2018

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MESSAGE FROM THE PRESIDENT Welcome to Madison College! You are joining a community of professionals who are dedicated to the success of each and every student we serve, for their success is the highest measure to which we are held accountable by our stakeholders. This employee handbook is intended to provide a detailed overview of standard procedures, policies and expectations that are relevant to all personnel of the college. It is a dynamic document that is continually being refined and updated as needed. If you have specific questions about employment-related issues, please contact the human resources business partner assigned to your unit. Providing an environment that is conducive to learning and working is a major goal of Madison College. Through the open exchange of ideas and opinions, we work in an environment that is inclusive of thought and strive to reflect the rich ethnic and cultural diversity of the communities we serve. I hope you’ll find your experience at Madison College to be personally rewarding, professionally fulfilling and intellectually stimulating. There are few endeavors more important than preparing students for success in their careers and in the communities they’ll call home, and we’re glad you’re here to help us continue this important work. Sincerely,

Jack E. Daniels, III, Ph.D. President

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Contents PURPOSE OF HANDBOOK .............................................................................................................................................. 8

Suggestions for Handbook Improvement ......................................................................................................................... 8 SHARED GOVERNANCE .................................................................................................................................................. 8

Shared Governance Model Overview ............................................................................................................................... 9 MISSION, VISION & VALUES ........................................................................................................................................... 9 ADMINISTRATIVE REGULATIONS ................................................................................................................................. 10 EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION ..................................................................................................... 10 EMPLOYEE TYPES ......................................................................................................................................................... 10 EMPLOYMENT .............................................................................................................................................................. 13

Recruitment & General Hiring of Personnel ................................................................................................................... 13

Employee Rights .............................................................................................................................................................. 13

Reasonable Accommodations ........................................................................................................................................ 13

Job Postings ..................................................................................................................................................................... 13

Employment Applications ............................................................................................................................................... 14

Background Checks ......................................................................................................................................................... 14

Employment References and Verification of Employment ............................................................................................. 14

Orientation ...................................................................................................................................................................... 14

Introductory Period for Employees ................................................................................................................................. 14

Attendance and Punctuality ........................................................................................................................................... 14

Performance Appraisals .................................................................................................................................................. 15

Employee Records ........................................................................................................................................................... 15

Hold Harmless ................................................................................................................................................................. 15

Medical Restriction ......................................................................................................................................................... 16

Nepotism ......................................................................................................................................................................... 16

Outsourcing ..................................................................................................................................................................... 16

Separation of Employment ............................................................................................................................................. 17 Resignation ................................................................................................................................................................ 17 Retirement ................................................................................................................................................................. 17 Job Abandonment ..................................................................................................................................................... 17 Reduction in Workforce/Layoff ................................................................................................................................. 17 Involuntary Termination ............................................................................................................................................ 18

Transfer and Promotion .................................................................................................................................................. 18

Uniform Allowance ......................................................................................................................................................... 18

Use of Facilities ............................................................................................................................................................... 19

Workplace Searches ........................................................................................................................................................ 19

Workday .......................................................................................................................................................................... 20 PAY AND COMPENSATION ........................................................................................................................................... 20

Fair Labor Standards Act Status (Pay Types) .................................................................................................................. 20

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Hours of Work ................................................................................................................................................................. 20

Overtime ......................................................................................................................................................................... 21

Time Reporting ................................................................................................................................................................ 21

Pay Periods and Direct Deposit ....................................................................................................................................... 21

Pay and Deductions ........................................................................................................................................................ 22

Compensation Philosophy .............................................................................................................................................. 22

Position Descriptions ....................................................................................................................................................... 22 BENEFITS ...................................................................................................................................................................... 23

Benefits Committee ........................................................................................................................................................ 23

Health Insurance ............................................................................................................................................................. 23

Dental Insurance ............................................................................................................................................................. 23

Voluntary Vision Insurance ............................................................................................................................................. 23

Flexible Spending Account .............................................................................................................................................. 23

Disability Insurance ......................................................................................................................................................... 23

Retirement Savings ......................................................................................................................................................... 24 Wisconsin Retirement System ................................................................................................................................... 24 Tax Sheltered Annuities ............................................................................................................................................. 24

Life Insurance .................................................................................................................................................................. 24

Retirement Benefits ........................................................................................................................................................ 24 Health and Dental Insurance Retirement Benefits ................................................................................................... 24 Sick Leave Payout on Retirement .............................................................................................................................. 24

Worker’s Compensation ................................................................................................................................................. 24 WELLNESS .................................................................................................................................................................... 25

On-Site Clinic – Group Health Cooperative (GHC) .......................................................................................................... 25

Well Credits – Earn Credits, Win Prizes ........................................................................................................................... 25

Employee Assistance Program (EAP) .............................................................................................................................. 25

Community Supported Agriculture (CSA) ....................................................................................................................... 25

Wellness Reimbursements .............................................................................................................................................. 25

Fitness Center and Showers ............................................................................................................................................ 25

Flu Shot Clinics at Truax .................................................................................................................................................. 25

Support for Nursing Mothers .......................................................................................................................................... 25

Support for Quitting Smoking ......................................................................................................................................... 26 LEAVES & OTHER TIME-OFF BENEFITS .......................................................................................................................... 26

Holiday Time Off ............................................................................................................................................................. 26 Observed Holidays ..................................................................................................................................................... 26 Floating Holidays ........................................................................................................................................................ 26

Shutdowns ...................................................................................................................................................................... 27

Building Closures ............................................................................................................................................................. 27

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Personal/Emergency Time Off ........................................................................................................................................ 28

Vacation Time Off ........................................................................................................................................................... 28 Earning Vacation ........................................................................................................................................................ 28 Full-Time PSRP Bands A and B ................................................................................................................................... 28 Full-Time PSRP Band C ............................................................................................................................................... 28 Using Vacation ........................................................................................................................................................... 29

Sick Time Off ................................................................................................................................................................... 29 Earning Sick Time Off ................................................................................................................................................. 29 Use, Notification and Verification.............................................................................................................................. 30 Sick Time Off Accumulation ....................................................................................................................................... 30 Faculty Absence ......................................................................................................................................................... 30

Bereavement Time Off .................................................................................................................................................... 31

Incentive Time Off ........................................................................................................................................................... 31

Jury Duty Time Off ........................................................................................................................................................... 31

Family and Medical Leave .............................................................................................................................................. 31

Military Leave of Absence ............................................................................................................................................... 32

Unpaid Leave of Absence ................................................................................................................................................ 32

Maternity/Paternity Leave of Absence ........................................................................................................................... 33

Caregiver Leave of Absence ............................................................................................................................................ 33

Professional Development Leave – Short Term .............................................................................................................. 33

Professional Development Leave – Long Term ............................................................................................................... 33

Paid Time Off................................................................................................................................................................... 33 Earning PTO................................................................................................................................................................ 34 Approval and Notification .......................................................................................................................................... 34

Short-Term Substitute Time Off ...................................................................................................................................... 34 Sporadic Short-Term Absences ................................................................................................................................. 34 Long-Term Absences ................................................................................................................................................. 34 Absences in courses with required seat time ............................................................................................................ 34 Absences that affect the safety of the students ....................................................................................................... 35

Paid Time Off Donation................................................................................................................................................... 35 Determining Recipient Eligibility................................................................................................................................ 35 Catastrophic Illness or Injury ..................................................................................................................................... 35 Time Off Benefits and Replacement Income ............................................................................................................ 35

Release Time Off for Represented Activities ................................................................................................................... 36

Civic Responsibility Leave of Absence ............................................................................................................................. 36

Voting Time Off ............................................................................................................................................................... 36 PROFESSIONAL CONDUCT ............................................................................................................................................ 36

Conservation of Resources .............................................................................................................................................. 37

Employee Code of Ethics ................................................................................................................................................. 37

Conflict of Interest ........................................................................................................................................................... 37

Consensual Relationships................................................................................................................................................ 37

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Drug and Alcohol ............................................................................................................................................................ 37

Fitness for Duty ............................................................................................................................................................... 38

Information Protection ................................................................................................................................................... 38

Outside Employment and Volunteer Activities ............................................................................................................... 38

Travel .............................................................................................................................................................................. 39 PROFESSIONAL DEVELOPMENT ................................................................................................................................... 39

Professional Development Leave – Short Term .............................................................................................................. 40

Professional Development Leave – Long Term ............................................................................................................... 40 COMMUNICATION ....................................................................................................................................................... 40

Computer Systems Acceptable Use ................................................................................................................................ 40

Electronic Communications ............................................................................................................................................ 41

Personal Phone Calls ....................................................................................................................................................... 41

Public Statements ........................................................................................................................................................... 41 STANDARDS AND GUIDELINES FOR CONFLICTS, DISPUTES & MISCONDUCT ............................................................... 41

Conflict Resolution Process ............................................................................................................................................. 41 Interest-Based Problem Solving (IBPS) Approach ..................................................................................................... 42

Investigations .................................................................................................................................................................. 43

Grievance Procedure ....................................................................................................................................................... 43 Eligibility ..................................................................................................................................................................... 43 Definitions .................................................................................................................................................................. 44 Grievance Process Steps ............................................................................................................................................ 44

Performance Improvement Plan..................................................................................................................................... 44

Progressive Discipline ...................................................................................................................................................... 45

Workplace Bullying ......................................................................................................................................................... 45

Workplace Harassment and Discrimination ................................................................................................................... 46

Workplace Violence ........................................................................................................................................................ 46

Title IX and Sexual Misconduct ....................................................................................................................................... 46 SAFETY ......................................................................................................................................................................... 47

Accident Reporting .......................................................................................................................................................... 47

Conceal and Carry ........................................................................................................................................................... 47

Driver Safety .................................................................................................................................................................... 47

Emergency Closings ........................................................................................................................................................ 47

Evacuation/Emergency Floor Plans ................................................................................................................................ 48 Evacuation .................................................................................................................................................................. 48 Disabled Individuals ................................................................................................................................................... 48

Parking ............................................................................................................................................................................ 48

Tobacco Free District....................................................................................................................................................... 49 GLOSSARY .................................................................................................................................................................... 50

Catastrophic Illness or Injury ........................................................................................................................................... 50

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Closure............................................................................................................................................................................. 50

COBRA ............................................................................................................................................................................. 50

Continuous Service .......................................................................................................................................................... 50

Critical Services ............................................................................................................................................................... 51

Equal Employment and Affirmative Action .................................................................................................................... 51

Fair Labor Standards Act ................................................................................................................................................. 51

Family and Medical Leave Act/Wisconsin Family and Medical Leave Act ..................................................................... 51

Holiday ............................................................................................................................................................................ 51

Illness or Injury ................................................................................................................................................................ 51

Immediate Family .......................................................................................................................................................... 51

Income Protection ........................................................................................................................................................... 52

Layoff .............................................................................................................................................................................. 52

Leave of Absence ............................................................................................................................................................ 52

Shutdown ........................................................................................................................................................................ 52

Social Security ................................................................................................................................................................. 52

Uniformed Services Employment and Reemployment Rights Act (USERRA) ............................................................. 52

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PURPOSE OF HANDBOOK Madison College (college) is pleased to provide you with this Employee Handbook (Handbook). This Handbook is intended to provide you with general guidance about our current rules and operating procedures, and the benefits we currently offer to eligible employees. We hope it will serve as a useful resource for you during your employment with us. The Handbook applies to all employees of the college. It is the duty and the responsibility of every employee to be aware of and abide by the existing rules and operating procedures. This Handbook provides general information to all employees and contains specific information depending on your employment group (i.e., part-time faculty, full-time faculty, paraprofessional and school-related personnel [PSRP], administrative staff). In addition, wherever possible, this Handbook provides links to specific policies and web pages for the most updated information. No employee handbook can answer every question or anticipate every situation. For that reason, the college may reinterpret, change, supplement, or rescind any part of this Handbook or any of its other policies as it deems appropriate, with or without prior notice. Nothing in this Handbook or in any of the college’s policies, practices, or representations to or about its employees is an express or implied contract. All past practices (whether written or unwritten) are eliminated and this Handbook supersedes all past practices, policies, and procedures. In no event shall past practices be considered an implied contract, or evidence of an implied contract.

Suggestions for Handbook Improvement If you have suggestions for improving this Handbook, you may email the Employee Handbook mailbox.

SHARED GOVERNANCE The college follows a practice of Shared Governance that encourages participation, partnership and a renewed commitment to excellence among employees at every level. Shared governance is founded on the cornerstone principles of collaboration, equity, accountability and ownership, and represents a shift from “directive” to “facilitative” – respecting and considering the merits of different perspectives and new ways of thinking. Together, these principles form a culturally sensitive and empowering framework that leads to sustainable and accountability-based decisions that contribute to the institution’s success. Shared Governance is a collegial system for making recommendations to the president. Those recommendations ensure the voice of employees at every level and the students we serve are represented in crucial conversations that influence how we advance our mission and vision while remaining true to our shared values. It is in the spirit of “We are all in this together” that every member of the Madison College community works toward a common goal: student success.

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Shared Governance Model Overview The Shared Governance model draws on the expertise and practical experience of faculty, staff, administrators, and students. The system is designed to make our best collective decisions while emphasizing shared responsibility for college-wide policies, strategies and priorities. The College Assembly is charged with operating the entire shared governance system. It makes recommendations on select policy matters and recommendations to the president. It is also the principal body to work on strategic planning and resource allocation. The eight councils make important recommendations on specific issues to the College Assembly.

College CommunityCollege AssemblyStrategic Planning

Student Affairs Council

Institutional Effectiveness

Council

Diversity & Community Relations Council

Facilities Planning & Investment

Council

Information Technology

Council

Employee Relations & Professional Development

Council

Academic Council

Finance Council

College Community

College Community

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MISSION, VISION & VALUES

Mission: Madison College provides open access to quality higher education that fosters lifelong learning and success within our communities. Vision: The leader in accessible, affordable education that meets the evolving needs of our diverse communities. Values: • Excellence • Respect • Commitment to students and diverse communities • Making higher education available to all

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ADMINISTRATIVE REGULATIONS The college has administrative regulations to aide in governing our organization. These policies are meant to establish efficiency, consistency, responsibility, and accountability. Many regulations, policies and procedures are referenced throughout the Handbook, and you are responsible for knowing and understanding the regulations, policies and procedures that impact you, including those referenced in this Handbook.

EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION Madison College is committed to equal opportunity and affirmative action for its employees and students. It is your duty to help create a work environment that promotes equal opportunity. Any incident that you believe violates the policy should be reported to your supervisor or a member of human resources. Equal opportunity, as required in Chapter 38 of Wisconsin Statutes and the Wisconsin Fair Employment Law (Sec. 111.31-111.395, Wis. Stats.), is for all persons regardless of:

• Political affiliation • Age, • Race, • Creed, • Color, • Handicap (disability), • Marital status, • Sex, • National origin,

• Ancestry, • Sexual orientation, • Arrest or conviction record, • Service in the armed forces, • Genetic testing; and, • The use or non-use of lawful products

off the employer’s premises during non-working hours.

EMPLOYEE TYPES The college has established the following categories for both non-exempt and exempt employees. Administrators are individuals appointed by the President and include those employees who are employed in confidential capacities and may be responsible for planning, organizing, supervising, directing, controlling, and evaluating the activities of a major segment of the college. Administrative appointments are year-to-year.

Executive Level Individuals who plan, direct and formulate policies, set strategy and provide the overall direction of the college for the development and delivery of products or services within the parameters approved by the District Board. Examples of these kinds of managers include President and Vice Presidents.

Deans/Directors/Supervisors/Managers Individuals who oversee and direct academic schools or departments. This could include the delivery of products, services or functions at a group, regional or divisional

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level of the college. Deans, managers and supervisors receive direction from the executive level management. They implement policies, programs and directives of executive/senior management within set parameters. Examples of these kinds of managers include Dean, Administrative Supervisor, Manager or Director.

Technical Professional Administrators who are responsible as individual contributors for providing skilled administrative or specialized services in support of functions essential to the college’s administrative operations. Administrators possess and apply advanced skills to their assigned areas by adapting necessary procedures, processes and techniques to accomplish requirements of the position. Examples include Budget Consultant and Technology Services Architect. Executive Assistants Individuals who are responsible for providing skilled administrative and/or specialized services essential to the college's administrative operations and/or executive leadership staff. Incumbents possess and apply advanced skill to assigned area by adapting procedures, processes and techniques as necessary to accomplish the requirements of the position. Examples of these kinds of staff include Executive Assistant to the Vice President and Executive Assistant to the President.

Paraprofessional and school-related personnel (PSRP) typically includes individuals whose responsibilities are office, clerical, technical/administrative/professional support, skilled craft, custodial, food service and service/maintenance functions.

Full-Time Individuals who work 1,509 hours or more per calendar year. Part-Time Individuals who work at least 520 hours, but less than 1,509 hours per calendar year.

Faculty lead the design and delivery of high-quality learning experiences. All faculty, regardless of employment category, are valued as respected educators who are central to student success.

Full-Time Faculty Professionals who have an annual employment contract based on 38 weeks and a 35-hour work week (which may include credit, noncredit and/or customized training) or faculty working at least half time who are designated as a “Unique Group” such as:

• Counselors; • Apprenticeship Faculty; • Resource Faculty; or, • Other unique category

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Part-Time Faculty Professionals whose total workload of instructional and non-instructional activities is less than 75 percent of full time. This category has some exceptions for non-aidable part-time instructors. Part-time faculty workload must stay within the parameters of part-time work as defined by the Affordable Care Act.

Casual employees are hired on a temporary or limited basis for the following purposes:

• Seasonal work; • Limited-term work (projected to be 90 days or less); or, • Limited hours work (less than 10 hours per week).

Casual work schedules can be flexible, but in all circumstances the work hours are limited to 30 hours per week and 519 hours per calendar year. Casual employees are not eligible for paid time off or most other employee benefits, but they are eligible to participate in 403(b) and 457 Tax Sheltered Annuities programs. Student employees hold on and off campus student jobs. Student Help and Work Study employees may work a maximum of 19 hours per week during the academic year and 30 hours per week during the summer.

Student Help (on campus) Student Help jobs are on campus positions funded and supported through individual departments. Positions and duties vary. Positions are available for eligible and qualified students and do not require financial need.

Federal Work Study (on and off campus) The Federal Work Study Program provides jobs for students with financial need. The amount of Federal Work Study awarded depends on financial need as determined by the Free Application for Federal Student Aid, the amount of other financial aid awarded and the availability of funds at the college. Visit the Federal Work Study Program web page for more information.

Fixed-Term, Grant-Funded Employee (FTGE) Individuals who are hired to work in a position that is grant funded, with the initial term of the grant not exceeding 3 years, and continuation of funding beyond the initial term is not expected. Limited-term employees are employees assigned or an individual hired through recruitment efforts to work on a specific project with a defined beginning and ending date, for a period not to exceed 1 year either on a full-time or part-time basis. Only those benefits required by law are paid by the college to temporary employees.

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EMPLOYMENT

Recruitment & General Hiring of Personnel The college is committed to fostering a welcoming and respectful campus environment. Recruiting and hiring with a focus on diversity and inclusion is a key component to achieving the mission and vision of the college. Recruitment and hiring processes are designed to assure that all qualified applicants receive equitable and fair consideration during the recruitment, screening, interviewing and hiring process and to assure compliance with applicable laws and regulations. The goal is for positions to be filled with individuals most qualified to perform the duties and responsibilities of the position. Flexible, efficient and effective recruitment and hiring processes and consistent application of these processes are essential. The college retains the discretion to reallocate, realign, or redistribute positions and make exceptions to this policy. For more information, view the recruitment and general hiring of personnel procedure.

Employee Rights You have legal rights under federal and state laws, including the Civil Rights Act of 1964, the Age Discrimination in Employment Act, the Americans with Disabilities Act, the Family and Medical Leave Act, Uniformed Services Employment and Reemployment Rights Act, and the Fair Labor Standards Act. Government posters explaining employee rights are prominently displayed on all campuses. If you are unable to locate the posters, contact human resources.

Reasonable Accommodations The college provides Reasonable Accommodations for qualified individuals with a disability who are employees or applicants for employment to afford equal employment opportunity.

• Employment opportunities will not be denied because of the need to make reasonable accommodations for an individual's disability.

• Reasonable accommodations will be provided by the employing unit/department in a timely and cost-effective manner.

• All persons with disabilities are invited to self-identify and to request needed accommodations through the college Americans with Disabilities Act Accommodation Request Form.

Appointing authorities, supervisors, employees, and applicants for employment should direct inquiries regarding disability accommodation policies and procedures to human resources.

Job Postings All job openings are posted online on the college’s jobs website at https://madisoncollege.edu/careers. Jobs will remain open on the posting until the application deadline, the position is filled, or at management’s discretion. You may apply to jobs as vacancies become available. If you apply for externally posted jobs, you will be considered along with other internal/external applicants. Employees interested in applying for a posted opportunity must apply online at

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https://madisoncollege.edu/careers. Meeting the minimum job requirements does not necessarily guarantee an interview.

Employment Applications The college relies upon the accuracy of information contained in the employment application as well as the accuracy of the other data presented throughout the hiring process and employment. If the college discovers any misrepresentations, falsifications, or material omissions in any of this information or data, it may result in exclusion from further consideration of employment; or, if hired, termination of employment, regardless of the time elapsed before discovery.

Background Checks The college conducts background checks prior to any job offer (with limited exceptions).

Employment References and Verification of Employment Prospective employers, financial institutions, and residential property managers routinely contact the college requesting information on your work history and salary. Requests of this type should be directed to and completed by the Payroll Office. Human resources will respond to reference checks and employment verification inquiries. No other employee or department should supply any form, written or verbal, of employment verification. Responses typically will confirm only dates of employment, wage rates, and position(s) held.

Orientation New employees participate in employee orientation. During orientation, you receive important information regarding basic college administrative regulations, policies and procedures, including this Handbook, your compensation, and benefits programs, plus other information necessary to acquaint you with your job and the college. Please use the orientation to familiarize yourself with the college and our policies and benefits. You are encouraged to ask questions during orientation so that you understand all the guidelines that affect and govern your employment relationship with the college. For more information, view the PSRP and Administration Orientation web page, New Part-Time Faculty Orientation web page, and the full-time faculty orientation web page.

Introductory Period for Employees New employees will serve an introductory period. Newly hired PSRP and Administrative employees serve a 1-year introductory period, and full-time faculty serve a 3-year introductory period. For more information on the full-time faculty introductory process, view the Professional Development and Evaluation of Full-Time Faculty web page.

Attendance and Punctuality To maintain a safe and productive work environment, the college expects you to be reliable and punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on students, other employees, and the college. If you will be absent or arriving late to work, it is your responsibility to let your supervisor know as soon as possible. In cases of prolonged absence, in addition to immediate reporting, you are responsible for calling in from time to time to keep your supervisor updated on your expected return-to-work

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date. If you are out for at least 3 days for reasons that might relate to sick leave, your supervisor will notify human resources of the absence in order to send Family and Medical Leave Act (FMLA) paperwork to you. For more information on FMLA, view the Family and Medical Leave section of the handbook and the glossary for the definition of FMLA. Excessive or unreported absenteeism or tardiness will result in discipline. Absences protected by law, such as family, medical, or military leave will not result in discipline, but must be reported to your supervisor as soon as you become aware they will occur.

Performance Appraisals Performance appraisals aim to ensure work outcome alignment between the interests of the college and you. Appraisals provide supervisors and you with the opportunity to discuss job tasks, identify opportunities for improvement, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals and job expectations. Performance appraisals are not intended to compare you to another employee but rather to compare you to the expectations of your job. Supervisors may contact their human resources business partner for assistance in developing clear, measurable goals and ideas on how to engage in productive dialogue and coaching. Supervisors are responsible for the effective application of the performance appraisal process and for conducting brief, informal job performance discussions with you regularly. For faculty, annual Professional Development Plans are developed as part of the Faculty Quality Assurance System. View the Performance Appraisals web page for more information on appraisals for PSRP and Administrative staff.

Employee Records The college maintains personnel files on PSRP, administrators, and faculty. These files contain documentation regarding various aspects of your employment with the college. Personnel files are the property of the college, and access to the information they contain is restricted to the extent allowed by law. Employment records and personal information may be disclosed to third parties only with the employee's consent or pursuant to a legal authorization, such as a subpoena, court order or official written and verified request from a state or federal investigatory agency. You may review certain documents within your own personnel files in accordance with applicable state and local laws. Personnel files must be reviewed in the presence of a human resources staff member while in the human resources department. If you are interested in reviewing your file, contact the human resources business partner for your area. A 24-hour notice to human resources is required. Altering, removing or destroying any personnel records pertaining to any employee, former employee or applicant is prohibited unless otherwise directed by human resource’s records retention guidelines.

Hold Harmless The college will defend and indemnify you from actions, including lawsuits, brought against you and from liability incurred as a result of the normal, good faith performance of your duties, as provided by WI Stat. 895.46.

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Medical Restriction This applies to part-time PSRP and all full-time employees. The college will make a reasonable effort to find a suitable vacant position when a medical restriction prevents you from performing required work duties.

• Human resources may waive the normal hiring procedure. • Your salary will not be reduced, and you will receive any pay increases for which you

are eligible.

Nepotism This applies to all employees. The college makes every effort to remove conflicts of interest and special treatment for family members. For more information, please read the college administrative regulation on Nepotism.

Outsourcing This applies to PSRP and Administrative employees. The college values all employees and their unique contributions to upholding the mission, vision, and values. Decisions to outsource are taken very seriously. Precipitating factors of consideration are rationale, cost-benefit analysis, impact on students and employees, as well as challenges and advantages to achieving our mission and commitment to equity, diversity and inclusion. However, there may be occasions where these decisions must be made. In those cases, the college is committed to working with those affected to find opportunities where their expertise and talent will continue to bring value to the college. The college will leverage appropriate sourcing strategies, depending on its needs, pressures of the time and opportunities. Decisions will be based on sound business case/justifications in support of the following:

• The college’s mission; • The college’s obligations to equity, diversity and inclusion; • The college’s obligations to the community and students ensuring responsibilities

are met to provide the services required in an effective and efficient manner. If outsourcing is approved, the college will make every effort to find a suitable vacant position rather than laying off any employee. View the Layoff section of the handbook for more information. To achieve the goal of a fair, transparent process that provides clear benefits to the college in meeting its mission, the administrator(s) responsible for outsourcing will take the following steps:

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• Provide a business case supporting the decision; • Develop a clear set of goals and objectives; • Construct and administer an evaluation plan and timeline; • Review options with stakeholders to secure buy-in; • Develop a process for selecting (an) appropriate vendor(s); • Communicate regularly and widely; and, • Ensure appropriate oversight of vendors after contracting.

Separation of Employment Separation of employment from the college may occur as a result of resignation, retirement, reduction in workforce, or termination. When you separate from the college, human resources will schedule a meeting, when practical, to discuss continuation of benefits and to answer any procedural questions relating to the separation and conduct an exit interview.

Resignation The college understands that varying circumstances cause employees to voluntarily resign employment. To facilitate a smooth transition for the college, administrative employees should provide a written resignation notice of 60 calendar days and all other employees are expected to provide 14 calendar days written notice prior to the date of resignation.

Retirement To facilitate a smooth transition for the college, all eligible employees must submit an online retirement notification form. For more information, reference the Preparing to Retire web page.

Job Abandonment If you do not report to work at the designated start time, you are required to notify your supervisor. If you are absent from work for 3 consecutive days without giving proper notice to the college you will be considered as having voluntarily quit. The college will formally note the resignation and advise you by mail to your address on record. If you are unable to contact the college during that time due to extreme circumstances, you or your representative should contact the college as soon as practical to explain the situation. The college may take the circumstances into consideration upon making an employment decision.

Reduction in Workforce/Layoff The college values all employees and their unique contributions to upholding the college’s mission, vision, and values. Decisions to layoff are taken very seriously. Precipitating factors of consideration are rationale, cost-benefit analysis, impact on students and employees, as well as challenges and advantages to achieving our mission and commitment to equity, diversity and inclusion. However, there may be occasions where these decisions must be made. In those cases, the college is committed to working with those affected to find opportunities where their expertise and talent will continue to bring value to the college. The college will make every effort to avoid layoff(s) whenever possible. Should layoffs be the only solution to a specific situation, the college will implement a layoff plan developed

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through a fair, transparent process, benefitting from the consideration and inclusion of interests and options across the District that aligns with the mission, vision, and values of the college. In the event the president determines that layoffs may be appropriate, the president will notify the College Assembly. The goal is to have a transparent process that includes the interests and options of all stakeholders and potentially identifies a preferable option(s). The College Assembly will seek to identify other options to recommend to the president. View the layoff operational guidelines for more information.

Involuntary Termination Although the college hopes that our relationships with employees are long term and mutually rewarding, the college reserves the right to terminate the employment relationship at any time. Some actions which may result in termination include, but are not limited to, the following:

• Discontinued or insufficient funding; • Insubordination; • Immorality; • Less than satisfactory performance; • Absenteeism and tardiness; • Threats of/or workplace violence; and, • Falsification of college documents/records; and, • Other acts not listed can also result in termination.

Transfer and Promotion This applies to PSRP and Administrative employees. You have the opportunity to transfer or promote into other positions at the college, assuming it meets the needs of the college. Transfers and promotions provide you with the opportunity to develop your skills and talents, which can contribute to career growth and advancement within the college. At the same time, the college may initiate transfers of employees to meet specified work requirements and reassignment of work requirements. The college retains the discretion to reallocate, realign, or redistribute positions and make exceptions to this policy. To be considered for a transfer or promotion, you must have held your current position for at least 1 year, not be on a performance improvement plan, or have been placed on suspension or written warning in the past 6 months. Your supervisor, in consultation with the human resources business partner, may consider waiving this stipulation if progress has been made and you have successfully completed any performance improvement plan. View the transfer and promotion procedure for more information.

Uniform Allowance This applies to all employees.

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If you are required by the college to wear a uniform or other special clothing and materials, the college will either provide or reimburse for the items in accordance with departmental policies and practices.

• Check with your department for maximum reimbursement amount. • No more than 2 uniforms per fiscal year will be furnished by the college.

Use of Facilities This applies to all employees. The college has procedures regarding the use of facilities/equipment that you should follow.

• Employee groups may hold meetings in any building owned by the college depending on availability.

• A bulletin board may be available upon request. • The college mail system including electronic and postal mailboxes may be used. • Upon request, a listed telephone number and a mailbox may be provided. • College equipment such as copiers, computers, etc., may be used in relation to

meetings. Employee groups are responsible for expenses related to the use of equipment.

For more information, go to the Campus Scheduling and Event Services web page to view the Facility Use Guidelines and also view the Use of Facilities-Political Events policy. Training materials for 25Live, the online event scheduling tool used by the college, may be found on the Event Services web page.

Workplace Searches The college reserves the right, upon reasonable suspicion, to access and search any employee's office, desk, files and storage areas or any other common area on our premises. All such locations are the property of the college and are issued for the use of employees only during their employment with the college. Employees should have no expectation of privacy as to these particular physical locations. The college also reserves the right, upon reasonable suspicion and including safety issues, to detain and question employees and all other persons entering and leaving college premises. Employees working on or entering or leaving the premises who refuse to cooperate in an inspection may be subject to disciplinary action up to and including termination. An employee found to be in possession of contraband, after an inspection and investigation, may be subject to disciplinary action up to and including termination. Contraband includes, but is not limited to, stolen property or illegal drugs, weapons and the like.

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Workday Workday is an Enterprise Resource Planning (ERP) software that integrates human resources, payroll, finance, and purchasing. Workday’s Employee Self-Service worklets located on the home page enable you to promptly update Workday with any personal information changes such as name, telephone number, home address, marital status, dependents, education, emergency contact information, and other similar information. It is your responsibility to maintain your contact information and other personal information. You can find information on your individual profile by clicking on your photo and then the View Profile link. Your profile displays information on your job, compensation, pay, personal, contact, career, benefits, time off, and other similar information. For specific information on Workday, including job aids, please go to the Workday Employee Training Resources web page.

PAY AND COMPENSATION

Fair Labor Standards Act Status (Pay Types) All employees are designated as either non-exempt or exempt under state and federal wage and hour laws. The college complies fully with both state and federal wage and hour laws and regulations. Non-exempt employees are paid on an hourly basis. They are NOT exempt from the Fair Labor Standards Act (FLSA) requirements concerning minimum wage and overtime. Exempt employees are generally paid on a salary basis. These are managers, faculty, professionals, administrative, or technical staff that are exempt from overtime provisions of the FLSA.

Hours of Work

• Schedules for PSRP and Administrators are built around a 40-hour work week while schedules for faculty are built around a 35-hour work week.

• Hourly employees can take a paid, non-consecutive 15-minute break for every 4 hours worked. Breaks should not be taken at the beginning or end of a shift.

• Full-time hourly employees may take an unpaid 30-60 minute lunch break each day, and part-time hourly employees may take an unpaid 30 minute lunch break for shifts longer than 6 hours. Lunch breaks should not be taken at the beginning or end of a shift.

• Please work with your supervisor to schedule breaks. • Supervisors may make temporary or permanent changes to work schedules with

4 weeks advance notice, but the college may need to make changes with less than 4 weeks’ notice.

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Overtime This applies to all hourly employees. You must have approval from your supervisor before working any overtime. You have the option to choose Compensatory Time (more commonly known as “Comp Time”) instead of overtime pay, up to a maximum bank of 40 hours, or your supervisor may propose Comp Time instead of overtime pay to control department expenses. You are eligible for an overtime rate of 1.5 times your hourly rate if:

• You work over 40 hours in a work week (actual work time not including vacation time off, sick time off, etc.).

• You are providing service to a student or another customer that requires you to stay beyond your scheduled hours. Speak to your supervisor about how this time affects your total hours for the week.

You are eligible for an overtime rate of 2 times your hourly rate if:

• You work over 12 hours in a work day (actual work time not including vacation time off, sick time off, etc.).

• You work on a holiday or during winter shutdown when the college is officially closed. • Your supervisor notifies you the same day that you are required to work beyond your

normal work hours, and the reason for overtime is a situation that either creates an unsafe environment or prevents the college from delivering essential services.

If you find that you are working increasing amounts of overtime, please discuss with your supervisor alternative solutions to meet workload needs.

Time Reporting Accurately reporting time is the responsibility of every employee; hourly employees must report all hours worked each week. The college keeps a record of time worked in order to calculate your pay and benefits. You must accurately record approved unpaid and/or paid absences, including but not limited to sick time off, vacation time off, family and medical leave, and bereavement time off in the electronic timesheet in Workday. It is your responsibility to submit the electronic timesheet in Workday according to the established pay schedule and procedure. Your supervisor will review and approve the time record. Altering, falsifying, or tampering with time records may result in disciplinary action, up to and including termination of employment. Specific information on time reporting can be found on the Workday Employee Training Resources web page.

Pay Periods and Direct Deposit Pay periods consist of biweekly and/or semi-monthly pay schedules depending on employee type.

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Pay and Deductions This applies to all employees. The college adheres to federal and state rules and regulations regarding pay deductions. All pay and deductions are transferred electronically. If there are any payroll errors, the payroll office will remedy on the subsequent payroll after the error is known.

• Your pay is automatically deposited into your bank account. • Any payments to the college are processed electronically. • You may view each pay advice (pay slip) online in Workday. • For more information, visit the pay schedules web page.

The college will not make deductions from the pay of exempt, salaried employees because of variations in the quality or quantity of their work, nor will the college make any other impermissible deductions from employee pay under the federal or state wage and hour laws. If you believe you have been subjected to an impermissible pay deduction, you must promptly report the pay deduction to the Payroll Office. The college will promptly investigate the concern about the pay deduction. If the college determines that an impermissible deduction has been made from an exempt, salaried employee’s pay, the college will reimburse the employee, in full, for the improper deduction, and the college will take all actions it deems necessary to ensure compliance with the salary basis test in the future.

Compensation Philosophy The college recognizes that its employees are key to delivering its mission and vision. To accomplish this, the college has developed a Compensation Philosophy which aims to attract, retain, and motivate highly qualified and engaged employees by offering rewards that balance market competitiveness with internal equity. The college has adopted a total rewards strategy, a blend of monetary and nonmonetary rewards, which links organizational objectives, internal equity, market competitiveness and individual contributions. As an employer, we offer the opportunity for a diverse employee population to work in a stimulating environment with state-of-the-art facilities. The college believes teamwork, respect and lifelong learning are essential to engaging employees and are crucial to continued success.

Position Descriptions A position description lists the overall purpose of the job, essential functions and duties/responsibilities of the job, and the minimum qualifications required to perform the job. Jobs with similar characteristics through the college may share a consolidated position description. Supervisors are responsible for working with human resources to develop or revise position descriptions. If you would like a copy of your position description, ask your supervisor or the human resources business partner for your area. Position descriptions may be changed by the college.

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BENEFITS Qualifying employees may be eligible for certain employee benefits. Eligibility varies by your employee type (i.e., part-time faculty, full-time faculty, PSRP full-time and part-time staff, and administrative staff). These benefits are designed to enhance your welfare and well-being, and in some cases, extend coverage to include your family. All benefits provided by the college are subject to change at the discretion of the college. Benefits, benefit levels and providers are not guaranteed. Complete details concerning benefits are set forth in the actual plan documents.

Benefits Committee The Benefits Committee is a highly successful initiative that is charged with the planning and design of all existing benefit programs, including retirement. The committee focuses on cost containment rather than cost shifting or benefit reduction. Recommendations are made to the president on benefit program changes and enhancements.

Health Insurance The college offers health insurance options to eligible employees. Premiums are shared by the employee and the college. Effective date for health coverage is the 1st of the following month after date of hire. View the rate sheet and coverage details on the health insurance web page. Open enrollment is in November of each year. If you are enrolled in health insurance, you are protected under the terms of the Consolidated Omnibus Budget Reconciliation Act (COBRA).

Dental Insurance The college offers dental insurance to eligible employees. Premiums are shared by the employee and the college. Effective date for dental coverage is the 1st of the following month after date of hire. Open enrollment is in November of each year. If you are enrolled in dental insurance, you are protected under the terms of the COBRA.

Voluntary Vision Insurance The college offers voluntary vision insurance to eligible employees. The premium is paid by the employee electing the insurance coverage. Effective date for vision coverage is the 1st of the following month after date of hire. Open enrollment is in November of each year. If you are enrolled in vision insurance, you are protected under the terms of the COBRA.

Flexible Spending Account A Flexible Spending Account (FSA) program, as provided by Section 125 of the Internal Revenue Code, is available to eligible employees. This plan allows you to pay for uncovered medical expenses and dependent care with “before-tax dollars” through voluntary payroll deductions. Effective date for flexible spending is the 1st of the following month after date of hire. Open enrollment is in November each year. Contact human resources or visit the benefits web page for more information, including eligibility requirements.

Disability Insurance The college pays the full premium for short-term disability and long-term disability insurance for eligible employees. Effective date for disability insurance is on date of hire. For more information, view the disability insurance web page.

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Retirement Savings

Wisconsin Retirement System Eligible employees are part of the Wisconsin Retirement System (WRS). This is the pension program for certain state and municipal employees, which is administered by the Department of Employee Trust Funds (ETF). Each year, the contribution percentage is set by the legislature. The college pays 50% of the contribution and the employee pays 50%. For more information, visit the ETF website or call 877-533-5020.

Tax Sheltered Annuities This applies to all employees except student help. You may choose to have pre- and post-tax funds deducted from your pay and deposited into a retirement savings account. This is separate from Wisconsin Retirement System contributions.

• 403(b) tax-sheltered annuities and 457 deferred compensation programs are available.

• Set up an account with an approved provider before initiating retirement saving deductions through Workday.

Life Insurance Eligible employees are covered under the Wisconsin Public Employers Group Life Plan. For more information, view the life insurance web page. You must enroll within 30 days of eligibility to avoid evidence of insurability requirements. You may purchase additional life insurance through payroll deductions for yourself and your spouse and dependents. Effective date for life insurance is the 1st of the following month after you meet WRS requirements.

Retirement Benefits

Health and Dental Insurance Retirement Benefits Specific information on eligibility can be found on the preparing to retire web page.

Sick Leave Payout on Retirement Eligible employees may qualify for sick leave payout on retirement. Specific information on eligibility can be found on the preparing to retire web page.

Worker’s Compensation The college maintains worker’s compensation insurance for all employees. This insurance plan protects employees against salary loss for work-related injuries or illnesses. If you believe you have a work-related injury or illness, you must complete an Incident Report Form within 24 hours of the incident. For general questions on worker’s compensation, you may contact the college risk manager.

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WELLNESS The college is committed to supporting and encouraging healthy living. We strive to create an environment where it is easy to make healthy lifestyle choices. Education, tools, and engaging activities are offered throughout the year to promote good health and well-being.

On-Site Clinic – Group Health Cooperative (GHC) All employees and family members who are enrolled in the college health insurance plans may use the Madison College Community Clinic for primary care with no co-pay, no co-insurance, and no deductible. This is a full-service primary-care clinic with on-site lab and x-ray services. Free health and wellness coaching is also available to all employees.

Well Credits – Earn Credits, Win Prizes Full-time employees may earn Well Credits in a wide variety of ways including attending wellness sessions, tracking exercise and food, getting preventive screenings, and much more. Prizes include Fitbits, movie tickets, cookbooks, and waived health insurance premiums.

Employee Assistance Program (EAP) We partner with an outside EAP provider to offer a free, confidential, 24-hour HELPLINE to assist you and your immediate family members in difficult times. The HELPLINE counselors provide assistance related to family/relationship problems, emotions and stress, legal and financial issues, job/vocational concerns, physical illness, alcohol and other drug problems. Call 866-968-7327.

Community Supported Agriculture (CSA) Each year we partner with a local farm to provide weekly CSA pickup at the Truax campus between June and October. You must sign up in February to participate. Most CSAs are sold out by mid-March. We are proud to support Wisconsin farmers and encourage employees to eat fresh, seasonal fruits and vegetables.

Wellness Reimbursements Full-time employees enrolled in the college health insurance plan can receive a wellness reimbursement for health club memberships, fitness classes, CSA shares, Weight Watchers, community education classes, doula services, and athletic shoes.

Fitness Center and Showers For those at Truax who would like to exercise before or during their work day, the Fitness Center offers free access to the locker room and showers. Become a member of the Fitness Center to access the weight room, cardio equipment, swimming pool, and the gym. High-quality, low-cost group fitness classes are also available.

Flu Shot Clinics at Truax Save a trip to the clinic and get your seasonal flu shot. Each fall, flu shot clinics are provided for employees, students, and retirees at all college campus locations.

Support for Nursing Mothers Private Mothers’ Rooms are available upon request at all campus locations for nursing mothers to express milk.

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Support for Quitting Smoking The college is 100% tobacco-free. We offer a free, confidential smoking-cessation program called “Quit for Life” for full- and part-time employees. Call 1-866-QUIT-4-LIFE (1-866-784-8454) to get started. For more information, view the Tobacco Free District administrative regulation.

LEAVES & OTHER TIME-OFF BENEFITS

Holiday Time Off This applies to all employees. Employee pay is kept whole for observed holidays.

Observed Holidays Martin Luther King’s birthday Memorial Day Independence Day Labor Day

• Full-time PSRP and administrative support employees receive holiday time off up to

8 hours per day. If you normally work more than 8 hours per day, discuss your work schedule options with your supervisor.

• Nontraditional work week (Tuesday-Saturday or Sunday-Thursday): If a holiday falls on your non-scheduled work day, you receive a floating holiday equal to 8 hours. Scheduling of this day should be approved by your supervisor. If Independence Day falls on the weekend, you receive a floating holiday of 8 hours.

• Hourly PSRP employees working less than 52 weeks per year are paid for any holidays that fall within your normal scheduled work weeks.

• Hourly PSRP part-time employees scheduled to work on an observed holiday (e.g., Martin Luther King’s birthday, Memorial Day, Independence Day, Labor Day) receive pay for your normal work schedule that day.

• Part-time faculty scheduled on an observed holiday do not suffer a loss in pay. • Hourly PSRP employees required to work on an observed holiday are compensated

at double time for the hours worked. • Casual or student employees required to work on an observed holiday are paid time

and a half for hours worked. • Independence Day is observed on the previous Friday when July 4 is a Saturday. • Independence Day is observed on the following Monday when July 4 is a Sunday. • Hourly employees must have paid work hours or paid time off during the same pay

period of the holiday in order to receive holiday pay.

Floating Holidays • Full-time PSRP and Administrative employees receive 3 floating holidays per year. Eligible employees hired in July through October receive 3 floating holidays.

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Eligible employees hired in November through February receive 2 floating holidays.

Eligible employees hired in March through June receive 1 floating holiday. • Full-time faculty receives 1 floating holiday per year.

Shutdowns This applies to all employees. The college schedules two shutdowns annually where the buildings are closed to the public and all employees.

• Thanksgiving Shutdown is from Thursday of Thanksgiving week through the following Sunday.

• Winter Shutdown is from December 24 through January 1. When December 24 falls on Saturday and January 1 falls on a Sunday, the shutdown is December 23 through January 2.

• For full-time PSRP and administrative support employees, shutdown time off is paid up to 8 hours per regular work day. If you normally work more than 8 hours per day, discuss your work schedule options with your supervisor.

• Shutdowns do not fall within the normal scheduled work weeks for part-time hourly employees. Part-time PSRP employee can choose to use PTO time during a shutdown.

• Hourly PSRP employees required to work during a shutdown are paid double time for hours worked.

• Casual or student employees required to work during a shutdown are paid time and a half for hours worked.

• Hourly employees must have paid work hours or paid time off during the same pay period of the holiday in order to receive holiday pay.

While Spring Break is a non-instructional week, it is not considered a shutdown. The college facilities remain open, but some administrative services are limited.

Building Closures This applies to all employees. The college may on occasion close campus buildings to the public.

• The college may plan to close buildings on the weekends preceding, during or following holidays. o If January 1 falls on a Friday, the buildings are closed to the public on January 2

and 3. o The buildings are typically closed to the public the weekends prior to observed

holidays that fall on Monday. • Unplanned building closures may occur due to weather or other emergency

conditions. See Emergency Closings.

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• If your regular work hours fall on a planned closure day, and you are not required to work providing critical services, discuss your work schedule options with your supervisor.

Personal/Emergency Time Off This applies to all full-time employees (PSRP, Administrative and full-time faculty). Full-time employees may use up to 4 days of paid time off per fiscal year to take care of personal obligations.

• When possible, notify your supervisor in advance. • These days will not carry over into a new fiscal year. • If you work less than 40 hours per week, or if you work less than 52 weeks per year,

your personal leave is proportionate to your hours (does not apply to administrators or full-time faculty)

Vacation Time Off This applies to full-time PSRP employees.

Earning Vacation Vacation hours are allocated on July 1 of each year based on completed years of full-time service. If you are scheduled to work less than full time, you earn prorated vacation days.

Full-Time PSRP Bands A and B

Full Time Service Annual Vacation Allotment*

Years 1 - 2

10 vacation days (80 hours for a 40-hour work schedule) per year. New employees earn a prorated number of days during the fiscal year of hire.

Years 3 - 6 12 ½ vacation days (100 hours for a 40-hour work schedule) per year

Years 7 - 10 15 vacation days (120 hours for a 40-hour work schedule) per year

Years 11 - 14 17½ vacation days (140 hours for a 40-hour work schedule) per year

Years 15 - 21 20 vacation days (160 hours for a 40-hour work schedule) per year Year 22 and following 25 vacation days (200 hours for a 40-hour work schedule) per year

*Vacation allotments are prorated for nonstandard work schedules under 40 hours per week.

Full-Time PSRP Band C Full Time Service Annual Vacation Allotment* Years 1 - 6 15 vacation days (120 hours for a 40-hour work schedule) per year

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Years 7 - 14 17½ vacation days (140 hours for a 40-hour work schedule) per year Years 15 - 21 20 vacation days (160 hours for a 40-hour work schedule) per year Year 22 and following 25 vacation days (200 hours for a 40-hour work schedule) per year

*Vacation allotments are prorated for nonstandard work schedules under 40 hours per week. Vacation time off accrues on the basis of full-time, continuous service, including periods of paid absences. However, employees who are on layoff or unpaid leave of absence for more than 30 days are not considered “in service,” and would not earn vacation leave. Vacation does not accrue when an employee is receiving income protection payments and/or short-term or long-term disability.

Using Vacation • Full-time PSRP employees may use vacation in increments of 15 minutes. • Vacation requests are subject to approval by your supervisor. Approved vacation can

be changed on mutual agreement between you and your supervisor. • Check with your supervisor regarding any peak periods where vacation may not be

allowed. • You may carry forward up to 8 days of vacation into the next fiscal year. • Upon resignation or other termination of employment, all earned unused vacation is

paid to you along with your wages in your last pay check. • You may use vacation leave after it is allocated on July 1 for the upcoming fiscal year.

However, if your service ends as a result of resignation, retirement or termination (layoffs are not considered termination) prior to the end of the fiscal year, you will reimburse the college for any unearned leave that was used. This negative vacation balance is deducted from your last wages.

Administrative employees are not paid vacation but are paid for days worked, with a maximum contract of 48 weeks (240 days).

Sick Time Off This applies to all employees except part-time PSRP employees, non-aidable part-time instructors, casual and student workers. Sick time off is paid time off from work that you can use to address your temporary inability to perform your duties because of illness or injury to you or your immediate family.

Earning Sick Time Off • Sick time off is not earned while you are being paid from short-term or long-term

disability insurance or while you are on unpaid leave for more than 30 days. • Time off is prorated based on weeks, hours or workload. • If you leave the college, your pay will be deducted to reimburse the college for used,

but unearned, sick time off.

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Employee Type Earned Sick Time Off Per Year (for full-time schedules)

Accrual Timeframe

Administrative (48 week contract)

13 days Fiscal Year

Full-Time PSRP 104 hours Fiscal Year Full-Time Faculty 10 days Academic Year

Full-Time Faculty Interim/Summer % load contract

5 days x the % load Academic Year

Full-Time Faculty Interim/Summer Week contract

.263 days x the % load x the # of weeks

Academic Year

Part-Time Faculty .05 hours per hour worked Academic Year

Part-Time Faculty TAG classes

.05 hours per hour worked Accrued after the cycle of the first payment for the class.

Use, Notification and Verification • Full-time PSRP and administrative employees may use it in increments of

15 minutes. • Full-time faculty may use sick time off in ¼ day increments. • Notify your immediate supervisor when you are unable to come to work and keep

your supervisor informed of the estimated return to work. • The college may require a verification of sick time off request. A medical release to

return to work or a fitness for duty may be required. • If you want to use vested sick time off, you must fill out the vested sick time form.

Sick Time Off Accumulation • You may accumulate and carry over up to 150 sick days. • If your service ends as a result of resignation, retirement or termination, non-vested

sick days will not be paid out. Vested sick days are sick days accumulated as of June 30, 2015.

• View the Preparing to Retire web page and the sick time FAQ’s for more information about sick time off accumulation and payout at retirement and vested versus non-vested sick days.

Faculty Absence When it is necessary to reschedule a class for students because you are absent due to illness, no sick time off is used and there is no additional pay to you. For more information, view the Short-Term Substitute Time Off section of the handbook.

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Bereavement Time Off This applies to all employees except casual, student help, and non-aidable part-time instructors. If you have a death in your immediate family, you may take up to 5 days of paid time off for your regularly scheduled work days and hours.

• You may take up to 5 days per incident to make arrangements and attend the service. • If you need to split the days, please discuss with your supervisor to reach a mutual

agreement. • If you would like to request time off for relationships beyond immediate family, please

discuss with your supervisor. • If you scheduled time off when a death occurs, you may use bereavement time off

instead of paid time off. • You may need to provide documents to support this leave.

Incentive Time Off Each year, one specific goal will be determined by the college for employees to work on together. If achieved, regular employees will receive one incentive day, prorated to reflect full-time equivalent for less than full-time, in the next fiscal year. Incentive days do not carryover.

Jury Duty Time Off This applies to all employees. If you serve jury duty, you will be paid for your normal work hours.

• When you receive a summons for jury duty, please share this with your supervisor. • If you are released from jury duty during your normal work hours, return to work or

contact your supervisor. • Submit a copy of your jury duty check to the payroll department. This amount will be

deducted from your pay. (You do not need to send copies of reimbursement for food, travel, or other expenses.)

Family and Medical Leave The federal Family and Medical Leave Act (FMLA) provides eligible employees up to 12 weeks of unpaid leave each calendar year for any combination of the following:

• The birth, adoption or foster placement of a child; • The employee's own serious health condition which prevents the employee from

working; or, • To care for the employee's child, spouse or parent who has a serious health

condition.

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When you request this leave, you may be required to provide medical verification of the serious health condition. If you do not request this leave but provide sufficient information that indicates your leave request qualifies for this leave, it may be so designated. Leave benefits under the Wisconsin Family and Medical Leave Act (WFMLA) must be coordinated with this law. The FMLA requires that the most generous benefit must be applied. While the law provides for unpaid leave, you have the option to substitute paid leave benefits available to you for leave that is covered by this law. For more information, view the college policy on FMLA.

Military Leave of Absence This applies to all employees except casual and student help. The college follows federal and state laws to protect jobs and benefits for employees who serve in the military. If you serve in the military while employed at the college:

• If eligible, you may be able to retain all benefits with no break in service at the college. Contact human resources for more information.

• The WRS may consider this a break in service. Contact WRS for more details. • For up to 6 months, the college supplements your military salary to maintain your

regular base pay and pays the employer portion of your health, dental, and life insurance premiums.

• After 6 months, you have the option to continue dental and life insurance by paying the full monthly premiums. For up to 13 months, the college will pay the employer portion of your health insurance premiums.

• After 13 months, you have the option to continue health, dental, and life insurance by paying the full monthly premiums.

• You may return to your position, or a similar position, at the college at the end of your leave.

Uniformed Services Employment and Reemployment Rights Act (USERRA) protects civilian job rights and benefits for veterans and members of the active and Reserve components of the U.S. armed forces. USERRA provides that returning service-members must be promptly reemployed in the same position that they would have attained had they not been absent for military service, with the same seniority, status and pay, as well as other rights and benefits determined by seniority. For more information, visit the U.S. Department of Labor USERRA website.

Unpaid Leave of Absence This applies to full-time employees and part-time PSRP employees. Leaves without pay may be granted on a case-by-case basis.

• Send leave requests in writing to your supervisor, copying human resources. • If eligible, you may be able to retain all benefits with no break in service at the college.

Contact human resources for more information.

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• If eligible, you are responsible for the full monthly premiums if continuing on the college health, dental, vision, or life insurance plans.

• The WRS may consider this a break in service. Contact ETF for more details. • You may return to your position, or a similar position, if available.

Maternity/Paternity Leave of Absence A leave of absence for a period of up to 1 year may be granted to you for the birth or adoption of a child. Any accrued time off may be used for all or any part of such leave. When and where appropriate, and on mutual agreement between you and your supervisor, flexible scheduling options, partial leave, etc., may be considered in order to address work needs.

• Send leave requests in writing to your supervisor, copying human resources, 3 months prior to the date the leave is anticipated to begin.

• If eligible, you may be able to retain all benefits with no break in service at the college. Contact your human resources business partner for more information.

• The WRS may consider this a break in service. Contact ETF for more details. • You may return to your position, or a similar position, if available. • A medical release to return to work or a fitness for duty may be required before

reinstating the birth mother.

Caregiver Leave of Absence An unpaid leave of absence for a period of up to 1 year may be granted to you for the purpose of giving of care to a member of your immediate family. When and where appropriate, and on mutual agreement between you and your supervisor, flexible scheduling options, partial leave, etc., may be considered in order to address work needs.

• Send leave requests in writing to your supervisor, copying human resources, 3 months prior to the date the leave will begin.

• If eligible, you may be able to retain all benefits with no break in service at the college. Contact human resources for more information.

• If eligible, you are responsible for the full monthly premiums if continuing on the college health, dental, vision, or life insurance plans.

• The WRS may consider this a break in service. Contact ETF for more details. • You may return to your position, or a similar position, if available.

Professional Development Leave – Short Term This section is under the Professional Development section of the Handbook.

Professional Development Leave – Long Term This section is under the Professional Development section of the Handbook.

Paid Time Off This applies to part-time PSRP. Paid Time Off (PTO) is flexible time-off that allows for paid vacation, illness or disability, appointments, emergencies, or other situations to replace regularly scheduled work hours. You may use it in increments of 15 minutes.

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Earning PTO PTO is based on the number of actual hours worked each pay period including periods of paid absent time. PTO hours are granted at the following rates:

Negative PTO balances down to -12 hours are permissible. However, if your service ends prior to the end of the fiscal year, you must reimburse the college for any unearned leave you used. You may carry forward no more than 48 hours of PTO into the next fiscal year.

Approval and Notification Whenever possible, PTO should be approved in advance by your supervisor and based on department staffing needs. Unplanned time off should only be used for illnesses and other emergencies and requires timely notification to your supervisor.

Short-Term Substitute Time Off This applies to faculty.

Sporadic Short-Term Absences In the event a faculty member plans to miss a class meeting or misses a class meeting due to unforeseen circumstances, several options are readily available. You must seek pre-approval from your supervisor when any of these options are used (except in emergency):

• Provide alternate methods of instruction using Blackboard or other strategies. • “Swap” the scheduled class with another qualified faculty member. • Provide out of class projects or assignments. • With the unanimous consent of all students in the class, the class may be

rescheduled at an alternate time.

Long-Term Absences In the event of a longer-term absence, the Dean will work with faculty on a solution for instructional continuity.

Absences in courses with required seat time In the event that a course has a requirement of specific seat time and the absence of the scheduled faculty will prevent students reaching that seat time, substitution is appropriate.

Years of Continuous PT PSRP Service

Earn 1 hour PTO for every:

0-2 years 18.57 hours worked 2-6 years 15.76 hours worked 6-10 years 13.68 hours worked 10-14 years 12.09 hours worked 14-21 years 10.83 hours worked 21+ years 8.97 hours worked

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Absences that affect the safety of the students In the event that a faculty presence is required to meet the college’s obligations to safeguard students, patients, animals, or other living things, substitution is appropriate.

Paid Time Off Donation The college recognizes that you may not be able to work due to your own or an immediate family member’s catastrophic illness or injury. For this reason, you may donate unused paid time off to help other employees who are experiencing a catastrophic event and do not have any paid leave or replacement income available.

Determining Recipient Eligibility • Donated time off is available to regular part-time and full-time employees who do not

have paid leave or replacement income available. • Recipients must be on an approved unpaid leave of absence due to their own or an

immediate family member’s catastrophic illness or injury. Donations may be used for the elimination period (waiting period) for short-term

disability.

Catastrophic Illness or Injury • An illness or injury that incapacitates an employee or an employee’s immediate family

member and requires the employee to take time off from work for an extended period of time. This creates a financial hardship for the employee. Examples include but are not limited to: A severe illness requiring prolonged hospitalization or recovery such as cancer,

coma, leukemia, heart attack or stroke. Unusually prolonged or complex illness or injury that usually causes severe organ

dysfunction or threatens life. A severe injury to the spine, spinal cord, brain, and/or skull resulting from a vehicle

accident or fall/collision. An acute or prolonged illness or injury usually considered to be life-threatening or

with the threat of serious residual disability. Other complex or catastrophic illness that meets the above criteria.

• An employee’s or immediate family member’s terminal, life-threatening or other grave illness or injury.

Time Off Benefits and Replacement Income You must use the following sources of income before requesting a donation:

• Time off benefits: sick, paid time off (PTO), vacation, non-contract, floating holidays, personal/emergency, etc.

• Replacement income from other employment • Income Continuation Insurance (Short-Term Disability, Long-Term Disability) • Workers Compensation • Social Security • Private Insurance

For additional information, please view the eligibility process map, procedure, request for time off donation form and paid time off donation form.

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Release Time Off for Represented Activities This applies to all employees. As we continue collaborative efforts to add value and reach early resolution of matters, it is the college’s interest to operate in a professional manner and focus on activities consistent with the mission, vision and values.

• One employee may be absent at a time from any one department unless prior authorization by the supervisor.

• Each group of chapter and local officers may share release time up to one full-time equivalent position for their employee group. The cost, based on a casual employee replacing the officer(s), will be paid entirely by the local representation, e.g., grievance officer or local president.

• With local president’s approval, you may be elected or appointed to perform long-term services as a representative of the Local, National Federation, State Federation, or any labor division of a state or federal government agency.

Civic Responsibility Leave of Absence This applies to all employees. It remains a commitment of the college to allow an unpaid leave of absence for those that seek and are elected into public office positions for 1 elected term not to exceed 4 years. If you are granted leave, you are permitted to:

• Make your own contribution and the college’s contribution to benefits; • Retain all benefits as if in regular service as long as you pay the full insurance

premiums unless prohibited by the Wisconsin Statues or by the agency or company involved; and,

• Continue to accrue service for salary increments and all other purposes where service credit is a factor.

You will return to your original position or equivalent at the end of leave.

Voting Time Off This applies to all employees. You may take time off without pay to vote in an election.

• You may use up to 3 unpaid hours for voting. • Please discuss with your supervisor before election day.

PROFESSIONAL CONDUCT The college is committed to fostering a healthy campus climate that is conducive to teaching and learning. A healthy climate is grounded in respect of individual rights and demonstrated

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by courteous, respectful interactions among all members of our campus community. General work rules are discussed in new employee orientation, and your department or school may have specific work rules for you to follow.

Conservation of Resources The college is committed to conserving resources used in its business operations. Use your best efforts to make efficient use of resources. Reduce, reuse, and recycle supplies and materials wherever practical.

Employee Code of Ethics The college has established a Code of Ethics administrative regulation. This regulation requires you to:

• Observe high moral and ethical standards; • Refrain from using college resources for personal gain, such as divulging confidential

information and taking kickbacks; • Refrain from outside employment that conflicts with college official duties; • Report and possibly refrain from any potential conflict of interest situations; • Refrain from accepting gifts for favors that could be perceived as influence; and, • Refrain from using employer time for conducting personal political activities.

Conflict of Interest You have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. An actual or potential conflict of interest occurs when you are in a position to influence a decision that may result in a personal gain for yourself as a result of the college’s business dealings. No presumption of guilt is created by the mere existence of a relationship with outside firms. However, if you have any influence on transactions involving purchases, contracts, or leases, it is imperative that you disclose to your supervisor as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties. Personal gain may result not only in cases where you have a significant ownership in a firm with which the college does business, but also when you or a relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving the college.

Consensual Relationships Consensual amorous or sexual relationships between a supervisor and an employee or between faculty and students may result in claims of sexual harassment, even when both parties appear to have consented to the relationship. View the college’s Consensual Relationships administrative regulation for more information.

Drug and Alcohol You are a valuable resource of the college, and for that reason your health and safety are of paramount concern. The college will not tolerate any drug or alcohol abuse which

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imperils the health and well-being of its employees or threatens its business. You have the right to work in a safe and drug-free environment and to work with persons free from the effects of drugs and alcohol. If you engage in any of the prohibited actions outlined in the Drug and Alcohol administrative regulation on college property or the work site or during work time, you may be subject to disciplinary action up to and including discharge, and/or may be referred to counseling or treatment. If you are convicted of any criminal drug statute violation, you must notify your supervisor within 5 days of the conviction if you are employed by the college at the time of the conviction. If you have problems with alcohol or controlled substances, you are encouraged to voluntarily contact the Employee Assistance Program. The college reserves the right to require a drug or alcohol test based on reasonable suspicion or where otherwise allowed by law.

Fitness for Duty The college is committed to providing a workplace that is safe and welcoming for all of its employees. Because of this, the college has instituted a Fitness for Duty administrative regulation and expects that all employees are able to perform their jobs in a safe, productive, and effective manner. If you are not fit for duty on the job, you may present a hazard to yourself, other employees, and to the college community. Consequently, you are responsible for reporting to work in a manner that allows the safe and effective performance of essential job functions and job-related responsibilities. Behaviors that may signal an employee is unfit for duty may include, but are not limited to, changes in physical dexterity, coordination, or speech; confrontations with co-worker and/or students; decreased work output; poor attendance; and, threats or acts of violence. Supervisors will monitor the behavior of employees to ensure they are fit for duty.

Information Protection The college is the custodian of a wealth of confidential information regarding students (past and present), employees, and others. The college also maintains a variety of other information that is required in order to support its day-to-day operations. The protection of this information is of critical importance to maintain its integrity and accuracy, to protect the reputation of the college, and to ensure privacy. The Information Protection administrative regulation provides a high-level overview of how the college will protect its information assets, and the responsibilities of all employees to assist in protecting the confidentiality, integrity, and availability of the information to which they have access.

Outside Employment and Volunteer Activities Outside employment is permissible if it does not interfere, compete, or conflict with the college’s interests, provided it does not hinder your ability to meet the responsibilities and demands of your college-related work.

The college recognizes it is our responsibility to help enrich our surrounding communities of residence and work. You are encouraged to become involved in your communities, lending your voluntary support to programs that positively impact the quality of life within these communities. Employees participating in any volunteer work during normal work hours

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should meet with their supervisor to discuss their volunteer choice, schedule and to receive approval.

If outside employment or participation in volunteer activities presents a conflict of interest resulting in an adverse impact on the college, or if the college determines that your outside activities interfere with performance or the ability to meet the requirements of the college, you may be asked to terminate the outside employment or discontinue participation in the volunteer activity if you wishes to remain with the college. All employees will be subject to the college’s scheduling demands, regardless of any existing outside employment or volunteer activity.

Travel Travel for business purposes is allowed with approvals as stated in the college Travel Expenses administrative regulation.

PROFESSIONAL DEVELOPMENT The college believes that high-performing employees have constant ongoing needs for life-long learning opportunities. To address these needs, the college offers significant opportunities in the area of professional development for all employees. An employee must receive advance authorization for tuition reimbursement before enrolling in a job or career-related course. While completing the course is not an employment requirement, successful completion is a requirement for reimbursement. View the Educational Assistance Reimbursement and Employee Professional Development Funding Policy web pages for more information. You are encouraged to complete and keep an updated annual professional development plan identifying specific learning needs. Managers and units are encouraged to incorporate these needs into the unit and budget planning. There are a wide array of experiences and programs available to you via the Center for Excellence in Teaching and Learning and human resources. Some of the programs and services available include:

• Convocations, academies, retreats, and on-demand training; • Employee orientations; • Faculty Development – Teaching and Learning Courses (Faculty Quality Assurance

System); • Technology training workshops; • Professional Development workshops, seminars, self-study and face-to-face

courses; • Professional Development calendar and registration database and professional

development transcripts; • Professional Development funding for faculty (FT and PT); and, • Employee Scholars Program

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Professional Development Leave – Short Term Professional leave is release from regular work duties to attend professional meetings, seminars, workshops, conferences, conventions, institutes, visiting schools and other leaves of a similar nature. The leave may be granted to increase knowledge, skills and understanding of subject matter as it relates to your work assignment, improving teaching methods and remaining current with best practices.

• Non-exempt employees are paid for up to 8 hours per day including travel days. • If overtime is necessary, prior approval from your supervisor is required. • Exempt employees will not suffer loss of salary. • You will be reimbursed for all reasonable expenses incurred, e.g., transportation,

lodging, meals, and registration or other fees in compliance with the Travel Expenses administrative regulation.

Professional Development Leave – Long Term You may be granted a full time professional development leave of absence without pay for a period of up to 1 year. Reference Unpaid Leave of Absence to determine benefit of this leave. To qualify for such leave, the purpose must be explicitly stated and approved by the college president.

• Requests for such leave should be made at least 3 months in advance. • Upon return, you will be placed in your original position or in a position equivalent to

the one previously held.

COMMUNICATION In order to foster collaboration, respect, and transparency, you are encouraged to become informed about the college and feel free to explore areas of concern or offer suggestions and ideas. Your supervisor is your first source for college information. Supervisors can handle the majority of concerns or will help you get the information you need. Your ideas and opinions are important to the college. If you encounter a communication problem with your supervisor, your human resources business partner is available for advice and assistance.

Computer Systems Acceptable Use The computing systems, networks and associated facilities at the college are intended to support the college’s mission, vision, and values, and to enhance the work and educational environment. Be aware that you have access to valuable and sensitive resources and that your computer practices may adversely affect others. Open access to the internet is a privilege, and requires that you act responsibly. Respect the rights of other users, respect the integrity of the systems and related physical resources, and observe all relevant laws, regulations, policies and contractual obligations. View the Information Protection Standards web page for more information.

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There is no expectation of privacy in any information sent, performed, viewed or activity conducted, on or with college equipment or internet access. Access to information may be needed for routine maintenance, backup and other activities necessary to provide computing services; to protect the integrity, security or functionality of college technology resources, e.g., combating network attacks or viruses; or, to respond to open records or other statutory or legal requests. With appropriate approvals, the college may inspect any activities or accounts of users when there is reasonable cause to believe the user has violated or is violating any college policy or applicable civil or criminal law. Accordingly, you should assume that whatever you do, type, enter, send, receive, and view on college electronic information systems is electronically stored and subject to inspection, monitoring, evaluation, and college use at any time.

If you have any questions concerning these guidelines or wish to report a violation, you can call the Help Desk at (608) 246-6666 (6666 on campus) or by completing the Help Desk Email Form.

Electronic Communications The college strives to protect employees from unsolicited spam email. You may not send spam email messages from or to college email accounts. Spam is defined as any unsolicited electronic communications sent by an individual or group email account to a mass and undefined group of recipients without using the college mass email vetting process. The Mass Email administrative regulation and vetting process is in support of college-wide goals to improve internal communications practices.

Personal Phone Calls The college recognizes that you will occasionally need to place and receive personal phone calls during the work day. Personal calls should be infrequent and short in duration, whether the calls are placed or received using college phones or personal phones.

Public Statements Forward requests for information and interviews from vendors, news, radio, and television media to the college’s Media Relations office. The communications and strategic marketing director is the coordinator for such requests and approves content of all releases. If and when you make presentations to outside groups and other organizations, you may not publicize that you are representing the college unless you have been authorized to do so. You should seek permission to speak to outside groups and other organizations on the college’s behalf from your functional cabinet-level executive.

STANDARDS AND GUIDELINES FOR CONFLICTS, DISPUTES & MISCONDUCT

Conflict Resolution Process Workplace disputes or conflicts other than those described below, referred to as “non-policy issues,” may be resolved pursuant to this section. This does not apply to:

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• Complaints involving illegal discrimination, including allegations of sexual harassment or a violation of the ADA;

• Appeals of employee discipline, which are resolved pursuant to the policy contained in the applicable Grievance Procedure;

• Concerns regarding discipline, termination or workplace safety are addressed pursuant to the Grievance Procedure.

Interest-Based Problem Solving (IBPS) Approach The college supports and recommends the Interest-Based Problem Solving (IBPS) approach to conflict resolution. This approach encourages the parties with a workplace dispute or conflict to meet with a facilitator and together:

• Advocate for their interests; • Educate one another on the issues; • Jointly determine objective solution criteria; • Create multiple options before determining possible solutions; • Choose the option which best meets the identified interests and criteria; and, • Build working relationships through conflict resolution.

Utilizing IBPS In the event of a non-policy issue between one or more employees of the college, all parties involved are encouraged, as soon as possible after the recognition of the existence of an issue, to utilize the IBPS approach to resolve the issue. Representation Any participant in the process may request the presence of a fellow college employee to represent them and provide perspective during the process. All parties will be notified in advance if a representative is attending. The representative must agree to adhere to confidentiality protocols of the process and may not share information about the content of the process either verbally or in written form. Legal representation is not considered appropriate in this informal process. If a participant wishes to have legal representation, they are invited to use one of the college’s formal processes instead. Facilitators The college maintains a list of employees who are trained IBPS facilitators. If all of the parties to a non-policy issue are in agreement to use the services of a college-trained facilitator to assist with resolution, submit a request IBPS facilitation web form to secure the services of an appropriate facilitator acceptable to all parties. The services of the facilitator are:

• Confidential; • Solution-focused; • Impartial; • Conciliatory; and, • Based on the IBPS approach to conflict resolution.

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Non-Exclusive Remedy The use of this process to attempt to resolve a workplace dispute or conflict does not preclude you from seeking resolution through any other applicable internal and/or external dispute resolution process.

Non-Retaliation You may seek resolution of non-policy issues pursuant to this procedure without prejudice, and no employee who participates in this process should be subjected to corrective action, harassed, or otherwise unfairly dealt with as a result.

Investigations A disciplinary investigation may be initiated by the college against you on receipt of a credible complaint and/or if the college has a reasonable basis to believe that you have engaged in conduct in violation of a work rule. Administration will implement and assure documentation of a fair, impartial process that includes a thorough investigation. There is a separate process for Title IX complaints. Human resources will:

• Assure bias and conflicts of interest are minimized and that policies and regulations are consistently followed;

• Provide information and advice to all involved parties and address prevention and/or allegations of retaliation; and,

• Act as liaison to college legal counsel and any external participants who it has been determined should be involved.

Grievance Procedure The college values positive and productive working relationships amongst all employees. The established Grievance Procedure provides you with an opportunity to address concerns regarding discipline, termination, or workplace safety matters; to have the matters reviewed by an Impartial Hearing Officer (IHO); and, to appeal to the college Board of Trustees. You are expected to exercise reasonable efforts to resolve any questions, problems, or misunderstandings prior to using this procedure. This procedure is intended to comply with the requirements of state law, Stat., § 66.0509.

Eligibility This procedure applies to full-time and part-time college employees. Except in cases of workplace safety, this procedure does not apply to:

• Temporary employees; • Casual employees; • Student employees; or, • Work study student employees.

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Definitions Grievance: Grievance means any concern regarding discipline, termination or workplace safety as defined in this procedure. Days: All days listed in this policy are regular business days when the college is open for business. Weekends, holidays and days when the campus is closed for business are excluded. Immediate supervisor: All supervisors included in the employee’s chain of command up to and including, the supervisory position immediately subordinate to the employee’s cabinet-level executive. An employee whose immediate supervisor is a vice president or above may submit a formal written dispute to the next level of supervisory authority.

Grievance Process Steps 1. Informal meeting with immediate supervisor; 2. Formal written grievance to the Vice President of Human Resources or assigned

designee and immediate supervisor; 3. Appeal to Impartial Hearing Officer; 4. Appeal to the college president or assigned designee; and, 5. Final appeal to the Board of Trustees. For more detailed information, view the Grievance Operational Procedures and Form.

Performance Improvement Plan This applies to all employees. The college is committed to upholding its mission, vision and values through its workforce and the creation and maintenance of a culture that supports accountability for solid performance and continuous quality improvement. Effective performance management processes serve a critical function in communicating expectations, providing ongoing feedback and coaching, and in some cases addressing performance issues. As an educational institution, the college strives for a developmental approach in addressing areas of improvement when such are neither egregious nor willfully harmful. The college asserts it is of critical importance to employ techniques that encourage and motivate you to perform to your full potential in a manner that adds value to the college and leads to successful results. The college is committed to giving struggling employees the opportunity to succeed by providing the tools and resources necessary to improve performance and ensure development and growth. Performance Improvement Plans (PIP) establish actions, measurable goals, timeframes and clear expectations of all concerned parties in addressing areas for performance improvement. PIPs differ from Professional Development Plans (PDP) in that the areas for improvement are those required for successful performance of the job and failure to improve performance may have disciplinary implications. PDP are designed to elevate acceptable performance by facilitating increased roles, responsibilities, level of expertise and/or competence.

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If you have demonstrated an inability to meet performance expectations, your supervisor, in consultation with you and human resources, may develop a PIP. The PIP will:

• Last for a predetermined amount of time; • Have specific, achievable, and measurable goals that address the identified area(s)

for improvement; • Outline responsibilities of all involved parties; and, • Remove institutional barriers to performance improvement (e.g., scheduling).

Within this time period, you must demonstrate a willingness and ability to meet and maintain the conduct and/or work requirements as specified by the PIP. At any evaluation point during the performance improvement period, failure to meet established goals may result in discipline, up to and including dismissal. At the end of the performance improvement period, you may be removed from the PIP, or if established goals are not met, revision of the PIP may occur.

Progressive Discipline This applies to all employees. Progressive discipline addresses situations where conduct or performance do not meet expectations. The college has established a process to provide appropriate consultation, expectations, and support. A fair, transparent process is consistently applied affording you due process. The college is committed to supporting you in the development of skills and expertise enabling you to be valuable contributors in the fulfillment of the college mission, vision and values. Except in cases of intentionally egregious behavior, the college maintains a developmental approach. The college maintains a uniform, consistent approach to address issues such as poor work performance or misconduct. You are entitled to fair, timely notice and treatment in matters related to discipline. While actions honor the uniqueness of each employee and situation, disciplinary actions are progressive in nature, appropriate for the situation, and encourage employees that may be struggling to meet performance expectations. If you have demonstrated an inability to meet performance expectations, your supervisor, in consultation with you and human resources, will begin progressive discipline. For more information, view the progressive discipline operational process.

Workplace Bullying The college defines bullying as “repeated inappropriate behavior, either direct or indirect, whether verbal, physical or otherwise, conducted by one or more persons against another or others, at the place of work and/or in the course of employment.” Such behavior violates the college’s Core Values which conveys that all individuals will be treated with dignity and respect. View bullying behavior for more information.

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Workplace Harassment and Discrimination This applies to all employees. The college prohibits any form of harassment or discrimination.

• Please follow the Harassment and Discrimination procedure to report violations. • All reports of harassment are taken seriously and will be investigated in compliance

with state and federal laws. • Employment may be terminated if employees harass, discriminate, or retaliate

against someone at the college. For more information, please view the web pages on Harassment and Discrimination and Ensuring a Respectful Workplace and Preventing Discrimination.

Workplace Violence The college will not tolerate any workplace violence or threats of violence by or against its employees. Workplace violence includes conduct occurring on the college’s premises, directed toward or against any college employee, client, student, or supplier whether committed by an employee or outsider that involves physical acts of violence, oral or written threats of violence, or gestures, or acts that are threatening or intended to convey actual or potential injury. It also includes acts and threats that are later claimed to have been made in jest. You must take any act or threat of workplace violence seriously. So that the college can prevent or respond to any act or threat of workplace violence, any employee that is subject to, witnesses, or learns about any such act or threat, or who fears or suspects that such an act may occur is required to report the act, threat, fear, or suspicion to a member of management as soon as the act or threat occurs, or as soon as the employee fears or suspects that such an act may occur. When appropriate, the college will refer acts or threats of workplace violence to the police and human resources or other authorities for possible criminal prosecution. If ever there is an imminent danger, call 9-911 immediately.

Title IX and Sexual Misconduct The college strives to provide an educational environment that preserves the safety and dignity of each member of our community. In order to foster a climate of respect, and provide for the safety and security of our community, the college prohibits acts of sex and gender based discrimination, to include sexual misconduct. Sexual misconduct is a broad term that identifies forms of discrimination and harassment based on sex including, sexual harassment, sexual assault, sexual exploitation, dating violence, domestic violence, and stalking. Sexual misconduct includes other acts of verbal, nonverbal, or physical aggression, intimidation, or hostility based on sex or sex-stereotyping, even if those acts do not involve conduct of a sexual nature. Creating a safe campus environment is the responsibility of all members of the college community, both individually and collectively. All employees, with the exception of college counseling staff, must report alleged acts of sexual misconduct to

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a Title IX Coordinator. View the Title IX and Sexual Misconduct web page and Sexual Misconduct procedure for more information. For discriminatory harassment of a nonsexual nature, please view the Harassment and Discrimination and Ensuring a Respectful Workplace and Preventing Discrimination web pages.

SAFETY The college is committed to the provision of a safe and healthy environment for the protection and well-being of employees, students, and visitors. To this end, the college will support and enforce all applicable federal, state, local and college safety laws, rules, and regulations. Safety is a value that is integrated into everything we do.

Accident Reporting All work-related injuries and illnesses must be reported to the risk manager. An Incident Report Form must be completed within 24 hours of the incident.

Conceal and Carry The college has a Weapons administrative regulation that prohibits you from carrying weapons while acting in the course and scope of your employment or duties, whether you are on or off college property, regardless of whether you have a license to carry a concealed weapon. The goal is to ensure that all members of our college community feel safe when they are in our facilities. If you should come across a situation where you sense there is an immediate threat to public safety, you should call 9-911. If you believe an individual is carrying a weapon, but is not acting in a threatening manner, you should contact Public Safety Services at (608) 245-2222.

Driver Safety Employees operating college-owned, leased, or personal vehicles for college business must have a current, valid driver’s license, and observe all safety, traffic and criminal laws, including but not limited to proper use of seat belts, use of alcohol and drugs, use of cell phones, and any other pertinent laws or ordinances in place. The college is not responsible for damage to personal vehicles while in use for business purposes. To operate a college-owned, leased, or personal vehicle, drivers must be approved through the college driver authorization process by completing a Driver Authorization Application.

Emergency Closings This applies to all employees. If the college must close due to weather conditions or an emergency, your regularly scheduled hours will be paid.

• If you are an hourly employee who is asked to work when the college closes, you will receive overtime pay or Compensatory Time (more commonly known as “Comp Time”) for your hours worked.

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• If the college closes while you are on a paid leave, then you must use the leave as originally planned.

• If the college remains open, you may use paid time off if you arrive late, leave early, or do not come to work due to weather conditions. Please consider your safety, and discuss with your supervisor.

Evacuation/Emergency Floor Plans A building evacuation may be initiated for various reasons, including fire, building system malfunction, chemical spill, building security, national disaster, etc. Building evacuations are initiated by use of either the building fire alarm or public address system. When a building evacuation is initiated, the building must be evacuated. It is necessary to exit the building immediately. When exiting the building, use stairwells. DO NOT use the elevators. Remain outside the building until an "all clear" has been given by Public Safety personnel. Emergency procedures are posted throughout each campus, usually in classrooms, conference rooms and offices.

Evacuation Become familiar with all emergency exits and routes in your area. When evacuating, proceed outside to a safe distance from the building. Supervisors/faculty will advise emergency personnel of any possible missing persons.

Disabled Individuals Please provide assistance to disabled individuals in exiting the building. If a disabled individual is unable to manage the stairs, direct the individual to the nearest fire exit stairwell. Immediately notify public safety/emergency personnel as to the location where the individual is waiting. Campus phones may be used to notify the fire department by calling 9-911. It is your responsibility to know the emergency evacuation and shelter procedures.

Parking You may park in the designated employee parking lots. The college will not be liable for any damage or theft caused to any motor vehicle, or contents thereof, while parked in the college’s parking lots. The college reserves the right to charge a parking fee. Specific parking spaces are reserved in some lots for the physically disabled and are marked by signs. Parking is by special permit available only for disabled persons. When a motor vehicle with a special license plate or identification card issued by the Department of Motor Vehicles is being operated by, or used for transportation of a disabled person, this motor vehicle may park in any space which is clearly marked as being reserved for the use of the disabled person or persons responsible for the transportation of the disabled person. Bicycle racks are in various locations at the college campuses. If you ride a bike to work, you are encouraged to lock the bike to the rack. The college is not responsible for lost, stolen, or damaged bicycles while on the college’s property.

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Tobacco Free District The college is 100% tobacco-free as part of our efforts to create a safe and healthy environment for students, faculty and staff, and visitors. The Tobacco Free District administrative regulation prohibits the use of tobacco products anywhere on college owned or leased property, including buildings, grounds, parking lots, and vehicles. This regulation applies to all students, employees, and visitors of the college.

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GLOSSARY

Catastrophic Illness or Injury • An illness or injury that incapacitates an employee or an employee’s immediate family

member and requires the employee to take time off from work for an extended period of time. This creates a financial hardship for the employee. Examples include but are not limited to: A severe illness requiring prolonged hospitalization or recovery such as cancer,

coma, leukemia, heart attack or stroke. Unusually prolonged or complex illness or injury that usually causes severe organ

dysfunction or threatens life. A severe injury to the spine, spinal cord, brain, and/or skull resulting from a vehicle

accident or fall/collision. An acute or prolonged illness or injury usually considered to be life-threatening or

with the threat of serious residual disability. Other complex or catastrophic illness that meets the above criteria.

• An employee’s or immediate family member’s terminal, life-threatening or other grave illness or injury.

Closure Planned or unplanned building closures to the public:

• Planned (typically scheduled around holidays or shutdowns). • Unplanned closures due to weather or other emergencies.

COBRA The federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage under the college’s health plans when a "qualifying event" would normally result in the loss of eligibility. Some common qualifying events include: resignation, termination of employment, death of an employee; a reduction in an employee's hours or a leave of absence; an employee's divorce or legal separation; and, a dependent child no longer meeting eligibility requirements. Under COBRA, the employee or beneficiary pays the full cost of coverage at the college’s group rates plus an administrative fee. COBRA benefits are available to the employee or beneficiary for a specified amount of time. Each eligible employee will be provided with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under the college’s health insurance plans. The notice contains important information about the employee's rights and obligations.

Continuous Service Employment without a leave or break in service lasting longer than 30 days. An unpaid break of service of 30 days or more may affect your time off accruals. In addition, any leave or break in service of 30 days or more may affect your WRS service and/or other employment benefits.

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Critical Services Services identified by the president or a cabinet-level executive that are required to continue during holidays, shutdowns and closings (examples include public safety, snow removal, and animal care).

Equal Employment and Affirmative Action The college is committed to equal opportunity and affirmative action for its employees and students as required by Titles VI and VII of the Civil Rights Act of 1964 as amended, Title IX of the Educational Amendments Act of 1972, Section 504 of the Rehabilitation Act, the Americans with Disabilities Act of 1990, the Civil Rights Act of 1991, the Carl D. Perkins Vocational Education Act, the Equal Pay Act of 1973, the Age Discrimination Acts of 1967 and 1975, the Civil Rights Restoration Act of 1987, Wisconsin Fair Employment Law, and other appropriate laws and executive orders and/or administrative directives and codes including the Office of Civil Rights Guidelines for Elimination of Discrimination and Denial of Services on the Basis of Race, Color, National Origin, Sex and Handicap in Vocational Programs (34 CFR, Part 100, Appendix B).

Fair Labor Standards Act The Fair Labor Standards Act (FLSA) establishes minimum wage, overtime pay, recordkeeping, and youth employment standards affecting employees in the private sector and in Federal, State, and local governments. The FLSA requires that in addition to paying at least the minimum wage, employers also must pay overtime to covered employees who work more than 40 hours in a given work week, unless they meet certain exceptions. Employees exempt from the FLSA hold jobs which meet the standards and criteria established under the FLSA by the United States Department of Labor.

Family and Medical Leave Act/Wisconsin Family and Medical Leave Act Entitles eligible employees to take unpaid, job protected leave for specified family and medical reasons with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave. For more information, visit the United States Department of Labor website and/or the Wisconsin Department of Workforce Development website.

Holiday A designated federal holiday as listed in the employee handbook.

Illness or Injury Illness or injury includes, but is not limited to, physical, mental, addictions, and victims of domestic violence abuse. Illness or injury of immediate family that creates hardships, which causes inability to work, is also included.

Immediate Family An employee’s mother, father, brother, sister, domestic partner, husband, wife, child, foster child, grandparent, grandparent-in-law, grandchild, father-in-law, mother-in-law, sister-in-law, brother-in-law, daughter-in-law, son-in-law, stepchild and stepparent. Domestic partner equivalents of the preceding list are considered family.

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Income Protection See Disability Insurance in the Benefits section of the Handbook.

Layoff Layoff is defined as separation from regular service due to lack of work, insufficient funding, or elimination of a program, service or position.

Leave of Absence A leave of absence (“LOA” or Leave) is a period of time that you must be away from your primary job while maintaining the status of employee. In contrast to standard time off benefits, such as vacation, holidays, personal and sick time, leaves are due to exceptional circumstances. Generally such an arrangement has a predefined end date or conclusion. Leaves are typically at your request and, unless there is a statutory requirement, will require management approval. Most leaves are unpaid, but you can use standard time off benefits when available.

Shutdown Planned building closure to the public and all employees (exceptions for critical services).

Social Security Social Security is a mandatory benefit and a participatory benefit in that both the employee and the college, as the employer, must contribute a percentage of earned salary into a Social Security fund. Specific information relating to this benefit may be obtained from the local Social Security office.

Uniformed Services Employment and Reemployment Rights Act (USERRA) USERRA protects the job rights of individuals who voluntarily or involuntarily leave employment positions to undertake military service or certain types of service in the National Disaster Medical System. USERRA also prohibits employers from discriminating against past and present members of the uniformed services, and applicants to the uniformed services. The college complies with all applicable laws related to USERRA.