500 Human Resources (Faculty & Staff)

Any College property issued to an employee, such as product samples, computer equipment, keys, parking passes, or College credit card, must be returned to the College at the time of separation. The employee is responsible for any lost or damaged items and will assume financial responsibility for the value of any property not returned.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 03/2006

Under certain circumstances, the College may require that an employee submit to a health examination to determine the employee’s ability to perform essential job functions. Such requirement will be in compliance with all applicable laws, including the Americans with Disabilities Act of 1991 and the Family and Medical Leave Act of 1993.

Content Owner: Donna Davis - ddavis@stchas.edu

The Human Resources Department will determine the necessity of all health examinations and will make all arrangements.

Content Owner: Donna Davis - ddavis@stchas.edu

The College makes every effort to ensure 
paychecks are accurate.

Employees are encouraged to review their pay stubs each pay period for accuracy in deductions, hours, vacation time, sick time and personal time. If the employee suspects an error, the employee should contact the Payroll Department immediately.

If the Payroll Department determines that an underpayment was made by the College, a correction will be made immediately. In the case of an overpayment or if the error was made due to a mistake on the employee’s part, a correction will be made on the next scheduled pay date.

In the event of severe weather conditions or other emergencies, the President may cancel classes and close the campus for a partial or full day.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 05/2008, 10/2008, 09/2009, 11/15/2011, 12/12/2011, 1/26/2016

In the case of an emergency closing after the work day has begun, all employees enrolled in the Emergency Alert System will receive a text message as soon as possible. Employees will also be notified by a supervisor as soon as possible. All employees will be released from work except the following:

• Public Safety employees must be on duty as scheduled;
• Designated Facilities employees must be on duty for snow removal; and
• Child Development Center staffing will be maintained at the appropriate ratio levels until the children have been picked up by the authorized parent or designee.
• Housekeeping employees will be required to call the lead housekeeping phone line two (2) hours in advance of their start time to determine when to report for their next shift.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 05/2008, 10/2008, 09/2009, 11/15/2011, 12/12/2011, 1/26/2016

In the event of inclement weather, the College will update the College's website and main number 636-922-8000, send a text message through the Emergency Alert System, and contact selected radio and television stations, when the timing of conditions allow, by 5:30 a.m. for day hours, by 4:00 p.m. for evening hours, and by 7:00 p.m. for night hours (if bad weather develops during the day). The College will typically update the College website and main number prior to contacting the selected radio and television stations. It is recommended to use the College’s website or main number in order to receive information in a more timely manner.

Announcements will be made on KMOX Radio (1120 AM), KSDK-TV (Channel 5), KMOV-TV (Channel 4) and KTVI-TV (Channel 2).

The standard early-morning announcements that are made are:

1. College Closed – This means all employees are released from work from the time of the closure announcement until 9:00 p.m. that day, except those employees listed as exceptions in Pr-540.7.1
2. Snow Schedule – This means that all employees are released from work until the announced time and regular work schedules will continue through the remainder of the day and evening/night, except those employees listed as exceptions in Pr- 540.7.1
   Other emergency announcements will be made through the above local media sources.

Other emergency announcements will be made through the above local media sources.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 05/2008, 10/2008, 09/2009, 11/15/2011, 12/12/2011, 1/26/2016

In the case of faculty and staff working at other designated work sites in surrounding communities, emergency closings will be followed as designated by each individual site and are not subject to the campus emergency closings. The pay procedures listed in this policy apply to those employees when their work sites deem an emergency closing.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 05/2008, 10/2008, 09/2009, 11/15/2011, 12/12/2011, 1/26/2016

No loss of full and part time faculty base pay, faculty overload pay, exempt staff base pay or 50% FTE and above non-exempt staff pay will occur when the College President has activated an emergency closing of the campus. Likewise, employees scheduled for paid time off on a day of emergency closing, may revise their Employee Absence Record form to reflect the actual number of hours the College was open. This procedure does not apply to employees on unpaid leaves of absence. Shift differentials will only apply to eligible hours worked during an emergency closing of the campus.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 05/2008, 10/2008, 09/2009, 11/15/2011, 12/12/2011, 1/26/2016

Non-exempt employees, 50% FTE and above, who are required to work during an emergency closing will receive inclement weather/other emergency pay (hourly rate equal to their normal rate of pay) for the scheduled hours they would have worked had the College been open. In addition, they will be paid their normal hourly rate for any hours actually worked during the time period the College is closed.

Non-exempt employees, 50% FTE and above, who are called in to work for inclement weather/other emergency on a day they were not scheduled to work will be given scheduled hours upon call-in and those scheduled hours will be paid as inclement weather/other emergency pay (hourly rate equal to their normal rate of pay). In addition, they will be paid their normal hourly rate for any hours actually worked during the time period the College is closed. This applies Sunday through Saturday.

Shift differential will only apply to eligible hours worked during an inclement weather/other emergency closing of the campus. Overtime will be paid based on actual hours worked, if applicable.

Non-exempt staff, classified as less than 50% FTE, who actually work during a College closure will get paid for the hours actually worked. In addition, they will be paid inclement weather/other emergency pay (hourly rate equal to their normal rate of pay) for any scheduled hours worked during the College closure.

Non-exempt staff, classified as less than 50% FTE, who were scheduled to work on an inclement weather/other emergency closure day and did not work will not receive any type of pay for that day.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 05/2008, 10/2008, 09/2009, 11/15/2011, 12/12/2011, 1/26/2016

When the College remains open and employees do not report to work, arrive late, or leave early due to weather conditions, vacation or personal time must be used or, with supervisory approval, employees may adjust their work schedule. Employees with no available personal or vacation time will be in an unpaid status.3

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 05/2008, 10/2008, 09/2009, 11/15/2011, 12/12/2011, 1/26/2016

See related student policy: P-445 Inclement Weather and Emergency Closings

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 05/2008, 10/2008, 09/2009, 11/15/2011, 12/12/2011, 1/26/2016

St. Charles Community College prohibits carrying a handgun, weapon, knife, or other weapon of any kind on the College campus.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 08/2003
Revised: 04/2008

For the enhanced safety of the College, the Board of Trustees has the sole authority to designate an employee as a licensed peace officer or a licensed security officer who may carry weapons while on duty. Any employee designated by the Board of Trustees as a licensed peace officer or licensed security officer must adhere to all Missouri State licensing requirements.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 08/2003
Revised: 04/2008

No person shall carry a weapon (concealed or visible) into a meeting of the Board of Trustees whether or not said meeting is being conducted on the College campus or elsewhere. Nor shall any person carry a weapon (concealed or visible) onto the campus at any time regardless of whether the person is licensed to carry the weapon or not. This prohibition will also apply to vehicles brought on the College campus.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 08/2003
Revised: 04/2008

The above prohibitions shall apply to students, employees, and members of the public. The prohibitions shall not apply to law enforcement officers or Board approved licensed peace officers or licensed security officers, as described above.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 08/2003
Revised: 04/2008

Any person who has a conceal and carry permit or endorsement who is carrying a concealed weapon will be denied entry and ordered to leave the campus or the meeting of the Board of Trustees. All College employees are authorized to deny entry and order persons carrying concealed weapons to leave.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 08/2003
Revised: 04/2008

College employees and students who violate the provisions of this policy shall be subject to disciplinary action up to and including dismissal.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 08/2003
Revised: 04/2008

The College shall post appropriate notice that weapons are prohibited on campus.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 08/2003
Revised: 04/2008

College instructors, administrators, staff, and other employees with responsibility for direct interaction with a child, are considered to be mandatory reporters of suspected child abuse/neglect. This means that they have a legal and ethical duty to report child abuse/neglect to state authorities. (A child is defined as any person under 18 years of age.)

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 10/2005
Revised: 02/2015

If an instructor, administrator, or other employee who is a mandatory reporter has reasonable cause to suspect that a child has been or may be subjected to abuse or neglect or observes a child being subjected to conditions or circumstances which would reasonably result in abuse or neglect, that person must immediately notify the Child Abuse & Neglect Hotline at 1-800-392-3738. No internal investigation shall be initiated until such a report has been made.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 10/2005
Revised: 02/2015

Following a report of abuse, employees have a duty to cooperate with investigators from the Division of Family Services and law enforcement authorities.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 10/2005
Revised: 02/2015

Abuse is defined as "...Any physical injury, sexual abuse, or emotional abuse inflicted on a child other than by accidental means by those responsible for the child’s care, custody, or control, except that discipline including spanking, administered in a reasonable manner, shall not be construed to be abuse."

Neglect is defined as,"...Failure to provide by those responsible for the care, custody, and control of the child's care, custody, and control of the child, the proper or necessary support, education as required by law, nutrition or medial, surgical, or any other care necessary for the child's well-being."

Those responsible for the care, custody, and control of the child are defined as: "...Those included but not limited to the parents or guardian of a child, other members of the child's household, or those exercising supervision over a child for any part of a 24 hour day. It shall also include any adult, who, based on the relationship to the parents of the child, members of the child's household or the family, has access to the child."
(Section 210.110 RSMo)

S. 540.9.1 State Statutes: http://www.moga.mo.gov/statutes/C200-299/2100000115.HTM

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 10/2005
Revised: 02/2015

In order to enhance the security and safety of employees, students, and visitors of St. Charles Community College, as well as its facilities and assets, the College may conduct video surveillance of any portion of its premises at any time, with the specific exception of areas where individuals have a reasonable expectation of privacy, such as private areas of restrooms, showers, and dressing rooms. Video monitoring will be conducted in a professional, confidential, and legal manner.

Content Owner: Todd Galbierz - tgalbierz@stchas.edu
Issued: 04/2008
Revised: 10/214

Information obtained through video surveillance will be used for security, investigative, and safety purposes, and will be released only after authorization by the College president or designee, and in compliance with applicable laws.

Content Owner: Todd Galbierz - tgalbierz@stchas.edu
Issued: 04/2008
Revised: 10/214

Only authorized personnel of the College’s Department of Public Safety will have access to the controls of the surveillance system. The viewing of surveillance video by anyone other than the Department of Public Safety must be authorized by the Vice President for the requesting division and the Vice President for Human Resources or by the President.

Content Owner: Todd Galbierz - tgalbierz@stchas.edu
Issued: 04/2008
Revised: 10/214

Notification signs will be posted in areas that are monitored to notify individuals of the video surveillance.

Content Owner: Todd Galbierz - tgalbierz@stchas.edu
Issued: 04/2008
Revised: 10/214

Improper use of the College video surveillance system, equipment, recorded images or data, or any other information obtained through these means is prohibited.

Content Owner: Todd Galbierz - tgalbierz@stchas.edu
Issued: 04/2008
Revised: 10/214

The College participates, as required by Missouri State Law, in the Public School Retirement System of Missouri (PSRS) and the Public Education Employees Retirement System of Missouri (PEERS).

Content Owner: Human Resources
Revised: 04/010, 09/2010, 03/2012, 09/2020

Eligible employees are required, at hire or when hours hired to work reach eligibility levels, to participate in either the PSRS or PEERS.The College determines into which system employees are placed by following eligibility rules set forth by the PSRS/PEERS and Missouri Revised Statutes.

When a new position is created, the Vice President for Human Resources analyzes the position for retirement plan assignment. PEERS eligibility is assigned by the Vice President for Human Resources. Positions meeting one or more of the following criteria are forwarded to the College President for consideration as PSRS eligible:

• Engaged in full-time teaching duties
• Employed in a full-time supervisory capacity
• Employed in a full-time educational administrative position

In accordance with RSMo 169.140, the College President shall deem a position certified (certificated) and thereby assigned to the PSRS retirement system.

Note: Employees who possess a Missouri teacher's certificate are PSRS eligible regardless of the position held; they must work the minimum number of hours for membership.

Content Owner: Human Resources
Revised: 04/010, 09/2010, 03/2012, 09/2020

PSRS contribution amount, effective July 2011 is 14.5% plus a College match of 14.5%. PEERS contribution amount, effective July 2011 is 6.86% plus a College match of 6.86%.

Content Owner: Human Resources
Revised: 04/010, 09/2010, 03/2012, 09/2020

In accordance with federal and state legislation and eligibility rules for the Missouri Retirement Systems, assignment into Social Security, PSRS and PEERS retirement systems is based on the following criteria:

Content Owner: Human Resources
Revised: 04/010, 09/2010, 03/2012, 09/2020

The Payroll Department is available to answer questions; however, employees are encouraged to call PSRS/PEERS member services at 1-800-392-6848.

Content Owner: Human Resources
Revised: 04/010, 09/2010, 03/2012, 09/2020

Membership information will be issued to eligible employees by the Human Resources Department. Employees may also call PSRS/PEERS member services at the number listed above or access information online at www.psrs-peers.org.

Expires June 30, 2021. See Article IV.14 Employee Leave and Other Benefits

Content Owner: Human Resources
Revised: 04/010, 09/2010, 03/2012, 09/2020

Collective Bargaining
The Board of Trustees recognizes the right of all College employees to organize and to bargain collectively through representatives of their own choosing, subject to Missouri law.

Choosing a Representative for Collective Bargaining
In addition to employee groups that are already within recognized College bargaining units, the Board adopts this Policy to establish comparable election procedures for all employees of the College, to organize and bargain collectively through representatives of their own choosing.

Choosing a Representative – Public Sector Labor Law
Any College employees that are included within the coverage of the Missouri Public Sector Labor Law may petition for formal certification of their chosen representative with the State Board of Mediation, in accordance with Missouri law, Section 105.500, et seq., RSMo (2000).

Choosing a Representative – Other College Employees
Any College employees that are excluded from the coverage of the Missouri Public Sector Labor Law may Petition for formal election of their chosen representative by the College Board of Trustees, in accordance with this Board Policy 575.1 “Collective Bargaining.”

Board Requires Secret Ballot Election Process
The College will recognize a labor union or other organization as the official bargaining representative for a group of College employees only after a secret ballot election, similar to those conducted under the Missouri Public Sector Labor Law and as set forth in this Policy, unless otherwise required by law.

Establishment of Additional Procedures
College employees may use the process established in this Policy and its related procedures to select a labor union or other organization of their choice as their representative for purposes of collective bargaining. The Vice President for Human Resources in consultation with the President is authorized to make additional rules and procedures to govern the election process as may be necessary to effect this Policy.

Content Owner: Donna Davis - ddavis@stchas.edu

Petition for Election of Representative with Required Information

To initiate a secret ballot election to select a representative, an employee must submit to the Vice President for Human Resources or his or her designee a formal Petition for Election of Representative, including the following requirements:

• The name of the labor union or organization seeking such recognition, along with the name, address, e-mail and telephone number of the designated contact person.
• A description of the proposed bargaining unit for which representation is sought. The description should include the classifications of employees to be included and excluded, and the approximate total number of employees included in the proposed bargaining unit.
• The Petition must be supported by the valid dated signatures of at least 30 percent of the total number of employees in the proposed bargaining unit, on cards or a petition format.
• No signature in support can be older than six (6) months from the date the Petition for Election is submitted to the Vice President for Human Resources or his or her designee. The signatures in support should be submitted in a separate sealed envelope, labeled “Signatures in Support of Petition.”

Once the Vice President for Human Resources or his or her designee receives such a Petition, he or she will post notice of receipt of the Petition in the same location that notices for Board meetings are posted. The notice will set a future date, no earlier than twenty (20) business days from the first date of posting, in which any College employees interested in representation by a different labor union or organization may submit a request for a different representative, as described in section Pr-575.1.4 “Other Interested Organizations” below.

Content Owner: Donna Davis - ddavis@stchas.edu

Support by 30% of Employees in Proposed Bargaining Unit

The Vice President for Human Resources or his or her designee will identify and designate an appropriate third person or entity such as the St. Charles Economic Development Council to review the Petition and confirm that it is supported by at least 30 percent of the employees in the proposed bargaining unit. The Vice President for Human Resources or his or her designee will provide the designated person or entity with a list of names and signatures of all College employees within the definition of the proposed bargaining unit for verification.

The Vice President for Human Resources or his or her designee, and the third person or entity designated to review the support for the Petition, will have up to 30 business days to verify that the required information is present, and to examine the description of the proposed bargaining unit and the validity of the signatures in support. The Vice President for Human Resources or his or her designee will notify the contact person of the union or other organization seeking recognition of any missing information, to allow an opportunity for any problem to be promptly corrected.

The envelope labeled “Signatures in Support of Petition” containing the signatures in support will remain sealed, until the designated third person opens it to verify the existence of valid timely signatures from at least 30 percent of the employees in the proposed bargaining unit.

The designated third person or entity will notify the Vice President for Human Resources or his or her designee, and the contact person of the labor union or other organization, as to whether or not valid timely signatures of 30 percent of the employees were presented in support of the Petition, but will not provide additional information, and will not disclose the signed petition or cards, nor which employees supported the Petition, nor the total number of employees who supported the Petition, to the College or to any person unless required by law.

Content Owner: Donna Davis - ddavis@stchas.edu

Determination of Appropriate Bargaining Unit

If the information in the Petition is complete, and the necessary level of 30 percent support is demonstrated, the Vice President for Human Resources or his or her designee will submit to the Board of Trustees a written recommendation as to the appropriateness of the bargaining unit description, and a list of the College employees who would belong to the unit, if formed. The Vice President of Human Resources or his or her designee may determine whether scope and definition of the proposed bargaining unit is appropriate. If the Vice President for Human Resources or his or her designee determines that the scope and description of the Proposed Unit is appropriate, the Board of Trustees will set a date for the election.

If the Vice President for Human Resources or his or her designee determines the scope and description of the proposed bargaining unit is not appropriate, the Board of Trustees will set the matter on its agenda and decide the issue at an upcoming Board of Trustees meeting, unless the Vice President for Human Resources or his or her designee and the labor union or other organization seeking recognition agree that a meeting is not necessary to resolve the disagreement.

If the matter is set for a Board meeting, the contact person for the labor union or other organization seeking recognition will receive notice of the date, time, and location of the meeting. The Board of Trustees will make a determination as to the appropriateness of the proposed bargaining unit within ten (10) business days of the meeting. The Board’s decision is final. If the proposed bargaining unit is approved, the Board of Trustees will set a date for the election. If the description of the proposed bargaining unit is not approved, the contact person for the labor union or organization seeking recognition may submit a revised unit description.

If a revised unit description is submitted, The Vice President for Human Resources or his or her designee will provide the designated third person or entity a list of names and signatures of College employees meeting the definition of the proposed revised unit so that the designated third person can determine if signatures from at least 30 percent of the employees in the revised unit were obtained, as described in section Pr-575.1.2, “Support by 30 Percent of Employees in Proposed Bargaining Unit ” above. If so, the Vice President for Human Resources or his or her designee will submit to the Board a recommendation on the appropriateness of the proposed revised bargaining unit as described in this section. If the designated third person or entity determines that the required number of signatures were not obtained, the employee must resubmit a new petition for election for representative with the 30% showing described in section Pr-575.1.2, “Support by 30 Percent of Employees in Proposed Bargaining Unit ” above.

Content Owner: Donna Davis - ddavis@stchas.edu

Other Interested Organizations
As set forth above, once the Vice President for Human Resources or his or her designee receives a complete Petition, he or she will post notice of receipt of the Petition in the same location(s) that notices for Board meetings are posted. Once the Vice President for Human Resources has posted notice that a Petition for Election of Representative has been filed to select a labor union or other organization as representative for collective bargaining, any College employee in the proposed bargaining unit that is interested in being represented by a different such organization may submit a second Petition to the Vice President for Human Resources or his or her designee.

To do so, the employee must submit a Petition with the same information set forth in section Pr-575.1.1, “Petition for Election of Representative” above (including name of labor union or organization seeking recognition, contact information for designated contact person), except that such second Petition need only be supported by signatures of ten percent (10%) of the employees in the proposed bargaining unit.

All information must be submitted to the Vice President for Human Resources or his or her designee no later than the date set in the posted notice. The Board of Trustees will delay setting a date for an election until the new information is reviewed by the Vice President for Human Resources or his or her designee, and the person designated to review the petition, in accordance with the provisions of section this Policy and procedures as described above. If the request was submitted before the deadline and is supported by the timely signatures of at least ten (10) percent of the employees in the proposed bargaining unit, the additional labor union or organization will also be listed on the ballot, and the Board will set a date for the election.

Content Owner: Donna Davis - ddavis@stchas.edu

Ballot and Election Procedures
The Board of Trustees may receive recommendations from the Vice President for Human Resources or his or her designee, and the contact person for the labor union(s) and organization(s) that will appear on the ballot, regarding appropriate wording and order of choices to appear on the ballot. At the time the date for the election is set, the Board of Trustees will also approve the language to appear on the ballot. All approved ballots must include an option under which an employee may vote “No” or for “No Representation” i.e., a vote not to be represented by any labor union or organization for collective bargaining.

The Vice President for Human Resources or his or her designee will provide notice of the election in writing, electronically or otherwise, to all College employees in the proposed bargaining unit. In addition, the Vice President for Human Resources or his or her designee will post notice of the election in the same location that notices for Board meetings are posted, and in other conspicuous places easily accessible to the College employees in the proposed bargaining unit, no less than six (6) business days prior to the election. The notice of election shall contain:

• The date, hours and place of the election.
• A description of the proposed bargaining unit.
• A sample ballot with “Sample” clearly marked on its face.
• Information regarding applicable Board policies and procedures.

The election will be held in one (1) or more polling places reasonably convenient to the eligible voters, and at times when the employees in the proposed bargaining unit may vote without leaving their assigned duties. The election will be conducted by secret ballot. The Board, Vice President of Human Resources or his or her designee may appoint one (1) or more College employees or other persons who do not belong to the proposed bargaining unit, nor to any labor union or organization listed on the ballot, to check the names of voters off of a list of College employees in the proposed bargaining unit, and distribute and collect the ballots. The College may also select an outside third person or entity, such as the St. Charles Economic Development Council or the Missouri Community College Association, to perform these election functions.

The Vice President for Human Resources or his or her designee and the union(s) or organization(s) seeking recognition appearing on the ballot may have a representative present at each polling place during the election. The designated observers may challenge an individual’s eligibility to vote. Challenged ballots shall be folded and placed in a separate sealed envelope with the name of the voter plainly written on the outside. Challenged ballots will not be considered, unless the number of votes could affect the results of the election. If the challenged ballots might affect the results of the election, the challenged ballots will be presented to the Board of Trustees at a later formal Board meeting as set forth below, for a final determination of the challenge.

Content Owner: Donna Davis - ddavis@stchas.edu

Tally of Ballots and Election Results

Ballots will not be tallied until after the posted time for closing the polls, unless all of the eligible voters have already cast their ballots. The ballots will be tallied by the Board-appointed College employees who do not belong to the proposed bargaining unit, nor to any labor union or organization listed on the ballot, or the outside third person mentioned in section Pr-575.1.5 “Ballot and Election Procedures”, and will be done in the presence of the designated observers selected by the Vice President for Human Resources or his or her designee and the organization(s) listed on the ballot. Tallied ballots will be placed in a sealed envelope and saved until all objections are resolved and the Board votes to certify the election results. The tentative results will be recorded in writing and signed by the observers present when the ballots were tallied. The results will remain tentative until the Board votes to certify the results. The Board’s decision will be final.

If a union or organization seeking representation and appearing on the ballot receives a majority of the votes cast, the outcome is a majority election, and that union will become the elected bargaining representative for the bargaining unit, after all election objections (and any ballot challenges) are resolved, and the Board of Trustees votes to certify election result.

If the only labor union seeking representation does not receive a majority of votes cast, or if the ballot choice of “No” or “No Representation” receives a majority of the votes cast, the outcome is also a majority election, and no union or organization will become the elected bargaining representative for the bargaining unit, after all election objections (and any ballot challenges) are resolved, and the Board of Trustees votes to certify the election result.

An “inconclusive election” is an election in which the ballot includes at least three (3) choices, i.e., at least two (2) labor unions or organizations seeking representation and an option for No Representation, and where no choice receives a majority of the ballots cast. When the results of an election are inconclusive, the Board will set a date for a Runoff Election as described in section g. “Runoff Election” of these policies and procedures. Unless otherwise directed by the Board, there will only be one Runoff Election.

A “null election” is an election where all choices receive an equal number of votes, or where two (2) choices receive an equal number of votes and a third choice receives a higher, but still a less-than-majority vote. When this happens, the Board of Trustees may declare the election a nullity and set a date to run a new election. The new election will follow the notice and election process detailed in section e. “Election Process” of these policies and procedures. If the second election results in another nullity, the Board of Trustees will dismiss the Petition and a bargaining unit will not be formed. If the second election results are “inconclusive,” a Runoff Election will be held.

A “final election” is an election in which two (2) or more choices receive an equal number of votes, another receives no votes, and all eligible voters have voted. In such case, neither a runoff election nor a rerun election will be conducted. Because all eligible employees have voted and there is no majority result, no representative is selected, and no labor union or organization will become the designated bargaining representative for the proposed bargaining unit, once all election objections (and any ballot challenges) are resolved and the Board of Trustees votes to certify the election result. Board’s decision will be final.

Content Owner: Donna Davis - ddavis@stchas.edu

Challenged Ballots and Objections to Election Results

Within ten (10) business days after the votes are tallied, any employee in the proposed unit may file with the College an objection to the conduct of the election or conduct affecting the results of the election, which shall contain a short plain written statement of the reasons for the objection. A copy of the written objection must be provided to all members of the Board, to the Vice President for Human Resources or his or her designee, and the contact person for any organization(s) seeking to represent the proposed bargaining unit and which appeared on the ballot.

The Vice President for Human Resources or his or her designee will investigate all such objections to the conduct of the election. Unless the Vice President for Human Resources and the persons or challenging the ballots or objecting to the election agree otherwise, the Board of Trustees will hold a meeting to consider the objection. The Board shall also hold such meeting to consider challenged ballots, if challenged ballots might impact the outcome. If a meeting is held, the Vice President for Human Resources or his or her designee, the person(s) filing the objection or challenging the ballots, and the contact person for each of the organization(s) seeking recognition on the ballot, will receive notice of the meeting. The Board will make a decision within ten (10) business days. The Board’s decision will be final.

After the time for filing objections has expired and/or the Board has made a final decision on all objections and, if necessary, challenged ballots, the final results of the election will be presented to the Board of Trustees for a runoff election, or for Certification of Election results.

Content Owner: Donna Davis - ddavis@stchas.edu

Runoff Election

If a runoff election is necessary, the ballot in any runoff shall provide for a selection among the two (2) or more choices receiving the largest number of votes in the last election, the sum of whose votes aggregate at least one (1) more than half of the total votes cast. After voting to certify the first election, the Board will set a date for the runoff election. The election will follow the notice and election process detailed in “Election Process” of these policy and procedures. All College employees in the proposed bargaining unit may vote in the runoff election, regardless of whether or not that employee voted in the original inconclusive election.

Content Owner: Donna Davis - ddavis@stchas.edu

Election Bar

Once a final election result is certified regarding a bargaining unit, no Petition requesting another election in any part of the same bargaining unit will be accepted by the Board for a period of one (1) year after the date the Board voted to certify the results of the prior election.

Content Owner: Donna Davis - ddavis@stchas.edu

Petition for Change of Representative

Any employee in the bargaining unit may Petition for Change of Representative of his or her bargaining unit, or to no longer be represented by any union or organization for collective bargaining. As noted above in section Pr-575.1.9, “Election Bar”, the Board will not accept such a petition for a period of one (1) year after the Board votes to certify the results of the prior election. At any other time, an Employee must submit to the Vice President for Human Resources or his or her designee a Petition containing the following information:

• The bargaining unit in which a Change of Representative is sought, and whether the Petition seeks a different labor union as the representative, or seeks “No Representative.”
• If the Petition seeks a change to a new labor union as the representative, the name of the labor organization seeking recognition as the new employee representative, along with the name, address, e-mail and telephone numbers of its designated contact person.
• The Petition must be supported by the valid dated signatures of at least 30 percent of the employees in the bargaining unit, on either cards or a petition format. No signature in support of the Petition can be older than six (6) months from the date the Petition for Change is submitted to the Vice President for Human Resources or his or her designee. The signatures in support should be submitted in a separate sealed envelope, labeled “Signatures in Support of Petition.”

Once the Vice President for Human Resources or his or her designee receives such a Petition, he or she will post notice of receipt of the Petition in the same location that notices for Board meetings are posted. The process will follow, as closely as possible, the procedures set out herein.

The notice will set a date, no earlier than twenty (20) business days from the first date of posting, by which College employees in the bargaining unit who are interested in a different change in representation may submit a request, as in section Pr-575.1.4 "Other Interested Organizations" section of these policies and procedures.

The Vice President for Human Resources will identify and designate an appropriate third person or entity such as the St. Charles Economic Development Council to review the Petition and confirm the existence of support by at least 30 percent of the employees in the bargaining unit. The Vice President for Human Resources or his or her designee will provide the designated third person or entity a list of names and signatures of all College employees within the current bargaining unit for verification.

The Vice President for Human Resources or his or her designee, and the third person or entity designated to review the support for the Petition, will have up to 30 business days to verify that the required information is present, and to examine the bargaining unit information and the validity of the signatures in support. The Vice President for Human Resources or his or her designee will notify the contact person of the union or other organization seeking a change in representative (if any) of any missing information, to allow opportunity for any problem to be timely corrected.

The envelope labeled “Signatures in Support of Petition” containing the signatures in support of the Petition for Change will remain sealed, until the designated third person opens it to verify the existence of valid timely signatures from at least 30 percent of the employees in the current bargaining unit.

The designated person will promptly notify both the Vice President for Human Resources or his or her designee and the contact person for the potential new labor union or organization (if any) as to whether signatures of 30 percent of the employees were presented in support, but will not provide additional information, and will not disclose the signed petition or cards, nor which employees supported the Petition, nor the total number of employees who supported the Petition, to any person unless required by law.

If the information is complete, the Board will set a date for the election. The ballot on any Petition for Change of Representative must include the following choices: 1) the current labor union organization or other designated representative; 2) the new labor union(s) or organization(s) seeking the change in representation (if any); and 3) an option for employees to vote for “None” or No Representative” i.e., to vote for no representation for purposes of collective bargaining. The election will be conducted in accordance with the process detailed in this policy and these procedures.

Content Owner: Donna Davis - ddavis@stchas.edu

Election Expenses

Any actual expenses of the election may be divided evenly between the College and the organizations(s) seeking to represent the College employees. "Actual expenses" include the costs incurred in the election, such as the cost of printing ballots, the costs of renting machinery, and the costs incurred in providing necessary security at the election polling locations, as determined by the Vice President for Human Resources or his or her designee. The College may require the organization(s) appearing on the ballot to pay their union's proportional share prior to incurring costs.

Content Owner: Donna Davis - ddavis@stchas.edu

Solicitation for any cause during working time and in work areas is not permitted by employees. With the exception of engaging in approved college-related fundraising activities, students may not engage in solicitation.

Content Owner: Heather McDorman - hmcdorman@stchas.edu
Revised: 07/2005, 09/2015

With supervisory approval, employees may, on occasion, display in department break rooms, their brochures for charitable fundraising items. Employees may not approach others in order to solicit purchases or donations. Employees may not distribute literature during work hours without approval of the College President or designee.

Content Owner: Heather McDorman - hmcdorman@stchas.edu
Revised: 07/2005, 09/2015

Advance approval by the President or designee is required before an employee may accept or solicit a gift (see D-581.4.2) of any kind from a supplier or vendor representative. Business decisions made by the College will not be influenced by the presence or absence of gifts. Employees are not permitted to give gifts to vendors or suppliers without approval of the President or designee. Gifts of cash will not be given or received at any time with the exception of community donations properly received by the College Foundation.

Content Owner: Heather McDorman - hmcdorman@stchas.edu
Revised: 07/2005, 09/2015

The Director of Purchasing, any member of the Purchasing Department, or any delegated procurement authority will not receive or accept, directly or indirectly, any rebate or gift from any person, firm, or corporation who may bid or receive a contract to furnish supplies to the College.

Content Owner: Heather McDorman - hmcdorman@stchas.edu
Revised: 07/2005, 09/2015

Working time is defined as the time assigned for the performance of your job and does not apply to unpaid meal period.

Content Owner: Heather McDorman - hmcdorman@stchas.edu
Revised: 07/2005, 09/2015

A gift is defined as any item with a cash value exceeding $25.00 and a combination of gifts from one source over the course of a one-year period which totals more than $25.00. Promotional items of inconsequential value, such as logo pens, cups, hats, and shirts are not considered gifts subject to this policy.

Content Owner: Heather McDorman - hmcdorman@stchas.edu
Revised: 07/2005, 09/2015

All activities by College employees and all uses of College property for political purposes or in the context of political issues will maintain the neutrality of the College.

Content Owner: Marketing and Student Life
Revised: 02/2005, 12/2012, 09/2015

No person shall make any contribution or expenditure of any College funds to advocate, support, or oppose any ballot measure or candidate for public office. The use of College property to host candidates or sponsor events on an unbiased and non-partisan basis for educational purposes is permissible with approval of the College President.

Content Owner: Marketing and Student Life
Revised: 02/2005, 12/2012, 09/2015

No person shall make any endorsement for a political candidate or ballot measure on behalf of the College or imply that such endorsement exists. No employee of the College shall engage in any activity promoting his or her own candidacy for public office during any hours in which he or she is acting on behalf of the College.

Content Owner: Marketing and Student Life
Revised: 02/2005, 12/2012, 09/2015

No political activities on College property shall be permitted to disrupt the educational process, destroy property, or interfere with the rights of others on campus.

Content Owner: Marketing and Student Life
Revised: 02/2005, 12/2012, 09/2015

Persons interested in distributing materials on campus such as campaign or partisan/non-partisan literature or petitions on campus must comply with the following:

Review and adhere to guidelines on college website, and when requesting indoor table space, email roomrequests@stchas.edu with preferred date(s) and time(s).

Follow the guidelines for time, place and manner described on the college website.

No solicitation of monetary contributions is permitted.
Those in violation of the guidelines must leave the premises.

Content Owner: Marketing and Student Life
Revised: 02/2005, 12/2012, 09/2015

Posting of political or campaign literature is limited to authorized campus bulletin boards consistent with the College’s Procedures for Posting Materials on Campus.

Content Owner: Marketing and Student Life
Revised: 02/2005, 12/2012, 09/2015

As responsible and interested citizens in a democratic society, College employees, like other citizens, are free to enter or manage political campaigns. However, in doing so there are employment stipulations and implications as listed in the following procedures.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 02/2005

In advance of announcing candidacy or accepting any elected or appointed office, an employee must notify the College President of the decision.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 02/2005

College employees may not hold elected or appointed political office at the state or federal level. If elected or appointed to state or federal office, the employee must resign prior to assuming office.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 02/2005

Full-time College employees may not hold full-time local political office.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 02/2005

Employees may hold a part-time position as a member of a school board, city council, county legislative body, or other part-time local school or municipal office.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 02/2005

Employees may not manage or take part in political campaign activities if doing so interferes with the duties and responsibilities of the employee’s position. Such activities must not occur during work time and must not be in violation of College policies including 581.6-Political Activity on Campus.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 02/2005

The College is committed to providing an environment that is safe and healthy. Consistent with this policy, the College became a tobacco-free campus as of January 1, 2007. The use of tobacco, smoking, and simulated smoking products are prohibited on all College property and in all College vehicles.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 04/2010, 10/2012

Policy statement signage will be clearly posted on the perimeter of the property, at all entrances, and other prominent places.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 04/2010, 10/2012

Compliance with this policy is the shared responsibility of all College personnel. Employees are encouraged to communicate this policy with courtesy, respect, and diplomacy. If difficulties arise with compliance, the Department of Public Safety should be notified.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 04/2010, 10/2012

Students and visitors who persist in violation of the policy will be required to meet with the Public Safety Supervisor. The Public Safety Supervisor may discuss the policy, issue a warning, a fine, or require the violator to attend a workshop sponsored on campus, or a combination thereof.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 04/2010, 10/2012

Students who repeatedly violate the policy may be referred to the Dean of Student Development, and may be disciplined under the student code of conduct as appropriate.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 04/2010, 10/2012

Violation of this policy by an employee should be reported to the employee’s supervisor. Employees who violate this policy and have already been verbally counseled will be subject to the Disciplinary Action policy (Pol. 593.0).

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 04/2010, 10/2012

Prohibited usage of products include, but are not limited to, cigarettes, cigars, pipes, electronic cigarettes, E-cigarettes, and smokeless tobacco.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 04/2010, 10/2012

The College is subject to various federal and state laws and guidelines affecting the retention and destruction of records. Each College department is responsible for its own compliance with record retention requirements in accordance with federal and state guidelines that are applicable to the department.

Concerns that the destruction of particular records may be illegal and improper should be immediately directed to the President’s Office.

Should any of the following occur, destruction of relevant records shall cease:

• An investigation by the College;
• An investigation by outside authorities;
• The filing of a claim involving the College with a governmental agency;
• The filing of a lawsuit involving the College.
Document destruction shall not resume until authorized by the President’s Office.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 01/2012

Email
The State of Missouri considers email to be a format, not a record series. Retention of emails is based on the content of the email. Each email user has responsibility for sorting personal from work-related messages and retaining College records as outlined in Pr-586.2. Only the official copy of a record, including email records, must be maintained within the recordkeeping system. Additional copies are considered convenience copies and, as such, are non-records. Convenience copies should be disposed of when they no longer serve a purpose. Storage of official electronic records on a PC hard drive is not an acceptable storage location, and must not occur. Email that does not meet the definition of a record is considered a non-record and should not be retained.

To preserve an email as a record, it is necessary to retain the email in its original electronic form along with all attachments. Electronic mail that is digitally signed must be retained electronically if the signature is important to the legal status or business usefulness of the document.

To destroy an email as a record, it is necessary to delete both the message and its attachment that may be stored in a separate location.

The Missouri Secretary of State’s Office defines General Email records as those that pertain to routine college matters, but do not contain significant information about office policies or programs, and states that retention for these types of email is one (1) year. As such, the Email Inboxes of College employees will be preserved one (1) year, with any email older than one (1) year being automatically deleted. The Deleted Items folder within the College’s email system will automatically delete items that are older than thirty (30) days. To preserve records for more than one (1) year, College employees must create folders within the College email system and, create a retention schedule within the folder, and then move any emails to be preserved beyond one (1) year from the Inbox to that folder.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 01/2012

The College’s record retention rules are in accordance with the Community College Records Manual provided by the Missouri Secretary of State. It can be accessed at http://www.sos.mo.gov/archives/localrecs/schedules/college.asp.

Disposition of Emails
Every manager is responsible for ensuring that employees are properly trained in appropriate record evaluation and retention processes consistent with the Records Disposition Schedule defined for community colleges by the State of Missouri. Processes should be documented and applied consistently to ensure that required records are readily available, and obsolete records are destroyed promptly.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 01/2012

How to Retain Electronic Records at SCC

Data owners must set up corresponding folders within Outlook to house those emails and attachments that must be retained. A folder should be created directly under the user’s Name, or the Inbox in Outlook – never under the Archives section. Once that is done, the Properties of the folder can be set to auto-archive emails placed there for the appropriate life cycle of the document (as mandated by Pr-586.2), and automatically delete records after the appropriate time period has passed.

Employees must use the folders process described above to retain records subject to requirements under Pr-586.2. Archiving email must not be used for record retention because IT destroys archived records after 1 year.

Preservation of Electronic Records other than Email
Electronic records that are stored on network drives rather than in the email system do not have a feature which allows auto archiving or deletion after a prescribed period. Therefore, users must both collect those data which are pertinent to their particular area, as well as delete them when those data become obsolete, subject to Pr-586.2

Network Computing backs up Home Directories, Shared Directories, and other data housed on the College’s data storage network. Network Computing does not back up PC hard drives. Data stored on PC hard drives, if lost, cannot be recovered.

The IT Department creates backup of data at intervals that will be specified in a “Backup and Restore Policy” that can be viewed at: http://www.stchas.edu/about-scc/board-policies/800/

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 01/2012

Record
A record is defined as any documentation created or received and used in the conduct of official College business regardless of the physical format or media in which the documentation is conveyed. This definition includes records created, used, and maintained in electronic form. Substantive email messages that document official College business and have future consequences which may be needed for future decisions or reports, or that are part of an audit trail that documents and clarifies a decision, should be maintained according to the approved Records Disposition Schedule defined for community colleges by the State of Missouri. See http://www.sos.mo.gov/archives/localrecs/schedules/college.asp. This schedule is based on federal and state mandates, record surveys, business needs, and general knowledge as to how long records should be kept.

Examples:

• Policies and directives
• Correspondence related to official business
• Any document that initiates, authorizes, or completes a business transaction
• Program development and review memoranda
• Reports of official activities
• Authorization of expenditures
• Agreement negotiations and finalization

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 01/2012

Non-record with an Official Context
A non-record is recorded information or a message that may have an official context but is not a part of a business transaction, and has only transitory value beyond reference. Non-records should not be retained within a recordkeeping system and do not require retention scheduling or destruction authorization or reporting. They should be destroyed immediately after they are no longer useful.

Examples:

• Announcements, invitations, and responses
• “for your information” copies on which no action is taken
• Informational requests and responses
• Meeting notices
• Unsolicited resumes and inquiries
• Blank forms

Email messages that do not relate to College business are non-records and should be disposed of immediately.

Content Owner: Donna Davis - ddavis@stchas.edu
Revised: 01/2012

Personal items found on campus and for which the owner is unknown should be turned in to the Department of Public Safety at the Campus Services building.

Content Owner: Donna Davis - ddavis@stchas.edu

Unclaimed items will be stored in a secure location by DPS until they are claimed, or until the end of the following semester.

Content Owner: Donna Davis - ddavis@stchas.edu

In order to claim an item, the owner will be required to describe the details of the item as closely as possible.

Content Owner: Donna Davis - ddavis@stchas.edu

After being held through the following semester, the unclaimed items will be donated to a charitable organization.

Content Owner: Donna Davis - ddavis@stchas.edu

The College is committed to providing an environment that is free from violence or threats of violence. Consistent with this policy, acts or threats of physical violence, including intimidation, harassment, and/or coercion, which involve or affect the College, whether on or off college property, are prohibited.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 05/2006
Revised: 11/2010

If there is imminent threat of further violence, or if any parties are in need of medical attention, emergency personnel must be contacted immediately by calling the Department of Public Safety (DPS) at 636-922-8545 or 911.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 05/2006
Revised: 11/2010

Individuals must report incidents of threats or acts of physical violence of which they are aware. Students should report incidents immediately to DPS and the Vice President for Academic and Student Affairs. Employees must report incidents immediately to DPS, the Vice President for Human Resources, the employee’s supervisor, or to another member of management.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 05/2006
Revised: 11/2010

The College's prohibition against threats and acts of violence applies to all work locations, including offices, worksites, vehicles, field locations or other locations where College business is conducted. It further applies to anyone acting as a representative of the College outside of such locations.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 05/2006
Revised: 11/2010

All members of the College community are covered by this policy, including faculty, staff, students, contract and temporary workers, and anyone else on College property or other locations as listed in Pr 492/592.0.1. The policy applies to violence or threats of violence by employees directed against other employees, employees directed against students or visitors, and by students or visitors directed against employees, other students or visitors.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 05/2006
Revised: 11/2010

Violations of this policy will lead to disciplinary action, up to and including termination, removal from campus and/or involvement of law enforcement agencies, as applicable.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 05/2006
Revised: 11/2010

In the workplace, acts or threats of violence include conduct that is sufficiently severe, offensive, or intimidating to alter the employment conditions at the College, or to create a hostile, abusive or intimidating work environment for one or more employees. Examples of workplace violence include, but are not limited to, the following:

1. All threats or acts of violence occurring on College premises, regardless of the relationship between the College and the parties involved. 

2. All threats or acts of violence occurring off College premises involving someone who is acting in the capacity of a representative of the College.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 05/2006
Revised: 11/2010

Specific examples of conduct that may be considered threats or acts of violence include, but are not limited to, the following:

1. Hitting or shoving an individual. 

2. Threatening an individual or that individual’s family, friends, associates, or property with harm. 

3. Intentional destruction or threatening to destroy any college property. 

4. Making harassing or threatening phone calls. 

5. Harassing surveillance or stalking (following or watching someone). 

6. Unauthorized possession or inappropriate use of firearms or weapons.

Content Owner: Donna Davis - ddavis@stchas.edu
Issued: 05/2006
Revised: 11/2010