PAUL QUINN COLLEGE

EMPLOYEE HANDBOOK

Revised Summer 2015 Approved by Board of Trustees September 4, 2015

It is the policy of Paul Quinn College not to discriminate against any individual in its educational programs, activities, or employment on the basis of race, color, national origin, sex, disability, veteran status, age, religion, or marital status.

TABLE OF CONTENTS

Table of Contents ACCREDITATIONS, INSTITUTIONAL AFFILIATIONS, AND ANTI-DISCRIMINATORY STATEMENT 4 STATEMENT OF ACCREDITATION ...... 4 CERTIFICATE OF AUTHORIZATION ...... 4 AFFILIATIONS ...... 4 Maps and Directions...... 5 Contact Information...... 6 Our Mission ...... 7 Confession of Our Faith ...... 7 The Doctrinal Statement of Paul Quinn College ...... 7 Apostle's Creed ...... 7 Foundational Beliefs ...... 7 Christian Philosophy of Education ...... 8 THE QUINNITE CREED ...... 8 Institutional Objectives 2008-2014 ...... 9 EDUCATIONAL OBJECTIVES FOR ACADEMIC PROGRAMS 2009-2014 ...... 9 Our History ...... 10 Former Presidents of Paul Quinn College ...... 12 Affirmation of “At Will” Employment ...... 13 CONFLICTS OF INTEREST ...... 13 Gifts and Honoraria ...... 13 Nepotism ...... 13 Outside Employment ...... 14 Political Activity Conduct ...... 15 Financial Interest in Organizations involved with the College ...... 15 Permitted Investments ...... 15 Disclosure of Interested Transactions ...... 16 HIRING AND EMPLOYEMENT PRACTICES ...... 16 Objectives ...... 16 Equal Opportunity/Affirmative Action Employer ...... 17 Proof of Eligibility to Work in the United States ...... 17 Sexual and Other Unlawful Harassment ...... 17 Complaint Policy (Staff) ...... 19 Reporting and Disclosure Requirements ...... 19 Workplace Violence and Weapons ...... 19 Drug and Alcohol Free Campus ...... 20 Drug and Alcohol Testing/Screening ...... 21 Applicant Pre-employment Testing ...... 22 Testing Procedures ...... 22 Post-Accident Testing ...... 22 Reasonable Suspicion Testing ...... 22 Random Testing ...... 23 Post-Rehabilitation Testing ...... 23 Scheduled Periodic Testing ...... 23 Americans with Disabilities Act ...... 24 AIDS/HIV ...... 24 Employee Separation ...... 24 Exit Interview Policy ...... 26 Faculty Role ...... 26 Academic Advising ...... 26 Faculty Job Description (Full-Time) ...... 27 Faculty Job Description (Part-time) ...... 28 Approved Syllabus Template ...... 32 Faculty Senate ...... 35 Faculty Evaluation Policy (from faculty agreement): ...... 37 Faculty Evaluation Process (from Assessment Plan and Evaluation Documents) ...... 37 Faculty Evaluation Timeline ...... 38 TEXTBOOK POLICY (REVISED SPRING 2015) ...... 42 Official Grades of the College ...... 43 Veterans ...... 43 Return from Military Leave ...... 43 Applying for reemployment ...... 43 Reemployment position: ...... 44 Timely reemployment request ...... 44 Ability to do the job ...... 44 Compensation: ...... 44 Performance Review and Appraisal ...... 44 Progressive Discipline ...... 45  Verbal Warning ...... 45  Written Warning ...... 45  Probation Period/Suspension ...... 46  Termination of Employment ...... 46 Reasons for Disciplinary Action ...... 46 GENERAL POLICIES ...... 47 Employee Rights and Responsibilities ...... 47 Academic Freedom ...... 47 Ethics ...... 47 ID Badge ...... 48 E- mail Systems, Mobile Phones, and Networks ...... 48 Cyber Behavior ...... 50 Business Credit Card Use ...... 50 Expense Reimbursement ...... 52 Confidentiality ...... 53 Criminal Conduct / Conviction...... 54 Telephones ...... 54 Cell Phone/PDA Safety...... 54 Driver Safety ...... 55 Job Assignments ...... 56 Work Area ...... 56 Facilities Use ...... 56 Behavior...... 57 Dress Code Policy ...... 58 Punctuality ...... 58 Absences ...... 59 Smoking and Tobacco Use Policy ...... 59 Personal Property ...... 59 Meal Periods ...... 59 Grievance Policy and Procedures – Employees ...... 59

PAY POLICIES ...... 60 Classification of Employees ...... 61 Full-Time Exempt Salaried: ...... 61 Full-Time Non-Exempt Hourly: ...... 61 Part-Time Non-Exempt Hourly: ...... 61 Independent Contractors: ...... 61 Temporary: ...... 61 Authorization of Overtime: ...... 61 Confidentiality of Pay ...... 62 Personnel Records and Privacy ...... 62 Paydays ...... 62 The Work Week ...... 63 Timesheet Policy ...... 63 Holiday Pay ...... 63 Overtime Pay for Non-Exempt Employees ...... 64

Employee Benefits ...... 64 Additional Employee Benefits ...... 64 Section 125 Premium Only Plan Benefit ...... 64 Tax-Deferred Annuities (TDA) ...... 64 Educational Payment Assistance ...... 64 403(b) Retirement Plan ...... 65 Old-Age, Survivors, Disability and Health Insurance (FICA) ...... 65 Unemployment Insurance ...... 65 Holiday Leave ...... 65 Paid Time Off (PTO) ...... 65 Injury on the Job ...... 66 Bereavement/Emergency Leave ...... 67 Military Leave ...... 67 Administrative Leave without Pay ...... 67 Jury Service Leave ...... 67 Family and Medical Leave ...... 67 Health Conditions ...... 68 Notice Requirements ...... 69 Notice by Employee ...... 69 Notice by Employer ...... 69

PAUL QUINN COLLEGE Office of the President

Dear Quinnites:

I want to take this opportunity to personally welcome you to Paul Quinn College Paul Quinn College has enjoyed a long and rich heritage in educating and preparing young adults for the future of our communities, country and the world.

As a fellow employee of the College, it needs to remain our mission to provide the highest in educational excellence to our students. This begins with my Office, the faculty and our support staff. We are glad to have you as part of the Quinnite Nation and look forward to our mutual investment in our best asset…our students.

The following is our College Employee Handbook. Please take time to review and forward any questions to your Department Head, Human Resources, or the Office of the President.

Sincerely,

President Michael J. Sorrell, Ed.D.

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ACCREDITATIONS, INSTITUTIONAL AFFILIATIONS, AND ANTI- DISCRIMINATORY STATEMENT

STATEMENT OF ACCREDITATION Paul Quinn College is accredited by the Transnational Association of Christian Colleges and Schools (TRACS) [P.O. Box 328, Forest, VA 24551; Telephone: 434.525.9539; e-mail: [email protected]].

For information on filing a complaint against Paul Quinn College, visit the following website: http://tracs.org/documents/1.ComplaintInformationSheet-AgainstInstitution.pdf

CERTIFICATE OF AUTHORIZATION The Texas Higher Education Coordinating Board has granted a Certificate of Authorization to Paul Quinn College to award the following Bachelor of Science degrees:

Biology Business Administration – Accounting Business Administration – Entrepreneurship Business Administration – Fundraising & Philanthropy Business Administration – Management Computer Science Health & Wellness Legal Studies Liberal Arts Liberal Arts - Early Childhood to Sixth Grade Teacher Certification

This certificate does not constitute accreditation; the issuance of this certificate attests only to the institution’s having met the Board’s standards established for nonexempt institutions.

Questions or complaints about the institution should be addressed to:

Texas Higher Education Coordinating Board P.O. Box 12788 Austin, TX 78711-2788 512.427.6200

AFFILIATIONS Paul Quinn College is affiliated with the Association of Institutions of Higher Education of the African Methodist Episcopal Church.

Paul Quinn College admits students of any race, color, religion, sex, sexual orientation, or national or ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students of the College. It does not discriminate on the basis of race, color, religion, sex, sexual orientation, or national or ethnic origin in administration of its educational policies, admissions policies, scholarships and loan programs, and athletic and other school-administered programs. No handicapped person is, on the basis of the handicap, excluded from participation in, denied benefits of, or otherwise subjected to discrimination under any program, employment, or activity at Paul Quinn College. For information regarding the Americans with Disabilities Act, contact the Vice President of Academic Affairs.

4 Maps and Directions

From Downtown Dallas: Take Interstate 45 South (Houston). Take the Simpson Stuart Road exit and turn right (west). The campus located one-half mile west of I-45, on the right-hand side of the street.

From Fort Worth/Arlington/Grand Prairie/Duncanville: Take Interstate 20 east. Exit Bonnie View road and turn left (north), for 2 miles. Turn right (east) at Simpson Stuart Road, and head one-half mile. The campus will be on your left-hand side.

5 Contact Information Paul Quinn College www.PQC.edu 3837 Simpson Stuart Road, Dallas, TX 75241-4398

Academic Advising [email protected] 214-379-5425

Academic Affairs [email protected] 214-379-5484

Alumni Affairs [email protected] 214-379-5577

Athletics [email protected] 214-379-5484

Business Office (Student Billing) [email protected] 214-379-5560

Campus Clubs and Organizations [email protected] 214-379-5431

Campus Security [email protected] 214-379-5599

College Registrar (Transcript Requests) [email protected] 214-379-5412

Donations to Paul Quinn College [email protected] 214-379-5577

Enrollment Management (Admissions) [email protected] 214-379-5577

Facilities [email protected] 214-379-5403

Faculty [email protected] 214-379-5484

General Information [email protected] 214-376-1000

Health Services [email protected] 214-379-5526 Information Technology / Computing http://helpdesk.pqc.edu 214-379-5436

Lucy Residence Hall [email protected] 214-379-5455

President’s Office [email protected] 214-379-5577

Scholarships and Financial Aid [email protected] 214-379-5530

Student Government Association [email protected] 214-379-5431

Student Support Services (TRIO) [email protected] 214-379-5500

Testing and Disability Services [email protected] 214-379-5500

Upward Bound [email protected] 214-379-5419

WE Over Me Farm [email protected] 214-379-5457

Zale Library [email protected] 214-379-5565

Human Resources [email protected] 214-379-5485

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Our Mission

The mission of Paul Quinn College is to provide a quality, faith-based education that addresses the academic, social, and Christian development of students and prepares them to be servant leaders and agents of change in their communities.

Confession of Our Faith

The Doctrinal Statement of Paul Quinn College

Paul Quinn College, its students and employees, affirm the Biblical and theological foundations of the African Methodist Episcopal Church and commit ourselves to fulfilling the mission and philosophy of education that reflects our foundations. These beliefs are enumerated in the Articles of Religion, the Standard Sermons of John Wesley and the Apostle’s Creed.

Apostle's Creed

I believe in God the Father Almighty, Maker of heaven and earth, and in Jesus Christ his only son our Lord who was conceived by the Holy Spirit, born of the Virgin Mary, suffered under Pontius Pilate, was crucified, dead; and buried. The third day he arose from the dead' he ascended into heaven and sitteth at the right hand of God the Father Almighty; from thence he shall come to judge the quick and the dead. I believe in the Holy Spirit, the Church Universal, the communion of saints, the forgiveness of sins, the resurrection of the body and the life everlasting. Amen

Foundational Beliefs

The Trinity: There is but one living and true God, everlasting, without body or parts, of infinite power, wisdom and goodness; the maker and preserver of all things, both visible and invisible. And in unity of this God-head, there are three persons of one substance, power and eternity; the Father, the Son and the Holy Ghost. (Article I)

Deity and Humanity of Christ: The Son, who is the Word of the Father, the very and eternal God, of one substance with the Father, took man's nature in the womb of the blessed Virgin; so that two whole and perfect natures, that is to say, the God-head and manhood, were joined together in one person, never to be divided, whereof is one Christ, very God and very man, who suffered, was crucified, dead and buried, to reconcile his Father to us, and to be a sacrifice, not only for original guilt, but also for actual sins of men. (Article II)

The Bible: The Bible is primary, authoritative and informative in all matters of faith and practice; all Scripture is given by inspiration of God (2 Tim. 3:16-17). The Holy Scripture containeth all things necessary to salvation; so that whatever is not read therein, nor may be proved thereby, is not to be required of any man, that it should be believed as an article of faith, or be thought requisite or necessary to salvation. In the name of the Holy Scriptures, we do understand those canonical books of the Old and New Testament, of whose authority was never any doubt in the Church. (Article IV)

Creation: God is creator of all. (Genesis 1:1) “All things where made by Him, and without Him was not anything made that was made.” (John 1:3) We agree with John Wesley (Sermon 56) when he said, “When God created the heavens and the earth, and all that is therein, at the conclusion of each day’s work it is said, “And God saw that it was good.”” (Genesis 1:1-27). Thus, we believe that creation occurred in six literal days.

Redemption: Not every sin willingly committed after justification is the sin against the Holy Ghost, and unpardonable. Wherefore, the grant of repentance is not to be denied to such as fall into sin after justification. After we have received the Holy Ghost, we may depart from grace given, and fall into sin, and by the grace of God, rise again, and amend your lives. And therefore they are to be condemned who say they can do no more sin as long as they live here; or deny the place of forgiveness to such as truly repent. (Article XII)

Salvation: We are accounted righteous before God only for the merit of our Lord and Savior, Jesus Christ, by faith, and not by our own works or deserving; wherefore, that we are justified by faith only, is a most wholesome doctrine, and very full of comfort. (Article IX)

7 Second Coming: Jesus Christ his only son our Lord who was conceived by the Holy Spirit, born of the Virgin Mary, suffered under Pontius Pilate, was crucified, dead; and buried. The third day he arose from the dead' he ascended into heaven and sitteth at the right hand of God the Father Almighty; from thence he shall come to judge the quick and the dead. (Apostle’s Creed)

Heaven and Hell: And he who was seated on the throne said, “Behold, I am making all things new.” Also he said, “Write this down, for these words are trustworthy and true.” And he said to me, “It is done! I am the Alpha and the Omega, the beginning and the end. To the thirsty I will give from the spring of the water of like without payment. The one who conquers will have this heritage, and I will be his God and he will be my son. But as for the cowardly, the faithless, the detestable, as for murderers, the sexually immoral, sorcerers, idolaters, and all liars, their portion will be in the lake that burns with fire and sulfur, which is the second death.” (Revelation 21:5-8)

Satan: Satan is a real being, a fallen angel, the tempter and the accuser. We believe we are to follow the admonition of James: “Submit yourselves therefore to God. Resist the devil, and he will flee from you” (James 4:7)

Christian Philosophy of Education

Paul Quinn College is a unique Christian institution of higher education. It is faith-based, four-year, undergraduate, coeducational, liberal arts institution founded by and affiliated with the African Methodist Episcopal Church. Originally founded in 1872 to educate freed slaves and their offspring, Paul Quinn College is the oldest Historically Black College (HBCU) west of the Mississippi River. Throughout its history, the college has continued to affirm the Biblical and theological foundations of the African Methodist Episcopal Church and commits to a Christian philosophy of education that reflects its foundations.

Our foundational beliefs are imbedded in the Paul Quinn educational experience that addresses the academic, social, and Christian development of students. As we prepare Christian men and women, we provide a balance between a challenging academic education and the building of character based on our foundational Christian beliefs and values.

As a Christian faith-based liberal arts institution, we holistically prepare our students to be servant leaders, agents of change in their communities, and students with a Christian perspective of the world. While we strive to teach our students to challenge conventionality through the development of their minds, bodies and souls, our work does not end there.

Our Christian obligation is to surpass our educational purpose by embedding into the academic experience and curriculum the means for students to shape their faith-based spiritual development. We prepare men and women for life through educational experiences that instill Christian foundational values, knowledge, and perspective. Our curriculum, student life experiences, and Christian focus are designed, implemented, and continuously revised for this purpose.

Although programs are designed for all students that desire to learn in a Christian community, we welcome students from all faiths who are willing to follow the policies, practices, and educational objectives of the institution. The College is committed to providing an exceptional liberal arts education, and as a Christian institution, our students will actively engage as servant leaders and global citizens.

THE QUINNITE CREED The Quinnite Creed is recited by all new students on their first day on the Paul Quinn College campus. While the Four Ls of Quinnite Leadership are seen and heard on a daily basis, the full creed provides students, faculty and staff with the philosophical foundation of the College and guides all members of the Quinnite Nation to meet this standard. I stand before you ready to accept my place in the Quinnite family. As a Quinnite, I promise to embrace the ideals of servant leadership and will, at all times, display only the highest degree of ethical practices, spiritual faithfulness, and financial responsibility. As a Quinnite, I believe in the “Four Ls of Quinnite Leadership”: To Leave places better than you found them; To Lead from wherever you are; To Live a life that matters; and To Love something greater than yourself.

As a Quinnite, I pledge to uphold the standards of selflessness embodied by our institutional ethos of WE over Me.

8 As a Quinnite, I believe in making no small plans and will never allow a stumble to become a fall. As a Quinnite, I believe in the beauty and strength of families and vow to always be a respectful mate and a loving parent. As a Quinnite, I believe in the words of Isaiah 58:9-12 and commit to feeding the hungry, taking care of the needs of the troubled and rebuilding old cities, roads and houses. As a Quinnite, I accept that greatness is the goal for myself, for my school and for my community - - now and forever. Amen. Institutional Objectives 2008-2014

Paul Quinn College has enjoyed a long and rich heritage in educating and preparing young adults for the future of our communities, country and the world. The College strives to provide the highest in educational excellence for students and is committed to the following objectives through academic programs, support services, and outreach to society:

 To fully adhere to and embody the standards of our accrediting body;  To strengthen the College’s fiscal posture by increasing revenues annually through fundraising and grant writing.  To expand and strengthen student recruitment and retention programs;  To improve institutional effectiveness through data analysis and data-guided decision making;  To ensure financial fidelity to the campus mission and stewardship of all campus resources through transparent operational procedures;  To expand and fortify the academic environment of the College through the development of rigorous, relevant, and marketable majors;  To provide programs, activities, and services for the holistic development of students academically, physically, socially, and spiritually;  To cultivate partnerships and improve involvement and collaboration with external partners and corporate entities in order to increase access to a variety of educational, civic and business opportunities;  To ensure that all college units comply with government standards related to grant specifications, accreditation, institutional statistics, and reporting deadlines;  To preserve academic integrity through quality advisement for all students;  To empower students, faculty, and staff so that they may voice concerns, present ideas for policy changes, and express opinions about the College;  To ensure that the Academic Departments have the primary responsibility of making recommendations in areas of curriculum and academic standards;  To transform campus culture and service standards through clearly articulated expectations and operational procedures for each unit of the College;  To expand the technological capacity of the College to facilitate growth, improve communications, and improve data collection;  To attract exceptional employees;  To enhance the environment of both the campus and the community by developing and implementing construction and renovation phases of the campus master plan.

EDUCATIONAL OBJECTIVES FOR ACADEMIC PROGRAMS 2009-2014

Paul Quinn College is committed to providing a quality education that is rooted in the Christian faith and designed to produce intellectually prepared students who enter the workplace and society ready to make substantive contributions as leaders and change agents.

Objective 1 - To prepare students for their career choices through an academically rigorous curriculum

Objective 2 - To offer a strong Christian-based general education core curriculum that is inspired by the study of liberal arts and will provide a strong foundation for the student’s intended major

Objective 3 - To provide a comprehensive assessment plan in every department Objective 4 - To prepare students for global citizenship as servant leaders in a diverse and interdependent world through curricular and co-curricular choices Objective 5 - To recruit and develop a highly qualified faculty 9 Our History

Paul Quinn College was founded by a small group of African Methodist Episcopal ministers in Austin, Texas in 1872. The College was later relocated to Waco and established as a modest one- building trade school at Eighth and Mary Street, were the Missouri-Kansas-Texas Railway Station now stands. Here, newly-freed slaves were taught blacksmithing, carpentry, tanning, saddlery, and other skills.

As AME districts were developed throughout the South, funds became available for a larger school. Consequently, in 1881 two acres of the Garrison Plantation in East Waco were purchased. Later, twenty more acres were added. To construct the first building, a “Ten Cents a Brick” campaign was launched throughout the AME congregations; thus, pennies of desperately poor people built the first solid monument to their dreams.

In May 1882, Paul Quinn College, named for Bishop William Paul Quinn, A.M.E. Bishop of the Western States for almost thirty years, was chartered by the State of Texas.

Today the College is the oldest liberal arts college for African-Americans in the State of Texas. Taught by a faculty of five men and women, the curriculum in the early days of the College included mathematics, music, Latin, theology, English, printing, carpentry, sewing and “household, kitchen, and dining room work.” The teaching facilities were indeed meager. In addition to the main brick building there was one frame building for the kitchen and dining room, an office and three shed rooms that served as dormitories for young men.

As the increasing service and value of Paul Quinn College became apparent, more buildings were erected on the campus. These buildings were made possible largely through contributions from interested patrons. Again in 1950, Paul Quinn College experienced a great stage of physical expansion. A campus church, student union building, gymnasium and an administration building were erected between 1950 and 1954. In addition, major renovations were made to other buildings on the campus.

On March 21, 1954, the Waco Chamber of Commerce launched a $100,000 drive for a new women’s dormitory to replace the one that had been destroyed by fire. The campaign concluded successfully on April 15, 1954. In May 1956, Bishop Howard T. Primm, former Presiding Bishop of the Eighth Episcopal District and Chancellor of Campbell College in Jackson, Mississippi, was assigned as Bishop of the Tenth Episcopal District, thus becoming the new Chairman of the Paul Quinn College Board of Trustees.

On June 26, 1956, the Reverend John Hurst Adams, then Associate Professor of New Testament and Church History at Payne Theological Seminary at Wilberforce University, was elected President of Paul Quinn College. He succeeded Dr. Frank R. Veal, who resigned to accept the presidency of Allen University in South Carolina.

Bishop O.L. Sherman was assigned to supervise the work of the A.M.E. Church in Texas in 1962. His first official act was to have the Charter of the College changed so that trustees could be elected without regard to race, creed, or color. Because of this significant innovation, some of the most outstanding civic leaders in Central Texas were added to the Board of Trustees. 1 0 Under the leadership of the Reverend Leon H. McCloney and work of Bishop O.L. Sherman, Paul Quinn College made major developments in the 1960’s. During this time, two ultra-modern dormitories, a modern two-story classroom building, a fully equipped science building and a modern library building were constructed.

Dr. Stanley E. Rutland became President in 1969. Under his leadership, further additions and renovations were accomplished with the addition of an ultra-modern gymnasium, the renovation of historic Johnson Hall and the development of the Ethnic Cultural Center.

The most significant development under Dr. Rutland was the full accreditation of the College with the Southern Association of Colleges and Schools for the first time in 1972. Since that time, the accreditation has been reaffirmed and the Texas Education Agency has re-opened the Teacher Training program.

In 1990, under the leadership of Dr. Warrant W. Morgan, Paul Quinn College relocated to Dallas, Texas. The first semester in its new home began on September 20, 1990 with an enrollment of 1,020 students. Several innovative programs were soon implemented, including a cooperative agreement with Dallas County Community College District - designed to facilitate easier transition from all seven of the DCCCD 2-year institutions to Paul Quinn College.

In 1992, under the leadership of Dr. Lee E. Monroe, the college strengthened its academic programs, while increasing fiscal responsibility. Under his administration, the College eliminated a 4.2 million dollar deficit in less than three years. Dr. Monroe’s focus was to establish Paul Quinn College as the premier private historically black College in Texas.

Dr. Dwight J. Fennell became President in 2003 after serving as Interim President from 2001. Under Dr. Fennel the College continued to develop its academic programs, increased student enrollment and retention, expanded the College’s endowment, promoted greater interaction between students and faculty, enhanced academic programs and continued to connect with the wider community in Dallas.

Dr. Oswell Person became Interim President of Paul Quinn College in the fall of 2005. Under his leadership the College continued to progress in all academic, financial, and student services. Several campaigns and grants involving the corporate community were initiated.

In 2006, under the leadership of Dr. John K. Waddell and through the benevolence of American Airlines and Board Member Peggy Sterling, the College contracted with the internationally renowned management-consulting firm, the Boston Consulting Group (BCG). BCG studied every aspect of the College in detail and drafted a blue print that guarantees not just the survival of the institution, but its ability to achieve a new level of performance.

Michael J. Sorrell, Ed.D. assumed the position of President of Paul Quinn College in September 2007 after serving as Interim President since March 2007. He had previously served as a member of the Board of Trustees since January 2003. In a short period of time, he has embarked upon an aggressive campaign that has resulted in the implementation of a business casual dress code, a restructuring of majors, a renewed commitment to fiscal integrity and a goal of greatness for the institution.

1 1 Former Presidents of Paul Quinn College

Bishop J. M. Brown (1872-1876) George Singleton (1943-1946)

Bishop R. H. Cain (1876-1880) Nannie Bell Aycock (1946-1951)

H. T. Keiling (1880-1883) Sherman L. Green, Jr. (1951-1953)

I. M. Burgan (1883-1891) Frank R. Veal (1953-1956)

N.A. Banks (1891-1892) John H. Adams (1956-1962)

H. T. Keiling (1892-1896) L. H. McCloney (1962-1969)

I. M. Burgan (1896-1904) Stanley E. Rutland (1969-1976)

W. J. Laws (1904-1908) Reuben D. Manning (1976-1978)

D. A. Butler (1908-1911) William D. Watley (1979-1981)

I. M. Burgan (1911-1914) L.H. McCloney (1981-1982)

J. K. Williams (1914-1924) Norman W. Handy (1982-1984)

J. F. Williams (1924-1926) Warren W. Morgan (1984-1992)

N.A. Banks (1926-1928) Winston D. Powers (1992-1992)

Dean Mohr (1928-1932) Lee E. Monroe (1992-2001)

A.S. Jackson (1932-1939) Dwight J. Fennell (2001-2005)

J. W. Yancy II (1939-1942) John K. Waddell (2006-2007)

George Davis (1942-1943)

1 2

Affirmation of “At Will” Employment

Employment at the College is “At Will” pursuant to the laws of the State of Texas. Employees are free to resign at a time and/or for any reason: however, proper advance notice is requested. Similarly, the College is free to determine that when continued employment of any employee is not in its best interest, the College can discharge that employee. These policies, procedures, or benefits contained or referenced in this Handbook do not constitute an Employment Contract and are subject to change without notice to conform to Federal or State Laws, terms of benefits plans or otherwise at the discretion of Paul Quinn College.

CONFLICTS OF INTEREST

Employees are asked to report any potential conflict of interest to their Supervisor immediately. The President will have the final decision-making authority in questions of conflicts of interest. Employees of the College are required to scrupulously avoid any conflict between their respective individual or business interests and the interests of the College. This policy governs any transaction between the College and any individual, organization, or corporation.

Gifts and Honoraria

No faculty, staff, administrator, trustee, officer, or committee/advisory board member, or volunteer of Paul Quinn College shall accept a gratuitous payment or article of monetary value of greater than [seventy-five dollars ($75.00)] from actual or prospective contractors or suppliers except:

(a ) gifts presented to Paul Quinn College where the recipient is representing Paul Quinn College and thereafter presents the gift to Paul Quinn College or

(b) gifts that are motivated solely by a family or personal relationship, but are in no way connected with the recipient's official duties as a trustee, officer, staff member or volunteer or Paul Quinn College.

In general, a recipient should make every effort to decline to accept gifts on behalf of Paul Quinn College but in cases where it would be considered ungracious to do so, should make clear that the gift is being accepted on behalf of, and will be given to Paul Quinn College.

Nepotism

The purpose of this policy is to explain the position of Paul Quinn College regarding the hiring of relatives and articulate the key reasons for the policy.

For the purposes of this policy, the term "relatives" includes individuals related by marriage, blood or adoption, or by virtue of a domestic partnership.

13 Paul Quinn College permits the employment of qualified relatives of employees, of the employee's household or immediate family as long as such employment does not, in the opinion of management, create actual conflicts of interest.

For purposes of this policy, "qualified relative" is defined as a spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, first cousin, corresponding in-law, "step" relation, or any member of the employee's household. Management will use sound judgment in the placement of related employees in accordance with the following guidelines:  Individuals who are related by blood, marriage, or reside in the same household are permitted to work in the same department, provided no direct reporting. That is, no employee is permitted to work within "the chain of command" when one relative's work responsibilities, salary, hours, career progress, benefits, or other terms and conditions of employment could be influenced by the other relative.

 Related employees may have no influence over the wages, hours, benefits, career progress and other terms and conditions of the other related staff members.

 Employees who marry while employed, or become part of the same household are treated in accordance with these guidelines. That is, if in the opinion of management, a conflict arises as a result of the relationship, one of the employees may be transferred at the earliest practicable time.

It is the policy of Paul Quinn College to avoid bringing family relationships into the workplace whenever possible. On rare occasions when the hiring of a family member is approved by the President, the following guidelines apply:

1. No employee will be permitted to hire or directly supervise a relative.

2. Related persons will not be permitted to participate in personnel evaluations of their related employee nor participate in any discussions or make recommendations concerning salary adjustments or promotions.

Paul Quinn College does not prohibit the hiring of relatives of staff members. However, while we will accept and consider applications for employment from relatives of current employees, family members will not be hired, promoted or transferred into positions in which they directly or indirectly supervise or are supervised by another family member. Any exceptions to this policy must be approved by the President.

Outside Employment

Individuals employed by Paul Quinn College may hold outside jobs as long as they receive prior approval from the President and meet the performance standards of their job with Paul Quinn College.

Employees should consider the impact that outside employment may have on their ability to perform their duties at Paul Quinn College. All employees will be evaluated by the same performance standards and will be subject to Paul Quinn College scheduling demands, regardless of any outside work requirements.

14 If Paul Quinn College determines that an employee's outside work interferes with their job performance or their ability to meet the requirements of Paul Quinn College, as they are modified from time to time, the employee may be asked to terminate the outside employment if he or she wishes to remain employed with Paul Quinn College.

Outside employment that constitutes a conflict of interest is prohibited.

Political Activity Conduct

Except as otherwise provided by the law, the following restrictions on political activity apply to College employees:

. College employees will not use their positions to endorse any candidates for public office or to endorse any particular political party; . College employees will not use working hours, College facilities or College resources in any manner on behalf of candidates for public office, including but not limited to soliciting or receiving subscriptions, contributions, political service, or to circulate petitions or campaign.

Exceptions to the above policy must receive the prior written approval of the President of the College or the Board of Trustees.

Financial Interest in Organizations involved with the College

All employees must avoid activities or relationships that conflict with the College's interests or adversely affect the College's reputation. The types of activities and relationships employees must avoid include, but are not limited to: . accepting or soliciting a gift, favor, or service that is intended to, or might appear to, influence the employee's decision-making or professional conduct; . accepting, agreeing to accept, or soliciting money or other tangible or intangible benefit in exchange for the employee's favorable decisions or actions in the performance of his or her job; . accepting employment or compensation or engaging in any business or professional activity that might require disclosure of the College’s confidential information; . accepting employment or compensation that could reasonably be expected to impair the individual's independent judgment in the performance of official duties; and . making personal investments that are contrary to the College's interests.

Employees must disclose actual or potential conflicts to their supervisor as soon as they become aware of them. Failure to make required disclosures or resolve conflicts of interest satisfactorily can result in discipline, up to and including termination of employment.

Permitted Investments

Employees must avoid any investments in the businesses of the College's customers, suppliers, or competitors that could cause divided loyalty, or even the appearance of divided loyalty.

Employees who have investments in the businesses of customers, suppliers, or 15 competitors or who plan to make such investments must file a disclosure form. As a general rule, an employee's investment in securities traded on a recognized stock exchange does not create a conflict of interest as long as the securities are purchased on the same terms and with the same information available to the general public.

Investments that are never considered conflicts of interest include mutual funds, blind trusts, or debt instruments of publicly held companies that are traded on an exchange.

Disclosure of Interested Transactions

Employees are required to file a disclosure form with the COO as soon as they have knowledge of the College transaction or proposed transaction with an outside individual, business, or other organization that would create a conflict of interest or the appearance of one. Specifically, the employee is required to disclose any: . remuneration the employee, or an immediate family member, received from the individual/organization; . investments or ownership interests the employee or an immediate family member has in the outside organization; . offices or positions the employee or an immediate family member holds in the outside organization; and . other relationships with the individual/organization that actually or potentially create a conflict of interest.

All disclosures required under this policy must be directed in writing to the COO. The COO will promptly review all disclosures and determines which interests are in conflict and which, if any, can be resolved.

Officers of the College and any employees who purchase goods or services for the College or who enter into and administer contracts on behalf of the College must complete and file an annual Conflict of Interest Disclosure Form.

HIRING AND EMPLOYEMENT PRACTICES

Objectives

This Faculty-Staff Handbook is designed to assure that Paul Quinn College administers fair and uniform application of personnel practices consistent with the values held by the College and Federal and State law. Our College work environment objectives are:

 To promote and increase productivity, communication, effectiveness, and responsiveness to students.  To recruit, select, and develop employees on the basis of academic attainment, knowledge skills, abilities, and experience.  To provide equitable and adequate compensation and benefit plans.  To retain, train and promote staff on the basis of performance.  Provide the positive environment to get poor or inadequate performance back on track.  Continually strive to prohibit discrimination and to assure fair treatment of applicants and employees in all aspects of the College experience without regard to age, sex, disability, race, color, national origin religion, political affiliation,

16 sexual orientation, medical history, marital status, with proper regard for employee privacy and constitutional rights as citizens.  To provide flexibility that will assist faculty and staff who have important personal and community obligations, especially those with special needs, such as having child and elder care responsibilities.

Equal Opportunity/Affirmative Action Employer

Paul Quinn College is an Equal Opportunity Employer, and as such, will act to ensure applicants for employment and employees are treated in compliance with state and federal laws and regulations governing equal opportunity and non-discrimination in employment on the basis of: age, sex, disability, race, color, national origin, religion, political affiliation, sexual orientation, marital status or any other non-merit factor.

While the College does not wish to infringe on the personal freedoms of its Faculty-Staff, employees are asked to refrain from public activities that may be in conflict with the philosophy and policies of the College or that will have a negative impact on the achievement of its mission.

Proof of Eligibility to Work in the United States

The Immigration Reform & Control Act of 1986 requires employers to verify the identity of employees and their eligibility to work in the United States. The President of the United States may amend this Act from time to time. Employment with the College is contingent upon an employee’s completion of a Form I-9 and timely submission of appropriate documentation establishing identity and eligibility to work in the United States. Employees who do not provide appropriate documentation within three days of employment will be removed from the work schedule until such documentation is provided.

Sexual and Other Unlawful Harassment

Paul Quinn College is committed to providing a work environment in which all employees are treated with dignity and respect. Therefore, Paul Quinn College will not tolerate any type of harassment of its employees, volunteers, vendors/business partners or clients/consumers.

As used in this policy, the term “harassment” includes sexual and racial harassment as well as harassment based on any other protected classification such as a person’s race, color, sex, sexual orientation, religion, ethnic heritage, mental or physical disability, age and/or appearance.

Specifically, sexual harassment may be defined as unwelcome verbal, physical, or sexual conduct including, without limitations, sexual advances, demands for sexual favors, or other verbal or physical conduct of a sexual nature.

With regard to employees, any action may be considered harassing if it:

17 1. creates a hostile, intimidating or offensive work environment;

2. unreasonably interferes with an employee’s work performance; or

3. adversely impacts an individual’s employment opportunities.

Harassment, as defined above, of any employee, volunteer, client or vendor is strictly prohibited.

Any employee or volunteer who violates this policy will be subject to disciplinary action at the discretion of the President, including, but not limited to, termination.

Vendors who violate this policy will be subject to disciplinary action or other measures at the discretion of the President, including, but not limited to, termination of the organization’s relationship with the vendor.

Prompt reporting of inappropriate conduct is vital to the implementation of this policy. Employees are urged to promptly report policy violations.

No employee who makes a good faith allegation of harassment will be subject to retaliation. Nor will any employee be retaliated against for participating in any investigation of harassment in the workplace.

Allegations of harassment within the workplace are a very serious matter. Therefore, any employee or volunteer who knowingly makes false allegations will be subject to disciplinary action at the discretion of the President, including, but not limited to, termination.

Paul Quinn College urges any employee who believes that he/she has been treated in violation of this Policy should first consider telling the offending party that his/her conduct or behavior is inappropriate. This often solves the problem.

However, if an employee, contractor or volunteer is not comfortable confronting the offending party, he/she should immediately report the matter to: a) His/her immediate supervisor; or b) The Chief Operating Officer; or c) If the Chief Operating Officer is involved, the President or Board Chair.

Any supervisor who is made aware of a complaint regarding possible harassment must report the complaint to the Chief Operating Officer; or, if the Chief Operating Officer is involved, to the President or Board Chair.

Complaints of harassment will be investigated as promptly as possible. The investigation will involve speaking with persons who are or may have been witnesses to the actions or behavior that is the subject of the complaint. While confidentiality will be maintained to the extent possible, Paul Quinn College cannot guarantee confidentiality without jeopardizing its ability to thoroughly investigate all complaints.

Paul Quinn College will take prompt disciplinary and remedial action in response to policy violations, including breach of confidentiality, retaliatory action, or bad faith allegations. Disciplinary action may include termination of employment. If you have questions about this policy, contact the Chief Operating Officer for additional information.

18

Complaint Policy (Staff)

The purpose of this policy is to provide an informal means for staff to resolve disputes and express concerns or complaints.

Staff disputes and complaints will be handled through this informal complaint process. Staff is encouraged to discuss their concerns and complaints through informal conferences with their supervisor. Concerns and complaints should be expressed as soon as possible to allow early resolution at the level closest to the problem. Since the informal complaint process is intended to resolve problems, staff complaints will not be disclosed to anyone other than those needed to resolve the matter.

The procedure for this policy is as follows:

 A staff member should first request a meeting with their supervisor to discuss a complaint, concern or dispute. The supervisor will meet with the staff member and attempt to resolve the matter informally.  If the nature of the complaint concerns egregious behavior on the part of an immediate supervisor, the staff member may request a meeting with the next level of management.

If a staff member is dissatisfied with the result of this informal complaint procedure the staff member may initiate a formal complaint through the Chief Operating Officer.

Reporting and Disclosure Requirements

Employees have the responsibility to report any of the following to the Office of the President or COO for proper investigation. Employees will be protected and reports will be kept anonymous except to the extent required to investigate the claim.

Any employees or issues that:

 Involve financial accountability or mismanagement of College funds;  Violate ethical or professional standards;  Involve fraudulent claims for federal government reimbursement;  Impose on workers' rights, or  Involve violations of any federal law.

Workplace Violence and Weapons

The College is concerned with providing all employees and students with a safe and productive working and learning environment. As such, the College expressly prohibits 19 any and all acts or threats of violence by or against any College employee, student, vendor, or other visitor to the College campus. This policy applies to all College employees whether or not they are engaged in business on behalf of the College, and whether or not they are on the College premises.

In addition, the College strictly prohibits the possession or use of any and all weapons, including handguns, on College premises by any employee, customer, vendor or other visitor, whether licensed or unlicensed and whether concealed or unconcealed. College premises include not only the main facilities, but also the parking lots, entrances and exits, break areas, etc. College employees are further prohibited from the possession or use of any and all weapons while conducting business on behalf of the College off of College premises.

The College reserves the right to conduct searches of College premises and property at any time and intends to search such areas when, in the opinion of management, there is reasonable cause to believe that the search is necessary and appropriate to business security or workplace safety issues and/or to monitor compliance with this or other College policies and procedures.

Drug and Alcohol Free Campus

Paul Quinn College is committed to protecting the safety, health and well-being of all employees and other individuals in our workplace. We recognize that alcohol abuse and drug use pose a significant threat to our goals. We have established a drug-free workplace program that balances our respect for individuals with the need to maintain an alcohol and drug-free environment.

In compliance with federal law, Paul Quinn College maintains a drug-free workplace policy. The term “drug” as used in this policy includes alcoholic beverages, prescription drugs, as well as illegal inhalants and illegal drugs and/or controlled substances. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee’s ability to perform the essential functions of the job effectively and in a satisfactory and safe manner that does not endanger other individuals in the workplace. Employees, as well as those who perform work for the College but are not employees (e.g., independent contractors, temporary agency personnel, authorized volunteers) are prohibited from unlawfully manufacturing, distributing, selling, offering to sell, dispensing, possessing, purchasing or using alcohol, illegal or controlled substances, or other intoxicants on the premises of the College, at any time either during work hours or non-work hours, including meal and break periods. The entire College campus is considered the workplace. Any individual who conducts business for Paul Quinn College, is applying for a position or is conducting business on the organization's property is covered by our drug-free workplace policy.

Our drug-free workplace policy is intended to apply whenever anyone is representing or conducting business for Paul Quinn College. Therefore, this policy applies during all working hours, whenever conducting business or representing Paul Quinn College and at company- sponsored events, on campus, or off campus.

An employee’s use of a legal drug can also pose a significant risk to the safety of the employee and the College community. The use or being under the influence of any legally obtained drug by any employee performing Paul Quinn College’s business or in an Paul Quinn College facility is prohibited to the extent such use or influence may affect the safety of co-workers or members of the public, the employee's job performance or the safe or 20 efficient operation of the Paul Quinn College’s facility.

Communicating our drug-free workplace policy to both supervisors and employees is critical to our success. To ensure all employees are aware of their role in supporting our drug-free workplace program all employees will receive a written copy of the policy.

It is the supervisor's responsibility to:

 Inform employees of the drug-free workplace policy.  Observe employee performance.  Investigate reports of dangerous practices.  Document negative changes and problems in performance.

Entering Paul Quinn College's property constitutes consent to searches and inspections. If an individual is suspected of violating the drug-free workplace policy, he or she may be asked to submit to a search or inspection at any time. Searches can be conducted of pockets and clothing, wallets, purses, briefcases and lunchboxes, desks and work stations and vehicles and equipment.

All drug-testing information will be maintained in separate confidential records.

Any employee who tests positive will be immediately removed from duty, referred to a substance abuse professional for assessment and recommendations and required to pass a Return-to-Duty test and sign a Return-to-Work Agreement.

An employee will be subject to the same consequences of a positive test if he/she refuses the screening or the test, adulterates or dilutes the specimen, substitutes the specimen with that from another person or sends an imposter, will not sign the required forms or refuses to cooperate in the testing process in such a way that prevents completion of the test.

All information received by the organization through the drug-free workplace program is confidential communication. Access to this information is limited to those who have a legitimate need to know in compliance with relevant laws and management policies.

Paul Quinn College recognizes that alcohol and drug abuse and addiction are treatable illnesses. We also realize that early intervention and support improve the success of rehabilitation. To support our employees, our drug-free workplace policy encourages employees to seek help if they are concerned that they or their family members may have a drug and/or alcohol problem.

Drug and Alcohol Testing/Screening

Paul Quinn College may require a blood test, urinalysis or other drug/alcohol screening of an employee under certain conditions. Such tests are an important part of Paul Quinn College’s investigation of drug or alcohol abuse and any refusal to take such a test will be an important factor considered by Paul Quinn College in its decision concerning appropriate disciplinary action for violations of this policy.

The conditions which may require drug/alcohol screening include, but are not limited to the

21 following:

 Applicant pre-employment testing  Post-accident testing  Reasonable suspicion testing  Random testing  Post-rehabilitation testing  Scheduled, periodic testing

Applicant Pre-employment Testing

Paul Quinn College may require any job applicant who has received a conditional offer of employment to undergo a drug and/or alcohol test as a condition of commencement of employment. If the job applicant refuses to undergo substance testing or has a confirmed positive test result, the conditional offer of employment will be withdrawn and the individual will not be hired.

Testing Procedures

All substance abuse testing will be performed by a NIDA approved laboratory or healthcare provider chosen by the Company. All positive test results will be reviewed by the medical review officer.

Post-Accident Testing

Paul Quinn College will require any employee involved in an accident while driving a Paul Quinn College vehicle to submit to drug and alcohol testing.

Any employee involved in either a job-related accident or a job-related incident involving the apparent violation of a safety rule or standard, which did or could have resulted in injury or property damage, must submit to drug and alcohol testing. When the Paul Quinn College has a reasonable suspicion that an employee may be under the influence of alcohol or drugs, Paul Quinn College may require the employee to submit to drug/alcohol testing and/or fitness to work examination. Reasonable suspicion means suspicion based on specific personal observations by a supervisor or his designee.

Nothing in this policy is intended to delay obtaining medical treatment after an accident. In all cases the head of the human resources department or other designated representative of the Chief Operating Officer will be contacted for immediate review of the circumstances.

Reasonable Suspicion Testing

When the supervisor has established reasonable suspicion that an employee may be under the influence of a drug or alcohol, the supervisor shall contact another supervisor, the head of the human resources department or the Chief Operating Officer for the purpose of confirmation. Upon confirmation of a reasonable suspicion, the supervisor shall communicate to the Chief Operating Officer in writing the basis for reasonable suspicion. A copy of the writing shall be provided to the employee.

Circumstances that constitute a basis for determining an employee may be under the influence of drug or alcohol such that testing is considered may include, but are not limited to: 22

 direct observation of drug or alcohol use;  a pattern of abnormal or erratic behavior and mood changes;  information provided by a reliable and credible source;  a work-related accident that was caused by the employee or could have reasonably been prevented by the employee  presence of the physical symptoms of drug or alcohol use (i.e., glassy or bloodshot eyes, alcohol odor on breath, slurred speech, poor coordination and/or reflexes);  arrest for a misdemeanor or a felony related to or involving the possession, use or sale of alcohol or unlawful controlled substances during working hours;

An employee who refuses to consent to a drug and/or alcohol test when a reasonable suspicion of drug or alcohol use has been identified, a post-accident/incident has occurred or the employee occupies a safety and security sensitive position, is subject to disciplinary action up to and including termination of employment.

The reason(s) for refusal shall be considered in determining the appropriate disciplinary action. Reasons for refusal shall be documented in writing by the Human Resources Manager or the Chief Financial Officer.

Random Testing

The College retains the right to require any employee to undergo drug and/or alcohol testing on a random selection basis. In selecting employees at random for alcohol or drug testing, all employees will be equally subject to being selected and the College will not have the discretion to waive the selection of any employee.

Post-Rehabilitation Testing

The College retains the right to require any employee to undergo drug and/or alcohol testing without prior notice following the employee's participation in a drug or alcohol dependency treatment program under an employee benefit plan or at the request or requirement of your employer. This post-rehabilitation testing may continue for up to two years.

Scheduled Periodic Testing

The College retains the right to require any employee to undergo drug and/or alcohol testing as part of a routinely scheduled fitness-for-duty medical exam to the extent such an exam is regularly conducted on the employee. Also, any employee may be required to undergo drug and/or alcohol testing which is routinely scheduled for all members of the employee's classification or group.

An employee who refuses to consent to a drug and/or alcohol test when a reasonable suspicion of drug or alcohol use has been identified, a post-accident/incident has occurred or the employee occupies a safety and security sensitive position, is subject to disciplinary action up to and including termination of employment.

The reason(s) for refusal shall be considered in determining the appropriate disciplinary action. Reasons for refusal shall be documented in writing by the Chief Operating Officer.

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All information from an employee's drug and alcohol test is confidential and only Paul Quinn College, tested employee, or authorized agents of Paul Quinn College or employee are to be informed of test results. Disclosure of test results to any other person, agency, or organization is prohibited unless written authorization is obtained from the employee. The results of a positive drug test shall not be released until the results are confirmed. The records of unconfirmed positive test results and negative test results shall be destroyed by the testing laboratory.

Americans with Disabilities Act

The College is committed to providing equal opportunity employment to qualified individuals with disabilities. The College agrees to employ, advance in employment and otherwise treat qualified individuals without regard to their disability in all terms and conditions of employment, including without limitation the following:

Employment promotion, demotion, transfer, layoffs or terminations, rates of pay or other forms of compensation and benefits, and selection for training.

The College will attempt to reasonably accommodate disabled employees and job applicants to permit them to perform the essential functions of their job in a safe and efficient manner. The College will afford reasonable accommodations to qualified applicants and employees with a known disability provided that the accommodation does not cause undue hardship to the College or, irrespective of the accommodation, that such individuals do not pose a direct threat to the health and safety of themselves or others. Applicants and employees with disabilities who require reasonable accommodation may inform the Human Resources Liaison of the disability and may suggest, on a confidential basis, how the College may reasonably accommodate them. The process of determining whether a reasonable accommodation will assist the employee is an interactive process. The College expects the employee to play an active role in this regard. The College reserves the right to choose the accommodation and/or determine whether a suggested accommodation is reasonable.

AIDS/HIV

The College does not discriminate against persons with HIV or AIDS in its hiring or employment policies. The College’s policy is to treat employees with HIV infection or AIDS in the same manner as employees affected by any serious or life-threatening illness, such as cancer or heart disease. The College does not terminate employees on the basis of HIV infection or AIDS unless the employee is unable to perform the requirements of his or her job satisfactorily with or without a reasonable accommodation.

Employee Separation

Unless an employee has a written employment agreement with Paul Quinn College, which provides differently, all employment at Paul Quinn College is “At-Will.” That means that employees may be terminated from employment with Paul Quinn College with or without cause, and employees are free to leave the employment of Paul Quinn

24 College with or without cause. Any representation by any Paul Quinn College officer or employee contrary to this policy is not binding upon Paul Quinn College unless it is in writing and is signed by the President or the Chief Operating Officer.

Either Paul Quinn College or the employee may initiate separation. Paul Quinn College encourages employees to provide at least two weeks (10 business days) written notice prior to intended separation.

After receiving or giving notice of separation, an exit interview will be scheduled by the Chief Operating Officer or his or her designee.

The President and the Chief Operating Officer have the authority to discharge an employee from the employ of Paul Quinn College.

Reasons for discharge may include, but are not limited to:

 Falsifying or withholding information on your employment application that did or would have affected Paul Quinn College’s decision to hire you (This conduct will result in your immediate termination);  Falsifying or withholding information in other personnel records including personnel questionnaires, performance evaluations or any other records;  Performance at work below a level acceptable to Paul Quinn College or the failure to perform assigned duties;  Failure to complete required time records or falsification of such time records;  Insubordination;  Refusing to work reasonable overtime;  Negligence in the performance of duties likely to cause or actually causing personal injury or property damage;  Fighting, arguing or attempting to injure another;  Destroying or willfully damaging the personal property of another, including Paul Quinn College’s property;  Breach of confidentiality;  Using or appearing to use for personal gain any information obtained on the job, which is not readily available to the general public or disclosing such information that damages the interests of Paul Quinn College or its customers or vendors;  Placing oneself in a position in which personal interests and those of Paul Quinn College are or appear to be in conflict or might interfere with the ability of the employee to perform the job as well as possible;  Using Paul Quinn College property or services for personal gain or taking, removing or disposing of Paul Quinn College material, supplies or equipment without proper authority;  Dishonesty;  Theft;  The possession, use, sale or being under the influence of drugs or other controlled substances or alcoholic beverages during working hours or on the Paul Quinn College premises at any time in violation of Paul Quinn College’s policies.  Carrying or possessing firearms or weapons on Paul Quinn College property;  Excessive tardiness or absenteeism whether excused or unexcused;  Unauthorized absence from work without proper notice; and 25  Engaging in discriminatory or abusive behavior, including sexual harassment.

At the sole discretion of the Chief Operating Officer, the employee may be asked to leave immediately or be given a period of notice.

In the event of separation from employment, or immediately upon request by the Chief Operating Officer or his or her designee, employees must return all Paul Quinn College property that is in their possession or control. Where permitted by applicable law(s), Paul Quinn College may withhold from the employee's final paycheck the cost of any property, including intellectual property, which is not returned when required. Paul Quinn College also may take any action deemed appropriate to recover or protect its property.

Exit Interview Policy

It is the goal of Paul Quinn College to give the departing employee formal information about the separation of employment and for Paul Quinn College to gain information about the employee’s work experience.

Paul Quinn College believes the continued improvement of providing service to individuals and to the community may be improved through the gathering of information from all sources reasonably available.

Paul Quinn College may benefit from learning about the concerns and issues expressed by departing employees; Therefore, Paul Quinn College will seek exit interviews from all departing staff.

Faculty Role

Academic Advising Academic advising establishes a collaborative relationship between student and advisor in which the student feels a sense of connection, support, and guidance. Effective advising is developmental and responsive. Advising encourages students to think critically, seek out resources, and develop action plans. It provides students with the information, resources, and encouragement they need to take personal responsibility for exploring options and making intentional and intelligent decisions. Ultimately, advising allows each student to achieve a meaningful and successful educational experience.

All students will experience an abbreviated advising session during registration. During the semester, all students are expected to schedule and complete a one-on-one advising meeting to thoroughly review the student’s degree plan, progress in currently enrolled classes, and to identify course needs for the next semester. Continuing students who do not complete early advising prior to the beginning of new student registration must wait until all new students have completing the advising process.

Freshmen and sophomore students are advised by Freshmen and Sophomore Class Advisors until they complete the core requirements. At the end of their sophomore year students transition to the Third and Fourth Year Advisors. Students who plan to major in teacher education are encouraged to schedule an advising appointment with the chair of the Teacher Education department during their second or third semester at the College.

26 Faculty Job Description (Full-Time)

SUMMARY The full time faculty member at Paul Quinn College has primary responsibility for the education of students enrolled at Paul Quinn College. This generally includes planning and preparing to teach assigned classes, facilitating educational opportunity outside of the classroom as an advisor, mentor, role model, and servant leader, and supporting the identification and recruitment of new students to the College. Full time faculty members should share a desire for innovation and creativity, academic rigor and achievement, community service within the College and without, and encourage the pursuit of excellence in the entire Quinnite Nation.

PRIMARY DUTIES  Teach 12 to 18 credit hours each semester unless given specific assignments in lieu of a designated number of credit hours.  Provide to enrolled students, on the first day of class, and to the Vice President of Academic Affairs by the first Friday after the course begins, the course syllabus for each course taught. The course syllabus represents all required course content and major learning activities, assignments, exams, projects, etc. All syllabi are maintained by Academic Affairs for historical documentation of the curriculum and are also used for assessment activities, reporting to TRACS, SACS, THECB or other external entities, future curriculum planning, and grade disputes.

Course syllabi must include the following components: o A listing of the required course content o The approved program and course level student learning outcomes that are feasible, measureable, and tied to the competencies appropriate for the course o The major assessment tools to be used in the course, and how each links to a specific learning outcome o Changes or corrections as a result of the previous assessment of the effectiveness of learning outcomes o All courses must include the following elements, and must also be documented in the syllabus: . A significant writing component . Experiential, hands on, learning activities (may be on or off campus) . Innovative student engagement strategies, including but not limited to the use of technology, guest speakers, group projects  Fully utilize each class period by starting the class promptly at the hour assigned, engaging the students in active learning throughout the time provided for the class  Schedule, hold, and post one office hour per week, for each assigned course. Half of the office hours may be scheduled online in real time (i.e.: SKYPE). Rotate office hours between campus locations, such as Student Support Services (SSS), the Residence Hall, or the Library  Produce a written progress report at least every four (4) weeks of the semester for each student that includes current grades, areas of progress related to learning outcomes, areas of deficiencies related to learning outcomes. The report will be given to the student and recorded in CAMS. Students with significant deficiencies should be scheduled for a meeting to discuss strategies for improvement AND be referred to the Retention Manager  Record attendance and grades for major assignments in the CAMS Faculty Portal weekly and retain a hard copy in files secured in your PQC office space.

27 Committee/College Service  Support College programs through attendance and participation, and wear full academic regalia as requested, including the following: o President’s Welcome Address and Heritage Bell Ceremony o Formal Convocations o Commencement  Assist with planning and implementation of campus events as requested  Participate with student organizations and activities as a sponsor or advisor o Advise one organization associated with academic discipline o Advise one organization associated with another aspect of campus life, or o Participate in at least one community service project per semester

Professional Development Maintain current level of scholarship in teaching field through ongoing professional development  Engage in scholarly inquiry, research, and/or writing  Attend professional meeting as practical  Collaborate with fellow PQC faculty

Other Responsibilities  Engage in open and regular inquiry of academic area, teaching and learning with other members of the faculty  Support and actively participate in the governance of the College through the Faculty Senate and other College committee assignments  Support, encourage, and challenge other faculty member to meet expectations  Serve as a role model for students, other faculty, and staff of the College o Demonstrate academic curiosity and achievement o Show dedication to community service o Quest for innovation o Pursue excellence

Faculty Job Description (Part-time)

Summary The part time faculty member at Paul Quinn College has responsibility for the education of students enrolled at Paul Quinn College. This generally includes planning and preparing to teach assigned classes, and a limited role in facilitating educational opportunity outside of the classroom as a mentor, role model, and servant leader. Part time faculty members should share a desire for innovation and creativity, academic rigor and achievement, community service within the College and without, and encourage the pursuit of excellence in the entire Quinnite Nation.

PRIMARY DUTIES  Teach 3 to 12 credit hours each semester  Report to the VPAA or designated supervisor  Provide to enrolled students, on the first day of class, and to the Vice President of Academic Affairs, or designated supervisor, by the first Friday after the course begins, the course syllabus for each course taught. The course syllabus represents all required course content and major learning activities, assignments, exams, projects, etc. All syllabi are maintained by Academic Affairs for historical 28 documentation of the curriculum and are also used for assessment activities, reporting to TRACS, SACS, THECB or other external entities, future curriculum planning, and grade disputes.  Course syllabi must include the following components: o A listing of the required course content o The approved program and course level student learning outcomes that are feasible, measureable, and tied to the competencies appropriate for the course o The major assessment tools to be used in the course, and how each links to a specific learning outcome o Changes or corrections as a result of the previous assessment of the effectiveness of learning outcomes  All courses must include the following elements, and must also be documented in the syllabus: o A significant writing component o Experiential, hands on, learning activities (may be on or off campus) o Innovative student engagement strategies, including but not limited to the use of technology, guest speakers, group projects  Fully utilize each class period by starting the class promptly at the hour assigned, engaging the students in active learning throughout the time provided for the class  Establish and communicate a schedule for meeting with students before and/or after scheduled classes; or by appointment to provide feedback on an individual basis, to answer questions etc.  Produce a written progress report at least every four (4) weeks of the semester for each student that includes current grades, areas of progress related to learning outcomes, areas of deficiencies related to learning outcomes. The report will be given to the student and recorded in CAMS. Students with significant deficiencies should be scheduled for a meeting to discuss strategies for improvement AND be referred to the Retention Manager  Record attendance and grades for major assignments in the CAMS Faculty Portal weekly and retain a hard copy in files secured in your PQC office space.  Follow the Academic Calendar for the established schedule for the submission of midterm and final attendance and grades. All official attendance records and grades are submitted through the CAM Faculty Portal.

Committee/College Service Part time faculty are invited to participate in the following College events, but are not required to do so:  Support College programs through attendance and participation, and wear full academic regalia as requested, including the following: o President‘s Welcome Address and Heritage Bell Ceremony o Formal Convocations o Commencement  Assist with planning and implementation of campus events as requested  Participate with student organizations and activities as a sponsor or advisor o Advise one organization associated with academic discipline o Advise one organization associated with another aspect of campus life, or o Participate in at least one community service project per semester

29 Professional Development Part time faculty are encouraged to engage in professional development to maintain and expand their current level of scholarship in their teaching field. When available, part time faculty will be invited to participate in on-campus professional development opportunities. Also, when available, limited funding will be available to support the training and professional development of part time faculty.  Engage in scholarly inquiry, research, and/or writing  Attend professional meeting as practical  Collaborate with fellow PQC faculty

Other Responsibilities  Engage in open and regular inquiry of academic area, teaching and learning with other members of the faculty  Support, encourage, and challenge other faculty member to meet expectations  Serve as a role model for students, other faculty, and staff of the College o Demonstrate academic curiosity and achievement o Show dedication to community service o Quest for innovation o Pursue excellence

OBLIGATIONS OF PQC 1. PQC will utilize the Adjunct Faculty Member to provide instructional services as detailed in the faculty job description. Duties will be at the discretion of PQC and will entail the Adjunct Faculty Member performing regular faculty duties unless special assignments are attached to this Agreement. Duties and assignments may be changed at the sole discretion of PQC. 2. PQC may record class sessions taught and/or facilitated by the Adjunct Faculty Member as part of his/her duties at PQC for use in other delivery modes. The recorded class sessions will be the property of PQC to use as needed. 3. PQC will be responsible for providing the Adjunct Faculty Member with an appropriate work space, classroom and other space as well as other non-monetary support associated with his/her duties as an Adjunct Faculty Member of PQC during the term of this Agreement. Such support will be at the sole discretion of PQC. Any purchases made by PQC in support of the Adjunct Faculty Member’s assignment will remain the property of PQC and must be surrendered by the Adjunct Faculty Member upon the termination of this Agreement. 4. PQC will pay the Adjunct Faculty Member compensation, as stated above, payable in TWO (2) installment2 and scheduled with the College’s applicable monthly pay cycles, through the payroll system for the specified Agreement term. 5. PQC is hereby relieved of any liability if unable to meet the responsibilities of the Agreement because of causes beyond the control of PQC. Furthermore, in the event of such cause, PQC is not liable for any damages that the Adjunct Faculty Member might suffer. Specifically, if the funding for this position is no longer available, the Agreement will end and PQC will have no liability for any potential damages. 6. If for any reason the Adjunct Faculty Member fails or ceases to perform the assignment for PQC as required herein, PQC will be relieved of any responsibility to make further payments under this Agreement to the Adjunct Faculty Member, upon written notice sent by PQC to the Adjunct Faculty Member of such failure to perform. 7. It is understood that employment at PQC is at will and PQC is free to determine when continued employment is not in the best interest of PQC and to discharge the 30 employee without the Adjunct Faculty Member having any further recourse under this Agreement.

Rights 1. The Adjunct Faculty Member will be responsible for performing all assigned duties, detailed in the faculty job description, faithfully and to the best of his/her abilities with the central goal of teaching and instruction. 2. The Adjunct Faculty Member will teach courses assigned at the times set by the Vice President of Academic Affairs, or other appropriate designee of the College, including day, evening, and weekends. 3. The Adjunct Faculty Member will hold, oversee and participate in all scheduled classes on-time, for the scheduled amount of time, maintaining documentation of student work in the CAMS Faculty Portal, as well as in hard copy back-up, and maintaining regular communication with students regarding their class progress. 4. The Adjunct Faculty Member will participate actively in the ongoing and annual assessment and evaluation process at Paul Quinn College, which will include routine reporting on teaching effectiveness, student learning outcomes, and institutional goal achievement. 5. The Adjunct Faculty Member is required to attend the official functions of the institution, which include, but are not limited to, the President‘s Welcome and Heritage Bell Ceremony at the beginning of each semester and formal convocations, including commencement. Full regalia is to be worn for formal convocations unless otherwise designated by the College. 6. The relationship between the Adjunct Faculty Member and PQC is governed by the provisions of the Paul Quinn College Faculty and Staff Handbook and policies and any future modifications to it, state and federal regulations and laws, and any modifications thereto. 7. This Agreement is conditioned upon the ability of the Adjunct Faculty Member to demonstrate to PQC his/her continued authorization to work in the United States, under the terms of the Immigration and Naturalization laws of the United States. 8. If for any reason the Adjunct Faculty Member‘s employment is terminated according to this Agreement, PQC will be relieved of any responsibility to make further payments under this Agreement to the Adjunct Faculty Member. 9. The Adjunct Faculty Member understands the Vice President of Academic Affairs may cancel courses with low enrollment, or request to offer the course on a pro-rated (per student) basis for the remainder of the semester. Adjustments to adjunct faculty contracts and compensation due to low enrollment will be made after the 12th day of class. Low enrollment thresholds are determined by the individual class and the needs of the students who are required to take the course in order to stay on track to graduation. 10. This Agreement is contingent on providing PQC all requested documentation including an official transcript of the highest degree achieved.

RENEWAL 1. Adjunct Faculty agreements do not automatically renew. A new agreement will be offered for a future term based on enrollment and course offering needs of the College.

31 2. It is understood that the Adjunct Faculty member is a part-time instructional faculty who is paid by the course and is ineligible for any and all benefits that may be associated with full-time employment.

TERMINATION 1. PQC reserves the right to terminate this Agreement before the ending date for any of the reasons specified in the policies and procedures of PQC and this Agreement, including but not limited to failure to complete appropriate documentation, dismissal for misconduct, dismissal for unsatisfactory performance, termination for financial exigency, termination for program reduction, discontinuance or elimination, or termination for medical reasons that prevent the Adjunct Faculty Member from fulfilling his or her responsibilities. Such termination may occur any time upon written notice, delivered to the Adjunct Faculty Members‘ address on file with PQC. 2. For positions funded from sources outside of PQC, termination will occur if such funding becomes unavailable. 3. The Adjunct Faculty Member may resign from PQC at any time upon written notice, delivered to the College President and/or Vice President of Academic Affairs. Notice should be given at the earliest possible opportunity, and at least two months‘ notice is expected. 4. If this Agreement is not terminated, it will automatically expire and the employment relationship between the parties will end on the end date specified in this Agreement.

Approved Syllabus Template All faculty are expected to use the approved course syllabus template. An updated template is provided by Academic Affairs at the beginning of each term.

COURSE SYLLABUS / OUTLINE

FALL 2015

COURSE NUMBER: Click here to enter text. COURSE NAME: Click here to enter text.

CLASS LOCATION: Click here to enter text. FACULTY NAME: Click here to enter text.

CLASS DAY & TIME: Click here to enter text.

FACULTY EMAIL ADDRESS: Click here to enter text.

FACULTY OFFICE LOCATION: Click here to enter text.

FACULTY OFFICE PHONE: Click here to enter text.

FACULTY OFFICE HOURS: Monday Click here to enter text. Tuesday Click here to enter text. Wednesday Click here to enter text. Thursday Click here to enter text. Friday Click here to enter text. 32 Saturday Click here to enter text.

REQUIRED TEXTBOOK AND SUPPLIES: Title Author(s) Edition ISBN # Cost Click here to enter text. Click here to enter text. Click here to enter text. Click here to enter text. Click here to enter text.

OTHER SUPPLIES: Click here to enter text

THIS COURSE IS WRITING RICH: THIS COURSE IS SPEAKING RICH:

CATALOG/COURSE DESCRIPTION: Enter official course description from current catalog

REQUIRED COURSE CONTENT: Enter approved required course content as a bullet list  

GRADING: The grading scale for this course is:

Letter Percentage GPA A 90 - 100 4.0 A- 87 - 89 3.67 B+ 83 - 86 3.33 B 80 - 82 3.0 B- 77 - 79 2.67 C+ 73 - 76 2.33 C 70 - 72 2.0 C- 67 - 69 1.67 D+ 63 - 66 1.33 D 60 - 62 1.0 F 59 - lower 0.0

*Students receive no course credit for any grade below a “D“ or 60%. If this course is ENGL 1301, ENGL 1302 or a course required for your major, you will need to earn a “C” or better (70% or higher) to receive credit.

EVALUATION:

Percentage Points Evaluation Item 10% Class Engagement / Attendance Click here to enter text. Click here to enter text. Click here to enter text. Click here to enter text. Click here to enter text. Click here to enter text. Click here to enter text. Click here to enter text.

33 Click here to enter text. Click here to enter text. 100% Total Percent

Program Learning Outcomes: Click here to enter text.

COURSE STUDENT LEARNING OUTCOMES:

Click here to enter text.

ASSESSMENT OF THE STUDENT LEARNING OUTCOMES:

• Click here to enter text.

COURSE CALENDAR:

Week # Content / Topic Major Assignment / Assessment 1 Click here to enter text. Click here to enter text.

2 Click here to enter text. Click here to enter text.

3 Click here to enter text. Click here to enter text.

4 Click here to enter text. Click here to enter text.

5 Click here to enter text. Click here to enter text.

6 Click here to enter text. Click here to enter text.

7 Click here to enter text. Click here to enter text.

8 Click here to enter text. Click here to enter text.

9 Click here to enter text. Click here to enter text.

10 Click here to enter text. Click here to enter text.

11 Click here to enter text. Click here to enter text.

34 12 Click here to enter text. Click here to enter text.

13 Click here to enter text. Click here to enter text.

14 Click here to enter text. Click here to enter text.

15 Click here to enter text. Click here to enter text.

16 Click here to enter text. Click here to enter text.

Additional Assignment Information:

Click here to enter text.

Faculty Senate

The Faculty Senate shall represent the Faculty of Paul Quinn College in all matters of general faculty interests including matters raised by the executive officers of the Senate, by Senate Committees, and by the President of the College, and, through petition, by any other administrative official or body and by a full-time faculty member, any part-time teaching personnel with no administrative responsibilities, and any librarian who shall than have the right to speak to the petition.

The Faculty Senate is the principal means of liaison between the faculty and the Academic Planning Sub-Council and the President of the College. The Faculty Senate shall be empowered to act for and on behalf of the faculty and shall express the opinion of the faculty on all matters laid before the Faculty Senate; therefore, the Senate shall have powered to conduct studies, surveys, disseminate statistics, reports and other information and engage in such other activities necessary to accomplish the above. The authority, purposes and objectives of the Faculty Senate are established within the traditional concept of faculty responsibilities and shared governance in American Colleges.

General Policies of Academic Affairs Please see the College Catalog for other academic related policies

THE MISSION OF PAUL QUINN COLLEGE The mission of the College is to provide a quality, faith-based education that addresses the academic, social, and Christian development of students, and prepares them to be servant leaders and agents of change in their communities.

CHRISTIAN PHILOSOPHY OF EDUCATION STATEMENT Paul Quinn College, founded by and still affiliated with the African Methodist Episcopal Church, is committed to holistically developing our students with a Christian perspective of the world. Although programs are designed for all students that desire to learn in a Christian community, we welcome students from all faiths who are willing to follow the policies, practices, and educational objectives of the institution. The College is committed to 35 providing an exceptional liberal arts education and as a Christian institution our students will actively engage as servant leaders and global citizens.

AMERICANS WITH DISABILITIES ACT (ADA) POLICY The American with Disabilities Act (ADA) extends federal civil rights protection in several areas to people who are considered “disabled”. As required by law, the College will make every reasonable effort to provide accommodations to students who require such assistance. To be considered “disabled” under ADA, individuals must have a condition that impairs a major life activity. Students who need more information or assistance should contact the Vice President of Academic Affairs.

Students who need to request accommodations in class due to a learning disability must notify the Retention Manager no later than the first week of classes. Accommodations cannot be made until official documentation of a learning or physical disability is on file with the College. Accommodations are not retroactive, and failure to request assistance may impact course performance. Possible accommodations include longer testing time, testing in a different environment, extended assignment deadlines, oral assessments, etc.

ATTENDANCE POLICY The goal of the Paul Quinn College attendance policy is to provide students with the best opportunity to be successful in achieving a college education by motivating all students to attend class regularly. The College believes a contract is created between the faculty member and the student for teaching and learning. There are certain aspects of this contract, if not in place, will make it nearly impossible to fully complete the course to its full potential. Attendance is one such aspect of course success.

All Paul Quinn College students are viewed as students first. Status as an athlete, student leader, etc. is considered secondary to being a successful student. This perspective requires any student who does not regularly and consistently engage in all enrolled classes to not be allowed to participate in athletics, hold an office in a student organization or officially represent the College on or off campus.

This policy extends to Online and Independent Study courses which do not have scheduled meeting dates and times. In these learning situations, attendance is interpreted as course participation according to the course syllabus and calendar.

Regular and engaged attendance in all classes requires preparation for the learning experience specific to the course content, and also assists the student in the development of discussion, debate, collaboration and problem solving skills which are useful in and outside of the classroom. Instructors evaluate student learning and comprehension on a regular basis by assessing student understanding and ability to use learned knowledge. Absenteeism disrupts these processes, and causes difficulty in carrying out the course content as planned. Regular and engaged attendance in all classes also allows a student to communicate their understanding and comprehension of the course material.

The Paul Quinn College learning contract requires students, as well as instructors, to attend classes regularly, prepared to engage in the learning process.

Although engagement is defined differently based on the specific course content, at a minimum engagement includes the following: 1. On time arrival to all class sessions. Arriving after official attendance has been recorded is considered absent.

36 2. Regular and consistent participation in course activities. Attendance is 10% of the final grade. 3. More than 5 absences (excused or unexcused) is considered excessive. 4. Consequences of violating the PQC Attendance Policy will be uniformly enforced.

POLICY FOR REGULAR ENGAGEMENT IN AN ONLINE COURSE The Student Engagement needs in an 100% ONLINE course a different from a traditional face to face course. Students are expected to participate in all classes for which they are registered. An online student who does not maintain course and instructor contact for more than one week, or for more than 48 hours (in an 8 week course) will be deemed excessively absent, and their course grade will suffer as a result. Students who are unable to participate in class regularly, regardless of the reason or circumstance, should withdraw from the class. A student in an online course should expect a response from their instructor during stated office hours, and within 72 hours or 3 business days, or 24 hours or one business day for 8 week courses.

Examples of regular participation may include: • submitting assignments according to posted deadline • participating in discussions • responding to emails / phone calls • attendance at scheduled chats • adherence to scheduled events in the syllabus • logging into the virtual classroom, reviewing messages and responding to messages • Web conferences or other live events scheduled for the class • On-campus events or other locations where instructor and students meet for class; i.e. museum, observatory, etc.

Beginning the spring 2015 semester, daily attendance will be collected and reported to Academic Affairs. The collected attendance records will be used to identify issues a student may be having in a particular class. Not attending a class is a red flag that will trigger the retention process. Students on the Carrington Plan will also be required to collect daily attendance confirmation from their instructors, work supervisors, athletic coaches and their retention mentor.

Faculty Evaluation Policy (from faculty agreement): PQC will conduct annual evaluations of the Faculty Member’s performance to determine if the Faculty Member has successfully carried out the obligations set forth in Section II and the other requirements of the policies and procedures of PQC. If this is the initial contract of the Faculty Member, renewal for the next school year and execution of a new Agreement will be dependent upon the successful completion of the Faculty Member of the Obligations of the Faculty Member found in section II, an acceptable annual evaluation of the Faculty Member’s performance during the school year, and occurrence of none of the contingencies set forth in Section IV of this Agreement.

Faculty Evaluation Process (from Assessment Plan and Evaluation Documents) All faculty are evaluated on an annual basis, full-time and part-time faculty. The processes differ in terms of the required components. The faculty evaluation process is used to collect indirect data on student learning, academic programs and program and course level student learning outcomes. The evaluation components are: 1) Development of the Individual Evaluation Plan (IEP) (Full-time Faculty Only) 37 2) Class Visitation Form 3) Student Survey of Instruction 4) Faculty Evaluation Summary (Full-time Faculty Only) 5) Faculty Contract Recommendation (Full-time Faculty Only) The Faculty Evaluation process begins in the fall term, and concludes in April to allow time for notification of plans for the following academic year.

Faculty Evaluation Timeline Action Item Deadline Comment Schedule Appointment for September 13 IAP Review with VPAA Hold IAP Review with October 1 VPAA Schedule Class Visit October 1 Class visits should be scheduled during active Class Visit Completed November 1 teaching sessions (not during student or group presentations) Completed in CAMS Student Student Survey of December 31 Portal by students after final Instruction grades are submitted Schedule appointment for January 31 Mid-Year Review Fall class visit will also be Mid-Year Review February 15 reviewed. IAP may be updated if needed Schedule Appointment for March 1 End-of-Year Review End of Year Review of April 15 Evaluation Summary Faculty will know returning Faculty Contract May 1 status prior to end of spring Recommendations term

BAD WEATHER OR CAMPUS EMERGENCY POLICY In the event of inclement weather or a campus emergency which forces the cancellation of classes and/or the closure of campus, the College make an official announcement with instructions on cancellations and/or closures. The message will be sent via email and text message (through PhoneTree). When possible, the message will also be posted to the Colleges website and delivered to local news outlets. It is the student’s responsibility to maintain a current and working cell phone number in the CAMS system, as well as to 38 maintain access to their PQC email account. Use your own personal judgment when traveling to campus in bad weather or other emergency situation. Cancelled classes may be made up remotely or on a scheduled face to face date.

COMPUTER CENTERS Computer centers are located throughout the campus. The system is networked and wireless with access in the dormitories, classroom buildings, student union building, and library. Students can use campus-owned computers and software applications to complete homework assignments. The computers are equipped with standard software. Downloading copy written materials is a crime. Any student in violation of copyright laws will be turned over to the police for prosecution. The student will be responsible for any fines the College incurs in defending itself against illegal downloading charges. This applies to any computer or media device connected to the College computer network.

COURSE WITHDRAWAL The official withdrawal deadline is posted in the academic calendar. Students who withdraw from a course(es) prior to the withdrawal deadline will receive a grade of W on their Paul Quinn College transcript. After the deadline has passed, a student who is unable to complete the semester will receive a performance grade earned at the time the student stopped attending. If there are extenuating circumstances which restrict a student from withdrawing from a course prior to the deadline, individual circumstances will be considered by the Vice President of Academic Affairs. Written documentation of extenuating circumstances is required.

DRESS CODE POLICY The campus dress code is in effect from 8:30am – 5:30pm, during ALL regularly scheduled classes and campus events, including those which meeting prior to 8:30am, after 5:30pm, and on Saturdays and Sundays. The penalty for violating the campus dress code is a $200 fine that will be applied to the student’s account. Repeat offenders and blatant violators of the campus dress code will be charged with violating the student code of conduct, and will face sanctions extending from social probation to suspension. Any changes to the campus dress code will be announced in detail by the President’s Office.

The Campus Clothes’ Closet is available to all currently enrolled students. Clothing and accessories which are aligned with the Campus Dress Code are available, at no charge, to any PQC student. The Clothes Closet is open throughout the semester and is located on the ground floor of Adams.

The complete dress code policy is listed in the student handbook and College Catalog.

EXPERIENTIAL LEARNING POLICY Paul Quinn College believes it is important for all students to experience, first-hand, as much of the curriculum they are in the process of learning. Experiential or hands on learning opportunities are part of all PQC courses. Your instructor may require you to participate in group projects, role playing, to complete projects for external organizations to implement, attend field trips, to complete job shadowing or interviews. All of these experiences require an open mind and a willing spirit. The College will provide reasonable support and resources for students completing experiential learning projects, however, the student is ultimately responsible for meeting this challenge. Internships, student teaching and practicums are considered more in-depth, or extended, experiential learning activities. FEDERAL FINANCIAL AID IMPLICATIONS AFFECTING STUDENTS: Changes in federal regulations may affect a student’s eligibility for financial aid from the 39 Department of Education. Students should be aware that withdrawal from school, or dropping out or withdrawing before 60 percent of the semester is completed, could result in the student being responsible for returning a portion or all of the federal financial aid awarded.

Any student considering withdrawing from school or dropping a course, should consult with the Financial Aid Office to determine the financial aid implication prior to doing so.

INSTITUTIONAL FINANCIAL AID Any student considering withdrawing from school or dropping a course, should consult with the Financial Aid Office to determine the financial aid implication prior to doing so. Institutional Aid, including academic or athletic scholarships, may be forfeited for failure to complete a course or semester.

LIBRARY SERVICES The library subscribes to electronic databases providing access to ProQuest newspapers online, as well as Reference USA/infoUSA, JSTOR (Journal Storage), and the TexShare Card Program (Texas State Library and Archives Commission) that focuses on the sharing of library holdings (academic, public, and special libraries) throughout the state. The consortium provides students and faculty with access to more than 28,281 eBooks, electronic resources, and 10,588 journals in addition to traditional print collections available through the Inter Library Loan System (ILLS). Remote access to all electronic resources is available to library users with Internet connectivity. Staff members are available to assist students with finding appropriate research materials for class assignments.

RETENTION PROGRAM The Leave No Quinnite Behind Retention Program is designed to support all admitted students through course completion on to graduation. Any student who is admitted to PQC, is expected to graduate from Paul Quinn College. A student who exhibits certain behaviors, excessive absences, lack of educational resources, missing assignments, violations of the student code of conduct (including dress code), etc., will be reported by their instructor to the Retention Manager. The Retention Manager will immediately contact the student to determine the best intervention strategy to return the student to good academic standing. The Retention Program is open to all students. Conditionally admitted students, those on academic probation, and other targeted groups, are required to completed specific components of the retention plan, such as regular meetings with the retention manager and the submission of progress reports.

STUDENT ACADEMIC INTEGRITY POLICY Effective August 1, 2008: Academic integrity (honesty, responsibility, trust, fairness, hard work, respect, and the determination to translate personal and professional principles into behavior) is fundamental to learning and vital to the academic environment at Paul Quinn College.

1. VIOLATIONS OF ACADEMIC INTEGRITY

 CHEATING: the act of using or attempting to use any materials, notes, information, study aids, electronic equipment, or other assistance in any type of written or oral examination/evaluation that has not been authorized by the faculty; presenting previously graded material with the intent of aiding oneself or another on any academic work that is considered in any way in the determination of a course grade. 40

 FABRICATION: the act of inventing, counterfeiting, altering, forging, purchasing, or downloading materials, data or other information and submitting as your own work.

 FACILITATING ACADEMIC DISHONESTY: any students who knowingly or negligently allow their work to be used by other students or who aid others in any acts of academic dishonesty.

 PLAGIARISM: the act of intentionally or carelessly presenting work of another as one’s own, such as inaccurately or inadequately citing sources from publications or from the Internet.

 IMPERSONATION: the act of allowing another person to take any examinations or to complete graded exams or assignments for another enrolled student under his/her name.

2. SANCTIONS OF ACADEMIC DISHONESTY In concert with the Division Chair, the faculty will either assign a failing grade of zero on submitted paper, examination, project, or other material related to the offense; or assign a failing (F) grade for the course in which the offense occurred. The Division Chair can make a recommendation to the Vice President of Academic Affairs for a more severe sanction.

The Academic Council (consisting of faculty and the Vice President of Academic Affairs) may administer one or more of the following sanctions:  FORCED WITHDRAWAL from the class, with a grade of “F”, in which the offense occurred;

 SUSPENSION from Paul Quinn College for a specified period of time. When suspended, the student is excluded from all classes and student status is terminated, resulting in the loss of related privileges and activities. If student violates any terms of the suspension, he/she will be subject to further discipline in the form of expulsion (permanent dismissal);

 DISMISSAL from the College. This sanction is final; and any reconsideration is only after review of the College President.

NOTE: Forced withdrawal, suspension, or dismissal may result in the student having to pay back the federal government and/or Paul Quinn College any financial aid (federal, state, or institutional) awarded for the semester.

3. PROCESS FOR OFFENSES AGAINST ACADEMIC INTEGRITY

 RESPONSIBILITY OF FACULTY – meet with student to present the evidence of the offense, give student an opportunity to state his/her case, and make known the charges and possible sanctions which may be imposed and/or recommended to the Division Chair. If student does not meet with faculty, the faculty shall notify the student by certified mail with copies to the Division Chair and Vice President of Academic Affairs. In concert with the Division Chair, the faculty shall proceed to assign a failing grade for paper, examination or project related to the offense; or assign the failing grade for the course. The faculty may recommend to the Division Chair a more severe sanction.

41  RESPONSIBILITY OF DIVISION CHAIR – after review of the materials furnished and conducting an appropriate investigation, the Division Chair will forward materials along with recommendation for suspension or dismissal to the Vice President of Academic Affairs. If forced withdrawal is the sanction, the Division Chair will forward the completed withdrawal to the Vice President for Academic Affairs, who will notify the student by certified mail.

 RESPONSIBILITY OF THE VICE PRESIDENT OF ACADEMIC AFFAIRS - after receipt of the student’s file, the Vice President of Academic Affairs will convene the Academic Council (Division Chairs and Vice President of Academic Affairs) for a hearing with the student of the offense and faculty member. After the hearing, the Academic Council will deliberate to support the recommendation of suspension or dismissal. Upon the decision, the Vice President of Academic Affairs will inform the Vice President Enrollment Management and Student Affairs and President.

4. RIGHT OF STUDENT TO APPEAL

 The student has the right to appeal, in writing, the allegation to the appropriate Division Chair within 24 hours or the next business day.  Assignment of the failing grade of zero for the paper, examination, or project involved in the offense shall not be subject to appeal.  Other sanctions (course failure, forced withdrawal, suspension or dismissal) may be appealed to the next higher level (Academic Council) up to the President.  The student shall have the right to attend and participate in any classes until a decision is made on his/her appeal.

STUDENT SUPPORT SERVICES (“SSS”) In addition to the tutoring, students can use the Center for Student Support Services to receive comprehensive academic support, advisement, participate in cultural excursions and trips to graduates schools. Complete an eligibility application to determine if you can receive free services from SSS. Student Support Services (SSS) is funded through a TRIO grant funded through the U.S. Department of Education.

TEXTBOOK POLICY (REVISED SPRING 2015) Beginning with the Summer 2015 term, students are not required to purchase textbooks or supplemental course materials. All required course content will be provided to students by the instructor as electronic resources, links to websites, and / or handouts. All students and faculty members have access to the Zale Library Electronic Databases, from on and off campus. Electronic resources may also be posted in the CAMS Student Portal and /or MOODLE for student access. In rare cases where open resources are not available for a particular course, the College will acquire a course set of resources which will be loaned to students for the duration of the course. If the loaned resources are not returned to the Institution in a timely manner, there will be a replacement charge applied to the student’s account.

WRITERS’ HUB The Writing Program is available to assist students with becoming proficient writers. The Writers’ Hub is the College’s writing center and headquarters for the Writing Program. Students can use the Hub to receive assistance with invention techniques, such as brainstorming, outlining, and topic selection; understanding an assignment and the instructor’s expectations; paraphrasing to avoid plagiarism; sentence clarity, structure, and 42 mechanics; discuss both general and specific ways to improve writing at the college level; and offer editing, revising, and proofreading strategies.

. Official Grades of the College

GRADE POINTS PER SYMBOL SEMESTER CREDIT HOUR A = 4.00 A- = 3.67 B+ = 3.33 B = 3.00 B- = 2.67 C+ = 2.33 C = 2.00 C- = 1.67 D+ = 1.33 D = 1.00 F = 0.00

GRADES NOT INCLUDED IN THE GRADE POINT AVERAGE:

P = Passing (with "C" or above) I = Incomplete E = Exempt from College Assembly A = Audit U A = Administrative Withdrawal W W = Withdrawal (student initiated)

Veterans

Return from Military Leave: Individuals who risk their lives to serve in the uniformed services deserve appreciation and respect from everyone when they leave the uniformed services to resume their disrupted civilian careers. The College is pleased to do its part by carrying out its legal obligations to restore employees returning from military service to the jobs they would be holding if they had remained here. Further, the College expects all its employees to extend their full support to the returning worker, while making every effort to carry out both the spirit and the letter of the following policy.

Applying for reemployment: Employees returning from military service must show their military discharge papers, including evidence of “satisfactory service” (see “Qualifying Conditions”). This allows The College to determine whether a worker is eligible for reemployment and has returned from military service within the limits of the reemployment law. If these documents are not immediately available, the worker must 43 bring them in as soon as they become available.

Reemployment position: Employees qualifying for reemployment after military leaves of absence of 90 days or less are restored to their former positions. Employees qualifying for reemployment after military leaves of absence of 91 days or longer are restored either to their former positions or, if their former positions are not available, to jobs that are equal to their former positions in status and pay.

Timely reemployment request: Employees returning from military service must make a timely request for reemployment in order to qualify for reinstatement. Requests are considered timely if they are submitted within: (1) 90 days of discharge by employees whose military duty lasted longer than 180 days; or (2) 14 days of discharge by employees who served 31 days to 180 days. Employees who serve for 30 days or less generally have one day from their discharge date to make themselves available for reemployment and a return to their scheduled work group or shift.

Qualifying conditions: In addition to making a timely reinstatement request, employees returning from military duty must meet the following general conditions in order to be considered qualified for reemployment:  They must have received an honorable or general discharge;  They must not have voluntarily remained in the military beyond five years; and  They must be qualified to perform the essential duties of the position.

Ability to do the job: Employees returning from leave without pay can be sent for medical examination at The College’s expense. The examination determines whether the employees are physically able to return to their former jobs. Employees not qualified to fill the positions to which they are otherwise entitled have the opportunity to receive the training they need to fill the positions. An employee not qualified to fill his or her former position because of a service-connected disability is placed in a position he or she can fill that is as close as possible in status and pay to his or her former position.

Compensation: An employee returning from a military leave of absence is compensated at the rate of pay the employee would have received had the employee continued working during the period of leave. This means that an employee returning from military duty receives any length-of-service pay increases they would have received if they had not entered the military. To receive pay increases associated with promotions that require training, employees must first satisfy training requirements. In some cases, training can be provided on an accelerated basis.

Performance Review and Appraisal Periodic appraisals of an individual's current and potential performance are important to help Paul Quinn College become and remain a vital and productive organization and to encourage employees to reach their full potential.

Every employee should receive ongoing feedback about her or his performance and conduct on the job.

In order to assure the most positive and effective initiation into the procedures and operations of Paul Quinn College, new employees may be evaluated at the conclusion of 44 their three month introductory period.

Verbal and written performance evaluations of every employee will be conducted once a year by the supervisor following the anniversary of the employee’s date of hire.

The annual performance review is a formal opportunity for the supervisor and employee to exchange ideas that will strengthen their working relationship, review the past year, and anticipate Paul Quinn College's needs in the coming year.

The elements of an employee’s work which will be evaluated may include (but not be limited to): quality of work;

 productivity;  demonstrated initiative;  willingness to undertake new assignments;  ability to make constructive suggestions;  time-management;  ability to prioritize tasks;  relations with fellow employees, funders, and clients; and  professional and project development.

The purposes of a performance evaluation are:

 to assess the employee's performance of job requirements in light of {our organization’s name}'s needs;  to review the employee's job description and revise it as necessary to reflect changes in content or level of responsibility;  to evaluate growth in the job and establish goals for the future;  to provide feedback to the employee in terms of strengths and weaknesses in order to facilitate further growth in the job;  to provide an opportunity for the employee to discuss her/his needs in terms of supervision;  to discuss the employee's salary as appropriate.

Progressive Discipline

When appropriate, the College may endeavor to counsel employees to correct any disciplinary or performance problems. Disciplinary action is intended to correct a situation. However, in certain circumstances and at its sole discretion, the College may find it necessary to impose immediate disciplinary action, up to and including termination of employment, without prior notice or counseling.

The following disciplinary guidelines will generally be followed when addressing unacceptable employee conduct or work performance.

 Verbal Warning – Your Supervisor may discuss unacceptable performance or behavior with you. The discussion will indicate the nature of the problem and the action necessary to correct it.

 Written Warning – When a problem continues despite a verbal warning,

45 Supervisors may prepare a written warning, which will then be discussed with you. Some infractions may warrant a written warning without a prior verbal warning.

 Probation Period/Suspension – A probation period and/or suspension may be utilized in connection with a written warning. You should be aware that probation and/or suspension is the final step prior to termination should you fail to improve your performance or conduct. Some infractions may warrant a probation and/or suspension without a prior verbal or written warning.

 Termination of Employment – If prior disciplinary procedures fail to resolve the problem, your supervisor may document a recommendation for termination of employment. Certain infractions may warrant immediate termination of employment.

In situations in which an infraction has occurred, which would generally be sufficient to warrant immediate discharge, but where an investigation is desirable, employees may be placed on suspension pending the results of the investigation and determination of appropriate disciplinary action.

Reasons for Disciplinary Action

Progressive discipline may be initiated for unacceptable performance or behavior, which is defined to include but is not limited to the following list. This list does not preclude the immediate termination of an employee in the event of incidents of a serious nature, successive incidents, or when deemed in the best interest of the College.

. Unsatisfactory performance of duties and responsibilities. . Failure to maintain acceptable working relationships. . Illegal, abusive, or unsafe acts anywhere on the College campus, including the buildings and parking areas. . Violation of the College rules, regulations, policies, or procedures. . Insubordination. . Possessing, selling, or being under the influence of intoxicating beverages or illegal drugs while on the job or the College campus. . Waste, damage or unauthorized use of the College property, equipment or supplies. . Abuse of Paid Time Off or other leaves or benefits, or tardiness or absence without advance approval and/or without satisfactory reason. . Failure to cooperate in internal investigations concerning the College rules, regulations, policies and procedures. . Soliciting money or other goods or items, collecting money, or circulating petitions on College campus without permission. . Possessing firearms, explosive materials, or other lethal materials on college campus. . Falsification of official documents or records, misappropriation of College funds or other assets. . Unauthorized use or disclosure of official information. . Sexual harassment. . Unauthorized or improper use of official authority. . Immoral behavior that reflects on the College. . Abusive or discourteous behavior or conduct toward co-workers, other employees, 46 students or the public. . Any action considered detrimental to the college or actions that hurt the image of the College.

GENERAL POLICIES

Employee Rights and Responsibilities

Employees of Paul Quinn College are important in the operation of the College. Employees, therefore, shall all assume responsibilities along with the rights accorded them as a member of the College faculty-staff. Whatever the position may be, each employee can contribute to the success of the College through effectiveness, cooperation, and loyalty. Specifically, employee responsibilities include:

1. Promoting the spiritual atmosphere of the campus; 2. Knowing the goals and objectives of the College and working toward the realization of these objectives while in the service of the College; 3. Meeting financial responsibilities promptly to avoid embarrassment to the College; 4. Respecting the rights of students and co-workers at all times. Employees should keep in mind that leadership and wholesome behavior are essential in helping the students make satisfactory adjustments to the College; 5. Participating in the social and cultural life of the College and the community so as to foster good morale and demonstrate goodwill; 6. Promoting the interest and good reputation of the College; 7. Cooperating with the administration and to observe and enforce the regulations of the college to the best of one’s abilities; 8. Giving dedicated service to the College during your period of appointment; 9. Continuing to improve one’s personal and professional standing at the College; 10. Retaining from destructive criticism of the College, but to offer constructive criticism to those having power to influence change; and 11. Arriving at group decisions democratically and adhering to such decisions actions that do not conflict with legal or contractual agreements of the College.

Academic Freedom

All faculty members are entitled to enjoy and to exercise, without penalty, the rights of academic freedom as understood in the teaching profession. Within the framework of the purpose and philosophy of the College, any faculty member of the community of scholars shall have the right and freedom to profess and teach objectively.

Ethics

47 Paul Quinn College's policy is to uphold the highest legal, ethical, and moral standards.

Paul Quinn College believes strongly that its members must uphold the highest standards of ethical, professional behavior.

We recognize that the chief function of Paul Quinn College at all times is to serve the best interests of our stakeholders and constituents.

Respect for and the commitment to protect confidential or otherwise privileged information is an important value.

All paid and volunteer personnel are expected to serve with respect, concern, courtesy, and responsiveness in carrying out the organization’s mission.

The paid and volunteer staff of the organization will treat with respect and consideration all persons, regardless of race, religion, gender, age, sexual orientation or national origin.

All personnel must demonstrate the highest standards of personal integrity, truthfulness, honesty, and fortitude in all carrying out the functions of the organization.

All personnel will strive for personal and professional excellence and encourage the professional development of others.

ID Badge

The Information Technology Department will issue each employee an identification badge.

All employees will require a badge to access the building. Badges must be shown to the security or the receptionist upon request, or to gain entry into the building.

Badges damaged due to normal wear and tear will be replaced free of charge, provided the badge is presented to the Information Technology Department.

Employees may be required to bear the cost of replacing badges which are repeatedly lost or damaged.

E- mail Systems, Mobile Phones, and Networks

Paul Quinn College's information technology systems (networks, software and computers) are valuable enterprise assets, provided to employees as tools to enhance your performance at Paul Quinn College.

As used in this document, "systems" includes all of the company-owned or controlled resources to access including both internal and external networks and systems. Systems may be any combination of computers, software accessories, utilities and storage devices, company provided mobile phones, and media.

"Networks" refers to any system for the transport of data, video, or voice. 48

Limited non-business use may be permitted, when it does not interfere with business use of the systems, and is consistent with job responsibilities, other Paul Quinn College policies, ethical considerations and all applicable laws. Employees understand that such non-business use creates no privacy right in any data sent, received or stored on Paul Quinn College's information systems.

System users are expected to comply with existing policies and guidelines of any internal or external networks, such as the World Wide Web, notes, and bulletin boards.

Examples of Inappropriate Uses of Technology:

 Any use violating law or government regulation  Use promoting disrespect for an individual, discrimination, or constituting a personal attack, including ethnic jokes or slurs  Viewing, copying, or transmitting material with sexual content  Transmitting harassing or soliciting messages or chain letters, including 'charitable' chain letters  Defamatory, inflammatory or derogatory statements about individuals, companies or their products/services  Disclosing private facts about an individual  Posting third-party proprietary information in a non-restricted environment  Using copyrighted material without legal right (not a "fair use")  Permitting or obtaining unauthorized access to any systems or networks  Using for personal financial gain, or in a manner creating a potential conflict of interest for the employee or for Paul Quinn College  Forwarding communications of a third party without permission or without the original header

Paul Quinn College reserves the right to access, review and exclude material transmitted over or stored in these systems and networks, and may terminate any activity related to Paul Quinn College's systems and network which we believe is inappropriate or in violation of policy. Failure to adhere to these requirements may result in the employee's restriction or prohibition from use of Paul Quinn College's systems.

Managers are responsible for the use of Paul Quinn College's assets, and must take steps to ensure that systems they manage are operated in support of the organization's purpose. Managers are expected to communicate policy in a manner that ensures employees understand proper and improper use, and hold employees accountable, and should periodically monitor resources under their control for use in accordance with the policy.

Employees are accountable for use of Paul Quinn College's systems and networks in accordance with these policies. Employees should request clarification from managers or systems managers to ensure their understanding of any possible improper use, and should report all potential misuse to their managers.

Employees that Paul Quinn College determines have misused the technology and managers who have failed to control the use of these resources appropriately are subject to appropriate disciplinary action, up to and including termination.

49

Cyber Behavior

It is every staff member's responsibility to deliver on Paul Quinn College's promise of providing a safe and welcoming environment for our clients. The behavior and conduct of staff both while at work and outside work reflects on the reputation of Paul Quinn College and our success at delivering our mission.

Staff is advised that inappropriate speech or behavior in or outside the workplace may reflect negatively on Paul Quinn College and cause irreparable damage. Therefore it is the policy of Paul Quinn College to require that all staff members adhere to minimum standards or risk ineligibility for continued service.

Your telephone answering message, your Website, your e-mail address and text messages are all accessible to the community at large. Therefore, they must be consistent with Paul Quinn College’s mission and philosophies.

Paul Quinn College does not mean to interfere with anyone’s private life, but publicly observable communications, actions or words are not private. Employees need to use good judgment and discretion. If something is to be private, it should not be exposed to public access. If you or your words are in public, make sure they are not interfering with your role at Paul Quinn College.

Messages and content on employee-controlled Web pages, contained in emails and text messages, and on voice mail systems must reflect Paul Quinn College's commitment to professionalism. All messages are subject to review and monitoring by supervisory personnel and staff should have no expectation of privacy with regard to these forms of communication.

Staff members who host personal Web sites are strictly prohibited from using Paul Quinn College's name, logo, or images of Paul Quinn College programs on personal sites. Also prohibited are statements concerning Paul Quinn College's staff, volunteers, donors, clients, partners or competitors.

Staff members are urged to exercise good judgment and discretion when communicating online or posting information on organization or personal Web sites.

Business Credit Card Use

Paul Quinn College permits the issuance of a corporate credit card to approved, full-time employees for procurement of items required to perform their job which cannot be procured via a purchase order or from a previously authorized vendor as well as travel and entertainment expenses incurred in the course of conducting Paul Quinn College’s business. Paul Quinn College is responsible for settlement of liabilities incurred through the use of the credit card for legitimate business purposes.

Criteria for the issuance of a credit card to a full-time employee will depend on the employee 50 routinely having a legitimate business requirement for the card. A legitimate business requirement includes, but is not necessarily limited to:

 Routine or frequent travel in the course of duty;  Routine or frequent necessity for undertaking business entertainment;  Frequent or recurring purchases which would prevent having to ask for multiple checks for multiple vendor payments.  Routine or frequent purchases from vendors not accepting purchase orders credit terms.

Employees issued a credit card are in a position of trust regarding the use of Paul Quinn College‘s funds. All transactions on the card must legitimately further the interests of Paul Quinn College. All cardholders will be subject to regular review to ensure their continued eligibility. Cards issued to employees that are no longer eligible will be immediately withdrawn. The credit card shall not be used for any purpose that is of a personal or private nature.

The credit card is intended for use while on business travel, business entertainment and for the purchase of minor or urgent supplies. A cash advance will not be available on the credit card. Spending using the credit card is not confidential and is open to scrutiny by finance, auditors and management.

Prudence and economy shall be exercised in the use of the credit card. When purchasing items from a merchant the use of a Texas Sales Tax Exemption Form should be submitted to the vendor to waive the State sales tax since we are a 501(c)(3) non-profit organization.

A monthly expenditure limit is to be determined by the Chief Financial Officer or his or her designee. This limit should be commensurate with the cardholder's business requirement for using the card and have regard to the cardholder's experience and seniority. This limit is subject to change based on usage history or other factors determined by the Chief Financial Officer.

An employee that is issued a credit card will be responsible for the administration of their credit cards. The credit card company will communicate to all cardholders regarding changes or amendments to the policy.

The employee will receive their cardholder's monthly statement of accounts from the Chief Financial Officer listing that month’s expenses. The employee is responsible for obtaining all original receipts and submitting them in a timely manner along with a Credit Card Reconciliation Form received from the Chief Financial Officer each month no later than the date specified by the Chief Financial Officer.

Cardholders are responsible for ensuring the credit card is used only for approved business expenses. Use of the card by the employee for any non-approved business expenses; expenses not budgeted; excessive questionable use or failure to complete and return the Credit Card Reconciliation form with original receipts by the requested date may result in one or all of the following actions:

 Revocation of the privilege to use a Paul Quinn Credit Card  Disciplinary action up to and including termination of employment  Criminal charges filed with the appropriate legal authority 51 Lost or stolen cards must be reported immediately to the finance department and to the banking institution in accordance with the instructions issued with the card. The credit card will be cancelled by the Chief Financial Officer if the cardholder ceases employment with Paul Quinn College or the card holder takes a leave of absence for any reason with or without pay.

The credit card also may be cancelled at the direction of the Chief Financial Officer for any of the following circumstances:

 Expenses are not correctly approved or submitted on a regular and timely basis  Correct and complete documentation is not submitted to the Chief Financial Officer when due  The card is used other than in accordance with these guideline and procedures

Employee agrees to surrender the credit card immediately upon request or upon separation from the College. The employee also agrees that all outstanding credit card receipts must be submitted at the time the credit card is surrendered or employee is separated before any personal expenses or compensation due the employee is paid.

Expense Reimbursement

Reimbursement is authorized for reasonable and necessary expenses incurred in carrying out job responsibilities. Mileage or transportation, parking fees, and meal costs when required to attend a luncheon or banquet, are all illustrative of reasonable and necessary expenses.

Employees serving in an official capacity for Paul Quinn College at conferences and meetings are reimbursed for actual and necessary expenses incurred, such as travel expenses, meal costs, lodging, tips and registration fees.

Employees are responsible for normal transportation costs and related expenses between the office and home during normal work hours.

Transportation costs are paid by Paul Quinn College for work outside normal work hours if the employee is on official business for Paul Quinn College. Employees authorized to use their personal cars for Paul Quinn College business are reimbursed at the Paul Quinn College approved rate.

If the employee is to be reimbursed receipts for meals, travel, lodging, taxis and other approved expenses, receipts must be submitted in order to receive reimbursement. Requests for reimbursement not having these items attached shall be considered incomplete and will not be processed until all information is available.

Non-reimbursable expenses include, but are NOT limited to: prepaid fuel on rental cars, LDW or similar rental car insurance, alcohol, dry cleaning, etc.

Documentation:

 Requests for reimbursement of business expenses and requests for payment on

52 credit cards must be submitted to Accounts Payable on the "Employee Expense Form". Each expense must be itemized on the "Employee Expense Form" with the correct account coding. All receipts should be taped to a 81/2" x 11" sheet of paper and paper clipped to the expense form.  Paul Quinn College requires that all business expenses be substantiated with adequate records. All receipts are the be taped and substantiated in detailed on the expense form and include: o The amount of expenditure o The time and place of expenditure o The business purpose of the expenditure  All appropriate signatures must be on the form. These include Participants signature, Department Head, and Grant Administrator if appropriate.

Approvals:

Expense reimbursement forms, together with required documentation, must be submitted to the Accounts Payable Clerk by Tuesday of each week. Any forms received after Tuesday will be processed the following week. The AP process has a 2 week turnaround time frame.

The College reserves all rights to decline reimbursement for any expense NOT approved prior to expenditure.

Confidentiality

It is the policy of Paul Quinn College that any unauthorized disclosure or distribution by any means including electronic transmission or copying of Paul Quinn College’s confidential information, or that of its employees, volunteers, donors or donees, is prohibited.

Employees are expected to keep confidential all information which they receive in the course of their employment except to the extent necessary in carrying out their official duties.

Any information that an employee, volunteer or board member learns as a result of providing services to Paul Quinn College that is not otherwise publicly available, whether about the college, its donors or donees, co-workers or colleagues, constitutes confidential information.

Paul Quinn College values the protection of confidential information. During the course of service at Paul Quinn College an employee or volunteer may learn confidential information, such as financial, personal, or medical matters affecting the lives of other employees or volunteers, or those served by Paul Quinn College, or those affecting the business operations of Paul Quinn College.

No employee or volunteer shall disclose or use any information that is available solely as a result of the volunteer’s or employee’s affiliation with the college to any person not authorized to receive such information or to use to the disadvantage of Paul Quinn College. Confidential information should not be disclosed without the express written

53 authorization of Paul Quinn College.

Employees, volunteers and board members should never disclose confidential information to anyone who is not employed by Paul Quinn College and should only disclose confidential information to those employed by or providing services to Paul Quinn College if there is a business need for another to know such information to assist in fulfilling the Paul Quinn College’s mission or to render emergency assistance.

Any employee who discloses confidential information learned from his/her work for Paul Quinn College will be subject to disciplinary action including possible termination. Unauthorized disclosure by volunteers and board members will subject the volunteer/board member to comparable sanctions.

Employees who improperly use or disclose trade secrets or other confidential information will be subject to disciplinary action, up to and including termination of employment and legal action, even if they do not actually benefit from the disclosed information.

Criminal Conduct / Conviction

The College is committed to maintaining a safe environment for all Staff, Faculty and Students. Therefore, employees convicted of a crime while in the employment of the College may be terminated depending on the exact nature of the offense. All College employees are required to promptly notify the President’s Office or the COO, on notification by any Federal, State, or Local Law Enforcement Agency that they are being investigated or charged with any unlawful conduct (excluding misdemeanors, which the only legal penalty is a financial fine), whether they have been formally charged or not. The incident and conviction will be investigated by the Office of the President who will make the final decision. Any employee who violates this policy will be subject to disciplinary action up to and including termination

Telephones

The telephones at your workplace may be used only for official business. They may not be used for personal calls except in the event of an emergency. Employees are responsible for payment of any personal long distance telephone calls. Cell Phone/PDA Safety

It is the policy of Paul Quinn College to emphasize its commitment to the safe operation of all motor vehicles used by its employees while on organization business. Accordingly, the use of wireless communication devices for business purposes while driving motor vehicles is not recommended, and should be avoided to the extent reasonably possible. The use of any of said devices in violation of any federal, state or local laws or regulations is prohibited.

Paul Quinn College is aware that employees use wireless communications to conduct business during regular working hours. To ensure an uninterrupted work environment, employees are asked to place their cell phones on vibrate.

54 Employees at Paul Quinn College must be accessible to other staff and to our clients during regular working hours. The use of wireless communication devices while traveling for the organization may be required. If pulling over to take or make a telephone call is not possible, employees should always use a hands-free device. Texting while driving is prohibited in all instances.

Driver Safety

Use of Paul Quinn College’s motor vehicles for other than official purposes is strictly prohibited.

Before an employee uses any Paul Quinn College vehicle, the employee shall confirm to his/her supervisor and the director of facilities that he/she has a valid driver’s license to operate the vehicle being driven.

When operating a motor vehicle the driver is responsible for obeying all rules and regulations for operating a motor vehicle on the road.

The driver and all passengers must use seat belts while in a Paul Quinn College owned vehicle.

Employees shall not disengage or otherwise disarm automatic seat belt systems or alarms.

The driver of the vehicle on Paul Quinn College business, has the responsibility to ensure the doors of the vehicle are locked at all times, is not playing loud music, and is not driving when tired or taking medication that impairs his/her abilities.

No driver shall make cell phone calls, prepare or forward text messages, blog, twitter or otherwise engage in any activity other than operating the vehicle. As driver, you are responsible for any fines or summons received when operating an Paul Quinn College owned vehicle.

Use of a personal vehicle to provide essential business related transportation must be authorized by the Chief Operating Officer. When a privately owned vehicle is used for Paul Quinn College’s business, the owner shall be reimbursed at the mileage rate approved by the college.

When an employee of the Paul Quinn College is required to use his/her personally- owned automobile for Paul Quinn College business as a requirement for employment, the vehicle is required to be insured and the employee is required to have a valid license and insurance to operate a motor vehicle.

Passengers shall not be permitted to travel in a Paul Quinn College owned vehicle unless their presence in the vehicle is directly related to authorized Paul Quinn College business.

Employees must report convictions and chargeable incidents and accidents within twenty- four hours after the occurrence/conviction, if they relate to driving in a Paul Quinn College vehicle or while in a personal vehicle on Paul Quinn College business.

Paul Quinn College has the right to withdraw, at any time, its authorization of any 55 employee or volunteer to drive on company business.

Job Assignments

A Supervisor has the authority to assign job-related duties to an employee, as needed. These job duties may or may not be specifically listed on your job description, but will be job related and must be completed.

Work Area

To maintain attractive surroundings and instilling a sense of pride in their College and workspace, each employee is responsible for maintaining a neat and clean work environment. Remember that surroundings are reflective of the professionalism of the employee and the College.

Facilities Use

Paul Quinn College's facilities and meeting areas are designed primarily to meet the needs of the organization. Limited use by third-party organizations is permitted.

This policy outlines the rules and regulations under which Paul Quinn College shall make its facilities and equipment available for use by third parties. Any questions about this policy should be referred to the Director of Facilities.

Paul Quinn College encourages the use and sharing of our facilities while recognizing the College’s duty of stewardship with respect to its facilities. The Board of Trustees believes that we have an obligation to share the gift of our facilities in ways that are compatible with our mission.

It is the policy of Paul Quinn College to permit responsible individuals or organizations to use our facilities as long as that use does not interfere with Paul Quinn College's operations.

All groups renting Paul Quinn College's facilities are required to designate an individual, 21 years of age or older who will be responsible for the conduct of the group. This designated group leader must meet with the Director of Facilities prior to the anticipated use to review this agreement, rules and regulations and be oriented regarding each facility and/or equipment to be used.

Facility Use Guidelines

The following rules apply with respect to use of our facilities:

 A completed application must be submitted to the Facilities Department. The application requests information about the nature of the group and event, the name and contact information of the responsible party, and the dates, times and space required for the function.  No smoking is permitted in any of Paul Quinn College's buildings.  Applicants are responsible for the decorum of invitees, including spectators.

56  Applicants must be present throughout the time the facilities are being used.  Alcoholic beverages are not permitted on Paul Quinn College's premises.

General Rules Regarding Facility Use

The following rules regarding general use apply to all groups permitted to use or rent Paul Quinn College's facilities:

 Equipment and furnishings of Paul Quinn College shall not be removed or re- arranged, except as approved in advance.  All groups using or renting Paul Quinn College's facilities are expected to "clean up" after themselves and leave the space as they found it. We ask that you turn off lights, heat or AC if possible and as appropriate. All doors and windows must be closed and locked.  No tacks, nails, tape or other material that will deface Paul Quinn College's property shall be used. Decorations used during an event must be removed immediately following the event.

The safety and well-being of participants in an event are the responsibility of the event sponsor/renter.

Behavior

Paul Quinn College is committed to providing a work environment in which all employees and volunteers are treated with dignity and respect.

Workplace violence is defined as actions or words that endanger or harm another employee or result in another employee having a reasonable belief that he/she is in danger.

Conduct which makes the individual feel endangered is in violation of these policies even though that may not have been the intention of the individual in question.

Examples of workplace violence amounting to behavioral misconduct include but are not limited to:

 verbal or physical threats  assaults or other violence  any behavior that causes others to feel unsafe such as bullying, shouting, or name calling from a colleague or supervisor  repeated stories about violence and aggressive conduct  belligerent, threatening or offensive comments  remarks about firearms, weapons, or similar potentially dangerous or violent activity  hitting, pushing, or other similar physical contact, including touching or threats to take such action  gestures or the display of offensive signs or pictures.

Violent conduct also has no place at Paul Quinn College. Paul Quinn College is committed to providing a workplace that is safe and free from any acts of violence or threats of 57 violence in any form.

Paul Quinn College will not tolerate any type of any workplace violence of its employees, volunteers, vendors/ business partners or clients/consumers.

Dress Code Policy

It is important that the employees of Paul Quinn College exhibit a professional appearance which conveys an atmosphere of competence, respect, dignity, and efficiency.

This policy applies to all employees at Paul Quinn College, including full and part-time staff, faculty, adjunct faculty, and student employees. All Paul Quinn College employees are expected to use good judgment in the selection of work attire.

Attire will be "business casual". For this purpose of this policy, "business casual" is defined as:

If an employee reports to work in violation of this code, they will be asked to return home to change. Non-exempt employees will not be paid for the time spent traveling home to change clothes.

Pants Casual slacks, khakis, trousers, and suit pants. Inappropriate:

Sweatpants, shorts, jeans, and exercise pants.

Skirts and Dresses Casual dresses and skirts, Length cannot be shorter than 3 inches above the knee

Inappropriate: Mini-skirts, mini-dresses, tights skirts, and backless dresses

Shirts, Tops, and Blouses Casual shirts, dress shirts, sweaters, knit tops, golf shirts, polo shirts, and turtlenecks.

Inappropriate: Tank tops, crop tops, spaghetti tops, backless tops, undergarment t-shirt, shirts with inappropriate or offensive wording, and muscle shirts.

Footwear Loafers, clogs, boots, flats, dress heels, and leather deck-type shoes.

Inappropriate: Athletic shoes, thongs, flip-flops, and slippers

Management shall have sole discretion related to determine what constitutes appropriate attire.

Punctuality Punctuality is extremely important. Unexcused or excessive tardiness will not be tolerated and may result in disciplinary action up to and including termination of employment. An employee who expects to be tardy due to an emergency or sickness must call his/her Supervisor or member of Management as soon as possible, but well 58 before the beginning of work.

Absences

Unexcused or excessive absences cannot be tolerated. Absences put impositions and hardships on fellow employees and Management. Always follow correct procedures outlined by your Supervisor if absences occur. Failure to be present at work at the appropriate starting time, leaving work without permission prior to the designated quitting time, or repeated, excessive, or chronic absences, whether for legitimate reasons or not, may be the cause for disciplinary action up to and including immediate termination. Giving false information to explain an absence will also be considered cause for discipline up to and including immediate termination of employment.

Smoking and Tobacco Use Policy

Pursuant to the City of Dallas public law and the policy of Paul Quinn College, smoking and tobacco use is strictly prohibited on the entire college campus.

This policy applies to every Paul Quinn College employee, temporary and contract workers, and vendors and visitors when on the premises of Paul Quinn College.

Repeated violations of Paul Quinn College’s smoke-free work environment policy can result in disciplinary action up to and including termination of employment.

Personal Property

The College makes all reasonable efforts to provide for the safety and security of property on the College premises but the College is not responsible for the replacement of lost, stolen or damaged personal property that has been brought to the College. Meal Periods

Supervisors are responsible for authorizing and scheduling meal breaks. During a meal break, hourly non-exempt employees will be relieved of all duties. Employees will not be paid for meal breaks. Non-exempt, hourly employees must “clock in” and “clock out” before and after all meal breaks. Non-exempt hourly employees who extend meal breaks beyond their allotted time will be disciplined for tardiness.

Grievance Policy and Procedures – Employees

It is Paul Quinn College's intention to treat all employees equitably and fairly. Yet, in spite of these intentions, dissatisfactions and misunderstandings may occur. As a matter of general policy, managers at Paul Quinn College will provide an open door for discussion and will review all staff member suggestions or complaints concerning the College’s work practices and policies.

Work related problems can arise at any place of employment. It is the hope of the management at Paul Quinn College that individuals will try to reconcile differences on an 59 individual basis. In cases where this is not possible Paul Quinn College asks that all staff follow the steps in the grievance procedure described below.

If you experience a problem in the workplace that you are unable to resolve on an individual basis, notify your supervisor immediately. Many difficulties can be resolved with your supervisor’s assistance.

The grievance procedure is not an appropriate avenue for settling personal differences. If a staff member wishes to make a formal complaint, it should be done within a reasonable time after the incident has occurred or at the time the issue has arisen.

Open discussion between employee and supervisor is the first step in the complaint procedure. The supervisor will respond in a timely manner.

If the problem is not resolved to your satisfaction, request an appointment with the Chief Operating Officer. He or she may ask that you submit your grievance in writing. Should this be the case, a written response will also be provided in writing once the Chief Operating Officer has had an opportunity to investigate your grievance.

If the complaint is against a co-worker, it is to be filed with the employee’s supervisor or the Chief Operating Officer. If the complaint is against the Chief Operating Officer, it is to be filed with the President or the Chief Operating Officer.

All grievances whether or not in writing must contain the following information:

1. Concise facts about the situation prompting the grievance. Suspicions or assumptions about the grievance will be rejected. 2. Date and time of incident(s). 3. Individuals involved. 4. Resolution of the complaint that would satisfy complaint.

The Chief Operating Officer or the individual designated by the Chief Operating Officer will meet with both parties and investigate the complaint within ten working days of receiving the written grievance.

If the grievance is found warranted, corrective measures will be instituted, and the incident will be documented in the appropriate personnel files.

All appropriate steps will be taken to ensure that no staff member suffers retribution for reporting a grievance made in good faith. The President is the final authority for staff grievances.

PAY POLICIES

Accurately recording time worked is the responsibility of every employee. Federal and state laws require the College to keep an accurate record of time worked for every non- exempt employee in order to accurately calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties.

The College compensates all employees in accordance with State and Federal laws, 60 including the Fair Labor Stands Act (FLSA). Salaried employees who are exempt from overtime pay under the FLSA shall receive a predetermined amount of compensation each pay period that will not be subject to reduction based on variations in the quality or quantity of the work performed. No deductions will be made from exempt salaries, except as otherwise expressly permitted by applicable State and Federal Law. All Supervisors/Managers are prohibited from making improper deductions from the salaries of exempt employees. If you have any questions or concerns about your compensation, or if you believe that an erroneous deduction has been made from your pay, you should immediately report this information to your direct supervisor or the Human Resources Liaison. The issue will be promptly investigated. If it is determined that an improper deduction has been made, you will be promptly reimbursed.

No Supervisor or Manager may deviate from or change this policy or permit an employee of the College to work “off the clock” or give time off in lieu of payment of overtime wages. Employees who feel that they are being required to work in violation of this policy must report this matter immediately to the HR Liaison. Any violation of this policy may result in disciplinary action up to and including immediate termination.

Classification of Employees

Full-Time Exempt Salaried: Employees who are regularly scheduled to work 30 or more hours per week. Full-time employees are eligible for the College employee benefits package. Full-time employees include faculty members who earn an annual salary and may elect benefits, but serve for 9, 10 and/or 11 months in accordance with the academic calendar. Full-time Salaried Exempt employees are exempt from the overtime and minimum wage requirements of the Fair Labor Standards Act (FSLA).

Full-Time Non-Exempt Hourly: Employees who are not exempt from the overtime requirements of the Fair Labor Standards Act (FLSA), who regularly work 30 or more hours per week, and who are eligible for overtime for all hours worked in excess of 40 hours in a work week.

Part-Time Non-Exempt Hourly: Employees who are regularly scheduled to work less than 30 hours per week. Part time employees are not eligible for the College employee benefit package or PTO. Employees who are not exempt from the overtime requirements of the Fair Labor Standards Act (FLSA) and who are eligible for overtime for all hours worked in excess of 40 hours in a work week.

Independent Contractors: Employees who work under a contract and are hired by the College for a specific task or tasks to be completed over a specific contractual time period for a specific rate of pay. Contract employees are not eligible for benefits nor overtime pay.

Temporary: Employees who are hired as interim replacements, to temporarily supplement the staff or to assist in the completion of a specific project. Temporary employees will be Independent Contractors as well.

Authorization of Overtime: Supervisors may authorize overtime for non-exempt hourly employees based on prior 61 approval of the President, Chief Financial Officer, or proper authority.

Confidentiality of Pay

Employee pay rates are confidential and must be treated confidentially. Employees should not disclose their pay rate or any other employees pay with other employees, except during performance discussions. Any employee who violates this policy will be subject to disciplinary action up to and including termination.

Personnel Records and Privacy

A personnel file is maintained for each employee.

A personnel file will include the employee’s application/resume, letter of hire, W-4 form, INS documentation, a record of salary and benefits, training records, evaluations, and other relevant financial and/or administrative data pertaining to the employee’s record of employment with Paul Quinn College as necessary.

Personnel files are confidential, and property of Paul Quinn College.

Employees may request to review their personnel file in the presence of the head of the human resources department, at any time during normal business hours after reasonable notice has been given. However, the College reserves the right to decline such requests.

An employee may not remove his or her personnel file but may be allowed to take notes of the file documents under the supervision of the head of human resources or her/his designee. Paydays

Payment of Salaries Paul Quinn College has three regular paydays each month. Payday occurs on the 15th and 30th of each month for employees paid semi-monthly, on the 30th of the month for employees paid monthly, and on the 20th of the month for work-study students. If any payday falls on a weekend then the following Monday will be is designated as payday.

Check Release

Paychecks and direct deposit statements are available for pick up at the Business Office in the Adams Building on the designated paydays. Checks and statements will only be given to the employee it is issued to and that employee may be required to present a picture ID.

In order for another individual to pick up an employee's paycheck, the employee must provide a signature release letter to the Office of Human Resources prior to the designated payday. This authorization should be specific as to the name of the individual authorized to pick up the check/statement. This authorization will be required each time another individual is authorized to pick up an employee's pay check/receipt.

Electronic Funds Transfer (EFT) 62

Electronic Funds Transfer of salary is a benefit offered to all employees at Paul Quinn College. Application forms are available from the Payroll or Human Resource Offices for implementation. A voided check or form from bank must be attached to your application, which will indicate your bank checking account and routing numbers.

The Work Week

The work week begins at 12:01 a.m. on Sundays and ends at 12:00 AM Saturdays.

During a work week, PTO will not be included in the number of hours worked for the purposes of computing overtime pay.

Absences counted as time worked for computing compensation include:

 Attendance or participating in a mandatory activity at the request of the College.  Attendance at a safety/risk management hearing or investigation when the employee is involved.  Time off for rest at management’s direction during regularly scheduled hours when excessive overtime hours have been worked (includes compensatory time).

Timesheet Policy

Paul Quinn College employees who receive an hourly wage are required to complete a timesheet.

Supervisors are responsible for ensuring that their employees' timesheets are completed and hand-delivered to the Human Resource office during the office's normal operating hours and in accordance to the payroll calendar dates. Timesheets received late, incomplete, or unsigned will be processed on the next payroll cycle.

Payroll Calendar

 Semi-monthly timesheets are due by noon on the 8th and 22nd of the month. The supervisor should verify the number of hours worked and sign off on each timesheet.  Work-study timesheets are due on the 30th of each month and must be turned in by the supervisor. All timesheets should have the supervisor's signature, student's signature, and the department.

Holiday Pay

63 To be eligible for holiday pay, an employee is required to work the full scheduled work day before and after the scheduled holiday unless on scheduled PTO time. If the employee is required or is called in to work on the scheduled holiday, and they meet the requirements above, then they are eligible to receive premium pay (time and a half).

Overtime Pay for Non-Exempt Employees

It is not the policy of the College to regularly schedule overtime. If overtime is necessary to perform the duties at hand, every attempt will be made to distribute assignments as equitability as practical to all employees qualified to perform the required work.

All scheduled and non-scheduled overtime always must be approved by the Chief Operating Officer at the College before it is performed.

Employee Benefits

The College provides a number of benefits to eligible employees:

Health Insurance -The College offers eligible employees group medical insurance coverage and contributes to the monthly premium cost

Additional Employee Benefits

The College also offers other benefits including dental insurance, additional life insurance and supplemental insurance. These benefits are available and are paid for by the employees.

NOTE: To enroll on the Employee benefit plans offered by the College, all required forms must be completed and returned to the Human Resource office NO LATER than the close of business on the 15th prior to your benefits effective date. If you miss this deadline, and wish to participate as a „late enrollee‟ after this date, you may be required to complete a full medical history questionnaire, which could include modification of benefits or delay your benefits enrollment until the next open enrollment period.

Section 125 Premium Only Plan Benefit – Employees can elect the Section 125 Pre-Tax benefit plan. Employee premium contributions can be calculated on a pre-tax basis.

Tax-Deferred Annuities (TDA) - the College offers TIAA-CREF as an option for employees to contribute to a tax-deferred annuity plan. Employees have the opportunity to accumulate tax-deferred retirement savings by participating in a TDA under Section 403B of the Internal Revenue Service (IRS) code. Contact Human Resources for more information.

Educational Payment Assistance - A payment plan is available to full-time employees who have been employed in a full-time capacity for a period of at least one year and members of their immediate family that attend the college. A discount on tuition is limited to the employee and a maximum of one (1) member of their immediate family to attend the College. They employee or member of their immediate family will be required

64 to fill out all required Financial Aid forms including the FAFSA and make all reasonable efforts to apply for Federal, State, and private financial assistance to offset the cost to the College. Any Employee or member of their immediate family that does not follow this policy will be denied the tuition discount and may be required to pay the entire cost of their education. Classes may not be taken during times the employee is scheduled to work. Any employee who has been provided Educational Payment Assistance, whose employment ends within one year of receiving the assistance, may be required to repay the amount of the assistance, back to the College. Appropriate forms are available from the Human Resources Office.

403(b) Retirement Plan A pre-tax retirement savings plan is available to all full- time employees immediately after hiring.

Old-Age, Survivors, Disability and Health Insurance (FICA) The College makes equal contribution to this program through FICA taxes.

Unemployment Insurance Unemployment insurance is paid by the College in accordance with the requirements of the law.

Holiday Leave

Paul Quinn College provides nine holidays each fiscal year. Holidays are scheduled by the College at the beginning of each fiscal year and may include:

 New Year’s Day  Martin Luther King’s Birthday  Good Friday  Memorial Day  Independence Day  Labor Day  Thanksgiving Day  Day after Thanksgiving  Christmas Day

A holiday that occurs on a Saturday will be observed on the preceding Friday; a holiday that occurs on Sunday will be observed on the following Monday.

Employees may request permission from the Chief Operating Officer to work on a scheduled holiday in order to select an alternate day to observe the religious holidays of their faith.

Paid Time Off (PTO) - the College provides paid accrued PTO to full-time (staff) employees and full-time (12-month) faculty as outlined below. PTO is determined as follows:

 Each employee accrues and is credited one (1) PTO day per month within a fiscal year (the College fiscal year is from July 1st through June 30th). Employees may take accrued PTO after completing 90 working days of continuous employment. PTO accrued by a new employee that starts in the last 90 working days of a fiscal year may be carried over to the next fiscal year. For purposes of 65 computing PTO time, new accrual rates will begin the first month of the new fiscal year. Additionally, PTO will not be earned during months which an employee is in pay status for less than half the standard number of days for his or her position. The method of computing PTO for regular employees (full-time staff or 12-month faculty) is as follows:  Employees who have completed one through three fiscal years of continuous employment accrue at the rate of one day (8 hours) per month - up to 12 days per fiscal year.  Employees who have completed four fiscal years and over of employment accrue at the rate of the 1.25 days (10 hours) per month - up to 15 days per fiscal year.  Employees must submit PTO requests to Supervisors no less than 30 days prior to the requested time off, otherwise the request may be denied. Employees understand PTO scheduling must meet the scheduling needs of the College.

Employees must take their PTO in the fiscal year it is earned. Annual PTO time not used will be forfeited, subject to the following limitations: Exception: The only exception is an employee whose previously scheduled vacation was cancelled by the College for work related reasons. The Supervisor must secure approval, in advance from the COO or the President. The letter should state the circumstances surrounding why the employee was unable to take his or her PTO and project the time that the PTO will be taken.

 Any exception to this policy must be in the best interest of the College and be approved in advance by the Business Manager and the President.  No PTO pay is earned by an employee who leaves the College for any reason before completing six month of employment.  Supervisors will schedule and approve PTO in advance of the scheduled PTO timing on a first-come, first-served basis.  Official holidays and other non-workdays occur during PTO are not charged as PTO.  Employees who are laterally transferred, promoted, or demoted within the Collage will retain accrued PTO.  PTO may be taken in no less than one day increments with advance approval by the supervisor.  No PTO time is earned or accrued while on a short term or long term disability status.  When employees are out on extended PTO leave, a reasonable effort will be made to hold the employee's position to the extent required by law.  PTO is forfeited upon voluntary or involuntary dismissal and under no circumstances will it be paid.

Maternity Leave – (See FMLA) A pregnant employee is expected to make her own decision when she will stop working. At least ten (10) working days advance notice is required if possible except in emergencies. The employee will submit a statement to the Human Resources Office of her intentions regarding returning to work.

The employee will furnish a statement from her physician stating when she can return to work, and outline any limitations to duty

Injury on the Job - An employee who is injured in the performance of duties

66 assigned while on the College’s premises, may result in absence from work. The injury must be reported to the Human Resources Office immediately. The College provides coverage for occupational injury or disease while employed at the College. Employees injured on the job may be required to submit to a drug screen at the College’s expense.

Bereavement/Emergency Leave - the College may provide up to three (3) work days of emergency leave each fiscal year to eligible employees. The supervisor may grant emergency leave under two conditions:

 a death in the immediate family or  A critical accident or illness of an immediate family member requiring emergency treatment or emergency hospitalization.

Emergency leave does not include routine illnesses, baby-sitting emergencies or taking family members to doctor's appointments. For these types of situations, an employee may take accrued PTO or time without pay at the discretion of the supervisor.

Definition of Immediate Family Member: An employee's spouse, child, grandchild, parent, sibling or spouse’s parent, sibling, or grandparent. An emergency leave involving a family member other than those listed may require the employee to use a PTO or emergency day. Contact the Human Resources Office for additional information.

Military Leave

Eligible employees required to attend military training exercises will be granted military leave in accordance with applicable State and Federal laws. Employees taking authorized military leave will furnish their supervisor with a copy of the military orders or appropriate certification as far in advance of the leave as possible. Employees taking annual military leave for training will be paid the difference between their military pay during training and their current salary for a maximum of two (2) weeks.

Administrative Leave without Pay

The College provides leave without pay for full-time and part-time employees to vote in official elections, for jury duty and for official school closings when employees are asked not to report to work because of inclement weather or disaster. Official school closings can only be authorized by the President or his designee.

Jury Service Leave

Employees called for jury duty will be granted an excused absence during such service and will retain fees paid by the courts. Employees excused or released from jury duty during working hours will return to work. Employees must notify their supervisors of jury duty assignment when received or as far in advance as possible. Official documentation will be required. Jury Service is without pay as Jury Service is a civic responsibility.

Family and Medical Leave

Eligibility: FMLA provides eligible employees up to 12 weeks of unpaid leave in

67 any 12 month period under the following guidelines:

Eligible Employees To be eligible under the FMLA, an employee must meet the following requirements:  the employee must have been employed for at least 12 months by the employer for whom leave is requested;  the employee must have worked at least 1,250 hours for the employer during the previous 12-month period; and  the employee must be employed at a worksite where 50 or more employees are employed by the employer.

Entitlement to Leave (Qualifying Reasons)

 The birth of a son or daughter of the employee and in order to care for the newborn child.  The placement of a son or daughter with the employee for adoption or foster care  To care for the spouse, son, daughter or parent of the employee, if such spouse, son, daughter, or parent has a serious health condition. Family leave involving family members other than those listed must be approved by the President upon recommendation by the Human Resources Liaison.  A serious health condition makes the employee unable to perform the functions of his/her position.  Call to Active Duty. Provides 12 weeks of FMLA leave due to a spouse, son, daughter or parent being on active duty or having been notified of an impending call or order to active duty in the Armed Forces. Leave may be used for any “qualifying exigency” arising out of the Service-member’s current tour of active duty or because the Service-member is notified of an impending call to duty in support of a contingency operation.  Caregiver Leave. Provides 26 weeks of FMLA during a single 12-month period for a spouse, son, daughter, parent, or nearest blood relative caring for a recovering service member. A recovering service member is defined as a member of the Armed Forces who suffered an injury or illness while on active duty that may render the person unable to perform the duties of the member’s office, grade, rank or rating.

Health Conditions

A “serious health condition” is defined in the FMLA as “an illness, injury, impairment, or physical or mental condition that involves inpatient care in a hospital, hospice, or residential medical care facility or continuing treatment by a health care provider.

If inpatient care is not required, continuing treatment that qualifies under the FMLA includes: 1. a period of incapacity involving the inability to work or perform other daily activities for more than three (3) days; 2. a period of incapacity due to pregnancy or prenatal care; 3. a period of incapacity or treatment due to a chronic serious health condition requiring periodic visits to a health care provider; 4. a period of incapacity that is permanent or long-term due to a condition for which there is no effective treatment; and 5. a period of absence to receive multiple treatments for conditions that would 68 result in incapacity for more than three (3) consecutive days without such treatments.”

Notice Requirements

Notice by Employee - An employee is required to give 30 days notice of the requested leave. When such notice is not feasible, the employee must give as much notice as is practical.

Notice by Employer - the employer is required to give three types of notice:  FMLA Posters  FMLA Policy Notice  FMLA Individual Notice

PLEASE CONTACT THE COLLEGE LIASION OR THE BOWLES GROUP HUMAN RESOURCE DEPARTMENT FOR ADDITIONAL FMLA INFORMATION

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