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EGC EMPLOYEE HANDBOOK Section 3: RECRUITMENT & EMPLOYMENT PROCEDURES 3.2 Employment Disqualifications 3.3 General Hiring Procedures for Classifed Employees 3.6 Employment of Foreign Nationals 3.10 Confidential and Protected Health Information |
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An
application form must be completed by each person formally applying for
a classified position at East 3.2 Employment Disqualifications A candidate will be disqualified for employment for any of the following reasons:
3.3 General Hiring Procedures for Classified Employees East Georgia College is an equal opportunity employer, and as such, makes every effort to recruit qualified and diverse applicants for classified vacancies. The vice president for fiscal affairs, as the EEO Officer for East Georgia College, and the Human Resources Office are to be involved in the search process to insure that the proper procedures including affirmative action are involved in the recruiting and hiring procedures. If a department has an available classified position opening, the following steps should be taken in order to fill the vacancy:
East Georgia College recognizes that its employees are important and fairness to all determines the relationship of the college to its personnel. East Georgia College’s policy is to employ those persons who are best qualified based on ability, skill, experience, training, character, and physical condition, regardless of race, color, sex or creed. The college provides working conditions, salaries, and benefits that will attract and retain competent employees. The employment of all persons under the age of eighteen (18) years shall be in compliance with the regulations of the U.S. Department of Labor and with applicable State law. 3.6 Employment of Foreign Nationals The employment and/or payment of non-resident foreign nationals shall be in compliance with all applicable federal laws and shall comply with all relevant visa restrictions. There are two types of employment: regular and temporary. A regular employee is employed continuously for more than six months. A temporary employee is employed for a period no longer than six months under Board of Regents policy provisions. Temporary employees may be reappointed at the end of their period of employment for another period of not more than six calendar months. Such a reappointment is subject to approval by the vice president for fiscal affairs. Once an individual has served as a temporary employee for a twelve month period, he/she shall not thereafter be employed as a temporary employee until a period of thirty calendar days has elapsed. The reappointment of a temporary employee does not automatically change the status of the employee from temporary to regular. When the status of an employee is changed from temporary to regular, the employee will be notified by the appropriate department head and the Human Resources Office. All casual laborers shall be classified as temporary. Certain benefits contained in this handbook are not applicable to employees classified as temporary. All students employed by the institution and designated as classified employees who are paid through the college payroll system as student assistants are classified as temporary employees. Student assistants shall be employed only on an hourly basis with remuneration for such work to be computed by the hour. All student employment is stipulated to be subject to reevaluation without prior notice and could include possible change of location and function. Student assistants are employed on a semester by semester basis and should be evaluated by their supervisor at the end of each semester. Such evaluations should be filed with the vice president for fiscal affairs. Student assistants shall not be employed unless sufficient funding is available within a departmental budget. Student assistants must complete hand-written biweekly time reports. Time sheets are not to be completed in advance; they should be checked for completeness and accuracy and signed by the student and the supervisor. Any intentional falsification of time records will be grounds for termination. Careful supervision of student employees is imperative to insure that good work habits are taught and encouraged. Prior to starting work at East Georgia College, all new employees must complete the following before their paychecks can be processed:
3.10 Confidential and Protected Health Information Every employee is assigned an Employee I.D. number upon initial employment when personnel/payroll data is entered into the Human Resources Management System. For security purposes, this unique employee identifier is used rather than a social security number. Employment documents containing a social security number and/or other confidential information, including protected health information covered under the provisions of HIPAA, will be handled with exercised confidentiality, maintained in secure, locked filing cabinets, and will meet all provisions of federal and state law. The basic criteria for the appointment and promotion of classified employees shall be appropriate qualifications and performance as set forth in the policies of the Board of Regents. Relationship by a family or marriage shall constitute neither an advantage nor a disadvantage. No individual shall be employed in a department or unit under the supervision of a relative who has or may have a direct effect on the individual’s progress, performance, salary, or welfare. For the purpose of this policy, relatives are defined as husbands and wives, parents and children, brothers, sisters, and in-laws of any of the foregoing. 3.12 Provisional/Probationary Appointments All regular classified employees, with the exception of public safety officers pending training, are required to serve the first six months of employment on a provisional basis. If the work of the employee is satisfactory, employment will be continued. Should the work not be satisfactory, the employee will be notified in writing at any time prior to the completion of the six-month provisional period and the employee may be terminated at that time without right of appeal. Transfers to other positions are not made during the provisional period. Temporary employees hired into regular positions are considered new employees and will serve a six-month probationary period beginning with the first work day of regular employment. A major responsibility of the supervisor is to provide orientation of the job to each new employee. This means explaining the nature of the job to be done and the usual work methods. New employees shall be responsible for reading and familiarizing themselves with the contents of the appropriate policy and/or procedures manuals at East Georgia College. Each new employee shall be specifically responsible for obtaining information regarding the following work-related issues:
One of the most important aspects of employment to both the employee and the employer is working conditions. The college makes every effort to provide an atmosphere that enhances individual development and job enrichment. In general, the policy in this area is one of common courtesy and understanding. The college must always strive to understand the needs of the employees, and likewise, each employee should realize the role he or she plays in the overall goals of the college. All policies have been established to create a cooperative working environment for both the college and the employee. Employees are expected to perform their duties as safely as possible to insure the protection of themselves, their fellow workers and the general public, and to reduce the amount of time lost through injuries or accidents. Unsafe conditions or practices observed by an employee should be reported to the supervisor. All personal injuries and accidents must be reported to the Human Resources Office immediately so that a First Report of Injury, as required by the Occupational Safety and Health Administration, may be completed. Employees requiring medical treatment for an injury on the job must check with the Human Resources Office for instructions on obtaining appropriate services. Deviation from the approved Workers Compensation Panel of Physicians may result in non-payment of the claim by the Department of Administrative Services. Travel by employees on official business is covered by regulations relating to reimbursement for reasonable and necessary expenses. Employees required to make official trips should understand the regulations by consulting with their supervisor and/or the Business Office. Employees are required to complete a Request for Authority to Travel form that is to be approved by their supervisor and then forwarded to the Business Office. The request form is then attached to the Travel Expense Statement form by the Business Office when the expense statement is submitted for payment. As state employees, employees of the college qualify for exemption of hotel/motel excise taxes while on official business. The tax exemption forms may be obtained from the Business Office. Travel regulations can be found on the East Georgia College web page, as well as in the appendix of this handbook. All non-exempt staff employees are covered by the provisions of this act which, in part, establishes a minimum hourly wage and requires the payment of overtime for work performed in excess of forty hours per week at a rate not less than one and one-half times the employees’ regular hourly rate of pay. Overtime will not be paid until an employee has physically worked forty hours in one week, not including holiday, vacation, or sick leave. In lieu of payment for approved overtime work, compensatory time is granted at one and one-half hours for each hour of overtime work. Approved compensatory time is subject to a maximum accumulation of sixty (60) hours and must be expended by the end of the succeeding calendar quarter. For the purposes of calculating a forty-hour work week, the week begins at 12:01 A.M. Saturday and ends at 12:00 P.M (midnight) the following Friday. Should any employee be required to work beyond the normal eight-hour day, the direct supervisor should make provision for comparable time off to compensate for the overtime within that forty-hour work week. If that is not possible, then such overtime will be recorded on the time records and taken as compensatory time. The Fair Labor Standards Act also provides that employees of one sex must not be paid wages at rates lower than those paid employees of the other sex for equal work on jobs requiring equal skill, effort, and responsibility which are performed under similar working conditions. A minimum work week of forty hours is observed by all full-time staff employees. The requirements of the various operations of the college are diverse and different work schedules may be adopted to meet those needs. The schedules for a given department are established by that department head, subject to the approval of the appropriate administrative officer. Most offices shall be open from 8:00 AM to 5:00 PM, Monday through Friday. Some evening hours may be required in some departments. The standard lunch break will be one hour and established by mutual agreement between the employee and the supervisor. All employees are advised of their work hours when they accept employment at the college. For the college to maintain a smooth and consistent operation, employees must be conscientious in all areas of their work. For this reason, each employee must report to work at the designated time and remain on duty in accordance with their work schedule. Employees or their representatives must notify their supervisor when, in the event of an illness or an emergency that they are unable to report to work. If for some reason the supervisor cannot be reached, a call should be placed to the Human Resources Office. Excessive absenteeism and/or tardiness or failure to report the reason for absenteeism affects promotions and can eventually result in termination of employment. If the work situation permits, a supervisor may authorize two fifteen-minute breaks, one in mid-morning and one in mid-afternoon. Care should always be taken to see that all work assignments are covered. Such breaks are not mandatory and are a benefit subject to departmental and supervisory needs. An employee may not forego breaks to accumulate extra time off. The University System of Georgia requires that each employee be evaluated on total performance at least once every twelve months. The evaluation is completed by the employee’s supervisor, and the employee is provided with a copy of the evaluation. The evaluation will include achievements in the performance of the specific job responsibilities associated with the position as well as suggestions for improvements. The performance evaluation is one of the factors in the determination of annual salary increases. Regular employees, after completing the provisional period of employment, will be eligible for promotion to a higher position within the college. Salary advancements and promotions are based on merit. Whenever practical, vacancies are filled by the promotion of current employees. A promotion is the shift of an employee from one position to another having more responsible duties or involving more skill (higher classification). To be promoted, an employee must meet the qualifications required by the open position and must follow the application procedures as outlined in the advertisement for the position. When positions become available, Human Resources will post a notice in the campus mail room and advertise in the local or area newspapers. Promotional salary increases are contingent upon the availability of funds and must be approved by the appropriate supervisor and the vice president for fiscal affairs. Promotional salary increases must be managed within the established institutional salary budget. It is important to note that almost every promotion is unique and factors affecting them will vary. Common factors to consider are:
When an employee’s present job is reclassified to a higher grade level, the employee shall be eligible for a promotional increase at the next authorized salary adjustment date or upon special approval by the president. Transfers must be based on mutual agreement between departments or between institutions of the university system. A departmental transfer is the shift of an employee from one position to another of the same classification or to one with comparable skills and in the same general pay range. Upon movement of an employee between institutions of the university system, accumulated sick leave, retirement, and other applicable benefits and service continuity will be transferred if there is no actual break in service. Use or transfer of accrued vacation leave will be based upon mutual agreement of the institutions involved and in accordance with the Board of Regents’ policies. Employees transferring to East Georgia College who have more than twenty days of accrued vacation leave at another USG institution may request their departing institution to either transfer the total accrued leave not to exceed forty-five days or make payment for accrued vacation leave greater than twenty days, but not to exceed twenty-five days. It is the employee’s responsibility to notify the Human Resources Office of changes in name, address, telephone number, tax exemptions, etc. in order to maintain current personnel records. It is vital that an emergency contact be maintained in the personnel file in the event of an accident or injury to the employee during working hours. |
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EGC Home Copyright© 2010 East Georgia College For technical issues concerning this web site send email to Webmaster This page was last edited:
01/04/2010 |
