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TRANSCRIPT
06/14
STAFF
HANDBOOK
Revised: June 2014
TABLE OF CONTENTS
FROM THE PCC PRESIDENT ............................................................................................................................... i FORWARD ............................................................................................................................................................... ii NOTICE OF NON-DISCRIMINATION .................................................................................................................. ii LOCATION AND ROOM INFORMATION ......................................................................................................... iii CAMPUS MAP ....................................................................................................................................................... iii MAIN BUILDING ................................................................................................................................................... iv WHOM TO CONTACT ............................................................................................................................................ v ORGANIZATIONAL CHART ................................................................................................................................ vi
GENERAL INFORMATION ...................................................................................................... 1
PRATT COMMUNITY COLLEGE ......................................................................................................................... 2 STATEMENT OF PHILOSOPHY............................................................................................................................ 3 MISSION STATEMENT .......................................................................................................................................... 3 VISION STATEMENT ............................................................................................................................................. 3 STATEMENT OF INSTITUTIONAL PURPOSE .................................................................................................... 4 BOARD OF TRUSTEES’ INSTITUTIONAL GOALS............................................................................................ 5
PERSONNEL INFORMATION ................................................................................................. 7
DEFINITIONS .......................................................................................................................................................... 8 EMPLOYEE RULES ................................................................................................................................................ 9 YOUR SUPERVISOR .............................................................................................................................................. 9 KEEPING TIME RECORDS .................................................................................................................................. 10 ABSENCES AND TARDINESS ............................................................................................................................ 10 SAFETY .................................................................................................................................................................. 10 MISTAKES ............................................................................................................................................................. 10 PAYMENT OF DEBTS .......................................................................................................................................... 10 TALKING THINGS OUT....................................................................................................................................... 10 EMPLOYMENT REQUIREMENTS ...................................................................................................................... 11 PERSONAL DATA CHANGE ............................................................................................................................... 11 PERSONNEL FILES .............................................................................................................................................. 11 EMPLOYEE RECOGNITION PROGRAM ........................................................................................................... 11 EVALUATIONS ..................................................................................................................................................... 12 RESIGNATIONS/END OF EMPLOYMENT ........................................................................................................ 12 WORKING HOURS ............................................................................................................................................... 12 PAYDAY ................................................................................................................................................................ 12 PAYROLL DEDUCTIONS .................................................................................................................................... 12 OVERTIME/COMPENSATORY TIME ................................................................................................................ 13 CLASSROOM SUBSTITUTION ........................................................................................................................... 15
FRINGE BENEFITS .................................................................................................................. 16
WORKER'S COMPENSATION ............................................................................................................................. 17 EMPLOYEES FLEXIBLE BENEFIT PLAN ......................................................................................................... 17 KANSAS PUBLIC EMPLOYEES RETIREMENT SYSTEM (KPERS) ............................................................... 17 VOLUNTARY TAX SHELTERED ANNUITY PROGRAM ................................................................................ 18 TUITION REMISSION .......................................................................................................................................... 18 GROUP TERM LIFE INSURANCE ...................................................................................................................... 18 GROUP HEALTH INSURANCE ........................................................................................................................... 19 HOLIDAYS ............................................................................................................................................................. 19 VACATION ............................................................................................................................................................ 20
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SICK LEAVE .......................................................................................................................................................... 22 SICK LEAVE BANK .............................................................................................................................................. 23 JURY DUTY/SERVING AS WITNESS ................................................................................................................ 23 BEREAVEMENT ................................................................................................................................................... 24 PERSONAL LEAVE .............................................................................................................................................. 24 IN-SERVICE TRAINING & STAFF DEVELOPMENT ....................................................................................... 24 PERSONAL/PROFESSIONAL DEVELOPMENT ................................................................................................ 25 EMPLOYEE ASSISTANCE PROGRAM .............................................................................................................. 26 STAFF SENATE ..................................................................................................................................................... 27
POLICIES AND PROCEDURES ............................................................................................. 28
NEPOTISM POLICY .............................................................................................................................................. 29 AFFIRMATIVE ACTION PROGRAM .................................................................................................................. 29 DRUG-FREE WORKPLACE ................................................................................................................................. 29 PAY INCREASE POLICY ..................................................................................................................................... 30 COMPLAINT/GRIEVANCE POLICY .................................................................................................................. 30 COMPLAINT/GRIEVANCE PROCEDURE ......................................................................................................... 31 HARASSMENT AND DISCRIMINATION POLICY ........................................................................................... 33 SICK LEAVE BANK GUIDELINES & PROCEDURES ...................................................................................... 35 INDEX OF ADMINISTRATIVE POLICIES ......................................................................................................... 36 INDEX OF BOARD POLICY ................................................................................................................................ 39 CRISIS INTERVENTION & EMERGENCY PREPAREDNESS PLAN .............................................................. 41
06/14 i
FROM THE PCC PRESIDENT
Every member of the college community is important to our overall success in helping
students learn. Everything we do at Pratt Community College contributes one way or another
to preparing our students to be successful in the classroom, laboratory, shop and even in
athletics. Teaching and learning is our primary mission, but mission performance depends a
great deal on how we support each other and our students.
This handbook provides a wealth of information to help you to quickly feel that you are a
part of the college community. The Employee Handbook provides you most of the
information about employee entitlements, policies, procedures and a host of other topics that
may be important to you both personally and on the job. We want Pratt Community College
to be a place where people would really like to work. Therefore, please feel free to make
suggestions to effect positive change. Why not start with this handbook by reading it and
telling us how to make it more informative. I’m glad you chose to work at PCC.
Sincerely,
Dr. Michael D. Calvert
President
06/14 ii
FORWARD
This edition of the Pratt Community College Staff Handbook is intended as a reference to
give new staff members, as well as long-time employees, an overview and update of
personnel policies, practices and procedures. Policies are reviewed on a two-year rotation.
Current policies and their updates can be found in the “Policies and Procedures” section of
this handbook.
The Board of Trustees and Administration, at all times, reserves the right to add to,
delete from, alter, amend or waive the application of these policies, practices and
procedures. The student, faculty, and staff handbooks published by the college are
considered administrative policies. (Admin. Policy 200-50)
This Handbook is not designed to provide specific practices or policies for every situation.
Questions concerning specific practices and policies, or how the general rules apply, should
be discussed with your supervisor. Read this Handbook carefully and keep it for future
reference.
This Handbook is prepared for informational purposes only and does not constitute a
contract between the College and its employees, and should not be construed as such.
Employment by the College is not for a definite term and may be terminated by the College
or the employee at any time, for any reason. No supervisor of the College or any other
person, except the President of the College, has any authority to enter into any agreement for
employment for any specified period of time or make any binding representations or
agreements inconsistent with this Handbook.
NOTICE OF NON-DISCRIMINATION
Pratt Community College does not discriminate on the basis of any characteristic protected
by law in all aspects of employment and admission in its’ education programs or activities.
Any person having inquiries concerning Pratt Community College's compliance with the
regulations implementing Title VI, Title IX, or Section 504 is directed to contact the Director
of Personnel.
Any questions or complaints concerning equal employment opportunity, including sexual
harassment, are to be reported immediately to the Personnel Director or to the President of
the College if anyone in the Personnel Department is allegedly involved in such complaint.
Any question or complaint in this regard will be handled promptly.
06/14 iii
LOCATION AND ROOM INFORMATION
Numbered Rooms on Campus
0 - 99 ..............Benson Education Building
100 - 150 ..............Gwaltney Hall (vocational building)
200 - 250 ..............Ag Power Building (auto/diesel building)
300 - 350 ..............Riney Student Conference Center
400........................Chandler Hall
500........................Electrical Powerline Distribution Building
CAMPUS MAP
06/14 iv
MAIN BUILDING
06/14 v
WHOM TO CONTACT
Absence ....................................................Immediate Supervisor
Alumni .....................................................Foundation Director
Athletic Tickets ........................................Director of Athletics
Asset Tests ...............................................Director of Student Success Center
Audio Visual Equipment..........................Director of Learning Resources
Big Blue Booster Club .............................Director of Athletics
Budget ......................................................Vice President of Finance & Operations
Clubs & Organizations .............................Coordinator of Student Life/Information Services
Committee Assignments ..........................Administrative Assistant to President
Computer Services ...................................Director of Information Systems
Concurrent/Off Campus Classes ..............Director of Admissions
Contracts, Employment............................Personnel Director
Contracts, Non-Employment ...................Vice President of Finance & Operations
Credit Cards (Master Card, etc.) ..............Cashier
Custodial Services ....................................Director of Building & Grounds
Daily Bulletin ...........................................Adm. Assistant to VP of Finance & Operations
eLearning Center ......................................eLearning Center Manager
Employment Benefits...............................Personnel Director
Endowment Association ..........................Foundation Director
Envelopes/Letterhead ...............................Payroll Accountant
Expense Reimbursement ..........................Vice President of Finance & Operations
Fax Machine.............................................Switchboard Operator
Financial Aid/Scholarships ......................Financial Aid Director
Keys .........................................................Director of Building & Grounds
Lost and Found ........................................Switchboard Operator
Mail ..........................................................Switchboard Operator
Office Supplies.........................................Switchboard Operator
PCC Foundation .......................................Foundation Director
Paychecks .................................................Payroll Accountant
Payroll Deductions ...................................Director of Personnel
Publicity ...................................................Coord. of Marketing Communications & College Relations
Purchasing ................................................Vice President of Finance & Operations
Scheduling of Facilities............................Adm. Assistant to VP of Finance & Operations
Security ....................................................VP of Finance & Operations
Student Enrollment ..................................Coordinator of Enrollment Services
Student Billings ........................................Student Account Coordinator
Student Transcripts ..................................Registrar
Student Counseling ..................................Director of Student Success Center
Telephone Problems.................................Computer Center, #106
Tuition Remission ....................................Personnel Office
Vehicles....................................................Adm. Assistant to VP of Finance & Operations
06/14 vi
Board of Trustees
President
Planning and Institutional
Effectiveness
PCC Foundation
Athletics
Personnel
VP Finance and Operations VP Students & Enrollment
Management VP Instruction
Information
Technology
Administrative
Assistant
Financial Aid
Business
Office
Security
Facilities
Maintenance
Bookstore
Student Learning
Outcomes
Admin.
Assistant
Dean of Nursing
Arts, Education &
Communications
Learning
Resources
Math &
Science
Social Sci.,
Business &
HPER
Agriculture Business &
Industry
New Program
Development
Pratt
Campus
Nursing
Partnership
Program
College
Health
Allied
Health
Media
Administrative
Assistant
Student Life
Residence Life
Food Services
Data
Management
Administrative Assistant
Web
Maintenance
Federal Grants
(Title III, DOE)
Rodeo PASS Program
Admissions/
Enrollment
Services
Admissions
Registrar
Outreach/
College Start
Enrollment
Services Online
Nursing
Student
Success Center
Winfield
Campus
Nursing
College Relations
Assistant VP Instruction
Applied
Technology
Program
Accreditation
ORGANIZATIONAL CHART
This organizational chart depicts the official organizational structure of Pratt Community College. (Aug. 2013)
06/14 1
GENERAL INFORMATION
06/14 2
PRATT COMMUNITY COLLEGE
Founded in 1938, Pratt Community College is a public, tax-supported institution governed by a
seven-member Board of Trustees elected by the voters of Pratt County.
Situated on an 80-acre campus in Pratt, Kansas, just eighty miles west of Wichita, the campus
offers modern, state-of-the-art facilities. The main building contains the administrative offices,
library, classrooms, science laboratories, auditorium, sports arena and automotive shop.
Gwaltney Hall contains shops and classrooms for the vocation/technical programs in agriculture,
building trades, graphics, and welding.
The Ag Power Building, completed in 1987, provides a classroom, laboratory, and office space
for the ag power program and a general education classroom.
A Student Union and Conference Center was completed in the summer of 1989. Now referred to
as the Riney Student Conference Center, it houses the Delmar Riney Art Gallery, cafeteria,
bookstore, student lounge area, recreation center, fitness center and various conference rooms.
The George and Barbara Chandler Hall was completed in December 2002. This building houses
classrooms, laboratories, and offices for the nursing and art departments.
Six residence halls provide housing during the academic year for 356 students. Also on the main
campus is Stanion Baseball Diamond, the Herb Huffman Rodeo Arena, the Agricultural
Activities Center, the indoor batting facility, soccer field, Electric Power Tech building and a
maintenance building.
TYPE: Two-year public, comprehensive community college and area vocational school offering
broad-based educational programs that meet the diverse educational needs of south-central
Kansas.
OPEN ADMISSIONS: PCC philosophy and practice epitomize the "open door" perspective in
assuring equal access to the programs of study offered to all interested citizens residing in south-
central Kansas.
DEGREES: PCC offers five different types of Associate Degrees plus occupational certificates
- Associate in Science, Associate in Arts, Associate in Applied Science, Associate in Applied
Science in Nursing and Associate in General Studies.
STUDENT BODY: An average fall enrollment of 700 full-time, 500 part-time and 500 high
school students. During the 2012-2013 school year, 2,325 students were served.
COLORS: Blue and White
MASCOT: Beaver
WEB SITE: www.prattcc.edu
06/14 3
STATEMENT OF PHILOSOPHY
Students are provided opportunities for academic, personal and career growth in a student
centered learning environment.
Elaboration: The Board of Trustees and the college administration are accountable to the public
to provide for open admissions and accessibility through both traditional and non-traditional
delivery systems.
Consistent with this philosophy, Pratt Community College supports the policy of open
admissions believing it is critical to assuring a viable educational opportunity for all potential
students. The policy will be administered to assure access to the college and all of its services.
While Pratt Community College is an open admissions institution, selected programs and courses
may require testing and/or prerequisites to ensure student readiness. Implicit in the college's
mission statement is producing graduates qualified to perform in their fields of study. Therefore,
open admissions provide the first step to qualifying entrance into a program of choice while
recognizing varying abilities and backgrounds of students. Remedial and developmental study
programs are used to bridge the gaps between students’ preparation and course/program
requirements. Quality instructional programs based on the assessment of learning outcomes
provide the means for student learning and fulfilling educational objectives.
MISSION STATEMENT
Pratt Community College is a student learning centered public institution of higher education
that grants associate degrees and occupational certificates. The mission of Pratt Community
College is maximum student learning, individual and workforce development, high quality
instruction and service and community enrichment.
VISION STATEMENT
Pratt Community College will be recognized as a center of excellence for higher education.
Elaboration: PCC will be mission and market driven, geographically diverse, and known for its
excellence in education, business/industry training and student/customer service. Students and
customers will be able to choose from a menu of quality driven, value-added traditional and
distance educational programs and services. Providing outcomes-driven instruction, and support
services that enhance the growth and development of our students in a learning centered
environment will be an institutional priority. The college will also be known as the region’s
higher education center for the delivery of upper division and graduate instruction through
cooperating universities. PCC will use leading edge technology for delivery of instruction and
services conveniently, efficiently and effectively. The college administration will assure that a
participative management environment and healthy institutional climate exist for the benefit of
all constituencies. Business, industry and community leadership will partner with the college to
address educational and training issues.
06/14 4
STATEMENT OF INSTITUTIONAL PURPOSE
Striving for excellence, Pratt Community College has publicly adopted the following specific
institutional purposes. To:
1. Provide associate degree programs consisting of a general education core and other
courses that satisfy lower division requirements of selected baccalaureate programs.
2. Provide associate degree and certificate programs consisting of a general education core
and other courses that qualify students for employment.
3. Provide continuing education courses that respond to more immediate career and
personal learning needs.
4. Provide educational programs that advance student achievement.
5. Provide access to college credit coursework and associate degrees to south central Kansas
and beyond.
6. Provide academic and support services that respond to personal, social and career
planning needs of students.
7. Provide customized training and services that assist businesses/industry and aid economic
development.
8. Engage the community by ensuring public access to information and providing social and
cultural programs and services that address responsible citizenship, diversity, and
improve the quality of life.
9. Collaborate with state and private higher education institutions to provide additional,
lower division, upper division and graduate instruction.
10. Foster an institutional environment that promotes the freedom of inquiry necessary for
exceptional learning and teaching.
06/14 5
BOARD OF TRUSTEES’ INSTITUTIONAL GOALS
2013-2018 Institutional Goals and Objectives
As stated in the Mid-Range Plan
GOAL ONE: Enrollment Growth
A. New Program Development
1. Increase online enrollment
2. Expand Partnership with WATC
3. Plan, develop and offer short-term workforce development programs
4. Offer CompTIA A+ and NET+ certification programs
5. Seek B & I opportunities with oil and gas industry
6. Develop and offer Solar Poser for B & I
7. Nationally market the existing online Electrical Power Technology program
8. Develop a college relationship plan for extended service area, including area USDs
B. Retention
1. Develop a state wide working relationship with business and unified school districts
to promote/fill existing programs. Focus increasing enrollment through relationship
building.
2. Improve the consistency and or availability of required coursework
3. Improve student satisfaction to increase annual retention rates (Fall to Fall)
4. Increase student success in “’barrier” courses through
GOAL TWO: Service Excellence
A. Advising
1. Implement Academic Plan
2. Target at-risk developmental retention by increasing faculty expertise in advising
practices
3. Increase expertise of faculty/staff academic advisors
B. Access
1. Develop partnerships to provide student access to program and courses not accessible
through PCC
2. Increase online enrollment – for cross-reference
3. Pursue programs/initiatives to support enrollment in Hispanic population
C. Online Services
1. Explore additional options for math requirements – with the intent of removing
barriers for students who are unable to complete college algebra, but could complete a
different math requirement.
2. Explore a freshmen orientation process/class as a requirement to all incoming
students. Would partially meet the need of transitioning PASS to all students.
3. Introduce a mobile friendly web page
4. Utilize online/digital textbooks via tablets in library
5. Convert tech programs to online/hybrid format
06/14 6
GOAL THREE: Improve Internal Processes
A. Streamline
1. Improve the intake training process for newly hired employees
2. Study/Implement Desktop virtualization
3. Sustain selected Title III activities.
4. Develop desktop guides for every position
5. Install Power Campus Portal
6. Ensure that each instructional and support service program is reviewed at least once
every five years.
7. Assess existing programs for productivity and efficiency (innovative, workforce demand)
B. Training
1. Develop an annual division in-service training plan for gull-time and adjunct instructors
2. Develop an annual division in-service plan for staff development (soft skills, customer
service, computer skills)
3. Develop an annual training plan to enhance supervisory skills
4. Assess the effectiveness of in-service training activities in terms of satisfaction and
outcomes
06/14 7
PERSONNEL INFORMATION
06/14 8
DEFINITIONS
Full-time - an employee who is assigned to work forty (40) hours a week on a regular and
continuous basis.
Part-time - an employee who works less than forty (40) hours a week on a regular and
continuous basis.
Temporary - an employee who works on a sporadic basis.
Seasonal - an employee who works on a regular and/or repetitious basis during a specific period
or part of the year.
Workweek - a forty (40) hour week, commencing at 12:00 a.m. Saturday and ending at 11:59
p.m. on the following Friday. The forty (40) hours are scheduled within that period.
Hourly Rate - regular pay rate for an employee paid by the hour.
Overtime - all hours worked by a non-exempt employee in excess of 40 hours during the work
week.
Non-Exempt - employees who are not considered exempt under the provisions of the Fair Labor
Standards Act. Non-exempt employees are entitled to overtime pay/compensatory time in
accordance with the Fair Labor Standards Act.
Exempt - certain "professional, executive, or administrative" positions which are legally exempt
from the overtime requirements of the Fair Labor Standards Act and the college's overtime
policy. Exempt employees are paid at a fixed monthly rate and do not receive overtime pay.
Classified Personnel - Employees paid on the basis of hours worked, including but not limited to
secretaries, clerks, security officers, bookkeepers, and custodial and maintenance workers.
Professional Personnel - Employees paid an annual salary and are exempt from completing time
sheets.
Administrative Personnel - Consists of the college President, Vice Presidents, Asst. Vice
Presidents, the Athletic Director and Deans.
06/14 9
EMPLOYEE RULES
Whenever people work together, some rules and guidelines for conduct are necessary. We have
not attempted to list every College rule or policy but instead have listed some basic rules. The
College will discipline, up to and including discharge, for violations of any College rule or
policy including, but not limited to, the following, or for any other inappropriate conduct or
action:
1. Insubordination or failure to carry out College instructions or rules (including safety
rules), or other policies of the College as set forth in this booklet or otherwise made
known to employees;
2. Interference with business or production, inefficiency, incompetence, neglect of duties; or
poor performance or attitude.
3. Repeated tardiness or absence from work or work station;
4. Dishonesty;
5. Handling or punching timecard of another, allowing own timecard to be punched by
another, or altering a timecard without College authorization;
6. Possession or removal from the College, property of the College or others without
authorization of the owner;
7. Abusive or discourteous language, sexual harassment, threats, fighting or injury to the
person or property of College personnel or others doing business with or seeking to do
business with the College;
8. Being under the influence, possession, sale or use of alcohol or unauthorized drugs on
College time or property;
9. Gambling or possession of weapons on College time or property;
10. Soliciting or distributing literature in violation of College policy.
YOUR SUPERVISOR
Your supervisor is very important to your welfare and progress at the College. Ask your
supervisor about anything you do not understand.
06/14 10
KEEPING TIME RECORDS
Non-exempt employees are responsible for keeping an accurate record of time worked, and we
must insist that no person other than those authorized by the College record an employee's time
or handle an employee's time record in any manner. If you make an error in recording your time,
notify your supervisor.
ABSENCES AND TARDINESS
It is very important that you be regular in your attendance and that you report to work on time. If
it is necessary for you to be absent or late, notify your supervisor immediately so the College can
make the necessary arrangements. Repeated absences or tardiness will result in disciplinary
action.
SAFETY
Safety is an important part of your job. It is each employee's responsibility to use common
sense, to follow all safety rules and instructions and to use appropriate safety equipment.
MISTAKES
Mistakes occasionally occur, but it is wrong to conceal a mistake. If you do make a mistake,
notify your supervisor immediately.
PAYMENT OF DEBTS
Creditors can garnish your wages by court order. You should meet your financial obligations so
this action will not be necessary.
TALKING THINGS OUT
All of us have work problems from time to time, and we want to help you resolve such problems
if possible. But we can't help you unless you tell us. If you have such a problem, discuss it first
with your Department Head. If, after talking it over with your Department Head, you still feel
dissatisfied, talk it over with the Personnel Director.
06/14 11
EMPLOYMENT REQUIREMENTS
The following documentation must be on file in the Personnel office prior to the employee
beginning work:
-- Application
-- W-4 Form, K-4 Form
-- Official Transcripts (if required)
-- I-9 Form w/verification documentation
-- Drug-Free Workplace Form
-- Employee Information Sheet
-- Loyalty Oath
PERSONAL DATA CHANGE
If an employee has a change of address, name, telephone number, payroll withholding status,
marital status, beneficiary, or other pertinent personal information, the employee should notify
the Personnel Office in writing as soon as possible. The College is not responsible for any loss
of benefits, which could result from the employee's failure to report such changes in writing.
PERSONNEL FILES
The official personnel file for each employee is maintained in the Personnel Office. All official
employment documentation such as contracts, evaluations, and application materials will be kept
in this file. You may request access to your file (except for confidential letters of reference) and
may insert information related to your employment at any time. Other individuals with access to
your personnel file are the President, Department Head, immediate supervisor, and Personnel
office staff.
EMPLOYEE RECOGNITION PROGRAM
The administration will develop and administer an Employee Recognition program that fosters
productivity, excellence, mission effectiveness, and improved morale. Monies will be set aside
in the budget for purchase of employee recognition awards.
06/14 12
EVALUATIONS
Full time administrative, professional exempt, professional non-exempt and classified employees
shall be evaluated at least one (1) time per year for the first three years and at least once every
three years thereafter. Part time employees who are 0.50 FTE or above shall be evaluated at
least once every two years. Persons to be evaluated shall participate in their evaluations and
shall be afforded the opportunity for self-evaluation. The original evaluation form, signed by
both the supervisor and the employee, will be forwarded to the Personnel office to be placed in
the employee's file.
Board Policy 5-05
RESIGNATIONS/END OF EMPLOYMENT
In the event you choose to resign your employment at will with the College, you are asked to
submit a letter of resignation to your supervisor, stating last day you will actually be working and
reason for leaving, no less than two (2) weeks in advance of your final work day. Your last
active working day will be considered the date your employment is terminated. All benefits will
cease at that time. You will be required to return all college keys, credit cards, and all other
college property in your possession.
WORKING HOURS
Regular working hours are normally 8:00 a.m. to 5:00 p.m. Monday through Friday for most
positions other than those in Athletics or Building and Grounds and Security Departments. Both
Building and Grounds and Security Departments require shift work with some overlap to allow
for safety and security. Summer working hours, i.e., June-August, will be announced and may be
adjusted depending on the class schedule.
PAYDAY
Payday will be the 22nd day of the month unless that day falls on a Saturday, Sunday, or a
holiday, in which case payday will be the first workday preceding the 22nd day of the month.
Payment may be made by direct deposit to the depository of your choice.
PAYROLL DEDUCTIONS
Regular mandatory payroll deductions will be made for federal income tax, state income tax,
FICA (Social Security), and Kansas Public Employee's Retirement Program (KPERS) as
required by law. The following voluntary payroll deductions can be made for your benefit, but
will not be made without your written authorization:
-- Flexible Benefit Deductions
-- Tax Sheltered Annuity
06/14 13
-- Big Blue Booster Club
-- PCC Foundation
-- Pratt County United Way
-- Employees Assistance Fund
OVERTIME/COMPENSATORY TIME
Supervisors may require any non-exempt employee to work overtime hours in order to meet
special or unusual business operation needs beneficial to PCC.
Non-exempt employees are subject to the overtime provisions of the Fair Labor Standards Act
(FLSA) and must be compensated according to FLSA guidelines for all hours actually worked in
excess of forty (40) hours in the standard workweek. In keeping with the overtime provisions of
the Fair Labor Standards Act, all non-exempt employees must be compensated at time and one-
half for all hours worked in excess of forty ( 40) within the standard workweek. The standard
workweek is defined as 12:01 am Saturday and extending through the seven-day period at
midnight the following Friday.
In lieu of overtime payment, Pratt Community College may grant compensatory time off as set
by FLSA regulations.
LIMITS AND REQUIREMENT OF OVERTIME/COMPENSATORY TIME
1. All overtime must be authorized in advance by the employee’s Vice President/Dean.
2. Overtime may not be worked as an option to accumulate hours in order to avoid using
annual leave.
3. Compensatory time must be used first in lieu of paid vacation or sick leave.
4. Early arrival or late departure not requested by the supervisor cannot be counted
towards overtime/compensatory time.
5. Paid leave and compensatory time taken need to be noted on the employees’
timecard.
6. Accrued compensatory time may not exceed 80 total hours for overtime hours
worked.
7. All compensatory time earned/taken will be recorded on a Compensatory Time
Tracking Sheet.
EMPLOYEES
1. May not work extra hours without the permission of their supervisor.
2. May not accrue more than 80 total hours of compensatory time for overtime hours
worked.
SUPERVISORS
1. Will be responsible for monitoring, documenting and reconciling all overtime/comp time
of employees under their supervision. This will be done in conjunction with verifying
time sheets at the end of each pay period.
2. May require the employee to take time off during the workweek to prevent the
accumulation of compensatory time.
06/14 14
VICE PRESIDENT / DEAN
1. Will verify the Compensation Time Tracking sheet at the completion of every month.
Compensatory time will be tracked as follows:
1. Hours in excess of forty (40) hours actually worked within the standard workweek will be
compensated at time and one-half. Paid leave (vacation, sick, holiday, time off for
professional development) or accumulated comp time taken is not counted as hours
worked in determining compensatory time computation.
2. In situations where a non-exempt employee has not worked more than forty (40) hours in
workweek, but the total hours worked plus hours of paid leave exceeds forty (40), the
employee will be compensated for the excess hours by computation of compensatory
hours at straight time.
3. If used during the current workweek, compensatory time would be calculated hour for
hour, not to exceed 40 hours per week.
Use of compensatory time:
1. Employee must have the supervisor’s permission to use accrued compensatory time.
2. Permission is requested by completing a leave request.
3. In most cases the supervisor will allow the employee to use compensatory time.
However, use of requested time off may be denied at times when in your supervisor’s
opinion, your absence would disrupt critical functions of the department.
Payment of overtime:
1. The Vice-President/Dean may elect to pay overtime occasionally for special events.
2. Written authorization by the Vice-President/Dean is required for payment.
3. Occasional payment of overtime does not negate accruing of compensatory time.
Payment of compensatory time:
1. In the event an eligible employee accrues more than eighty (80) total hours of
compensatory time, the excess over eighty (80) hours will be paid to the employee no
later than the next regular pay day following the posting of accrued hours. Payment for
compensatory time in excess of eighty (80) hours will be made at the rate currently
earned by the employee.
2. Employee’s compensatory time may be paid in full upon the discretion of the college.
3. Upon termination of employment or transfer to another department, compensatory time
will be paid in full.
Administrative Policy 300-13
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CLASSROOM SUBSTITUTION
No staff member will be required to substitute in the classroom. However, a staff member may
serve as a substitute at the request of the Administration. Compensation will be paid as follows:
A full time staff member will be required to complete their assigned 40 hour
workweek in addition to classroom substitution. Compensation will be $12.50
per hour or one and one-half (1 ½) times their regular rate of pay, whichever is
greater.
A part-time employee will be required to complete their regular assigned work
hours, i.e. .50 FTE – 4 hours a day, in addition to classroom substitution.
Compensation will be $12.50 per hour.
Time spent as a classroom substitute must be approved by the supervisor. Individual must
complete the substitute pay voucher at the time of the substitution and obtain the appropriate
signatures in order to process for payroll.
06/14 16
FRINGE BENEFITS
06/14 17
WORKER'S COMPENSATION
The College provides Worker's Compensation Insurance for all employees, including student employees,
as required by law. All claims should be reported to the Personnel Director within five (5) days from the
date of injury.
Pratt Community College will participate in workers compensation as required by current statute. The
Administration shall designate a health care provider for the college (physician, clinic, and/or hospital).
Employees will be required to use the designated health care provider as specified. Employees choosing
not to use the designated health care provider will be allowed $500.00 for care with a medical provider of
their choice. Any expenses incurred in excess of $500.00 with an unauthorized provider will be at the
employee’s own expense. The daily allowance, consisting of combined workers’ compensation benefits
and salary received under allowed sick leave, or other available leave, shall not exceed one full day’s pay.
Administrative Policy 300-7
EMPLOYEES FLEXIBLE BENEFIT PLAN
The College has adopted a Flexible Benefit plan which provides eligible employees with a
choice between taxable income and non-taxable benefits by allowing you to pay for certain
expenses with tax-free salary dollars. Benefits covered under the plan are group health insurance
premiums, child or dependent care, and out of pocket medical expenses.
KANSAS PUBLIC EMPLOYEES RETIREMENT SYSTEM (KPERS)
Eligible employees are required to contribute 5%* (Tier 1, member prior to July 1, 2009) or 6%
(Tier 2, member after July 1, 2009) of gross pay toward a retirement annuity program which is
available to public employees in the State of Kansas.
*Note: The Legislature passed changes that will increase Tier 1 contributions to 6% in 2015.
In addition to retirement, the plan includes provisions for:
1. Life insurance for the employee in an amount equal to 150% of the employee's annual
salary.
2. A disability program which will provide payments which, together with payment(s) from
other sources (such as Social Security), are sufficient to bring the total disability
retirement up to 66.67% of the employee's salary at the time of disability retirement.
If an employee terminates employment and does not obtain employment from another public
employer who participates in the Kansas Public Employees Retirement Program, the employee is
entitled to obtain a refund of contributions plus accumulated interest.
06/14 18
VOLUNTARY TAX SHELTERED ANNUITY PROGRAM
Regular full-time employees may elect voluntary participation in a designated 403b plan,
through payroll deduction.
Contact the Personnel Office for additional information.
TUITION REMISSION
All regular full-time and part-time employees are eligible for tuition remission for PCC classes.
Spouses and dependent children of regular full-time or part-time employees (as defined by IRS
regulation) are eligible for tuition remission for PCC classes.
All positions funded by outside sources qualify for tuition remission.
Employees and/or their spouses or dependent children are not eligible for tuition remission for
any term in which classes begin after the employee's final day of regular employment status.
The employee will be responsible for any and all fees and expenses beyond the tuition remission
(e.g. activity fees, books, etc.).
Fees on classes which are required by the College as part of employee training are waived.
The student, whether employee, their spouse or dependent children shall abide by all the rules
and regulations of the College.
Tuition remission is not authorized for online classes or for classes taken from another
institution.
Administrative Policy 300-43
GROUP TERM LIFE INSURANCE
Full-time regular employees are eligible to enroll in Pratt Community College's group term life
insurance plan, which provides $ 15,000.00 coverage per employee, giving the employee the
right to name the beneficiary of his/her choice.
Full-time and part-time (.75 FTE or more) regular employees are eligible to enroll in a second
group term life insurance plan which provides $ 20,000.00 coverage per employee, giving the
employee the right to name the beneficiary of his/her choice.
100% of the premium costs for this coverage will be paid by Pratt Community College.
Enrollment in the group plan is not mandatory; however, the employee who waives his/her right
to enroll will not receive compensation equal to premium costs in lieu of the insurance.
Administrative Policy 300-41
06/14 19
GROUP HEALTH INSURANCE
Full-time regular employees are entitled to receive group health insurance based on continuous
employment as follows:
Administrative: ............................Family coverage
Professional: .................................Single coverage
Classified: ....................................Single coverage
100% of the premium costs for this coverage will be paid by the College.
Enrollment in the group plan is not mandatory however; the employee who waives the right to
enroll in the coverage as provided above will not receive compensation equal to premium costs
in lieu of the insurance.
In accordance with state law, group coverage will be available to early KPERS retirees and their
spouses/dependents who were employed with Pratt Community College on a continuous basis
for at least five (5) years. Coverage for eligible retirees may cease:
a. When the retiree attains the age of 65;
b. When the retiree fails to pay the monthly premium to PCC by the 30th
day of the month
preceding coverage;
c. When the retiree becomes covered or becomes eligible to be covered under the plan of
another employer.
A written application must be filed with the Personnel Director within thirty (30) days following
retirement.
If coverage provided under this section were cancelled, the subscriber and spouse/dependents
would not be eligible for COBRA continuation benefits since no qualifying event originally
occurred. (Note: This section also applies to retired faculty members.)
Administrative Policy 300-41
HOLIDAYS
Employees (.50 FTE and above) shall be entitled to time off with pay for the following fixed
holidays or any additional designated holiday as determined by the administration:
_ Martin Luther King Day
– Good Friday
– Memorial Day
– Independence Day
– Labor Day
– Thanksgiving Day and Friday following
– December 24 through January 1
When a holiday falls on Saturday, the preceding Friday shall be considered a nonworking or
legal holiday.
When a holiday falls on Sunday, the following Monday shall be considered a nonworking or
legal holiday.
06/14 20
If the day of the holiday occurs on an employee's scheduled weekend to work, an additional
day(s) off with pay will be granted.
If an employee is required by his or her supervisor to work on a designated holiday(s), an
additional day(s) off with pay will be granted.
If an additional day(s) off with pay cannot be given because of departmental scheduling
difficulties, the employee will receive his/her regular pay plus time and one-half pay for hours
worked on the holiday.
Holidays will not be paid if an individual is on leave without pay due to disciplinary action,
exhausted leave time or Family Medical Leave.
Administrative Policy 300-40
VACATION
Regular full-time employees shall accrue vacation (a day of vacation is equal to eight (8) hours)
based on continuous employment as follows:
Length of Service
Administrative: 1st year and continuing thereafter 20 days/year
Professional: 0-3 years 15 days/year
4 years or more 20 days/year
Classified: 0-3 years 10 days/year
4-10 years 15 days/year
11 years or more 20 days/year
Part-time employees with an FTE of .50 or more shall accrue vacation leave on a prorate basis.
Temporary employees, including student assistants, and employees working less than .50 FTE do
not earn or accrue vacation time.
Vacation accrual will be on a monthly basis. The vacation year is from July 1 through June 30 of
the following year. In determining the accrual of vacation time, the fifteenth (15th) day of the
month will be considered vesting date.
a. An eligible employee beginning on or before the fifteenth (15th) day of the month will be
granted accrual for that month and an employee beginning after the fifteenth (15th) day
will not.
b. An employee separating from employment on or after the fifteenth (15th) day of the
month will be granted accrual for that month and an employee separating before the
fifteenth (15th) day will not.
Vacation time will not accrue for any month that an individual is on leave without pay due to
disciplinary action, exhausted leave time or Family Medical Leave.
06/14 21
Except for unforeseen emergencies, vacation time should be scheduled as far in advance as
possible. Such request must be approved by the immediate supervisor. Consideration will be
given to all requests for vacation time and the employee's preference will be respected wherever
practical. However, the immediate supervisor reserves the right to make final approval of
vacation scheduling.
Leave must be submitted in four (4) hour increments (½ day segment).
As a rule, vacation time should be taken only after it has been earned. However, this should not
preclude a reasonable degree of flexibility if particular circumstances warrant it. For example, if
an employee wishes to "borrow" one or two vacation days that have not yet been earned, this
could be permitted with the immediate supervisor's approval. A maximum of five (5) borrowed
days will be allowed. Should employment terminate before the "borrowed" day(s) are earned,
the time must be paid back and will be deducted from the employee's final paycheck.
When an employee changes from temporary full-time employment to regular full-time
employment status with no break in service, length of service for vacation accruals shall be the
employee's original hire date.
Employees who transfer from one department within the institution to another will bring their
accumulated vacation to their new department. It is the responsibility of the receiving
department to provide funds for the transferred employee's vacation when it is used.
Maximum accrued vacation leave which can be carried over from year to year is five (5)
days. Any vacation time accrued but not used beyond the maximum five (5) day allowance must
be used prior to December 31. On December 31 each year, each employee's leave record will be
adjusted to show no more than a maximum of five (5) days of allowed carryover
vacation. However, if a staff member is asked to forgo some or all of the accrued vacation
because of the work requirements of the department, earned vacation time not to exceed an
additional 5 days can be added to the total accrual. This additional five days may be permitted
only upon written request and approval of the vice president, dean, or President prior to
December 15. The time carried forward must be taken within the next twelve (12) month period.
Vacation will not be authorized during the following periods:
a. Fall Semester. Seven (7) workdays prior to the first day of enrollment to seven (7) workdays
after the first day of class.
b. Spring Semester. From the first workday in January until seven workdays after the
first day of class.
In the event of resignation/termination, retirement or death, accrued unused vacation time shall
be paid to the employee or beneficiary. The maximum amount of unused vacation time paid will
be the employees’ annual leave based on continuous employment plus any unused days from the
automatic 5 day carry over allowance.
Administrative Policy 300-42
06/14 22
SICK LEAVE
Regular full-time employees may accrue sick leave (a day of sick leave is equal to eight (8)
hours) based on continuous employment as follows:
a. Ten (10) days per year for the first three (3) years.
b. Fifteen (15) days per year for every year thereafter.
Part-time employees with an FTE of .50 or more shall accrue sick leave on a prorated basis.
Temporary employees, including student assistants, and employees working less than .50 FTE do
not earn or accrue sick leave.
Sick leave accrual will be on a monthly basis beginning July 1 each year through June 30 of the
following year. In determining the accrual of sick leave time, the fifteenth (15th) day of the
month will be considered vesting date.
a. An eligible employee beginning on or before the fifteenth (15th) day of the month will be
granted accrual for that month and an employee beginning after the fifteenth (15th) day will
not. b. An employee separating from employment on or after the fifteenth (15th) day of the month
will be granted accrual for that month and an employee separating before the fifteenth (15th)
day will not.
c. Sick leave will not accrue for any month that an individual is on leave without pay due to
disciplinary action, exhausted leave time or Family Medical Leave.
Unused sick leave may be accumulated and carried forward from year to year, up to a total
accumulation of ninety (90) work days.
Leave must be submitted in one (1) hour increments.
Eligible employees, under the Family and Medical Leave Act, may be granted leave when,
because of personal illness or injury, pregnancy or childbirth, they are unable to perform their
assigned duties. Sick leave may also be used for illness in the immediate family if the
employee's attendance is required. Immediate family is defined as mother, father, sister, brother,
spouse or child. If an employee must schedule a medical or dental appointment during working hours, it should
be made at the convenience of the department. The employee must make up the time away from
work of less than four hours, or if four hours or more, charge the time to his/her accrued sick
leave. The College reserves the right to require a physician's statement for any sick leave absence when
requested by the immediate supervisor, dean, vice president, or President. Payment for sick
leave may be subject to receipt of the physician's statement.
06/14 23
As a rule, sick leave time should be taken only after it has been earned. However, this should not
preclude a reasonable degree of flexibility if particular circumstances warrant it. For example, if
an employee wishes to "borrow" one or two sick leave days that have not yet been earned, this
could be permitted with the immediate supervisor's approval. A maximum of five (5) borrowed
days will be allowed. Should employment terminate before the "borrowed" days(s) are earned,
the time must be paid back and will be deducted from the employee's final check. When an employee changes from temporary full-time employment to regular full-time
employment status with no break in service, length of service for sick leave accrual shall be to
the employee's original hire date. Employees who transfer from one department to another within the institution will bring their
accumulated sick leave to their new department. It is the responsibility of the receiving
department to provide funds for the transferred employee's sick leave when he/she uses it. Upon termination of employment, the employee forfeits all accumulated sick leave. Employees
are not paid for unused sick leave. Administrative Policy 300-44
SICK LEAVE BANK
A sick leave bank has been established for employees who are eligible for leave under the sick
leave policy. 1. Employees hired after May 15, will be given one opportunity to contribute one (1) day to the
sick bank if at the end of two (2) full months of employment the employee has a balance of at
least one day. Under no circumstance may the number of days contributed exceed the
employee’s sick leave balance at the time.
2. In the event an employee, who has contributed to the sick leave bank, and has exhausted all
their accrued sick leave, such employee may request that sick leave be granted from the sick
leave bank for a catastrophic injury or illness. Upon approval, the College shall credit such
person with such leave from the bank. Administrative Policy 300-58 Procedures are outlined in Section IV, Policies & Procedures.
JURY DUTY/SERVING AS WITNESS
Regular full-time employees selected for jury duty or subpoenaed as a witness shall continue to
receive regular pay while serving subpoenaed jury or witness time, and are permitted to retain
any compensation received for jury or court witness time. Employees appearing in court on their
own behalf, however, must use vacation leave.
The employee is expected to report to work all or part of any day when not engaged in jury or
witness time.
A copy of the subpoena or summons must be attached to the Leave Request and submitted to the
Department Head or President.
Under normal circumstances, the College will not ask for deferment of jury duty.
Administrative Policy 300-45
06/14 24
BEREAVEMENT
Employees shall be granted up to five (5) working days off with pay in the event of the death of a
member of the immediate family.
Immediate family consists of:
a. Spouse
b. Parent (including stepparent, guardian, or foster parent)
c. Son or stepson (or spouse)
d. Daughter or stepdaughter (or spouse)
e. Grandchild (or spouse)
f. Brother or sister (including half-brother or half-sister) (or spouse)
g. Spouse's parent (including stepparent, guardian, or foster parent)
h. Grandparents/Grandparents of Spouse
i. Any other related person living in the employee's household
Time off with pay may be approved by the supervisor, not to exceed one (1) day, to attend the
funeral service of an associate, friend, or relative not defined as immediate family. Leave with
pay will not be granted when, because of distance or other reason, the employee does not attend
the funeral.
Time taken in excess of these allowances must be approved by the respective vice-president and
taken without pay or charged to vacation. Administrative Policy 300-46
PERSONAL LEAVE
Regular full-time employees shall earn one (1) personal day for each six months of employment.
The minimum amount that can be taken at any one time is four hours (½ day). Personal days
must be requested in writing at least four days in advance and be approved by the employee's
supervisor. Personal days are non-cumulative and must be taken prior to June 30 each year, the
end of the fiscal year. Separating employees shall not be reimbursed for personal days not taken.
Administrative Policy 300-47
IN-SERVICE TRAINING & STAFF DEVELOPMENT
STAFF DEVELOPMENT POLICY STATEMENT
Pratt Community College is committed to fostering an environment that enables individuals to seek
opportunities for professional growth and enrichment. The college will assist its employees in developing
to their potential and improving their ability to meet job responsibilities by providing opportunities and
encouraging participation in educational training and development programs. The administration will
identify, recommend, plan, organize, and administer specific in-service programs and will encourage
maximum participation.
06/14 25
Purpose
The purpose of the Staff Development program is to improve the quality of the college's staff by:
a. Providing orientation programs to ease or speed the adjustment to a new work situation;
b. Providing opportunities to build new skills and to hone skills already possessed by employees;
c. Providing programs that lead to job satisfaction and promotional opportunities, thereby reducing
turnover;
d. Developing better management and supervisory skills through programs on leadership, human
relations, setting and attaining goals, and interpersonal skills;
e. Providing opportunities to acquire skills and knowledge necessary due to new technology.
Eligibility
All regular employees are eligible with their supervisor's approval.
Professional Development Plans (Staff Employees) Professional and Classified Staff will complete a plan
of professional development, to be endorsed by his/her supervisor and approved by the respective vice
president/athletic director. It will be reviewed annually at the employee’s self-evaluation/performance
appraisal.
Training Records
A record of completed training/professional development will be submitted to the Personnel office along
with the completed annual self-evaluation/performance appraisal to be maintained as part of his/her
personnel record.
Administrative Policy 300-56
PERSONAL/PROFESSIONAL DEVELOPMENT
Regular full-time employees may be granted a maximum of three (3) hours per week paid release time
during normal working hours in order to enroll in one course which will advance the employee
professionally or personally, providing that the employee's supervisor and department head have given
their approval. Supervisors are encouraged to accommodate employees in their efforts without sacrificing
the department's efficiency. Therefore, the supervisor may request that the employee adjust their work
schedule to assure that the department's work is completed. If such an adjustment is necessary,
compensatory time for hours worked above and beyond the normal work week of forty (40) hours (not
including release time) will be granted.
Administrative Policy 300-55
OBLIGATION FOR COLLEGE SPONSORED EDUCATION/TRAINING
This policy applies to all non-faculty employees who participate in non-employer directed college
sponsored (paid) education and training. Prior Authorization to invoke this policy must be given by the
president before initiating discussion with the employee.
1. College Sponsored Education/Training on Released Time
a. An employee who voluntarily participates in professional or technical education/training that
occurs during college business hours and that is paid for, all or in part, by the college will incur a
contractual service obligation.
b. The cost of the education/training will be calculated by adding travel cost if authorized, tuition,
fees, supplies and materials, and salary paid for the number of hours of released time.
c. The service obligation is three months of service for every $500 of cost incurred by the college
and begins the day following successful completion.
06/14 26
d. If the employee does not successfully complete the education/training or does not receive a grade
of “C” or higher, he/she must reimburse the college for all costs.
e. This policy does not apply to courses taken at Pratt Community College.
2. College Sponsored Education/Training on Personal Time
a. An employee who participates in college-sponsored education/training on personal time that is
paid for, all or in part, by the college will incur a contractual service obligation.
b. The cost of the education/training is calculated by adding the tuition and
fees. No other costs are authorized for college-sponsored education/training on
personal time.
c. The provisions of paragraphs 1c-1e above apply.
3. The terms of participation in college-sponsored education/training will be written into a
memorandum of agreement by the supervisor and signed by the employee, and placed in the
personnel record. Reimbursement to the college, as noted in the memorandum of agreement, will
be paid from salary owed to the employee if he/she has not met the service obligation upon
leaving college employment.
Administrative Policy 300-57
EMPLOYEE ASSISTANCE PROGRAM
All regular employees have access to the Employee Assistance Program, a referral program to assist
employees who have or may develop a work related or personal problem (marital, legal, alcoholism and
chemical dependency, financial, emotional or stress related) that affects their productivity and interferes
with their ability to satisfactorily perform their job responsibilities.
We have contracted with EMPAC Employee Assistance Consultants to help employees and members of
their families with their personal problems on a strictly confidential, personal, and professional basis.
We have no desire to intrude into your personal or family life.
The initial consultation session and initial follow-up will be at no cost to you or your family. Each
employee using the program beyond the initial visits will be assisted with his/her problems as
inexpensively as possible and will be directed to the most adequate resources in the community to deal
with that problem.
For complete details or emergency service, you need only to call EMPAC toll free at (800)-234-0630 and
tell them you are a PCC employee. Or you may request program assistance through your supervisor or
the Personnel office.
Also available with the Employee Assistance Program in the Work-Life Website Program (an internet-
based service). Details available in the personnel office
The Employee Assistance Program is confidential and its use WILL NOT endanger your job. Rather,
it may save it and put you on the road to better things.
06/14 27
STAFF SENATE
A Staff Senate has been established to provide input to the President’s Council on suggestions for various
programs and activities to improve staff performance and recommend staff development activities that
improve productivity and the quality of performance. The Senate also serves as a voice for employee
concerns. Membership on the Senate is comprised of a proportional number of representatives from each
department.
06/14 28
POLICIES AND PROCEDURES
06/14 29
NEPOTISM POLICY
The College shall prohibit the hiring of an applicant who, as an employee, would be directly or indirectly
supervised by a member of the applicant's immediate family. No relative of any member of the board of
trustees, the president, or a vice president shall be employed. Any such employment or recommendation
for employment in violation of this policy as stated shall be null and void.
This policy shall not, however, prohibit any person employed by the College as of the effective date of
this policy from continuing therein on a continuous or renewal basis except as may be subject to other
provisions of this policy. Effective date of this policy shall be April 20, 1993.
For purposes of this policy, "immediate family" shall be interpreted to mean the spouse, child, father,
father-in-law, mother, mother-in-law, grandparent, sister, brother, sister-in-law, brother-in-law, son-in-
law, daughter-in-law, or any other person who occupies such position in the family, or a person living in
the same household.
This policy shall apply equally to all full-time, part-time and/or temporary employees.
If any employees become related during their employment at the College and such relationship violates
the provisions of this policy, the College reserves the right to review the situation on a case-by-case basis
and make job reassignments as practicable.
Board Policy 5-06
AFFIRMATIVE ACTION PROGRAM
Pratt Community College is an Affirmative Action/Equal Employment Opportunity employer. It is the
policy of the college to take affirmative action to achieve equal employment opportunity in all personnel
actions and procedures, including but not limited to, recruiting, hiring, training, transfer and promotion,
compensation, and other benefits without unlawful discrimination on the basis of any characteristic
protected by law. The Personnel Director is designated as the Affirmative Action Officer.
Board Policy 4-02
DRUG-FREE WORKPLACE
The unlawful manufacture, distribution, possession, or use of illicit drugs and alcohol by students or
employees on the property of the College or during activities formally sponsored by the College is strictly
prohibited. This policy is not applicable to PCC Foundation sponsored activities off campus. The PCC
Foundation is considered a privately funded legal entity. Employees in violation will be reported to the
appropriate law enforcement officials and will be subject to the following sanctions:
– Short-term suspension with pay;
– Short-term suspension without pay;
– Long-term suspension without pay;
– Required participation in a drug and alcohol education, treatment, counseling, or
rehabilitation program;
– Termination or dismissal from employment.
06/14 30
Additional information concerning the policy, the Drug-Free Workplace Act, and the Drug-Free Schools
and Communities Act Amendments of 1989 are available from the Personnel Director.
Administrative Policy 200-28
PAY INCREASE POLICY
Board approved salary increases will be considered annually for the upcoming fiscal year. Pay
increases will be based on current salary and figured before any incentive is added. A longevity
bonus for staff*, the amount to be approved by the Board of Trustees, will be paid for continuous
uninterrupted service at the end of the third year of service. Bonuses will be a lump sum
payment, be paid at two year intervals (3, 5, 7, 9, etc.) and be paid during the anniversary month
of employment. Longevity bonuses are not to be confused with years of service awards which
honor employees for their total years of service to PCC.
Employees whose salaries are paid from state or Federal grant funds will receive pay increase
only if the grant budget allows or provides for a salary increase.
Salary increases will not be authorized during the fiscal year after the annual budget has been
approved. Exceptions to this may be made if there is a permanent and significant change in
responsibility and scope of duties to meet current operational load as noted in Board Policy 3-04.
* Federal/Institutional work study students are not considered to be staff employees. Administrative Policy 300-65
COMPLAINT/GRIEVANCE POLICY
It is the policy of Pratt Community College to provide students and employees protection against
unwarranted infringement of their rights. Pratt Community College recognizes the right of students and
employees to express their grievances and to seek a solution concerning disagreements arising from
working conditions, employment practices, alleged violations of College policies, differences of
interpretation of policy, and other such problems . Any employee or student who has a complaint or dissatisfaction arising from an interpretation,
application, or a claim of violation of any provision of policy, rule or regulation, may initiate a grievance
through the Personnel Office. Grievance Issues (Including but not limited to):
a) Discrimination based on race or color, national origin, religion, disability, age, or sex.
b) Violations of policies, rules or procedures.
c) Disciplinary actions.
06/14 31
Non-Grievance Issues:
a) Terminations related to reductions in force.*
b) Wages and salaries.
c) Policies, rules and procedures.
d) Termination of employment due to lack of funding.*
e) Legitimate performance evaluations and associated actions relative to such evaluations.
* Unless the termination is alleged that personnel procedures have been violated or that
discrimination on the basis of race, color, religion, sex, age, national origin, or handicap has
occurred.
With the exception of the exclusions outlined above, the grievance procedure is available to all students
and employees.
Administrative Policy 200-29
COMPLAINT/GRIEVANCE PROCEDURE
The following procedures will be followed to insure an appropriate resolution of a grievance or
complaint. Every effort will be made to resolve the grievance at the lowest possible level.
Informal Grievance:
The grievant will attempt to rectify the grievance with the supervisor of the area in which the alleged
violation occurred within five (5) College working days.
Should a grievant feel, after oral discussion with the supervisor, that the grievant’ rights under PCC
policy have been violated, they may originate a formal grievance with the Personnel office.
Formal Grievance:
1. The grievant shall, within 14 days of the date the grievance occurred, present the facts and other
supporting documentation, in writing, to the proper supervisor, department head or a designated
representative of PCC. The decision of such official shall be made, in writing, to the grievant
within five (5) working days.
2. Should the grievant decide that the reply of the supervisor, department head or representative is
unsatisfactory, the grievant shall, within five (5) working days, submit a written appeal to the
President or, in his/her absence, the President’s designee. The decision of the President, or
his/her designee, shall be made, in writing, to the grievant within fourteen (14) working days.
3. Should the grievant decide that the reply of the President/designee is unsatisfactory; the matter
may be appealed in writing with supporting documentation, within five (5) working days, to a
Grievance Committee which shall be established as follows:
a. The grievant may designate one (1) member.
b. The President or a designated representative shall appoint one (1) member.
06/14 32
c. The two members appointed, as provided in (a) and (b) above, shall agree upon a third
member. In the event the grievant representative and the PCC representative cannot
agree upon a third member of the Grievance Committee within a period of five (5)
working days, the Chairman of the Board of Trustees shall designate a third member.
The Grievance Committee shall meet within a period of five (5) working days after the
appointment of the third member of the committee and set the matter for hearing and shall render
its decision as promptly as possible. A decision of the Grievance Committee may be reached
upon the concurrence of any two (2) of the three members.
The Grievance Committee shall be provided a copy of the grievance and supporting
documentation from the Personnel Director. All other documentation or evidence will be at the
call of the committee. Any committee member may request these. The Grievance Committee
shall keep a complete record of any hearing before it, including any exhibits or papers submitted
to it in connection with the hearing and a summary of all testimony taken. Upon rendering its
decision, the complete record shall be filed in the Personnel Office and shall be available to the
grievant or PCC's representative.
4. In the event the decision of the Grievance Committee is unsatisfactory to either the grievant or the
President, either may, within five (5) working days after receipt of the decision of the Grievance
Committee, file a written notice of appeal to the Board of Trustees.
Upon receipt of the notice of appeal, the Chairman of the Board of Trustees shall cause the record
of and all supporting documentation used in the hearing before the Grievance Committee to be
filed with the Board of Trustees who shall review such information. The decision of the Board of
Trustees upon such review shall be final.
If the decision of the Board of Trustees is deemed unsatisfactory by the complainant, a complaint
of alleged discrimination may be filed with the:
Kansas Human Rights Commission
Landon State Office Building
900 SW Jackson St., Suite 568 South
Topeka, Kansas 66612-1258
Equal Employment Opportunity Commission
Gateway Tower II
4th & State Ave., 9
th Floor
Kansas City, KS 66101
Office for Civil Rights, Kansas City Office
U.S. Department of Education
8930 Ward Parkway
Suite 2037
Kansas City, MO 64114-3302
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HARASSMENT AND DISCRIMINATION POLICY
Pratt Community College is committed to providing for any member of the College community, a
learning and working environment that is free from all forms of discrimination and conduct that can be
considered harassing, coercive, or disruptive, including sexual harassment.
Harassment is verbal or physical conduct that denigrates or shows hostility or aversion to a person’s race,
color, gender, age, sexual orientation, religion, disability, national origin, political affiliation, veteran
status, or other characteristic recognized by that person as important to his/her culture or lifestyle. It is
harassment if the conduct also includes one or more of the following:
a. Has the purpose or effect of creating an intimidating, hostile, or offensive working or learning
environment;
b. Has the purpose or effect of unreasonably interfering with an individual’s work or study
performance;
c. Otherwise adversely affects an individual’s employment or educational opportunities.
Sexual harassment is defined as any unwelcome sexual advances, requests for sexual favors, or other
verbal or physical conduct of a sexual nature, when:
a. Submission to such conduct is made either explicitly or implicitly a term or condition of an
individual’s employment.
b. Submission to or rejection of such conduct is used as the basis for employment decisions
affecting that individual.
c. Such conduct has the purpose or effect of unreasonably interfering with an individual’s work
performance or educational experience, or creates an intimidating, hostile, or offensive work or
educational environment.
A college is a community of learners where strong emphasis is placed on self-awareness and
consideration for the lives and feelings of others. While an atmosphere for freedom of expression exists, it
must always be in conjunction with a responsibility to observe the rights of one another. In such a setting,
there is no place for conduct that diminishes, uses, or abuses another person. For these reasons,
harassment of any kind is unacceptable at Pratt Community College.
Anyone who believes that he or she has been the object of harassment should advise the division vice
president or the Personnel Director.
Informal procedures exist for dealing with the problem. If appropriate, an attempt will be made to resolve
the problem through informal procedures. These discussions will be handled in a professional manner. No
formal action on the alleged charge will be taken unless initiated by the complainant.
If informal efforts are unsuccessful, formal procedures exist which allow both parties an opportunity to
pursue a resolution. Investigation of a complaint will be conducted in an expeditious manner, assuring
release of information only on a need-to-know basis consistent with principles of due process and
fundamental fairness as follows:
1. The complaint must be in writing with sufficient specificity.
2. A person bringing a complaint founded in good faith will suffer no retaliation.
3. The person charged will be promptly notified and given an opportunity to respond.
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Any individual will have up to 90 days after the alleged occurrence to file a complaint. It must be
recognized, however, that a lengthy period of time between an alleged occurrence and an investigation
make fact finding extremely difficult or impossible.
If a complaint is found to be valid, the appropriate disciplinary action, consistent with the degree of
seriousness of the harassment, will be instituted up to and including termination or dismissal. Discipline
or dismissal of a faculty member will follow the procedures outlined in the current collective bargaining
agreement.
Sexual harassment in the workplace is prohibited under Title VII of the Civil Rights Act of 1964.
Guidelines were issued by the Equal Employment Opportunity Commission in 1980 incorporating sexual
harassment in the workplace as a violation of Title VII. Under Title IX of the Educational Amendments
Act of 1972, as clarified by the Civil Rights Restoration Act of 1988, sex may not be a basis for exclusion
from participation, denial of benefits, or discrimination in any education program or activity.
The failure of managers, supervisors, and others in authority to remedy discriminatory harassment
violates institutional policy.
Administrative Policy 200-26
06/14 35
SICK LEAVE BANK GUIDELINES & PROCEDURES
1. Catastrophic injury or illness is defined as a severe condition or combination of conditions
affecting the mental or physical health of the employee or the employee's immediate family
which forces the employee to exhaust all sick leave time earned by the employee and to lose
compensation.
2. The catastrophic illness or injury must require the services of a licensed practitioner.
3. A licensed practitioner is one who is practicing within the scope of their license under the law.
4. A contribution to the sick leave pool is a prerequisite for applying to the pool.
5. Employees who use leave from the pool are not required to pay it back.
6. Once sick leave has been donated to the sick leave pool, it cannot be restored to the individual.
7. Employees may not designate a particular employee to receive their donated time.
8. All requests for sick leave pool time must be accompanied by a physician's statement which states
the beginning date of the condition, a description of the illness or injury, and the anticipated date
the employee will be able to return to work.
9. If the leave time being requested is for a qualified family member, the physician's statement must
include the relationship, where the family member resides, a description of the illness or injury,
and a statement concerning to what extent the family member is totally dependent on the
employee on a continuing basis.
10. The amount, if any, of pool leave granted for each catastrophic illness or injury will be
determined by the ad hoc committee but cannot exceed one-third of the balance in the pool or 90
days, whichever is less.
11. Employee must provide a copy of the physician's release form to the committee authorizing the
employee to return to work. Any unused balance of pool leave granted to the employee returns to
the pool.
12. The estate of a deceased employee is not entitled to payment for unused pool leave.
13. The Vice President of Finance & Operations shall serve as chairman of the ad hoc committee.
06/14 36
INDEX OF ADMINISTRATIVE POLICIES
P – Personnel A – Athletics
F – Finance and Operations I – Instruction
S – Student/Enrollment Mgmt. PR – President
Policy Name Office of Primary
Responsibility Number
Review of Administrative Policies PR 100-01
Organizational Chart PR 100-02
Transcript Processing S 200-01
Record Retention and Destruction PR 200-02
Student or Employee Lists PR 200-03
Memorials PR 200-04
Alcoholic Beverages PR 200-05
Press Releases PR 200-07
Solicitation and Advertising S 200-08
Unauthorized Persons on College Grounds or Within College
Buildings F 200-21
First Aid and Bloodborne Pathogen Administration P 200-24
Bloodborne Pathogens Exposure Control P 200-25
Harassment and Discrimination P 200-26
Tobacco Use PR 200-27
Drug-Free School and Community Compliance P 200-28
Complaint/Grievance P 200-29
Products of Research and Development PR 200-30
Compensation for Approved Grants PR 200-31
Copyright Laws I 200-32
Website Content 200-33
Computer and Internet Use I 200-34
Computer Materials F 200-35
User Profile Rights for Power Campus F 200-36
Campus Security F 200-40
Crime and Security F 200-41
Weapons F 200-42
Internally Published Handbooks PR 200-50
Employee Drug & Alcohol Testing P 300-02
Requests for References for Current or Former Employees P 300-04
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Policy Name Office of Primary
Responsibility Number
Employees Leaving PCC Employment P 300-05
Employee Assistance Program P 300-06
Workers Compensation P 300-07
HIPAA P 300-08
Longevity Pay P 300-09
Employee Recognition Awards P 300-10
Payroll P 300-11
Conflicts of Interest PR 300-12
Overtime/Compensatory Time P 300-13
Military Leave P 300-15
Vacant Positions within Other Departments P 300-18
Requirements for Professional Employees I 300-20
Holidays P 300-40
Insurance Benefits P 300-41
Vacation P 300-42
Tuition Remission P 300-43
Sick Leave P 300-44
Jury Duty/Serving as Witness P 300-45
Bereavement P 300-46
Personal Leave P 300-47
Release Time for Personal or Professional Development P 300-55
Staff Development Policy Statement P 300-56
Obligation for College Sponsored Education/Training P 300-57
Sick Leave Bank P 300-58
Pay Increase P 300-65
Staff Casual Day Dress Code P 300-66
Orientation and Training Program for New Employees P 300-70
Employee Resource Information Folder P 300-80
Requirements for Graduation I 400-01
Grading System I 400-02
Vocational-Technical School & Technical College Credits I 400-03
Testing and Placement of Students I 400-04
Home School Students I 400-05
Credit by Examination I 400-06
06/14 38
Policy Name Office of Primary
Responsibility Number
Repeat Enrollments in Developmental Courses I 400-07
College Admission Requirements S 400-08
International Students S 400-09
College Wide Attendance I 400-10
Dismissal S 400-11
Last Date of Attendance F 400-12
Academic Awards I 400-13
Instructional Program Review I 400-15
New Course Approval I 400-17
Transcript Retention S 400-20
Transfer Credit Acceptance S 400-21
Protecting College Property F 500-02
Public Use of College Facilities F 500-03
Lost, Stolen, or Misplaced Keys to College Facilities F 500-04
Use of College Equipment F 500-05
Use of College Vehicles F 500-06
College Computer System F 500-07
Service Interruption Notification F 500-10
Travel Expenses F 500-12
Policy for Disposal of College Assets F 500-20
Audit Procedures – Perkins Grant F 500-21
Fundraising Events, Project Approval and Coordination S 500-30
Accounting Process for Athletic Fundraising F 500-31
College Cellular Telephone Usage F 500-40
Student Code of Conduct & Responsibility S 600-01
Student Rights and Due Process Procedures S 600-02
Student Conduct: Rules, Regulations and Sanctions S 600-03
Public Access to Student Records S 600-04
Processing Student Complaints S 600-05
College Breathalyzer S 600-06
Record of Student Concerns and Resolutions S 600-07
Identity Theft Prevention - Red Flag F 600-08
Student Housing S 600-11
Residence Hall Room Entry Provisions S 600-12
06/14 39
Policy Name Office of Primary
Responsibility Number
Residence Hall Occupancy – Pre/Post Semester & Holiday
Guidelines S 600-13
Athlete Agent Act Standards A 600-35
Student Immunization S 600-40
Special Needs Services I 600-50
Tuition and Fee Payment F 700-01
Tuition and Fees F 700-02
Residence Hall Charge F 700-03
Enrollment Window S 700-05
Out of State Rollover Procedure S 700-06
Special Fees F 700-07
Procedures for Changing Course Dates After Enrollment S 700-08
Distribution of Student Fees F 700-10
Tuition and Fee Refund F 700-11
Student Indebtedness to College F 700-12
Student Loan Code of Conduct F 700-19
Senior Citizens F 700-20
Armed Forces Tuition F 700-21
Scholarship Award S 700-22
Out of State Scholarships F 700-23
Financial Aid Deadlines F 700-24
INDEX OF BOARD POLICY
Policy Name Number
Series 1 - Governance
Governance 1-01
Governing Style 1-02
Code of Ethics for Trustees 1-03
By-Laws 1-04
Board Planning and Agenda 1-05
Disclosure of Substantial Interests by Trustees 1-07
Job Description for Board of Trustees 1-08
Series 2 – Mission/Philosophy
Mission Statement and Statement of Institutional Purpose 2-01
06/14 40
Policy Name Number
Statement of Philosophy 2-02
Institutional Core Values 2-04
Series 3 – Executive Limitations
General Executive Limitations 3-01
Budgeting 3-02
Treatment of Personnel 3-03
Compensation and Benefits 3-04
Financial Condition 3-05
Business Authorization 3-06
Purchasing 3-07
Communication and Counsel to the Board 3-08
Asset Protection 3-09
Exemption from Alcoholic Beverages 3-10
Series 4 - General
Public Records and Providing Access Thereto 4-01
Affirmative Action 4-02
Americans With Disability (ADA) 4-03
Equal Employment Opportunity, Equal Education Opportunity 4-04
Freedom of Expression in the Fine and Performing Arts 4-05
Role and Responsibility for Student Success 4-08
Gift Policy and Procedures 4-10
Trustee/Board Development and Travel 4-11
Series 5 - Personnel
Delegation to the President 5-01
Monitoring Presidential Performance 5-02
Senior Level Administrative Residency Policy 5-03
Evaluation 5-05
Nepotism 5-06
Succession Plan for the Presidency 5-07
Agreement Between Pratt Community College & Area Vocational
School and Pratt Higher Education Association 5-10
Series 6 - Ends
Vision Statement 6-01
Series 7 – Tuition and Fees
Scholarship Policy for Pratt County High School Senior Grant 7-01
06/14 41
CRISIS INTERVENTION & EMERGENCY PREPAREDNESS PLAN
In the process of being updated.