TEXAS COLLEGE INSTITUTIONAL PROTOCOL Fall 2017

Institutional Protocol Policies and procedures; how we do business at Texas College. Faculty and Staff Handbook www.texascollege.edu

Organizational Chart An organizational chart is a chart which represents the structure of an organization in terms of rank. The chart shows the managers and sub-workers who make up an organization. The chart also shows relationships between staff in the organization which can be: Line – direct relationship between superior and subordinate. Lateral – relationship between different departments on the same level. Staff – relationship between a managerial assistant and other areas. The assistant will be able to offer advice to a line manager. However, they have no authority over the line manager actions.

Employment Process The President has the sole authority to hire or remove all employees. Personnel Requisition Form No job offer is guaranteed until appointment letter has been signed by the President and returned to Human Resources.

Business Hours Official business hours are 8:00 am to 5:00 pm, Monday through Friday with an hour for lunch. Offices should be staffed at all times.. You may not “work through lunch” in order to arrive late or to leave early or to work extra time without prior approval of your immediate supervisor.

Employment Obligations Employment at Texas College carries with it the obligation to participate in each of the College’s four academic events: Opening Fall Convocation (September) Founders’ Day Convocation (March) Baccalaureate (May) Commencement (May)

Sexual Harassment Texas College reaffirms the principle that its students, faculty and staff have a right to work and pursue education in an environment free of sexual discrimination and sexual harassment.

Outside Employment Texas College reserves the right to be the primary employer for the purpose of full-time employment. Working for another employer on a full-time basis while employed at Texas College full-time is discouraged and disclosure is required. Outside work must not be done on Texas College time, or with Texas College services, supplies or equipment.

Standards of Conduct Malicious gossip; engaging in behavior designed to create discord and lack of harmony. Leaving work before the end of a workday or not being ready to work at the start of a workday without approval of your supervisor. Failure to report an absence or late arrival.

Pay Day Monthly employees are paid on the 1st of each month. If the 1st falls on a Saturday, pay day is Friday; if the 1st falls on a Sunday, pay day is on Monday. Bi-weekly employees are paid every other Friday. Bi-weekly employees – all overtime worked must be approved in advance by your supervisor and vice president.

Direct Deposit Convenient, saves time, safe, secure All employees are eligible To enroll, sign authorization form and attach void check Takes two pay periods

No Salary Over 12 Employees other than full time 12 month 9 and 10 month employees Direct Deposit

Excessive Absenteeism or Lateness In general, five (5) absences in a 90-day period, or a consistent pattern of absence, will be considered excessive. Tardiness or leaving early is as detrimental to TC as an absence. Three (3) such incidents in a 90-day period will be considered a “tardiness pattern” and will carry the same weight as an absence. Be aware that excessive absenteeism, lateness or leaving early may lead to disciplinary action, including possible dismissal.

Record of Absence or Lateness Leave Form is required for all absences. Leave Form in on the website. Faculty have a different form. If you are absent because of illness for three (3) or more successive days, your supervisor may request that you submit documentation.

Vacation 12 month full time employees accrue vacation monthly. Accruals begin the month the employee begins working, provided the date of employment is the 15th of the month or earlier; otherwise accrual begins the following month. Vacation may not be taken during the first 6 months of employment. Employees requesting vacation must complete a leave form at least two weeks prior to the vacation dates. Vacation taken before the form is approved will be considered an unauthorized leave.

Sick Leave Sick leave is time away from the job with compensation. It has been provided by the College so that an employee’s salary may continue during periods of bona fide sickness or injury. Sick leave may not be used for vacation purposes or for sick leave. Falsification of the reason for sick leave usage may be grounds for disciplinary action, including dismissal.

Insurance Coverage The College offers a comprehensive insurance package. Full time employees are eligible to participate after 90 days of employment. Medical Dental Vision Long Term and Short Term Disability Life

Open Enrollment Each year during the month of August, the College conducts open enrollment for all benefits. During this time, employees may elect to make changes to their existing benefits. August 15 – 24, 2017

Retirement Plan Teacher’s Insurance and Annuity Association (TIAA) – College Retirement Equities Fund (CREF). College will match employee’s contribution up to 5%.

Dress Code You are expected to dress and groom yourself in accordance with accepted social and business standards. If your supervisor feels your attire is inappropriate, you may be asked to leave and not return until you are properly attired. You will not be paid for the time you are off the job for this purpose.

Procurement Procedures The Purchase Requisition is used to initiate the purchase of goods and services (subscriptions, repairs, supplies, equipment, etc.). Employee must have written authorization from the Business Office (requisition, purchase order) prior to incurring an expense on behalf of the institution. TC will assume no obligation to pay for any purchase unless the order was authorized and approved. The Business Office will notify purchaser when it is ok to place order. Failure to follow procedure will result in payroll deduction.

Travel Advances Must be requested and approved at least five (5) working days prior to departure. Traveler is required to submit original receipts for a travel advance to the Business Office within five (5) days after travel “return date.” Failure to provide documentation of expenditures will result in a payroll deduction.

College Vehicles Only authorized employees insured by the College can drive college vehicles. Travel Request Form must be completed and submitted to Transportation Department in order to use a vehicle. Provide at least 5 days prior notice. College business only, parked on campus after business hours, unless approval has been received.

Solicitations and Distributions No employee shall sell, solicit, or promote subscriptions, pledges, memberships or other types of support for any drives, campaigns, causes or organizations. Employees should not solicit monies, goods or services from anyone or any organization on behalf of Texas College without prior notification to and approval from the Office of the President.

Information Technology Email is the primary means of communication at TC. Every employee needs an email address. Picture ID’s

Children in the Workplace Children are never permitted in the classroom nor are they allowed on the College campus unescorted. Failure to adhere to this policy may result in disciplinary action.

Faculty Employment Pages 53 – 68 of Faculty and Staff Handbook Includes: Processes unique to faculty – Classroom Responsibilities, Academic Freedom, Academic Advisement and Other Faculty Responsibilities, Office Hours, Intellectual Property.

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