new employee handbook

Houston Community College

New Employee Handbook

2

Houston Community College New Employee Handbook

Vision, Mission & Guiding Principles

Our VisionHCC will be a leader in providing high quality, innovative education leading to student success and completion of workforce and academic programs. We will be responsive to community needs and drive economic development in the communities we serve.

Mission StatementHouston Community College is an open-admission, public institution of higher education offering a high-quality, affordable education for academic advancement, workforce training, economic and career development, and lifelong learning to prepare individuals in our diverse communities for life and work in a global and technological society.

Guiding Principles• Freedom with responsibility• Commitment to excellence• Respect for the person• Sound stewardship

3


Central College – 1300 Holman, Houston, TX 77004 713 718 6000Central College South Campus – 1990 Airport Boulevard, Houston, TX 77051 . . . . . . . . . . . . . . 713.718.6634Fannin Campus – 3601 Fannin Street, Houston, TX 77004 . . . . . . . . . . . . . . . . . . . . . . . . 713.718.5403

Coleman College for Health Sciences – 1900 Pressler Street, Houston, TX 77030 713 718 7400John P. McGovern Campus – Texas Medical Center, 2450 Holcombe Boulevard, Houston, TX 77021 . . .713.718.7400

Corporate College – 3601 Fannin Street, Houston, TX 77004 713 718 5403

Continuing Education Online – 3601 Fannin Street, Houston, TX 77004 713 718 5303

Distance Education – 3100 Main Street, Houston, TX 77004 713 718 5275

Northeast College – 555 Community College Drive, Houston, TX 77013 713 718 8300Automotive Technology Training Center – 4638 Airline Street, Houston, TX 77022 . . . . . . . . . . . . .713.718.8100Codwell Campus – 555 Community College Drive, Houston, TX 77013 . . . . . . . . . . . . . . . . . 713.718.8300North Forest Vocational Campus – 6010 Little York Road, Houston, TX 77016 . . . . . . . . . . . . . . 713.718.5868North Forest Campus – 7525 Tidwell, Houston, TX 77028 . . . . . . . . . . . . . . . . . . . . . . . . 713.635.0427Northline Campus – 8001 Fulton, Houston, TX 77022 . . . . . . . . . . . . . . . . . . . . . . . . . . 713.718.8000Pinemont Campus – 1265 Pinemont Street, Houston, TX 77018 . . . . . . . . . . . . . . . . . . . . . 713.718.8400

Northwest College – 1550 Foxlake Drive, Houston, Texas 77084 713 718 5726Bissonnet Campus – 13803 Bissonnet Street, Houston, TX 77083. . . . . . . . . . . . . . . . . . . . 713.718.5595Cinco Ranch Campus – 4242 South Mason Road, Houston, TX 77450 . . . . . . . . . . . . . . . . . . 713.718.5757Hayes Campus – 2811 Hayes Road, Houston, TX 77082 . . . . . . . . . . . . . . . . . . . . . . . . . .713.718.6910Katy Campus – 1550 Foxlake Drive, Houston, TX 77084 . . . . . . . . . . . . . . . . . . . . . . . . . 713.718.5726Katy Mills Campus – 25403 Kingsland Boulevard, Katy, TX 77494 . . . . . . . . . . . . . . . . . . . . 713.644.6080Spring Branch Campus – 1010 W. Sam Houston Parkway N., Houston, TX 77043 . . . . . . . . . . . . .713.718.5610

Southeast College – 6815 Rustic, Houston, TX 77087 713 718 7000Eastside Campus – 6815 Rustic, Houston, TX 77087 . . . . . . . . . . . . . . . . . . . . . . . . . . . 713.718.7000Felix Fraga Campus – 301 N. Drennan, Houston, TX 77003 . . . . . . . . . . . . . . . . . . . . . . . 713.718.2800

Southwest College – 9910 Cash Road, Stafford, TX 77477 713 718 7800Applied Technology Center – 5010 Bluebonnet, Stafford, TX 77477. . . . . . . . . . . . . . . . . . . . 713.718.6700Greenbriar Annex – 13645 Murphy Road, Stafford, TX 77477. . . . . . . . . . . . . . . . . . . . . . . 713.718.6700Gulfton Campus – 5407 Gulfton Road, Houston, TX 77081. . . . . . . . . . . . . . . . . . . . . . . . .713.718.7760Missouri City Campus – 5855 Sienna Springs Way, Missouri City, TX 77459 . . . . . . . . . . . . . . . 713.718.2900Scarcella Center – 10141 Cash Road, Stafford, TX 77477 . . . . . . . . . . . . . . . . . . . . . . . . . 713.718.7800Stafford Campus – 9910 Cash Road, Stafford, TX 77477 . . . . . . . . . . . . . . . . . . . . . . . . . 713.718.7800West Loop Campus – 5601 West Loop South, Houston, TX 77081. . . . . . . . . . . . . . . . . . . . 713.718.7868

Houston Community College Campus Locations

4


Table of Contents

Vision, Mission & Guiding Principles . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Campus Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Houston Community College History . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Welcome to HCC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Human Resources Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Employee Benefits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Health Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Optional Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Leave Time Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Retirement Plan Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Employee Expectations & Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . 19

Employees Need to Know . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

5


Brief History of Houston Community College

The Houston Community College District was created under the governance of the Houston Independent School District (HISD) as the result of a public referendum on May 18, 1971. In August of that year, more than 5,700 students enrolled in workforce education courses held at the Houston Technical Institute, housed in HISD’s San Jacinto High School. In the following semester, academic transfer classes were added and taught at six HISD locations.

By 1977, HCC had an enrollment of more than 28,000 students and was accredited by the Southern Association of Colleges and Schools (SACS) to award associate degrees. Accreditation was granted provisionally and yearly for five years until a full Self-Study was completed. Reaffirmation of accreditation was received for the ten years following December 17, 1982. The Board of Trustees of the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) reaffirmed the accreditation of Houston Community College on June 21, 2012. This was the fourth Houston Community College accreditation reaffirmation in its 40-year history. Also in 2012, Community College Week ranked HCC second nationally in the number of Two-Year Institutions awarding associate degrees.

In 1989, HCC separated from HISD, establishing its own Board of Trustees and taxing authority. HCC restructured in 1991, creating five regional colleges, as well as the College without Walls, and selected presidents for each. The president of HCC then became the HCC System Chancellor. The Coleman College for Health Sciences replaced the College without Walls in 2004. By the fall of 2012, HCC had over 70,000 students enrolled, and consisted of 22 campuses covering a service area of 628 square miles.

6


Since opening in 1971, more than 2 million students have improved their lives through education and training obtained from Houston Community College. An open-admission public institution, HCC awards associate degrees and certificates in academic studies and career and technology programs. HCC is committed to meeting the needs of its diverse communities, providing academic courses for transfer to four-year institutions, terminal degrees and certificates in more than 70 fields of work, continuing education and corporate training, lifelong learning and enrichment programs, and the largest adult education program in Texas.

The U.S. Department of Education named East Early College High School a National Blue Ribbon School in 2012. East Early College High School was created by HCC in 2006, in partnership with HISD. Houston Community College has five Early College High Schools.

The Texas Higher Education Coordinating Board has approved Houston Community College to offer college/university parallel programs in technical education, and the Texas Workforce Commission has approved programs for veteran education benefits.

Houston Community College students transfer to top universities, including the University of Houston, the University of Texas at Austin, Texas A&M University, Texas Southern University, Texas Tech University, Prairie View A & M University, Texas State University, and Sam Houston State University. Houston Community College, in collaboration with the University of Texas at Tyler, created an Engineering degree program. The program allows students to obtain an Engineering degree in the normal four year period from UT Tyler by taking classes at the HCC Alief-Hayes Campus. The Engineering Program saves students nearly 50% in tuition costs.

The Houston Community College Service Area includes the Houston Independent School District, as well as the Stafford, Missouri City, Katy, Spring Branch, Alief, and North Forest Independent School District areas. A leader in international student relations, the Houston Community College student body includes representatives from 155 countries, including Korea, India, Pakistan, Kazakhstan, Nigeria, and China.

The Board of Trustees is the official governing body of Houston Community College. The Board is composed of nine members who are elected from single-member districts and who serve without remuneration. Board members are elected to staggered six-year terms. The Board has final authority to determine and interpret the policies that govern HCC. As part of their duties, the trustees maintain a full schedule of community service, public appearances, speaking engagements and legislative affairs on behalf of HCC. Board members represent an impressive mix of individual talents and professional backgrounds enabling them to provide governance of the highest quality.

Brief History of Houston Community College

7


Houston Community College3100 Main Street • Houston, Texas 77002

713.718.8582 • [email protected]

Dear Colleague,

Welcome to Houston Community College. I am pleased that you have become an employee and team member of one of the nation’s largest community colleges. I want you to feel at home here. Our college is a large, diverse community of faculty, staff and students. Whether you assist in the library, help students with financial aid, support a computer lab, maintain our facilities, teach online, or in a classroom, manage an office or academic program, you are an essential part of the college.

One of the most significant assets of an institution is its people. At Houston Community College we pride ourselves in creating a friendly and safe environment in which to work. I can assure you our staff, faculty, and administrators will assist and support you as you transition into your new job responsibilities.

Our mission is to offer opportunities for academic advancement, workforce training, career development, and lifelong learning. Our vision is to be the relevant, essential open-admission institution providing opportunities to all in our diverse communities. I know you join us in dedicating and committing your talents and efforts to the success of this institution.

I extend an enthusiastic welcome, both personally and on behalf of everyone at Houston Community College. I hope this will be the beginning of your great endeavor that yields pride, admiration and respect for HCC.

Sincerely,

Janet L. MayChief Human Resources Officer

Houston Community College is an equal opportunity employer

8


Houston Community College3100 Main Street • Houston, Texas 77002

713.718.8585 • [email protected]

Hello and welcome,

I am happy that you have made the decision to join our Houston Community College community. I know that there are many employment options in Houston, and I am glad that you chose to join us. On behalf of Employee Learning & Organizational Development (ELOD), the staff and I wholeheartedly welcome you to Houston Community College. We are here to assist you in your professional development and learning. Our department exists to support your professional growth. It’s that simple. We are here to help you be professionally robust, prudent, and proficient in your position.

As you become accustomed to your new role at HCC and you discover you may either desire or require additional knowledge, skills, or abilities, please count on us to support your professional education. We have several award winning programs that will help you get grounded in our complex environment.

In addition, as your career progresses and you flourish into other positions, we are your resource for professional leadership and managerial skills, and for organizational development. ELOD provides customized organizational development and customized training services for departmental units upon request by management leadership. We have a knowledgeable and competent staff whose mission is to support your success at HCC.

You may access our professional development offerings from the myHCC Website, or contact us directly, and we will be happy to assist you.

Please accept my personal welcome. I know you will have a rewarding and prosperous career at HCC. You can make a difference by contributing to the success of our students and the institution.

Sincerely yours,

Katherine EngleDirector, Employee Learning & Organizational Development

Houston Community College is an equal opportunity employer

9


Chief Human Resources OfficerJanet May713.718.8582 [email protected]

Laurel Barker-Edwards, Executive [email protected]

Employee RelationsThomas Anderson, [email protected]

Cynthia Magana, Secretary [email protected]

Alix Alvarado, Senior HR [email protected]

Cathy Douse-Harris, Senior HR [email protected]

Richard.Guerra, Senior HR [email protected]

Marlene London, Senior HR [email protected]

Karrie Seay, Senior HR [email protected]

Elizabeth Semien, Senior HR [email protected]

Employee Learning & Organizational DevelopmentKatherine Engle, [email protected]

Employment ServicesDon Washington, [email protected]

Readri Epps, Employment Services [email protected]

Naomi Tobin, Employee Records [email protected]

HRIS, Compensation & BenefitsHina Naik, Executive [email protected]

Miesha Drakes, Leave [email protected]

Shirley.Parish, Interim HRIS [email protected]

Stephen Regan, Benefits [email protected]

Payroll, Time and LaborStuart Evans, [email protected]

Rose Birdow, Office [email protected]

Human Resources Contacts

10


As a Houston Community College employee, you have many valuable benefits available to you through the Texas Employees Group Benefits Program (GBP), administered by the Employees Retirement System of Texas (ERS). Available benefits include Medical, Dental, Life, Accidental Death and Dismemberment, Disability, and Flexible Spending Plans. The State of Texas pays the health insurance premium for all eligible full-time employees. The state contributes 50 percent of the cost of elected dependent coverage.

The ERS medical plan available in the Houston area is called HealthSelect™, which is administered by United Health Care. You will find information about your benefits on the ERS website at www ers state tx us. You can also get information by contacting the HCC Benefits Department at HRBenefits@hccs edu or 713.718.2255.

Other benefits HCC employees enjoy include paid holidays, vacation, military, sick, personal business, and bereavement leave. HCC offers additional optional benefits including flexible spending accounts, disability insurance, a legal protection plan, credit union membership, course fee waivers, and a partial tuition reimbursement program. You will enjoy a full range of benefits as an HCC employee, and our Human Resources Benefits Team stands ready to assist you with enrollment.

Employee Benefits

11


Health Insurance & Basic Term Life CoverageHouston Community College offers all benefits-

eligible employees comprehensive health and prescription drug benefits. You may enroll yourself and your eligible dependents in health coverage without restrictions when you enroll as a new employee. You may also decline health coverage; however, if you wish to enroll in health coverage after your initial period of eligibility, Evidence of Insurability may be required, and acceptance is not guaranteed.

Term Life Insurance helps protect those who depend on you. If you die, someone named by you–your beneficiary– will receive a payment equal to the dollar amount of the Term Life coverage you have. An equal amount of Accidental Death and Dismemberment (AD&D) coverage is included with Term Life coverage. Basic Term Life coverage includes $5,000 of Term Life insurance and $5,000 of AD&D coverage. You receive Basic Term Life, at no cost to you, when you enroll in a health plan.

Dental CoverageDental Insurance coverage is available for you and your dependents. You have a choice of dental plans which

includes a Dental HMO, a Dental Maintenance Organization (DMO), and a Dental Choice Preferred Provider Organization (PPO) Plan. The difference between an HMO or DMO and a PPO is one of choice. If you select a DMO, you can see only dentists within the DMO network. If you select a PPO, you can see any dentist you choose, but coverage is greater for certain dentists with whom the PPO has contracted. Seeing dentists outside the PPO network results in higher out-of-pocket costs, and premiums are typically higher for a PPO compared to a DMO.

Vision – Spectera Vision ProgramVision care coverage is offered through Spectera Vision. Spectera offers high-quality, affordable vision care

coverage, providing access to more than 53,000 private practice and retail locations. Spectera offers flexible plans and discounts with online access to benefits. Find out more at www spectera com.

Optional Life InsuranceOptional Life Insurance is available in four coverage levels of 1, 2, 3, or 4 times your annual salary as of September

1st of the Plan year, up to a maximum of $400,000. Optional Life Insurance includes an equal amount of Accidental Death & Dismemberment coverage.

Dependent Term Life Insurance includes $5,000 Term Life coverage and $5,000 AD&D for each family member. Dependent Term Life insurance will be paid to you upon the death of your covered dependents or in the event of certain accidental injuries.

Accidental Death and DismembermentVoluntary Accidental Death and Dismemberment (AD&D), similar to Term Life coverage, provides a payment to

your beneficiary if you lose your life due to an accident. A payment is made if you lose your hand, foot, or sight in an accident. Voluntary AD&D is separate coverage you may buy for yourself and your eligible dependents.

Health Benefits

12


Disability InsuranceDisability Insurance coverage is a benefit for you and

is not available for your dependents. Disability Insurance coverage protects you if you become disabled and are unable to work. The coverage provides a monthly payment based on a percentage of your salary. How long the payments last depends on whether you purchase long-term disability, short-term disability, or both. For enrollment information, visit the John Hancock Website at www johnhancock com.

Short-Term Disability Insurance

The Texas Income Protection Plan (TIPP) offers short-term disability insurance to eligible employees. This coverage is not available to family members or retirees. This optional benefit provides you with a portion of your monthly salary if illness or injury keeps you from working. To be eligible for benefits, a physician must certify you as totally disabled. Benefits are paid for a period of up to five months. Short-term disability provides a maximum benefit of 66% of an enrolled employee’s monthly salary (up to a maximum salary of $10,000) or $6,000, whichever is less, for a period up to five months. Visit www aontipp com for more information about Short-Term Disability Insurance.

Long-Term Disability Insurance

The Texas Income Protection Plan (TIPP) also offers long-term disability insurance to eligible employees. This coverage is not available to family members or retirees. This optional benefit provides you with a portion of your monthly salary if illness or injury keeps you from working. To be eligible for benefits, a physician must certify you as totally disabled. The length of time you receive benefit payments depends on your age at the onset of the disability. Long-term disability coverage provides a maximum benefit of 60% of an enrolled employee’s monthly salary (up to a maximum salary of $10,000) or $6,000, whichever is less, for a period ranging from 12 months up to full Social Security retirement age, depending on the employee’s age at the time of disability. Visit www aontipp com for more information about Long-Term Disability Insurance.

Flexible Spending Accounts (FSA)There are two types of Flexible Spending Accounts available for your use. They are the FSA Dependent Care and

the FSA Health Care. A Flexible Spending Account Dependent Care plan allows you to deduct money from your salary before taxes and put the money in an account to pay expenses for child care or elder care. The expenses must be necessary in order for you to continue working. If you are married, you and your spouse must both work, or your spouse must be a full-time student or have a disability. In order to be considered a “dependent, the person receiving the care must be eligible to be claimed on your federal income tax return, and be: a) under 13 years of age, b) your spouse and incapable of physical or mental self-support and spends at least eight hours per day in your home, or c) another dependent who is incapable of physical or mental self-support and spends at least eight hours per day in your home. You may enroll in an FSA Dependent Care Account within 30 days of your hire date into a benefits-eligible position. Enrollment in the plan is irrevocable for the plan year if you remain employed unless there is a qualifying family status change that allows you to enroll, cancel, or change the amount of reimbursement in your account. You must submit the change within 30 days of the family status change to initiate the change to the plan.

Optional Benefits

13


Flexible Spending Accounts (FSA) (continued)A Flexible Spending Account Health Care plan allows you to deduct money from your salary before taxes and

put the money in an account to pay medical bills not covered by group insurance. Eligible health care expenses that can be paid from this account must be “medically necessary.” In order to qualify as a reimbursable health care expense, the expense must be incurred during your eligible period of coverage and not be reimbursable from any other health insurance. You may enroll in an FSA Dependent Care Account within 30 days of your hire date into a benefits-eligible position.

Enrollment in the plan is irrevocable for the plan year even if your employment terminates. Money not used by the end of the plan’s fiscal year is forfeited if it is not used.

AFLACPlans that will provide additional coverage for certain illness or accidental injuries. Find out more at aflac com

Legal – Texas Legal Protection Plan (TLPP)The Texas Legal Protection Plan (TLPP) is a nonprofit legal benefits program and is the only program founded and

governed by the State Bar of Texas. TLPP members pick their attorney. Find out more at members@tlpp org.

ERS of Texas Discount Purchase ProgramThe Employee Retirement System (ERS) offers a Discount Purchase Program where you can find discounts

and special services. Products offered include home, automotive, and electronic equipment, as well as travel and entertainment deals. For more information, visit the ERS Website at www ers state tx us.

Credit UnionHCC employees are eligible for membership in Smart Financial Credit Union. With a minimum deposit of $5.00, you

may become a member. Smart Financial Credit Union is a full-service financial institution. Benefits include savings, checking, and money market accounts, Certificates of Deposit, Individual Retirement Accounts, and complete loan services. Visit the Smart Financial Credit Union Website www smartcu org for more information.

Course Fee WaiverFull-time employees are eligible for a fee waiver when taking HCC credit courses. Spouses and dependents of full-

time employees are also eligible. Before registering, an Employee Waiver Form W007 must be completed and signed by the employee and his/her immediate supervisor. Certain continuing education courses offered at HCC may also qualify for a fee waiver. Check with the department offering the course for more information. The Employee Waiver may be found online via the following path: myhcc > Forms > Student Financial Services & Cashiering Operations > Employee Tuition Waiver Form, (W007).

Employee Higher Education ProgramEmployees having one continuous year of full-time service are eligible for the Employee Higher Education

Program. The purpose of the Employee Higher Education Program (EHEP) is to provide tuition assistance for full-time employees to take higher education or professional certification courses in support of professional development goals that further the mission of the College. Additional information about the EHEP is available on the Human Resources, Employee Learning and Organizational Development website at Tuition Reimbursement (EHEP)

Optional Benefits (continued)

14


Vacation LeaveAll twelve month, full-time, benefits eligible employees are eligible for vacation based on length of full-time

continuous employment according to the schedule below. Vacation leave is calculated and earned on a per pay period basis. For new benefits eligible employees, vacation accrual begins in the first pay period provided you work on the first day of the period; otherwise, accrual begins in the next pay period. Employees can take vacation only after it is accrued. Vacation Leave must be used before the end of the fiscal year; however, you may carry over a maximum of 40 hours of vacation to the next fiscal year. You must use vacation carryover hours in a new fiscal year by February 28 before using vacation hours accrued in the new fiscal year.

Eligibility for vacation shall be determined at the beginning of the fiscal year of the employee's anniversary year. Vacation leave is taken with the advance approval of the immediate supervisor. When an employee is on paid sick leave, unpaid leave, or is docked, vacation accruals will be prorated based on days worked in the pay period. Accrual adjustments may occur in the current pay period or during a later pay period.

Tier Years of Service Hours Accrued Per Pay Period

Total Vacation Leave Hours

Earned

1 0 to 4 3.334 80

2 5 to 19 5.000 120

3 20 or more 6.667 160

If you are an executive with a status of E-40 or above, or if you report directly to the Chancellor, you earn vacation at a rate of 20 hours per month with a maximum accumulation of 400 hours, or as otherwise specified in your employment agreement. Employees serving in an interim executive position have all rights, privileges and benefits accorded to a full time regular executive including vacation accrual. Executive employees earn vacation accrual from the first day of employment.

Sick LeaveFull-time employees earn Sick Leave at the rate of four hours per pay period. Sick Leave may accumulate up to

a maximum of 680 hours. Leave hours accrue each pay period and are not available for use until accrued. Accruals are prorated based on days worked in the month when an employee is on leave or docked. Newly hired and newly benefits eligible employees begin accruing sick leave in the first pay period of benefits eligibility.

You may use Sick Leave for a medical disability or illness that prevents you from performing your job. Sick Leave allows you to take paid time off from work for an illness or injury, including catastrophic injury or illness, disability due to childbirth, medical appointments, or when your medical condition prevents you from performing your regularly assigned duties. Additionally, sick leave may be used in cases of illness or injury of your spouse, children, grandchildren, mother, father, mother-in-law or father-in-law. Taking Sick Leave requires supervisory review and approval. Sick leave is unprotected leave and counts against your attendance record, unless it is Family Medical Leave (FML) Act Sick Leave, which provides job protection. If you are eligible for FML, sick leave usage of more than 3 consecutive workdays may count as FML from the first day of absence.

Leave Time Benefits

15


Family and Medical LeaveThe Family and Medical Leave Act of 1993 requires an employer to grant up to 12 weeks of unpaid, job-protected

leave per rolling calendar year to all full-time, benefits-eligible employees. Taking Family and Medical Leave does not negatively affect your attendance record. The amount of Leave granted depends on what is medically necessary on the required physician certification. When taking approved FML, you will continue to pay your portion of the health insurance premium.

Eligible employees may take Family and Medical Leave for: (1) birth of a child and care of the newborn, (2) adoption or state-approved foster care of a child, (3) serious health condition of a child, parent, or spouse, or (4) a serious health condition of the employee, (5) active duty leave, and (6) caregiver leave. To be eligible to apply for Family and Medical Leave an employee must have 12 cumulative months of employment and have worked at least 1,250 hours in the year immediately prior to the first day off from work due to one of these qualifying conditions. An eligible employee must utilize all applicable accrued paid leave balances, including Sick, Vacation, and Compensatory Leave while taking Family and Medical Leave. If paid leave is available, the Family and Medical Leave will be unpaid.

Except in circumstances in which you are approved to take intermittent, or reduced hour Family and Medical Leave, if you are approved to take Family and Medical Leave, you may not engage in employment with HCC or with another employer. Employees violating this policy are subject to disciplinary action up to and including termination.

Catastrophic LeaveFull-time employees earn catastrophic leave at the rate of two hours per pay period, up to a maximum of 1,000

hours. When the Sick Leave bank accrues the maximum of 680 hours, Catastrophic Leave accrues at the rate of six (6) hours per pay period. You may use catastrophic leave for your own major illness when a physician has certified that you are unable to perform two or more of the five activities of daily living. The five activities of daily living are defined as dressing, feeding oneself, transferring (moving from place to place), bathing and toileting. HCC may require a second or third medical opinion at its cost to confirm that the illness or injury qualifies for catastrophic leave. When catastrophic leave is approved, you will be paid from the Catastrophic Leave bank first. When the Catastrophic Leave bank balance reaches zero, you will be paid from the Sick Leave Bank. When the Sick Leave Bank balance reaches zero, you may use Vacation Leave.

For employees who are approved to receive FML, Catastrophic Leave will count as FML. You must present an unrestricted medical release to the Human Resources Leave Administrator before returning to work from catastrophic leave. Catastrophic Leave use requires approval of the Chief Human Resources Officer.

Leave Time Benefits

16


Personal Business LeaveYou may use up to a total of 24 hours of personal business leave for personal business that cannot be conducted

outside of regular work hours. Examples of personal business include urgent family matters other than illness, legal transactions such as house closings, religious observances, extension of Bereavement Leave, attending a funeral that doesn’t qualify for Bereavement Leave, and professional growth and development opportunities. Up to 24 hours of Personal Business Leave may be utilized from the Sick Leave Bank, provided the employee has the requested amount of hours available. Requests for Personal Business Leave in excess of 24 hours per fiscal year will be paid from the Vacation Leave Bank or may be unpaid. In no event will an employee be allowed to use more than 24 hours of Sick Leave for Personal Business per fiscal year. Usage of Personal Business Leave requires supervisory review and approval.

If you observe a Religious Holy Day not designated as a holiday by HCC, you may use Personal Business Leave and/or Vacation Leave in order to be compensated for the time off. If you have expended your leave accruals for the fiscal year, you will not be compensated for the time off to observe Religious Holy Days. You must advise your immediate supervisor in advance of your intent to observe Religious Holy Days.

Bereavement LeaveYou may use Bereavement Leave in the event of the death of a family member listed below.

1. Spouse (husband, wife)2. Children (son, daughter, step-son, step-daughter)3. Grandchildren, great-grandchildren4. Parents (mother, father, step-mother, step-father)5. Spouse’s Parents (mother, father, step-mother, step-father)6. Parent’s Siblings (aunts, uncles)7. Siblings (brother, sister, step-brother, step-sister)8. Spouse’s Siblings (brother, sister, step-brother, step-sister)9. Grandparents

For qualifying Bereavement Leave events, you may be absent up to three days per occurrence without losing pay and without taking Leave deductions. Generally, Bereavement Leave occurs concurrently with the death of the family member; however, in no case shall the beginning of Bereavement Leave be greater than fourteen calendar days following the death of the family member. If the fourteen day calendar period following the relative’s death ends on a day the college is closed, no Bereavement Leave will be granted upon return following the college closure. The length of Bereavement Leave granted may depend on circumstances, such as the distance you must travel, or your involvement in funeral arrangements. Your immediate supervisor will determine how much leave is granted per occurrence, not to exceed three days. In cases that qualify for bereavement leave, but for which you must use more than three days of Bereavement Leave, you may take Personal Business or Vacation Leave. If you have exhausted your Personal Business and Vacation Leave, then the additional Leave taken will be unpaid. HCC may require verification of the bereavement in order to grant Bereavement Leave.

You may attend the funeral of a relative or other individual not included on the list; however, no Bereavement Leave will be granted. In those cases, you must use Personal Business or Vacation Leave. If you have exhausted your Personal Business and Vacation Leave, then the Leave taken will be unpaid. Taking Bereavement Leave requires your supervisor’s review and approval.

Leave Time Benefits

17


Military LeaveIf you miss work due to service in the military, you

are entitled to Military Leave, re-employment rights, and benefits as outlined in the Uniformed Services Employment and Re-employment Rights Act of 1994 (USERRA). Military Leave may be paid, partially paid, or unpaid, depending upon the duration of the Leave and the total amount of cumulative Military Leave you have used as an HCC employee. Advance notice of your intent to take Military Leave as outlined in USERRA is required unless military necessity prevents you from giving such notice. You should notify your supervisor upon receipt of military orders. The Human Resources Benefits Department will review the request for Military Leave and issue final approval or denial.

You may keep your benefits while on Military Leave, or you may change your benefits coverage in conjunction with the Leave. You will continue to pay your portion of benefits’ premiums while on Military Leave. If your HCC pay fails to fully pay your portion of benefits’ premiums, you must arrange to pay the premium.

Military Leave is protected under USERRA for five years, cumulatively, per employee. After a cumulative total of five years of Military Leave, your Military Leave will be deemed unprotected. You are responsible for returning to work in the time frames and deadlines outlined in USERRA. If you fail to adhere to the timelines and deadlines outlined in USERRA, you may lose job protection.

HolidaysHCC posts the official Holiday Calendar annually on the HCC website. Each full-time benefits eligible employee is

granted all designated holidays occurring within the employee’s employment period. The employment period ends on the last day worked. Employees may not be paid for holidays after the last day worked. Benefits eligible employees must be on active payroll status the day before and the day after a holiday to receive holiday pay. Employees on unpaid leave status are not eligible to receive holiday pay.

Court Appearances and Jury DutyIf you are subpoenaed to be a court witness, you may be absent without loss of pay if you provide a copy of

the subpoena to your immediate supervisor with the appropriate Application for Leave form. Notify your supervisor promptly upon receipt of the subpoena.

If you are called to Jury Duty, you may be absent without loss of pay if you provide a copy of the Jury Duty Summons to your immediate supervisor with the Appropriate Application for Leave form. Notify your supervisor promptly upon receipt of the Jury Duty Summons. Verification from the court of the time of Jury Duty service is required when you return to work.

Contact your supervisor when your Jury Duty service or Court Appearance is complete. Returning to work, if the court appearance or jury duty does not consume the full day, is at the discretion of the supervisor.

Leave Time Benefits

18


Teacher Retirement System (TRS)Benefits eligible employees are required to participate in the Teacher Retirement System of Texas (TRS). TRS is

a defined benefit pension plan offering death, survivor, disability, and retirement annuity benefits for Texas Public Education employees. Participation in TRS is in lieu of the 6.2% federal FICA contribution, and you earn no Social Security credit. Employee contributions are tax deferred. Interest amounts a recredited to member accounts annually on August 31st. Members are vested after five years of credible service. The formula for computing a retirement annuity is at www ers state tx us/home aspx or in the TRS Benefits Handbook.

Optional Retirement Program (ORP)The Optional Retirement Program (ORP) is an individualized defined contribution plan in which participants select

from a variety of annuity contracts or mutual fund investments offered by several companies authorized by HCC. To be eligible to participate in ORP, you must be appointed to a full-time position for four and one-half months or more and be appointed to a position otherwise eligible to participate in ORP. Because participants manage their own personal investment accounts, ORP entails more risk and responsibility than that associated with TRS membership. Employees who are ineligible to participate in ORP must participate in TRS.

Tax-Sheltered Annuities (TSA)Full-time, benefits-eligible employees may place a portion of their income in tax-sheltered annuities. HCC-approved

companies enroll employees in Tax-Sheltered Annuities. The TSA program is subject to all provisions of Sections 403(b) and 415 of the U.S. Internal Revenue Code. More information about TSA is available at www tsacg com/employee_site/districts/texas/Houston_community_college htm

Texa$aver 457 PlanThe Texa$aver 457 Plan is a qualified saving plan that offers tax benefits. The plan helps employees save for

retirement by investing it in several investment products. More information about the plan is available at texasaver gwrs com/login do.

Retirement Plan Benefits

19


Work SchedulesA work schedule is identified by supervisors as dictated by departmental or college needs. HCC expects you to

work a minimum of forty hours per week with a lunch break each day, the maximum of which is one hour. College offices that serve the public are normally open from 8 a.m. to 5 p.m., Monday through Friday, and are required to remain open during the noon hour with at least one person on duty to accept calls, receive visitors, and transact business. Some offices, due to the nature of the services they provide, may have extended workdays or different work schedules. Your supervisor will determine your individual work schedule. HCC expects you to work the required work schedule as identified by your supervisor. You have to be available when called upon to complete work assignments. Supervisors may implement alternate schedules or changes in the current schedule as dictated by departmental or college needs and approved by the appropriate budget authority. Individuals seeking to make changes in their work schedule must obtain prior approval from their immediate supervisor and the budget authority.

Attendance, Overtime and PunctualityTo maintain a productive work environment, HCC expects you to be reliable and punctual in reporting for work.

Absenteeism and tardiness result in a burden on other employees and on HCC’s operations. Employees are subject to corrective action, up to and including termination of employment or non-renewal of contract, for excessive absenteeism, tardiness, and early departures. HCC considers attendance and punctuality to be performance issues and reserves the right to use its discretion in applying this policy under special or unique circumstances.

Non-exempt employees must comply with HCC’s assigned work schedules and record time worked and authorized absences using HCC’s electronic timekeeping system. Non-exempt employees will be paid only for hours worked. Overtime occurs when more than 40 hours is worked, excluding all leave time. Any adjustment to the scheduled workday requires approval of the supervisor. All overtime must be pre-approved by the employee’s supervisor. Overtime is paid in accordance with all federal and state overtime laws and regulations.

Employee Expectations & Responsibilities

20


Attendance, Overtime and Punctuality (continued)Exempt employees, while not subject to FLSA overtime rules, are expected to work a minimum 40-hour week

and be at their assigned workstation, ready to begin work and provide managerial oversight for their work area. HCC expects exempt employees to record all exception time using HCC’s electronic timekeeping system. Employees may not record hours worked on another employee’s electronic time record. Tampering with another employee’s electronic time record or falsification of hours worked are expressly prohibited and will result in disciplinary action, up to and including termination.

You are required to notify your supervisor in advance, whenever possible, of any absence, tardiness, or early departure. When prior notification is not possible, you should call the supervisor/designee no later than thirty (30) minutes after your regularly scheduled starting time, or in the event of an early departure, well in advance. When providing notification, give the reason(s) and the estimated duration of the absence, tardiness, or early departure as well as the date or time of expected return.

An employee who is absent for three (3) consecutive workdays without notifying his or her supervisor is subject to termination as a “voluntary resignation.” HCC has the right at any time to require an employee to submit a doctor’s note to verify absences due to claims of illness. The first occurrence of No Call/No Show will result in a written warning and the second separate offense may result in termination of employment with no additional corrective action steps. Any No Call/No Show lasting three (3) days is considered a “voluntary resignation” or “job abandonment” and may result in immediate termination of employment or non-renewal of contract. If the supervisor has already begun corrective action for attendance and/or punctuality when a No Call/No Show occurs, the corrective process may be accelerated to the final step. HCC may consider extenuating circumstances when determining corrective action for No Call/No Show and has the right to exercise discretion in such cases.

Official College ClosureOfficial college closures are based upon who is ordered to evacuate from an area because of imminent danger

to their lives as a result of a severe weather condition or other emergency situation. The Chancellor or a designated official determines that an employee was officially ordered or authorized to evacuate.

Inclement weather closures may not affect all College campuses, and therefore may not affect all employees. The Chancellor or a designated official will determine that a campus should be closed due to inclement weather. Once the determination is made, the Human Resources department will send a notification via an HR Alert to inform each campus or location of the official hours of the closure.

In case of inclement weather or other emergency closing of Houston Community College or its locations, full-time, exempt employees who are absent from work assignments shall receive regular pay if the full-time employee reports for work and is later sent home because of an emergency closing, or if the full-time employee does not report to work because HCC announces an emergency closing before the workday begins.

If you do not report to work when an inclement weather closing has not been announced, the absence will charged against your Personal Business or Vacation Leave bank, unless you have no Leave or Vacation time remaining, in which case you will not be paid for the absence. Employees whose salary or hourly rate is paid from a grant must adhere to the personnel guidelines as stated in the grant.

It is your responsibility to monitor the designated television and/or radio stations that broadcast site closing due to inclement weather. Houston Community College also participates in the School Closing Notification system services available at www school-closings net.


21


At-Will EmploymentUnless otherwise specifically stated in a written contract, all HCC employment is at-will. As an at-will employee,

you are free to terminate your employment with HCC at any time, with or without cause or advance notice. Likewise, HCC has the right to reassign you, to change your compensation, or to terminate your employment at any time, with or without cause or advance notice but not for an illegal reason, or not prohibited by law.

Probationary PeriodsAll full-time staff, contracted faculty, and contracted non-faculty serve a Probationary period beginning with the

initial date of employment. The Probationary Period allows the supervisor time to assess the employee’s performance and overall suitability to successfully meet requirements and standards of the position. The period also provides the employee with the opportunity to experience working at the College, the work unit and position, to assess if the position meets expectations. During this period, the employment relationship is not subject to the requirements of HCC’s Progressive Discipline Procedure. The employee serves at the pleasure of the Chancellor, has no property interest in the employment, and may be terminated for any reason not otherwise prohibited by law.

Probationary Period for Staff

All full-time staff, including contracted non-faculty will commence their initial full-time employment with the College for a six-month (6) Probationary period. During this six-month (6) Probationary period, employees will be evaluated by their supervisor at the end of the third (3rd) month, mid-point and sixth (6th) month of employment.

Probationary Period for Faculty

All contracted faculty will commence their initial full-time employment with the College for a traditional academic semester or four (4)-month Probationary period, whichever comes first. During this period, employees will be evaluated by their supervisor at the end of the second (2) month, mid-point and fourth months (4) of employment.

End of Probationary Period

Probation terminates at the end of the day prior to the six (6) month (full-time staff and contracted non-faculty) and four (4) month (contracted faculty) anniversary date of initial employment, or the last day of the same month, whichever comes first. Upon successful completion of this Probationary period, unless otherwise contracted

with HCC, the employee will continue as an at-will employee

Termination of Employment

Neither the employee nor the College is obligated to continue employment through the Probationary Period. An employee may resign at any time during the Probationary Period, for any reason without prejudice. If an employee is deemed to be unsatisfactory prior to the completion of the Probationary period, the supervisor may recommend, after reviewing the case with HCC Human Resources Director or his/her designee, the dismissal of the employee without advance notice or without any progressive discipline as outlined in HCC procedure provided the reason for termination is not an illegal reason or prohibited by law. Pursuant to HCC Procedure C.21.3 Termination and Non renewal, the decision of the Chancellor is final.


22



Probationary Periods (continued)Participation in employee benefits begins for the Probationary employee in accordance with the policies and

procedures pertaining to each specific benefit even though the Probationary period has not expired. A Probationary employee may not transfer to another position during the Probationary period. For further information, see C.03.2 Hiring Practices - Full-time Employees (Staff & Faculty). The initial appointment Probationary period for any contract employee shall be in accordance with the terms of said contract. The only leave that may be approved during the Probationary period is accrued Sick, Vacation and Bereavement leave.

No Extension Permitted

Employees are permitted only an initial Probationary period when first employed with HCC. The Probationary period may not be extended by the department or the employee. If the employee leaves Houston Community College during the Probation period and subsequently returns, he/she will be required to serve another complete Probationary period.

Employee Standards of ConductWhen accepting an administrative, faculty or staff position with HCC, you agree to practice:

• Integrity by maintaining an ongoing dedication to honesty and responsibility;

• Trustworthiness by acting in a reliable and dependable manner;

• Evenhandedness by treating others with impartiality;

• Respect by treating others with civility and decency;

• Stewardship by exercising custodial responsibility for College property and resources;

• Compliance by following state and federal laws and regulations and college policies;

• Confidentiality by protecting the integrity and security of college information;

• Good judgment in seeking appropriate guidance when faced with ethical dilemmas.

With these Standards of Conduct, based upon the HCC guiding principles: freedom with responsibility, commitment to excellence, respect for the person, and sound stewardship, Houston Community College establishes its expectations for professional conduct by those acting on behalf of the College, including executive officers, faculty, staff, and other individuals employed by the College, those using College resources or facilities, volunteers and representatives acting as agents of the College.

HCC expects employees to use professional courtesy, discretion and sound judgment when engaging in any contact with coworkers, students, community members, vendors, visitors and other HCC employees. At HCC, there is no place in the work or learning environment for conduct that demeans or belittles another person. Those acting on behalf of the College have a general duty to conduct themselves in a manner that will maintain and strengthen the public’s trust and confidence in the integrity of the College and to act in accordance with their obligations to the College.

Any person who intimidates, threatens, or exhibits violent or disruptive behavior while on campus or when acting on behalf of HCC away from campus will be removed from the classroom/workplace. Employees exhibiting these behaviors are subject to further disciplinary action. See HCC Policy/Procedure C.11 Workplace Violence for more information.

23



Personal Appearance & UniformsAll HCC employees are expected to arrive for work in

appropriate, professional attire. Some basic essentials of appropriate dress include the need for the individual and for clothing/uniform to be neat and clean. Managers and supervisors have a responsibility to determine a professional standard of dress for their work area. Management may make exceptions for special occasions. Certain employees must adhere to special dress standards or uniforms that have been established in their department. Employees who do not meet the professional standard may be sent home to change and will not be paid for time off. An employee who is unsure of dress standards that are appropriate for the particular workplace should check with their manager or supervisor for clarification.

Workplace ViolenceWorkplace Violence is any threat of harassment, intimidation or coercion. HCC has a long-standing commitment to

promoting a safe and secure academic and work environment that promotes the achievement of its mission. All HCC employees are expected to maintain a working and learning environment free from violence, threats of harassment, intimidation or coercion. HCC does not tolerate any type of workplace violence. Employees are prohibited from making threats or engaging in violent activities.

Incidents and threats of workplace violence are not to be ignored by any HCC employee. Workplace violence should promptly be reported to HCC Police Department or call 911. Additionally, faculty and staff are encouraged to report behavior that they reasonably believe poses a potential for workplace violence.

This list of behaviors, while not exhaustive, provides examples of conduct that is prohibited:

• Causing physical injury to another person

• Making threatening remarks or engaging in behavior that can be perceived as threatening by another employee or other person on HCC property or while engaged in HCC business

• Aggressive or hostile behavior that creates a reasonable fear of injury to another person

• Intentionally damaging HCC property or property of another employee or other persons on HCC property or engaged in HCC business

• Committing acts motivated by, or related to, sexual harassment or domestic violence

All individuals who believe they have been the victim of a crime have the right, and are encouraged, to report the incident to the HCC Police Department and their supervisor. HCC employees who knowingly make false and malicious complaints of workplace violence will be subject to disciplinary action and/or referral to civil authorities as appropriate.

HCC shall maintain the confidentiality of investigations of workplace violence to the extent possible. HCC will act on the basis of anonymous complaints where it has a reasonable basis to believe that there has been a violation of this policy, and that the safety and well-being of HCC employees would be served by such action. Retaliation against anyone for acting in good faith for making a complaint of workplace violence is a violation of this policy. Those found responsible for retaliatory action will be subject to discipline up to and including termination.

24



Discrimination and Harassment PreventionHouston Community College is committed to a workplace and educational environment free of discrimination

and harassment based upon race, color, religion, age, sex, gender identity and gender expression, national origin, disability, veteran status, and/or sexual orientation. If you believe you have been subject to harassment, you are encouraged to inform the alleged offender that the conduct in question is unwelcome or offensive. If this approach is unfeasible or unsuccessful, you may pursue informal or formal resolution. Use of the informal resolution process is not a prerequisite to the filing of a formal complaint. Any supervisor, administrator, and manager who receives a complaint of harassment or who observes harassment in his or her department shall promptly report the harassment complaint to the Office of Institutional Equity, college administrator at Dean’s level or above or the Human Resources Generalist assigned to the supervisor’s campus or facility.

The Office of Institutional Equity will notify the person being charged that a complaint has been filed and will notify the accused employee that retaliation against the complainant is prohibited. The Director of Institutional Equity or his or her designee will offer the accused party an opportunity to confirm or rebut the charge. If appropriate, the Office of Institutional Equity will conduct negotiations with both parties and try to reach a mutually agreeable resolution. The accused employee or student shall have the opportunity to submit a written response within seven working days of receipt of the complaint. If the harassment complaint is against the Director of Institutional Equity then the Office of the Chancellor shall transmit the complaint to the accused for a response. The Compliance Officer for discrimination, harassment, EEO, and Title IX complaints at Houston Community College is:

James David Cross, Director of Institutional Equity 3100 Main, MC 1105, Houston, TX 77002 713.718.8271

Non-discrimination on the Basis of DisabilityIn accordance with the Americans with Disabilities Act, HCC will provide equal employment opportunities for

qualified individuals with disabilities. HCC will make reasonable accommodations for known physical and/or mental limitations of otherwise qualified disabled applicants and employees, unless it can be demonstrated that a particular accommodation would be unreasonable or impose an undue hardship. Individuals who currently engage in the use of illegal drugs are not protected by the ADA when an action is taken on the basis of their current illegal use of drugs.

Employees requiring accommodations must use the HCC Request for a Qualified Accommodation under the ADA Form to submit a request for accommodation. This form and an additional packet of information are available from the Director of Human Resources. See HCC Procedure C.06.1 for more information.

Drug-free and Alcohol-free WorkplaceHouston Community College prohibits the use, possession, sale, offer to sell, distribution, dispensation, purchase,

solicitation, manufacture, or being under the influence of illegal or unauthorized drugs or alcohol on the premises, while driving an HCC vehicle, or while conducting HCC business, whether on HCC premises or at an HCC-related or sponsored activity. HCC also prohibits the use, possession, sale, offer to sell, distribution, dispensation, purchase, solicitation or manufacture of contraband of any kind including, but not limited to, paraphernalia and equipment related to illegal or unauthorized drug use.

An employee who uses or possesses a drug authorized by and in the manner prescribed by a licensed physician through a prescription specifically for that employee’s use, and who notifies his or her supervisor of any effects such

25



Drug-free and Alcohol-free Workplace (continued)use may have on work performance, will not be considered to have violated this Policy. The Chancellor is authorized to permit the serving and consumption of alcohol at appropriate System functions. Refer to Procedure C.12.1 for more information about HCC’s Drug-free and Alcohol-free Workplace.

Conflict of InterestHCC expects employees to use good business practices and avoid conflicts of interest related to the purchasing

of supplies, services, and equipment. An employee who purchases supplies, services and/or equipment with a potential or real conflict and obtains signature authority is required to describe in writing to the College President, Vice Chancellor or administrative equivalent, how this conflict would be managed. The President, Vice Chancellor or administrative equivalent will either approve the purchaser’s plan or disapprove it, after consulting with the Director of Human Resources and/or HCC General Counsel. A President, Vice Chancellor or administrative equivalent who determines there is a conflict of interest will ask the employee to stop the activity in question, if appropriate, after consulting with the Director of Human Resources and/or HCC General Counsel.

You may not perform a second job or assignment during your regular HCC work hours. Work for an employer other than HCC must be performed on your own time and must not conflict with your HCC full-time employment. You may not hold status as an HCC employee and be an HCC contractor with similar scope of duties. You are required to immediately report any potential conflict of interest arising from other employment to the College President, Vice Chancellor or administrative equivalent with a copy to the Director of Human Resources. Failure to report a conflict of interest will result in disciplinary action, including, but not limited to, loss of signature authority, loss of position, and/or criminal prosecution. You may not initiate or participate in, directly or indirectly, decisions involving a direct benefit to members of your immediate family or household.

Supervisors may not influence, directly or indirectly, salary, promotion, performance appraisals, work assignments or other working conditions for an employee with whom a romantic or sexual relationship exists. Any supervisor involved in a consensual romantic or sexual relationship, in the context of employment supervision, must discuss the matter on a confidential basis with his or her own supervisor or with the appropriate Senior HR Generalist, the Director of Human Resources, or the Chief Human Resources Officer to assess the implications for the workplace and to make arrangements to ensure that employment–related decisions are made in an appropriate and unbiased setting.

Although both employees involved in a consensual relationship are individually responsible for disclosure, a supervisor’s failure to report such a relationship will be regarded as a serious lapse in his or her management of the workplace and grounds for appropriate disciplinary action, including termination.

You may not, without prior approval of their College President, Vice Chancellor or administrative equivalent, use HCC facilities, equipment, and supplies to perform services for which any other organization, client, or employer directly compensates them.

If you are a member of external boards and/or external advisory committees, HCC expects you to recuse yourself when addressing matters that may affect HCC.

26



Nepotism & Personal Relationships in the WorkplaceEmployees may not participate in, directly or indirectly, decisions involving a direct benefit (e.g., initial employment

or appointment, retention, promotion, salary, course of work assignments, research funds, leave of absences, etc.) to a person related within the third degree of consanguinity, second degree of affinity as defined by the State of Texas Nepotism Statute, or a person with whom they have a romantic or sexual relationship.

If employees become related by affinity (marriage) after employment with HCC and a violation of this procedure results, or if reorganization creates such a conflict, one of the related employees must transfer to another position so that the conflict is resolved. One of the employees may be required to resign if an alternate position is not available within a 6 month period.

Employees who fail to report to the appropriate supervisor a relationship of first or second degree of affinity, the first, second, or third degree of consanguinity or a romantic or sexual relationship will result in discipline up to and including termination of both parties to the relationship.

WhistleblowersA whistleblower is one who reports violations of law, policies and procedures or rules and regulations. An

employee who alleges a violation of this policy may sue for injunctive relief, damages, or both, but only after exhausting appeals under the HCC complaint procedures. If HCC fails to render a final decision on a whistleblower complaint before the sixty-first (61st) day after grievance procedures are initiated, the employee may:

• Exhaust the College’s complaint procedures, in which case the employee must sue not later than the thirtieth (30th) day after those procedures are exhausted, (i.e., completed all steps of the HCC complaint process) to obtain relief under the Government Code chapter 554; or

• Terminate College complaint procedures and sue not later than the ninetieth (90th) day on which the employee reports a violation of law, or the suspension, termination, or adverse personnel action (i.e., action that adversely affects compensation, promotion, demotion, transfer, work assignment, or performance evaluation).

Communicable DiseasesDecisions involving persons with a communicable disease are based on current and well-informed medical

judgments concerning the disease, the risk of transmitting the illness to others, symptoms and special circumstances of each individual who has a communicable disease, and identified risks and available alternatives for responding to an employee with a communicable disease. Communicable diseases include, but are not limited to, measles, influenza, viral hepatitis-A (infectious hepatitis), viral hepatitis-B (serum hepatitis), human immunodeficiency virus (HIV), AIDS, AIDS Related Complex, meningitis, meningococcal infections, and tuberculosis. The Communicable Disease Coordinator for the Houston Community College is:

Gwen Drumgoole, Manager, Risk Management 3100 Main, P.O. Box 667517, MC 1119 Houston, TX 77266-7517 713.718.5100

27



Employee Complaints and GrievancesHCC supports positive employee relations and harmonious working conditions. The Employee Complaint Process

provides an orderly procedure for prompt and equitable dispute resolution. Issues governed by Titles VI, VII, or IX, Sexual Harassment, or the Americans with Disabilities Act (ADA). Complaints or Grievances based on allegations of discrimination and/or sexual harassment must be filed with the HCC Office of Institutional Equity, and are not subject to the Employee Complaint Process. The employee is responsible for filing a good faith complaint and is required to comply with all timelines and not unnecessarily delay the formal complaint process. Employees have an obligation to cooperate with the Administration in seeking successful resolution to the complaint. A lack of cooperation may cause the complaint to be dismissed.

An employee with a complaint must contact the Senior Human Resources Generalist assigned to his or her college or department before making an informal or formal complaint, and at any time during the complaint process, to obtain guidance regarding the complaint process and procedures. An employee may not bring separate or repeated grievances regarding the same event(s) or action(s). Any costs incurred by any party in the complaint process will be paid by the party incurring the cost.

Except at the informal stage, an employee may be represented by an attorney, or other representative. An employee must give reasonable notice to the supervisor hearing the complaint that they will bring a representative to the complaint conference or meetings. Failure to provide notice may result in the conference being postponed. The Administration will not grant the employee additional time to hear the complaint in order to have representation present at the conference. The employee will pay any and all costs related to the employee’s representation. All conferences will take place during normal business hours, unless otherwise agreed to by the parties. All participants, including witnesses, will be released from regular duties and will suffer no loss of pay or other benefits if, and only if, they receive prior approval from the immediate supervisor. In no instance shall regular classroom instruction be interrupted to participate in a conference.

A recommendation from the Administration to the Chancellor regarding the termination or non-renewal of an employee will not be put aside as a result of the employee filing a formal complaint. Terminations and non-renewals are processed in accordance with HCC Procedure C.21.3 Terminations and Non-renewals.

Retaliation, intimidation, harassment, coercion or reprisal in any form against any employee for presenting the complaint or for participating, or assisting another employee in the presentation of a complaint pursuant is strictly prohibited. Neither the HCC Board of Trustees nor the Administration shall retaliate against any employee for bringing a complaint.

An employee may withdraw a complaint at any time. Once withdrawn, a complaint may not be reopened. HCC will consider a complaint withdrawn if an employee fails to pursue the complaint or unreasonably protracts the process, as determined by the Chief Human Resources Officer or the Director of Human Resources. If an employee files a complaint and fails to meet a timeline, the complaint is considered withdrawn. If at any step of the complaint process the employee is granted the relief he or she has requested, the complaint is deemed resolved. Please see HCC Procedure C.22.1 for more information about Employee Complaints and Grievances.

28



Employee EvaluationsHCC employees must be evaluated at least once per fiscal year, using standardized appraisal instruments. HCC

administrators evaluate every regular full-time employee on a strictly job-related basis according to the terms of the evaluation instruments. An employee may not appeal an unfavorable evaluation through the grievance process; however, employees may submit a reaction statement within five working days of the appraisal conference. If the employee/supervisor performance appraisal cannot be reconciled, the reaction statement will be made a part of the employee’s personnel record.

The Performance Excellence Program (PEP) establishes a year-round partnership between employee and supervisor while creating a shared understanding about work that is to be accomplished and how work is to be done. The focus is on communication – communication about performance, focusing on improvement. Based upon the HCC values of freedom, accountability, community mindedness, integrity, and excellence, PEP helps supervisors and employees define individual work goals and measures aligned with department, college and HCC-wide goals, thus strengthening mutual accountability for performance at all levels. Key components of the process include:

• Focus on definable and measurable results

• Responsibility for achieving HCC objectives defined at all levels of the college

• Individual performance and pay adjustments linked

Houston Community College values our employees, and is committed to providing an environment that enables all employees to develop and realize their full potential in alignment with the HCC mission, goals, values, and action plans. We strive to provide a support climate conducive to performance excellence and to personal and organizational growth. In accordance with this commitment, the HCC Performance Excellence Program (PEP) is designed to provide regular, consistent, fair, and honest evaluation, performance feedback, and structured professional growth opportunities. The ultimate goal of performance management is to improve the institution’s performance and enhance our ability to provide the highest quality instruction and educational service to our community.

29



Professional DevelopmentHCC recognizes the value of training for all employees in order to provide a work environment conducive to

effective and efficient operations. HCC requires periodic employee training in workplace skills relevant to HCC strategic goals and mission. HCC expects full-time employees to participate in relevant professional development activities during the year. Employees and their immediate supervisors should discuss professional development plans annually during the performance review, and follow-up periodically. An activity qualifies as professional development if it enhances or strengthens a knowledge, skill or ability relevant to the employee’s current position, or to an aspired position. The outcome is job-related professional growth that will enable employees to advance their professional goals, increase institutional effectiveness and improve the quality of programs and services at HCC.

All directors, department chairs, managers, and supervisors shall familiarize themselves with and practice the techniques of good employee training and development. It is the responsibility of each department supervisor to establish, implement and document a department orientation program. All new employees, including those transferring from other departments, should be oriented and trained on departmental policies, procedures, and regulations.

Each employee should receive a copy of the job description for the position. The supervisor should review the job description with the employee and inform the employee of the performance expected in order to be considered a satisfactory and effective member of HCC.

It is the responsibility of each department chair/director/supervisor to ensure department employees have the skills, knowledge and ability required to perform the job. At a minimum, training should be provided to a new hire, when job conditions change, and when the employee has a performance deficiency resulting from a lack of knowledge, skill or ability. Continuing education for an employee’s personal and professional growth is the mutual responsibility of the employee and the supervisor. Both must ensure that necessary (mandatory) training requirements are met in a timely manner.

Annual Ethics Training

Each employee shall attend ethics training at least once per year. It is the responsibility of the HR Department and Office of General Counsel to provide and monitor such training. Ethics training includes, but is not limited to, training in the following topics: Ethical behavior in the workplace, Sexual Harassment, Violence in the Workplace, Diversity, and Equal Employment Opportunity Law. Training may take many formats such as self-paced, on-line, a module within a larger course, a breakout session at an In-service, etc. It is the responsibility of each department chair/supervisor/ manager to ensure each employee completes such ethics training annually.

New Employee Orientation

All new hires, both full and part time, must receive orientation to HCC and their jobs. The purpose of orientation is to (1) welcome and make a positive impression on the hew hire, (2) assimilate him/her into the HCC culture and community, (3) provide information, resources and training required to perform the job, and (4) set clear performance expectations. Full-time employees eligible for benefits must attend the General New Employee Orientation (GNEO).

Departments are responsible for continued orientation and training of new employees. Supervisors/department chairs are responsible for ensuring that the employee completes orientation. It is recommended that each new hire be assigned a “learning buddy” or “faculty contact” to help transition the new person.

30



Professional Development (continued)

New Supervisor Training

All new supervisory personnel, either new to the supervision, or new to HCC as a supervisor, are required to attend and complete the College Leadership Program (CLP). The College Leadership Program is a certificate program designed to enhance the success of managers, supervisors and department chairs at HCC. Components of the program include core courses, electives, self-development, and supervisory coaching and guidance. Information on the CLP can be found on the HCC website at: www hccs edu/hccs/faculty-staff/training/college-

leadership-program

New Support Staff Training

All new office support staff, whether new to HCC, or new to a position, are required to enroll in and complete the College Office Professionals Program (COPP). The College Office Professionals Program is a certificate program designed to provide new secretarial and administrative support staff with knowledge and practical skills needed to quickly integrate into the HCC workforce. COPP enrollees attend professional development courses and receive peer-mentoring and on-the-job training. Information on the COPP can be found on the HCC website at: www hccs edu/hccs/faculty-staff/training/college-office-professionals-program-copp

Executive Leadership Training & Development

Executive leadership development can take many forms, such as individual coaching, enrollment in off-site leadership programs, attending presentations of well-known speakers, Communities of Practice, workshops, and self-study. The Leadership Excellence Institute, open to a selected number of individuals, supports executive leadership succession planning.

Non-Faculty Sabbatical Leave

All eligible full-time HCC employees not on the faculty pay scale are eligible to request non-faculty sabbatical leave after seven years of employment. The purpose of sabbatical leave is to provide opportunities for full-time administrators to engage in activities that will benefit the College and result in improved job performance. A sabbatical should provide the individual a significant opportunity for new intellectual achievement and growth through study, research, writing, creative work, and travel and other suitable activities so that professional effectiveness may be enhanced, and the institution’s educational programs and/or services strengthened. See HCC Procedure C.19.1.5 for more information about non-faculty sabbatical leave.

31


Professional Development (continued)

Faculty Sabbatical LeaveEach spring semester, the Vice Chancellor for Academic Affairs announces dates for faculty Sabbatical Leave

applications. The forms and criteria for the applications are posted on the Faculty Administrative Support website under Instructional Support. To select among the applicants, the Vice Chancellor of Academic Affairs assembles a committee which he/she chairs, that consists of at least one Dean from each of the academic and workforce Deans’ Councils, the Faculty Senate President, and at least one faculty member from each of the HCC colleges. Preference for faculty committee membership is given to prior awardees of Faculty Sabbatical Leaves. The selection committee meets twice, once to receive the applications and discuss the scoring rubric and guidelines, and secondly to compare scores and finalize the selections. The selection committee is also tasked with review of the forms/criteria and any modifications as might be deemed necessary. The Vice Chancellor of Academic Affairs then recommends the selections to the Chancellor for funding the following year, based upon approval of the overall budget. Faculty Sabbatical Leave awardees are required to turn in a Sabbatical Leave report within one month of returning to regular service. Further, faculty Sabbatical Leave awardees are required to commit to at least one year of service to HCC following the leave or to return an amount of funds equal to that of the leave award.


32


Employees Need to Know

Pay and Longevity PayEmployees are paid semi-monthly. Full-time employees are paid on the 15th and the last work day of the month.

If these dates fall on a holiday or weekend, then payday is the preceding business day. The two pay options are Cash Pay and direct deposit into your bank or credit union account. Pay for full-time employees includes salary earned through the pay date. Pay for overtime, however, can lag by one pay period. Pay for any work done beyond 40 physical hours can show currently depending on payroll runs. Any time not captured currently will show up on the following payday.

Full-time employees are eligible for $75 per month longevity pay upon the completion of five years of HCC service; $100 per month longevity pay upon the completion of ten years of service. Upon completion of 30 years, the longevity pay is $150 per month, and after completing 35 years, the longevity pay is $175 per month.

Salary Increases & PromotionsThe HCC Board of Trustees may grant pay increases to employees depending on economic factors, such as budget

and market conditions. In order to receive the increases, you must have a PEP review of “Professional Performance” or higher.

HCC follows the practice of filling positions competitively, using an open posting system. Job vacancies are announced via the HCC online applicant system, and individuals apply to be considered. A formal hiring process includes review of all applications, screening based upon pre-set criteria, interviews and selection. A supervisor cannot unilaterally promote an employee or increase salary. However, HCC encourages promotions from within when possible. Professional growth and development and performance excellence will help you qualify for higher-level positions.

Facilities & TelephonesAll HCC facilities are non-smoking. Smoking is prohibited anywhere within the buildings, including rest rooms,

break rooms, and stairways. Smoking is allowed only in designated areas.

The HCC telephone directory is online and may be accessed from myhcc > Phone Directory. Do not unplug the telephone without prior authorization, because an unplugged phone must be reset by the main office at Information Technology. An authorization code is required to make long distance calls. Long distance codes are issued only as needed to conduct HCC business. Request a long distance code from your supervisor. Except for emergencies, employees should make and receive personal calls only during lunch time. Personal calls must not interfere with the employee’s work.

Equipment, E-mail & the InternetHCC resources (facilities, equipment, other property, and personnel) shall not be used for personal gain or for other

than official college business. HCC is a public institution supported by tax collections. Personal use of public resources is prohibited by state law.

HCC uses Microsoft Exchange (Outlook) for e-mail, which can also be accessed from the Internet. New employees are assigned an e-mail account when they report to work. Employees should not receive personal e-mail at their HCC e-mail address.

HCC supports a connection to the Internet and the World Wide Web for faculty, students, and staff in support of the mission of the college. The Internet connection should be used in an open, accessible, and academically free

33


Equipment, E-mail & the Internet (continued)manner to support the teaching, research, and outreach missions of the college. The District encourages faculty, staff, and students to make broad use of the Internet as a tool for learning, communication, and scholarship.

Campus MailHCC has an internal campus mail system that uses four-digit mailing codes. Interoffice mail should be placed

in the designated pick-up area for your department. Campus mail is the property of the HCC and no guarantee of confidentiality can be assumed. U.S. mail must be processed through the HCC Mail Center, located at the 3100 Main Building. U.S. mail requires a budget code, and specific address format. Further information regarding mail services may be viewed online via the following path: myhcc > Business Services > Mail Center. Employees should not receive personal mail at work.

Library ServicesThe HCC Libraries are dedicated to serving faculty, staff and students. Offering a variety of services, a library can

be found at every college. To obtain a library card, which allows access to HCC Libraries’ materials including books and electronic databases, employees must present a valid photo ID, department name, and contact information at any HCC library circulation desk.

HIPPA Privacy RulesThe Health Insurance Portability and Accountability Act (HIPAA) of 1996 privacy rules went into effect

April 14, 2003. HIPAA privacy protections require group health plans, such as Employees Retirement System (ERS) and other providers, to protect the privacy of their participants. Texas law already makes your member information, including your Personal Health Information (PHI), confidential. ERS will not release certain information about you without your written authorization. Please refer to the ERS website at www ers state tx us for additional information.

Employees Need to Know

Board of TrusteesNeeta Sane, Chair, District VII

Christopher W. Oliver, Vice Chair, District IXRobert Glaser, Secretary, District V

Zeph Capo, District IDave Wilson, District II

Dr. Adriana Tamez, District IIICarroll G. Robinson, District IV

Sandie Mullins, District VIEva L. Loredo, District VIII

AdministrationDr. Cesar Maldonado, Chancellor

Dr. William Carter, Vice Chancellor, Information TechnologyDr. Charles Cook, Vice Chancellor, Academic Affairs

Dr. Thomas Estes, Vice Chancellor, Finance & PlanningDr. Diana Pino, Vice Chancellor, Student Services

Dr. Fred Zeidman, Vice Chancellor, Institutional AdvancementMs. Renee Byas, General Counsel

Ms. Belinda Brockman, Director, Internal AuditingMr. Remmele Young, Associate Vice Chancellor, Governmental & External Affairs

Dr. William Harmon, President, Central CollegeDr. Betty Young, President, Coleman College for Health Sciences

Dr. Margaret Ford Fisher, President, Northeast CollegeDr. Zachary Hodges, President, Northwest CollegeDr. Irene Porcarello, President, Southeast College

Dr. Fena Garza, President, Southwest College

Houston Community College is an equal opportunity employer and does not discriminate in employment or in the provision of services on the basis of race, color, religion, national origin, sex, age, or disability. Applicants should communicate to the Chief Human Resources Officer during the hiring

process any requests for disability-related accommodations. (01/15)

new employee handbook

Education

stafford campus

sam houston parkway

fannin campus

community college drive

katy campus

hayes campus

gulfton campus

pinemont campus