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Human Resources - Classified Staff

LMC Revised Date

Office of Origin: Human Resources
Date Adopted: 07-29-82
Dates Reviewed: 12-11-17, 07-09-18
Last Date Modified & Approved: 03-15-89, 09-25-18 


Lake Michigan College (the College) is an equal opportunity institution, affording enrollment, employment and services without distinction on the basis of  race, color, religion, national origin, gender identity or expression, age, marital status, sexual orientation, sex, physical or mental disability, weight, height, creed, political affiliation, citizenship status, AIDS/HIV status, misdemeanor arrest record, genetic information or veteran status.  

Minorities and disabled persons are encouraged to attend Lake Michigan College.  Lake Michigan College will comply with existing state and federal employment laws.

FULL-TIME CLASSIFIED STAFF

  1. Definition
  2. Qualifications
  3. Employee Responsibilities
  4. Appointment and Termination
  5. Privileges
  6. Reduction in Force
  7. Illness or Disability
  8. Just Cause
  9. Provisions for Due Process
  10. Grievances
  11. Vacancies, Transfers and Assignments
  12. Leaves of Absence
  13. Compensation and Benefits
  14. Workload

PART-TIME CLASSIFIED STAFF

  1. Definition
  2. Qualifications
  3. Employee Responsibilities
  4. Appointment and Termination
  5. Grievances
  6. Due Process
  7. Privileges
  8. Performance Review
  9. Compensation and Benefits

Lake Michigan College will administer the employment of full and part-time Classified Staff utilizing the Procedures Related to Classified Staff.

Classified Staff are deemed to be at-will employees and either they or the College may terminate the employment relationship with or without cause or notice. Appointment is for an indefinite term.

FULL TIME CLASSIFIED STAFF

  1. Definition
    Full time Classified Staff are considered to be non exempt office, clerical and support staff persons employed by Lake Michigan College for thirty (30) hours or more per week, for forty (40) weeks or more annually. For the purposes of this document, the terms "Classified Staff" and "employees" shall be used interchangeably.
     
  2. Qualifications
    1. Determination of Qualifications, Ability and Performance: Human Resources possesses the right to judge the qualifications of employees and to determine the requirements for their appointment, reappointment, termination, transfer or assignment.  
    2. Minimum Qualifications: The Administration will establish minimum qualifications for each employee position and it will publish those qualifications in job descriptions. Minimum qualifications will adhere to Higher Learning Commission (HLC) guidelines, criteria, and assumed practices.
    3. Modification of Minimum Qualifications:  Minimum qualifications may be amended or modified from time to time as approved by Human Resources.
       
  3. Employee Responsibilities
    The basic employment obligation of the Classified Staff is to assist in the implementation of the educational mission and goals of the College.

    Employees may participate in College governance and long range planning through membership in College committees and councils as assigned. All employees are expected to continually develop in professional growth and competence, and are encouraged to participate in service to the community. In addition to special assignments made by the supervisor, employees shall perform all duties and responsibilities as defined in the position job description.
     

  4. Appointment and Termination
    1. Appointment: Appointments of employment are for an indefinite term and may be terminated by the employee or the College, with or without cause, at any time. Classified Staff positions are considered “at will.”
    2. Termination of Benefits: In the event employment is terminated, the College will have no further obligations to the employee for salary or benefits from and after the date of termination subject to relevant statutes.
    3. Resignation: Refer to the Lake Michigan College Resignation Policy.
    4. Progressive Discipline: The College Administration will follow a system of progressive/corrective discipline. The supervisor and the employee are encouraged to informally discuss the work situation and/or performance problems before formal corrective steps become necessary.
      1. In normal circumstances, corrective steps, whether for related or unrelated infractions, will include written warning first, followed by suspension with or without pay, and then termination. 
      2. All discipline shall be commensurate with the seriousness of the infraction and disciplinary steps may be repeated for less serious infractions, or may be bypassed for more serious infractions. 
      3. The immediate supervisor, in consultation with his/her departmental administrator and Human Resources, shall determine the seriousness of the action requiring discipline and determine the appropriate level of discipline.
        In determining the seriousness of an infraction, not only will the conduct of the employee be considered, but also the consequences of the conduct to the College and its operations.
      4. The immediate supervisor and the Executive Director, Human Resources may administer a Performance Improvement Plan with the employee as a means to support improved performance. Successful completion of a Performance Improvement Plan does not guarantee continued employment.
         
  5. Privileges
    1. Constitutional Rights: The Board of Trustees recognizes the right of any employee of the College to take or refrain from taking a stand on a political issue and to support or oppose any issue or candidate. Such activities, however, must be conducted on the individual's own time and off the premises of the College. The individual will exercise reasonable care to show that he/she is acting in his/her capacity as a private citizen.
    2. Supplemental Employment: An employee may engage in outside employment provided the employment does not violate the Lake Michigan College Conflict of Interest Policy. The employment must not interfere with the employee’s responsibilities to the College. The employee may not use College equipment, materials or services in connection with his/her outside employment.
    3. Additional Earnings: Qualified staff may teach a maximum of two sections/not to exceed six (6) contact hours per semester outside of their regularly scheduled workday or shift, with the approval of their immediate supervisor, Cabinet member, and the Provost and Vice President of Academic Affairs. Exceptions would be directed to Human Resources for consideration.
    4. Personnel Records: There will be only one official personnel file for each employee. This file will be maintained in the Office of Human Resources. The employee shall have the right to review the contents of his/her personnel file, excluding letters of recommendation, with an appropriate administrator. Excluding authorized College personnel or agents, no third party shall be permitted access to said materials without the written consent of the employee unless disclosure is ordered in a legal action or government claim.
       
  6. Reduction in Force
    1. Notice: The College may terminate the appointment of an employee if it determines that a reduction in the workforce is necessary. In such case, the College will give a written layoff notice to the affected employee no less than ten (10) work days before the employee's services are to be terminated or shall provide two (2) weeks pay in lieu of notice.
    2. Method: In determining which employees will be laid off, the College will first consider the program needs of the College to determine the areas or departments where the reduction will take place. Within the areas or departments scheduled for reduction, the appropriate Division College Administrator will consider the past performance, qualifications, experience and length of service of employees in recommending to the President and Human Resources who will be retained and who will be laid off.
       
  7. Illness or Disability: Refer to the Lake Michigan College Americans with Disabilities Act Policy.
    1. Right to Terminate: The College may terminate the appointment of an employee if the employee is unable to satisfactorily perform or to resume his/her duties because of illness, disability or incapacity at the expiration of any authorized medical leave of absence.
    2. Notice and Due Process: Before an employee's appointment is terminated due to illness, incapacity, or disability, a written notice of intent to terminate shall be delivered to the employee, or to the guardian, spouse, or such other person as may be legally responsible for the employee. Upon receipt of such notice, the employee may request implementation of the provisions for due process set forth in Section IX below. No termination will become effective until completion of due process.
       
  8. Just Cause
    The College may terminate or suspend the services of an employee at any time where just cause exists for such termination or suspension. Just cause includes, by way of illustration but not limitation, unsatisfactory performance, gross insubordination, gross violation of College rules or regulations, abandonment of duties, commission of crimes, or such other conduct as justifies the termination or suspension of employment.
     
  9. Provisions for Due Process
    1. Purpose: The due process provisions set forth in this Section apply only to circumstances involving the disciplinary suspension or termination of employment for reason of illness, disability or incapacity, or for just cause. Other complaints or disputes will be subject to the grievance procedure.
       
    2. Notice: Before employment is suspended or terminated, the employee will receive from Human Resources a written notice of suspension or written notice of intent to recommend termination of services. Such notice shall contain:
      1. A statement of the reason or reasons for the suspension or recommendation for termination in sufficient detail to enable the employee to be informed of the reasons for the recommendation. 
      2. A copy of the provisions for due process. 
         
    3. Right to a Meeting:
      Within five (5) working days of receipt of a notice of disciplinary suspension, the employee may request a meeting with the Executive Director of Human Resources, or his/her designee, for discussion within two weeks.

      Failure to request a meeting within the time limit set above will be deemed a waiver of the right of a due process hearing, and the termination will be in effect as deemed appropriate by the immediate supervisor and the executive administrator of the division, in consultation with Human Resources.

      If upon meeting, the Executive Director of Human Resources and the employee are unable to agree on the appropriateness of the termination, the employee may appeal to the President by submitting a written request for a meeting for discussion.

      The decision of the President shall be final.
       

  10. Grievances
    Grievances will follow the current College-wide Grievance Procedure.
     
  11. Vacancies. Transfers and Assignments
    The Board has delegated to the President or his/her designee the sole authority to fill any and all vacancies and new positions.  The President or his/her designee is authorized to develop human resource procedures and to recommend individuals for hire, transfer or reassignment.

    1. Vacancies: Any and all full time Classified Staff vacancies and new positions shall be posted, unless filled by reassignment or reorganization. Such postings shall contain a list of minimum qualifications necessary to hold the position.
    2. Transfers: Any full-time employee may request a change in departmental assignment to another area within his/her competency by giving official written notice to his/her supervisor with a copy to the Executive Director of Human Resources. A request does not guarantee approval of the transfer.
       
  12. Leaves of Absence - Full-Time Employees
    Paid Leaves of Absence:

    1. Sick Leave: Full-time classified employees shall earn 3.69 sick hours per pay, with an accumulation to 960 hours. Employees working less than 80 hours per pay period, and employees working a reduced contract schedule, shall earn a pro-rated accrual.

      The College may, at its discretion, require an employee to submit competent medical verification of any use of paid sick leave after twelve (12) calendar days of absences.
       

    2. Jury Duty: Any employee who is called for and reports for jury duty shall be paid an amount equal to the difference between the employee's salary as computed on a daily basis and the daily jury duty fee paid by the court for each day he/she performs jury duty, excluding mileage. In order to receive payment under this Section, the employee must give their supervisor prior notice that he/she has been summoned for jury duty and must furnish satisfactory evidence that jury duty was performed on the days for which he/she claims payment. The provisions of this Section do not apply to any member who, without being summoned, volunteers for jury duty.
       
    3. Temporary Military Leave: Leave shall be granted to an employee called for temporary military duty according to federal statutes.
       
    4. Bereavement: In case of a death of a spouse, other qualified adult, child, stepchild, parents, sibling, or a relative residing in the immediate household, five (5) days of paid bereavement leave will be granted.
      In case of a death of a grandparent, grandchild and parent-in-law, and parent of another qualified adult, three (3) days of paid bereavement leave will be granted.

      One (1) day of paid bereavement leave will be granted to attend the funeral of an aunt, uncle, grandparent-in-law, brother/sister-in-law, niece or nephew.

      Additional paid leave days may be approved at the discretion of the Vice President, Administrative Services and shall be subtracted from the accumulated sick leave.
       

    5. Personal Business Leave: The number of paid days allowed annually for reasons of personal business is limited to three (3). Personal time is not cumulative, and will be forfeited unless taken during the fiscal year earned.
       
    6. Professional Conference: Leaves to attend conferences and participate in other professional activities may be granted upon the approval of the immediate supervisor.
       
  13. Compensation and Benefits
    1. Wage Determination: The President or his/her designee shall have the authority to offer and recommend wages, consistent with the College's evaluation of the employee's credentials and the program needs of the College.

      The administration may develop and modify wage placement criteria and procedures. Amendments or modifications will be published or disseminated among employees.
       

    2. Michigan Public Schools Retirement System: Specific to the plan in which the employee is enrolled, the current employer contribution rate to the Michigan Public School Employee's Retirement System (MPSERS) is paid by the College. Employee contributions may be deducted under the guidelines of the MPSERS as amended from time to time.
       
    3. Insurance Coverage: The College shall provide insurance coverage to full-time employees and eligible dependents. The member’s cost of insurance coverage shall be determined by the College with consideration to federal and state law. Insurance coverage will include:
      1. health insurance coverage, including hospital, medical, surgical, dental, prescription, and vision,
      2. long-term disability and term life insurance, and
      3. other such types of coverage that may be offered and amended from time to time.  Other optional group insurance coverage at the employee's expense may be available by arrangement with Human Resources; all premiums will be payable in advance.
         
    4. Vacations: Vacation for full-time Classified Staff is administered as follows:
      1. Accrual: Vacation time accrues at the rate earned commencing on the date of appointment, and is prorated from the date of appointment or termination.
      2. Eligibility: Vacation time is approved in advance by the immediate supervisor.  Employees may check the College’s electronic resource at any time for available balance.
      3. Alternate Days: If a vacation day falls when the College is officially closed, the employee may take an alternate day scheduled in mutual agreement with the immediate supervisor.
      4. Deferral: Vacation time is not cumulative, and will be forfeited unless taken (1) during the fiscal year earned or during the following fiscal year (2) up to a maximum of twenty (20) days.
      5. Termination: Upon termination of employment, unused, accrued vacation pay will be computed by subtracting the number of days taken from the vacation time earned as pro-rated to the date of termination. Vacation balance will be paid out with last check if the employee has provided at least two weeks’ notice. Failure to provide required notice will forfeit pay out of vacation balance.
      6. Full-time employees working less than forty (40) hours per week, or working a reduced contract schedule, shall receive a prorated vacation benefit.
         

      Length of Service
      First year through fourth year - 10 working days
      Fifth year through ninth year - l5 working days
      Tenth year on - 20 working days
       

    5. Tuition Benefit: All full time employees are eligible for the payment of one hundred (100) percent of the tuition for the employee, his/her spouse, and IRS dependents who attend credit classes at the College.

      By arrangement with the immediate supervisor, an employee may take one such class during his/her work schedule up to a maximum of three (3) clock hours per week during the Fall and Spring semesters.

      Retired employees who have accumulated a minimum of ten (10) years of full time service at the College are eligible for the payment of one hundred (100) percent of the tuition for credit classes. This benefit is for the retired employee only.  IRS dependents of retired employees are ineligible.

      All College fees are administratively determined, considered separate from tuition and shall be paid in full by the individual registered.
       

    6. 403(b) Tax Deferred Plan: The Board shall make available a salary deferral plan with any carrier approved by the Plan Administrator. Contributions, when made, shall be transmitted according to the employee's pay schedule to the appropriate carrier in accordance with the Internal Revenue Code of 1954, as amended. 
       
    7. Mileage Reimbursement: Whenever it is necessary for an employee to travel on official College business, he/she shall have use of a College vehicle if available, or shall be reimbursed at the current authorized rate.
       
  14. Workload
    1. Basic Workload:

      1. An employee’s work schedule is assigned by the supervisor subject to administrative procedures. The work schedule shall include a daily lunchtime of thirty (30) minutes or one (1) hour, deemed unpaid by the College, and two fifteen (15) minute paid breaks
      2. Employees are paid for scheduled work days when the College is closed due to emergencies, e.g., weather conditions.
    2. Overtime
      Employees who are scheduled to work hours in excess of forty (40) hours per week will be compensated at a rate of time and one half of hourly base pay.
    3. Paid Holidays
      The following paid holidays will be provided to all full time Classified Staff providing the College is not in session, and provided they fall within his/her work schedule and work year:
      New Year's Day, Good Friday, Memorial Day, Independence Day, Labor Day, Wednesday before Thanksgiving, Thanksgiving Day and the following Friday, Christmas Eve at noon through New Year’s Day.
    4. Performance Review:
      Each staff member shall receive at least one performance appraisal annually by his/her immediate supervisor.  Evaluation criteria shall be established by the President, after consultation with Human Resources.  The College performance appraisal form is used and is signed by both the supervisor and the employee, who may add his/her comments, and is sent to the Office of Human Resources for the personnel file. The signature does not necessarily mean agreement with the performance appraisal, but indicates that the employee has read the evaluation.

PART-TlME CLASSIFIED STAFF

  1. Definition
    Part-time Classified Staff are considered to be non exempt office, clerical and support staff persons employed by Lake Michigan College for twenty-nine (29) hours or less per week.
     
  2. Qualifications
    1. Determination of Qualifications, Ability and Performance: Human Resources possesses the right to judge the qualifications of employees and to determine the requirements for their appointment, reappointment, termination, transfer or assignment.
    2. Minimum qualifications: The Administration will establish minimum qualifications for each employee position and it will publish those qualifications in job descriptions. Minimum qualifications will adhere to Higher Learning Commission (HLC) guidelines, criteria, and assumed practices.
    3. Modification of Minimum Qualifications: Minimum qualifications may be amended or modified from time to time as approved by Human Resources.
       
  3. Employee Responsibilities
    The basic employment obligation of the Classified Staff of the College is to assist in the implementation of the educational mission and goals of the College.
    Employees may participate in College governance and long range planning through membership in College committees and councils as assigned. All employees are expected to continually develop in professional growth and competence, and are encouraged to participate in service to the community.  In addition to special assignments made by the supervisor, employees shall perform all duties and responsibilities as defined in the position job description.
     
  4. Appointment and Termination
    1. Appointment: Appointments of employment are for an indefinite term and may be terminated by the employee or the College, with or without cause, at any time. Classified Staff positions are considered “at will.”
    2. Resignation: Refer to the Lake Michigan College Resignation Policy.
       
  5. Grievances
    Grievances will follow the current College-wide Grievance Procedure.
     
  6. Due Process:
    Within five (5) working days after receipt of a notice of termination for just cause, the employee may request in writing a meeting with the Executive Director of Human Resources for a discussion.

    Failure to request a meeting within the time limit set above will be deemed a waiver of the right of a due process hearing, and the termination will be in effect as deemed appropriate by the supervisor.

    If upon meeting, the Executive Director of Human Resources and the employee are unable to agree on the appropriateness of the dismissal, the appointee may appeal to the President by submitting within five (5) days a written request for a meeting for discussion.

    The decision of the President shall be final.
     

  7. Privileges
    1. Each regular part time employee shall have the right upon reasonable request and notice to review, with an appropriate administrator, the contents of his/her personnel file. 
    2. The Board of Trustees recognizes the right of any employee of the College to take or refrain from taking a stand on a political issue and to support or oppose any issue or candidate.  Such activities, however, must be conducted on the individual's own time and off the premises of the College. The individual will exercise reasonable care to show that he/she is acting in his/her capacity as a private citizen.
       
  8. Performance Review:
    Each staff member shall receive at least one performance appraisal annually by his/her immediate supervisor.  Evaluation criteria shall be established by the President, after consultation with Human Resources. The College performance appraisal form is used and is signed by both the supervisor and the employee, who may add his/her comments, and is sent to the Office of Human Resources for the personnel file.  The signature does not necessarily mean agreement with the performance appraisal, but indicates that the employee has read the evaluation.
     
  9. Compensation and Benefits
    1. Wage Determination:
      The President or his/her designee shall have the authority to offer and recommend wages, consistent with the College's evaluation of the employee's credentials and the program needs of the College.

      The administration may develop and modify wage placement criteria and procedures. Amendments or modifications will be published or disseminated among employees.
       

    2. Benefits for Part-Time Employees:
      1. Michigan Public Schools Retirement System: Specific to the plan in which the employee is enrolled, the current employer contribution rate to the Michigan Public School Employee's Retirement System (MPSERS) is paid by the College. Employee contributions may be deducted under the guidelines of the MPSERS as amended from time to time.
         
      2. Tuition Benefit: Regular part-time employees working twenty (20) hours or more are eligible for a tuition waiver of fifty (50) percent of the tuition paid by the employee, his/her spouse, and IRS dependents for Lake Michigan College classes.  All fees are administratively determined and shall be paid by the individual registered in the class.
         
      3. Vacation Days: Regular part-time employees shall be entitled to a pro-rated amount of up to 6.16 hours per pay period, dependent upon actual hours worked.
         
      4. Sick Days: Regular part-time employees shall be entitled to a pro-rated amount of up to 3.69 hours per pay period, dependent upon actual hours worked and may be accumulated to a maximum of seventy-five (75) hours. 
         

The Administration may develop, adopt and amend from time to time the operational procedures to implement this policy.  Any such modification or amendment will not become effective until the modifications or amendments have been published or disseminated among the Classified Staff.

Responsibility: Vice President, Administrative Services 

References: Resignation Policy, Americans with Disabilities Act Policy, College-wide Grievance Procedure

 

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