New River Community and Technical College Handbook Receipt
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NEW RIVER COMMUNITY AND TECHNICAL COLLEGE HANDBOOK RECEIPT
The Employee Handbook is not an implied or expressed employment contract. The provisions of this handbook are guidelines rather than policies, and New River Community and Technical College reserves the right to depart from such guidelines where circumstances warrant. Existing policy and law will prevail over any inadvertent errors in the following text. GUIDELINES OUTLINED IN THIS HANDBOOK MAY BE CHANGED AT ANY TIME AT NEW RIVER’S DISCRETION. The duration of employment for any employee is unspecified, and is at the discretion of New River Community and Technical College and the employee within appropriate parameters set forth by applicable rules, policies, and laws.
I acknowledge receipt of the New River Community and Technical College Employee Handbook.
Name Date
Name (printed)
Return this document to:
Human Resource Office Conley Hall Room 201 Bluefield State College 219 Rock Street Bluefield, WV 24701 P R E F A C E
This handbook is intended for the purpose of covering general information on personnel administration and on the rights, privileges, security, benefits, opportunities and responsibilities of New River Community and Technical College employees. Each non-classified employee of the College as well as those who supervise non-classified employees will comply with the guidelines as set forth in this handbook.
Interpretation and enforcement of guidelines in this manual will be made by BSC’s Director of Human Resources and the Vice President of Financial and Administrative Affairs, subject to the approval of BSC’s President/NRCTC Provost. These guidelines are subject to change by the Higher Education Policy Commission, New River Community and Technical College, who is administratively-linked to Bluefield State College. New information will be sent to employees as changes occur, with instructions to replace the old information.
Suggestions, comments and/or corrections to this handbook are welcome and should be brought to the attention of the Director of Human Resources of Bluefield State College. TABLE OF CONTENTS
0.0000 WELCOME...... 6 1.0000 INTRODUCTION...... 8
1.1000 FORWARD...... 8 1.2000 PURPOSE AND MISSION...... 8 1.3000 VALUES OF NEW RIVER COMMUNITY AND TECHNICAL COLLEGE...... 9 1.4000 ACCREDITATION AND AFFILIATION...... 10 2.0000 COLLEGE GOVERNANCE AND MANAGEMENT...... 12
2.1000 HIGHER EDUCATION POLICY COMMISSION...... 12 2.2000 BLUEFIELD STATE COLLEGE INSTITUTIONAL BOARD OF GOVERNORS...... 12 2.2100 New River Community and Technical College Institutional Board of Advisors...... 12 2.3000 THE PRESIDENT OF THE COLLEGE...... 13 2.4000 THE PROVOST OF THE COMMUNITY AND TECHNICAL COLLEGE...... 13 2.5000 ADVISORY COMMITTEES FOR SPECIALIZED PROGRAMS AND FUNCTIONS...... 13 2.6000 COMMUNITY AND TECHNICAL COLLEGE MANAGEMENT...... 13 2.6100 A System of College Policy Bulletins...... 13 2.6200 The Provost’s Staff...... 13 2.6300 College Council...... 14 2.6400 Classified Staff Council...... 15 2.6500 Student Affairs Committee...... 15 2.6600 General Appeals Committee...... 16 2.7000 COLLEGE GOVERNANCE...... 16 2.7100 Faculty Constitution...... 16 2.7200 Faculty Council...... 17 2.7300 Standing Faculty Committees...... 17 2.8000 NEW RIVER COMMUNITY AND TECHNICAL COLLEGE'S ADMINISTRATIVE PERSONNEL...... 17 2.9000 ORGANIZATIONAL CHART...... 17 3.0000 INSTRUCTIONS POLICIES AND PROCEDURES...... 19
3.1000 CLASSROOM CONTROL...... 19 3.1100 Class Records...... 19 3.1200 Tests and Final Examinations...... 19 3.1300 Absence of an Instructor from Assigned/Scheduled Duties...... 20 3.1310 Delay of an Instructor in Meeting a Class...... 20 3.1400 Speakers or Consultants Not Affiliated with the College...... 20 3.2000 CONFIDENTIALITY OF STUDENT GRADES...... 20 3.3000 CURRICULUM PROPOSALS AND APPROVAL PROCESS (PERKINS NEEDS TO WRITE)...... 21 3.3100 Textbooks...... 21 3.3200 Syllabi...... 21 3.3300 Advising Students...... 22 3.4000 FIELD TRIPS AND STUDENT TRANSPORTATION...... 23 3.5000 FACULTY LOADS...... 24 3.5100 Teaching Loads...... 24 3.5200 Class Preparation Time and Office Hours...... 24 3.5300 Professional Activities...... 24 3.5400 Teaching Non-credit Community Service Courses, Seminars, etc...... 25 3.6000 INSTRUCTIONAL ASSISTANCE...... 25 3.6100 Library Services...... 25 3.6110 Use of the Facilities and Service of the Library...... 25 3.6120 Reserved Books...... 25 3.6130 Use of Library Materials by the Faculty and Staff...... 25 3.6200 Instructional Technology Center...... 26 3.6300 Instructional Materials for Use by Faculty at Off-Campus Sites...... 26 4.0000 ACADEMIC AFFAIRS POLICIES AND PROCEDURES...... 28
4.1000 ACADEMIC LOAD FOR STUDENTS...... 28 4.1100 Academic Standing of Students...... 28 4.1110 Probation...... 28 4.1120 Suspension...... 29 4.1130 Dismissal...... 29 4.1200 Semester Hours...... 29 4.1300 Classification of Students...... 30 4.2000 ACADEMIC ADVISING...... 30 4.2100 Student Attendance Policy...... 30 4.2200 Withdrawal from College...... 30 4.3000 ACADEMIC APPEALS...... 31 4.3100 Student Disciplinary and Appeal Procedures...... 31 5.0000 FACULTY POLICIES AND PROCEDURES...... 34 5.0100 Introduction...... 34 5.0200 Equal Employment Opportunity...... 34 5.0210 Sexual Harassment...... 34 5.0220 Job Accommodation During Employment...... 35 5.1000 ACADEMIC FREEDOM AND TENURE...... 35 5.1100 Professional Ethics...... 36 5.2000 CONSULTING...... 37 5.2100 Employment Outside the College...... 37 5.2200 Public Speaking...... 38 5.2300 Political Activities...... 38 5.2400 Personal Obligations...... 38 5.3000 COMMITTEE ASSIGNMENTS...... 38 5.3100 Registration Responsibilities...... 38 5.3200 Faculty Meetings...... 38 5.3300 Convocation/Commencement...... 39 5.3400 Professional Associations...... 39 5.4000 PERSONNEL FILES...... 39 5.4010 Addresses and Phone Numbers...... 40 5.5000 APPOINTMENT, REAPPOINTMENT AND PROMOTION OF FACULTY...... 40 5.5010 Criteria for Appointment and Promotion...... 40 5.5020 Academic Advancement...... 40 5.5030 Selection of Personnel...... 41 5.5040 Appointment of New Full-Time Faculty Personnel...... 41 5.5050 Summer School Appointments...... 41 5.5060 Salary Increases for Faculty Personnel...... 41 5.5100 Termination of Employment...... 41 5.5200 Faculty Evaluation...... 42 5.6000 LEAVE...... 42 5.6010 Medical Leave Verification...... 43 5.6020 Leave Without Pay...... 44 5.6030 Military Leave...... 44 5.6040 Disaster Service Leave...... 45 5.6050 Emergency Leave...... 46 5.6060 Grievance, Witness, and Jury Leave...... 46 5.6070 Inclement Weather Late Schedule...... 46 5.6080 Holidays...... 47 5.6090 Sabbatical Leaves and Advanced Study...... 47 5.6100 Payday...... 48 5.6110 Required Deductions...... 48 5.6120 Optional Deductions...... 48 5.7000 BENEFITS...... 48 5.7010 Hospitalization...... 49 5.7011 Public Employees Insurance Agency (PEIA) PPB Plan...... 49 5.7012 Health Care Plans...... 50 5.7013 Life Insurance Program Under PEIA...... 50 5.7014 Mountaineer Flexible Benefit Plans...... 50 5.7015 Section 125 Plan...... 50 5.7016 COBRA...... 51 5.7017 Retirement...... 51 5.7018 Supplemental Retirement Annuities...... 51 5.7019 TIAA-CREF Total Disability Insurance...... 52 5.7020 Worker’s Compensation...... 52 5.7021 Unemployment Compensation...... 53 5.7022 Social Security...... 53 5.7023 Credit Union...... 53 5.7024 U. S. Savings Bonds...... 54 5.7025 Training and Personnel Development...... 54 5.8000 TRAVEL...... 54 5.9000 FACULTY GRIEVANCE PROCEDURE...... 56 6.0000 MISCELLANEOUS INFORMATION...... 59
6.2000 CONFIDENTIALITY...... 59 6.3000 MISUSE OF COMPUTING AND TELECOMMUNICATIONS RESOURCES...... 59 6.4000 SAFETY/WORKPLACE VIOLENCE...... 59 6.5000 SMOKING/USE OF TOBACCO PRODUCTS...... 60 6.6000 DRUG AND ALCOHOL USE...... 60 6.7000 SOLICITATION...... 60 6.8000 LOST AND FOUND...... 60 0.0000 WELCOME
Welcome to New River Community and Technical College (NRCTC)! We're glad you joined us!! NRCTC will provide a challenging work environment for growth and progress, and our hope is that you will make every effort to perform your duties and responsibilities to the best of your ability.
Bluefield State College was established as an institute for educating black citizens in 1895. It has grown into a comprehensive institution during the past thirty years. Although standard measures of achievement indicate that most of our entering freshmen are under-prepared to enter college, student achievement by the receipt of the associate or baccalaureate degree is demonstrably competitive with other institutions.
NRCTC offers many of the technological advancements as teaching tools for our faculty and students, yet our personnel constitute the real heart of our College. The achievement of our students is due in large measure to the effectiveness of our personnel and the motivation and abilities of our student body.
NRCTC focuses upon affordable, accessible and relevant higher education opportunities for both traditional and nontraditional students within our service area. The opportunities for new and expanded facilities are key areas of focus on the state-of-the-art instructional facilities, as are upgraded distance learning capabilities to all off-campus sites. 1 . 0 0 0 0 I N T R O D U C T I O N
TABLE OF CONTENTS
1.0000 INTRODUCTION
1.1000 FORWARD...... 8 1.2000 PURPOSE AND MISSION...... 8 1.3000 VALUES OF NEW RIVER COMMUNITY AND TECHNICAL COLLEGE...... 9 1.4000 ACCREDITATION AND AFFILIATION...... 10 1.0000 INTRODUCTION
1.1000 FORWARD
The purpose of this faculty handbook is to present policies, procedures, and regulations of the Higher Education Policy Commission (HEPC), Bluefield State College (BSC), and New River Community and Technical College (NRCTC) that are most likely to be directly applicable, and are of specific interest, to a faculty member. Many of the items in this faculty handbook are taken directly from the HEPC policies. In most cases, a faculty member will need to refer to the policy bulletins, which are kept in the Library and the offices of the Provost and Directors of each NRCTC Campus. However, HEPC Series 9/BSC Policy No. 19/NRCTC is found in Appendix 1 of this handbook.
It is our hope that this faculty handbook will assist you in becoming better acquainted with the mission, purpose, policies, and procedures that NRCTC operates under as it seeks to become a more dynamic force in the West Virginia College System of Higher Education, serving 11 counties of central and southern West Virginia, and doing so within the stated mission of the College as endorsed by the HEPC and H. B. 2224.
1.2000 PURPOSE AND MISSION
The NRCTC mission is to provide comprehensive, quality higher education and workforce training programs and services that are financially, geographically, or electronically accessible and that meet individual, business, and community needs of a diverse population in the College’s eleven-county region of responsibility.
To achieve this mission, NRCTC will:
1. provide programs and courses of instruction, through the associate-degree level, encompassing occupational-technical education, transfer education, general education, literacy and development education, and continuing education; 2. implement workforce development and customized training programs that will advance individual career development while meeting employers’ needs for a highly skilled workforce; 3. provide innovative student support services that promote holistic development and student success; 4. provide a broad range of instructional technologies, methods, materials, facilities, and instructional support services that promote learning; 5. create an educational environment that broadens perspectives, promotes global awareness, and leads to responsible citizenship; 6. serve as a vital link between secondary education and four- year colleges and universities; 7. enrich local communities by making available resources in people, facilities, libraries, and programming; 8. serve as a catalyst in helping to shape the future direction of communities in the College’s eleven-county region of responsibility; 9. enhance economic, cultural, and educational development through partnerships between the college and local communities; 10. ensure a healthy and safe environment on each of the college’s campuses; and 11. be fiscally responsible and accountable. 1.3000 VALUES OF NEW RIVER COMMUNITY AND TECHNICAL COLLEGE
The shared NRCTC values influence thoughts, guide decisions, mold policies, and determine courses of action. These values include:
1. opportunity: Serving a diverse population through lifelong learning and student development services that are inclusive, accessible, affordable, and of the highest qualify; 2. teaching and learning: Sustaining teaching excellence and setting high standards that promote and encourage student learning; 3. effective learning environments: Maintaining innovative learning environments that encourage creativity and the acquisition of knowledge and skills that prepare students for dealing with changing work environments, for exercising responsible citizenship, and for leading rewarding lives; 4. appropriate use of technology: Using technology effectively to enhance instruction and learning and to expand access to educational opportunities through distance education; 5. professional development: Encouraging excellence and renewal in faculty and staff performance by providing on-going opportunities for professional growth and renewal; 6. community service: Serving local communities by providing facilities for cultural enrichment, by promoting economic development and partnerships, and by sharing leadership and College talent to meet community needs, and; 7. accountability: Demonstrating good stewardship by making effective and efficient use of resources, thereby ensuring accountability to the state and to the communities the College serves. 1.4000 ACCREDITATION AND AFFILIATION
As an educational entity administratively-linked to the BSC structure, NRCTC enjoys regional accreditation through BSC’s accrediting affiliation. BSC is accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools, which may be contacted at www.ncacihe.org. 2 . 0 0 0 0 C O L L E G E G O V E R N A N C E A N D M A N A G E M E N T
TABLE OF CONTENTS
2.0000 COLLEGE GOVERNANCE AND MANAGEMENT
2.1000 HIGHER EDUCATION POLICY COMMISSION...... 12 2.2000 BLUEFIELD STATE COLLEGE INSTITUTIONAL BOARD OF GOVERNORS...... 12 2.2100 New River Community and Technical College Institutional Board of Advisors...... 12 2.3000 THE PRESIDENT OF THE COLLEGE...... 13 2.4000 THE PROVOST OF THE COMMUNITY AND TECHNICAL COLLEGE...... 13 2.5000 ADVISORY COMMITTEES FOR SPECIALIZED PROGRAMS AND FUNCTIONS...... 13 2.6000 COMMUNITY AND TECHNICAL COLLEGE MANAGEMENT...... 13 2.6100 A System of College Policy Bulletins...... 13 2.6200 The Provost’s Staff...... 13 2.6300 Community College Council...... 14 2.6400 Classified Staff Council...... 15 2.6500 Student Affairs Committee...... 15 2.6600 General Appeals Committee...... 16 2.7000 COLLEGE GOVERNANCE...... 16 2.7100 Faculty Constitution...... 16 2.7200 Faculty Council...... 17 2.7300 Standing Faculty Committees...... 17 2.8000 NEW RIVER COMMUNITY AND TECHNICAL COLLEGE'S ADMINISTRATIVE PERSONNEL...... 17 2.9000 ORGANIZATIONAL CHART...... 17 2.0000 COLLEGE GOVERNANCE AND MANAGEMENT
2.1000 HIGHER EDUCATION POLICY COMMISSION
Under West Virginia Law, the West Virginia Higher Education Policy Commission (HEPC)is the governing board for the State College System of Higher Education in the state of West Virginia and has authority for control and management of these institutions. The HEPC consists of nine members with seven of those appointed by the Governor. The Secretary of Education and the Arts serves as and ex-officio member and the State Superintendent of Schools also serves on the HEPC.
The Chancellor is the chief executive officer of the HEPC and oversees the state college system of higher education. As a public institution, New River Community and Technical College (NRCTC) is administratively- linked to Bluefield State College (BSC) and governed by BSC’s Board of Governors as outlined HB2224 (2003).
2.2000 BLUEFIELD STATE COLLEGE INSTITUTIONAL BOARD OF GOVERNORS
The Institutional Board of Governors (IBG) for BSC/NRCTC was formed to determine, control, supervise and manage the financial, business and education policies and affairs of the state institutions of higher education under its jurisdiction. The IBG consists of twelve members: nine lay members appointed by the Governor; one full time faculty member with the rank of instructor or above elected by the faculty; a member of the student body in good academic standing, enrolled for college credit and elected by the student body; and a member of the institutional classified staff elected by the classified staff. Duties of the IBG include: development and updating of master plans; submit budget to the Commission; conduct program review every 5 years; administer personnel matters; appoint institutional president; conduct presidential evaluations; delegate powers to the President; establish tuition and fees to name a few.
2.2100 New River Community and Technical College Institutional Board of Advisors
The duties of the Board of Advisors is to advise the Provost and the President on development and updating of master plans; review and comment on budgets; conduct program reviews every 5 years; review program changes; and comment on proposed educational programs as presented by the Provost. The Board of Advisors also acts as a liaison between the College and all constituencies in its area of responsibility. Membership of the Board of Advisors is established as stated by Senate Bill 653. 2.3000 THE PRESIDENT OF THE COLLEGE
The President, appointed by the HEPC, is the chief executive officer of the College within the provisions of HEPC’s Policy Bulletin No. 59 (Appendix 2), as well as the principal academic officer.
2.4000 THE PROVOST OF THE COMMUNITY AND TECHNICAL COLLEGE
The Provost is appointed by the President of BSC with the approval of the HEPC and is the chief executive officer of the Community and Technical College within the provisions of West Virginia Code Chapter 18B-1B-6 (HB 2224) as well as the principal academic officer.
2.5000 ADVISORY COMMITTEES FOR SPECIALIZED PROGRAMS AND FUNCTIONS
Advisory committees for specialized programs, curricula, college publications, and functions are utilized in the establishment and evaluation of such programs, curricula, etc. Advisory committee members are business professionals and other residents of the southern West Virginia area who can provide advice and guidance on various program elements. The Provost appoints members of the advisory committees.
2.6000 COMMUNITY AND TECHNICAL COLLEGE MANAGEMENT
2.6100 A System of College Policy Bulletins
Policies created under the authority of the president of the College, facilitates administration and management within the College. Further policies unique to the Community and Technical College are created under the authority of the Provost with the advice of the Board of Advisors and approval of the President of BSC and its Board of Governors. See Policies notebook, maintained in the President's office, library and office of the Provost, Campus Directors, and on-line at NRCTC’s homepage.
2.6200 The Provost’s Staff
The Provost's Staff consists of those administrators who report directly to the Provost of the Community and Technical College. Specifically, its membership includes the Provost as Chairperson, Director of the Beckley Campus, Coordinator of the Bluefield Campus, Director of the Greenbrier Valley Campus, Director of the Nicholas County Campus, Dean of Instructional Services, Director of Student Services, Coordinator of Workforce Development, Coordinator of Financial Services, Coordinator of Grants and Contracts, and the Coordinator of Operations.
The Provost's Staff is advisory to the Provost and performs duties and oversees functions determined by the Provost.
2.6300 College Council
College Council Membership:
Membership on the Council is either by appointment due to the position held or by election from within a constituent body.
8. Faculty Senate Chair (Position) 9. Faculty Representative (Election at Large) 10. Staff Council Chair (Position) 11. Staff Council Representative (Election at Large) 12. President of SGA (Position) 13. Student Representative (Election at Large) 14. Representative from Provost’s Staff (Election at Large) 15. Representative from Provost’s Staff (Election at Large) 16. Provost
College Council Function:
The College Council will act formally to make recommendations regarding policy and procedural matters presented in an orderly and deliberative manner. Ordinarily, new proposals or proposed revisions will be presented in written draft form at one meeting and acted upon during subsequent meeting(s). This practice assures an opportunity for review and comment within the college community.
Proposals for review, resolutions, and petitions are to be introduced by a Council member. Should a Council member not agree with a particular point of view from a constituency represented, such disagreement may be entered in the record of minutes; however, initiatives of a college-wide nature are to be brought forward in a timely and orderly fashion.
The Council may recommend to the Provost the remanding of any matter to an existing body or may recommend the formulation of a group specifically charged with reviewing and recommending a course of action.
During the course of deliberations, it is assumed that Council members will place the best interests of NRCTC above all other interests. Furthermore, it is assumed that constituent representatives will confer with their colleagues on any matter before the Council and that when votes are taken such communication and consultation as necessary and appropriate has taken place. Once policy actions have concluded and the Provost and President have acted upon the recommendation(s), the Provost and those administrators reporting to the Provost will bear responsibility for disseminating the approved documents.
College Council Procedures:
The Provost will convene and chair the Council; however, the Provost will not vote and a tie vote is recorded as a 'nay' recommendation.
Generally, Roberts Rules of Order will govern formal proceedings.
Minutes of the meetings will be maintained and will contain a list of those members present and absent, as well as information and action items.
The minutes will be distributed, after approval, to Council members and the Bluefield, Lewisburg and Summersville libraries and be available on request at the Beckley Campus.
The Council Meetings are open and faculty, staff, administrators and students are welcome as audience.
The Council will meet each year at least two times during the semester.
2.6400 Classified Staff Council
Classified Staff Council Membership:
Membership shall consist of as many as ten elected at large representatives from 5 different sectors (administrative/managerial, professional/non-teaching, paraprofessional, secretarial/clerical and physical plant/maintenance). The representative to the Board of Directors, Advisory Council of Classified Staff and Representative to Institutional Board of Advisors are members by position held. The Chair may be elected from the membership and voted on at-large by the institution.
Classified Staff Council Function:
The purposes of the Council are to:
1. be advisory to the Provost and the President in matters of concern to classified employees; 2. be a communication channel between the administration and classified employees. 2.6500 Student Affairs Committee
Student Affairs Committee Membership: 1. Director of Student Services – Chairperson 2. Campus Student Affairs Representative 3. BSC Enrollment Management Services Representative Student Affairs Committee Function:
The purposes of the Committee are to:
1. provide liaison among the various units and offices of the College and campuses represented; 2. serve as advisory to the Provost; 3. review and evaluate existing student affairs programs for effectiveness; 4. engage in long term planning of student affairs programs; 5. review, evaluate, and recommend new student affairs program proposals. 2.6600 General Appeals Committee
General Appeals Committee Membership:
1. One Faculty member appointed by the Faculty Council 2. One Faculty member appointed by the Provost 3. One Student member appointed by the Student Government Association 4. One Staff member appointed by the Staff Council 5. One Director appointed by the Provost General Appeals Committee Function:
The purpose of this committee is to provide to the Provost recommendations. The committee’s main concerns involve recommending interpretation of general college policy, as requested by the Provost, and to hear and recommend actions concerning academic, student, and financial grievances.
2.7000 COLLEGE GOVERNANCE
2.7100 Faculty Constitution
The Faculty Constitution is the document that establishes the body through which the NRCTC faculty deliberates on college and faculty- related issues and fulfills its role in teaching and fostering learning and governance of the institution. This body is the Faculty Council. The faculty constitution is found in Appendix 3. 2.7200 Faculty Council
The Faculty Council is the vehicle for participation by representation of the faculty in the governance of the College. The Faculty Council reports to the College faculty assembly. The Council's decisions are subject to review and approval by the Provost.
The function of the Faculty Council shall be to serve as an advisory body to the faculty and the Provost for matters relating to faculty governance and faculty and institutional well-being. The Chairperson of the Council presides at faculty meetings, represents the faculty at all official functions where single representation is required, and presides over certain activities as requested by the Provost.
The purpose is to provide faculty organization by which the faculty expresses its concern for the welfare of the College and the college community, develops and disseminates ideas for college improvement, stimulates communication, contributes to the formation of general college policy, and performs those duties and functions especially allocated to or assumed by the faculty, subject to the limitations imposed by the laws of the State of West Virginia and rules of the HEPC, and subject to the review of the parent body, the faculty of NRCTC.
2.7300 Standing Faculty Committees
The nature and purpose of standing faculty committees are cited in Article V of the faculty constitution found in Appendix 3.
2.8000 NEW RIVER COMMUNITY AND TECHNICAL COLLEGE'S ADMINISTRATIVE PERSONNEL
Names, functions, and duties of NRCTC administrative personnel are found in Appendix 4.
2.9000 ORGANIZATIONAL CHART
The organizational chart of NRCTC is found in Appendix 5. 3 . 0 0 0 0 I N S T R U C T I O N A L P O L I C I E S A N D P R O C E D U R E S
TABLE OF CONTENTS
3.0000 INSTRUCTIONS POLICIES AND PROCEDURES
3.1000 CLASSROOM CONTROL...... 20 3.1100 Class Records...... 20 3.1200 Tests and Final Examinations...... 20 3.1300 Absence of an Instructor from Assigned/Scheduled Duties...... 21 3.1310 Delay of an Instructor in Meeting a Class...... 21 3.1400 Speakers or Consultants Not Affiliated with the College...... 21 3.2000 CONFIDENTIALITY OF STUDENT GRADES...... 21 3.3000 CURRICULUM PROPOSALS AND APPROVAL PROCESS (PERKINS NEEDS TO WRITE)...... 22 3.3100 Textbooks...... 22 3.3200 Syllabi...... 22 3.3300 Advising Students...... 23 3.4000 FIELD TRIPS AND STUDENT TRANSPORTATION...... 24 3.5000 FACULTY LOADS...... 25 3.5100 Teaching Loads...... 25 3.5200 Class Preparation Time and Office Hours...... 25 3.5300 Professional Activities...... 25 3.5400 Teaching Non-credit Community Service Courses, Seminars, etc...... 26 3.6000 INSTRUCTIONAL ASSISTANCE...... 26 3.6100 Library Services...... 26 3.6110 Use of the Facilities and Service of the Library...... 26 3.6120 Reserved Books...... 26 3.6130 Use of Library Materials by the Faculty and Staff...... 26 3.6200 Instructional Technology Center...... 27 3.6300 Instructional Materials for Use by Faculty at Off-Campus Sites...... 27 3.0000 INSTRUCTIONS POLICIES AND PROCEDURES
3.1000 CLASSROOM CONTROL
The responsibility for, and the administration of, classroom discipline rests with the instructor. Instructors should not jeopardize the progress of a class by permitting the continued presence of any student whose behavior in any way adversely affects opportunity for others in the class to learn. Instructors experiencing such problems should request the New River Community and Technical College (NRCTC) Campus Director or Dean of Instructional Services to handle the offending student. (Refer to student conduct policies and procedures in the current student handbook.)
3.1100 Class Records
Daily attendance and appropriate grade records should be kept. This policy applies to both credit and non-credit courses. A roll book or record sheet is issued to the instructors through the Campus Director’s Office. At the end of the academic semester, adjunct faculty returns these record sheets to the Campus Director. Full-time faculty are also responsible for maintaining these records, and upon leaving the institution, must turn them in to the Campus Director for future reference as needed.
3.1200 Tests and Final Examinations
Students are expected to take tests at the regularly scheduled time. No exceptions will be made without the permission of the instructor. Test security is the sole responsibility of the faculty member. Tests should be kept in the personal possession of the instructor or under lock until the time of the test. The instructor in charge of the class is responsible for the direct supervision of the test. Exceptions must have prior approval by the Campus Director. Appropriate institutional procedures for evaluating student performance in interactive video network (IVN) and web-based (on-line) classes must be established and implemented.
If a student is unable to take a test because of illness or other emergency, it is the student's responsibility to document the absence to the satisfaction of the instructor and to arrange for a make-up test. Supervising of a makeup test remains the responsibility of the instructor in charge of the class.
Each instructor is required to give either a final written examination or equivalent summative assessment during the designated final examination period. The instructor should provide a course content review opportunity in preparation for the final examination. In cases where an equivalent summative assessment is used, the faculty member must consult with the Campus Director concerning the design of the summative assessment method to insure that it is consistent with the nature and objectives of the course. NRCTC Campus files must contain copies of all written final examinations and descriptions of summative assessment processes for institutional self-study purposes. Instructors must keep the individual student examination papers and summative assessment results on file for one calendar year in case any question arises concerning grades.
3.1300 Absence of an Instructor from Assigned/Scheduled Duties
If an instructor must miss a class or other assigned duties for any reason, the instructor must seek prior approval of the Campus Director by submitting a completed short leave form. In the case of classes missed, it is preferred that make-up classes be scheduled in advance of the absence. The short leave form must describe the provisions made for the continuation of student learning during the instructor's absence. Absence because of unforeseen circumstances including illness must be brought to the attention of the Campus Director at the earliest opportunity and a short leave form completed which reflects the disposition of classes or other assigned duties missed.
3.1310 Delay of an Instructor in Meeting a Class
Instructors are responsible for notifying the Campus Director or Campus Main Office of any delay and will insure that, in each course, students understand the following procedures in the event that the instructor is not present at the beginning of a class. Students may not simply leave a class of their own volition. As soon as it is obvious that the instructor will be late for the class, it is the responsibility of the students to take the initiative to inquire at the Campus Office as to any information concerning the instructor's absence in order to resolve the matter of waiting or not waiting. A representative from the Campus Office will then inform the class how to proceed.
3.1400 Speakers or Consultants Not Affiliated with the College
When an instructor wishes to have a speaker appear in class who is not a member of the faculty or staff, the instructor should confer with the Campus Director well in advance of the proposed appearance date. Prior approval must be obtained from the Campus Director when reimbursement is involved.
3.2000 CONFIDENTIALITY OF STUDENT GRADES
In keeping with the Family Educational Rights and Privacy Act of 1974, a student's grades within a course are to be treated as confidential and are to be disclosed only to the student personally. The public posting of student grades by name, social security number, or any form of student identification is prohibited. This applies to final grades as well as to scores on any one test, quiz, examination, or other evaluative instrument.
Final assigned letter grades are mailed to the student's address according to the registrar's office policy. Refer students to the registrar for specific details regarding this policy.
3.3000 CURRICULUM PROPOSALS AND APPROVAL PROCESS (PERKINS NEEDS TO WRITE)
3.3100 Textbooks
Textbook selection is the responsibility of the full-time teaching faculty in the appropriate discipline. Textbooks, once adopted, must be used for a minimum of two years. The Dean for Instructional Services must approve exceptions.
Each academic discipline will have its own textbook selection process. In cases of courses involving more than one instructor, the process will include all full-time faculty involved in that course. Textbooks should be continually evaluated considering criteria such as compatibility with course objectives, illustrations, writing style, readability level, assumptions of prior knowledge, cost, general layout and design, and ready availability.
Campus Directors will submit orders for textbooks and materials directly to the Bookstore. The Bookstore Manager is responsible for maintaining and publishing a master list of textbooks and corresponding materials for the College.
Each Campus Director shall order desk copies of textbooks for faculty members directly from the publisher. In those cases where a publisher does not provide free desk copies of textbooks, the Campus shall purchase the desk copies required following the desk copy policy. Purchased copies remain the property of the New River Community and Technical College.
Textbooks should be ordered a minimum of eight weeks prior to the beginning of the appropriate semester.
3.3200 Syllabi
A course syllabus is required for each course offered by the College. The essential purpose of the syllabus is to serve as the primary guide for the operation of the course. It is then a necessary source of information and guidance for new and adjunct instructors in their course preparation.
The syllabus also serves as permanent documentation for that particular course. In this role, it is required for accreditation, is used to determine the courses parallel to ones offered in other colleges or universities, and is used in curriculum development.
Syllabi are also used as the primary reference, which relates pertinent class operational procedures and policies to students. Thus, a copy of the course syllabus must be given to each student at the first class meeting each semester. Each Campus Director shall keep a file of course syllabi for each course offered at the Campus and be responsible for the development of a course syllabus for any new course proposed for the Campus/NRCTC.
As a minimum, the syllabus should contain:
1. the preparer's name, semester prepared, and academic division; 2. the course title and number; 3. a brief introduction (Catalog description including prerequisite/co-requisite); 4. the objectives of the course; 5. any applicable learning resources; 6. the basic concepts to be taught in the course; 7. the course content 8. student requirements of the course in terms of papers, projects, etc.; 9. a clearly stated, relevant evaluation scheme appropriate to the level and intent of the course; and 10. student attendance requirements. 3.3300 Advising Students
Generally, students choose their own programs of study. Students are encouraged, however, to use college advising and placement resources as an aid in selecting their major field of study.
Each regular student admitted to the College will be assigned a faculty advisor. The faculty advisor will normally be a member of the faculty at the Campus(es) responsible for the program in which the student has been enrolled and, because of her/his knowledge of the technical and academic requirements of the program, will become the student's academic point of reference within the College. If the student changes programs, a new faculty advisor will be assigned according to the new program. The Campus Director makes advisor assignments. Registration for any class in any semester begins with a consultation with the assigned faculty advisor. The specific duties of academic advisors are to assist students in preparing schedules, to assign them to classes, to prepare and maintain a cumulative file on each advisee's academic progress, and to prepare a “45-hour evaluation” at the proper time (see the College Catalog, "Evaluation for Degree Requirements").
The student must see the faculty advisor or other designated Campus Advisor to initiate the adding or dropping of a course. If the student contemplates a complete withdrawal from the College, the student should contact a Student Service Advisor in addition to the faculty advisor.
Each faculty advisor is expected to maintain a schedule of posted office hours throughout the year so that he/she may be accessible to students he/she is advising. Advisors must extend posted office hours during registration periods
3.4000 FIELD TRIPS AND STUDENT TRANSPORTATION
Trips related to classroom instruction are encouraged and should be used to provide more enriching experiences than the normal classroom activity can provide. Field trips for such instructional purposes involving students and/or instructional staff are planned and organized in the following manner:
1. The instructor concerned presents a recommendation for such a field trip to her/his Campus Director. The recommendation presented should contain the class or group involved, the number attending, the faculty member or members in charge, the destination of the trip, the mode of transportation, estimated cost, and the purposes of the trip related to the instructional program, with expected values to be gained. 2. If the Campus Director approves the trip, other college offices, as appropriate to the nature and circumstances of the excursion must be notified. All financial details and related matters must be dealt with in advance. If the use of private automobiles is approved, the instructor concerned must make certain that the owner provides the Vice President for Financial and Administrative Affairs proof of appropriate insurance coverage. If other transportation, such as buses, is required, notice should be given to the Vice President for Financial and Administrative Affairs at least two weeks in advance of the trip. 3. When an instructor wishes to take classes on a field trip, it is necessary to avoid conflict with student attendance in other classes and to secure proper approval prior to the trip as outlined in Item 2 above. If the trip will cause any student to miss class, the student must make arrangements with affected instructors. 3.5000 FACULTY LOADS
The primary responsibility of a faculty member at NRCTC shall be to provide quality instruction for the students. The major emphasis shall be on teaching by working with students in classrooms, laboratories, individual conferences, and related activities to help the students develop their interests and abilities to her/his fullest capacity in order to become a better person, a better worker, and a better citizen. To accomplish this goal, the following work loads are expected of faculty.
3.5100 Teaching Loads
The teaching load for full-time faculty is 15 credit hours, comprising 15-20 contact hours per week in classes, or the equivalent load in credit hours and equated released-time for other work deemed valuable to the College. Equated release-time work must be recommended by the Campus Director and approved by the Dean of Instructional Services. The contact hours include lectures, seminars, laboratories, workshops, supervised practice, and similar activities. The actual number of contact hours shall be based on the type of classes, the number of students in the classes, and the variations in course preparations (number of new courses, number of different courses, and number of total courses.)
3.5200 Class Preparation Time and Office Hours
The typical faculty member will probably spend 15-30 hours per week for lesson preparation, evaluation of student work, and professional study in relation to her/his classes at the College.
In order to promote the availability of faculty to work with individual students, each full-time faculty member must post on or near her/his office door a minimum of 10 hours per week as office hours to be available to work with students on their individual academic and occupational problems. Advisors must extend posted office hours during registration periods.
3.5300 Professional Activities
It is estimated that approximately 2-10 hours per week may be needed for committee work and professional activities. Additional time may be needed for student activities and community activities. 3.5400 Teaching Non-credit Community Service Courses, Seminars, etc.
A faculty member may be assigned to teach non-credit community service courses, seminars, etc. as part of the regular teaching load. Such assignments will be equated to credit courses for purpose of determining the full teaching load.
3.6000 INSTRUCTIONAL ASSISTANCE
Secretarial assistance will be available at each Campus. Also, depending upon the courses and program offered at the Campus, provision will be made when funds are available for laboratory and assistants, technicians, and other semi-professional faculty and staff. The Campus Director is responsible for the assignment of such instructional assistance at the Campus.
3.6100 Library Services
The following applies equally to all library books and materials, whether acquired by purchase, gift, or exchange.
3.6110 Use of the Facilities and Service of the Library
The facilities and services of the library are available to registered students and members of the faculty and staff of NRCTC. The library facilities are also open to interested members of the community.
3.6120 Reserved Books
Faculty members should submit lists of materials to be placed on reserve to the librarian at least one week, if possible, prior to the class assignment period. Normally, materials are placed on reserve at the beginning of a semester for the full semester.
The type of loan (closed, overnight) should be specified in each case.
3.6130 Use of Library Materials by the Faculty and Staff
1. All non-reserved loaned books will be due for return at a specified date each semester. 2. All books loaned to faculty or staff shall be returned at the end of each semester. Renewals may be made at that time. 3. Unauthorized removal of library or media materials shall be charged at cost plus a processing fee as though the book were lost. 4. All books and media must be returned upon termination of employment. 3.6200 Instructional Technology Center
The Instructional Technology Center is a repository for non-print video and film instructional materials, a coordinating office for the delivery of distance learning, audiovisual production services, and a teaching center for microcomputer education. The ITC Microcomputer Laboratory is used by students enrolled in the computer literacy course and by students wishing to use microcomputers for instructional purposes. The Instructional Technology Center provides televised instruction through the Center for Extended Learning located in the Ned Shott Physical Education Building. It provides television services, tape dubbing, check out of film and videotapes, interactive video system management, videoconferencing, satellite teleconferencing, and distance learning technical student support.
The following policies apply:
1. Materials and equipment may be checked out by faculty for one week only. 2. Students may use the materials within the media center only. 3.6300 Instructional Materials for Use by Faculty at Off-Campus Sites
At all New River Community and Technical College sites, materials may be obtained through the Office of the Provost, campus director, or NRCTC library site, and at other sites, ordered through the ITC. The ITC will also serve any faculty member who requests service directly. 4 . 0 0 0 0 A C A D E M I C A F F A I R S P O L I C I E S A N D P R O C E D U R E S
TABLE OF CONTENTS
4.0000 ACADEMIC AFFAIRS POLICIES AND PROCEDURES
4.1000 ACADEMIC LOAD FOR STUDENTS...... 29 4.1100 Academic Standing of Students...... 29 4.1110 Probation...... 29 4.1120 Suspension...... 30 4.1130 Dismissal...... 30 4.1200 Semester Hours...... 30 4.1300 Classification of Students...... 31 4.2000 ACADEMIC ADVISING...... 31 4.2100 Student Attendance Policy...... 31 4.2200 Withdrawal from College...... 31 4.3000 ACADEMIC APPEALS...... 32 4.3100 Student Disciplinary and Appeal Procedures...... 32 4.0000 ACADEMIC AFFAIRS POLICIES AND PROCEDURES
4.1000 ACADEMIC LOAD FOR STUDENTS
The standard academic load is 16-18 hours. To be considered a full-time student, a student must be enrolled for at least 12 semester hours. The maximum load without permission of the Dean of Instructional Services is 18 hours per semester.
During the summer session the maximum permissible load is seven semester hours per term. No more than four courses may be attempted without explicit permission of the Campus Director or the Dean of Instructional Services. No more than two lab courses may be attempted.
Students who have a 3.0 or better average overall may request permission from the Dean of Instructional Services to carry one to three additional hours. In no case shall the semester load exceed 21 semester hours including correspondence courses, on-line courses, and courses from other institutions.
4.1100 Academic Standing of Students
4.1110 Probation
A descriptive term for the student who is permitted to remain in school after having failed to meet the minimum standards for satisfactory academic performance as provided by the faculty.
1. Deficiency invoking probation: a. The student whose cumulative academic record shows a deficit of 12 quality points but no more than 17 quality points shall automatically acquire probationary status. b. The transfer student whose total record shows a deficit of 12 quality points, if admitted, shall be assigned a probationary status as though the deficit had been accumulated in residence. 2. Restrictions associated with probationary status: a. The student who is on probation shall have her/his schedule restricted as long as the probation continues and in accordance with the scale which follows: 16 week term: 14 semester hours 5 week term: 5 semester hours b. Termination of probation—the student who is placed on probation as a result of a grade point deficit shall remain on probation until her/his quality point deficiency is reduced to 11 or fewer. 4.1120 Suspension
Temporary withdrawal of the privilege of enrollment and admittance.
1. The student with a cumulative deficit of 18 quality points or more shall be suspended for a period of one semester. This rule shall not apply to first semester freshmen or students who have not been on academic probation for one semester. (Summer school shall not be required as being a semester as far as suspension is concerned.) 2. The application for admissions to NRCTC of a student suspended by another college may be considered on a case- by-case basis. Admission may be granted provided the applicant demonstrates an understanding of the deficiencies resulting in suspension and of the behavior changes identified with success at NRCTC. All students admitted on this basis shall enter on probationary status. 3. The student suspended for poor scholarship and subsequently readmitted shall be required to: c. Register for a no more than 14 semester hours; d. Maintain no less than a 2.0 average each semester following her/his readmission; and e. Reduce the deficit by no less than 6 quality points each 2 semesters. Failure to comply will result in a second suspension. 4.1130 Dismissal
Permanent withdrawal of the privilege of enrollment and attendance.
A second suspension shall be regarded as permanent. A student may, however, request special consideration for readmission after one calendar year. It shall be the responsibility of the student to provide the Academics Committee with reasons why he/she should be given special consideration for readmission. He/she may do this by letter, by scheduled appearance before the council, or both. 4.1200 Semester Hours
The basic unit of college credit at NRCTC is the semester hour. Generally a semester hour is equivalent to one fifty-minute period per week for a semester in a lecture section or two to three fifty-minute periods per week for a semester in a laboratory. 4.1300 Classification of Students
Regular students are classified as follows:
1. Freshmen: those who have completed fewer than 32 semester hours credit. 2. Sophomores: those who have completed a minimum of 32, but fewer than 64 semester hours credit. 4.2000 ACADEMIC ADVISING
Insofar as possible, students choose their own programs of study. Students are encouraged to use college advising and placement resources as an aid in selecting a major field of study.
All entering students are assigned academic advisors based upon their chosen field of study. Students do not normally change advisors except upon a change of major. During registration periods, advisors are available to provide students with information in areas of study within the College, to assist in the interpretation of students' records, as well as to aid students in their choice of educational goals.
The specific duties of academic advisors are to assist students in preparing schedules, to assign them to classes, to prepare and maintain a cumulative file on each advisee's academic progress, and to prepare a 45- hour evaluation at the proper time (see the College Catalog, "Evaluation for Degree Requirements"). Student requests for 45-hour evaluations must be made well before the end of a semester, as a significant amount of time is often needed to prepare them.
The advisee is expected to consult with the advisor during the advisor’s office hours a minimum of two times per semester. Although the student is ultimately personally responsible for meeting stated catalog requirements for graduation, the advisor will give the student concerned, careful guidance in the selection of courses leading to a degree. Early and frequent advising conferences will help avoid scheduling difficulties.
4.2100 Student Attendance Policy
The student attendance policy is found in the current college catalog.
4.2200 Withdrawal from College
The “withdrawal from college” process is found in the current college catalog. 4.3000 ACADEMIC APPEALS
The academic appeals process is found in the current college catalog.
4.3100 Student Disciplinary and Appeal Procedures
These procedures are detailed in the current student handbook. 5 . 0 0 0 0 F A C U L T Y P O L I C I E S A N D P R O C E D U R E S
TABLE OF CONTENTS
5.0000 FACULTY POLICIES AND PROCEDURES 5.0100 Introduction...... 35 5.0200 Equal Employment Opportunity...... 35 5.0210 Sexual Harassment...... 35 5.0220 Job Accommodation During Employment...... 36 5.1000 ACADEMIC FREEDOM AND TENURE...... 36 5.1100 Professional Ethics...... 37 5.2000 CONSULTING...... 38 5.2100 Employment Outside the College...... 38 5.2200 Public Speaking...... 39 5.2300 Political Activities...... 39 5.2400 Personal Obligations...... 39 5.3000 COMMITTEE ASSIGNMENTS...... 39 5.3100 Registration Responsibilities...... 39 5.3200 Faculty Meetings...... 39 5.3300 Convocation/Commencement...... 40 5.3400 Professional Associations...... 40 5.4000 PERSONNEL FILES...... 40 5.4010 Addresses and Phone Numbers...... 41 5.5000 APPOINTMENT, REAPPOINTMENT AND PROMOTION OF FACULTY...... 41 5.5010 Criteria for Appointment and Promotion...... 41 5.5020 Academic Advancement...... 41 5.5030 Selection of Personnel...... 42 5.5040 Appointment of New Full-Time Faculty Personnel...... 42 5.5050 Summer School Appointments...... 42 5.5060 Salary Increases for Faculty Personnel...... 42 5.5100 Termination of Employment...... 42 5.5300 Faculty Evaluation...... 43 5.6000 LEAVE...... 43 5.6010 Medical Leave Verification...... 44 5.6020 Leave Without Pay...... 45 5.6030 Military Leave...... 45 5.6040 Disaster Service Leave...... 46 5.6050 Emergency Leave...... 47 5.6060 Grievance, Witness, and Jury Leave...... 47 5.6070 Inclement Weather Late Schedule...... 47 5.6080 Holidays...... 48 5.6090 Sabbatical Leaves and Advanced Study...... 48 5.6100 Payday...... 49 5.6110 Required Deductions...... 49 5.6120 Optional Deductions...... 49 5.7000 BENEFITS...... 49 5.7010 Hospitalization...... 50 5.7011 Public Employees Insurance Agency (PEIA) PPB Plan...... 50 5.7012 Health Care Plans...... 51 5.7013 Life Insurance Program Under PEIA...... 51 5.7014 Mountaineer Flexible Benefit Plans...... 51 5.7015 Section 125 Plan...... 51 5.7016 COBRA...... 52 5.7017 Retirement...... 52 5.7018 Supplemental Retirement Annuities...... 52 5.7019 TIAA-CREF Total Disability Insurance...... 53 5.7020 Worker’s Compensation...... 53 5.7021 Unemployment Compensation...... 54 5.7022 Social Security...... 54 5.7023 Credit Union...... 54 5.7024 U. S. Savings Bonds...... 55 5.7025 Training and Personnel Development...... 55 5.8000 TRAVEL...... 55 5.9000 FACULTY GRIEVANCE PROCEDURE...... 57 5.0000 FACULTY POLICIES AND PROCEDURES
5.0100 Introduction
The purpose of this section is to record the various personnel rules, regulations, policies, and procedures of the Federal and state governments, Higher Education Policy Commission (HEPC), Bluefield State College (BSC), and New River Community and Technical College (NRCTC).
5.0200 Equal Employment Opportunity
NRCTC is an equal opportunity institution, which recruits, employs, trains, and promotes based on merit and business needs, not on race, religion, color, sex, age, national origin, disability, veteran or family status, or on any other status or condition protected by applicable federal or state laws, except where a bona fide occupational qualification applies.
NRCTC ensures that personnel programs, such as compensation, benefits, transfers, layoffs, return to work, training, education, tuition assistance, and other employment programs are administered without regard to race, religion, color, sex, age, national origin, disability, veteran or family status, or on any other status or condition protected by applicable federal or state laws, except where a bona fide occupational qualification applies.
In furtherance of its policy prohibiting discrimination against individuals on the basis of physical or mental impairment or disability, the College will provide reasonable accommodation in the work place for disabled employees. All inquiries regarding the rights of disabled employees, including the right to employment accommodations, should be directed to the ADA Coordinator.
The Director of Human Resources of BSC is designated as the Affirmative Action Officer and the ADA Coordinator. The Human Resource Office will be responsible for communicating and implementing these policies at each campus location.
5.0210 Sexual Harassment
In 1980 the Equal Employment Opportunity Commission (EEOC) first published guidelines on sexual harassment. The EEOC defines sexual harassment as “unwelcome advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when
1. submission to such conduct is made either explicitly or implicitly a condition of an individual’s employment; or 2. submission to or rejection of such conduct by the individual is used as the basis for employment decisions affecting such individual; or 3. such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.” Any acts of harassment by an employee may be a violation of Title VII of the Civil Rights Act of 1964 (see Appendix 6, “Federal Guidelines”).
An employee who feels that he or she is the victim of a workplace incident of sexual harassment is encouraged to discuss the matter promptly following the Harassment Policy procedures (see Appendix 7). No form of retaliation is to be applied to any person making a complaint of sexual harassment.
NRCTC supports the spirit and objectives of the EEO guidelines on sexual harassment. It is our policy that anyone in our organization who is found to have engaged in such harassment of another employee will be subject to disciplinary action, up to and including termination.
In turn, NRCTC recognizes that the issue of whether sexual harassment has occurred requires a factual determination by the investigator based on all the evidence found. The College also recognizes that false accusations of sexual harassment can have serious effects on innocent men and women and are subject to disciplinary action, up to and including termination.
It is expected that NRCTC employees will act in a responsible and professional manner, remain sensitive to treating co-workers with dignity and respect, and help provide a productive work environment.
5.0220 Job Accommodation During Employment
An employee who has or acquires, a permanent disability causing functional restriction or limitations, which can be reasonably accommodated, will be provided such measures by the College, if reasonable accommodation will permit the employee to meet the essential functions of the job. This request is to be submitted to the ADA Coordinator (BSC’s Human Resource Office) in writing with the appropriate medical documentation from the attending physician.
5.1000 ACADEMIC FREEDOM AND TENURE
Academic freedom and tenure guidelines are found in HEPC’s Series 9/BSC’s Policy No. 19/NRCTC contained in Appendix 1. 5.1100 Professional Ethics
NRCTC subscribes to the Statement of Professional Ethics of the AAUP (1987).
Professors, guided by a conviction of the worth and dignity of the advancement of knowledge, recognize the special responsibilities placed upon them. Their primary responsibility to their students is to seek and to state the truth as they see it. To this end, the instructors devote their energies to developing and improving scholarly competence, and feel the obligation to exercise critical self-discipline and judgment in using, extending, and transmitting knowledge. The professors practice intellectual honesty. Although they may follow subsidiary interests, these interests must never hamper or compromise their freedom of inquiry.
As teachers, the faculty encourages the free pursuit of learning in their students. They hold before them the best scholarly standards of their discipline. They demonstrate respect for the student as an individual, and adhere to their proper role as intellectual guide and counselor. They make every effort to foster honest academic conduct and to assure that their evaluation of students reflect their true merit. They respect the confidential nature of the relationship between professor and student, and avoid any exploitation, harassment, or discriminatory treatment of students. The professors acknowledge significant academic or scholarly assistance from them. They protect their academic freedom.
As colleagues, the professors have obligations that derive from common membership in the community of scholars. Professors do not discriminate or harass their colleagues. They respect and defend the free inquiry of their associates. In the exchange of criticism and ideas they show due respect of the opinions of others. They acknowledge their academic debts and strive to be objective in their professional judgment of colleagues. They accept their share of faculty responsibilities for the academic governance of their institution.
As members of their institution, professors seek above all to be effective teachers and scholars. They observe the stated regulations of the institution, watch that they do not contravene academic freedom, and maintain their right to criticize and seek revision. Professors are to give due regard to their paramount responsibilities within their institution in determining the amount of work done outside it. When considering the interruption or termination of service, professors recognize the effect of their decision upon the program of the institution and give due notice of their intentions.
As members of their community, professors have the rights and obligations of any citizen. They measure the urgency of these obligations in the light of their responsibilities to their subject, to their students, to their profession, and to their institution. When a professor speaks or acts as a private person, one avoids creating the impression of speaking or acting for the College. As citizens engaged in a profession that depends upon freedom of its health and integrity, professors have a particular obligation to promote conditions of free inquiry and to further public understanding of academic freedom.
The privilege of a faculty appointment brings with it commensurate responsibilities, responsibilities to student, colleagues, and the College, as well as to academe and society, to hold one’s self to high standards of teaching, research and service, and to adhere to high standards of professional integrity and conduct. Specific faculty responsibilities include, but are not limited to, the following:
1. To remain current in one’s subject or subjects and to instruct assigned courses in a manner consistent with the scheduled time, course content, and course credit approved by the institution. 2. To complete in a professional, timely and responsible manner all other teaching and academic assignments that has been accepted or is a normal part of one’s duties. 3. To give individual evaluations of student performance. 4. To refrain from committing or inciting acts of physical violence against individuals or property, or acts which interfere with the academic freedom of other persons with the College or interfere with the freedom of speech or movement of such persons. 5. To treat fairly, courteously, and professionally their students, colleagues, and other members of the academic community. 5.2000 CONSULTING
College faculty are encouraged to assist business, industry, governments, and other educational agencies. They may engage in consulting activities as long as such activities do not interfere with their regular responsibilities and duties for the College. Each employee should obtain the approval the Campus Director for any consulting activities that might take the employee away from the College during hours when he/she might normally be expected to be on campus.
5.2100 Employment Outside the College
College faculty may engage in outside employment when it does not conflict with their professional responsibilities to the College. Members of the faculty shall not engage in any employment at any time that prejudices their usefulness as members of the faculty of the College or which would compromise the College or create a conflict of interest. The faculty is responsible to insure that they do not represent the College while involved in outside employment. The Provost shall establish a program of periodic review of outside services of appointees to guide faculty members.
5.2200 Public Speaking
Faculty members are invited periodically to speak before community groups. This service is greatly appreciated by the community and provides a valuable public relations liaison between the College and the community. Faculty members are encouraged to participate in speaking engagements. To assist them in this activity, the Campus Director will provide information concerning the activities and programs of the College. Further, when audiovisual and multimedia resources and/or equipment are desired for such presentations, the Office of Campus Director or the Campus Library shall make available college equipment and materials to assist the faculty member.
5.2300 Political Activities
The College recognizes and encourages the exercise of the right of college employees, as citizens, to engage in political activities on their own time.
5.2400 Personal Obligations
Employees of the College are expected to handle their personal and financial obligations in such a manner as to prevent the involvement of the College.
5.3000 COMMITTEE ASSIGNMENTS
Serving on college committees is one of the responsibilities of the faculty member.
5.3100 Registration Responsibilities
Working the periods of general registration of students for classes is a part of the professional responsibility of every full-time member of the faculty of NRCTC.
5.3200 Faculty Meetings
The Provost may schedule general faculty meetings during the year in addition to the regular meetings of the faculty. As the presiding officer and chief administrator of the College, the Provost will set the date and place of such meetings. Faculty members are expected to attend all such general faculty meetings, as well as meetings called by the Chairperson of the Faculty Senate. Campus Directors may also schedule needed meetings for faculty at their respective locations.
5.3300 Convocation/Commencement
All faculty members are expected to attend convocation and commencement exercises. Faculty members are responsible for providing and wearing appropriate academic regalia. As a convenience to the faculty, the BSC Bookstore will assist any faculty member in making arrangements for the rental or purchase of academic regalia.
5.3400 Professional Associations
Membership in professional associations is not required of NRCTC faculty members, but is encouraged. The College does not defray the cost of such membership.
5.4000 PERSONNEL FILES
The official personnel file is kept in the Human Resource Office of BSC. Faculty members may have access to their personnel files when the institution is normally open for business to review their own file and the contents therein with the following exception: materials that NRCTC obtained with the employee’s prior agreement to forfeit her/his right of access, such as some references.
The Human Resource Office requires that faculty members schedule an appointment to see the personnel file. A representative of the custodian of records will be present with the employee during the review. The date, time, and initials of the faculty member will be recorded for each review in the personnel file.
The following documents are basic documents to be found in each faculty member’s personnel file in the Human Resource Office.
1. letters of application (originals); 2. appointment, acceptance letters, and contracts (originals); 3. personal data (date of birth, marital status, etc.); 4. evaluations and other pertinent documents related to the employee’s performance; 5. promotion and tenure decisions;
It should be noted that this may include any disciplinary letters involving violation of college, state, or federal policy, or exemplary conduct. 6. current official transcripts with an updated resume; and 7. additional information such as personnel development, class schedules, etc. It is the responsibility of each faculty member to provide complete personal data, including biographical information; all applicable official transcripts, both graduate and undergraduate; letters of evaluations and recommendation from professional colleagues; documentation of professional growth; and copies of publications, as well as any other data which the faculty member may wish to have included in the file.
A copy of any material in the personnel file, except as noted above, will be provided to the faculty member upon request. A small copy fee may be charged. Positive identification of the faculty member must be established before providing access to the personnel file. The faulty member may not remove documents from a personnel file. A faculty member may add documents to her/his own personnel file at any time.
The official personnel file will be kept in strictest confidence and will be available for confidential use only to the individuals directly involved in personnel decision-making. However, for a valid reason, the faculty member may authorize, in writing, access to her/his file by any other appropriate persons.
Documents such as student evaluations and written communications that are not contained in the official personnel file are kept in a file in the Campus Director's Office.
5.4010 Addresses and Phone Numbers
It is important that the Human Resource Office and the Payroll Office maintains a current address and phone number for each member of the faculty and staff. Notice of change of address and/or telephone number should be given to the Campus Director who would, in turn, immediately notify the Human Resource Office.
5.5000 APPOINTMENT, REAPPOINTMENT AND PROMOTION OF FACULTY
5.5010 Criteria for Appointment and Promotion
Promotion and Appointment Criteria is found in Appendix 8.
5.5020 Academic Advancement
HEPC Series 9 (Academic Freedom, Professional Responsibility, Promotion and Tenure) is found in Appendix 1. 5.5030 Selection of Personnel
The President/Provost has the responsibility for selecting new personnel and for recommending the change in status of personnel (including salary changes, promotions, dismissals, and retirements). The recommendation should be originated at the appropriate supervisory level. No financial commitments can be made until the President approves the personnel appointment.
5.5040 Appointment of New Full-Time Faculty Personnel
All regular full-time teaching faculty shall normally be on nine-month appointments. All appointments shall be made on the basis of the qualifications of the faculty member at the time of the appointment.
5.5050 Summer School Appointments
Nine-month faculty employed at the discretion of the institution under the assignment of faculty to teach summer courses policy during summer school shall be employed on a temporary appointment. Policy found in college policy notebook maintained in the President Office, libraries, and the office of the Provost, Campus Directors, and on the NRCTC homepage.
5.5060 Salary Increases for Faculty Personnel
Each year, within the legislature and/or Higher Education Policy Commission guidelines, the President and Provost, in consultation with the Director of Financial and Administrative Affairs, determine the distribution of available funds for salary increases. Depending upon pertinent, current guidelines, provisions may be made for merit and across-the-board increases, promotion in academic rank, and other adjustments.
5.5100 Termination of Employment
Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons are routine. Below are examples of some of the most common circumstances:
1. Resignation: Voluntary employment termination initiated by employee. In order for an employee to leave in good standing, he or she will (1) provide two weeks written notice of resignation to the President; (2) return all college property; and, (3) settle any monetary or other obligations with the College. An employee is expected to work throughout the two-week notice, unless waived by the immediate supervisor. 2. Discharge: Involuntary employment termination initiated by the institution. 3. Reduction in Force (Layoff): Involuntary employment termination because of lack of funds or work. New River Community and Technical College will comply with the requirements of WV Code 18B-7-1 and policies and procedures set forth by NRCTC’s Bumping Policy (see Section L “NRCTC Policies and Procedures”) when implementing this procedure. 4. Retirement: Voluntary employment termination initiated by the employee meeting age, length of service, and any other criteria for retirement from the institution. 5. Grant Expiration: Voluntary and/or involuntary employment termination caused as a result of the expiration of a grant or loss of funds in a grant. 6. Medical Reason: Voluntary and/or involuntary employment termination because it is medically, psychologically, or psychiatrically determined that an employee can no longer perform the essential duties of the position and reasonable accommodation cannot be made. The employee should investigate what benefit entitlement is applicable.
It is expected that faculty will fulfill the terms of their appointment. If the terms of appointment cannot be fulfilled, a formal letter of resignation should be submitted to the President.
Prior to the delivery of the final paycheck, it is necessary that an employee complete an Exit Interview to ensure that her/his departure is made as smoothly as possible and that the College will have information necessary for future contacts with the employee, at the same time, clearing the employee's record in respect to books, equipment, etc.
5.5200 Faculty Evaluation
The faculty evaluation policy and forms are found in Appendix 9.
5.6000 LEAVE
Policies and procedures regarding employee leave are addressed in Title 128, Series 38 (Appendix 10). Policy regarding military leave, leave of absence without pay, and emergency leave are found in HEPC Series 9 (see Appendix 1, “Academic Freedom, Professional Responsibility, Promotion and Tenure”). Notification of an absence, prior to an employee's scheduled start time is required. If, for any reason, an employee is unable to report to work as scheduled, the employee should notify her/his supervisor at the earliest possible time with the reason and the expected duration of the absence. Failure of notification can result in discipline, including termination. Absence from work for three consecutive days without explanation or authorization may be deemed an automatic resignation. Leave forms should be turned in prior to or immediately after time off.
At time of retirement, if you have been covered by PEIA (or one of the managed care plans offered through PEIA) for health or life insurance continuously since before July 1, 1988, 100% of the premium will be paid for you. Your days convert as follows:
1. 2 days of accrued leave = 100% of the premium for one month of single coverage; and 2. 3 days of accrued leave = 100% of the premium for one month of family coverage. If you were hired after July 1, 1988, or if you had a lapse in coverage after July 1, 1988, then 50% of the premium will be paid for you. Your additional coverage is calculated as follows:
1. 2 days of accrued leave = 50% of the premium for one month of single coverage; and 2. 3 days of accrued leave = 50% of the premium for one month of family coverage. Full-time faculty members employed on an annual contract basis for a period other than 12 months may extend employer-paid insurance coverage based on years of teaching service as follows:
1. 3 1/3 years of teaching service = 1 year of single coverage; and 2. 5 years of teaching service = 1 year family coverage. Employees hired on or after July 1, 2002 are not eligible for this benefit.
5.6010 Medical Leave Verification
Medical leave verification/assessment is a signed statement from the treating health care provider to validate the illness or other cause for which sick leave or medical leave of absence may be granted. Pregnancy- related illness or disability will be treated the same as any other off-the-job illness or disability. The health care provider signing the medical assessment must be current and appropriately board certified. The document must provide information regarding the individual's medical condition, diagnosis, prognosis, functional limitations, including duration and treatment plan, if any. Based upon the medical assessment, employability and/or accommodation determinations will be made by NRCTC. NRCTC may require verification of an illness. See HEPC Policies and Procedures”, Title 128, Series 38 (Appendix 10) It is the employee's responsibility to pursue and obtain the necessary medical assessment from the treating health care provider, and present the completed evaluation to NRCTC in a timely manner. Provision of incomplete, unacceptable or untimely medical information may result in disciplinary process or loss of leave and/or medical benefits.
5.6020 Leave Without Pay
A full-time regular employee, upon application in writing and with written approval by BSC’s President/NRCTC Provost, may be granted a continuous leave of absence without pay for a period of time not to exceed one year (see Appendix 10, “Title 128, Series 38”). During this time the employee will not accrue sick or annual leave.
Leaves of absence without pay may be granted for medical reasons, personal need, or in compliance with the Parental or Family Leave Acts.
The employee may continue her/his PEIA insurance at her/his employee premium cost and the institution will continue to pay it’s portion.
The employee may continue her/his PEIA insurance, but will be responsible for the entire cost of the insurance, for a personal leave of absence.
For a parental/family leave of absence, all annual leave must be taken before the leave is approved. Parental/family leave of absence provides a maximum of twelve weeks leave without pay during any twelve-month period.
BSC’s President/NRCTC Provost, at her/his discretion, may require the written approval of the supervisor before accepting the written application of an employee for a leave of absence without pay and will determine if the purpose for which such leave is requested is proper and within sound administrative policy.
At the expiration of a leave of absence without pay, the employee will be reinstated without loss of any rights, to the vacant position or a comparable position. During a leave of absence without pay, NRCTC will honor an employee's rights under WV Code Section 18B-17-1. Failure of the employee to report promptly at the expiration of a leave of absence without pay, except for satisfactory reasons submitted in advance, will be cause for termination of employment by the institution.
5.6030 Military Leave
An employee who is a member of the National Guard or any reserve component of the armed forces of the United States will be entitled to and will receive a leave of absence without loss of pay, status, or efficiency rating, for all days in which engaged in drills or parades ordered by proper authority, or for field training or active service for a maximum period of thirty (30) working days ordered or authorized under provisions of state law in one (1) calendar year. According to WV Code Section 15-1F-1, an additional thirty (30) working days will be allowed when mobilized by appropriate federal authorities.
The Public Employees Insurance Agency shall make available health and life insurance benefits to those full-time public employees currently covered by the Public Employees Insurance Agency who are members of a reserve component of the United States Armed Forces, including the West Virginia National Guard, and who are mobilized to active military duty by the President in response to terrorist attacks, as follows:
1. Public employee members with healthcare insurance coverage and benefits for themselves and their families may continue their coverage while on such active military duty by paying their premium share to their respective benefit coordinators after expiration of their leave time. The employer shall continue to pay its normal pre-mobilization share for the public employee members and their families. 2. Employer participants in the Public Employee Insurance Agency shall continue to pay premiums associated with the basic life insurance for their public employee members who are on such active military duty. 3. Public employee members with optional life insurance coverage in force at the time of mobilization for active military duty may continue such coverage by paying their premium share to their respective benefits coordinators. PEIA has implemented a 90-day grace period for receipt of the employee’s insurance premiums. This is since constraints of military service can provide the employee from getting their premium remitted within the timely cycle. For those who are in a war zone, appeals will be considered on a case-by-case basis after the 90-day grace period expires.
5.6040 Disaster Service Leave
Any state employee who is a certified disaster service volunteer of the American Red Cross may be granted leave with pay for up to fifteen (15) working days per year to participate in specialized relief services. Approval of the immediate supervisor and a report to the Governor including employees’ name and cost of salary and benefits during the leave period is required. 5.6050 Emergency Leave
An emergency leave up to five days within any fiscal year, with pay, may be granted by the president of BSC in the event of extreme misfortune to the employee or her/his immediate family.
Typical events which may qualify an employee for such leave include fire, flood, or other occurrences (other than personal illness or injury, or serious illness or death in the immediate family) of a nature requiring emergency attention by the employee.
5.6060 Grievance, Witness, and Jury Leave
Employees who are subpoenaed or directed to serve as jurors, or appear as witnesses for review proceedings of the Federal Government, the State of West Virginia, or a political subdivision thereof, will be entitled to work release time for such duty and for such period of required absence which overlaps regularly scheduled work time. Employees are entitled to leave with pay for the required period of absence during the regularly scheduled work time including reasonable travel time. An employee may be granted leave in this section provided the employee is not a party to the action.
Leave for an employee who is subpoenaed as a witness, who is absent in connection with an employee's usual official duties, or who serves as a jury member will be entitled to leave with pay for such duty and for such period of required absence. However, an employee who is scheduled to work prior to the court or hearing start time will initially report to work, travel time permitting. The employee is also expected to return to work, for the remainder of the work day, if he/she is excused before the end of that regular work day.
This leave would also apply to those who live in the surrounding state(s) and would be called for jury duty, etc. in their home state.
5.6070 Inclement Weather Late Schedule
NRCTC schedule change announcements:
1. "Classes will meet on the Inclement Weather Schedule." This is an alteration of class meeting times. Its purpose is to provide time for college maintenance personnel to clear snow from campus sidewalks, steps, and parking lots. In this case, employees are to report at the regular times unless a specific change is announced through the media. 2. "Classes will not be held (or are canceled)." In this case,
The exception to this is that the maintenance personnel and night watchman report at designated times. employees are to report at the regular time, unless a specific change is announced through the media. 3. "The College is closed." This means that all offices are closed and classes will not meet. Employees do not report for work that day.* A "state of emergency" must be declared to close the College (see Appendix 10, “Title 128, Series 38, Employee Leave”). Generally, a decision on the status of night classes will be made and announced through the media after 2:00 p.m. on the day of the class. Generally, day class decisions are announced after 6:00 a.m. on the day in question.
Weather-related schedule changes will be announced on the following primary radio stations: WHIS-J104-KICKS Country and WKOY/WKMY in Bluefield, WELC in Welch, WRON, WRRL and WSLW in Greenbrier County, WCIR and WJLS in Beckley, WCWV in Summersville and WVAR in Richwood. WOAY, TV Channel 4 will also be notified. We will attempt to notify other primary radio stations and television stations in our service area.
5.6080 Holidays
Policies and procedures regarding holidays are addressed in Series 14. The Higher Education Policy Commission directs that the president of each college, or her/his designee, will determine six holidays which will be observed by the employees of that institution in addition to the six holidays specified in Section 3.1 of Series 14. A list of these holidays will be distributed annually before each fiscal year begins.
5.6090 Sabbatical Leaves and Advanced Study
Bluefield State College Board of Governors Policy No. 4 (see Appendix 11) provides for sabbatical leaves for faculty after the completion of at least six years of full-time employment in any one State College or University. The purpose of sabbatical leave is to enable faculty to engage in research, writing, study or other activity calculated to improve her/his usefulness to the institution. Faculty on sabbatical leave receives full salary for one semester or one-half salary for two semesters.
Upon completing a sabbatical leave, the faculty member shall return to the College for a full year of service, or repay the compensation received by her/him during the leave. Failure to return will obligate the faculty member to fully reimburse the institution for salary received during the period of the leave.
The exception to this is that the maintenance personnel and night watchman report at designated times. Implementation of this policy depends upon the ability of each institution to fund sabbatical leaves. In reality, the opportunities are minimal.
HEPC Series 9 provides for leaves of absence without pay for the purpose of advanced study, medical reasons, and other approved by the President. Leaves must be recommended by the Provost and approved by the President.
The College encourages advanced study and where possible will assist to that end.
5.6100 Payday
Beginning July 1, 2002, as stated in H. B. 4012, all new employees will be paid one pay cycle in arrears except for elected officials or those transferring from one state agency to another with no break in service. Paychecks will be issued on the 15th or 16th and the 30th or 31st of each month. When the last day of the pay period falls on a Saturday or Sunday, paychecks will be distributed on Friday. Transportation problems could cause occasional delays in paycheck distribution. Direct deposit is available to all employees.
Each employee should examine her/his paycheck to assure that he or she has received the correct amount based upon deductions, overtime (if applicable), hours worked and rate of pay. Notify the BSC Payroll Office should there be any errors so they can make corrections.
5.6110 Required Deductions
State or federal law requires each institution to deduct state and federal income taxes, social security, retirement premiums, unemployment and worker’s compensation premiums from each employee's paycheck.
5.6120 Optional Deductions
For the employee's convenience, optional deductions may be made for United States Savings Bonds, West Virginia Public Employees Credit Union, or other approved employee deductions.
5.7000 BENEFITS
Employee benefits significantly increase the value of the employee's total compensation. The exact amount varies with individual circumstances. Health insurance coverage includes basic health/hospital/surgical care, a major medical plan, prescription drugs, and $10,000 life insurance coverage through an indemnity plan or Managed Health Care Plan. Eligibility for these benefits and other provisions concerning them are subject to change without notice. Monthly premiums for health care benefits for the employee and dependent coverage are based on the employee's annual salary. (This information is provided in the back of the PEIA Summary Plan Description.) Employees enrolled for medical benefits or basic life insurance may elect to participate in the optional life insurance program (up to $500,000). Enrollment for life insurance must be within the first 30 days of employment or a statement of health must be submitted to the insurance company.
Enrollment information is provided during the employee's orientation time. Enrollment plans are open during the first month of employment. After initial employment, employees who wish to enroll in the benefit plans must provide a statement of health and may be required by the Insurance Board to have a physical examination (at their own expense) unless there is a life changing event. Also, guidelines allow employees to enroll during the open enrollment period in the spring of each year, as well as changing their health care plan.
Employees should review their benefits occasionally to see if changes should be made. Certain life changing events can require or warrant changes in the employee's benefit plan (i.e., marriage, divorce, birth, promotion, etc.). If a family status change occurs, employees have the calendar month of the event, and the TWO following calendar months to change their plan coverage; otherwise, employees may make changes only during the open enrollment period. Change of beneficiary forms are available through the BSC’s Payroll office.
A brief overview of these benefits is provided. Any questions and/or changes should be directed to BSC’s Human Resource or Payroll Office.
5.7010 Hospitalization
5.7011 Public Employees Insurance Agency (PEIA) PPB Plan
PEIA is a self-insured health insurance trust fund which offers hospital, surgical, major medical, prescription drug and other medical care benefit coverage, as well as basic and optional life insurance, to employees and retirees of all state agencies, organizations, universities and colleges, county boards of education and those counties and municipal agencies and organizations which elect to participate. This represents 12% of West Virginia’s population.
All elected and regular, full-time employees of the State of West Virginia, the State Colleges and Universities, etc. are eligible for enrollment in the PEIA Benefit Plan beginning on the first day of the month after employment begins. The term "full-time" will mean a permanent position that is considered full-time by the participating agency and that requires at least twenty hours per week, or 1,040 hours per year in that position.
5.7012 Health Care Plans
Managed Health Care plans in which the costs of providing health care services are managed by an array of cost controlling measures such as (but not limited to) assigning a primary care physician who coordinates the members' care, controlling access to specialty physicians, monitoring and lowering administrative costs, and negotiating with providers to obtain the best cost of services while maintaining quality of care.
THE PREMIUMS FOR HEALTH CARE PLANS ARE WITHHELD THE FIRST PAY PERIOD OF EACH MONTH.
5.7013 Life Insurance Program Under PEIA
The basic health plan under PEIA includes $10,000 term life insurance with an accidental death and dismemberment benefit. Employees’ not needing coverage under the health plan may elect life insurance only.
Additional optional life insurance may be purchased by the employee for a monthly premium based on age and the principal sum of $5,000 through $500,000. Dependent life insurance may also be purchased in the amounts of as much as $20,000 for a spouse and $10,000 for each eligible child. Enrollments under both options are subject to a statement of health thirty days after initial employment.
5.7014 Mountaineer Flexible Benefit Plans
Additional benefit plans are available on a pretax basis. These plans include dental, eye, flexible spending accounts, etc. Information on these accounts will be given during orientation and can also be obtained during the open enrollment period. These benefits are provided at group-rate costs and paid by the employee. The premiums for Mountaineer Flexible Benefits are withheld both pay periods.
5.7015 Section 125 Plan
Employees who contribute to the cost of their health insurance, basic life insurance, accidental death and dismemberment insurance, or optional life insurance may elect to pay these premiums on a pre-tax basis. Your tax savings are made up of Federal, State, and FICA (Social Security) taxes which are not paid until the premiums are paid.
5.7016 COBRA
Federal law entitles the employee and covered dependents under the Consolidated Omnibus Budget Reconciliation Act (COBRA) to continue medical coverage only in certain cases when coverage would otherwise terminate, provided the employee and/or dependent(s) pay the full group premiums.
A covered active employee who would lose eligibility for coverage because of voluntary or involuntary termination (except for gross misconduct) or reduction in work hours to part-time status may elect to continue medical coverage for self and dependents at employees’ own expense for up to 18 months from the date coverage would have terminated. It will be the responsibility of the employing agency to notify PEIA of termination or reductions in hours within 60 days of date coverage would ordinarily have terminated under the Plan. PEIA will then notify the employee within 14 days of the right to continue coverage. Coverage may be continued for up to 18 months, but will end earlier if an employee becomes covered under another group health plan, fails to pay the required premium, or becomes covered by Medicare.
Claim forms are available in the BSC’s Payroll Office. Employees who have difficulties with claims should contact the Insurance Company by calling the numbers listed on your insurance cards.
5.7017 Retirement
Participation by benefits-eligible employees in a tax-sheltered retirement program is mandatory by West Virginia State law. Employees must contribute six percent of their gross pay to a retirement program. NRCTC matches the employee's contribution with an equal amount. Vesting is immediate and retirement may begin at any age upon termination of employment. Retirement income is based on age at retirement, amounts of dollars accumulated, and the income options chosen, i.e., single life or joint life.
5.7018 Supplemental Retirement Annuities
In addition to the basic retirement plan, employees have the option of tax sheltering additional money through a supplemental retirement account (these accounts are payroll deductible), IRAs, mutual funds, etc. Information may be obtained through the BSC Human Resource Office.
5.7019 TIAA-CREF Total Disability Insurance
The TIAA-CREF disability insurance is a long-term disability plan providing a non-taxable monthly income to age 65 in the event of total disability. The income benefit is based upon the employee's base salary and begins after six months of total disability. The monthly income benefit, which includes any income payable from employee’s sick leave, Social Security, Worker's Compensation, and any disability benefit payable under any insurance or retirement plan sponsored by NRCTC, is equal to 60 percent of the monthly salary to a maximum of $5,000.
The minimum monthly benefit under this plan is $100; there is a one year eligibility waiting period before new enrollees are eligible. The premium is based on the base salary and paid by the employee.
Employees enrolling for the disability income benefit are also included under the "Annuity Benefit" provision of the plan. The annuity benefit provides for the monthly payment of 12 percent of the employee's salary into a TIAA/CREF Annuity in addition to the disability income payments.
5.7020 Worker’s Compensation
Worker's Compensation state laws provide replacement income and medical benefits if you become ill or injured as a result of your job and the illness or injury qualifies for benefits based on West Virginia state law. Coverage begins on your first day of employment and is provided at no cost to the employee.
All injuries under statutory coverage, no matter how minor, must be reported, in writing, immediately to the supervisor and the BSC Director of Human Resources. The BSC Director of Human Resources will prepare and submit to the State all reports required to establish the employee's claim for compensation once it has been received from the attending physician. On-the-job injuries or occupational illnesses which involve no more than three (3) days of disability or absence from work will be charged against the employee's accumulated sick leave. If such illness/injury requires a leave beyond the three-day period, the employee may have the option of either of the following: 1. Use earned and accumulated sick and annual leave until both are exhausted and then, receive any additional benefits from WV Workers’ Compensation; 2. Reserve for future use any earned and accumulated sick and annual leave and receive only Workers' Compensation benefits for which adjudged eligible. Any questions regarding these two options should be directed to the BSC Human Resource Office (see Appendix 12, “Worker’s Compensation Form”)
An employee is responsible for her/his portion of the health insurance premium when they are off of the payroll due to collecting Worker’s Compensation benefits. 5.7021 Unemployment Compensation
Wages at NRCTC are reported quarterly to the West Virginia Department of Employment Security. For more information about this program, contact the local Job Service Office/Office of Employment Security.
5.7022 Social Security
All employees must contribute to Social Security. These funds are matched by the institution. Some of the benefits provided by Social Security are retirement and disability benefits, health care and dependent income for employees who die prior to the age of retirement. Detailed information is available from the Social Security Office.
5.7023 Credit Union
The West Virginia Public Employees Credit union is a member-owned financial cooperative serving employees of the State of West Virginia. The purpose of the credit union is to promote thrift between its members and to provide low-cost loans and service to its membership. An employee may sign up for membership with the BSC Human Resource or the BSC Payroll office at any time.
The West Virginia Public Employees Credit Union offers a wide range of services to meet employee’s needs. The following is a partial list which outlines available services: 1. Payroll Deductions 2. Direct Deposit 3. Savings Accounts 4. Checking Accounts 5. Loans 6. Visa/Owl Program The Public Employees Credit Union’s address is 2200 Washington Street East, P. O. Box 50919, Charleston, WV 25305-0919. The telephone number is 558-0566.
5.7024 U. S. Savings Bonds
U. S. Savings Bond Payroll Savings Plan is available to all employees. It is an easy way to save. Bonds offer competitive, market-based rates, complete safety, federal income tax deferral, and freedom from state and local income taxes. The interest earned on Bonds may be exempt from federal income taxes if the proceeds are used for qualified higher education costs. Payroll deductions for savings bonds must be withheld both pay periods. Forms are available through the BSC Payroll office.
5.7025 Training and Personnel Development
Employees will be required to attend various training programs and workshops conducted or offered. These training programs are designed to provide knowledge and skills to ensure better job performance. It is recommended that you and your supervisor discuss your desire to participate in training programs, conferences, etc. that would be of value to your position and the institution. Personnel Development funds (see Appendix 13) are available to assist employees in professional development and to improve credentials. (See Section L: “NRCTC Policies and Procedures” and Section M: “NRCTC Forms.”)
5.8000 TRAVEL
Faculty members who travel in connection with the regular performance of their duties are entitled to reimbursement for their expenses. Approval must be obtained in advance, and funds must be available in the division or office budget. The following regulations will govern travel and subsistence allowances for college employees traveling on official business. The allowances set out herein shall be considered the maximum. Approved travel on official business is on the basis of reimbursement for actual and necessary expense incurred.
Travel may be undertaken for conferences, institutes, seminars and business trips considered necessary in the administration and operation of a college, such as, but not limited to, the following: 1. meetings of those associations in which the institution holds membership; 2. meetings of those associations in which the person--administrative, faculty, or staff--holds membership and no institutional membership is required; 3. meetings called by federal and/or state agencies; 4. meetings of a general educational nature which in the judgment of the administration the College should be represented; and 5. recruitment of faculty and staff.
Transportation reimbursement will be limited to the actual cost supported by ticket stubs or other appropriate documentation based on the most direct and practical route possible. Mode of transportation shall be that which is most efficient and economical to the state. When travel is by automobile, a state vehicle will be used unless the travel is to be charged to a grant. Prior approval by the Vice President for Financial and Administrative Affairs must be obtained in order to use a private car for college business.
State-owned vehicles: Reimbursement will be made for storage, toll charges, and other actual costs.
Privately owned vehicles: Maximum mileage allowance for use of privately owned vehicles engaged in State business will be that set by the State. Toll bridge and turnpike charges may be included. If more than one person travels in a private vehicle and the charge is less than would be required for transportation by commercial airline, necessary storage and garage fees will be reimbursed. Reimbursement for travel by car to a destination outside the State may not exceed the cost of commercial airlines.
The following local policies and regulations govern faculty travel:
1. The Campus Director will be responsible for allocating travel funds to members of the campus. Expenditures for meals and room should be held to reasonable amounts, and will be limited by the maximum amount allowed by the State. 2. No travel expenses to a meeting will be paid unless the faculty member is a member of the organization sponsoring the meeting. Faculty are referred to the current State of West Virginia Travel Regulations. See Appendix 14. 3. Where several members of the faculty are attending the same meeting, the transportation should be pooled if possible. 4. Each Campus Director will maintain a record of expenditures of the various members of the department from year to year to ensure equitable allocation of funds. Procedure
Prior to the trip, approval must be obtained from the Campus Director. After the trip, the in-state travel expense account form must be completed, to include attaching appropriate receipts, signing the form, and submitting it to the Campus Director for approval and submission to the Vice President for Financial and Administrative Affairs for reimbursement.
5.9000 FACULTY GRIEVANCE PROCEDURE
The employee's immediate supervisor will outline standards of performance and conduct for each employee. If an employee does not observe these standards, her/his supervisor will counsel her/him to try to resolve the problem. If counseling is not effective, the employee may receive a series of warning letters, a period of suspension and, if the conduct does not improve, dismissal. An employee who believes he or she has been disciplined unjustly may use the West Virginia State Employee’s grievance procedure, West Virginia Code Section 29-6A-1 through 12 to present her/his case. A copy of the grievance form and the procedures may be found at http://www.state.wv.us/admin/grievanc/grievanc.htm.
Disciplinary action, including suspension or dismissal, may be taken whenever an employee's conduct interferes with the operation of her/his unit or brings discredit to the work unit. An employee being considered for discharge must, when appropriate, be informed of the possible action by letter of warning. The letter, to be delivered in person or by certified mail, specifies: the nature of the nonstandard work, remedial steps the employee must take, a calendar date by which the employee's work will be brought back to standard, and a notification that failure to bring the work back to standard by the date specified will result in dismissal.
A supervisor may give an employee written warnings about her/his performance or conduct. Written warnings are given to the employee with a copy placed in the employee's personnel file and will specify how long it will remain in the file.
The supervisor may also recommend suspension without pay for a period varying from one to fifteen days, depending on the gravity of the offense and the employee's previous records. Suspension may be applied in cases of first serious offenses or repeated minor ones when, in the supervisor's judgment, proper conduct can be attained without resorting to dismissal.
Immediate dismissal may be appropriate in cases of flagrant or willful violations of rules, regulations, standards of accepted behavior or performance, or for actions where an investigation proves the employee was in clear violation of policy. An employee may also be discharged for offenses after he or she has received two (2) written warnings. A pre- termination hearing will be scheduled to allow the employee the opportunity to provide explanation why he/she should not be terminated. The employee will be informed of BSC’s President’s decision within five (5) working days of the hearing.
Administrators have the right of dismissal for "just cause". In cases of immediate dismissal, a written statement will be given to the employee and a copy will be included in the employee's personnel file. Just cause includes, but is not limited to, the following:
1. reporting to work under the influence of alcohol or narcotics or partaking of these substances while at work; 2. malicious destruction or theft of property of the institution, the Higher Education Policy Commission, or its visitors, patrons, or employees; 3. wrongful injury to an employee of the Higher Education Policy Commission or an employee's institution; 4. refusal to comply with institutional rules; 5. neglect of duty; 6. dishonesty; 7. sleeping on duty; 8. failure to maintain established performance standards; 9. habitual absence from work without permission or proper explanation; 10. tardiness; 11. insubordination; and, 12. failure to adhere to repeated warnings. Procedural steps are found in Appendix 15. Assistance in procedural matters should be directed to the Human Resource Office. 6 . 0 0 0 0 M I S C E L L A N E O U S I N F O R M A T I O N
TABLE OF CONTENTS
6.0000 MISCELLANEOUS INFORMATION
6.2000 CONFIDENTIALITY...... 61 6.3000 MISUSE OF COMPUTING AND TELECOMMUNICATIONS RESOURCES...... 61 6.4000 SAFETY/WORKPLACE VIOLENCE...... 61 6.5000 SMOKING/USE OF TOBACCO PRODUCTS...... 62 6.6000 DRUG AND ALCOHOL USE...... 62 6.7000 SOLICITATION...... 62 6.8000 LOST AND FOUND...... 62 6.0000 MISCELLANEOUS INFORMATION
6.2000 CONFIDENTIALITY
Confidential information is protected under institutional policies, Higher Education Policy Commission policies, state or federal law. Examples include, but are not limited to certain financial, employee, and student information; donor histories and related information collected and maintained by various foundations and departments; and mailing lists.
All employees are responsible for protecting such information by not disclosing the information without authorization; not viewing or copying information without authorization; and carefully disposing of documents and computer listings containing private information. Any and all requests of employment verifications are to be forwarded to the BSC Human Resource Office.
It is one of your prime responsibilities to be sure that you in no way reveal or divulge any such information and that you use it only in the performance of your duties. Divulging confidential information will result in immediate suspension leading to dismissal.
6.3000 MISUSE OF COMPUTING AND TELECOMMUNICATIONS RESOURCES
Telephones, computer equipment, data, or programs owned, leased or otherwise provided by the institution are for conducting authorized, non- personal business. Use for personal benefit, gain, or unauthorized purposes may be grounds for suspension or dismissal and may require reimbursement of funds to the institution (see Appendix 16).
Inappropriate use of Computing and Telecommunications Resources should be reported to the supervisor of the department. The supervisor will contact Computer Services to investigate and verify any abuse or misuse of the institution’s computer and/or software, etc. Upon the findings of the investigation being presented to the supervisor, the supervisor will then contact the BSC Director of Public Safety, if criminal conduct is determined. If the findings are limited to a violation of policies and/or procedures, then the supervisor, in conjunction with the BSC President, the NRCTC Provost, or the President’s designee will determine what penalties/discipline is necessary.
6.4000 SAFETY/WORKPLACE VIOLENCE
Each employee is expected to obey safety rules and to exercise caution in all work activities. Employees should immediately report any unsafe condition to the appropriate supervisor. Employees who violate safety standards, who cause hazardous or dangerous situations, may be subject to disciplinary action, up to and including termination of employment.
So as not to cause any unnecessary dangers or hazardous situations, individuals coming on campus to visit employees should be kept to a minimum.
6.5000 SMOKING/USE OF TOBACCO PRODUCTS
The use of all tobacco products is prohibited in campus buildings, at each NRCTC/BSC campus location, and in all state vehicles (see Appendix 17).
6.6000 DRUG AND ALCOHOL USE
It is the policy of New River Community and Technical College to create a drug-free workplace in keeping with the spirit and intent of the Drug-Free Workplace Act of 1988 (see Appendix 18). The use of controlled substances is inconsistent with the behavior expected of employees. It subjects all employees, students and visitors to our campuses to unacceptable safety risks, and it undermines the institutions ability to operate effectively and efficiently. For these reasons, the unlawful manufacture, distribution, dispensing, possession, sale, or use of a controlled substance in the workplace or while engaged in New River Community and Technical College business off our premises is strictly prohibited.
To educate employees on the dangers of drug abuse, NRCTC has established a drug-free awareness program. Periodically, employees will be provided training sessions at which the dangers of drug abuse, our policy regarding drugs, and the availability of counseling, will be discussed.
6.7000 SOLICITATION
All solicitations and selling of products and articles upon property under the jurisdiction of New River Community and Technical College are prohibited except by organizations and groups directly connected with and recognized by the institution and upon the written approval of the President/Provost or her/his designee (see Appendix 19).
No individual, firm, group, organization or other agency may use the name of this institution to secure funds for any purpose, by any means, without the written permission of BSC’s President.
6.8000 LOST AND FOUND
Locations to report lost items and to turn in “found” items are listed below: 1. Bluefield Campus: Office of Public Safety 2. Beckley Campus: Main Office 3. Greenbrier County Campus: Front Desk 4. Nicholas County Campus: Student Services Desk A P P E N D I C E S
1 HEPC Series 9/BSC Policy No. 19/NRCTC 2 HEPC’s Policy Bulletin No. 59 3 Faculty Constitution 4 NRCTC Administrative Personnel 5 NRCTC Organizational Chart 6 Federal Guidelines 7 Harassment Policy 8 Promotion and Appointment Criteria 9 Faculty Evaluation Policy and Forms 10 Title 128, Series 38 11 IBG Policy No. 4 12 Worker’s Compensation Form 13 Personnel Development 14 State of West Virginia Travel Regulations 15 Termination Procedural Steps 16 Misuse of Computing and Telecommunications Resources 17 Smoking/Use of Tobacco 18 Drug-Free Workplace Act 19 Solicitation