Human Resource Procedures

HR-5-0            RECRUITMENT

HR-5-1      Administrative Positions                     Revised:  10/13/04

The President or appropriate Vice President is responsible for recommending to the Board of Directors new full- or part-time administrative positions, along with appropriate salary and title.  The College reserves the right to recommend direct appointments of current employees to administrative and professional/non-managerial positions where such appointments are in the best interest of the College staffing requirements and not in conflict with equal employment opportunity policies.

HR-5-2      Classified, Confidential, Supervisory Positions       Revised:  8/15/00

The appropriate Vice President is responsible for recommending to the President new full- or part-time classified, confidential, and supervisory positions, along with appropriate salary and title.

HR-5-3      Faculty Positions

HR-5-3.1      Recommendation to Hire Full-Time Instructional
                      Professionals

The Vice President for Instruction is responsible for recommending to the President the new full-time instructional faculty and administrators to be hired, along with salary and academic rank placement.  The President makes the final recommendation to the Board, which takes appropriate action.    

HR-5-3.2      Recommendation to Hire Part-Time Professional
                      Instructional Staff

Part-time professional instructional staff must be approved through the Office of the Vice President for Instruction.  Once this process is completed, instructional administrators who report to the Vice President for Instruction are responsible for the employment of part-time professional instructional staff.  [Refer to Collective Bargaining Agreement Between the Central Oregon Community College Board of Directors and the Central Oregon Community College Faculty Forum, Article 1.3.]

HR-5-3.3      Adjunct Relationships                          Revised:  10/13/04

The College may invite certain individuals to form an adjunct relationship of less than a full-time nature within the College.

The adjunct relationship will be deemed to be of a temporary nature and signing of an adjunct agreement shall not be considered to be a promise of future employment, nor shall notice be required to terminate an adjunct relationship.

Individuals assigned to an adjunct relationship are not eligible for sabbatical or for consideration for tenure.  Adjunct faculty are eligible for professional improvement funds under the conditions of the Collective Bargaining Agreement between the Central Oregon Community College Board of Directors and the Central Oregon Community College Faculty Forum, Article 14.2 and 14.3.

Approval of this policy grants no rights under the Collective Bargaining Agreement Between the Central Oregon Community College Board of Directors and the Central Oregon Community College Faculty Forum unless agreed to hereafter by signature of the President of the Faculty Forum and the President of the College, or unless incorporated in a future negotiated contract.

[Refer to Collective Bargaining Agreement Between the Central Oregon Community College Board of Directors and the Central Oregon Community College Faculty Forum, Article 1.3 .]

HR-5-3.4       Part-Time Faculty Employment at COCC

Part-time faculty are employed by the College on a term-to-term basis and at less than .5 FTE appointments.

The College can offer part-time faculty in its employment pool no guarantee of future employment beyond conditions given in individual’s Notice of Appointment.  The renewal of a part-time member’s employment is entirely at the discretion of the College and notice is not required to terminate employment.  Despite advance course scheduling, department chairs and division heads cannot always anticipate budgetary restrictions and enrollment fluctuations that affect employment needs.  Nevertheless, department chairpersons are encouraged to give their part-time faculty as much advance notice as possible of plans for renewal or termination of employment for the coming term.

Part-time instructors should also be aware that in the event of a reduction in force, part-time faculty in an academic discipline will be laid-off before any full-time faculty or adjunct in the same academic discipline are laid-off.

Part-Time Faculty Compensation and Benefits

Compensation:  Part-time faculty are compensated at the rate assigned to adjunct faculty based on the current COCC/Faculty Forum Collective Bargaining Agreement. Part-time faculty are not eligible for benefits.

Process:  The department chair recommends placement to the Vice President for Instruction on the basis of a current evaluation.  All salaries are determined in the Fall quarter contract or, in the case of someone who does not teach Fall quarter, the first contract in the academic year.  No adjustments are made at any other time than the preparation of the first teaching contract of the academic year—counting Fall as the first quarter of the academic year.

HR-6-0      EVALUATION OF EMPLOYEES                           Revised:  8/15/00

Each faculty member and administrative staff member of Central Oregon Community College shall undergo evaluations pursuant to procedures and criteria established under the direction of the President.  The immediate supervisor, the appropriate Vice-President/Dean, and the President shall all have a role in evaluation of College personnel under their jurisdiction.

Irregular Evaluations

The foregoing material deals, for the most part, with regularized procedures for evaluations.  It should be understood that the College reserves the right to examine the work of personnel with the College on a daily basis throughout the year and may provide written or oral evaluation comments affecting the work of such personnel at any time during the year.

Faculty Evaluations  (Noted below under HR-9-1.3, but for detailed procedures on Faculty Evaluations, please refer to the Faculty Evaluation Official Practices.)

Administrative Evaluation  (See Exempt, Confidential, and Supervisory Handbook.)

Classified Evaluations  (See Collective Bargaining Agreement Between the Classified Association and the College.)

Evaluation of Part-Time Faculty (See procedure HR-9-1.4)

HR-7-0      LEAVES

HR-7-1      Sabbatical Leave                                          Revised:  8/15/00

The President is authorized to approve or disapprove sabbatical and professional improvement leaves.  Such leaves may be approved only when sufficient moneys are in the appropriate accounts to fund them and when the plan is seen as clearly contributing to the goals of the College.  [Refer to the Collective Bargaining Agreement Between the Faculty Forum and the College, Article 9.3;  Collective Bargaining Agreement Between the Classified Association and the College, Exempt, Confidential, and Supervisory Handbook.]

HR-7-2      Leave Without Pay (Non-FMLA/OFLA              Revised:  10/13/04 

Leave without pay (LWOP) is an issue collectively bargained.  LWOP may be either long-term (in excess of five working days in any one pay period), or short-term (five working days or less in any one pay period). Conditions for granting of long-term LWOP may be found in the collective bargaining agreements for faculty and classified staff, and the Handbook for Exempt, Confidential, and Supervisory Staff. Conditions for granting of short-term LWOP are listed only under "Leave Approval Procedures" below.  The following procedures for both long- and short-term LWOP have been adopted in order to clarify the economic and benefit aspect of the long-term LWOP.

HR-7-2.1      Approval Procedures for LWOP

Long-Term LWOP must be requested in writing, prior to the beginning of the leave. Exempt LWOP must be approved by the President; Faculty LWOP must be approved by the Vice President for Instruction; Classified, Confidential, and Supervisory must be approved by the Vice President and Chief Financial Officer.

Short-Term LWOP may be approved by the immediate supervisor and/or budget administrator.  All employees must report a short-term LWOP on the Leave Request form.  Classified and Confidential employees must also report the LWOP on time sheets.

HR-7-2.2      Benefits During LWOP                      Revised:  10/13/04

Benefits do not accrue and are not paid during a long-term  LWOP; however, benefit carriers have agreed to continue life and disability insurance for employees utilizing long-term LWOP under an approved professional improvement program.  The definition of professional improvement will be solely at the discretion of the College and is not grievable.  Continuance of this benefit is subject to the conditions of benefits carriers.  Other benefits for long-term LWOP will be funded as follows:

Partial Months of a LWOP:  In the event that a LWOP includes  partial month of work, the College will pay 100% of life and disability insurance for the entire month.  Medical insurance will be pro-rated to days worked, and the employee will pay the pro-rated cost of the premium for the days that they are on LWOP.  Personal Choice Account payments will remain constant and will not be  pro-rated.  Sick leave and vacation will be pro-rated to days worked.  PERS is based on gross dollars earned during any month.

Full Months of a LWOP:  If the employee wishes to retain medical insurance during the full-months of the LWOP, he/she will be responsible for the entire cost of the premium.  The College is required to notify its insurance carrier, in writing, prior to the LWOP.  Life, disability, workers compensation, unemployment insurance, and PERS will not be paid during the full months of a LWOP, and vacation and sick leave  will not accrue.

HR-7-2.3      Reinstatement of Benefits Following LWOP

Subject to the conditions of the benefits carrier, benefits will be reinstated with all rights and privileges on the date an employee returns from the LWOP after the employee completes one full month of employment following the LWOP.

Employees who use LWOP for professional improvement purposes, as defined by the College, will be reinstated to the Health Insurance Plan without waiting periods or penalties.  The definition of professional improvement will be solely at the discretion of the College and is not grievable.

HR-7-3         Family Medical Leave                       Approved: 10/13/04

The College complies with the federal Family Medical Leave Act (FMLA) and the Oregon Family Leave Act (OFLA) for all eligible employees (contact the Human Resources Department for information regarding eligibility).  The following provisions in the administration of the FMLA/OFLA are applicable:

Employees must use sick leave or other forms of paid leave (other than compensatory time) to which they are entitled under the appropriate collective bargaining agreement (or handbook) in conjunction with the FMLA/OFLA.

The "FMLA year" is considered to be a twelve (12) month period rolling backward for each employee.

During the period of FMLA/OFLA leave, the employer's insurance contribution toward the health plan will continue at that level and under the conditions coverage would have been provided if the employee had continued to be employed continuously during the leave.

The Employer's determination of FMLA eligibility requires medical certification that the leave is needed due to an FMLA-qualifying condition of the employee or that of a member of the family.  At the College's expense, a second opinion may be requested.

 

HR-8-0  CONTENTS OF PERSONNEL FILE                                                                                                   

HR-8-1  Faculty                                    Revised:  10/13/04


In order to maintain the integrity of personnel files, only official evaluations and other authorized documents relative to an employee's service may be placed into a personnel file, unless otherwise authorized by the President.  Personnel files should contain, but are not limited to:

1. Applications,

2. Complete transcripts of all college undergraduate and graduate work,

3. Annual evaluations, special evaluations, and rehire recommendations including peer team reports and student evaluation summaries,

4. Complete records of professional improvement plans, including updates and extended commitments,

5. Annual reports of service with attachments,

6. Tenure recommendations, (including the advisory letter sent by the Tenure Committee when it does not recommend tenure)

7. Records of promotion activities, which include:

1. Promotion recommendations,

2. Actions taken by the Promotions Committee, President, and Board (including the advisory letter sent by the Promotions Committee when it does not recommend promotion).

[Faculty should also refer to the Collective Bargaining Agreement Between the Central Oregon Community College Board of Directors and the Central Oregon Community College Faculty Forum, Articles 12.2]

HR-8-2      Classified

Please refer to the Collective Bargaining Agreement Between the Central Oregon Community College Board of Directors and the Classified Staff Association,       Article 26.

HR-9-0               FACULTY ISSUES

HR-9-1      Criteria for Promotion, Tenure  and Evaluation of Performance

HR-9-1.1      Promotions                                          Revised:  8/15/00

The number of promotions to Associate Professor and Professor in any given year may not exceed ten percent of the total number of full-time positions, except as the President recommends individuals whose service to Central Oregon Community College merits extraordinary consideration.  No limit other than specified by eligibility criteria, affects promotions to Assistant Professor.  All promotions shall be at the discretion of the Board of Directors.     [Refer to Collective Bargaining Agreement Between the Central Oregon Community College Board of Directors and the Central Oregon Community College Faculty Forum, Article 13]

HR-9-1.2      Tenure

Tenure is awarded by the Board of Directors upon recommendation by the President. Conditions of tenure are provided in the Collective Bargaining Agreement Between the Central Oregon Community College Board of Directors and the Central Oregon Community College Faculty Forum, Article 6.5.]

           HR-9-1.2.1      Awarding of Tenure

Tenure is awarded to those faculty members who have, during their probationary years, demonstrated the promise of the overall excellence in instruction (or other primary assignment) and commitment to the College and the community expected of COCC professional staff.

Completion of five probationary years does not automatically result in the awarding of tenure.

Employment while on the Notice of Appointment, or contract other than regular probationary contract, does not accrue time toward tenure unless specified in writing.

  
            HR-9-1.2.2      Procedure for Tenure Consideration

 

Revised:  11/24/03

Revised:  10/13/04

Revised:  10/25/05

Revised:  01/17/06

 

Prior to October 15 of each year, the Vice President for Instruction will advise the immediate supervisors with personnel responsibilities, in writing, of individuals in the department who will have met the length of service criteria at the end of the academic year.

 

Prior to January 15 of each year, all evaluation instruments and proposed actions in relation to faculty members’ eligibility for consideration of tenure shall be forwarded to the appropriate Vice President/Dean.  Candidates could then review their files to determine if all forwarded materials have been received.

 

Prior to February 1 of each year, the Vice President for Instruction will provide a written evaluation with recommended action.  This document will be sent to the President, copied to the candidate, and placed in the file.  The candidate will then have five working days to respond to the letter (if they choose) by sending a response for the file.  The candidate must also sign off on his or her file within those five days.  This process must be completed prior to Tenure Committee review of the file.

 

Prior to March 1, the Committee shall submit to the President a list of all faculty members considered by the Committee.  The Committee shall outline its recommendations for each individual considered and shall state the basis for such recommendations.

 

Any member of the Committee may submit an individual report on any matter voted by the Committee.  The individual report may support the majority or may present a minority view.  Copies of the individual report shall only go to the Chair of the Tenure Committee, to the appropriate Vice President/Dean, and to the President.

 

The Tenure Committee may take the following actions:

 

1.                  Recommend granting of tenure,

2.                  Recommend not granting tenure,

3.                  Recommend an additional year as a probationary, or

4.                  Recommend other action

 

The Tenure Committee should be prepared to provide the reasons for their recommendation in all of the above cases.

 

The President shall study the recommendations of the Tenure Committee and shall notify candidates of his/her recommendations.

 

Appeals of the President’s recommendation(s) and/or any aspects of the tenure procedure are to the Board of Directors, and the grounds for such appeal should be procedural (due process).  The President will forward his/her recommendation for granting tenure to the Board of Directors for action as soon as possible after the completion of the Tenure Committee’s work.

 

HR-9-1.3      Faculty Evaluations                      Revised:  July 2006 

      I.      Components for Evaluation

• Designated Evaluator

• Peer Evaluation

• Administrative Evaluation

• Student Evaluation

• Annual Report of Activities

      II.      Categories for Evaluation

• Performance in Primary Assignment

• Professional Improvement

• Service to the College

• Service to the Community

Detailed procedures for faculty evaluations are contained in the Faculty Evaluation Official Practices.  Refer also to Evaluation of Employees, HR-6-0.

HR-9-1.4     Evaluation of Part-Time Faculty 

It is the departmental chairpersons' responsibility to evaluate their department's part-time faculty utilizing the following:

A. First Year at COCC

1. Student evaluations, all sections, every quarter.

2. Peer Evaluation: minimum one class visit, pre and post conference, review of materials, with written report to Designated Evaluator.

3. Designated Evaluator review:  written summary.

 B. Second Year at COCC

1. Student evaluations, all sections, every quarter.

2. Peer Evaluation:  minimum one class visit, pre and post conference, review of materials, with written report to Designated Evaluator (Individual departments may wish to use forms for this purpose, such as provided within the Peer Evaluation Handbook.  However, written commentary should be added to the checklists).

3. Designated Evaluator review:  written summary.

C.  After Two Years, or Six Quarters

1. If, in the judgment of the Designated Evaluator, the performance to this point-as measured by the components for evaluation listed above-is sufficiently consistent and meritorious, the next Peer Evaluation and Designated Evaluator written review can be scheduled as much as three years later (allowing a gap of up to two years).  This schedule could be re-adjusted to allow for more frequent review should the Designated Evaluator deems this desirable at any time.

D.  Lapses in Service

In cases of absences of a year or more, returning faculty may be returned to the same position in the evaluation cycle.

Written feedback should be received for the instructor's personnel file in either Winter or Spring quarter, but not later than May 15, unless the department chair notifies the instructor that it will be late.

Part-time faculty have the option of submitting a statement of explanation or comment on such evaluations.  Written evaluations and any faculty response will be filed in the instructor's personnel file.

HR-9-2      General Responsibilities of All Instructors (including part time, adjunct, full time temporary and full time tenure track)

The responsibilities of a professional at Central Oregon Community College are broad and demanding. For an individual hired as a member of the teaching staff, responsibilities include but are not limited to:

1. Meet, as a condition of employment, the minimum requirements for the position.
2. Teaching responsibilities as assigned and as college needs indicate. Courses may be during the days and/or evenings and on or off campus.
3. Keep oneself and one’s courses current in content and instructional methods and make recommendations for equipment and supplies purchased.
4. Office hours and Student Contact: Part time and adjunct instructors are expected to be available to their students outside of class for approximately one hour/week for each section they teach up to a maximum of five hours/week.
5. Keep a record of student achievement to support the grade assigned and record the midterm grade (if a D or F) and/or final grade in Banner on or before the deadline announced each term. Late grades can result in financial aid and eligibility problems for students.
6. Grade record retention: each instructor is responsible for keeping an accurate paper or electronic grade book. Grade records should be retained by the instructor for one full year.
7. Retention of important student work: faculty members are responsible for maintaining accurate files of important student work (midterm exams, final exams and formal papers) through the end of the regular following quarter (except summer), if such work is not returned to the student.
8. At the time an instructor leaves COCC, a record of the grades for all classes he/she taught within the past year will be deposited with the Department Chair and retained for one full year.
9. Attendance Records: attendance must be taken the first week of each term and the roster returned to Enrollment Services for the purpose of administratively withdrawing students who fail to attend all classes as discussed in the Class Attendance and Withdrawal policy noted in the catalogue.
10. Administrative withdrawal: All faculty are responsible for completing and returning the first week rosters, noting the absence of students on the roster. The Administrative Withdrawal/Attendance Policy (General Procedures Manual A-3-0) states that students will be withdrawn for non-attendance during any part of the first week of classes, or the first class of a short term class. Please refer to the Class Schedule for a full description of the Class Attendance and Withdrawal policy and consult with the Department Secretary for procedures.
11. Retention of important student work: faculty members are responsible for maintaining accurate files of important student work (midterm exams, final exams and formal papers) through the end of the regular following quarter (except summer), if such work is not returned to the student.
12. Course syllabus: a syllabus for each course taught must be filed in the department office each quarter. Recommended information for inclusion in the syllabus is noted in the syllabus template located in Faculty Resources at http://www.cocc.edu/.
13. Absence from classes by faculty members (General Procedures Manual HR 9.2.2): All faculty members are expected to meet all their scheduled events related to HR 9.2 and to use the following procedure noted in HR 9-2.2 to notify the department of absence due to illness, emergency or bereavement. See HR 9-2.2 for Reporting Absence upon Return.
14. Planned or scheduled absence: If a faculty member is anticipating an absence from College events as described in for reasons other than those addressed above (i.e. seminars, workshops or other professional development activities), the faculty member must consult with the Department Chairperson about appropriate coverage.
15. Become computer literate in general and to the depth needed in specialized technology in one’s subject area.
16. As appropriate, locate and supervise cooperative work experience stations.
17. Honor current policy for final exams (Academic Procedures A-19-0).

Full time temporary faculty responsibilities include all of the above and the following additional responsibilities:

1. Participate in academic advising.
2. Post and keep a minimum of five office hours a week for student help sessions and program assistance.
3. Attend all scheduled department meetings.
4. As appropriate, work with Advisory Committees in one’s area.
5. As appropriate, aid in placement of students in area of their training.
6. As appropriate, arrange through college offices publicity for one’s program and undertake responsibility for recruiting students into it.
7. Take responsibility for working with the college library and media departments for keeping the library collection current in one’s field.
8. Cooperate with college personnel in assisting students with career planning, follow up studies and other relevant institutional research.

Full time tenure track faculty responsibilities include all of the above general and full time temporary responsibilities as well as:

1. Participate in the affairs of the college either on campus or in the district as the position demands
2. Meet as a condition of employment the minimum requirements for the position and such other appropriate college requirements that become necessary throughout the teaching career.
3. Articulate with members of the community regarding educational interests and needs and the college’s ability to provide educational services.
4. Participate on college committees, in the faculty organization, on Peer Teams or in peer review of part time instructors, professional committee meetings, etc.
5. Cooperate with the department chairperson in program planning and course development and revision.
6. Perform non-teaching professional responsibilities as assigned.
7. Develop and maintain a rigorous professional improvement program
8. Serve as Department Chair if requested to do so.

[Please refer to Guidelines for Faculty Professional Improvement]

HR 9-2.1 Specific Responsibilities of Part-Time Faculty

Grade Records: Each faculty member is expected to keep a record of student achievement to support grades given to students. IMPORTANT: Turn grades in to the Student Records Office on time. So that they reach the Records Office on or before the deadline announced each term. Do not use campus mail the day before or the day of the deadline. On those days, deliver grades to the Records Office in person. Late grades can result in financial aid and eligibility problems for students. (Instructions for transmittal of grades are announced each term).

Grade Book Retention: Each instructor is responsible for keeping an accurate and up-to-date permanent grade book. New grade books are available from department and building secretaries. Part-time instructors should turn grade books in to their department chair at the end of every quarter except when instructors are scheduled to teach the following quarter. Completely used grade books should be turned in by part-time instructors to department chairs who will keep them one full year. If instructors wish to retain grade books, they may turn in copies and keep the originals.

At the time an instructor leaves COCC, the records of all classes he/she taught will be deposited with the Department Chair.

Attendance Records: Attendance records must be maintained and forwarded to the appropriate College office when required by State, Federal, or other College recognized agencies.

Administrative Withdrawal: All faculty are responsible for completing and returning the first week rosters, noting the absence of students on the roster. The Administrative Withdrawal/Attendance Policy (General Procedures Manual A-3-0) states that students will be withdrawn for non-attendance during any part of the first week of classes, or the first class of a short-term class. Please refer to the Class Schedule for a full description of the Class Attendance and Administrative Withdrawal policy and consult with Department Secretary for procedures

Office Hours & Student Contact: Part-time faculty are expected to make themselves available to their students outside class for approximately one hour for each class they teach.

Field Trips: Any instructor who wishes to take groups of students off campus during class hours should distribute a list of the students' names to all faculty. The list should circulate not less than one week before the date of absence. See A-18-0 in the General Procedures Manual.

Student Registration: Only registered students should be allowed to attend classes at COCC.

Retention of Important Student Work: Faculty members are responsible for maintaining accurate files of important student work (mid-term examinations, final examinations, and formal papers) through the end of the following regular quarter (except summer), if such work is not returned to the student.

Course Syllabi: A syllabus for each course taught must be filed in the department office each quarter. Generally, a syllabus will include a statement of course objectives, text requirements, class meetings (credit hours, lecture/lab requirements, etc.), a statement of prerequisites (this may indicate required and/or recommended courses), a brief description of special course requirements (term papers, examinations, grading systems, etc.).

Absence from Classes by Faculty Members (General Procedures Manual HR 9.2.2): Faculty members are expected to meet all classes at regularly scheduled time. In cases of an unanticipated emergency or illness, the faculty member should notify the department chairperson as soon as possible. In cases of planned absence, the faculty member should give advance notice to the department chairperson to discuss arrangements to be taken to cover the absence and any necessary financial adjustments. 

Grading Rules (See General Procedures Manual A-2-0)

HR-9-2.2      Absence from Classes and Scheduled events by Faculty and Instructors         Revised: July 2007

All Faculty members are expected to meet all their scheduled events related to HR 9.2

Notifying Department of Absence Due to Illness or Bereavement:

1.      If there is a need to be absent from scheduled class meetings or events (i.e. committee meetings, office hours, advising, etc.) normally due to personal illness, illness or death of a family member, the faculty member/Instructor will contact the Department Chairperson and/or the Department Administrative Assistant as soon as possible. Use of accrued sick leave under these circumstances will be in accordance with the appropriate provisions of the COCC/Faculty Forum collective bargaining agreement (Article 9).  If a class is cancelled for the day, the Department Administrative Assistant will be responsible for posting a sign at the classroom with instructions for the students. If a scheduled event such as an advising day is missed, the Department Chair will attempt to find an appropriate substitute.

2.      In the case where a substitute will be needed for a class, the Department Chair in consultation with the program coordinator if appropriate is responsible for finding a qualified substitute.  To be qualified, class substitutes must be an approved part-time, adjunct, or full-time faculty member.  Faculty members/Instructors are neither to hire nor to pay substitute instructors.  If an absence is anticipated ahead of time, the faculty member missing class should provide assignments and activities consistent with the syllabus to the approved substitute that has been cleared by the Department Chairperson.  The following process should then be followed in choosing and paying substitutes:

a.      Faculty can substitute for another faculty member on an informal basis, without adjustments to NOAs, if agreed to by both faculty members.  The Department Chair should still be informed.

b.      If a substitute is needed and is not done on an informal basis, the following process should be used:

                                                  i.      Part-time or adjunct faculty that substitute for another faculty member should be compensated as follows:

1.      In most cases, short-term substitutes (5 hours or less) would be paid $25/hour and long-term substitutions (over 5 hours) would be paid a percentage of the load for that class (ex. 6 classes substituted out of 30 total classes = 6/30 = 0.20 or 20% of the total load for the class.  If the total load is 3, the substitution load would be 20% of 3 = 0.6 LU).   Chairs have the flexibility to use either method for paying substitutes based on the circumstances.

2.      Part-time faculty missing a class should either have their NOA adjusted to reflect the classes not taught using a percentage of their load for the missed classes or docked pay at the rate of $25/hour.  This would also apply to adjunct faculty members after all of their sick leave has been exhausted.  Department Chairs must ensure that these changes are correctly indicated on the NOAs.

3. If a class is cancelled for the day, the Department Administrative Assistant will be responsible for posting a sign at the classroom with instructions for the students. If a scheduled event such as an advising day is missed, the Department Chair will attempt to find an appropriate substitute.

4. If more than 3 days will be missed due to illness of the faculty member/Instructor or family member, he/she should contact Human Resources regarding the use of Family Medical Leave Act and/or Oregon Family Leave Act as applicable.

Notification of Absence Due to Emergency

Fulltime and Adjunct Instructors shall have available two (2) days of non-accumulative emergency leave per year, (pro-rated for adjunct instructors) which shall be charged against sick leave. Except in cases where emergency leave is used to supplement bereavement leave in accordance with Article 9.1 of the COCC/Faculty Forum labor agreement, emergency leave must have written approval of the Vice President of Instruction.

Reporting Absences upon Return:

1. The Department Administrative Assistant will provide a “Use of Sick Leave” form (available on “forms” section of the HR webpage) and put it in the faculty member’s mailbox.

2. Within 2 days of returning to campus, the faculty member will complete the form and submit it to the Department Administrative Assistant for signature by the Department Chairperson (or in the case of Emergency leave, the Vice President of Instruction).

3. If the full-time faculty member is away from campus due to illness less than one full day but reports to campus for part of the day, the actual number of hours of class time, office hours, committee meetings or other scheduled events missed must be entered on the form.

4. If the full-time faculty member is off campus the entire day due to illness/bereavement, then eight (8) hours should be entered on the form.

5. Adjunct Instructors are to report the actual hours missed (class time and office hours) due to illness or other applicable reasons.

6. The following is the method for calculating the daily charge for sick leave for full-time faculty members on a reduced load (for the entire term) due to illness:

For sick leave is taken in Fall or Winter Term, the number of hours per day will be calculated as follows:

(number of loads taught in the applicable term) divided by (one third of total loads assigned for the year), then multiply by 8; take this total and subtract from 8 to determine the daily sick leave hours, which will then be multiplied by the number of days in the term.

For sick leave taken in Spring Term, the number of hours per day will be calculated as follows:

(number of loads taught Spring term) divided by (remaining loads necessary to fulfill the contract), then multiply by 8; take this total and subtract from 8 to find the daily sick leave hours, which will then be multiplied by the number of days in the term.

For example, if we assume a full time yearly load of 45 and the faculty member is teaching 8 loads in Fall or Winter term, then sick leave taken in Fall or Winter term will be calculated as follows:

8 - (8) 8/15 = 3.7 hours for each sick day.

For example, if we assume a full time yearly load of 45, and the faculty member has taught 33 loads in Fall and Winter terms and is going to teach 8 loads Spring term, then sick leave taken in Spring term will be based on the remaining 12 loads to fulfill the contract:

8 - (8) 8/12 = 2.7 hours for each sick day.

Planned or Scheduled Absences

If a faculty member is anticipating an absence from College events as described in HR 9.2 for reasons other than those addressed above (i.e. seminars, workshops or other professional development activities), the faculty member must consult with the Department Chairperson about appropriate coverage.

HR-9-3     Faculty Achievement Award

The deadline for submitting recommendations for the Faculty Achievement Award is set annually by the Faculty Professional Improvement Review Committee (FPIRC).  The date will be available through the Office of the Vice President for Instruction.  Further revisions to the process are described below.

HR-9-3.1      Purpose

The Faculty Achievement Award, which includes $2,500, exists to recognize excellence in teaching.

HR-9-3.2      Eligibility

Full time faculty members are eligible.  Part-time instructors who have taught for the College for at least five years and who have averaged at least nine credits per year over the five years immediately preceding, and including the year of the nomination, are also eligible.  Administrators who teach are eligible under the part-time guidelines.

HR-9-3.3      Criteria

The award will be given to the faculty member who has, in the judgment of FPIRC, demonstrated significant achievement in classroom teaching during the past two years. The four criteria that will be used as the basis for this judgment are those that have recently been proposed by the Summative Evaluation Task Force for evaluative purposes:

The major criterion will be excellence in teaching in "Performance in primary assignment."  The three other criteria:  "Professional improvement, service to the college, and community involvement," will be considered in their relevance to excellence in fulfillment of classroom instructional responsibilities.

HR-9-3.4      Nominating Procedures

Nominations may be made by any full-time or part-time faculty member, administrator, other full-time staff member, or any student who has accumulated more than 30 credit hours at the college within the two years immediately preceding, and including the year of the nomination.  These nominations, along with supportive recommendations, will be provided to FPIRC, through the Office of the Vice President for Instruction.  After the deadline, but before consideration of nominations, FPIRC will meet to determine whether any deserving candidate(s) might have been overlooked.  Additional recommendations may be considered at that time.  For each nominee, FPIRC will take into consideration both the recommendation received and relevant information contained within the nominee's personnel file (at the Human Resources Office) that addresses the designated criteria.  The annual award will be announced and presented at the commencement in June.

Questions may be addressed to members of FPIRC, through the Office of the Vice President for Instruction.

HR-9-4      Faculty Resignations

Notification of faculty retirements and resignations is requested by November 15 of the academic year in which retirement/resignation will occur.

HR-10-0           BENEFITS

HR-10-1      Workers Compensation                                    Revised:  10/13/04

Injured workers must file a workers compensation claims must in the Office of Human Resources within three days of injury.  College provided benefits will remain in place for employees unable to work as a result of a workers' compensation injury.

HR-10-1.1    Return to Work                                              Approved: 10/13/04

The objective of Central Oregon Community College is to return workers to employment at the earliest date following injury or illness as their physical condition permits.  We desire to minimize serious injury or illness and reduce insurance costs.  This policy applies to all workers and will be followed whenever appropriate.

Central Oregon Community College defines "light-duty" work as temporary, modified work assignments within the worker's physical abilities, knowledge, and skills.  Light-duty positions are developed and assigned using the known physical restrictions as clarified by the worker's attending physician.  The physical requirements of light-duty work, may be shared with the worker's attending physician to determine if the proposed light duty is within the physical capability of the worker.

Light-duty postions are developed with consideration of the worker's physical condition, the business needs of Central Oregon Community College, and the availability of light-duty work.

 

HR-10-2      Unemployment Insurance

A Notice of Termination Form shall be provided to a terminated employee by the Office of Human Resources. This form will then be used by the College's unemployment insurance carrier to determine eligibility for unemployment insurance claims. 

HR-10-3      Continuation of Health Insurance at Resignation/Termination
                                                                                                  Revised:  8/15/00

Insurance coverage for all terminating employees expires the last day of the last month worked, e.g., insurance for employees leaving in June, is June 30.  Terminating employees may continue insurance coverage through COBRA.  Forms will be provided by the Office of Fiscal Services (payroll).

HR-11-0           STAFF RETIREMENT

HR-11-1      Retired Employee Card                                  Revised:  8/15/00

As a mark of the College's appreciation and respect for those full-time employees who have retired from Central Oregon Community College, they and their spouse shall be awarded an appropriate card by the President's Office recognizing their service.  Upon presentation of such card, they shall be entitled to free admission to all regular College events and to one tuition-free class per retiree and spouse per quarter.

HR-11-2      Deleted  -                        Approved: 10/13/04 

HR-11-3      Emeritus Status (Faculty and Administrators)

HR-11-3.1      Criteria for Eligibility of Emeritus Status - Faculty

Revised:  10/13/04

To be eligible for emeritus status, retiring individuals must have had faculty or administrative status at Central Oregon Community College for 15 years, with Faculty members retiring from Central Oregon Community College at the rank of associate or full professor, and recommended by the Promotions Committee.

HR-11-3.2      Rights and Privileges of Emeritus Status

Receive bulletins, announcements, and other publications of the College; participate in commencement; be listed in the College catalog; receive free admissions to all regular College events; full use of the College library; full use of Computer Center services; attend the annual professional retreat of the College; use of an office set aside for emeritus; receive occasional and limited secretarial assistance for pre-approved projects related to the College of the individual's discipline; be listed in the Speakers Bureau.

HR-11-3.3      Procedures for Selection to Emeritus Status

Revised:  10/13/04

By March 1 of each year, retiring faculty who request or are nominated for emeritus status will be considered by the Promotions Committee. The Promotions Committee will make certain that considered faculty members meet the technical requirements in HR 11-3-1; if so, the Promotions Committee will consider each request.  If the committee judges that a continued association with a faculty member is in the best interest of the College, it shall recommend emeritus status and communicate that recommendation to the Vice President for Instruction.  The Promotions Committee shall notify individuals, in writing, of the Committee's recommendations. 

 

HR-11-3.4        

Procedures for Selection of Emeritus Status - Administrators

Approved:  10/13/04

By March 1 of each year, retiring administrators who request or are nominated for emeritus status and who meet the requirements of HR-3.1, will be considered by an ad hoc committee appointed by the President.  The committee will consist of a Vice President or Dean, two administrators and a faculty member.  If the committee judges that a continued association with an administrator is in the best interest of the College, it shall recommend emeritus status and communicate that recommendation to the President.  The Committee shall notify individuals, in writing, of the Committee's recommendations.

HR-11-4      Health Insurance for Dependents of Retirees

Eligibility for health insurance is based upon collective bargaining agreements and handbooks between the College and employee groups.  These procedures reflect the current situation but may change if the above-referenced agreements and handbooks change.  Nothing in the following procedures shall be construed as creating a contract between the employee and the College or changing a handbook or contract between College employee groups or the insurance carrier.

Age 65:  If the spouse of a retiree is 55 or older when the retiree reaches age 65, the spouse may remain on the retiree health insurance plan until the earlier of reaching age 65 or becoming eligible for Medicare.   See "Note" below.

If the spouse of a retiree is under age 55 when the retiree reaches age 65, the spouse may continue health insurance coverage for up to 36 months under the COBRA plan.  Coverage beyond 36 months under COBRA is subject to the insurance carrier.  See "Note" below.

In both cases, the spouse will be required to pay the full cost of the insurance premium. 

Death of Retiree:  If the spouse is age 55 or above at the date of the retiree's death, the spouse may remain on the retiree insurance plan until the earlier of reaching age 65 or becoming eligible to receive Medicare.  See "Note" below.

If the spouse is under age 55 at the date of the retiree's death, he/she may remain on the retiree health insurance plan for one year from the date of the retiree's death. Continuation of health insurance coverage after the one-year period will be available under COBRA for up to 36 months.  Coverage beyond 36 months under COBRA is subject to the insurance carrier.  See "Note" below.

In both cases, the spouse of the deceased retiree will be responsible for full payment of either the retiree insurance plan premium or the COBRA plan.  See "Note" below.

Divorce:  If a retiree divorces prior to OR after his/her retirement date, and the spouse is age 55 or above, the spouse may remain on the retiree insurance plan until he/she reaches age 65.  See "Note" below.

If the spouse is under age 55 at the time of the divorce, he/she may retain coverage only until the divorce is granted (not final).  However, he/she may retain insurance coverage under the COBRA option for up to 36 months.  Coverage beyond 36 months is subject to the insurance carrier.  See "Note" below

Remarriage:  If a retiree marries after the effective date of his/her retirement, the new spouse will not be covered under the retiree insurance plan.  Children born to this marriage will be eligible for coverage.  See "note" below.

Dependent Children:  If a child is covered under the retiree health insurance plan at the date of retirement, he/she may remain on the retiree insurance plan until both the retiree and the spouse turn 65 or until the last day of the month the dependent child becomes 26 years of age.  See "Note" below.

Children born to a spouse not covered (remarriage after retirement) will be covered until the retiree turns 65 or the  child reaches age 26.

At age 26, children may retain insurance coverage for up to 36 months under the COBRA plan.  Coverage beyond 36 months is subject  to the insurance carrier.  See "Note" below.

NOTE:  It shall be the responsibility of affected individuals to contact the Office of Fiscal Services when changes occur in any of the above insurance categories, e.g., birth of a child, death of a spouse, spouse turns 65.  Such changes in eligibility will require the eligible spouse to complete new insurance forms under their own Social Security Number.  Failure to do so could result in a loss or a decrease of benefits.

HR-12-0      CLASSIFIED STAFF ISSUES

HR-12-1  Guidelines for the Award of Classified Staff Professional Improvement Funds
                                                                                           Revised  8/15/00

The person seeking an award must be a member of the Classified Association, and the request should fall within the following guidelines.

1. The workshop, conference, class, or material provides information that cannot be obtained at COCC, or it is part of a college encouraged program, or it is required for a COCC course, or it is important in developing professional relationships and the sharing of knowledge with other community college or university staff.

In addition, the content of the material or workshop, etc., should meet one of these additional criteria.

1.   The information is relevant to the staff members job.

2. The information will improve the staff members knowledge and skills professionally and personally, enhancing their job performance and the job performance of their work group when shared.

3. The staff member is working toward a degree from an accredited school and the request is related to class or course work being done for that degree.

2. Repeat attendance at annual conferences is permissible if the conference falls within the above guidelines, and the content is new to the employee, or if COCC is strengthened by the representation.

3. Travel money may be awarded when departmental resources for travel are not available for workshops, conferences, or classes that are job specific.

HR-12-2     Pay Method for Classified Employees Who Work Less Than 12 Months

Classified employees who work less than 12 months are paid by the hour in the less than full-time months, e.g., June and September.  Labor day is not a paid holiday for employees who return to work after that date in September.

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