available for assigned activities on campus at least thirty-five hours per week during the applicable contracted period. The position term is limited to agreed upon dates.

Pro-rata faculty
Instructional faculty members who employed on an annual part-time contract during the regular three (3) quarter academic year and whose services are required for student advising, committee work, and curriculum development are eligible for "pro-rata" faculty status and compensated in accordance with Appendix B, Article IV, Section 4 of the CCFT Agreement.

[Reviewed: Dr. Robert Frost, President, 8/19/14]

2.008 BARGAINING UNIT

POLICY:
The laws of the state provide a system by which the faculty members may select an organization to represent them in negotiations with the college. Centralia College faculty members have chosen the American Federation of Teachers as that organization. Centralia College recognizes the Federation as the exclusive negotiating representative for all Centralia College faculty members as defined in the negotiated agreement between the College and the Centralia College Federation of Teachers.

[Reviewed: Dr. Robert Frost, President, 06/15/2015]

2.012 CERTIFICATION OF COMMUNITY COLLEGE INSTRUCTIONAL FACULTY MEMBERS

Campus Contact: Vice President, Instruction
POLICY:
The State Board for Community and Technical Colleges, through the adoption of WAC 131-16-070, has charged each community college district board of trustees with the adoption and publication of district personnel selection practices and standards and has prescribed minimum standards of qualifications and certification for community college personnel as described in WAC 131-16-080 through WAC 131-16-094. The board has delegated this responsibility to the college president. The Vice President, Instruction has the responsibility for administering this policy. Specific questions regarding this policy should be directed to the Vice President, Instruction.
PROCEDURE:

  • Employment Qualifications.
    1. Academic transfer faculty members will hold a masters degree in the discipline to be taught, or a masters degree in education with a bachelors degree in the discipline to be taught, or a bachelors degree and 45 graduate quarter credits in the discipline to be taught.
    2. Professional technical faculty members shall have broad and comprehensive training and work experience beyond the learning period.
    3. Minimum work experience before initial certification shall be no less than two years with at least six months having occurred during the last two years.
    4. For apprenticable occupations, it shall be equal to an apprentice period.
    5. If state licensing is required, two years work experience after receipt of license is needed.

  • Professional Development Plan
    1. Full-time faculty members shall have a plan of professional development plan (PDP) approved by the respective vice president.
    2. Adjunct faculty members shall have a plan approved by the (associate) dean at the time that he/she achieves the equivalent of one year of full-time teaching experience.

  • Vocational Certification
    1. Temporary certification
      • Each individual shall complete a 15-hour orientation program.
      • Renewable only for adjunct staff members who have not accumulated forty-five (45) quarter credit hours of teaching.
      • Each individual must hold a valid first aid certificate.
    2. One-Year Certificate
      • Complete requirements for temporary certificate.
      • Three professional improvement units in methods of teaching (three professional improvement units in accordance with improvement plan for counselors).
      • May be renewed once.
    3. Five-Year Certificate
      • Complete equivalent of two years of full-time teaching.
      • Hold a one-year certificate.
      • Complete three professional improvement units in occupational analysis, or equivalent.
      • Complete three professional improvement units in course organization, or equivalent.
      • Complete three professional improvement units in accordance with the individual improvement plan.
      • Renewable upon completion of fifteen professional improvement units in accordance with the individual professional improvement plan.

    4. Definition of Professional Improvement Units for Vocational Certification
      • Forty (40) hours pre-planned work or clinical experience equals one unit.
      • One quarter credit equals one unit.
      • Twenty (20) hours pre-planned conferences and seminars equal one unit.
      • Forty (40) hours pre-planned travel equals one unit.
      • Research shall be evaluated upon the submission of the proposal.

2.015 COMMITTEE APPOINTMENTS

Contact: Vice President, Instruction
POLICY:
Service on a committee is considered part of the obligation of full-time and pro rata faculty members under the terms of employment stated in the Centralia College Federation of Teachers negotiated agreement. In addition, it is considered that faculty members accept committee appointments as part of their professional commitment to the college and to the community of scholars with whom they work.
[Reviewed and Approved: Dr. Robert Frost, President, 06/22/15]

2.021 EARLY RESIGNATION AND RETIREMENT OF TENURED FACULTY


CAMPUS CONTACT: VP of Human Resources & Legal Affairs/VP of Instruction

POLICY:
Faculty members are provided a contract each year. Faculty members planning to resign or retire at the end of a contract year are requested to notify the Human Resource office and the appropriate vice president by letter.
It is in the interest of the College to have ample time to conduct an effective search for the replacement of a tenured faculty member who is resigning or retiring at the end of the contract year. If a tenured faculty member chooses to resign or retire, the College will offer a one-time lump-sum payment, payable after the effective date of resignation or retirement, in return for early notification in accordance with the following:

  • $2,500 for written notification of resignation or retirement of tenured faculty members effective at the end of the academic year if the written notification is received by the appropriate vice president and the College Human Resource office on or before 4 p.m. of the 10th class day of Fall quarter in the same academic year.

  • $1,500 for written notification of resignation or retirement of tenured faculty members effective at the end of the academic year if received by the appropriate vice president and the College Human Resource office after the 10th class day of fall quarter but before 4 p.m. the 35th day of winter quarter.

  • $750 for written notification of resignation or retirement of tenured faculty members effective at the end of the academic year if the written notification is received by the appropriate vice president and the College Human Resource office on or before 4 p.m. on commencement day.

This one-time payment will not be calculated in present or future benefits from College retirement systems.

[Reviewed: Dr. Robert Frost, President, 06/22/2015]

2.030 EXCEPTIONAL FACULTY AWARD


PRACTICE:
The Exceptional Faculty Endowment was created by the 1990 Washington State Legislature to recognize and encourage excellence in Washington community college faculty members.
The proceeds from the endowment fund are to be used to pay expenses for faculty awards, which may include in-service training, temporary substitute or replacement costs directly associated with faculty development programs, conferences, travel, publication, and dissemination of exemplary projects; to make a one-time supplement to the salary (gross, tax and retirement withholdings must be made) of the holder or holders of a faculty award for the duration of the award; or to pay expenses associated with the holder's program area. Funds from this program shall not be used to supplant existing faculty development funds.

Eligibility
Awards may be made only to persons holding faculty assignments as defined by RCW 28B.52.010, which states that "academic employee" means any teacher, counselor, librarian, or department head, who is employed by any community college district, whether full- or part-time, with the exception of the chief administrative officer of, and any administrator in, each community college district.

To be eligible for the award, the individual considered must have completed the equivalent of three years of full-time work as an academic employee of Centralia College. A recipient of an award will not be eligible to receive another award for a period of five years.

Complete guidelines for the Exceptional Faculty Award are available from the Centralia College Foundation Office.

2.033 FACULTY MEETINGS


POLICY:
To preserve and enhance critical working relationships, full attendance by members of the faculty is expected at faculty meetings.

PRACTICE:
Faculty meetings may be scheduled by the Vice President, Instruction. Faculty members are expected to attend. Absences must be prearranged with the (Associate) Dean. Faculty members will be notified at least three days before all faculty meetings. On occasion, special meetings or meetings with a time change for convenience may be called.

2.042 LEAVE


POLICY:
Faculty leave provisions, including sabbatical leave, are addressed in the CCFT Agreement, Sick Leave "Buy Back."
Each January, Full-time faculty members may elect to receive pay for hours earned in excess of 480 hours. Compensation shall be paid at a rate of 25% of total hours earned in the previous year minus sick leave hours taken.

Reference: CCFT Agreement
[Reviewed & Revised: Dr. Robert Frost, President, 06/22/15]

2.048 PHASED/EARLY RETIREMENT


Campus Contact: Human Resources Office

POLICY:

The College may offer incentives for early retirement when it is beneficial to both the college and the faculty member. Examples of such incentives may include the following:

  1. Phased Early Retirement - The phased early retirement option provides for reduced load employment following an employee's retirement from his/her full-time appointment.
  2. Complete Early Retirement - The complete early retirement option provides for the purchase of valuable tenure rights of employees in exchange for the employee's separation for service at a time earlier than normal.
  3. Other Early Retirement Options - Other early retirement options not covered above may be implemented at any time upon written mutual agreement between the academic employee and the College President.

Reference: CCFT Agreement
[Reviewed: Dr. Robert Frost, President, 06/22/15]

2.057 RELEASED TIME


POLICY:
Whenever a faculty member is given released time from classroom duties to engage in some other activity for the college, the released time duties shall be specified in writing, stating clearly what the faculty member is to do (e.g., recruiting, visitation, developing a new course, teaching a later afternoon or evening class) and what will constitute satisfactory completion of the activity or assignment.
Since teaching a class requires not only classroom time, but also time for preparation, conferring with students and other related activities, it is reasonable to expect a minimum of two hours of released time activity for each hour of class time from which the instructor is relieved. For example, an instructor who is released from a five-hour lecture class shall devote ten hours per week to the released-time activity.

2.066 SHARED LEAVE - Faculty, Exempt, Classified


POLICY:
In accordance with RCW 41.06.150 and Washington State Laws of 1989, Centralia College employees may participate in a Shared Leave Program. This program allows employees to request that leave be donated to a shared leave account to cover extraordinary illnesses and injuries for which such employees have no leave balances to cover. This program further allows employees to donate portions of their annual leave balances to such fellow employees who have been approved for receipt of donated leave.
PROCEDURE:

Any eligible Centralia College employee who is suffering from, or has a relative or household member suffering from an extraordinary or severe illness, injury, impairment, or physical or mental condition which has caused or is likely to cause the employee to take leave without pay or terminate his or her employment is eligible to receive donated annual leave hours from any other Centralia College employee. This program also has specifications for Approval Process, Donating Annual Leave Hours, Converting Hours Donated to Hours Received, Return of Unused Shared Leave, and Shared Leave Records. Copies of the entire procedure are available in the Human Resource Office.

[Reviewed: Dr. Robert Frost, President, 06/22/15]

2.069 STUDENT WORKERS


PROCEDURE:
Request student workers by completing a "Request for Student Employee" form. Submit the completed form to the Student Job Center. If approved, the Student Job Center will make referrals of eligible students. In general, requests should be made in May for the coming school year. For more information, contact the Student Job Center.

2.072 STUDENT CLUB/ORGANIZATION ADVISOR RESPONSIBILITIES


PRACTICE:
In general, the advisor to a chartered student club/organization should serve to represent the students and the club/organization to the college and the college to the student club/organization. It is the role of the advisor to ensure that the affairs of the club/organization are conducted in a business-like fashion within contexts of the existing college policies and procedures, rather than dictate what members of the club/organizations should and should not do. Members of the club/organization should be able to count on the advisor for assistance and guidance in planning and conducting the program and activities of the club/organization.
Specifically, the advisor must:

  1. Attend the club/organization's meetings whenever feasible.
  2. Approve expenditures incurred by the club/organization and ensure that the treasury of the club/organization is kept on deposit with the college and within guidelines of the Financial Code.
  3. Participate in the planning of the activities and conduct of the club/organization.
  4. Attend daytime programs (except when prevented from doing so by class conflict) and attend all evening and weekend programs sponsored by the club/organization.
  5. Keep the Director of Student Programs fully informed about the programs and activities of the club/organization.
  6. Assist in the general development of the club/organization program and accomplishments of its purposes.

2.075 TENURE


POLICY:
RCW 28B.50.850 provides that a community college shall grant or refuse tenure within four years after initial employment.
PROCEDURE:
The tenure process is intended to be a professional development period with the tenure committee and the probationary faculty member working closely together. The process evaluates professional development, teaching, and service toward excellence.
The Centralia College tenure process is part of the negotiated agreement.
Reference: CCFT Agreement

2.100 ADJUNCT FACULTY

2.101 APPOINTMENT OF ADJUNCT FACULTY


POLICY:
The President delegates to the Vice President, Instruction and to the Vice President, Student Services, the authority to hire or terminate adjunct faculty members in their respective areas. The Vice President, Instruction delegates to the (Associate) Deans this same authority.
PRACTICE:
In Instruction, the (Associate) Deans hire and terminate adjunct faculty.

2.105 CERTIFICATION OF COMMUNITY COLLEGE INSTRUCTORS

Reference: Policy Handbook, Chapter 2, Section 2.012, Certification of Community College Instructors.

2.115 CONTRACTS


POLICY:

Before employment, individuals must complete an application form, INS-9, W-4, and Drug Free Workplace form. Contracts issued to adjunct faculty members are normally on a quarterly basis with no expectation of future employment.

PRACTICE:
If on the first day of class, there are insufficient students to warrant paying a full adjunct faculty contract, the faculty member may be given the opportunity to accept a prorated contract before the class is cancelled. If students are added to the class during the first ten days of the quarter, the contract amount is increased. If students drop the course during the first ten days of the quarter, the faculty contract will not be reduced below the agreed upon first day amount. The (associate) dean is responsible for determining whether or not a class is cancelled or offered at a reduced contract to the adjunct faculty member. There may be times when enough students enroll initially, but too many drop out during the first five days of the quarter for the class to be viable. In this case, the class may be cancelled and adjunct faculty members will receive compensation for the amount of time the class was in session.
[Reviewed: Dr. Robert Frost, President, 6/29/2015]

2.120 ELIGIBILITY FOR BENEFITS


POLICY:
Consistent with applicable State Employee Benefits Board regulations and Washington State Health Care Authority, an adjunct academic employee shall be eligible for insurance benefits beginning the second consecutive quarter in which the assignment is half time or more, at one more institutions of higher education as determined by the campus Human Resource Office.

[Revised and Reviewed: Dr. Robert Frost, President, 10/21/2014]

2.140 LEAVE


POLICY:
Faculty members employed on adjunct and/or quarterly contracts shall earn sick leave based on their contracted FTEF multiplied by seven (7) for each month they are in active teaching status. At no time shall the total hours of sick leave earned per month exceed seven (7) hours. Adjunct faculty shall be granted three (3) days (prorated) sick leave upon the first day on which their initial assignment begins. After the initial quarter of employment, adjunct faculty shall accumulate such leave at the rate of one (1) day (prorated) for each calendar month during which they are employed for a contractual day, provided the total does not include more than twelve (12) days during any given twelve (12) month period. (Adjunct faculty should review the negotiated agreement for details regarding usage, accrual, and other related matters to sick leave).
All absences from class, except illness, family illness, bereavement, approved emergency leave, or jury duty, will be considered leave without pay. Unauthorized absence or leave taken without following institutional procedures shall result in a salary reduction and may result in termination.

PROCEDURE:
Leave Requests
All leaves with pay must have approval except for emergencies of a catastrophic nature and unexpected illness. A leave request form must be submitted well in advance of the desired leave(preferably at least 7 days). The leave must be approved by the appropriate (Associate) Dean or Vice President before departing from the college.
In the case of an unexpected emergency or illness, the leave request form must be submitted no later than three (3) days from the faculty member's return to the college.
It is important to note that the faculty member is responsible for submitting the leave request form and verifying that the leave has been approved as a leave with pay.
Call in
Adjunct faculty members who experience an unexpected illness and cannot fulfill their obligations must notify the Instruction or Student Services (as appropriate) office so that alternative arrangements can be made or the class cancelled for that day/evening. Failure to notify the appropriate office may result in leave without pay. Additionally, if the class is cancelled, the instructor shall be responsible for notifying the students of the cancellation.
[Reviewed: Dr. Robert Frost, President, 6/29/2015]

2.150 TENURE

POLICY:
Adjunct and pro-rata faculty members are not eligible for tenure.
[Reviewed: Dr. Robert Frost, President, 8/19/14]

2.155 TERMINATION

POLICY:

For sufficient cause, adjunct faculty members may be terminated before the end of the term of the contract. Adjunct faculty members may be temporarily suspended when the Vice President or (Associate) Dean believes such action is necessary to protect the interests of the college, safeguard college property, or protect students' interests. Personnel are not paid for work missed while under suspension unless they are reinstated.

PROCEDURE:
Adjunct faculty members who have been suspended or terminated for cause have the right to appeal. An appeal (in writing) is given to the administrator who issued the termination or suspension within five (5) days after being notified of the termination or suspension. All such appeals will be referred to an administrative hearing as defined in RCW 34.05. The Vice President, Human Resources and Legal Affairs is designated the hearing officer for all appeals from adjunct personnel and is required to make a recommendation to the college President within five (5) days after the hearing is concluded. The college President will make the final decision.

[Reviewed: Dr. Robert Frost, 8/19/2014]

2.200 COMMUNITY SERVICE INSTRUCTORS

2.201 PAY RATE


POLICY:
Community service class instructors are paid based on the number of students enrolled in the class and on the particular fee charged as tuition for that class. The Continuing Education Office can provide the rates of pay for community service classes. Community Service instructors are not covered by the CCFT negotiated agreement.

2.300 ADMINISTRATIVE AND EXEMPT PERSONNEL

2.301 GENERAL POLICY


Centralia College is committed to providing its exempt staff with consistent policy, procedures and guidelines for time and leave reporting, salary and title changes, and training and development and other items. For purpose of these policies, procedures and guidelines, exempt staff include the President, Vice Presidents, Deans, Associate Deans, Directors, Managers, Assistant to the President and Vice President's, Coordinators and Specialists. The College recognizes that employees in these groups are responsible for outcomes and getting assignments done without regard to set work time and schedules.

[Reviewed: Dr. Robert Frost, President, 7/6/2015]

2.305 CERTIFICATION OF COMMUNITY COLLEGE PERSONNEL


POLICY:
The State Board for Community and Technical Colleges, through the adoption of WAC 131-16-070, has charged each community college district board of trustees with the adoption and publication of district personnel selection practices and standards and has prescribed minimum standards of qualifications and certification for community college personnel as described in WAC 131-16-080 through WAC 131-16-094. The board has delegated this responsibility to the president.

Reviewed: Dr. Robert Frost, President, 7/6/2015]

2.310 COMPENSATION


POLICY:
It shall be the policy of the president that administrators are compensated commensurate with their job responsibilities and performance. Salary increases shall be based on the results of biennial evaluations, and/or adjustments in responsibilities and will be subject to limitations imposed by the SBCTC and legislative appropriations.
[Policy delegated by BOT to College, 9/21/ 2000.]
PROCEDURE:
Salary and Title Changes

  1. General: Exempt positions are assigned to one of eight bands based on the nature of work, level of duties and responsibilities. Human Resources is responsible for evaluating and assigning the appropriate band for each exempt position. Review of positions must be initiated by a president, a vice president or the director of GHEC.
  2. Assignment of Salary Bands: Salary band assignments will take into consideration an evaluation of job duties and responsibilities, interviews with affected employee, employee's supervisor, president, and/or vice-president as it relates to the following elements:
    • Planning, implementing, coordinating and controlling resources and personnel for a multi-emphasis department or single emphasis department.
    • Major responsibility for implementing broad based, cross-divisional policies.
    • Work with external agencies.
    • Day to Day management responsibilities for a specific program within a department.
    • Complexity and responsibilities of the job.
    • Budget monitoring and control.
    • Special assistance for correspondence, project management, public relations.
    • Fiscal management; and/or
    • Importance of the job to the success of the College.
  3. Salary Adjustments: The College may adjust the salary of an employee to address issues related to recruitment and retention, salary compression or inversion, increased duties and responsibilities, or to address salary inequities. The president and the vice president may recommend that the salary band assigned to a position be adjusted due to external market considerations, which preclude the College from recruiting or retaining qualified employees for a particular position.

  4. The following situations will typically support recommendation for a salary increase for an individual position:
    • Position Upgrade--A position's duties and responsibilities have increased or changed substantially resulting in a placement to higher salary-band.
    • Salary Adjustment Within An Existing Band--A salary increase within the current band may be authorized based on one or more of the following considerations:
    • Increased duties and responsibilities;
    • Market-related pressures;
    • An employment offer from a source outside the College;
    • Active recruitment of an employee by a source outside the College; and/or
    • Inequity of salary relationship(s).
  5. Legislative Authorization - All salary adjustments based on factors other than increased duties and responsibilities must be legislatively authorized.

  6. Title Changes-Employees' titles will be changed consistent with their placement in one of the eight band categories.

2.315 CONTRACT YEAR


POLICY:
Administrative and exempt personnel employed for over half-time and for more than six months are eligible to receive state insurance benefits.
[Revised and Reviewed: Dr. Robert Frost, President, 10/21/2014]

2.320 ELIGIBILITY FOR BENEFITS


POLICY:
Administrative and exempt personnel employed for over half-time and for more than six months are eligible to receive state insurance benefits.
[Revised and Reviewed: Dr. Robert Frost, President, 10/21/2014]

2.330 EXCHANGE TIME


POLICY:
Administrators and other exempt "professional" employees are expected to work the number of hours it takes to do the work assigned. They are contracted on an annual basis to perform certain duties and responsibilities and do not report their hours on an exception basis. They are not entitled under state and federal law to overtime compensation for hours worked over forty per week. This means that from time to time, these employees are expected to put in those extra hours as needed without additional compensation.

There are times, however, when this expectation would be inappropriate due to the extent of the number of hours required. In those cases, where special projects require a substantial number of extra hours worked, these employees may request discretionary leave.

[Reviewed: Dr. Robert Frost, President, 7/6/2015

2.335 FLEXIBLE SCHEDULE


POLICY:
The supervisor reserves the right to arrange for a flexible schedule with an employee as long as the schedule would satisfy the mission, goals and objectives of the college as identified by the supervisor.

[Reviewed: Dr. Robert Frost, President, 7/6/2015]

2.345 LEAVE


POLICY:
Administrative and exempt staff is entitled to various leaves. The supervisor must approve leaves in writing in advance. Emergency or unexpected leaves without prior approval require a call-in for each day of absence.
PROCEDURES: *Applicable procedures apply to classified staff also.
Time and Leave Reporting

  1. Annual Leave: Employees are not required to charge leave balances to cover supervisor-approved part-day absences for less than four (4) hours and shall be paid their regular salary despite such absences.
  2. Sick Leave: Sick leave usage for personal medical, dental or optical appointments, or for family or household members' appointments when the presence of the employee is required, if arranged in advance with the employee's supervisor, will not need to be reported when appointments require an absence from work of fewer than four (4) hours per appointment.
  3. Leave Usage: Leave usage provided under these guidelines is not intended to supersede any rights an employee would have under state and federal law.
  4. Reporting Leave: Employees shall report any leave taken (4 or more hours) consistent with Centralia College leave request procedures (see next section).

Leave Requests
  1. All leaves, either vacation or sick, must have approval of the supervisor. A leave request form must be submitted well in advance of the desired leave (preferably at least 7 days). The leave must be approved before departing from the college except in the event of illness or an emergency, in which case the supervisor must be called.
  2. In the case of an unexpected emergency or illness, the leave request form must be submitted no later than three (3) days from the administrator's return to the college.
  3. All types of leave shall be requested and documented on appropriate forms approved by the college.
  4. Records of all types of leave accumulation and usage shall be kept by the human resources office. The president, or other designated administrator, shall keep records of leave requests on a monthly basis for submission to the personnel office.
  5. Any accrual type leave shall continue to accrue during usage of any such leave.

Call In
In the event an administrative or exempt employee has an unexpected illness or emergency, he/she must inform the supervisor of the need for the absence from the college on that day. Administrative or exempt employees are required to call in every day of their absence unless prior arrangements have been made. Calling the supervisor does not give the administrative or exempt employee approval for the leave. A leave request form must be submitted and approved upon their return to work.
Annual Leave - Accrual
  1. Administrative and exempt staff on twelve-month contracts will accrue annual leave at the rate of twenty-four days per year. The manner of accrual shall be two days per month (i.e. 16 hours).
  2. Administrative and exempt staff on permanent part-time contracts or full-time contracts for more than six months but less than twelve months duration will accrue annual leave on a pro-rata basis for the months contracted.
  3. Unused annual leave may be accumulated up to a maximum of thirty (30) days, forty-four (44) days for administrators hired by District XII before October 1, 1984. Leave in excess of maximum must be used before June 30 each year.
  4. The Board of Trustees may determine the vacation leave amounts, usage rules, and rules regarding excess accumulation and cash out for the President/CEO of the college at its discretion pursuant RCW 43.01.042.

Annual Leave - Usage
  1. Administrative and exempt staff is encouraged to take at least fifteen days of annual leave each year.
  2. Annual leave shall be scheduled at a time convenient to the college, the determination of which shall rest with the employing official or his/her designee.
  3. As far as possible, leave will be scheduled in accordance with the wishes of the employee in any amount up to his/her earned leave credits.
  4. Leave accrued in excess of the maximum, identified in subsection C under Annual Leave -Accrual, must be used before June 30 each year.
Annual Leave - Excess Accumulation
There are two methods which allow excess accumulation of vacation leave above the maximum:
  1. Statement of necessity:
    • If an employee's request for annual leave is deferred by the college president or his or her designee, then the maximum vacation accrual will be extended to avoid a loss of excess annual leave credits provided that a statement of necessity justifying the deferral is approved and filed with the human resource office prior June 30.
    • In no case will a deferral exceed one- hundred eighty (180) calendar days in duration.
  2. Condition not requiring a statement of necessity:
    • As an alternative to, and not conjunctive with, subsection 1a of this section, an employee may accumulate vacation leave in excess of the maximum between July 1 and June 30 of each fiscal year.
    • If the leave is not used before July 1 of each year, the excess leave will be automatically extinguished and considered to have never existed.
Annual Leave - Excess Accumulation
There are two methods which allow excess accumulation of vacation leave above the maximum:
  1. Statement of necessity:
    • If an employee's request for annual leave is deferred by the college president or his or her designee, then the maximum vacation accrual will be extended to avoid a loss of excess annual leave credits provided that a statement of necessity justifying the deferral is approved and filed with the human resource office prior June 30.
    • In no case will a deferral exceed one- hundred eighty (180) calendar days in duration.
  2. Condition not requiring a statement of necessity:
    • As an alternative to, and not conjunctive with, subsection 1a of this section, an employee may accumulate vacation leave in excess of the maximum between July 1 and June 30 of each fiscal year.
    • If the leave is not used before July 1 of each year, the excess leave will be automatically extinguished and considered to have never existed.
Annual Leave - Cash Out
Cash payment in lieu of accumulated annual leave may be made up to a maximum of thirty (30) days under the following conditions:
  1. Upon resignation, except in cases where an administrator transfers to another Washington State agency, in which case his/her leave balance will also be transferred to the receiving agency;
  2. Upon layoff or dismissal;
  3. Upon retirement; and
  4. At death.
  5. Cash payment in lieu of accumulated annual leave may be made in excess of the thirty (30) days limit under the following conditions:
    • The administrator gives timely and proper notification of his/her intent to retire or resign (except in cases of a transfer to another state agency), is laid off or is terminated by the employer, will be entitled to the accrued vacation leave.
    • The administrator is a member of the PERS I, WSTRS I, or TIAA/CREF retirement system and was employed by Community College District Twelve prior to October 1, 1984; in which case the maximum cash payment for accumulated annual leave shall be the maximum allowed by the retirement system in computing pension benefits. Currently, this amount is two years of vacation benefits or a maximum of forty-four (44) days).
Transfer of Annual Leave
Administrators transferring to the College from another state agency or state community college can bring with them up to thirty (30) days of annual leave.
Personal Holiday
Administrative and exempt staff is entitled to one day of personal holiday per calendar year. This day is not accumulative.
Sick Leave (Illness and Injury)
  1. Full-time administrators on twelve, eleven or ten month contracts shall earn twelve, eleven or ten days respectively of sick leave, commencing with the first day work is to be performed.
  2. After twelve months of employment, full-time administrators shall accrue sick leave at the rate of one (1) day for each calendar month they are employed or on approved, paid leave for a minimum of one contract day.
  3. All other contracted administrators shall earn one (1) day of sick leave per month.
  4. Each administrator's unused sick leave shall accumulate from year to year without limit so long as she or he is continuously employed in the district.
  5. The employer reserves the right to request reasonable proof in the event of leaves for illness or injury.
  6. Sick leave shall be allowed an administrator up to the amount of the earned balance under the following conditions:
    • Because of, and during, illness, disability, or injury which has incapacitated the administrator from performing required duties.
    • By reason of exposure to a contagious disease during such period as attendance on duty would jeopardize the health of fellow employees or the public, and the condition is verified by appropriate health officials.
    • For the purpose of medical, dental or optical appointments if arranged in advance with the employing official or his designee.
  7. In the event the spouse, child or immediate family of an administrator is seriously ill or injured and the presence of the employee is required at the place of emergency, the administrator may be granted leave with full pay for not more than five days per contract year.
  8. The administrator shall notify the immediate supervisor at the earliest appropriate time after determining the necessity of sick leave usage. If unable to contact the appropriate supervisor at that time, arrangements shall be made for the next best appropriate means of communicating to the supervisor the reason sick leave is necessary and any information relating to coverage of assigned duties, the estimated leave time, where and when contact may be made during such leave, and any other information necessary. Attempts shall be made to minimize the disruption or inconvenience to the institution that might result from the administrator's leave.
  9. Pursuant to applicable statute, administrators may cash in unused sick leave days in excess of an accumulation of sixty (60) days at a ratio of one (1) full day's pay for each four (4) full accumulated compensable sick leave days consistent with the following rules:
    • Days cashed in during January of each year shall be limited to any compensable days earned the previous calendar year less sick leave days actually used during such period.
    • Days cashed in upon death or retirement shall include all compensable days as herein defined which have not previously been cashed in. Retirement shall be determined pursuant to the applicable retirement system. For the purposes of TIAA/CREF, retirement due to age shall not be considered to have occurred before attainment of age fifty-five (55).
    • All days earned after July 1, 1981 shall be deemed compensable. Days accumulated or transferred into the district before July 1, 1981 shall be deemed compensable based on one (1) day for each calendar month during which a contractual day was worked. Additional accumulated days shall be retained as non-compensable days.
    • Days of sick leave used during the previous calendar year shall be drawn from the days accumulated in the compensation account during that same year. Days taken in excess of the annual accumulation shall be deducted from the auxiliary account, until such time that this account is depleted, following that any further absence shall be taken from the compensation account.
    • No combination of circumstances shall result in more than one (1) compensable day being earned per month, or the 180 maximum in effect through spring quarter, 1980, being invalidated.
Bereavement Leave
  1. Leave up to a maximum of five (5) days per bereavement shall be granted in the event of a death in the administrator's immediate family.
  2. Leave time to pay last respects to very close deceased friends may be granted for a partial day.
  3. All approved bereavement leave requests will be deducted from accumulated sick leave balances.
Civil Duty Leave
Leave of absence with pay shall be granted administrators to serve jury duty, as trial witnesses, or to exercise other subpoenaed civil duties.
Professional Meetings and Conferences Leave
  1. Administrators may be granted leave for attendance at official institutes, conferences, and/or professional meetings.
  2. The purpose of such leave must be to add to the professional capabilities in the administrator's field.
  3. The administrator's regular duties shall not suffer unduly or disproportionately to the benefits anticipated from the leave activity.
Personal Leave
Upon the approval of the president, administrators may be granted limited personal leave. Terms and conditions of such leave will be specified in the administrator's individual contract of employment as determined by the president, and such leave is non-accumulative and non-compensable upon separation from the district.
Discretionary Leave
  1. The president, vice-president or director of GHEC may authorize discretionary leave for exempt personnel under circumstances in which an employee has taken on an extraordinary assignment(s) which necessitated working an excessive amount of hours for an extended period of time. An employee may be granted up to six full days of discretionary leave within the calendar year.
  2. Discretionary leave may only be used in full day increments. It will be used before annual leave unless this would result in a loss of accumulated leave beyond 240 hours. Discretionary leave must be used by December 31 of each calendar year or be forfeited. Unused discretionary leave may not be cashed out or transferred to another unit on campus.
  3. Supporting documentation justifying the request to award discretionary leave must be completed by the appropriate president, vice-president or director of GHEC. Documentation will be in the form of a signed and dated memorandum addressing the nature and the extent of extraordinary circumstances, and the number of days to be granted the employee.

Educational Leave
  1. Paid - non-accrual:
    • Paid educational leave may be granted to exempt employees to attend institutes for the purpose of advanced study or to attend regionally accredited colleges and universities for the purpose of obtaining a first bachelors of arts or sciences, a first masters, a first professional, or first doctorate degree.
    • An exempt employee may be granted up to twelve days of paid educational leave per year until degree attainment upon immediate employment with the college.
    • An additional twelve days may be granted for those employees who have worked for the college at least two consecutive years and use their annual leave to match the educational leave granted on a day-for-day basis.
    • The appropriate vice president must approve educational leave.
    • In the case of an executive level employee, the appropriate supervisor must approve educational leave.
  2. Unpaid:
    • Upon approval by the president, leave of absence without pay may be granted any full-time administrator for the purpose of attending an institution of higher learning.
    • The application for such leave shall contain a statement of the plan of study and name of the institution the administrator plans to attend.
    • Such applications should be filed by April 1 for leave scheduled to start the next academic year.
    • Upon being granted such leave, the administrator shall be eligible to maintain State Employees Insurance Board approved insurance programs at the administrator's own expense throughout the leave period.
    • Leave of absence without pay extends from the time an employee's leave commences until he/she returns to continuous service.
Personal Leave
A leave without pay for compelling personal reasons may be granted to a full-time administrator for up to one year upon approval of the college president. Leave of absence without pay extends from the time an employee's leave commences until he/she returns to continuous service.
Other Leave without Pay
Leave of absence without pay extends from the time an employee's leave commences until he/she returns to continuous service. Leave of absence without pay may be allowed for any of the following reasons:
  1. Conditions applicable for leave with pay,
  2. Maternity leave, and
  3. Leave for government service in the public interest except that administrators shall receive normal pay for military leave of absence taken pursuant to RCW 38.40.060.
[Revised and Approved by: James M. Walton, President, 4/1/14] [Reviewed: Dr. Robert Frost, President, 7/6/2015]

2.350 OVERTIME


POLICY:
Exempt staff covered by these guidelines are not eligible for overtime compensation.
[Reviewed: Dr. Robert Frost, President, 7/6/2015]

2.355 PART-TIME EXEMPT


POLICY:
A part-time schedule is any work schedule less than one FTE (full-time equivalent). Although a regular and predicted work schedule may be established, a part-time exempt staff employee in this group will be expected to remain flexible to accommodate the mission, goals and objectives of the unit.
[Reviewed: Dr. Robert Frost, President, 7/6/2015]

2.360 PROFESSIONAL TRAINING AND DEVELOPMENT


Priority: Staff training and development is a high priority for exempt staff of Centralia College. A well-designed consistent program should:

  1. enhance an employee's knowledge, skills and abilities;
  2. enhance supervisory and management skills and accountability;
  3. enhance fiscal management of resources; and
  4. enhance and expand an employee's capacity for professional growth.

Training and Development defined: Any activity engaged in by an employee whether formal (e.g. lectures, workshops, conferences) or informal (e.g. books, videos, articles) that addresses the required training and development objectives as outlined in this section.
Requirements: Exempt employees are expected to complete training and development in the areas listed below every two years. It is the responsibility of the employee to seek out various modes of training and provide the College with proof of completion. Proof of completion must be provided to Human Resources by completing the exempt verification of training form and providing any necessary attachments as identified on the form.
Core Institutional Training Requirements (minimum of 2 hours every two years):
  • Sexual Harassment
  • Disability Accommodation
  • Civil Rights Discrimination and Harassment
  • Washington State Employee Ethics
  • Workplace Safety
  • Performance Evaluations
  • Public Records
  • FERPA
  • Classified Union Contract
  • Hiring Procedures to include reference checking
  • Employee discipline
  • Diversity
  • Conflict Resolution/Communications
  • Fiscal Management
  • Customer Service
  • Mandatory Reporting of Child Abuse
  • Title IX and Violence against Women's Act (VAWA)
Specific Job Skills: Exempt employees must work with their respective manager/supervisor to determine the appropriate training and development courses related directly to their work. Employees may count specific job skills credit toward the above mention required training if they are directly related to the employee's position. Employees are expected to complete at least 52 hours of specific job skills training every two years.
Staff Trainers: Employees who conduct training in the above listed areas will receive the same amount of credit as those who participate.
College Fund: Professional development funds are available to all administrative and exempt employees. Each administrative and exempt employee may request reimbursement from this fund for attendance at seminars, tuition reimbursement, and applicable professional development activities.
Unit Fund: Administrative and exempt unit budgets contain allocations for administrative and exempt personnel and their employee's use for official college business. These funds may be used for such expenses as are necessary to attend seminars, conferences, workshops, professional meetings and other professional development related activities. Amounts available in these budgets vary depending on size of unit and the requirements of the office. Use of any travel funds is monitored in accordance with Office of Financial Management regulations by the Business Office. Individual requests for travel are approved by the appropriate dean, vice president, or the president.
[Reviewed: Human Resources 6/22/2016]

2.370 RETIREMENT MEDICAL EXPENSE PLAN FOR EXEMPT EMPLOYEES (VEBA)


Effective Date of Plan: The Centralia College medical expense plan for exempt employees is effective August 14, 1997.

Employees Covered by the Plan: All non-faculty and non-temporary employees of Centralia College who are eligible to accrue sick leave and who are exempt from RCW 41.06 (the State Civil service law) are covered by the medical expense plan.
Administration of the Plan: The plan will be administered by VEBA CTC ("Plan Administrator"). When an eligible employee retires, an amount equal to (and instead of) his/her sick leave buyout will be deposited by Centralia College directly with the Plan Administrator. The Plan Administrator will thereafter be responsible for payment of the retiree's medical insurance premiums and medical, dental, and vision care expenses not covered by insurance (including co-payments and deductibles). Such payments will be made from a retiree's account until such account is exhausted. The Plan Administrator will also be responsible for accounting for each retiree's account, providing reports of account activity to the retiree, paying investment returns on each account, and applying administrative fees to each account.
PROCEDURE:
Required Employee Agreements: Before funds are deposited in a retiring employee's account, the employee is required to sign an agreement to participate in the plan. Such agreements are required by Section I. (5) of SHB 2090 to "hold the employer (Centralia College) harmless should the United States Government find that the employer or the employee is in debt to the United States as a result of the employee not paying income taxes due on the equivalent funds placed into the plan, or as a result of the employer not withholding or deducting a tax, assessment, or payment on the funds as required by federal law. The agreement must also include a provision that requires an eligible employee to forfeit remuneration. . . {for unused sick leave at retirement if} the employee refuses to execute the required agreement."
Annual Plan Review: In November or December of each year, Human Resources will consult with any exempt Centralia College employees who are eligible for retirement in the coming calendar year regarding continuation of the plan for that year. All exempt employees will be notified of the decision whether or not to continue the medical expense plan. In the event the College's medical expense plan is discontinued, the accounts of former employees who have already retired will remain in effect. Contact the Human Resource Officer for further information and to receive the Medical Expense Plan Enrollment form.
[Reviewed: Human Resources 10/21/2014]

2.385 STUDENT EMPLOYEES


POLICY:

  1. Students who are employed by Centralia College are exempt from Department of Personnel rules who either:
    • Work five hundred sixteen (516) hours or less in any six (6) consecutive months, exclusive of hours worked in a temporary position(s) during the summer and other breaks in the academic year, provided such employment does not:
    • Take the place of a classified employee laid off due to lack of funds or lack of work; or
    • Fill a position currently or formerly occupied by a classified employee during the current or prior calendar or fiscal year, whichever is longer;
    • Are employed in a position directly related to their major field of study to provide training opportunity; or
    • Are elected or appointed to a student body office or student organization position such as student officers or student news staff members; or
    • Are employed through the state or federal work study programs.
    • Are participating in a documented and approved programmed internship that consists of an academic component and work experience.
  2. No student employee, regardless of funding source, may work five or more months of 70 hours or more compensated employment in a 12-month period. To ensure compliance with this restriction, student employees generally will be restricted to a maximum of 15 or 16 (depending on funding source) hours per week of compensated employment. However, during breaks (when no classes are in session) students may be permitted to work up to a maximum of 30 hours per week. In addition, no person may be employed as a regular college employee while employed as a student employee.

[Reviewed: Human Resources 6/22/2016]

2.390 TEMPORARY EMPLOYEES


POLICY:
Centralia College temporary employees are exempt from the Department of Personnel rules if:

  1. The work is performed in the absence of an employee on leave for more than six consecutive months in accordance with WAC 251-19-120(2); or
  2. Work is performed in less than one thousand fifty hours per twelve calendar months in accordance with WAC 251-04-040(5).
A complete copy of the Temporary Employment procedures is available in the Human Resource Office.
[Reviewed: Human Resources 6/22/2016]

2.395 WORK HOURS


POLICY:
It is generally expected that individuals employed on a 1 FTE basis be available on-campus during normal business operations of the college to respond to students, clients, customers, management, co-workers, subordinates, as well as being available for governance, committee assignments and other business needs of Centralia College. Given the nature of work by employees covered by these guidelines, schedules may require work in excess of the normal business operations of the College. Therefore, employees in this group are expected to devote the time necessary to deliver the highest quality services and to remain flexible to accommodate the mission, goals and objectives of Centralia College. Conversely, the college will recognize these expectations and understand the flexible nature of time demands placed on exempt staff.

[Reviewed: Human Resources 6/22/2016]

2.400 CLASSIFIED EMPLOYEES

2.415 HOLIDAYS


Campus Contact: Employees - Vice President of Human Resources & Legal Affairs | Students - Vice President of Student Services

There are 10 paid holidays during the year for permanent employees. They include:

  • New Year's Day
  • Labor Day
  • Martin Luther King's Birthday
  • Veterans' Day
  • Presidents' Day
  • Thanksgiving Day
  • Native American Heritage Day
  • Memorial Day
  • Christmas Day
  • Independence Day
Some days may be changed to accommodate a longer vacation on certain holidays. Employees must be in pay status on the workday immediately before the holiday in order to be credited with holiday pay.
Personal Holiday - In addition, classified and exempt employees receive one personal holiday per calendar year. This holiday may be used at any time during the year with the supervisor's approval. The personal holiday is non-accumulative and it must be used in the year earned. Classified employees must be continuously employed for four months before using this holiday.
[Reviewed and Revised: Dr. Robert Frost, President, 11/6/14]

HOLIDAYS FOR REASONS OF FAITH OR CONSCIENCE College Employees: College employees are entitled to two unpaid holidays per calendar year for reasons of faith or conscience or for organized activities conducted under the auspices of a religious denomination, church, or religious organization. The college must allow an employee to take their unpaid holidays on the specific days desired unless an employee's absence would impose an undue hardship on the college or the employees necessary to maintain public safety. Undue hardship is defined by WAC 82-56-020. Employee seniority will not be impacted by absences authorized under this policy Each holiday taken under this policy must be taken as a whole day, i.e. the day may not be divided into hours and taken piecemeal. Employees shall consult with their supervisor at least two-weeks in advance of any desired unpaid holiday unless the purpose of the unpaid holiday was not known until later. Employees shall request unpaid holidays following the same procedure as requesting any other leave. Students: College students are entitled to two days of excused absences per academic year for reasons of faith or conscience or for organized activities conducted under the auspices of a religious denomination, church, or religious organization. Students' grades may not be adversely impacted by absences authorized under this policy. Each holiday taken under this policy must be taken as a whole day, i.e. the day may not be divided into hours and taken piecemeal. (See, Chapter 4 Student Policies, Procedures, & Practices 4.114 for procedure.)
LEGAL AUTHOIRTY: RCW 1.16.050 Substitute Senate Bill 5713 RCW 28B.10.039
[Adopted: Dr. Robert Frost, President, 11/6/14]

2.420 HOURS OF WORK


POLICY:
The college is open days and evenings requiring some employees to have varied time schedules. Daytime employees work from 8:00 a.m. to 5:00 p.m. with one hour for lunch. Summer hours may vary.

[Reviewed and Revised: Human Resources 6/22/2016]

2.450 RELEASE TIME FOR WELLNESS ACTIVITIES FOR CLASSIFIED EMPLOYEES


POLICY:
Centralia College allows release time for classified employees of up to one-half hour, to be combined with employee's own one-half hour of his/her personal time to allow one full hour, three times weekly to engage in physical fitness/wellness activity. Wellness activities must begin and end at the Centralia College campus or satellite site(s) and are not allowed for off-campus programs. Participation in wellness programs or exercise activities cannot displace students. Group activities must be approved in advance. Release time may also include time to attend Wellness Committee sponsored events on the same basis as described above. Part-time, classified employees are allowed to participate in wellness release time on a pro-rata basis.

PROCEDURE:

  1. Records should be kept by the employee and supervisor with a copy to Human Resource regarding participation in wellness activities.
  2. Supervisors are expected to monitor all employee release time for education and wellness activities to assure that employees are not released from their regular duties for more than five hours per week (or pro-rata share of five hours per week). Supervisors are also expected to establish procedures for handling employee scheduling conflicts regarding use of release time.
  3. Employees are expected to keep their requests for release time within the five hour per week maximum. Accomplishment of work assigned to the employee must take precedence over approval of release time.
[Revised, January 1994] [Reviewed: Human Resources6/22/2016]

2.460 SALARY

POLICY:
The classified employee salary schedule is determined by the Department of Human Resource Office. This schedule may be found in the Human Resource Office.
PRACTICE:
New employees usually start at Step A with a two-step increase at the end of a successful probationary period (six months), and annually thereafter until the top of the range is reached. Different job classifications have different pay ranges assigned to them. A change of classification through promotion will usually result in an increase of no less than 5%.

2.470 STAFF DEVELOPMENT & TRAINING


POLICY:
Centralia College shall provide a classified staff development and training program designed to:

  1. Raise the qualifications of employees at all levels of employment;
  2. Provide training which will result in the cost effective and economic assignment of classified employees for accomplishing institutional goals."
Reference: WAC 251-24-010/050 and Centralia College Classified Employee Development and Training Program
PROCEDURES:
The Classified Training Committee is charged with the responsibility for defining and approving requests for classified employee training opportunities. The committee is composed of three classified staff members that represent each of the administrative areas and the Vice President, Human Resources and Legal Affairs. Guidelines as stated in the Classified Employee Development and Training Program are followed by the committee in approving requests for training funds. Reimbursements for expenses are usually handled on a first come, first served basis.
Release Time]
POLICY:
Employees wishing to use release time must comply with this policy: Employees may enroll in and attend classes during working hours for improving job performance with the approval of their supervisor and the Classified Training Committee. The maximum release time (including time released under the Wellness Release Time Policy) allowed per employee per quarter must not exceed five hours per week or 52 hours per Centralia College quarter. Release time is allowed only for classroom participation and not for study, travel, or research. Employees will receive their regular rate of pay while attending approved classes if they are attended during regular working hours. Approval of requests for release time should not be considered to be automatic and will take into consideration the work priorities of the work unit.
PROCEDURES:
Supervisor Expectations:
Supervisors are expected to monitor all employee release time for education (and wellness) activities to assure that employees are not released from their regular duties for more than five hours per week or 52 hours per Centralia College quarter (or pro-rata share for part-time, classified employees).
Employee Expectations:
Employees are expected to make their request for release time on the official Training Request form which is available from the Human Resource Office and to keep their requests for release time (for education and wellness activities) within the five hour per week or 52 hours per Centralia College quarter maximum (or pro-rata share for part-time, classified employees).
Educational Plan:
When the release time request is for attendance in classes which are part of a degree or certificate program and not specifically related to improving job performance, employees are further required to submit an educational plan for prior approval before a release time request may be considered. The education plan will list a complete course of study toward the AA or BA certificate or degree. The supervisor will review the plan and, if acceptable, approve it. Any changes in the plan where release time is requested will be submitted for approval to the supervisor in advance of registration in a particular class.
[Approved by President upon recommendation of College Council, 12/6/1994]

2.465 SHARED LEAVE


POLICY:
In accordance with RCW 41.06.150, Centralia College employees may participate in a Shared Leave Program. This program allows employees to request that leave be donated to a shared leave account to cover extraordinary illnesses and injuries for which such employees have no leave balances to cover. This program further allows employees to donate portions of their annual leave balances to such fellow employees who have been approved for receipt of donated leave.
Any eligible Centralia College employee who is suffering from, or has a relative or household member suffering from, an extraordinary or severe illness, injury, impairment, or physical or mental condition which has caused or is likely to cause the employee to take leave without pay or terminate his or her employment is eligible to receive donated annual leave hours from any other Centralia College employees. This program also has specifications for Approval Process, Donating Annual Leave Hours, Converting Hours Donated to Hours Received, Return of Unused Shared Leave, and Shared Leave Records. Copies of the entire procedure are available in the Human Resource Office.

2.485 TRIAL SERVICE PERIOD


POLICY:
Employees are required to serve a trail service of six months upon appointment to a new class, unless the employee has held permanent status in the class to which the employee is moving, or the class is lower in the same class series, or the employee is being reallocated to the new class.

2.500 General

2.501 SHARED LEAVE - Faculty, Exempt, Classified


POLICY:
In accordance with RCW 41.06.150 and Washington State Laws of 1989, Centralia College employees may participate in a Shared Leave Program. This program allows employees to request that leave be donated to a shared leave account to cover extraordinary illnesses and injuries for which such employees have no leave balances to cover. This program further allows employees to donate portions of their annual leave balances to such fellow employees who have been approved for receipt of donated leave.
PROCEDURE:
Any eligible Centralia College employee who is suffering from, or has a relative or household member suffering from an extraordinary or severe illness, injury, impairment, or physical or mental condition which has caused or is likely to cause the employee to take leave without pay or terminate his or her employment is eligible to receive donated annual leave hours from any other Centralia College employee. This program also has specifications for Approval Process, Donating Annual Leave Hours, Converting Hours Donated to Hours Received, Return of Unused Shared Leave, and Shared Leave Records. Copies of the entire procedure are available in the Human Resource Office.
[Reviewed: Dr. Robert Frost, President, 06/22/15]

2.502 STAFF RECOGNITION


Number: 2.502 Legal Authority: EL 2
Title: Staff Recognition Implementation Date:
Contact: Human Resources Revisions: 12-6-2016, 1-9-2019

Centralia College participates in staff recognition through various award programs. Information about the specific award programs can be found in the Human Resources office or MyCC.

2.510 CRIMINAL HISTORY CHECK POLICY


Contact: Vice President, Human Resources and Legal Affairs
POLICY:
Centralia College requires all new employees (including part-time hourly and adjunct faculty) and volunteers to submit to a criminal history check. Particular emphasis is placed on checking for convictions as defined in Washington State Law, RCW 43.43.830, "Crimes against children or other persons." (For a copy of the Procedures please contact Human Resources at 360-623-8474).
Authority:
RCW 43.43.830
[Reviewed: Dr. Robert Frost, President, 08/19/14]

2.515 EVALUATIONS


Number: 2.325 Legal Authority:
Title: Evaluations Implementation Date: 9-21-2000
Contact: Human Resources Revisions: 3-6-2019

POLICY:
All employees are evaluated on a cycle.

Faculty are evaluated according to the terms of the Faculty Collective Bargaining Agreement. The process is maintained and administered by the Office of Instruction.

Classified staff are evaluated according to the Classified Collective Bargaining Agreement. The Human Resources office notifies supervisors of evaluation due dates and maintains evaluations in personnel files.

Exempt staff are evaluated every other year. The Human Resources office notifies supervisors of evaluation due dates and maintains evaluations in personnel files.

[Policy delegated by BOT to College, 9/21/2000] [Reviewed: Dr. Robert Frost, President, 7/6/2015]

2.520 FLEXIBLE HOURS


Campus contact: Human Resources Office

POLICY:
The business hours for Centralia College are posted on the Centralia College website. In order to allow for maximum productivity, a flexible work schedule may be approved by the immediate supervisor to accommodate personal and family needs of employees.

[Reviewed: Dr. Robert Frost, President, 08/19/2014]

2.530 IMMIGRATION REFORM AND CONTROL ACT OF 1987


Campus contact: Human Resources Office

POLICY:
Effective November 6, 1986, employers must comply with the Immigration Reform and Control Act of 1986. This law prohibits hiring and/or continued employment of unauthorized aliens and establishes specific documentation requirements for employers.

Authority: Immigration Reform and Control Act of 1987

[Reviewed: Dr. Robert Frost. President, 08/19/14]

2.540 KEY AUTHORIZATION


Campus contact: Facilities, Operations and Maintenance Office, Vice President, Finance and Administration

POLICY:
Employees may obtain keys to their classrooms and/or offices. All keys are authorized by the appropriate Vice President and Vice President, Finance and Administration and are issued by and returned to the Facilities, Operations and Maintenance Office at the conclusion of employment. Security concerns warrant a strict and limited issuance of building keys for special purpose or part-time use as approved by the Vice President of Finance and Administration.

[Reviewed and Revised: Dr. Robert Frost, President, 11/24/2014]

2.550 PERSONNEL FILES


Campus contact: Human Resources Office

POLICY:
Copies of materials in official personnel files shall be confidential and shall be restricted for use to administrative requirements or when otherwise required by law.

PROCEDURE:
Excluding confidential College placement files and confidential recommendations from previous employers, employees, or their designee, shall have access to all materials in their personnel files during normal business hours. An employee shall be notified of any request either oral or written for access to their personnel file except as excluded above.
Material that might adversely affect employment may be placed in the personnel file only after allowing the employee to read the material and append to it answers to any charges, complaints, or statements involved. The employee shall then sign the material, but such signature shall not necessarily imply agreement with the statements contained therein.
Each employee will have only one official personnel file, this being the one kept in the personnel office.

[Policy delegated by BOT to College, 9/21/00]
[Reviewed and Revised: Dr. Robert Frost, President, 08/19/14]

2.560 REASONABLE ACCOMMODATIONS (EMPLOYMENT)


Campus contact: Vice President, Human Resources and Legal Affairs

POLICY:
Persons with disabilities have the right to request and receive reasonable accommodation in all aspects of employment with the College including but not limited to: application; recruitment; selection/ hiring; promotion; testing; medical examinations; layoff/recall; assignments; termination; evaluation; compensation; disciplinary actions; leave; training; the terms, conditions and benefits of employment including insurance benefits; and employer supported activities.

The process for requesting reasonable accommodations is maintained in the Human Resources Office.

Authority:

  • Americans with Disabilities or Persons of Disability Act of 1990
  • ADA Amendments Act of 2008
  • Rehabilitation Act of 1973
  • Executive Order 96-2004
  • WAC 162-22
  • RCW 49.60

[Reviewed and Revised: Dr. Robert Frost, President, 08/27/14]

2.570 RETIRED EMPLOYEE PRIVILEGES


Campus contact: Vice President for Finance and Administration

POLICY:
Eligibility - All permanent employees will be eligible for retired employee privileges upon official retirement from Centralia College as recognized by the Department of Retirement Services.
PRACTICE:
Retired Employee Privileges:

  1. Full employee privileges in the use of the library.
  2. Use of the campus address and a shared box in the mailroom for College related business.
  3. Full employee privileges for admission to campus events.
  4. Inclusion on the mailing list and other College publications.
  5. Eligibility for participation on appropriate College committees.
  6. Parking privileges as defined in the parking regulations.
  7. Institutional support for College projects as approved by the appropriate vice president.

[Reviewed and Approved: Dr. Robert Frost, President, 11/24/2014] [Reviewed and Updated: Dr. Robert Mohrbacher, President, 12/7/14]