Article IV: Personnel

To determine the suitability for employment or continued employment, the College has the right to conduct a job-related background check which may consist of, but not be limited to, verification of prior employment including performance history, references and other aspects of an individual’s work record, academic records, military records, conviction records, and state license records including driving records. Falsification of application materials, including failure to disclose any felony charges or convictions, is grounds for termination of employment or non-selection as an applicant for employment.

Content Owner: Human Resources
Issued:
Revised: 09/2023

A relevant job-related criminal conviction is grounds for termination of employment or non-selection as an applicant for employment. Consideration will be given to the relationship between a criminal conviction and the responsibilities of the position for which an applicant might be employed or a position which is held by an employee. For positions that require the operation of a College vehicle, a conviction shall include misdemeanor traffic violations.

College employees are required to notify the Human Resources Department within five (5) days following a conviction for a felony of any type.

Content Owner: Human Resources

Terms of Employment
Unless otherwise specified by the St. Charles Community College Board of Trustees, all employees of the College are considered "at-will" employees. In such an "at-will" employment relationship, either the employee or employer may terminate the employment relationship at any time, with or without cause and with or without notice. No supervisor or other representative of the College has the authority to enter into any agreement for employment for any specified period of time, or to make any agreement contrary to the above, except as approved by the Board of Trustees.

All employees must comply with Board Policies and Administrative Procedures.

Upon hire, employees shall be classified as follows:

1 . Full-time Faculty or Fixed-Term Faculty

• Some employment conditions related to Full-time and Fixed-Term Faculty are articulated in the Full-time Faculty MOU.

2. Part-time Faculty

• Some employment Conditions related to part-time faculty are articulated in the Part Time Faculty MOU.

3. Administrative, Professional/Technical, and Classified Staff Positions*

• Employment Conditions for Administrative, Professional/Technical, and Staff employees are defined by Board Policies and Administrative Procedures.

*May include temporary or project-based employees

Content Owner: Human Resources
Revision Dates: 02/2009, 02/2014, 07/2020, 08/2023

The function of handling personnel records and related personnel administration functions at the College has been assigned to the Human Resources Department. The college adheres to applicable laws.

Content Owner: Human Resources
Issued:
Revised: 09/2023

The College represents the primary work obligation of full-time employees. The assignment and scheduling of employees will be at the discretion of the administration. Full-time employees may participate in outside employment only if the employment does not:

• conflict with the work schedule/duties assigned to the employee;
• constitute a conflict of interest (see Article II.03); or,
• impact the employee’s performance of their primary work obligation.

Supervisory approval is required annually prior to an employee beginning or continuing outside employment. For employees seeking external teaching assignments, approval must be secured each year, one month prior to the start of the term.

Content Owner: Human Resources
Issued:
Revised: 09/2023

The Human Resources department is assigned to manage personnel records and related personnel administration functions for the College. The Human Resources and Payroll departments are authorized to respond to requests for employment verification.

Personal Information Changes

Employees must notify the Human Resources department of any change in relevant personal information such as legal name, home address, emergency contact information, beneficiary change, or educational achievement.

In accordance with applicable laws and benefit enrollment requirements, employees must notify the Human Resources department within 30 days of experiencing a family status change such as marriage, divorce, birth, adoption, death of a family member, or a spouse’s job status change, in order to make any necessary benefit modifications.

Employee Access to Personnel Files

Except as indicated elsewhere in Administrative Procedures, only authorized College staff are permitted access to employee personnel files. These include Human Resources staff acting in the normal course of their duties and supervisory employees considering employees for transfer, disciplinary action, or other employment action.

Active employees are permitted to review information contained in their personnel files by scheduling an appointment with the Vice President or Associate Director of Human Resources. Employees may request copies of all documents they have signed which have been placed into their personnel files.

Outside Access to Personnel Files

In order to safeguard the privacy of employees, any requests from individuals or entities outside the College for information from employee personnel files is granted only with the written permission of the employee. Written permission of the employee is not necessary in certain situations such as review by an auditor, governmental investigator, or College attorney; or a lawfully issued subpoena or court order requiring production of such documents.

Employee Medical Records

All employee medical records are kept in confidential files separate from personnel files. Content of employee medical records is shared only with College staff or agents of the College who have a bona fide “need to know” in order to carry out job duties. Disclosure of employee medical information to individuals outside the College requires the written permission of the employee, unless such disclosure is in compliance with applicable laws or a lawfully issued court order or subpoena. All such disclosures will be in compliance with the privacy provisions of the Health Insurance Portability and Accountability Act (HIPAA).

Verification of Employment

The Payroll department is authorized to complete employment verification for current employees; the Human Resources department is authorized to complete employment verification for former employees.

Dates of employment and position held will be released to prospective employers. Additional employment-related information will be provided only if the employee has completed and signed a release form.

 

Content Owner: Human Resources

Issued:

Revised: 05/2006

The following days shall be paid holidays for regular full-time administrative, professional, technical, and support employees and for part-time employees in these categories who are employed for at least twenty (20) hours per week on a regular basis. The College will be closed on these holidays. With the exception of essential security employees and, at times, certain other essential employees, employees normally will not be required to report to work. Certain externally funded employees may be required to follow alternate holiday schedules.

College Holidays

o New Year’s Day
o Dr. Martin Luther King, Jr. Day
o President’s Day
o Thursday and Friday of Academic Spring Break
o Spring Holiday (assigned to Good Friday unless otherwise assigned by College administration)
o Memorial Day
o Juneteenth
o Independence Day
o Labor Day
o Day before Thanksgiving
o Thanksgiving Day
o Day after Thanksgiving
o Christmas Eve
o Christmas Day
o Weekdays which fall between observed Christmas and New Year’s Day holidays
o One “floating holiday” each fiscal year as scheduled by College administration
Content Owner: Human Resources

Revision Dates: 02/2004, 02/2007, 07/2010, 08/2013, 05/2019, 1/2024

An employee of the College must not supervise, be supervised by, coordinate the work of or have work coordinated by a relative who is also employed by the College.

St. Charles Community College shall offer group insurance benefits to full-time employees only, except as required by law, and shall share in the cost of insurance coverage through an employer credit as approved by the Board of Trustees and administered by the Human Resources department in accordance with all applicable laws and Administrative Procedures.

Content Owner: Human Resources
Revised: 04/2010, 09/2010, 09/2004, 03/2012, 07/2020 (effective July 1, 2021)

Group Insurance Eligibility and Effective Date
All College group insurance plans are available to full-time employees on the first day of the month following the start of employment in a full-time position. Group medical benefits are available to parttime employees who are determined to have met the 30 work hours per week requirements under PPACA detailed further below. College and employee cost-sharing is approved by the Board of Trustees; information is available on the website and on the Human Resources department portal page.

Medical Coverage for Part-Time Employees who Average 30 hours per Week: Patient Protection and Affordable Care Act (PPACA)
In accordance with the Patient Protection and Affordable Care Act (PPACA), group medical insurance is available to qualifying part-time employees.

Regular part-time employees are hired to work up to 29 hours per week, and while the College does not expect they will exceed 29 hours per week, their actual hours worked are tracked for purposes of PPACA. As such, part-time employees who average 30 or more hours per week during the College's standard Measurement Period, and when choosing to enroll during the College's Administrative Period, group coverage will continue through the College's Stability Period as long as College employment and any applicable employee-paid premiums are maintained. All part-time employees are considered variable part-time when applying PPACA administrative procedures. The intent of these procedures is to fully comply with the Patient Protection and Affordable Care Act (PPACA) and any subsequent revisions, clarifications, or guidance issued.

Definitions
Measurement Period

A Measurement Period is a period of time during which the SCC Human Resources department will "look back" to see how many hours of service per week part-time variable hour employees were credited on average. This average is used to determine the eligibility or continued eligibility for medical insurance for most employees.

Administrative Period

An Administrative Period is a period of time between the Measurement Period and the Stability period, during which the SCC Human Resources department will determine which employees are eligible for medical insurance and will notify and offer enrollment.

Stability Period

A Stability Period is the medical insurance coverage period for an eligible part-time variable-hour employee.

Measurement, Administrative, and Stability Periods

For part-time employees (referred to as variable hour employees under PPACA), the College looks back at the employee's hours worked during a standard Measurement period to determine the average weekly hours worked. In the event that the employee averages 30 or more weekly hours worked, medical coverage is offered to the employee during an Administrative Period. If the eligible employee enrolls in the medical plan, coverage continues for the entire Stability Period as long as College employment and any applicable employee-paid premiums are maintained.

Adjunct Faculty

For part-time faculty (Adjunct): A standard calculation is applied whereby every workload credit hour equals 2.58 hours worked per week. That means a 3-credit-hour course is equivalent to 7.74 hours of work per week. This calculation is based on class time, office hour, and prep time considerations.

Adjunct Faculty Exceptions

There are certain areas where the standard calculation does not accurately reflect hours worked due to unique circumstances, such as music lessons, certain labs, and some non-teaching administrative additional assignments. In these instances, hours are calculated accordingly.

Continuing Education Instructors

Hours worked by Continuing Education Instructors are calculated based on classroom time

Insurance Determination and Insurance Coverage Schedule for Qualifying Part-Time Employees

Ongoing Part-time Employees

New Part-time Employees

Special Unpaid Leave Rule
Unpaid time off taken under the Family and Medical Leave Act (FMLA), unpaid military leave under the Uniformed Services Employment and Reemployment Rights Act (USERRA), or unpaid time spent on jury duty is not counted against the employee in calculating average weekly hours during the measurement period.

Employment Break Period Rule
Regulations are provided for educational institutions to exclude employment break periods of 4 weeks to 26 weeks. For this purpose, an employment break period is a period of at least four consecutive weeks (disregarding Special Unpaid Leave), measured in weeks, during which an employee is not credited with hours of service. SCC will exclude (or credit) up to 501 hours of service during employment break period in a calendar year (no limit applies for Special Unpaid Leave). When a break in service is between 4 weeks and 26 weeks and the break is longer than the most recent period of employment (disregarding Special Unpaid Leave), the employee is treated as a new hire, for purposes of this policy, upon returning to work.

Insurance Conversion Privileges (COBRA)
According to the federal Consolidated Omnibus Budget Reconciliation Act (COBRA) of 1985, in the event of termination of employment or loss of eligibility to remain covered under group insurance programs, employees and eligible dependents may have the right to continued coverage, at their own expense, for a limited period of time.

Medical/Dental Insurance

If enrolled in the College’s medical and/or dental insurance, each qualified recipient has the right to continue medical and/or dental coverage for up to 18 months, or in certain circumstances, up to 29 months or 36 months. The employee/eligible dependent pays the full premium and may be charged any applicable administration fee as allowed by law.

Dependent Care Flexible Spending Account

If participating in a dependent care flexible spending account, the employee may continue to request reimbursement for qualifying dependent care expenses for the remainder of the plan year to be drawn from the balance remaining in the dependent care account at the time of termination. No further contributions may be made. All claims must be submitted within 90 days of the end of the plan year.

Medical Flexible Spending Account

If participating in a medical flexible spending account at the time of termination, the employee may continue individual contributions and claims to the medical flexible spending account through COBRA provisions until the end of the plan year, if there is a positive balance in the account at the time of termination. The employee may be charged any applicable administration fee as allowed by law.

Beneficiaries

Upon termination or upon notification of a qualifying event, information regarding continuation of coverage is sent or delivered to qualified beneficiaries.

Basic Life, Voluntary Supplemental Life Insurance, and Long-Term Disability Insurance

Conversion of Basic Life, Voluntary Supplemental Life Insurance, and Long Term Disability Insurance is permissible as allowed by the provisions of each plan.

PEERS and PSRS Retirees
In accordance with Missouri statutes, the employee, if participating in the Public Education Employees Retirement System (PEERS) or Public School Retirement System (PSRS), may elect upon retirement continued coverage in the College’s group medical insurance plan.

The retiree must elect coverage within one year from date last employed by the College or a Missouri school district in order to qualify for retiree insurance coverage. Retiree’s dependents may also be enrolled according to the terms of the plan pertaining to eligible dependents. The retiree pays the full amount of the premium for the retiree and any covered dependents. No administration fee is charged.

Content Owner: Human Resources

Revised: Eligibility for Insurance Benefits 07/2005, 11/2012, 02/2015, 08/2017, 11/2017, 06/202

Overview
St. Charles Community College uses social media channels to improve communication with future students, current students, alumni, faculty, staff, and the community. The term “social media” refers to Web-based and mobile technologies which enable individuals or entities to disseminate or receive information, communicate, or otherwise interact. All of the College’s policies that might otherwise apply to employee communications apply equally to communications made via social media.

Representing the College
Employees whose responsibilities include representing the College on officially recognized social media accounts must observe and follow applicable College policies, procedures, and agreements and abide by the Terms of Use for any social media site or platform. College logos, seals, and other marks must not be used for personal social media accounts or accounts not officially recognized by the College without permission from the Office of Marketing and Communications.

The College owns all social media accounts used on its behalf or otherwise for its purposes, including any and all log-in information, passwords, and content associated with each account, such as followers and contacts. Accordingly, the College has the right to remove any content for any reason, including but not limited to content that is deemed threatening, obscene, in violation of intellectual property rights or privacy laws, or otherwise injurious or illegal.

Personal Use of Social Media
The College respects employees’ right to communicate on their own or on other employees’ behalf concerning terms and conditions of employment. Nothing in this policy or accompanying procedures is intended to interfere with the rights of employees under federal and state laws, nor will the College construe the policy and accompanying procedures in a way that limits such rights.

Employees are personally responsible for their social media activities, including those which are conducted using a College email address; which can be traced back to a College domain; which use the College’s information systems; or which implicitly identify the employee as member of College staff, student employee, or faculty member.

Employees may not use social media to post or display comments about coworkers, supervisors, or the College which are vulgar, obscene, threatening, intimidating, or which violate the College’s workplace policies against discrimination, harassment, or hostility on account of age, race, religion, sex, ethnicity, nationality, disability, or other protected class, status, or characteristic. Postings or displays must honor the copyright and intellectual property rights of others, including the College, and must not violate local, state, or federal laws and regulations including, but not limited to FERPA and HIPAA privacy statutes and NJCAA regulations. Employees may not use or disclose personal information about another individual or use or disclose the College’s confidential or proprietary information in any form on social media.

Employees should always make it clear that they are speaking on their own behalf when posting via a personal social media account. When expressing an opinion regarding the College’s positions or actions, employees should also make clear that the poster is an employee of the College and must specifically note that the opinion expressed is a personal opinion and does not represent the views of the College.

Content Owner: Human Resources
Issued: 01/2015
Revised: 10/2019

College administration is authorized to define the terms and circumstances under which employees, including faculty members and student employees, may use social media to represent the College, communicate College policy, represent an official College position, or use social media to the extent that such activities are covered by existing College policies and procedures, take place during work hours, or may be construed as official representations of the College.

All officially recognized College social media accounts must be approved by the Office of Marketing and Communications prior to going live, must provide administrative access to the Office of Marketing and Communications, and must abide by guidelines set by the Office of Marketing and Communications. College-sponsored social media accounts are bound by FERPA and other privacy regulations; therefore, students who are individually publicized through social media, including students identified in photo captions, must have a signed publicity release on file.

Content Owner: Human Resources
Issued: 01/2015
Revised: 10/2019

St. Charles Community College shall provide the following leave to eligible employees in accordance with Administrative Procedures and the Full-time Faculty MOU:

Eligible Staff:
• Vacation Leave
• Sick Leave
• Personal Leave

Eligible Faculty:
• Personal Leave
• Sick Leave

All leave must be submitted and approved by the direct supervisor.

The College provides military leave for eligible employees in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA) of 1994 and Missouri Revised Statutes. Administrative procedures adhere to state and federal statutes.

The College complies with the provisions of the Family and Medical Leave Act (FMLA). Administrative procedures adhere to FMLA requirements.

Content Owner: Human Resources

Issued: 01/2024

To qualify to take FMLA leave under this policy, employees must meet all of the following conditions:

1. The employee must have worked for the College for at least 12 months or 52 weeks. The 12 months or 52 weeks need not have been consecutive.
2. The employee must have worked at least 1,250 hours during the 12-month period immediately preceding the leave.
FMLA leave for one or more of the following reasons will be granted up to a maximum of 12 weeks in a 12 month period:

• The birth of child and to care for a newborn child within one year of birth
• The placement with the employee of a child for adoption or foster care and to care for the newly placed child within one year of placement
• A serious health condition of the employee
• A serious health condition of an employee's spouse, child, or parent
• A qualifying emergency arising out of the fact that the spouse, child, or parent of the employee is on active duty (or has been notified of an impending call or order to active duty) in the Armed Forces

FMLA leave for the following reasons will be granted up to a maximum of 26 weeks in any single 12 month period (subject to medical certification):

• To care for one's own spouse, child, parent, or next of kin who is a covered member of the Armed Forces, National Guard, or Reserves.

An employee who is taking FMLA leave must "substitute" (run concurrently) all accrued paid sick time, personal time, and vacation time prior to being eligible for unpaid leave.

The College will determine the amount of leave available under this policy for an eligible employee by using a "rolling" 12 month period.

Employees must provide to their supervisor and to Human Resources as much notice as practicable based on the circumstances requiring the leave. Employees generally must request leave 30 days in advance when the need for leave is foreseeable. The supervisor must consult Human Resources as soon as there is knowledge an employee needs to be off work in an unpaid status.

Medical certification by an applicable health care provider is required for all leaves with the exception of leave for childbirth. The Department of Labor's "Certification of Health Care Provider" form is available for review on the college Intranet and in the Human Resources Department. A copy is provided to any employee as needed.

An employee must provide certification as soon as reasonably possible and no later than 15 days after the College notifies the employee that the leave may qualify as FMLA. If an employee fails to provide such timely certification, the leave request may be denied until a reasonable period after the required certification is provided. Failure to provide a medical certification within reasonable time may result in denial of the FMLA leave.

For leave of absence due to Armed Forces active duty or call to duty, the employee must provide the available Armed Forces documentation as soon as possible.

For any employee granted Leave under this policy:

1. The college will continue to pay the Employer portion of the group health, dental, and life insurance premiums.

2. The employee must continue to pay the Employee's portion of insurance premiums.

3. For employees who contribute to a Flexible Spending Account, these deductions will be caught up when the employee returns to a paid status.

4. If the employee does not return to work when FMLA leave is exhausted, the opportunity to purchase continuing coverage under COBRA regulation will apply.

For information on potential impact of Family and Medical Leave on retirement benefits, the employee should refer to the PSRS-PEERS website at http://www.psrs-peers.org/.

Employees who take leave under this policy due to their own serious health condition must provide to the Human Resources Department, in advance of returning to work, a "return-to-work" slip from their health care provider stating that they are able to resume the essential functions of their jobs. Employee may not return to work without the appropriate doctor's note.

 Employees are expected to return to work the first workday following the last day of the family or medical leave. In cases where the employee is able to return sooner or the employee needs an extension of leave time, employees are asked to provide 2 days notice of such whenever possible. Upon return from a family or medical leave, an employee will be restored to the same or an equivalent position. An employee's failure to return from leave on the designated date will be handled in accordance with the Attendance Policy.

 Employees who do not qualify for leave under FMLA or who have exhausted family and medical leave may consult the Personal Leave policy to determine their eligibility to apply for a Personal Leave.

Employees are expected to be suitably attired and groomed during working hours or when representing the College. Business Casual dress is the accepted standard office attire for College employees.

Content Owner: Human Resources

Issued:

Revised: 02/2005

Any deviation from Business Casual attire is subject to departmental approval.

If a supervisor deems that an employee’s dress or grooming is not in compliance with this policy, the employee will be sent home on unpaid time, and will be required to return to work properly dressed and groomed. Employees who violate dress code standards are subject to disciplinary action.

Business casual is crisp, neat, and not too tight or baggy. Business Casual is classic rather than trendy. Business Casual is more formal than weekend wear. Appearance should make a positive, professional impression whether meeting with students, coworkers, the general public, management, or community leaders.

Content Owner: Human Resources

Issued:

Revised: 02/2005

The College requires that employees be prompt in reporting for work and that regular attendance is maintained. Supervisory approval is required for any absences.

Employees must be present in their work area and be ready to begin work at the start of the assigned daily work hours. If the employee will be absent, the supervisor must be contacted as soon as the employee has knowledge that he or she will be missing work.

Reporting absences and tardiness to the supervisor must be done in advance of the start of the employee’s scheduled work day. In the event that the employee’s supervisor is unavailable and the employee is unable to personally speak with the supervisor, he or she must leave a voicemail for the supervisor and contact the designated alternate employee(s) as directed by the department’s procedure.

An employee must call in for himself or herself except in an extenuating circumstance making it impossible to do so. In the case of an extenuating circumstance, the employee may have someone else contact the supervisor.

If an employee is absent due to illness for three (3) or more consecutive days, or if there is a record of frequent absences, the supervisor may request that the employee submit a return to work slip from the doctor before returning to work.

Absence from work for three (3) consecutive days without proper notification to the employee’s supervisor will be considered a voluntary resignation.

Patterns of absences, failure to complete scheduled work days, and/or tardiness may be addressed by the supervisor utilizing the College’s Discipline policy.

 

Content Owner: Human Resources

Issued:

Revised: 10/2004

The Board authorizes the College to establish administrative procedures related to staff work schedules, compensation and reporting requirements for non-exempt employees.

Time Sheets

All non-exempt employees must complete a time sheet for each pay period.        

On a daily basis, non-exempt employees must accurately key their in time, out time, unpaid lunch break, and paid break(s) on the time sheet. When a non-exempt employee is required to travel on College business, the supervisor must consult a staff member in the Payroll Department regarding time sheet completion.

If an employee discovers a time sheet error after it has been submitted, the supervisor and the Payroll Department must be notified immediately in order to correct the error.

Employees must not complete any portion of a co-worker's time sheet.

Tampering with or falsification of time sheets in any form is forbidden.

Shift Differential

Employees must be approved to work the scheduled hours to which this differential will apply and the total hours subject to a shift differential will be noted on the time sheet by the supervisor.

Employees who are not regularly scheduled to work hours that fall into this category will receive the shift differential if requested to work a shift that qualifies under the policy guidelines and are approved to work this shift by the supervisor.

Shift differentials will not apply to hours paid (but not actually worked) for time such as emergency closing of the College campus, vacation, personal days, holidays, sick days or similar non-working hours.

Compensatory Time

The College does not have a Compensatory Time Off program. Employees may, with prior supervisor approval, work an adjusted schedule within the same work week. For example, a non-exempt employee who normally works five 8 hour days (40 hours) may work three 8 hour days (24 hours), one 9 hour day (9 hours), and one 7 hour day (7 hours) within the same work week and not incur overtime because hours worked do not exceed 40 hours for the week.

Overtime Pay

Overtime is paid at a rate of one and one-half (1½) times an employee’s regular rate or in special circumstances, overtime is paid at a rate of one and one-half (1½) times an employee’s blended rate.

Blended rates are determined by multiplying the employee’s regular rate by the hours worked and multiplying the employee’s additional rate by the hours worked at that rate, adding the dollars together and dividing by the total number of hours worked.

Overtime is paid on hours worked over 40 in a week that covers Sunday through Saturday. Hours worked do not include hours away from work due to job-related injury, vacation time, sick time, personal time, bereavement time, jury duty, holiday or any other paid time away from work or any unpaid time.

Supervisors must approve overtime in advance.

Meals and Breaks

Employees may take one (1) fifteen minute paid break for each four (4) hours worked, as approved and scheduled by the supervisor. Employees working more than 6 hours will be given an unpaid meal period.

The time of meal periods scheduled varies among departments, depending on the needs of each department. Employees who are scheduled to work eight (8) hours and who take two breaks will schedule one-half (.50) hour unpaid lunch. For the employee who is scheduled to work eight (8) hours, an allowable alternative schedule is to combine the paid break(s) with the unpaid lunch. Non-exempt employees must not perform any work during their unpaid meal period.

Meals and breaks may not be taken at the beginning of or at the end of the workday except for special circumstances with supervisory approval.

Non-exempt employees normally scheduled to work less than ten (10) hours per shift, will receive a meal allowance of eight (8) dollars when working in excess of ten (10) hours in one day at the request of the College. This provision does not apply when the College furnishes meals. Meal allowance forms are available in the Cashier’s Office.

In compliance with Missouri state law, employees of the College are covered by unemployment insurance. The Missouri Employment Security Law provides unemployment insurance benefits for workers who become totally or partially unemployed if they meet the eligibility requirements of the law.

Content Owner: Human Resources

Revised: 03/2006

No deductions are made from employees’ pay checks for this insurance. The College pays the unemployment tax.

For additional information concerning unemployment insurance, or to file an initial, renewed, or weekly claim, employees may contact the Missouri Division of Employment Security through the following means:

www.dolir.mo.gov/es/index.asp

St. Louis Regional Claims Center

314-340-4950

800-320-2519

The College will, as required by law, honor court-ordered garnishments which include but are not limited to child support, wage assignments, federal and state tax liens.

Content Owner: Human Resources

Revised: 02/2007

The Payroll Department will make the necessary deduction, required by the court-ordered garnishment, from each payroll check until the garnishment is satisfied or until the Payroll Department receives a release from the court that issued the garnishment.

The Payroll Department will make an effort to notify the employee in the event a garnishment is served; however, failure to notify the employee will not delay or stop the garnishment amount from being deducted.

The College acts in accordance with the federal statute regarding Consumer Credit Protection Act which places restrictions on the total amount that may be garnished from an employee’s paycheck.

The Payroll Department will deduct, from the first two (2) paychecks of each month, an administrative fee of $3.00 to help defray the costs to the College for processing the wage garnishment. These fees will only be taken when garnishments are active. On the two (2) months each year when employees receive three (3) paychecks, the fee will not be taken from that third (3rd) paycheck, although the garnishment will still be deducted. These fees are allowed under Rule 90.12(a) of the Missouri Supreme Court Rules/RSMo 525.230.

Content Owner: Human Resources

Revised: 02/2007

The College reserves the right to credit, and if necessary, debit an employees account. The Payroll Department will attempt to notify the employee in the event of a debit transaction.

Payroll checks are direct deposited every other Friday (see payroll schedule), usually by 9 a.m.

Employees are allowed direct deposit into one account. Changes to the account where the payroll check is deposited may be made at anytime through the Payroll Department.

Payroll stubs are posted on the employee self-serve portion of the intranet every other Friday (see payroll schedule).

Direct deposit forms are available on the intranet, in the Human Resources Department or in the Payroll Department.

• Employees who are depositing into a checking, credit union, or money market account should fill out the form, attach a blank, voided check (not a deposit slip), and return both to the Payroll Department.
• Employees depositing into a savings account should fill out the form, attach a blank savings deposit slip, and call their bank to obtain the correct routing number since the routing number on the savings deposit slip is not always accurate. Both forms should then be returned to the Payroll Department.
• Employees depositing into a DirectCheck card account must set up the account in the Human Resources Department and the Bank will provide the routing number and account number to the Payroll Department.
• Employees using DirectCheck will be responsible for any applicable fees.

Generally the first paycheck, and any manual correction checks, will not be direct deposited, but will be an actual check. If an employee changes where his or her direct deposit is being sent, the first check after that change is made will result in an actual check being issued. All actual checks will be available at the payroll office for pick up. A photo ID is required when picking up a check in the payroll office.

 

Content Owner: Human Resources

Revised: 08/2004, 02/2024

The College is required by law to take certain deductions from paychecks.

Content Owner: Human Resources

Revised: 08/2004

Mandatory deductions from paychecks include federal/state taxes, St. Louis City tax, if applicable, social security, if applicable, Medicare (up to the federal limit), public school retirement, non-teacher retirement, child support, federal/state liens and garnishments. These deductions are itemized on the check stub.

Content Owner: Human Resources

Revised: 08/2004

In the case of a medical emergency, dial 911. All injuries or illnesses arising from employment must be reported to the supervisor and the Department of Public Safety immediately. The College’s Department of Public Safety will complete a report and provide the employee with a Workers’ Compensation Treatment Authorization form that the employee will present to the health care provider in order to receive treatment. Employees seeking treatment must go to:

St. Luke’s Urgent Care, located at 1051 Wolfrum Rd., St. Charles, MO 63304, between 8 a.m. to 8 p.m.

After 8:00 pm employees must obtain treatment at the Emergency Room at Barnes-Jewish St. Peters Hospital, located at 10 Hospital Drive, St. Peters, MO 63376.

If a prescription is needed as part of the treatment, the employee will receive a form listing all participating pharmacies.

The College will pay for time lost because of a work-related injury or illness during the remainder of the normal workday in which the incident occurs. Workers' Compensation payments for lost wages are not made for the first three (3) full days of lost wages, per state law. Employees may request use of accrued vacation, sick, or personal time for the first three (3) days absence from work. If the employee is off work more than 14 calendar days, payments will be made from the first day of lost time.

Workers’ Compensation payments are two-thirds (2/3) of the employee’s average gross weekly wages and are not subject to state or federal income tax or FICA.

For information on potential impact of worker’s compensation leave on retirement benefits, the employee should refer to the PSRS-PEERS website at www.psrs-peers.org.

Employees returning to work after being absent due to a work-related injury or illness must report to the supervisor prior to beginning work, and must provide a doctor's release to return to work. All doctor’s releases must be forwarded to the Human Resources department.

Under RSMo. 287.020, Missouri law guarantees certain benefits to employees who are injured or become ill because of their jobs. According to Missouri law, a work-related injury is one that occurs in the course of employment and an injury by accident is compensable only if the accident is the prevailing factor in causing both the resulting medical condition and disability. Similarly, an injury by occupational disease is compensable only if the occupational exposure was the prevailing factor in causing both the resulting medical condition and disability.

Content Owner: Human Resources

Revised: 03/2009

Annual Performance Evaluations are required for all full-time employees. The college will adhere to administrative procedures for staff and the Memorandum of Understanding for faculty for evaluation processes.

During a formal performance evaluation the supervisor may cover the following areas:

• The quality and quantity of work
• Strengths and areas for improvement
• Attitude and willingness to work
• Commitment to excellence
• Teamwork
• Continuous learning and improvement
• Cooperation and customer service
• Ongoing professional growth and development

Developmental opportunities are generally established during the performance evaluation process. This is intended to be a collaborative discussion between the employee and the supervisor, as a way to discuss interests and future goals, and a method to identify training opportunities that will benefit the employee and the College.

An employee may have a copy of the completed performance evaluation. All original, completed performance evaluations are forwarded to and maintained by the Human Resources department.

To ensure the College's business is conducted properly and efficiently, all employees must conform to certain standards of attendance, conduct, civility and work performance as defined by Board policy and procedures and Full-time and Part-time faculty MOUs.  Every employee is expected to participate and cooperate fully and truthfully in any college-led inquiry, investigation, or disciplinary procedure. Failure to cooperate may result in disciplinary action up to termination of employment. Procedures associated with performance deficiencies are outlined in Board administrative procedures and MOUs.

Inquiry, Investigation/Discipline Procedure

Every employee is expected to participate fully in any college-led inquiry, investigation, or disciplinary procedure. Failure to cooperate may result in disciplinary action up to termination of employment.

Concerns are investigated in a thorough, reliable, and impartial manner prior to disciplinary action being taken.

Violation of the College’s performance standards, policies, procedures, and practices or standards of conduct generally, but not always, may be handled in the following progressive manner:

Step One: Verbal Warning

Step Two: Written Warning

Step Three: Final Written Warning (a Disciplinary Suspension may occur concurrently)

Step Four: Dismissal

For concerns of discrimination, harassment, sexual harassment, and sexual violence, investigation procedures are located in P-534 Prohibition of Discrimination, Harassment, Sexual Harassment, and Sexual Violence.

Administrative Leave

An employee may be placed on Administrative Leave while the College completes an investigation of an alleged policy violation. This is an interim measure which may be imposed temporarily by joint decision between Human Resources management and the division Vice President or by the Title IX Coordinator in Title IX matters. In the event of an Administrative Leave, the employee will be notified whether the time away from work will be with or without pay. Violation of Administrative Leave may lead to disciplinary action(s).

Step One: Verbal Warning

The supervisor will meet with the employee to communicate the concern and the expected remedy. The purpose of this conversation is to serve as a reminder of a rule or a performance expectation, and to clarify the employee’s responsibility to meet expectations.

Step Two: Written Warning

If performance does not improve, or if there is continued or additional violation of the College’s performance standards, policies, procedures, and practices or standards of conduct, the supervisor and/or Human Resources management will meet with the employee to discuss the concern. The employee will receive written notification of the concern and the expectations that must be satisfactorily met. A copy of the written notification will be placed in the employee’s personnel file.

Step Three: Final Written Warning/Disciplinary Suspension

If performance does not improve, or if there is continued or additional violation of the College’s performance standards, policies, procedures, and practices or standards of conduct following the Written Warning, the supervisor and/or Human Resources management will meet with the employee to discuss the concern. The employee will receive final written notification of the concern and the expectations that must be satisfactorily met. A Final Written Warning may also be accompanied by a Disciplinary Suspension. In this situation, the employee will spend a determined number of unpaid day(s) away from work. During this time away from work, the employee will decide whether to return to work and adhere to all requirements, or whether to terminate employment with the College. A copy of the final written notification will be placed in the employee’s personnel file.

As deemed necessary by the Administration of the College, an employee may be placed on Suspension while the College completes an investigation of an alleged policy violation. In this situation, the employee will be notified whether the time away from work will be with or without pay.

Step Four: Dismissal

Dismissal is defined as the ending of the employment relationship by the College, and this typically results after progressive disciplinary steps have failed to correct the concern. However, in certain situations immediate dismissal may occur.

The actions listed below are a representative sample of occurrences which may lead to immediate dismissal. Other actions not specified below, but of a similarly serious nature, may also result in immediate termination of employment.

• Failure to follow safety practices
• Falsification of the College's records
• Insubordination
• Knowingly making false or misleading statements during investigation/disciplinary procedures
• Theft
• Threat of, or the act of, doing bodily harm
• Violation of Drug-Free Workplace Policy
• Violation of policies regarding discrimination, harassment, sexual harassment, or sexual violence
• Willful or negligent destruction of property

Problem Solving and Appeals

A staff member may use the problem solving procedures when they believe there has been a violation, misinterpretation, misapplication, or unreasonable application of a College policy, procedure, rule, or regulation regarding that individual’s employment conditions.

Staff members are encouraged to discuss the concern with their supervisor. If the concern is not resolved, the staff member may choose to follow the following problem-solving steps:

STEP 1: Within fifteen [15] days after the occurrence of the concern or problem, the staff member will present the problem in writing to the department supervisor or manager.

Within five [5] days after receipt of the written notice, the supervisor or manager will hold a conference with the staff member.

Within five [5] days following the conference, the supervisor or manager will conduct any investigation that may be necessary and provide a written response to the staff member.

STEP 2: In the event the staff member is not satisfied with the response, he or she may appeal the response in writing to the division Vice President and Vice President for Human Resources within five [5] days following receipt of the supervisor’s or manager’s response. With this appeal the staff member will include a copy of the original notice of concern as well as any replies received.

Within five [5] days after receipt of the appeal, the Vice President for Human Resources will hold a conference with the staff member.

Within five [5] days following the conference, the Vice President for Human Resources will conduct any further investigation that may be necessary and provide a written response to the staff member.

STEP 3: In the event the staff member is not satisfied with the response, the staff member may appeal the response in writing to the College President within five [5] days following receipt of the Vice Presidents' response. With this appeal the staff member will include a copy of the original notice of the concern and all replies.

Within five [5] days after receipt of the notice of the problem, the President will examine the record of the concern, conduct any investigation necessary, and either hold a conference with the staff member or issue a decision after reviewing the information provided. The President’s decision will be final.

If the investigation/disciplinary procedures and the appeal result from a report of discrimination, harassment, or sexual harassment, The appeal will begin at STEP 2. The reporting party will also be notified in writing of the result of the appeal and any changes in the disciplinary action imposed if the disciplinary action directly relates to the reporting party (e.g., an order that the employee stay away from the reporting party). 

If the investigation/disciplinary procedures and appeal result from a report of a crime of violence or non-forcible sex offense (as defined in 34 C.F.R. §99.39), the appeal will begin at STEP 2. The reporting party and the responding party will be notified of the result of the appeal and any changes in the disciplinary action imposed. If the alleged victim is deceased as a result of the crime or offense, the disclosure may be requested by the next of kin of the alleged victim. 

If the staff member does not appeal a decision at any step within the specified time frame, the problem solving process will be considered terminated by consent of the staff member.

No adverse action will be taken by the College toward a staff member for use of the problem solving process. However, disciplinary action may be taken by the College toward the staff member for knowingly making untrue or misleading statements in connection with the problem solving process, or for knowingly making an untrue or unfounded claim.

A request for use of the problem solving process may be withdrawn in writing at any time.

Consideration will be given to the staff member’s work schedule when scheduling problem solving conferences.

A copy of the problem solving request, written responses, and appeals at each step will be forwarded to the Vice President for Human Resources who will maintain all problem solving records.

All documents, communications, and records pertaining to a problem solving process will be maintained in a file separate from the staff member’s personnel file.

Day: A “day” means a calendar day except a Saturday, Sunday, and approved holidays or paid time off.

 

Content Owner: Human Resources

Revised: 07/2015

St. Charles Community College shall participate in the Public School Retirement System of Missouri (PSRS) and the Public Education Employees Retirement System of Missouri (PEERS) as required by Missouri State Law.

All employees of St. Charles Community College are expected to conduct themselves in a manner which reflects the Values of the College. Performance, work habits, conduct, or demeanor that fails to maintain standards applicable to an employee of the College shall subject the employee to disciplinary action up to and including dismissal, as determined appropriate by College administration.

All employees are expected to conduct themselves in a professional and ethical environment, both on and off campus, and maintain the highest level of integrity and honesty in their work, including treating each other with respect and dignity. Accordinly, employees should refrain from engaging in behavior (written, verbal or non-verbal) that a reasonable person would find threatening, intimidating or harassing.  This includes oral, written, visual or physical conduct by an employee that: (a) has the purpose or effect of unreasonably interfering with an individual’s employment or educational performance; or (b) has the purpose or effect of creating an unreasonable or unlawful intimidating, hostile, offensive, or abusive enviornment for an individual’s employment, academic pursuits, living environment, or participation in a College activity.  

For Full-time Faculty found to be in violation of this Policy, sanctions and appeals are governed by the Memorandum of Understanding for Full-time Fauclty.  

For all other employees, sanctions and appeals are governed by Article IV.24 Performance Deficiencies.

Employees are required to comply with all applicable laws and regulations, and polices, procedures, and established guidelines of the College.  Employees must avoid any situation that might create a conflict of interest or appearance of a conflict of interest.  Harassment or discrimination of any kind, including sexual harassment, racial harassment, and other forms of unlawful harassment or discrimination, will not be tolerated.  

 

Collective Bargaining
The Board of Trustees recognizes that certain College employees have the right 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.

Establishment of Additional Procedures
College employees shall 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.

Authorized Bargaining Units
The same labor organization shall not represent both non-supervisory and supervisory public employees. For the purposes of this section, the term "supervisory public employee" means anyone with supervisory status, managerial status, confidential status, administrative status, security status (guards or any individual employed to enforce against employees and other persons rules to protect property of the College or to protect the safety of persons on the College’s premises) or any other status that would cause a conflict of interest.

Content Owner: Human Resources

Issued: 10/2015

Revised: 06/2024

St. Charles Community College shall provide administrative procedures for hiring and classroom attendance of adjunct faculty members.

The St. Charles Community College Board of Trustees has established the honorary title of Emeritus to faculty members who have been approved by College Administration. This status shall carry privileges as specified in Administrative Procedures.

Content Owner: Human Resources
Issued: 02/2021

Emeritus Faculty is an honorary status granted by the College President. Although the status does not create an employment guarantee, St. Charles Community College recognizes and values the contributions of Emeritus Faculty.

Effective May 1, 2022 Emeritus Faculty who elect to teach after retirement will be compensated at a rate of pay not less than the established pay rate for part-time faculty. Faculty granted Emeritus status prior to May 1, 2022 and who taught in the 2021-22 academic year, will be paid at their current rate.

Future increases in compensation will be based on the same increase approved by the Board of Trustees for part-time faculty.

Content Owner: Human Resources
Issued: 04/26/22