Section II: EMPLOYEE BENEFITS AND RELATED
INFORMATION
Holidays
Official holidays for Shelton State Community College are as follows:
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Labor Day
Veteran's Day
Thanksgiving Day
Friday following Thanksgiving Day
Christmas Eve
Christmas Day
New Year's Day
Independence Day
Martin Luther King/Robert E. Lee Birthday
Memorial Day
Five additional days designated by the President in the
official
annual calendar
Workdays
Staff: Full-time staff works 260 days per year. The normal workday for a
full-time, non-instructional staff member is from 8:00 a.m. to 5:00 p.m. with one
hour for lunch. Departments may deviate from the normal workday by using
flexible scheduling as described in this handbook. Any deviation from the normal
workday, as defined above, must be approved in writing from the employee's
direct supervisor and the appropriate dean. The division dean and College
President must approve all overtime or compensatory time in advance.
Faculty: Full-time instructors, librarians, and counselors on salary
schedule D1 employed on a nine-month contract will work a minimum of 175
days. Full-time instructors, librarians, and counselors on salary schedule D1
employed on a twelve-month contract will work a minimum of 229 days. Those
employed full-time for the summer will work a minimum of 54 days.
Faculty workdays are defined by their official approved work schedule,
which must extend over a five (5) day period, Monday - Friday with a minimum of
three hours per day. However, when the official work schedule does not apply, a
faculty workday is from 8:00 a.m. to 4:00 p.m. with one hour for lunch.
Casual and Team-wear Days
In the interest of employee comfort, morale, and to make Shelton State
Community College a better place to work, the President has designated every
Friday as Casual Day and every Monday as Team-wear Day. On Fridays,
employees can dress in comfortable, casual attire, as long as it is neat, clean, in
good taste, and projects a positive image of the College. On Mondays,
employees may wear appropriate attire that displays the designation “Shelton
State Community College.” This may include T-shirts, golf-shirts, sweatshirts,
jackets, etc. Team-wear Day is a time to express our school spirit and support of
the College. Employees are encouraged to purchase team-wear from the
College Bookstore.
Employees must use good judgment in determining what casual attire is
appropriate to wear to the office. Specific attire that is unacceptable for casual
day includes: T-shirts with offensive slogans or pictures, torn clothing, loose
footwear such as flip-flops, bare feet, and excessively revealing attire such as
short shorts, halter tops, or see-through clothing.
Business reasons might require employees to wear formal business attire
on casual day or team-wear day. Employees should consider their level of
customer and public contact and the types of meetings they are scheduled to
attend in determining the type of attire that is appropriate. Employees’ needing
additional information about what attire is appropriate for casual Fridays or
Team-wear Mondays should ask their supervisor.
Employee Attendance
Introduction: Regular and punctual attendance is important to the
efficient operation of the College. Employees must make every effort to be on
time and come to work as scheduled. Excessive tardiness or unscheduled
absences can result in disciplinary action.
Notification procedure: Employees must call their supervisor, as close to
the regular start-work time as possible, if they are going to be absent without
prior approval. Employees are expected to explain the reason for their absence
and indicate the date they expect to return to work. Employees with poor
attendance records can be asked to provide a doctor's certificate to justify an
absence due to illness or injury. Any employee who does not report to work for
three consecutive days and does not provide proper notification to their
immediate supervisor or dean is considered to have resigned voluntarily.
Corrective measures: Supervisors should counsel employees with
attendance problems about the importance of regular and punctual attendance.
If necessary, the supervisor and employee must devise a plan for improving
attendance and/or punctuality. If the employee's attendance or punctuality
problems persist, more serious disciplinary steps —such as warning letters,
docking of pay, suspension, and discharge—may be taken by the President on
the recommendation of the supervising dean. Generally, employees may receive
a warning letter from the President or designee after their fifth unscheduled
absence or late arrival within six months. Subsequently, the President may issue
them a three-day suspension if they experience three more incidents in the next
three months.
Employees’ pay may be docked in fifteen (15) minute increments for
persistent late arrival upon written request from a supervising dean to the Dean
of Business Services. Employees may be subject to discharge by the President
if they accumulate ten (10) or more unscheduled absences or late arrivals within
a year. The President may consider an employee's length of service, prior
disciplinary record, patterns of absences (for example, Mondays and Fridays),
and other aggravating or mitigating circumstances in deciding whether to alter or
modify these disciplinary steps. Separate disciplinary penalties can apply if
employees fail to notify supervisors when they will be absent or fail to provide a
doctor's certificate when requested.
Employees who have a serious medical condition or who need time off to
care for a family member with a serious medical condition or a newborn or newly
adopted or foster child may use paid accrued leave or request unpaid leave in
accordance with the Family and Medical Leave Act (FMLA). Absences or
instances of lateness covered by an employee's use of approved FMLA leave are
not considered grounds for disciplinary action. For more information about FMLA
requirements and procedures contact the Office of Human Resources at 205391-2272.
Attendance Reports
Each administrative unit will maintain an attendance report on assigned
personnel to account for all types of leave used within the prescribed monthly
time period (beginning on the 18th and ending on the 19th day of each month).
Approved leave forms should be attached to the monthly attendance report.
Flexible Scheduling (Flextime)
Supervisors on a case-by-case basis approve flextime. Only full-time
employees who have completed at least six months of employment are eligible to
work flextime.
Flextime might not be feasible within some departments or for certain
positions within a department. Seasonal or cyclical changes in workloads also
might restrict the ability of an office, department, or division to offer flextime
during certain times of the year.
Since supervisors might be unsure of how flextime will affect their office or
department's operations, they should introduce flextime within their department
on a pilot basis. After a pilot period—usually six months—supervisors can
evaluate whether flextime can be offered to employees on a continuing basis.
Employees wanting to work flextime must discuss the matter with their
supervisor. If flextime is feasible, the employee must propose a specific
arrangement and secure approval from their supervisor.
In considering the feasibility of a proposed flextime schedule, a supervisor
should take into account:
1. Staffing levels needed to maintain service and production levels;
2. The nature of the employee's responsibilities;
3. The office or department's capacity to handle changing workloads;
4. The employee's work record, including punctuality and his or her ability
to meet deadlines; and
5. The employee's expressed willingness to depart from the flextime
schedule to accommodate changing situations and staffing needs.
Supervisors must take a uniform approach to approving flextime schedules so
that similarly situated employees with equivalent work records are treated the
same.
Shelton State Community College has the right to cancel or suspend an
employee's flextime privileges at any time, for any reason or for no reason. Daily
and weekly work schedules can be modified at the discretion of the supervisor to
meet changing institutional or business conditions. Flextime does not restrict
exempt employees from working more than their scheduled flextime hours.
Nonexempt employees can be required to depart from their flextime schedules to
work occasional overtime.
Departments/Divisions of the College may utilize “flexible scheduling” with
staff personnel to provide for extended hours of operation to better meet
customer needs. Departments/Divisions who use flexible scheduling should
establish a rotation system whereby staff members have an equal opportunity to
use “flexible scheduling” and ensure that operational requirements are met.
Departments/Divisions must ensure adequate staffing for extended hours of
operation.
The workday for personnel on a flexible schedule will normally be 8:00
a.m. to 5:30 p.m., Monday through Thursday, with one-half (1/2) hour for lunch.
On Friday, the flexible schedule workday will normally be from 8:00 a.m. until
12:00 noon. Personnel not on a flexible schedule will maintain hours of operation
until 5:00 p.m. on Fridays. Other variations of flexible scheduling must be
approved by the appropriate Dean.
While on a flex-schedule as described above, staff members earn one (1)
flex hour per day (Monday-Thursday). The four (4) flex-hours earned from
Monday through Thursday are then used to reduce the workday on Friday by four
(4) hours. If a holiday(s) falls during the Monday-Thursday period, no flex-hour is
earned on the day(s) off. Therefore, only flex-hours that are earned may be
taken off on Friday. If a holiday falls on Friday, those who are on a flex-schedule
may take the four (4) earned flex-hours at a time/date approved by their
immediate supervisor. Variations of the flexible schedule described above may
be considered on a case-by-case basis and must be approved by the President.
LEAVES WITH PAY
Administrative Leave
College employees paid on State Salary Schedules A, B, C, D1, D3, E
and H may
request and be granted administrative leave with pay, at the discretion of the
President, for the following reasons: voting, donating blood, job interviewing
within the institution, legislative duties, and court attendance. A full-time
employee required by a court to attend court in the capacity of a juror or witness
under a subpoena may be granted administrative leave with pay to attend such
court. Supervisors or deans may contact the appropriate court to request a
postponement of or release from jury duty for essential personnel.
Court Attendance (Jury Service or a Witness Under Subpoena)
Shelton State Community College recognizes its employees' civic
obligation to perform jury service and serve as a witness when subpoenaed.
Shelton State Community College respects every employees’ willingness to
serve and meet these public service commitments. Administrative leave will be
granted for court attendance to perform jury service or to appear as a witness
under subpoena.
Employees summoned to jury service or subpoenaed to serve as a
witness must bring a copy of the summons or subpoena to their immediate
supervisor as soon as possible. In turn, supervisors make all necessary
arrangements for the employee to take leave as needed to perform their civic
duty.
Pay while on duty: Full-time employees of the College who are required
by a court to attend such court in the capacity of a juror or witness under
subpoena will be granted administrative leave with pay to attend such court.
Requesting leave: Employees should submit a leave request form as
soon as possible after receiving a summons to jury service or subpoenaed as a
witness. A copy of the summons or subpoena must be attached to the leave
request form. This allows the supervisor time to plan for the employee's absence
or possible absence by juggling vacation plans, changing work schedules, or
scheduling temporary replacements. An employee must notify their supervisor if
they wish to request a postponement of jury
service for personal reasons. Supervisors must grant leave to an employee
summoned for jury service or subpoenaed as a witness. Supervisors should
contact the Office of Human Resources if postponing the employee's service
would avoid a business or operational hardship.
Calling in: Employees serving as jurors or witnesses under subpoena,
who are released early by the court during normal work hours, should promptly
contact their immediate supervisor by phone and return to work as soon as
possible.
Early dismissal days:
Personnel summoned for jury duty or
subpoenaed as a witness and subsequently released by the court are expected
to return to work.
Overtime for non-exempt employees: Non-exempt employees, as
defined by the Fair Labor Standards Act, on jury or witness duty that perform
work after their regular shifts may receive overtime pay or compensatory time.
Because the College wants jurors and witnesses under subpoena to be rested
and alert when at work, supervisors should keep requests for additional hours to
a minimum and should not press employees to work outside normal hours unless
an emergency exists.
Exempt employees: Professional, managerial, faculty, and other exempt
employees, as defined by the Fair Labor Standards Act, are paid on a salary
basis and receive their usual pay while on jury duty. These employees are
expected to show judgment and responsibility by doing what they reasonably can
to maintain continuity of operations while they are serving as jurors or witnesses.
This can require keeping in contact with supervisors and subordinates by
telephone, taking work home, reporting to work before or after jury duty each
day, and/or performing work on weekends.
Failure to return to work: Failure to return to work in a timely manner,
upon release from jury or witness duty, will be considered an unexcused
absence.
Requests for postponement of jury duty: Recognizing the importance
of having citizens serve as jurors, Shelton State Community College does not
normally request jury service postponements. If, however, the timing of an
employee's jury service imposes an operational hardship, the immediate
supervisor can discuss this with the Office of Human Resources. The Office of
Human Resources will request jury service postponements only when a
postponement would eliminate or greatly reduce a scheduling conflict or preclude
an operational hardship.
Exceptions: Employees do not receive paid administrative leave to attend
trials in which they are plaintiffs or defendants, or in which they are testifying for a
fee as expert witnesses. In such cases, the employee must use annual or
personal leave.
Annual Leave
Employees eligible to accrue annual leave are those compensated from
Salary Schedules A, B, C, E, and H (prorated).
Employees on Salary
Schedule D do not earn annual leave. Employees compensated from Salary
Schedule H will receive annual leave on a prorated basis as follows:
Salary Schedule
H-20
H-25
H-30
H-35
Annual Leave Per Month
4 hours
5 hours
6 hours
7 hours
Personnel must work one-half of the work days in the initial month of
employment to accrue a day of annual leave. The immediate supervisors are
responsible for assuring that leave taken by employees in their area of
responsibility is reported timely and accurately on the basis of the Request for
Leave they have approved. If an employee who is eligible to accrue annual
leave assumes an assignment on a salary schedule where annual leave may not
be earned or accrued, payment for the unused portion of the accrued annual
leave will be made at the conclusion of the eligible assignment and will be based
on the eligible salary schedule.
Annual Leave Accrual Rate: Years of Experience (Yearly Advance)
A "year of experience" shall be a completed year of full-time work
experience at one or more state two-year college, the Department of
Postsecondary Education, any public school, college or university in Alabama, or
at any combination of the foregoing. Credit for out-of-state work experience in
public education may be granted at the discretion of the President. A "year" shall
be at least nine (9) months' employment out of a twelve (12) month period. A
twelve (12) month period shall be that period from September 1 to August 31. In
order to receive consideration as a "year of experience" for annual leave accrual
rate purposes, a "year" must be completed on or before August 31 prior to the
academic year during which the leave accrual rate shall be applicable.
With regard to administrative, supervisory, or professional work
experience, "full-time" shall mean employment having a normal workweek of forty
(40) or more hours. With regard to instructional experience (including experience
as a teacher, librarian, or counselor) "full-time" shall mean employment having a
normal workweek of thirty-five (35) or more hours or such number of work hours
as the College designates as full-time. With regard to work experience as a
support employee, "full-time" for the purpose of computing "years of experience"
shall mean employment having a normal workweek of twenty (20) or more hours.
Current State Board of Education policy does not provide for annual leave
for instructors, counselors, or librarians (schedule D personnel). However, the
yearly advance will be tracked for administrative purposes. Any full-time
instructor, counselor, or librarian, as defined above, will be tracked for “yearly
advance.” The “Yearly Advance” reflected on all Letters of Appointment and
Employment Contracts will be used to calculate annual leave for all employees
(except faculty, counselors, and librarians on salary schedule D).
The number of "years of experience" shall be established and certified
based on verified documentation provided to the College by the respective
eligible employee. Such certification shall be carried out no later than thirty (30)
days after the first date of employment of the respective employee in a position
for which annual leave is a benefit. If an employee does not provide by the
deadline stated above verified documentation of all prior work experience subject
to consideration with regard to such "years of experience," then any such work
experience not sufficiently documented shall not be considered for annual leave
accrual purposes until the ensuing academic year.
The official table for determining annual leave accrual for eligible
employees is as follows:
Years of Experience
Annual Leave Earned
0-4
5-9
10-14
15-19
20-above
1.00 day per month
1.25 days per month
1.50 days per month
1.75 days per month
2.00 days per month
A leave year for earning, accrual, and use of leave by College employees
is September 1 through August 31 (except for military leave which is based on
calendar year). Therefore, the effective date for necessary changes in Years of
Experience (Yearly Advance) is September 1. A maximum of 60 days of
annual leave may be carried forward into each September. Earned annual
leave may be taken at appropriate
times as approved in advance by the appropriate supervisor and dean. Annual
leave may exceed 60 days during a year; however, annual leave exceeding 60
days earned, but not taken by September 1, is forfeited.
Annual leave is not transferable.
An employee who changes
employment will be compensated for the actual number of annual leave days
accumulated up to a maximum of 60 days. Termination payment may not
exceed the daily compensation rate times 60 days.
Emergency Leave
In situations where annual and sick leave have been exhausted, the
President or an immediate supervisor may approve emergency leave for an
employee up to a maximum of three days per leave year. An emergency is a
situation or occurrence of
a serious nature developing suddenly and unexpectedly, and demanding
immediate action.
A maximum of three days of emergency leave with pay may be granted to
any full-time employee compensated from Salary Schedules A, B, C, E or H
(prorated) during any leave year if, in the judgment of the supervising dean, it is
essential that the employee is absent. Emergency leave with pay is noncumulative. Emergency leave will not be paid on termination or resignation of
employment.
Support personnel on Salary Schedule H may be granted a maximum of
three days (prorated) of emergency leave. A day for Schedule H employees is
defined in the Annual Leave Section of this handbook. Employees on Salary
Schedule D do not receive emergency leave.
Employees should not expect the three days to be given in a two or
three-day sequence. Example: If an emergency takes place Monday and it
becomes necessary to be away from work Tuesday and Wednesday, only
Monday will be considered for emergency leave. Sick or personal leave should
be used for Tuesday and Wednesday. If the emergency occurs Sunday, no
request for emergency leave should be requested
if the employee needs to be out Monday and Tuesday, since the emergency is
over and other leave can be used. Emergency leave is granted at the dean’s
discretion and can be expected under the following emergencies. The employee
may use sick leave (for items 1 an 2 below) or approved emergency leave (items
1 through 5 below), if all annual and sick leave have been exhausted.
1.
Sudden and unexpected death of an immediate family member or
person(s) under the care of the employee (spouse, children,
parents, brother, sister, father-in-law, mother-in-law, brother-in-law,
sister-in-law, niece, nephew, grandchildren, grandparents, uncle
and aunt).
2.
Emergency hospitalization of the employee or an immediate family
member or person(s) under the care of the employee (spouse,
children, parents, brother, sister, father-in-law, mother-in-law,
brother-in-law, sister-in-law, niece, nephew, grandchildren,
grandparents, uncle and aunt).
3.
A vehicle accident in transit to/from workplace.
4.
Catastrophic loss to major personal property (e.g., home damage
by fire, tornado, etc.).
5.
Severe weather conditions that prevent travel.
Emergencies beyond those specified will be considered for approval by
the supervising dean on an individual basis. Emergency leave requires a written
statement from the employee and is not cumulative.
The following situations are not deemed to be emergencies and are not
intended to be granted emergency leave status: elective or planned surgery;
attendance upon sick or injured pets; funerals; diagnostic testing; planned dental
surgery; providing transportation for another individual and automobile
malfunction.
Military Leave
All full-time employees are eligible for paid military leave of up to 168
hours per calendar year in the event of being called to active duty. During paid
military leave, the employee will continue to accrue all employment benefits,
including sick and annual or
personal leave, and paid medical insurance benefits. Once available paid
military leave is exhausted, the employee may take available annual or personal
leave and continue to receive all employment benefits. A copy of the military
order and a Leave Request Form
must be submitted to the appropriate supervisor and dean for approval. The
immediate supervisor is responsible for ensuring that leave taken by employees
in their area of responsibility is reported timely and accurately on the basis of the
Request for Leave they have approved. Once the employee has exhausted all
available paid leave, the employee may be considered for military leave of
absence without pay. Employees on unpaid leave of absence do not accrue
benefits but may choose to continue health insurance coverage by paying the
designated premiums.
Personal Leave
All full-time, non-instructional personnel on Salary Schedules A, B, C, E,
and H (prorated) are granted up to two (2) days of personal leave with pay
during the fiscal year September 1 - August 31. A day for Schedule H
employees is defined in the Annual Leave Section of this handbook. Personal
leave is non-cumulative and a reason is not required. However, personal leave
requires prior approval from the employee's supervisor and dean.
Full-time instructional personnel on Salary Schedule D are eligible for five
days of personal leave (35 hours) each fiscal year. Requests should be
submitted for approval to the appropriate dean at least twenty-four hours in
advance. If the personal leave will cause the instructor to miss any instructional
duties, the faculty member must attach to the request a proposal to assure
appropriate service to the students and institution.
Unused personal leave will be automatically converted at the end of the
leave year (August 31) to sick leave. Personal leave will not be paid on
resignation or termination of employment.
Professional Leave
Short-term: Short-term professional leave is defined to include
appropriate activities sponsored by professional associations and organizations
such as Alabama Education Association (AEA), Alabama Vocational Association
(AVA), Alabama College Association (ACA), and other associations and
organizations that promote educational development.
Full-time personnel may be granted professional leave with pay for up to
ten days per year. The President will determine if the leave will significantly
enhance the employee's direct contributions to the institution and is consistent
with the goals of the employee's professional development plan. The employee
must have a written statement accompanying each request and a written report
must be submitted to the President upon completion of the activity.
Employees on Salary Schedule D may have up to ten (10) days of
professional leave per year to attend workshops, conferences, classes, and other
professional development activities.
This leave is contingent upon
recommendations by the division chairperson and the appropriate dean, and the
approval of the President.
Requests for such leave must be submitted in
writing through the division chairperson. Upon completion of the activity, a
written report should be submitted through the division chairperson to the dean.
Expenses for such activities are contingent upon availability of funds and are
paid through established travel procedures. While on professional leave, the job
duties of the employee must be reassigned to assure appropriate service to
students and the institution. The faculty member will coordinate with the division
chair regarding plans for missed instructional duties.
The appropriate dean will ensure the documentation of each professional
development activity, its purpose, and the benefits derived. Documentation shall
be forwarded to the Personnel Office for inclusion in the faculty members
personnel file.
Other Professional Leave: Professional leave with pay, other than that to
attend conferences, workshops, classes, etc., may be granted to a full-time
employee when federal or other non-institutional funds are available for such
purposes. An employee granted leave with pay must return to the College for a
minimum period of two years or repay the monies received while on leave. The
tenure status of persons on professional leave will not be affected.
The
Chancellor will grant professional leave with pay only on written request from the
College President and approval.
Sick Leave
A full-time employee on Salary Schedules A, B, C, D and E earns one day
of sick leave per month. The Alabama Legislature in SB 91/2001-672, effective
August 1, 2001, removed the 225-day limit on accumulation of sick leave. With
passage of this legislation and publication of new guidelines by the Alabama
College System, employees may accumulate an unlimited number of sick leave
days but are limited as credit for retirement purposes to one day per month of
employment. Personnel employed on Salary Schedule H earn one day of sick
leave per month. A "day" for H-Schedule employees is defined under the Annual
Leave Section of this handbook.
Each full-time employee on salary schedule D will earn one day (seven hours) of
sick leave per month of employment to a maximum of nine days during the
academic year (fall and spring semesters) and up to a maximum of three days
during the summer term. The accrual of sick leave for schedule D personnel for
summer employment is as follows:
Full-time summer employment
Half-time but less than full-time summer employment
Less than half-time summer employment
3 days
2 days
1 day
Any unused balance of sick leave accumulated at the end of the leave
year will be carried forward to the next succeeding year. Under State Board
Guidelines adopted in August of 2001, employees may now accumulate an
unlimited number of sick leave days. Transfer of sick leave from other public
school systems and higher education public institutions in Alabama controlled by
Boards of Trustees will be accepted for new employees. Documentation of
earned sick leave will be required. Sick leave may only be transferred between
authorized agencies to the employee who earned the sick leave.
Sick leave should be taken in one-half hour increments and does not
require prior approval. However, a sick leave form should be submitted
immediately upon the employees return to work.
Earned sick leave may be used when on letter of appointment or during a
prescribed contractual period. However, sick leave may not be utilized to extend
the employment period beyond the appointment or contractual period.
Sick Leave Definitions
1.
Personal illness or doctor’s quarantine.
2.
Routine physical
examinations, etc.
3.
Personal injury that incapacitates the employee.
4.
Attendance on an ill member of the immediate family (husband,
wife, father, mother, son, daughter, brother, sister) of the employee
or on an individual with a close personal tie to the employee. As
specified by guidelines to State Board Policy No. 610.02 and for
purposes of application of this policy, an individual with a close
personal tie to the employee is limited to the following: a person
standing in loco parentis; where unusually strong personal ties exist
due to an employee’s having been supported or educated by a
person; father-in-law; mother-in-law; son-in-law; daughter-in-law;
brother-in-law; sister-in-law; niece; granddaughter; grandson;
grandfather; grandmother; aunt; or uncle.
5.
Death of a member of the family of the employee (husband, wife,
father,
mother, son, daughter, brother, sister, father-in-law, mother-in-law,
brother-in-law, sister-in-law, nephew, niece, granddaughter,
grandson, grandfather, grandmother, aunt, uncle).
6.
Illness, injury, or death of an individual not legally related to but
having a unique relationship with the employee. Where unusually
strong personal
ties exist due to an employee’s having been supported or educated
by a person, or some relationship other than those listed, this
examinations,
dental
appointments,
eye
relationship may be recognized for leave purposes.
7.
Persons on maternity leave will be paid for earned sick leave on
request.
Transfer of Sick Leave - Sick leave earned while employed by a local
Alabama public school system, higher education public institutions in Alabama,
or the Alabama Department of Postsecondary Education (for other organizations
see current Guidelines for State Board Policy 610.01) may be transferred upon
employment. The transfer of sick leave is limited to the number of days
authorized by statute for two-year postsecondary education institutions. Sick
leave may only be transferred between authorized agencies to the employee who
earned the sick leave, except in cases where another (recipient) employee
qualifies for catastrophic sick leave. Before sick leave days for a catastrophic
illness may be transferred to another employee, the recipient employee shall
have first exhausted all sick, annual, and personal leave and borrowed fifteen
(15) days from the Sick Leave Bank (SLB).
Medical Certificate for Absences Due to Illness - After five (5) days of
absence due to illness, within a thirty (30) calendar-day period, the President or
designee may require an employee to furnish a medical certificate by a qualified
physician acceptable to the College. This is to be done at the expense of the
employee.
Sick Leave Bank - Shelton State Community College maintains a Sick
Leave Bank (SLB) through which employees can "pool" their sick leave as
self-insurance against short term or catastrophic illness. Membership in the SLB
is voluntary. All employees of the College are encouraged to join the SLB. To
become a member of the SLB an employee should complete an application for
membership in the Personnel Service Center. Each SLB member must deposit
five (5) sick leave days into the SLB. The five sick leave days on deposit may be
withdrawn upon resignation from the SLB.
Members of the SLB may also qualify for sick leave donations for
catastrophic illness. A catastrophic illness is defined as any illness or injury so
certified by a licensed physician, which causes the employee to be absent from
work for an extended period of time. Before being eligible for catastrophic sick
leave, employees must exhaust all personal, annual, and sick leave and borrow
no more than fifteen (15) days from the SLB. When the fifteen (15) borrowed
days have been exhausted, SLB members become eligible for sick leave
donations for catastrophic illness from other employees. Donated sick leave days
for catastrophic illness may be used as sick leave days or to repay days owed to
the SLB to the credit of the affected member.
After an SLB member has exhausted all personal, annual, and sick leave
and borrowed fifteen (15) days from the SLB, he/she may request that the Office
of Human Resources appeal to College employees for sick leave donations for
catastrophic illness. Sick leave days donated to and used by an eligible
employee for catastrophic illness do not have to be repaid. Days borrowed from
the SLB, however, must be repaid by donated days or as the employee earns
them. No employee shall be allowed to owe more than 10 days more than the
employee has on deposit to the sick leave bank (i.e., 15 days), unless over fifty
(50) percent of the participating members of the SLB vote to extend said limit.
Employees interested in participating in the bank should contact the Office of
Human Resources.
The sick leave bank is administered by an Action Group consisting of one
member appointed by the President of the College and four (4) members elected
from the active membership of the SLB. Action Group members are to be
elected annually and may serve no more than five years.
LEAVES WITHOUT PAY
Maternity Leave
A full-time employee of the College is entitled to a maximum of one (1)
year of maternity leave without pay. In addition, or as an alternative, an employee
may use accrued sick leave. Persons on maternity leave without pay resulting
from pregnancy will be paid for earned sick leave on request. Accumulation of
sick leave will continue while the employee is on paid sick leave. Accumulation of
sick leave will not continue while employee is on unpaid maternity leave. An
employee who resigns instead of taking unpaid maternity leave or accrued sick
leave will not be paid for accumulated sick leave. An employee taking leave to
stay at home after placement of an adopted child or foster child is not eligible for
paid sick leave; however, all provisions of the Family and Medical Leave Act will
be followed as they relate to leave occurrences for individuals meeting the
eligibility requirements.
Time spent on unpaid maternity leave will not be counted in computing the
amount of time worked during a given academic year. The one year maximum
designation is intended to apply exclusively to unpaid maternity leave. Therefore,
any paid leave taken by an employee for maternity purposes will not reduce the
maximum amount of one year of unpaid maternity leave which the employee may
also take. The tenure status of persons on maternity leave will be not affected.
Personal Leave of Absence
The Chancellor may grant up to one year of personal leave without pay to
a full-time employee on the written request of the President. Such request shall
state that the leave without pay will not hamper the normal routine operation of
the College. The tenure status of persons on personal leave without pay will not
be affected. Employees approved for personal leave of absence without pay
must use all accrued personal and annual leave commencing on the start date of
the personal leave of absence.
Professional Leave of Absence
A full-time, tenured faculty member may be granted up to a maximum of
one year of professional leave without pay. Approval is granted by the
Chancellor if, in the judgment of the college president, the purposes of the
institution and objectives of the department are not hampered by the absence.
Other full-time employees of the College may be granted professional
leave, without pay, for a period not to exceed one year. Approval is granted by
the Chancellor, if, in the judgment of the President, the purposes of the institution
and objectives of the department are not hampered by such leave.
Emergency Leave of Absence
Leave for emergency reasons may be granted without pay for up to a
maximum of one year on written recommendation by the President and approval
by the Chancellor.
The tenure status of persons on emergency leave without pay will not be
affected.
Family and Medical Leave Act (FMLA)
Purpose - The Family and Medical Leave Act (FMLA) of 1993 was
passed to balance demands of the work place with needs of families; promote
stability and economic security of families; and promote national interests in
preserving family integrity. The Act seeks to minimize the potential for
employment discrimination based on gender by ensuring generally that leave is
available for eligible medical reasons (including maternity-related disability), for
certain compelling family reasons (see leave criteria below); and to promote the
goal of equal opportunity for women and men.
Definitions:
Parent: A biological or adoptive parent or an individual who stood in loco
parentis (a person who is in the position or place of a parent) to an employee
when the employee was a child.
Child: A son or daughter under eighteen (18) years of age or eighteen
(18) years of age or older and incapable of self care because of mental or
physical disability who is: a biological child; an adopted child; a foster child (one
for
whom the employee performs the duties of a parent as if it were the
employee’s child); a stepchild (a child of the employee’s current spouse from a
former marriage); a legal ward (a minor child placed by the court under the care
of a guardian); a child of an employee standing in loco parentis.
Serious Health Condition: An illness, injury, impairment, or physical or
mental condition that involves either any period of incapacity or treatment
connected with inpatient care (an overnight stay) in a hospital, hospice, or
residential medical-care facility, and any period of incapacity or subsequent
treatment in connection with such inpatient care; or continuing treatment by a
health care provider which includes any period of incapacity (inability to work,
attend school, or perform other regular daily activities) due to: (a) a health
condition lasting more than three consecutive days, and
any subsequent treatment or period of incapacity relating to the same condition
that also includes treatment two or more times by or under the supervision of a
health care provider; or one treatment by a health care provider with a continuing
regimen or treatment; or (b) pregnancy or prenatal care; or (c) a chronic serious
health condition
which continues over an extended period of time, requires periodic visits to a
health care provider, and may involve occasional episodes of incapacity; or (d) a
permanent or long-term condition for which treatment may not be effective; or (e)
any absences to receive multiple treatments for restorative surgery or for a
condition which would likely result in a period of incapacity of more than three
days if not treated.
Health Care Provider: Doctors of medicine or osteopathy authorized to
practice medicine or surgery by the state in which the doctors practice; or
podiatrists, dentists, clinical psychologists, optometrists, and chiropractors
authorized to practice, and performing within the scope of their practice under
state law; or nurse practitioners, nurse-midwives, and clinical social workers
authorized to practice, and performing within the scope of their practice as
defined under state law; or any health care provider recognized by the College or
the College’s group health plan benefits manager.
Eligibility Criteria - To be eligible for FMLA benefits, a College employee
must have been employed by the College for a total of 12 months from the date
on which any FMLA leave is to begin and must have worked at least 1,250 hours
over the previous 12 month period. These guidelines generally do not cover
temporary employees. However, if a temporary employee is extended beyond
one (1) year, the employee would be covered if he/she had worked at least 1,250
hours during the previous twelve (12) month period. The twelve (12) month
period used to calculate eligibility and to be used as a leave year under the
FMLA will be the same as that used by each college to determine annual and
sick leave - generally September 1 through August 31.
Eligible employees are entitled to Family Medical Leave for one or more of
the following reasons:
1.
For the birth of a child and to care for the child after birth, provided
the leave is taken within a twelve (12) month period following birth;
2.
For the employee to care for a child placed with the employee for
adoption or foster care, provided the leave is taken within a twelve
(12) month period following placement;
3.
For the employee to care for the employee’s child, spouse, or
parent, where that child, spouse, or parent has a serious health
condition; or
4. Because the employee has a serious health condition that makes the
employee unable to perform the essential functions of his or her
position.
A husband and wife who are eligible for FMLA leave and employed by the
College are permitted to take only a combined total of twelve (12) weeks of
unpaid FMLA leave during any twelve (12) month period.
Employees taking other types of leaves of absence without pay, other than
Family Medical Leave, and employees not eligible to take Family Medical Leave
are subject to the applicable leave policies of the State Board of Education.
Under these policies, employees must pay for health benefits coverage while on
unpaid leave.
Intermittent or Reduced Schedule Family Medical Leave – The FMLA
permits employees to take leave on an intermittent basis or to work a reduced
schedule under certain circumstances. Intermittent or reduced schedule FMLA
leave may be taken:

When medically necessary to care for a seriously ill family member or
because of the employee’s serious health condition.

To care for a newborn or newly placed adopted or foster child only with
the approval of the President.
Substitution of Paid Leave for Family Medical Leave – The College
may require the substitution of accrued paid annual or personal leave for any of
the situations covered by FMLA. The substitution of accrued paid sick leave is
limited by the policies governing the use of sick leave as stated in Section II of
this handbook.
FMLA Disclaimer
THE FAMILY MEDICAL LEAVE ACT (FMLA) IS LENGTHY AND COMPLICATED. IT
IS NOT PRACTICAL TO PRINT ALL PROVISIONS OF THE FMLA IN THIS HANDBOOK.
FURTHERMORE, THE COMPLEXITY OF THE FMLA STATUTE PROHIBITS US FROM
ADDRESSING EVERY CONTINGENCY OR SITUATION. YOU SHOULD CONTACT THE
DIRECTOR OF PERSONNEL SERVICES TO DISCUSS YOUR SPECIFIC SITUATION AND
TO DETERMINE WHETHER YOU ARE ELIGIBLE AND MEET REQUIRED LEAVE
CRITERIA.
FOR
ADDITIONAL
INFORMATION
CONCERNING
RIGHTS
AND
RESPONSIBILITIES UNDER FMLA, EMPLOYEES ARE ENCOURAGED TO CALL THE
RETIREMENT
Mandatory participation is required in the Alabama Teacher's Retirement
System (TRS) for all full-time/ part-time employees who work at least twenty
hours per week. Part-time employees working less than nineteen hours per
week (i.e., adjunct faculty) who are already participating in TRS through other
school systems or institutions are also required to participate at Shelton State
Community College. For more information on retirement benefits and application
forms, contact the Office of Human Resources.
Employees that work less than forty (40) hours per week may not earn a
full retirement year. For example: A person who works twenty (20) hours per
week is considered half time by TRS. A half time person works 6/12ths or 1/2 of
what a full-time (40 hour per week) employee works. This would be equivalent to
6 months work for the half-time employee as opposed to the twelve (12) months
that a forty (40) hour per week employee would accumulate. To get credit for a
full retirement year with TRS you must
work the equivalent of nine (9) months out of the year. Therefore, a half-time
person would get credit for 6/9ths or 2/3 of a retirement year (8 months).
Employees who plan
to retire and have worked less than forty (40) hours per week during their career
should contact TRS to determine how much creditable service they have
received and when they are eligible for retirement.
DEFERRED COMPENSATION PLAN (RSA-1)
Shelton State employees may participate in RSA-1, a deferred
compensation plan that provides access to tax deferred savings for retirement.
Employees interested in this plan should contact the Office of Human Resources
at 205-391-2272 or the Retirement Systems of Alabama (RSA) at 1-800-2142158.
INSURANCE
Basic Health and Supplemental Coverage(s)
Full-time employees may elect full basic individual coverage or full basic
family coverage under one of several Public Education Employees’ Health
Insurance Plans (P.E.E.H.I.P). Contact the Office of Human Resources for
information and current costs for available plans. Employees who elect to
decline PEEHIP coverage receive four supplemental coverage’s (dental, vision,
indemnity, and cancer) at no cost to the employee for individual or family
coverage. Employees who select basic individual or basic family coverage may
purchase, in addition, any or all of the supplemental coverage(s). Contact the
Office of Human Resources for current costs of supplemental coverage(s). A
PEEHIP Employee Handbook (with details of insurance coverage) will normally
be mailed annually to each employee as a supplement to this employee
handbook.
COBRA – Consolidated Omnibus Budget Reconciliation Act (1986)
Under the health benefits provisions of COBRA, all employees who are
covered under PEEHIP group health insurance have the right to choose
continuation coverage in the event of the employee's resignation, termination of
employment (except for gross misconduct) or reduction of hours below 20 hours
a week. The College must notify the PEEHIP office within 30 days when an
employee loses group health coverage. The PEEHIP office will then notify the
employee of his/her COBRA rights. If the eligible member does not choose
continuation coverage, his or her PEEHIP group health insurance coverage will
end. COBRA requires that the eligible member be afforded the opportunity to
maintain continuation of coverage for 36 months unless he or she lost group
health coverage because of termination of employment or reduction in hours. In
that case, the required continuation of coverage period is 18 months.
In the event of an employee's death, divorce, or legal separation, or a
retiree losing coverage under PEEHIP’s group plans because of enrollment in
Medicare, the spouse and dependent children of the employee or retiree have
the option of purchasing
continuing coverage under PEEHIP’s group health plans for up to 36 months.
It is the responsibility of the employee, the ex-spouse, or a
dependent family member to notify PEEHIP in writing or by calling 1-800214-2158 within sixty (60) days of losing dependent status. In addition, the
member or dependent must obtain a “Continuation of Coverage” application form
within 60 days. COBRA coverage must begin the first day of the month following
the qualifying event. A dependent’s coverage ends on the last day of the month
in which the dependent becomes ineligible.
Employees or qualified beneficiaries electing COBRA coverage are
responsible for paying the full premium cost of the extended health care
coverage.
By enrolling in the COBRA Plan, employees and their family members
receive the benefit of purchasing the same extensive coverage provided to active
employees at favorable group rates. There is no waiting period, no exclusion for
preexisting conditions, and no physical examination. Any amounts already paid
toward deductibles and coinsurance during the current year count under the
continuation policy.
In order for Shelton State Community College to meet its legal obligations in
providing continuing health care coverage, all employees must notify the Payroll
Office within 60 days of a divorce or legal separation or when a dependent child
becomes ineligible. A dependent loses eligibility and coverage ends on the last
day of the month in which the dependent becomes 19 years of age, 25 years of
age (if classified as a full-time student), or has married. A dependent that loses
eligibility for the reasons cited above can purchase continuing health care
coverage under PEEHIP’s group plans for up to 36 months. It is also essential
that the College has a current address for all employees and family members.
This policy statement is only a brief description of the PEEHIP Health
Care Continuation Plan and does not claim to fully explain all COBRA eligibility
requirements, application procedures, or employee rights. Employees and
dependents should review the current PEEHIP Employee Handbook provided to
every employee by PEEHIP. For more information on PEEHIP benefits go to the
Retirement
Systems
of
Alabama
web
site
at
www.rsa.state.al.us/PEEHIP/peehip.htm.
HIPPA - Health Insurance Portability and Accountability Act (1996)
HIPPA includes important protections for employees who have preexisting conditions. HIPPA only applies to PEEHIP Health Insurance Plans and
does not apply to any of the four supplemental plans administered by Southland
National Insurance Corporation. Employees should review the section on HIPPA
in the PEEHIP Employee Handbook for more information or contact the PEEHIP
Office at 1-800-214-2158.
AEA Endorsed Voluntary Group Life, Disability, and Accident Insurance
The Alabama Education Association (AEA) has endorsed several
insurance plans that include Voluntary Group Life, Disability, and Accident
Insurance. The AEA endorsed carrier for the Voluntary Life and Disability plans
is American United Life
Insurance Company®. The AEA endorsed carrier for the Voluntary Accident
Insurance plan is CHUBB Corporation. AEA endorsements may change from
time to time. For current information please contact the Office of Human
Resources at 205-391-2272.
ON-THE-JOB INJURIES
Reporting
Job related injuries should be reported within 24-hours to the appropriate Dean
or the President's Office. An accident/injury report form may be obtained from
campus security. A copy of the accident report should be sent to the Office of
Human Resources.
Definitions
Job-Related Injury: An injury that occurs to an employee during
authorized working hours while in the performance of assigned duties. Incidents
that occur during rest breaks or lunch periods, accidents resulting from
carelessness or violation of published safety rules, and injuries caused by
inappropriate behavior of an employee(s) may be deemed as not job related.
Based on a careful review of the facts, the President of the College will make the
final decision on whether an injury is job-related. A job-related injury may be an
injury caused by physical trauma (such as a broken bone or a laceration) or it
may be an injury or malady caused by job-related stress (i.e., peptic ulcers, high
blood pressure, heart ailments, etc.).
Temporary Disability: A physical injury or malady necessitating absence
from regular duties but allowing for a reasonable expectation that the employee
will return to duty.
Permanent Disability: An injury or malady of such severity that there is
no reasonable expectation that the employee will return to duty.
General Provisions
The specific provisions for On-The-Job Injuries are found in State Board
Policy Number 610.02 in the State Board Policy Manual available for employee
use in the library. The policy includes, but is not limited to, the following:
1. The President may approve payment of salaries and fringe benefits
for up to ninety (90) working days for absences arising from jobrelated injuries to College employees. Continuation of salary and
fringe benefits for the appropriate number of working days shall be
consistent with the employee’s injury and the subsequent absence
from work resulting from the injury. This policy shall apply to
temporary disability of the employee as applicable to the job-related
injury.
2. Sick leave shall not be deducted from the employee’s account if
absence from work results from an on-the-job injury.
3. Eligibility for salary and benefits under this policy is contingent upon
proper notification by the injured employee to the President or
appropriate dean within twenty-four (24) hours after the occurrence
of the injury. When the employee is not clinically able to provide
such notice, notification may be made by a representative of the
employee. Said representative must be reasonably knowledgeable
concerning the injury and the condition of the employee.
4. The College may require medical certification from the employee’s
physician that the employee was injured and cannot return to work
because of the injury. The President/designee may, within their
discretion, require a second opinion from another physician at the
expense of the College. The president/designee may require a
statement from the physician that there is a reasonable expectation
that the employee can return to work. A physician’s statement is
necessary if an employee is requesting payment for an absence of
more than three (3) working days or if the injury is attributed to job
related stress. The Physician’s Statement form is available in the
Office of Human Resources.
5. To request approval for payment of salary and benefits as
explained in item 1 above, the employee should submit an
“Application for Salary Continuation for Absence Due to JobRelated Injury” to the Office of Human Resources for approval by
the President. Forms are available in the Office of Human
Resources on the Martin Campus.
Claims Process
Colleges within the Alabama College System (ACS) are self-insured and
do not carry Workman’s Compensation Insurance for on-the-job injuries. The
Alabama Board of Adjustment (ABA) reviews medical claims for all on-the-job
injuries.
The claims process for medical expenses related to on-the-job injuries is as
follows:


First, file your claim with your primary health care provider. Your
insurance may cover all or part of the expenses. The Alabama Board of
Adjustment will consider what your insurer does not pay. Be sure to save
receipts for co-pays or prescriptions not paid by your insurer and directly
related to the on-the-job injury.
Second, submit a claim form through the Office of Human Resources to

the Alabama Board of Adjustment (ABA). Be sure to submit receipts for
co-pays and prescriptions directly related to the on-the-job injury that were
not paid by your insurer.
The ABA will ask the Chancellor's office for a recommendation (to pay, in
full or in
part, or not to pay)




The Chancellor's office will make a recommendation to the ABA (you will
receive a copy of the Chancellor's recommendation). The ABA will make
the final decision (usually within 30 days of receiving the Chancellor's
recommendation). The ABA is not bound by the Chancellor's
recommendation.
If payment is approved, the ABA will notify the College to issue a check for
the amount to be paid.
The College will send the check to the ABA.
Finally, the ABA will forward the check with a release form to you, the
claimant.
EMPLOYEES AND DEPENDENTS TUITION WAIVER PROGRAM
General Guidelines
The Employees and Dependents Tuition Waiver Program is designed for
all full-time employees of the Alabama College System as defined below.
Definitions
Full-time: Any employee of the College who works twenty (20) or more
hours per week (staff) or 35 hours per week (faculty).
Employee: Any full-time employee of any public two-year college in the
State of Alabama, the Alabama Department of Postsecondary Education, the
Alabama Industrial Development Training Institute (AIDT), or the Alabama Skills
Training Consortia and their dependents as defined below.
Note: This
program does not include temporary or part-time employees or persons
serving as independent contractors.
Dependent: The spouse of any full-time employee, the unmarried, natural
or adopted children of any full-time employee, residing in the household of the
employee or the employee's former spouse; the unmarried stepchildren of any
full-time employee, residing in the house hold of the employee.
Eligibility
Employees must be employed for one full academic year or at least 12
months, whichever is less restrictive, prior to the first scheduled day of class for
the semester for which the employee is applying. Dependents will be eligible
when said employee is
eligible, and to the same degree to which the employee is eligible. Dependents
will be ineligible when said employee becomes ineligible, except that dependents
of any employee who has twenty-five (25) years or more of continuous service in
the Alabama
College System upon retirement from The Alabama College System are eligible
to participate in the program for a five-year period commencing with the date of
the
employee’s retirement from the System.
Termination of Eligibility
Employees: Eligibility terminates if the employee discontinues full-time
employment at his/her respective institution for any reason except on an
approved leave of absence.
Dependents: Dependents will be ineligible when said employee becomes
ineligible, except that dependents of any employee who has twenty five (25)
years or more of continuous service in The Alabama College System, the
Alabama Department of Postsecondary Education, the Alabama Industrial
Development Training Institute, or the Alabama Skills Training Consortia upon
retirement from The Alabama College System, the Alabama Department of
Postsecondary Education, the Alabama Industrial Development Training Institute,
or the Alabama Skills Training Consortia are eligible to participate in the program
for a five year period commencing with the date of the employee's retirement.
Tuition Waiver
Tuition will be waived for all full-time eligible employees and dependents
based on the following years of service and hours worked per week at the
College:
All full-time Administration or Staff employees on Salary Schedules A, B, C,
E, or H who work twenty (20) or more hours per week, full-time Faculty
employees on Salary Schedule D who work thirty-five (35) hours per week,
and full-time Adult Education employees who work forty (40) hours per
week.
1.
Less than one (1) year
not eligible.
2.
One (1) year
one-third tuition waived.
3.
Two (2) years
two-third tuition waived.
4.
Three (3) or more years
full tuition waived.
NOTE: Expenses for supplies, books, and fees other than tuition will not be
waived. There is no limit on the number of credit hours that may be taken other
than the normal academic limitations of the College.
Conditions
The student-employee/dependent must maintain at least a C average (2.0
on a 4.0 scale) in the courses for which he/she receives a tuition waiver. Those
falling below this standard will not be eligible for tuition assistance and must pay
for courses until his or her grade point average (GPA) is C or better. A tuition
waiver may not be used to repeat courses, even if a grade of W was
received. Employees/dependents may audit one course per semester. Auditing
students are not required to take the final exam but must meet all other course
requirements. Participation in the program is in addition to the employee’s fulltime work week and will not be considered in computing the employee’s time for
financial compensation. In certain cases, the employee’s work schedule may be
adjusted to permit course attendance. Adjustments to an employee’s work
schedule must be recommended by the employee’s supervisor and/or dean and
approved by the President.
Re-certification
The student-employee/dependent must re-certify eligibility prior to
registering for a new semester. To re-certify, the student employee/dependent
must submit an unofficial transcript with any new application for a tuition waiver.
The Dean of Instructional Services will review the transcript to ensure that
courses are not repeated and the GPA requirement is met.
Approval
The Dean of Instructional Services and the Dean of Business Services
must approve the application for the employee/dependent.
Procedures
1. The application and the Guidelines for application and approval are on the
inside web page Tuition Waiver Guidelines and Tuition Waiver Forms.
2. Upon verification of eligibility and approval by either the associate
academic or technical dean, the original will be forwarded to the Office of
Financial Aid.