Dear Colleague: Welcome to the Frederick Community College community! At FCC, we respect the dignity of employees and appreciate individual contributions to our success. You are a valued team member of a College that is proud of its culture, traditions, and accomplishments. As an employer, Frederick Community College recognizes the importance of a work environment that is conducive to carrying out our mission. This means having comprehensive, fair, and clear personnel policies. At FCC, we strive to provide competitive compensation and benefits. Our culture fosters a work environment that supports open communication and collaboration. All FCC employees are required to abide by the Employee Handbook and all College policies and procedures. This handbook may not provide an answer to every question, or serve as the basis for all decisions. We encourage you to talk with your supervisor and to ask questions. Specific employee groups have additional guidelines and expectations explained in their respective operational manuals, handbooks, or guides. Human Resources provides a full range of personnel services, including recruitment, compensation and benefit administration, employee development, and employee relations. Please contact a member of Human Resources with any questions. On behalf of the Human Resources staff, welcome! We wish you all the best for a successful and rewarding employment experience.
i EMPLOYEE HANDBOOK Table of Contents CREATING A COLLABORATIVE WORK ENVIRONMENT........................................................ 1 Mission, Vision, and Values ...................................................................................................... 1 FCC Strategic Plan – FCC Forward (2020-2025) ..................................................................... 2 Governance and College Management..................................................................................... 3 President’s Leadership Teams .................................................................................................. 3 College Leadership Teams ....................................................................................................... 4 Collaborative Communication ................................................................................................... 6 Employee Engagement ............................................................................................................. 7 STARTING YOUR CAREER AT FREDERICK COMMUNITY COLLEGE...................................8 Recruitment and Hiring.............................................................................................................. 8 Application Integrity ................................................................................................................... 8 Background Screening .............................................................................................................. 8 Self-Disclosure of Criminal Records and Traffic Citations....................................................... 10 Our Employee Groups............................................................................................................. 10 FLSA Exemption Status .......................................................................................................... 12 Probationary Employees ......................................................................................................... 12 Teaching Assignments for Non-Faculty .................................................................................. 13 New Employee Orientation...................................................................................................... 13 WORKING AT FREDERICK COMMUNITY COLLEGE ............................................................. 14 College Policies and Procedures ............................................................................................ 14 Work Hours ............................................................................................................................. 14 Alternate Work Arrangements ................................................................................................. 15 Absenteeism and Tardiness .................................................................................................... 15 Employee Code of Ethics and Conflicts of Interest ................................................................. 15 Nepotism ................................................................................................................................. 16 Outside Employment Disclosure ............................................................................................. 16 Use of College Technology and Equipment ............................................................................ 16
ii Protection of Personally Identifiable Information (PII) ............................................................. 17 Professional Conduct .............................................................................................................. 17 Mobile Phone Protocol ............................................................................................................ 17 Expense Reimbursement ........................................................................................................ 17 College Safety, Security, and Emergency Preparedness ....................................................... 18 Fire Code Compliance............................................................................................................. 19 Employee Identification ........................................................................................................... 19 Keys and Electronic Facility Access ........................................................................................ 19 Parking Regulations ................................................................................................................ 19 College Mail............................................................................................................................. 19 Use of Personal Furniture ....................................................................................................... 20 College Transportation Services ............................................................................................. 20 Service Vehicles ...................................................................................................................... 20 Fitness for Duty ....................................................................................................................... 20 Available Services ................................................................................................................... 20 CELEBRATING OUR SUCCESS............................................................................................... 22 Annual Celebration of Excellence at the Spring Convocation ................................................. 22 Recognition for Completion of Degrees .................................................................................. 22 Retirement Celebration ........................................................................................................... 23 Participation in Commencement ............................................................................................. 23 Employee Publicity/Promotion................................................................................................. 23 ADVANCING YOUR CAREER................................................................................................... 24 Supervision and Evaluation ..................................................................................................... 24 Performance Appraisal ............................................................................................................ 24 Professional Development ...................................................................................................... 24 EMPLOYEE ASSURANCES ...................................................................................................... 26 Equal Employment Opportunity, College Diversity, Equity, and Inclusion............................... 26 Non-Discrimination .................................................................................................................. 26 Title IX Sexual Harassment ..................................................................................................... 26
iii Alcohol, Tobacco, Opioids, and other Drug Awareness .......................................................... 27 Disability Accommodation ....................................................................................................... 27 Employee Protections ............................................................................................................. 27 Protected Disclosures ............................................................................................................. 27 Access to Personnel Files and Data Changes ........................................................................ 28 Employment Verification.......................................................................................................... 28 Employee Misconduct ............................................................................................................. 28 COMPENSATION....................................................................................................................... 30 Recording Work Hours – Non-exempt Employees.................................................................. 30 Exempt Employee Expectations.............................................................................................. 31 Payroll ..................................................................................................................................... 31 On-Call Plant Operations Personnel ....................................................................................... 31 Essential Personnel................................................................................................................. 32 Affinity Group & Senate Compensation................................................................................... 32 GROUP HEALTH BENEFITS .................................................................................................... 33 Eligible Employees .................................................................................................................. 33 Health Insurance ..................................................................................................................... 33 Health Savings Account .......................................................................................................... 34 Flexible Spending Account ...................................................................................................... 34 Dental Insurance ..................................................................................................................... 34 Vision Insurance ...................................................................................................................... 34 Consolidated Omnibus Budget Reconciliation Act (COBRA) .................................................. 34 ADDITIONAL BENEFITS ........................................................................................................... 36 Life Insurance .......................................................................................................................... 36 Long-Term Disability Insurance............................................................................................... 36 Legal Services Plan................................................................................................................. 36 Aflac ........................................................................................................................................ 36 Retirement Plans ..................................................................................................................... 36 Tax Deferred Compensation Plans ......................................................................................... 37
iv Employee Assistance Program ............................................................................................... 37 Tuition Benefits........................................................................................................................ 37 Workers’ Compensation and Work-Related Injuries ............................................................... 38 Annual Leave .......................................................................................................................... 38 Paid Time Off .......................................................................................................................... 39 Personal Leave ....................................................................................................................... 40 Sick Leave ............................................................................................................................... 40 Holidays and Scheduled College Breaks ................................................................................ 41 Bereavement Leave ................................................................................................................ 41 Jury Duty and Court Attendance Leave .................................................................................. 42 Unpaid Leave .......................................................................................................................... 42 Sabbatical Leave ..................................................................................................................... 42 Military Leave .......................................................................................................................... 43 Family and Medical Leave....................................................................................................... 44 EMPLOYEE SAFETY AND SECURITY ..................................................................................... 45 Inclement Weather/College Closings ...................................................................................... 45 Safety and Health .................................................................................................................... 45 Emergency Response Guide .................................................................................................. 45 Emergency Procedures ........................................................................................................... 45 Weapons Policy....................................................................................................................... 46 Workplace Violence................................................................................................................. 46 Unattended Children on Campus ............................................................................................ 46 ENDING THE EMPLOYMENT RELATIONSHIP........................................................................ 47 Voluntary Separation ............................................................................................................... 47 Retirement ............................................................................................................................... 47 Involuntary Separation ............................................................................................................ 47 System Access ........................................................................................................................ 48 Exit Process for Separating Employees .................................................................................. 48 References .............................................................................................................................. 48
v FACULTY ADDENDUM ............................................................................................................. 49
1 CREATING A COLLABORATIVE WORK ENVIRONMENT The College community promotes, supports, nurtures, and models the mission, vision, and values of Frederick Community College. MISSION, VISION, AND VALUES Mission Focused on teaching and learning, Frederick Community College provides affordable, flexible access to lifelong education that responds to the needs of diverse learners and the community. Vision We transform individuals and communities through learning. Values Excellence Providing educational experiences and programming that reflect high academic standards, quality instruction, and exemplary student support Learning Engaging all learners in critical and creative thinking, problem-solving, and the lifelong pursuit of knowledge and skills Diversity Being culturally conscious and inclusive by embracing the visible and invisible human differences that affect the learning and success of students, faculty, staff, administrators, and members of the community Innovation Encourage creative thinking, technological solutions, and alternative approaches to advance learning and student success Community Responding to the needs of Frederick County with accessible, affordable education while encouraging engagement, communication, and collaboration within and beyond the College Integrity Applying fair and ethical standards in all policies, procedures, and practices
2 PAN – FCC FORWARD
3 GOVERNANCE AND COLLEGE MANAGEMENT A seven-member Board of Trustees governs Frederick Community College. The Governor of the State of Maryland, with the advice and consent of the Maryland State Senate, appoints Trustees to the Board. Detailed information about the Board of Trustees and the schedule for open meetings are available on the Frederick Community College website. The Board of Trustees selects the College President who is the Chief Executive Officer of the College. The College organizational structure consists of seven teams: Academic Affairs, Continuing Education, and Workforce Development; Finance; Human Resources; Information Technology; Institutional Effectiveness; Student Affairs; and Operations. An organizational chart for the College is available on the College website. Each of the seven College teams has a supervisory and management structure that provides opportunities for participation in decision-making. Collaboration among the seven College teams is facilitated through the President’s Leadership Teams. President’s Leadership Teams Senior Leadership Team (SLT) The SLT is comprised of the President, the Provost/Executive Vice President for Academic Affairs, Continuing Education, and Workforce Development; the Vice President (VP) for Finance; the VP for Human Resources; the VP for Student Affairs; the Chief of Operations; the Chief Information Officer; and the Special Assistant to the President for Institutional Effectiveness. The SLT functions as the President’s decision-making team. The SLT supports the President’s work with the Board of Trustees (BOT) and the broader community. The SLT meets weekly. President’s Diversity Advisory Council (PDAC) The PDAC provides College-wide coordination and direction on diversity, equity, and inclusion initiatives. The PDAC is chaired by the Executive Director of Diversity, Equity, and Inclusion, and is comprised of a cross-section of faculty, administrators, and staff. Cabinet The FCC Cabinet is comprised of administrators, faculty, support personnel, affinity group chairs, the President of the Student Government Association, and the convener of the Department Chairs. The Cabinet acts as a leadership and advisory council in implementing the mission, vision, and strategic plan of the College. The President convenes the Cabinet for the purpose of direct communication and collaboration related to College governance by the BOT. All substantive and non-substantive changes to policies, procedures, and the Employee Handbook and Addendums are brought to the Cabinet for discussion. Substantive changes are distributed to the College community through the Senate and affinity group review process, are taken back to Cabinet for discussion, and then taken to the BOT for approval.
4 Strategic Advisory Team (SAT) The SAT is a volunteer, cross-functional team of workgroups open to all College employees. The purpose of the SAT is to support the implementation of the Board of Trustees’ Annual Strategic Priorities. The SAT identifies and implements measurable outcomes to accomplish the Annual Strategic Priorities. The SAT chaired by the President meets the first week of each month. The workgroups meet once per week for the remainder of the month. Each workgroup addresses one of the Annual Strategic Priorities. Technology Advisory Committee (TAC) The Chief Information Officer chairs the TAC. The TAC reviews and makes recommendations regarding IT resources to ensure alignment with the College mission, College strategic plan, IT strategic plan, the Academic Master Plan, the Facilities Master Plan, and the sustainable allocation of resources. The TAC identifies opportunities for training and education as it relates to information technology, security, and technology best practices. Facilities Planning Advisory Committee (FPAC) The FPAC is comprised of representatives from Capital Planning and Project Management, Plant Operations, Information Technology, Center for Student Engagement, Athletics, Continuing Education and Workforce Development, Academic Affairs, Disability Access Services, , and College Safety, Security, and Emergency Preparedness. The FPAC is chaired by the Chief of Operations. The mission of the FPAC is to implement the College Facilities Master Plan in collaboration with the IT strategic plan and Academic Master Plan, coordinate deferred maintenance priorities, and coordinate the Project Service Request (PSR) process. Strategic Enrollment Management Committee (SEMC) The Strategic Enrollment Management Committee (SEMC) is comprised of leadership fromStudent Affairs, Academic Affairs Continuing Education and Workforce Development, Marketing, Institutional Effectiveness, and Finance, brought together to develop a holistic and integrated approach to enrollment management. SEMC will identify enrollment strategies and make recommendations that contribute to student access, success, completion, and lifelong learning. College Leadership Teams College Senate The Senate is a College-wide representative body of elected members who serve as leaders in the development and review of College policies, procedures, and operational practice. The College Senate convenes numerous College-wide committees that serve the entire College community, including the Curriculum, Election, General Education, Calendar, Student Affairs, and Student Discipline committees. Affinity Groups Membership of the affinity groups are encouraged to participate in and attend affinity group meetings and events. Faculty Association The Faculty Association (FA) is comprised of full-time and adjunct faculty and is an affinity group that facilitates the inclusion of faculty voice on a wide range of issues, including leadership and participation in the decision-making processes of the College. The FA provides a professional forum for collegial interaction among FCC faculty.
5 Support Staff Association The Support Staff Association (SSA) is comprised of all full-time regular and part-time regular support staff at FCC. Part-time Variable Schedule (PTVS) employees are considered associate, non-voting members and may participate in all activities of SSA. The SSA is an affinity group that provides a means of participation by the support staff in the decision-making processes of the College and encourages professional development among its members. Administrative Staff Association The Administrative Staff Association (ASA) is comprised of all full-time regular and part-time regular administrative staff outside of the Senior Leadership Team. The ASA is an affinity group that works to improve the effectiveness, quality, and cohesiveness of the College. The ASA fosters communication between the administrative staff and the College community and encourages professional development among its members. Student Government Association The Student Government Association (SGA) is comprised of all students who have paid the student activity fee. The SGA is organized by a five (5) member Executive Board that convenes bi-monthly meetings and collaborates to ensure student engagement and club participation. The SGA works with College administration to provide FCC students an opportunity to engage in College leadership and decision-making. The SGA provides a forum for the expression of student views on issues that affect them, and to promote the development of leadership skills for all students. Career Program Advisory Boards Frederick Community College engages business and industry leaders and practitioners as advisors serving on career program advisory boards. The role of career program advisory boards is to provide current and future business/industry perspectives and insights to program sustainability and curricular development. At FCC, both credit and continuing education career programs use advisory boards. College Safety and Crisis Management Team (CSCMT) The CSCMT is comprised of Senior Leaders and assigned faculty and administrators who have been trained to serve as leaders in safety, security, emergency preparedness, crisis management, and continuity of operations. The CSCMT follows the Federal Emergency Management Agency Incident Command Structure best practices model. The CSCMT works with the College Public Safety Team and designated employees who serve as floor coordinators, building coordinators, and evacuation area managers to execute the College Emergency Response Plan. Human Resources Advisory Committee (HRAC) The HRAC collaborates with and provides feedback to the Office of Human Resources for continued improvement in service and program offerings, and to improve communication between Human Resources and the employees it serves. Membership includes representatives from HR, Finance, College Senate, and each Affinity Group. HRAC has several subcommittees including: • The Health and Welfare Sub-Committee is charged with providing recommendations and advice regarding health, wellness, and medical care for the FCC community, including retirees.
6 • The Retirement Oversight Sub-Committee is charged with providing recommendations and advice regarding the supplemental retirement plans offered, ensuring appropriate plan administration, and reviewing plan competitiveness. • The FCC POWER Wellness Sub-Committee is charged with providing recommendations and advice regarding wellness benefits provided, such as alternative work schedules, child care, tuition assistance, employee assistance plan, and wellness initiatives. • The Employee Training and Development Committee (EDAT) is charged with providing recommendations and advice regarding training and development opportunities made available for FCC employees. Learning Leadership Council (LLC) The LLC is comprised of representatives from Academic Affairs, Continuing Education and Workforce Development, and Student Affairs. The LLC is chaired by the Associate Vice Presidents in the Academic Affairs, Continuing Education, and Workforce Development areas and meets bi-monthly. The mission of the LLC is to coordinate instructional and student support functions. Student Affairs Leadership Team (SALT) The ELLS is comprised of the Executive Directors and Directors of all departments within Student Affairs and is chaired by the Associate Vice Presidents for Student Affairs and the Dean of Students/Director of Athletics. The mission of the ELLS is to ensure the coordination of services between the areas of enrollment services, student development, and student success. Collaborative Communication The College community values clear and transparent communication. All employees will receive ongoing communication from the institutional and team level related to decision-making at the College. The College strives to create a culture of inquiry that encourages engagement through effective communication and collaboration. Some of the instruments for collaborative communication are: President’s Leadership Teams (see page 3) College Leadership Teams (see page 4) Supervisors and Department Chairs Forum The Supervisors and Department Chairs Forum is comprised of all FCC employees who have supervisory responsibility as part of their position description or who serve as a department chair. Senate and affinity group leadership are invited to attend the forum. The purpose of the forum is to provide written information and face-to-face opportunity for clarification on relevant College operations. Supervisors and department chairs are required to attend Supervisors and Department Chairs Forum. The forums are facilitated by members and used to communicate administrative decisions to supervisors and department chairs, as well as information about important emerging issues that affect the College. The forum can also be used for professional development for supervisors. Notes are prepared prior to the forums and distributed at the forum. There is a question period at the end of the meeting to clarify any issues. Supervisors are required to meet face-to-face with their direct reports to communicate the information provided in the forum session. Department chairs are required to
7 communicate the information provided in the forum session in their department meetings during the academic year. In addition, forum notes may be shared electronically. Communication Central All employees are expected to make Communication Central their website browser homepage so that they have access to the College intranet. Communication Central provides important announcements, dates, links to the College policies and procedures, College calendars, employee resources, current forms, and team sites. President’s eNewsletter The President distributes a monthly e-newsletter featuring College faculty, staff, and students to share information about new programs, events, and other College information with our many supporters in the community. FCC Alert All employees are expected to sign up for FCC Alert, which is the College communications system for emergencies and inclement weather notifications. Employee Engagement Employees are encouraged to communicate with their supervisors and participate in College service to create a collegial work environment. Opportunities for College service and participation include department meetings, task forces, ad hoc committees, advisory teams, employment search committees, mentoring, planning groups, and attending College events. Additional opportunities for service may be identified between an employee and their supervisor through an Employee Development Plan.
8 STARTING YOUR CAREER AT FREDERICK COMMUNITY COLLEGE We seek to hire talented people who are passionate about what they do, and who strive every day to make a difference. Recruitment and Hiring Job descriptions are developed for all College positions other than limited term employees (LTE). Supervisors must use the most current job description template found on the HR intranet site. All job descriptions are subject to review and modification by the supervisor, with approval of the Senior Leadership Team, as deemed necessary to carry out the mission of the College. Open positions are posted on the College website and advertised in appropriate media. Internal applicants are encouraged to apply. Frederick Community College is an equal opportunity employer and complies with all applicable federal and state laws and regulations regarding nondiscrimination. All qualified applicants will receive consideration for employment. Frederick Community College is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of age, ancestry, citizenship status, color, creed, ethnicity, gender identity and expression, genetic information, marital status, mental or physical disability, national origin, race, religious affiliation, sex, sexual orientation, or veteran status in its activities, admissions, educational programs, and employment. The College reports annually to the Maryland Higher Education Commission on its progress in achieving the goals of its Cultural Diversity Plan. Application Integrity When reviewing applicants, the College relies upon accurate information in the application materials throughout the hiring process. Any material misrepresentations, falsifications, or omissions will result in the individual being excluded from further consideration. If the person has already been appointed, the employee may be separated from the College. Background Screening The College conducts Background Screenings to promote a safe work environment; protect students, employees, property, information, and the public; make prudent employment decisions based on comprehensive information; and comply with Maryland Law. Required Background Screenings must be completed (received, reviewed, and approved) prior to the first day of work, and all offers of employment and volunteer assignments are contingent upon successful completion of required Background Screenings. Background Screenings are conducted at the expense of the College. If the College denies employment or volunteer service based on Background Screening information, HR shall notify the candidate in writing in accordance with their federal Fair Credit Reporting Act (FCRA) rights and provide a copy of the report information, a copy of their FCRA rights, and instructions for challenging the results. Candidates must notify HR of their intent to challenge their results when initially notified by HR that they are ineligible for employment or volunteer service, and challenge the results in writing within five (5) workdays, including the reason(s) why the criminal history record should not render them ineligible. HR will review the submitted information and notify the candidate of the final decision.
9 Employment Reference Checks - Prior to submitting the Recommendation to Hire to HR, the supervising administrator from the hiring department shall contact at least three (3) professional employment references on the successful candidate, one of which must include a current or past supervisor. The supervising administrator must obtain written permission from the candidate prior to contacting references. Those involved with the hiring process for a specific position may not serve as a candidate reference for the same position. LTE and student employees are excluded. Educational Credentials - HR must receive and verify candidate educational credentials; official transcripts are required for this review. LTE and student employees are excluded. Professional Licensure and Certification Checks - HR must receive and verify candidate professional licenses and certifications required in the job description and position posting; copies of licenses and certifications are acceptable for this review. LTE and student employees are excluded. Criminal History Checks - HR conducts federal criminal, sexual offender, county criminal, social security alert, and residency history checks for all employees and volunteers. Fingerprinting is required for employees and volunteers working with minors in the Carl and Norma Miller Children’s Center, CEWD Youth Programs, and staff and faculty working in the K-12 system. A criminal record shall not in and of itself bar a person from employment or a volunteer assignment. In the event of a criminal record, HR (in consultation with legal counsel and other offices as necessary), will consider the recency and relevancy of the criminal record and any other factors relevant to assessing the job-relatedness of the criminal record, including: the nature of the criminal record, the relation of such information to the position or volunteer service, the time that has elapsed since the criminal record, as well as the general conduct, employment history, and/or rehabilitation efforts of the candidate, The College will not deny employment to a candidate based solely on a record of arrest in the absence of a conviction. MVR Checks – The Director of Public Safety conducts MVR checks for select positions within the College that require driving and/or operation of College vehicles. Candidates for positions requiring a CDL are subject to the federal and state laws governing the requirements for these licenses, as well as College requirements. Physical Examinations - The College requires physical examinations for select positions within the College as a condition of employment. In these instances, it has been determined that physical condition is essential to performing the responsibilities and duties of these positions. The College will not conduct physical examinations of any candidate until after the candidate has been provided an offer of employment. Drug and Alcohol Testing - HR conducts drug and alcohol testing for select positions at the College. The College will not conduct drug and alcohol testing of any candidate until after the candidate has been provided an offer of employment. The College will also conduct drug and alcohol testing for reasonable suspicion and post-accident testing. Positions that require a CDL fall under the Omnibus Transportation Employee Testing Act of 1991 and the Federal Highway Administration Controlled Substance and Alcohol Use and Testing Regulations of 1994. The law requires candidates to undergo and pass employment drug and alcohol testing if the position requires a CDL. In addition to positions requiring employees to hold a CDL, employees at the Carl and Norma Miller Children’s Center, clinical/field experience staff, plant
10 employees, public safety staff, employees operating machinery, and employees driving College vehicles as part of their job are included in pre-hire drug and alcohol testing. Self-Disclosure of Criminal Records and Traffic Citations All employees and volunteers must disclose criminal records to Human Resources. In addition, for those employees with driving and/or operation of College vehicle responsibilities identified in their job description, must report all traffic citations other than parking violations. All disclosures must be made to the VP Human Resources within five (5) calendar days of the entry of the record who will make an assessment on a case-by-case basis as to whether the pending charge or conviction has a temporary or permanent impact on the ability of the employee or volunteer to continue in their position. A failure to disclose may subject the employee or volunteer to discipline, up to and including separation of employment or volunteering assignment. Our Employee Groups All employee groups work collaboratively to achieve the College mission and vision. • Full-time Faculty design and deliver credit instruction and facilitate student learning in keeping with the curriculum as professional leaders in the College community. Fulltime faculty teach thirty (30) or more credits per academic year, which may include other assigned duties that are equivalent to a full-time schedule. Full-time faculty are issued an annual employment contract. (See the Faculty Addendum) • Credit Adjunct Faculty are part-time faculty who design and deliver credit instruction and facilitate student learning in keeping with the curriculum as professional leaders in the College community. Adjunct faculty are at-will and shall be assigned by the department chair no more than eleven and one-half (11.50) credits in one semester and no more than twenty-four (24) credits in one year, beginning June 1 of each year. Special exceptions are permitted with the permission of the Provost/Executive Vice President for Academic Affairs, Continuing Education, and Workforce Development. A letter of acceptance into the adjunct pool will be issued to adjunct faculty who are being considered for a teaching assignment. An assignment confirmation will be issued the first week of each term to adjunct faculty confirming a teaching assignment, compensation, course schedule, and other details. (See the Faculty Addendum.) • Clinical/Field Experience Staff deliver clinical instruction, supervision, and direction in a classroom and clinical practice setting as professional leaders in the College community and teach approved curriculum based on the mission and philosophy of the assigned program and the College. Clinical/Field Experience staff are at-will and are compensated at a contact hourly rate according to a pay structure that is based on education and field experience. A letter of eligibility to serve as Clinical/Field Experience staff will be issued to individuals who are eligible for a Clinical/Field Experience assignment. A letter of assignment will be issued the first week of each term to clinical/field experience staff confirming clinical/field assignment, compensation, clinical/field schedule, and other details. • Continuing Education and Workforce Development (CEWD) Adjunct Faculty are part-time faculty who design and deliver instruction as professional leaders in the College community and teach curriculum that leads toward approved outcomes. CEWD adjunct faculty are at-will and shall receive assignments made by the Executive Director or the Associate Vice President to meet specific contact hours of instruction. An
11 assignment confirmation will be issued confirming a teaching assignment, compensation, course schedule, and other details. (See the Faculty Addendum.) • CEWD Instructional Specialists are administrators in the College community who design and deliver instruction and provide program-related administrative or coordination activities as assigned by the executive director. Instructional Specialists may teach in a variety of schedules and modalities to serve students and program needs, for a total of 35 assigned regular, ongoing hours per week. Instructional Specialists are issued an annual employment contract, and are considered regular, fulltime employees. • Fee-Based Employees are at-will exempt employees who serve in grant-funded or contracted positions based on a fee charged per contact hour. Fee-Based Employees are issued a letter of assignment. • Administrators are professional leaders in the College community who serve in positions that require specialized training and high-level decision-making. They also may supervise staff, manage operations, and make decisions consistent with the College mission. Administrators are issued an annual employment contract and can have the following job status: o Full-time regular employees work full-time for a minimum of thirty-five (35) hours per week on a regular, ongoing basis. o Part-time regular employees work fewer than thirty-five (35) hours per week on a regular, ongoing basis. • Support Staff are professional leaders in the College community who perform duties that support the management and operation of the College. They are issued an annual letter of assignment. Support staff can have the following job status: o Full-time regular employees work a full-time, thirty-five (35) hour week on a regular, ongoing basis for 12 months. o Part-time regular employees work fewer than thirty-five (35) hours per week on a regular, ongoing basis for 12 months. o Interpreters work either full-time regular or part-time regular schedules on an ongoing basis for 10 months. o Athletic Trainers work either full-time regular or part-time regular schedules on an ongoing basis for 12 months. • Part-time Variable Schedule Pool (PTVS Pool) consists of individuals who have been selected for an employee pool. Once selected, the individual will receive a letter of acceptance placing them into the PTVS Pool. These individuals may receive an at-will assignment that varies in hours or shifts based on demand for: sign language interpreters; public safety staff; arts, theater, and gallery assistants; learning assistants I-IV; CEWD assistants I-IV; copy center assistant; youth program teacher assistant; supplemental advisors; game room attendants; part-time athletic trainers; gymnasium attendants; student finance assistants; student affairs assistants I-IV; scribes; and bus drivers. For a PTVS employee, no minimum hours or assignments are guaranteed, work hours may not exceed 35 hours per week during any assignment, and total annual hours of employment may not exceed 499 hours. Individual letters of assignment for atwill employment will be issued. • Coaches are exempt at-will employees hired on a specific assignment for a specific College athletic program. Head Coaches and Assistant Coaches are issued an annual letter of assignment.
12 • Auxiliary Employees are at-will employees who are full-time teachers in the Children’s Center and the Bookstore, and the Children’s Center, and are issued an annual letter of assignment. • Limited Term Employees may perform any duties defined as necessary by the College, but the duties will be for a limited period of time that will be defined in a limited term employment contract. The duties of a Limited Term Employee do not result in an ongoing, regular position at the College. • Interim Assignments may be approved in order to temporarily fill a posted vacant, existing regular position at the College for a specified period of time. An interim letter of assignment will be issued. FLSA Exemption Status Each employee group at Frederick Community College is designated as either non-exempt or exempt from the provisions of federal and state wage and hour laws. Job titles do not determine exempt status. In order for an exemption to apply, an employee’s specific job duties and salary must meet all the requirements of the U.S. Department of Labor’s Regulations. Non-exempt Positions. These positions are subject to the minimum wage and overtime pay provisions of the Fair Labor Standards Act and are paid on an hourly basis. Support staff, auxiliary employees, clinical/field experience staff, PTVS employees, and some limited term and interim assignment employees are classified as non-exempt. Non-exempt employees are eligible for overtime and are paid overtime at the rate of one and one-half (1.5) times their regular rate of pay for all hours worked over forty (40) hours in a week (Sunday through Saturday), in accordance with applicable wage and hour laws. Employees who are non-exempt are paid at their regular rate of pay for any hours worked greater than thirty-five (35) and up to forty (40) hours in a week (Sunday through Saturday). Exempt Positions. Exempt employees are salaried employees who hold exempt duties as professionals or administrators and are not subject to the minimum wage and overtime provisions of the Fair Labor Standards Act. Administrators, full-time faculty, credit adjunct faculty, CEWD adjunct faculty, CEWD instructional specialists, fee-based employees, coaches, and some limited term and interim assignment employees are exempt. Exempt employees are not eligible for overtime in accordance with applicable wage and hour laws for work performed beyond forty (40) hours in a workweek. Employees should direct any questions regarding their employment classification or exemption status to Human Resources. Probationary Employees An employee who is new to the College as a full-time regular or part-time regular administrator or full-time regular or part-time regular support staff employee will serve an at-will probationary period of one (1) year. Either the College or the employee may end the employment with or without cause during this at-will probationary period. All probationary administrative and support staff employees will receive formal, written performance appraisals at three (3), seven (7), and twelve (12) months. Employees who have served their one-year at-will probationary period for their initial position will not be assigned an additional at-will probationary period if they transfer to a new position at the College (other than full-time faculty). Full-time faculty will serve a probationary period for the first three (3) years of their faculty assignment. An additional year of probation may be required. Existing employees who are hired in a full-time faculty position must serve the three-year probationary period.
13 Teaching Assignments for Non-Faculty Administrators may only teach a class during their scheduled work hours when it is included as a part of their job description and no additional compensation for the teaching assignment will be provided. Administrators who teach a class outside of their scheduled work hours/job description will be compensated at the FCC adjunct rate. Administrators are restricted to teaching one section of a credit course per term or equivalent CEWD assignment. Teaching assignments for administrators will not be assigned for the January Sessions within the Spring Semester. Administrators requesting teaching assignments outside of their scheduled work hours/job description must have approval of their Senior Leader through the use of the Approval of Teaching Assignments for Administrators Form prior to accepting the teaching assignments. Department Chairs must receive the approved form prior to assigning the administrator. Full-time or part-time non-exempt employees may not accept teaching assignments at the College. New Employee Orientation New employees will participate in a new employee orientation session to receive important information regarding policies and procedures, compensation and benefits programs, safety and security, use of IT resources, and other necessary information. Human Resources will schedule and facilitate the orientation sessions. The new employee orientation is offered monthly. New employees who are not eligible for benefits receive written material from Human Resources that includes the College mission and goals, links to the organizational chart and campus map, guidelines for timekeeping, and reference information for policies and procedures, safety and security, and use of IT resources. The direct supervisor provides an orientation to specific job duties and processes. The supervisor will use the Supervisor Responsibilities - Employee Onboarding checklist to document completion of the orientation. The completed form will be retained in the supervisor file. All employees must complete Title IX training annually. New employees must complete Title IX training within three (3) weeks of their hire date and are required to update their training every year. All employees must complete the required annual IT Cybersecurity Awareness Training. In addition to the orientation sessions conducted by Human Resources, new full-time faculty are expected to participate in the New Faculty Orientation conducted by the Center for Teaching and Learning. The ten-month program focuses on policies, procedures, processes, and practices related to the College mission, instruction, student learning, and the roles and responsibilities of full-time faculty. To support new adjunct faculty in their roles, the Center for Teaching and Learning offers New Adjunct Faculty Orientation twice per year in August and January. The orientation focuses on policies, procedures, processes, and practices related to adjunct faculty instruction and student learning.
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