EMPLOYEE HANDBOOK El Paso Community College
El Paso Community College
Table of Contents
Chapter 1 - The College District ................................................................................................ 9 History of El Paso County Community College District ........................................................... 9 Purpose of The College District .............................................................................................. 9 Vision Statement ................................................................................................................... 10 Mission Statement................................................................................................................. 11 District Strategic Goals.......................................................................................................... 11 Accreditation Statement ........................................................................................................ 11 Equal Employment and Equal Educational Policy Statement ............................................... 11 College Graduate Guarantee Program ................................................................................. 12 Institutional Effectiveness...................................................................................................... 12 District Facilities .................................................................................................................... 13 Chapter 2 - Conditions of Employment .................................................................................. 14 College Work and Budget Calendars .................................................................................... 14 Academic Year ................................................................................................................ 14 Fiscal Year ...................................................................................................................... 14 Institutional Calendar Year .............................................................................................. 14 Constituency Associations .................................................................................................... 14 Dual Employment .................................................................................................................. 15 Employee Categories ............................................................................................................ 15 Administrator ................................................................................................................... 15 Faculty ............................................................................................................................. 15 Tenured Faculty .............................................................................................................. 15 Probationary Faculty ....................................................................................................... 15 Lecturer Status ................................................................................................................ 16 Adult Vocational and Special Programs Faculty ............................................................. 16 Coach .............................................................................................................................. 16 Adjunct Faculty ................................................................................................................ 16 Professional Support Staff .............................................................................................. 16 Classified Staff ................................................................................................................ 16 Work-Study Student Employee ....................................................................................... 16 Independent Consultant .................................................................................................. 16 Employee Discipline .............................................................................................................. 16 Employee Records ................................................................................................................ 17 Privacy of Records .......................................................................................................... 17 Personal Information Changes ........................................................................................ 17 Official Transcripts .......................................................................................................... 17 Employee Status ................................................................................................................... 18 Regular ............................................................................................................................ 18 Temporary ....................................................................................................................... 18 Externally-Funded Employee .......................................................................................... 18 Employee Handbook - 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Employee Workload .............................................................................................................. 18 Full-time .......................................................................................................................... 18 Part-Time ........................................................................................................................ 18 Employment Contracts .......................................................................................................... 18 Employment Term ........................................................................................................... 18 Probationary Period ........................................................................................................ 19 Renewal of Contract ........................................................................................................ 19 Tenured Contract ............................................................................................................ 19 Employment Eligibility ........................................................................................................... 19 Employment of Relatives ...................................................................................................... 20 Employment Opportunities .................................................................................................... 20 Recruitment Announcement ............................................................................................ 20 Promotions ...................................................................................................................... 20 Transfers ......................................................................................................................... 20 Employment Procedures ....................................................................................................... 21 General ........................................................................................................................... 21 Full-time Faculty Recruitment and Appointment ............................................................. 21 Part-time Faculty Recruitment and Selection .................................................................. 23 Faculty Credentials Verification ....................................................................................... 23 Equal Employment Opportunity ............................................................................................ 24 Grievances and Complaints .................................................................................................. 24 Wages, Hours, or Working Conditions Grievances ......................................................... 24 Discrimination Complaints ............................................................................................... 25 Other Types of Complaints ............................................................................................. 25 HIV/AIDS ............................................................................................................................... 25 Job/Position Descriptions ...................................................................................................... 26 Oath of Office ........................................................................................................................ 26 Outside or Other Employment............................................................................................... 26 Performance Appraisals ........................................................................................................ 26 Performance Standards ........................................................................................................ 26 Policies and Procedures ....................................................................................................... 27 Reduction in Force ................................................................................................................ 27 Release of College Information Other Than Student Records (Open Records) ................... 27 Release of Student Records (FERPA) .................................................................................. 28 Separation of Employment .................................................................................................... 28 Resignation ..................................................................................................................... 28 Retirement ....................................................................................................................... 29 Sexual Harassment ............................................................................................................... 29 Policy ............................................................................................................................... 29 Definition ......................................................................................................................... 29 Employee Rights and Responsibilities ............................................................................ 29 Complaint Procedures ..................................................................................................... 30 Consenting Relationships ............................................................................................... 30 Standards of Conduct ........................................................................................................... 30 Employee Handbook - 2
El Paso Community College
Conflict of Interest ........................................................................................................... 30 Discrimination and Harassment ...................................................................................... 30 Dress and Grooming ....................................................................................................... 31 Drug Free Workplace ...................................................................................................... 31 Employee/Student Relations ........................................................................................... 31 Illegal Possession, Consumption, Distribution and Sale of Intoxicating Beverages, Drugs,
and Narcotics ....................................................................................................................... 31 Lotteries .......................................................................................................................... 31 Participation in Community and Political Affairs .............................................................. 32 Smoking .......................................................................................................................... 32 Use of District Property ................................................................................................... 32 Title IX/VAWA Notification..................................................................................................... 32 Training and Development .................................................................................................... 34 Use of Drugs, Narcotics, or Intoxicating Beverages.............................................................. 35 Work Hours and Time Reporting........................................................................................... 36 Work Schedule ................................................................................................................ 36 Time Reporting ................................................................................................................ 36 Reporting Absences from Work ...................................................................................... 36 Chapter 3 - Employee Benefit Program .................................................................................. 38 Benefit Orientation Program.................................................................................................. 38 Educational Programs ........................................................................................................... 38 Educational Assistance Program .................................................................................... 38 Staff Scholarship Benefit ................................................................................................. 39 Advancement Due to Educational Achievement ............................................................. 39 Employment After Retirement ............................................................................................... 40 Holidays ................................................................................................................................ 40 Leave Programs .................................................................................................................... 41 Absence Reporting .......................................................................................................... 41 Paid Leaves .................................................................................................................... 41 Vacation Leave ............................................................................................................... 41 Sick Leave ....................................................................................................................... 42 Personal Leave ............................................................................................................... 42 Bereavement Leave ........................................................................................................ 42 Court Leave ..................................................................................................................... 43 Military Leave .................................................................................................................. 43 Professional Development Leave ................................................................................... 43 Unpaid Leaves ................................................................................................................ 44 Family and Medical Leave Act (FMLA) ........................................................................... 45 Sick Leave Pool .................................................................................................................... 47 Eligibility .......................................................................................................................... 47 Contribution of Time ........................................................................................................ 47 Withdrawal of Time from the Pool ................................................................................... 47 Reduced Faculty Workload ................................................................................................... 47 Employee Handbook - 3
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Retirement Benefit Programs ................................................................................................ 48 FICA - Social Security/Medicare Tax (FICA) ................................................................... 48 Program for Extra Retirement Compensation (PERC) .................................................... 48 Teacher Retirement System of Texas (TRS) .................................................................. 48 Vesting of Benefits .......................................................................................................... 49 Service Retirement .......................................................................................................... 49 Disability Retirement ....................................................................................................... 49 Death and Survivor Benefits ........................................................................................... 50 Return of Deposits .......................................................................................................... 50 Member Contributions ..................................................................................................... 50 Tax Sheltering ................................................................................................................. 50 Beneficiary Change - Designation of Beneficiary, Form TRS 11 .................................... 50 Member Annual Statement of Account ........................................................................... 50 Interest Credit .................................................................................................................. 50 Member Account Information .......................................................................................... 51 Texas Optional Retirement Program (ORP).................................................................... 51 One-time Irrevocable Decision ........................................................................................ 51 Plan Design ..................................................................................................................... 51 ORP Vesting ................................................................................................................... 52 Contributions ................................................................................................................... 52 Selection and Monitoring of ORP Companies and Products........................................... 52 Crucial Decision .............................................................................................................. 53 Optional Retirement Program Vendors ........................................................................... 53 Tax Reform Act Affects 403(b) Tax Deferred Annuities (ORP & TSA)............................ 53 Early Withdrawal Restrictions ......................................................................................... 53 Delayed Tax Withdrawal ................................................................................................. 54 Tax Sheltered Annuity (TSA) Program.................................................................................. 54 How Much Can an Employee Contribute? ...................................................................... 54 Investment Choices ......................................................................................................... 54 TSA Vendors ................................................................................................................... 55 Changing or Stopping Contributions ............................................................................... 55 Receiving the Money ....................................................................................................... 55 Tax Penalty on Early Distributions .................................................................................. 55 Unemployment Compensation Plan...................................................................................... 55 Separation/Termination of Employment ................................................................................ 56 Workers' Compensation Insurance Coverage ...................................................................... 57 Chapter 4 - Wage and Salary Administration ......................................................................... 58 Classification of Positions and Compensation ...................................................................... 58 Pay Practices ........................................................................................................................ 58 Direct Deposit and Pay Advice Distribution ..................................................................... 58 Pay Dates ........................................................................................................................ 58 Pay Option for Faculty ..................................................................................................... 59 Payroll Deductions .......................................................................................................... 59 Employee Handbook - 4
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Salary Administration ............................................................................................................ 60 Salary Schedules ............................................................................................................ 60 Overtime/Compensatory Time ........................................................................................ 60 Holiday Work ................................................................................................................... 60 Salary Placement Guidelines .......................................................................................... 60 Advancement for Educational Attainment ....................................................................... 61 Chapter 5 - Employee Information .......................................................................................... 62 Access to Campus Facilities ................................................................................................. 62 Accounts Payable ................................................................................................................. 62 Appointment .......................................................................................................................... 62 Board Meetings ..................................................................................................................... 63 Cafeteria................................................................................................................................ 63 Campus Mail Services .......................................................................................................... 63 Cashier Services ................................................................................................................... 63 Personal Check Cashing ................................................................................................. 63 In-town Travel Forms ...................................................................................................... 63 Payments ........................................................................................................................ 63 Items for Sale .................................................................................................................. 64 Revenue-Generating Projects ......................................................................................... 64 Committees ........................................................................................................................... 64 Commencement .................................................................................................................... 64 Conference and Meeting Rooms .......................................................................................... 64 Conference Center and Meeting Room Scheduling ASC ..................................................... 65 Dental Clinic .......................................................................................................................... 65 Emergencies ......................................................................................................................... 65 Employee Access Card (Proximity Card) .............................................................................. 65 Employment After Retirement ............................................................................................... 66 EPCC Foundation ................................................................................................................. 66 Mission ............................................................................................................................ 66 Vision .............................................................................................................................. 66 Purpose ........................................................................................................................... 66 Gifts ................................................................................................................................. 66 Estate Planning ............................................................................................................... 67 EPCC TV............................................................................................................................... 67 Forms .................................................................................................................................... 67 Information Technology Services Discounts ......................................................................... 67 Instructional Service Centers (ISCs) ..................................................................................... 67 Intramural/Recreational Sports ............................................................................................. 68 Job Line/Position Announcements ........................................................................................ 68 Keys ...................................................................................................................................... 68 Learning Resource Centers (LRC)........................................................................................ 68 Lost and Found ..................................................................................................................... 69 Mailboxes .............................................................................................................................. 69 Employee Handbook - 5
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Maintenance.......................................................................................................................... 69 Marketing and Community Relations .................................................................................... 69 Media Centers ....................................................................................................................... 70 Message Center for Part-Time Faculty ................................................................................. 70 Office of Risk Management and Safety (ORMS) .................................................................. 70 Organizational Charts ........................................................................................................... 70 Parking .................................................................................................................................. 70 Police Department................................................................................................................. 71 Property Control .................................................................................................................... 71 Protecting Sensitive Student and Employee Information ...................................................... 71 Publications ........................................................................................................................... 72 Publicity Posting Notices ....................................................................................................... 72 External Publicity for Departmental/Program Events ...................................................... 72 Posting notices ................................................................................................................ 72 Renovation, Remodeling, Repairs ........................................................................................ 73 Research and Accountability................................................................................................. 73 College Accreditation and Compliance ........................................................................... 73 Institutional and Community Planning ............................................................................. 74 Institutional Effectiveness ................................................................................................ 74 Institutional Research ...................................................................................................... 75 Rio Grande Border Health Clinic ........................................................................................... 75 Safety .................................................................................................................................... 75 Sales of Goods and Materials on Campus............................................................................ 76 Special Events ...................................................................................................................... 76 Event Calendars and Scheduling .................................................................................... 76 Scheduling the President and/or Board of Trustees for Special Events.......................... 77 Supplies ................................................................................................................................ 77 Surveys ................................................................................................................................. 77 Technology Resource Center (TRC)..................................................................................... 77 Travel .................................................................................................................................... 78 In-town Travel ................................................................................................................. 78 Out-of-town Travel .......................................................................................................... 78 Update of Personal Information ............................................................................................ 78 Use of College Facilities by the Community.......................................................................... 78 Website ................................................................................................................................. 79 Work Related Injuries ............................................................................................................ 79 Chapter 6 - General College Information ................................................................................ 81 Admissions and Registration................................................................................................. 81 Career Services .................................................................................................................... 81 Center for Students with Disabilities ..................................................................................... 82 College Catalog..................................................................................................................... 82 Counseling Services ............................................................................................................. 82 Credit for Learning by Experience Option (CLEO) ................................................................ 83 Employee Handbook - 6
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Developmental Education ..................................................................................................... 83 Diversity Programs ................................................................................................................ 84 Division Offices ..................................................................................................................... 84 Drug Prevention Program - Project Impact ........................................................................... 84 Dual Credit/Early College High School Program................................................................... 84 Financial Aid (Student Financial Services)............................................................................ 85 Honors Program .................................................................................................................... 85 Information Security Program ............................................................................................... 86 Instructional Program Information ......................................................................................... 86 Intercollegiate Athletic Program ............................................................................................ 86 International Student Services Office .................................................................................... 86 Language Institute................................................................................................................. 86 Libraries ................................................................................................................................ 87 Literacy Programs ................................................................................................................. 88 New Student Orientation ....................................................................................................... 88 Recruitment and School Relations ........................................................................................ 88 Registration ........................................................................................................................... 88 Schedule of Classes ............................................................................................................. 88 Special Programs .................................................................................................................. 89 Retention Action Program (RAP) .................................................................................... 89 Student Support Services Program (SSSP) .................................................................... 89 TraveLearn ...................................................................................................................... 89 Student Activities................................................................................................................... 89 Student Government Association.......................................................................................... 90 Student Grievance Procedures ............................................................................................. 90 Student Identification Cards .................................................................................................. 90 Student Newspaper............................................................................................................... 91 Testing Services.................................................................................................................... 91 Placement and Ability to Benefit Testing ......................................................................... 91 General Educational Development Testing ..................................................................... 91 Instructor Testing/TV Course Testing ............................................................................. 91 State and National Standardized Testing ........................................................................ 91 Specialized/Credentialing Testing ................................................................................... 91 Transcripts ............................................................................................................................ 92 Tutoring ................................................................................................................................. 92 Computer-Assisted Instruction (CAI) ............................................................................... 92 Workforce/Economic Development and Continuing Education ............................................. 92 Advanced Technology Center (ATC) .............................................................................. 93 Contract Opportunities Center (COC) ............................................................................. 93 Office of Customized Training ......................................................................................... 93 Small Business Development Center (SBDC) ................................................................ 93 Continuing Education for Business/Industry Training and Personal Enrichment ............ 94 Center for College Access and Development ................... Error! Bookmark not defined. Law Enforcement Training Academy .............................................................................. 94 Employee Handbook - 7
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CE Health ........................................................................................................................ 94 Senior Adult Program ...................................................................................................... 95 Chapter 7 - Faculty Information ............................................................................................... 96 Faculty Association ............................................................................................................... 96 Faculty Responsibilities and Instructional Guidelines ........................................................... 96 Standard Guidelines and Record-Keeping ...................................................................... 97 Institutional Committees ...................................................................................................... 100 Professional Courtesy ......................................................................................................... 101 Resources ........................................................................................................................... 101 Curriculum Development ............................................................................................... 101 Distance Education ....................................................................................................... 101 EPCC TV ....................................................................................................................... 102 Faculty Development .................................................................................................... 102 Instructional Service Centers ........................................................................................ 106 Libraries (Learning Resource Centers) ......................................................................... 109 Testing Services ............................................................................................................ 113 Student Rights and Privacy ................................................................................................. 115 Student Services and Development .................................................................................... 116 Career Services ............................................................................................................ 116 Center for Students with Disabilities ............................................................................. 116 Counseling Services ..................................................................................................... 116 Support Services ................................................................................................................. 117 Cashier Services ........................................................................................................... 117 EPCC Police Department .............................................................................................. 117 College Procedures Relating to Faculty .............................................................................. 117 Part-time Faculty Information .............................................................................................. 118 College Employment Policies ........................................................................................ 118 College Employment Procedures .................................................................................. 118 Reference Appendix............................................................................................................ 119 Syllabus Format ............................................................................................................ 119 Official Course Description ............................................................................................ 120 Faculty Association Bylaws ........................................................................................... 122 Employee Handbook - 8
El Paso Community College
Chapter 1 - The College District
History of El Paso County Community College District
The El Paso County Community College District was established in June, 1969 when citizens of
El Paso County voted to form a junior college district and elected a board of seven trustees to
administer the College. By 1971, the Board of Trustees and citizens of the community requested
state financial assistance to open the doors. The 62nd Texas Legislature appropriated funds
and El Paso Community College became a reality, enrolling 901 students in September of that
year.
By the fall of 1972 day classes started in buildings leased from the U.S. Army at Logan Heights
on Fort Bliss. This first “campus” allowed for the standardization of instruction at one location
and the consolidation of administrative facilities to support the expanding enrollment, which had
grown to 5,041 students by fall 1973.
El Paso Community College began the process of seeking academic accreditation with the
Southern Association of Colleges and Schools (SACS) in 1973. Meanwhile, the College
embarked on the development of a Master Plan to provide for orderly growth and direction and
to define its role in the community. Official accreditation was received in December 1978
following the completion of an institutional self-study and a site visit by a SACS committee.
The College continues to receive national recognition for its educational excellence as
demonstrated by multimillion dollar Federal grants for curriculum development and distance
learning systems. Its Institutional Effectiveness program has become a national model for other
colleges and universities.
With academic and vocational programs in place, the College became increasingly involved in
small business development, economic and workforce development, and distance learning. The
College also offers high school concurrent enrollment and College First, a partnership with the
Army for tuition allowance.
In 2005, EPCC was named one of the fastest growing and largest border colleges in the United
States serving the educational needs of over 25,000 credit and close to 7,000 non-credit
students.
In-depth College history may be accessed at:
http://www.epcc.edu/AboutEPCC/Pages/CollegeHistory.aspx
Purpose of The College District
The College is committed to providing the people of El Paso and its surrounding areas
opportunities for life-long education. The College vigorously seeks ways in which to enhance the
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quality of life for people by providing educational programs and services which prepare its
participants to enrich their lives and to contribute to their own, as well as their community's wellbeing.
The College recognizes that services are being provided to individuals of all ages who live in an
era of accelerated change. It accepts the responsibility to help them meet these changes with
quality educational and career guidance and development; with meaningful general, transfer
and career education programs; and with cultural enrichment programs.
Furthermore, the College recognizes and accepts its responsibility to meet the special needs of
people in the area's multi-cultural international society. It is the intent of the College to search
out ways that it can capitalize on the unique strengths of the area. This can be achieved through
an awareness of the benefits that a multi-lingual, multi-cultural, international society offers. To
assure people of the area access to general and career education opportunities, the College
provides "open door" admissions. Recognizing the responsibility associated with "open door"
admissions, the College provides developmental education programs. Its “open door” policy
provides admission to post-secondary programs for all who have earned a high school diploma
or its equivalent or who are at least 18 years of age and whose high school class has
graduated.
At a minimum the College will provide the following:
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Transfer degree programs which lead to further study toward a baccalaureate degree
Vocational-technical, credit and continuing education career programs designed to
upgrade existent skills and to prepare the learner for employment and advancement
opportunities
Life-long learning opportunities by providing adult education programs for part-time
learning in credit and continuing education programs
Community service programs to promote the area's economic growth and individual
personal development
Developmental programs for students who have experienced limited success in
academic achievement or who have been away from formal education for some time
Educational, personal and career counseling
General education courses as a requirement for graduation, certification and/or for
personal growth and development
Outreach programs designed to meet community and individual needs
Programs that address the issue of illiteracy and its associated problems
Vision Statement
The El Paso County Community College District shall be the progressive leader in high-quality,
innovative, educational opportunities in response to our border community.
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Mission Statement
The mission of El Paso County Community College District is to provide educational
opportunities and support services that prepare individuals to improve their personal quality of
life and to contribute to their economically and culturally diverse community.
District Strategic Goals
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Provide Quality Education
Provide Quality Student Services
Demonstrate Continuous Improvement
Strengthen Institutional Resources
Increase Technological Capability
Enhance the Image of the College
Provide Personal Enrichment
Promote Economic Development Initiatives
Accreditation Statement
The El Paso County Community College District is accredited by the Southern Association of
Colleges and Schools Commission on Colleges (SACSCOC) to award associate
degrees. Contact the Commission on College at 1866 Southern Lane, Decatur, Georgia 30033
or call 404-679-4500 for questions about the accreditation of the El Paso County Community
College District. The Commission is to be contacted only if there is evidence that appears to
support an institution's significant non-compliance with a requirement or standard.
No statement may be made about the possible future accreditation status with the Commission
on Colleges of the Southern Association of Colleges and Schools, nor may an institution use the
logo or seal of the Southern Association in any of its publications or documents.
The 2012 edition of the SACSCOC Principles of Accreditation
(PDF): http://sacscoc.org/pdf/2012PrinciplesOfAccreditation.pdf .
The SACSCOC Website is http://www.sacscoc.org .
Contact the EPCC Office of College Accreditation and Compliance for more information.
Equal Employment and Equal Educational Policy Statement
The EPCCCD recognizes its responsibility to subscribe to and promote the principles of equal
employment opportunity and equal educational opportunity.
Accordingly, the recruitment, employment, transfer, promotion and termination of personnel
shall be made on the basis of qualifications for the position without regard to race, color,
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national origin, religion, gender, age, disability, veteran status, or other characteristic as
provided by law. Moreover, the College will not discriminate against an employee or
prospective employee on the basis of sexual orientation or gender identity.
The District reaffirms its policy of administering all of the educational programs and related
supportive services and benefits in a manner which does not discriminate because of a
student's or prospective student's race, color, religion, gender, national origin, disability, veteran
status, or other characteristic as provided by law. Moreover, the college will not discriminate
against a student or prospective student on the basis of sexual orientation or gender identity.
College Graduate Guarantee Program
The Board of Trustees of the El Paso County Community College District approved an
institutional graduate guarantee policy on September 23, 1992, and agrees to guarantee the
graduate of the following programs in accordance with the policy adopted by the Texas Higher
Education Coordinating Board:
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Associate of Applied Science (A.A.S.)
Associate of Science (A.S.)
Associate of Arts (A.A.)
Certificates of Completion
Institutional Effectiveness
The goal of the institutional effectiveness system is to improve the quality of education in the El
Paso Community College District by conducting systematic evaluations of academic programs
and services.
The college-wide institutional effectiveness program will:
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Assess educational outcomes relating to the mission of the El Paso County Community
College District.
Evaluate availability (quantity and distribution), quality, and utilization of resources.
Assess institutional effectiveness in meeting community needs.
Assess institutional effectiveness in meeting demands of external agencies, especially
the Southern Association of College and Schools, the Texas Higher Education
Coordinating Board, and specialized accrediting agencies.
Provide a process for ongoing evaluation of the institutional effectiveness system.
Provide a process for dissemination and use of educational outcomes and institutional
effectiveness outcomes assessment within the institution and the community.
Provide a process for the use of institutional effectiveness outcomes assessment in the
development and revision of strategic and operational academic planning that provides
directly for educational improvement.
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District Facilities
The College provides accessible educational opportunities to the community. As a means of
reaching the community and meeting their needs, EPCC offers courses at five main campuses
and a variety of sites throughout the County.
College facilities include the following:
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Administrative Service Center - 9050 Viscount Blvd., 79925
Fort Bliss Center - Fort Bliss, Bldg. 639
Mission del Paso Campus - 10700 Gateway East, 79927
Northwest Campus - 6017 Desert Blvd. 79835
Rio Grande Campus - 100 W. Rio Grande Ave., 79902
Transmountain Campus - 9570 Gateway Blvd, N., 79924
Valle Verde Campus - 919 Hunter, 79915
Additionally, Distance Learning facilities with the capability to deliver instruction to off-campus
sites by means of two-way interactive links have been developed to better serve our community.
Maps of College facilities may be found at www.epcc.edu/CampusMaps .
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Chapter 2 - Conditions of Employment
College Work and Budget Calendars
Academic Year
A period of time encompassing the Fall and Spring semesters and identifying the academic
break periods. This calendar provides the work schedule for Faculty members and may be
reviewed at www.epcc.edu/Calendars/Pages .
Fiscal Year
A 12-month period during which time the annual budget is administered: September 1 - August
31.
Institutional Calendar Year
A 12-month period beginning September 1 in which holidays to be observed that year are
identified. Non-faculty members follow this work schedule. Institutional holidays are listed on the
website at:
www.epcc.edu/FacultyandStaff/Pages/InstitutionalCalendar.aspx .
Constituency Associations
The College’s governance system provides an organized process utilizing standing committees,
wherein members of the College community can assist the College President in the
development and improvement of College policies to be recommended to the Board of Trustees
for its consideration and adoption.
To assure that views are obtained from all segments of the College community, the Classified
Staff, Professional Support and Faculty Associations have been created. Information regarding
the Classified Staff and Professional Support Associations is located at
www.epcc.edu/facultyandstaff .
The fundamental purpose of the College’s governance system is:
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To serve the interest and general welfare of its members and the College community;
To provide a communication system among employees to increase awareness of
College-related activities and enhance employee participation and involvement;
To provide communication among employees of matters of mutual interest; and
To participate with other governance system organizations in developing policies for
consideration and adoption.
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Classified staff, professional support and faculty membership in the respective associations is
automatic. Each member has one vote on each issue in general meetings. No dues are charged
and participation is encouraged. With the concurrence of their supervisors, full-time classified
staff and professional support employees may be authorized a reasonable amount of time for
association activities. Part-time employees must participate on their own time; however,
adjusted work schedules may be accommodated with advance coordination with the supervisor.
Dual Employment
Full-time faculty, administrators and professional support employees are permitted to participate
in additional employment opportunities with the District. Generally, faculty members are
assigned teaching or non-teaching overloads. Administrators and professional support
employees are also permitted to teach provided the employee meets the required academic
standards, the assignment is outside of the normal work schedule and the assignment is
approved by the employee’s primary supervisor. Administrative and professional support staff
are not permitted to participate in non-instructional assignments. Full-time classified staff
members are not permitted supplemental employment with the District. A detailed discussion of
dual employment is contained in College Procedure 3.08.01.10.
Employee Categories
Board Policies fully describe the various employee categories. These policies further govern the
employment relationship between the District and the individual employee.
Administrator
An exempt employee who functions primarily in an executive leadership and operational
management role.
Faculty
An academic exempt employee who functions in either an instructional role or provides
professional library or counseling services.
Tenured Faculty
A full-time faculty member who has served a full probationary period, has applied for and been
granted tenure status. Tenured faculty employment may be expected to continue unless
adequate cause for dismissal is demonstrated in a due-process hearing, as established by
College policy.
Probationary Faculty
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A full-time faculty member who serves in a position for which there is an evaluation period
normally lasting five years; a tenure-track position.
Lecturer Status
A full-time faculty member who serves in a temporary status for a specific period of time.
Adult Vocational and Special Programs Faculty
A full-time, non-tenure-track faculty member who teaches in certificate and non-credit
instructional programs.
Coach
A full-time, non-tenure-track faculty primarily assigned to a competitive team athletic program.
Adjunct Faculty
A part-time faculty member.
Professional Support Staff
An exempt employee who functions primarily in a specialized professional, service or support
role.
Classified Staff
A non-exempt employee who functions primarily in a support service role.
Work-Study Student Employee
A matriculating student who is participating in the College’s Work-Study Financial Aid Program
and is concurrently working for the College as part of that program.
Independent Consultant
Does not qualify as an employee.
Employee Discipline
Sometimes it is necessary for a supervisor to address infractions and breaches of District
policies, College procedures and/or practices with an employee. Supervisors have options for
addressing inappropriate employee performance, as outlined in College Procedure 3.22.04.10,
Employee Performance. Supervisors are encouraged to seek assistance with the Employee
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Relations Department when confronted with inappropriate employee performance and/or
behavior.
Employee Records
Privacy of Records
The Human Resources Department maintains an official employee personnel file for each
employee, containing information about initial employment, changes in employment or personal
status, employee benefit program participation and performance evaluations. Federal and State
laws are strictly followed and provide the guidelines for the release of information. Generally,
only the following can be released from an employee’s file without the employee’s consent*:
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Name
Position title and job description
Salary
Dates of employment
*Exceptions to the above include requests made under the Texas Public Information Act and/or
other legal authority.
Any document may be placed in the employee’s personnel file at the employee’s request. An
employee has the right to receive a copy of any document in his/her file. The file is available for
review during normal office hours to the employee or to a designated representative upon
written request by the employee. No document of a negative nature will be placed in an
employee’s personnel file without the employee’s knowledge.
Personal Information Changes
Changes of address, telephone number, and emergency contact information must be changed
on-line with Banner (www.epcc.edu/banner). Employees are encouraged to also notify their
supervisor of these changes in personal information. Changes in marital status and number of
dependents must also be reported. Failure to do so may result in the loss of some employee
benefits and other inconveniences. These benefit changes may be made at ERS On-Line at
www.ers.state.tx.us .
Official Transcripts
Any employee occupying a position which requires college coursework MUST have an
OFFICIAL TRANSCRIPT for all applicable college credits on file in the employee’s personnel
file, and all degrees and coursework must be from an accredited college or university. It is the
responsibility of the employee to arrange for and assure that official transcripts are on file in the
Human Resources Department. Transcript request forms are available in the Human Resources
Department.
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Employee Status
Regular
An employee in a regular status is issued a term employment contract and is hired in a longterm, full-time, institutionally-funded position which is anticipated to continue for more than one
fiscal year.
Temporary
An employee in a temporary status is hired in an “at-will” status and is normally employed in an
institutionally-funded short-term position in a part-time job or in an externally-funded position.
Temporary employees serve at the pleasure of the president and have no property interest in
their employment with the College.
Externally-Funded Employee
An employee who is hired for a specific external grant or contract-funded project. These
grants/contracts may have stipulations regarding employment periods, workloads, leave time
and other benefits that differ from normal College policies and procedures. An externally-funded
employee should discuss the specific conditions of employment with their supervisor.
Employee Workload
Full-time
A full-time employee works a minimum of 40 hours per week.
Part-Time
A part-time employee normally works less than 20 hours per week; may exceed half of the
standard full-time monthly workload for no more than four months in a fiscal year; or 40 hours
per week for four months or less. Only by an approved exception may part-time employees
exceed these guidelines.
Employment Contracts
All full-time, regular employees are hired by a term employment contract.
Employment Term
Administrative, professional support and classified staff employees are employed for a term not
to exceed one fiscal year. However, depending on the length of service with the College and the
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El Paso Community College
category of the specific employment, professional support and classified staff employees may
be hired for a two-year period. Probationary faculty is employed for a term not to exceed one
academic year. Normally, the ending date of an annual non-faculty contract is August 31 and
the ending date of a probationary faculty contract is the end of the spring semester.
Probationary Period
All full-time, non-faculty (administrative, professional support, and classified staff) employees
begin their initial full-time employment with the District under a six-month probationary period.
During this six-month period, employees will be evaluated by their supervisor at the end of the
second and fourth months of employment. While on a probationary status, the employment
relationship is not subject to the requirements of due process. The employee serves at the
pleasure of the President of the College, has no property interest in the employment, and may
be terminated for any reason not otherwise prohibited by law.
Renewal of Contract
Continuing employees will automatically receive a new contract unless notice of non-renewal of
contract is given in accordance with the following schedule:
Administrative and professional support staff
August 1
Classified staff
August 1
Probationary faculty - first year
March 1
Probationary faculty - subsequent years
December 15
Tenured Contract
Tenured faculty have a continuing contract of employment with the College.
Employment Eligibility
All persons who are employed by the District must be legally authorized to work in the U.S. and
must show proof of such authorization prior to being employed by the District, in accordance
with federal law.
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Employment of Relatives
College policy does not permit individuals to be employed by the District when it would be the
duty of a relative to act in a supervisory role for the other relative. Board Policy 3.05.03 should
be consulted for current guidance regarding the employment of relatives of current employees
or of members of the District’s Board of Trustees.
Employment Opportunities
Recruitment Announcement
Announcements of employment opportunities to be filled competitively are provided to all
employees via e-mail. The announcements are also posted on the Human Resources
Department website and are included on the Job Line (831-6078, TDD 831-6064). Recruitment
advertisements are published in the El Paso Times newspaper. Administrative and tenure-track
faculty positions are also announced in the Chronicle of Higher Education and other specialized
publications, as appropriate.
Promotions
The College recognizes that it is in the best interest of both the College and its employees to
provide a challenging and satisfactory work environment. Those employees who show a special
skill, an ability to grow professionally and who have a record of quality service may have the
opportunity to advance to higher-level positions. When it is in the best interest of the College to
fill a position by promotion, consideration shall be given to eligible employees and the selection
will be based upon demonstrated capacity, quality, and length of service. This normally occurs
through competitive selection.
Employees of the District are eligible to compete for promotions by applying for announced
vacancies. There is no minimum length of service requirement for new employees before they
may apply for promotional positions.
Transfers
Departmental
In some cases, an employment vacancy may be filled by an employee transferring from one
position to another at an equal or lower classification. This normally occurs on a competitive
basis. Transfer opportunities are available through vacancy announcements which are
distributed via e-mail. These vacancies provide employees the opportunity to apply for
competitively-advertised positions. General guidelines for employee transfers are contained in
College Procedure 3.05.12.10.
Faculty Transfers to Another Campus Location
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From time to time individual full-time faculty members may desire to have their base campus
location changed. The guidelines for faculty transfers are contained in College Procedure
3.05.12.14.
Employment Procedures
General
The College seeks to maintain an optimum level of operation through a successful matching of
the College's needs with highly-qualified employees who can assist the College to achieve its
mission and goals. The College utilizes standardized competitive recruitment, evaluation and
selection procedures to fill full-time employment vacancies. There is a procedure for each
employee category for full-time employment: Administrative (College Procedure 3.03.04.10);
Professional Support (College Procedure 3.03.04.10); Faculty (College Procedure 3.03.04.22);
and Classified Staff (College Procedure 3.03.04.14). Further, there are separate procedures for
part-time faculty employment (College Procedure 3.03.01.34) and for part-time support staff
employment (College Procedure 3.03.01.18). Externally-funded positions are filled pursuant to
another procedure (College Procedure 3.03.04.18). These detailed procedures describe the
recruitment market and the recruitment process for each type of position. The objective of each
procedure is to select the best qualified candidate for the position. These procedures are
available on the College’s website.
Once an applicant has been selected for a position, the recommended employment
appointment is submitted for approval by the Board of Trustees. The employee must report to
the Human Resources Department no later than the first day of employment to complete
necessary in-processing. This meeting with Human Resources Department staff will normally
involve employment eligibility verification, benefits counseling, payroll processing, and assuring
that relevant information for the initial processing of the employee's personnel file has been
received.
New employees are required to attend the New Employee Orientation session conducted by the
Human Resources Development Department. All new employees are required to attend the
state-mandated training on equal employment opportunity and equal educational opportunity,
including sexual harassment prevention.
Full-time Faculty Recruitment and Appointment
Summary of Procedure
College Procedure 3.03.04.22, Candidate Evaluation Procedure: Full-time Faculty Positions,
outlines the detailed process for the filling of full-time faculty position vacancies, including
instructors, counselors, librarians, adult vocational instructors, special program instructors and
coaches, in both probationary (tenure-track) and lecturer (temporary) positions.
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The evaluation and selection of full-time faculty members is a formal process involving the
faculty, administration, President of the College and the Board of Trustees. Throughout the
process there are a number of reviews that occur to ensure that all applicants for the position
are given a thorough review of experience, education, potential and quality of past performance
regardless of age, gender, race, religion, color, national origin, or disability.
When a vacancy is to be filled, the teaching discipline (or department) plays an important role.
Members of the discipline meet to discuss the proposed specific qualifications of the new faculty
member, including appropriate written and oral communication skills, in recognition of
institutional need and the Texas Higher Education Coordinating Board and/or the Southern
Association of Colleges and Schools qualification requirements. The discipline formulates a
recommendation regarding the qualifications to be advertised to the appropriate Dean (or
Director). The request to fill the vacancy, along with specific qualifications for the position, is
forwarded through the appropriate Vice President to the Human Resources Department.
The vacancy announcement is prepared by Human Resources and provided to the Vice
President, Dean and the District-wide Discipline/Program Coordinator for final review and
approval before release. All probationary faculty positions are advertised on a nationwide basis
and generally remain open for a minimum of one month. Adult Vocational, Special Program
Instructors and Lecturer positions are generally advertised regionally for a two-week period.
Recruitment for coaches is generally conducted on a nationwide basis.
The review of application materials and the interviewing of applicants are conducted by the
Evaluation Committee. This committee includes the Dean (for the faculty vacancy) and faculty
members in the discipline and/or related field. The committee membership is recommended,
pursuant to procedural guidelines, by the Dean/Director and approved by the appropriate Vice
President. The Executive Director of Human Resources reviews the committee’s composition to
ensure appropriate diversity and composition.
The initial review of applications is performed by designated Evaluation Committee members
using the criteria for the position vacancy as announced in the recruitment materials. This initial
review results in a numerical score for each applicant. Applicants are then listed in numerical
score sequence from highest score to lowest. From this numerical scoring, the committee
decides on those top scoring candidates to be interviewed.
All candidates invited for on-campus interview start the interview process with equal standing.
During the interview, committee members explore the qualifications of each candidate. In some
cases, a teaching demonstration may be required of each candidate. This permits the
committee to assess the oral and written skills of the candidate. At the end of the interview
process, the committee jointly completes an evaluation form for each candidate which assigns a
numerical score based on the responses and performance of the candidate. Based on the
numerical standings, the committee then designates those applicants that are to be considered
as finalists for the position. Individuals designated as finalists are considered by the committee
to be fully qualified and any candidate selected from the list is considered acceptable to be
employed.
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The committee then meets with the Vice President of their respective area and the President of
the College in a Final Review and Selection Conference. Based on input from the committee
members, the President makes a decision on the candidate to be offered the position. Once the
tentative offer of employment has been extended by the Human Resources Department and
accepted by the candidate, the President sends the recommendation to the Board of Trustees
for final approval.
The supervisor is responsible for assuring that all required employment documents (application,
Credentials Verification form, I-9 verification form, W-4 withholding form, Biographical Data
Form, etc.) are completed and submitted to Human Resources prior to the new faculty member
beginning work.
Part-time Faculty Recruitment and Selection
Summary of Procedure
College Procedure 3.03.01.34 outlines the detailed process for the filling of part-time faculty
position vacancies, including instructors, counselors and librarians. This process is a
coordinated effort between the Human Resources Department and individual faculty
supervisors. The selection process may be competitive (advertised) or non-competitive (not
formally advertised). Part-time faculty positions are advertised when the pool of prospective and
qualified applicants is insufficient to meet the requirements for the discipline or department.
When advertising is requested by the faculty supervisor, Human Resources releases the
advertisement in coordination with the faculty supervisor.
In general, applications for part-time faculty positions, whether or not submitted pursuant to an
advertisement, are normally submitted first to the Human Resources Department. Sometimes,
faculty applicants submit the application form directly to the faculty supervisor (Dean or Director)
who then forwards the application form to the Human Resources Department for processing.
When the application is received by Human Resources, the applicant’s name is added to the
applicant pool for the discipline/department. The applicant pool materials are periodically
forwarded to the supervisor at least three (3) times per year for the evaluation of the applicants’
credentials. If an applicant is proposed to be employed, the Faculty Credentials Verification form
is completed and returned to Human Resources for further processing upon the assignment and
employment in a part-time faculty position.
The supervisor is responsible for assuring that all required employment documents (application,
Credentials Verification form, I-9 verification form, W-4 withholding form, Biographical Data
Form, etc.) are completed and submitted to Human Resources prior to the new part-time faculty
employee beginning work.
Faculty Credentials Verification
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College Procedure 3.05.02.10 outlines the process for the verification of the credentials of each
full-time and part-time faculty member. The purpose is to ensure that every faculty member
employed at the College possesses the academic preparation and training/experience
necessary to meet the minimum requirements of the accrediting bodies and state agencies.
Prior to the employment of a faculty member, the faculty supervisor (Dean or Director) reviews
the credentials of the individual to verify that the minimum requirements are met. This is
accomplished through a comparison by the supervisor of the credentials outlined in the
Summary of Instructional Qualifications with those possessed by the potential faculty member. If
the prospective faculty member’s credentials meet or exceed those required, the Faculty
Credentials Verification form is completed and submitted through administrative channels for
approval. Approval by the senior instructional supervisor is required if a credentials exception is
requested. The completed Faculty Credentials Verification form is forwarded to the Human
Resources Department to be included in the faculty member’s employee file.
The Faculty Credentials Review Committee (FCRC) is a Standing College Committee, and is
charged with reviewing and making recommendations regarding faculty credentials issues,
including credential verification, dispute resolutions, and permanent credential exception
recommendations. This committee is also responsible for maintaining the Summary of
Instructional Qualifications.
Only course work or degrees granted by an accredited college or university or an acceptable
evaluation of foreign course work or degrees will be accepted for the credentialing of a faculty
member. All transcripts submitted by a prospective faculty member from a foreign university or
school must be accompanied by a full translation in English by an acceptable translator. Further,
each foreign transcript must be evaluated for equivalency to United States accredited course
work by an acceptable agency. All costs for these services will be borne by the prospective
faculty member.
Equal Employment Opportunity
The College is firmly committed to Equal Employment Opportunity and Affirmative Action. It is
the expressed intent of the College not to discriminate against any employee or applicant for
employment because of race, color, national origin, religion, gender, age, disability, veteran
status or other characteristic as provided by law. Moreover, the College will not discriminate
against an employee or prospective employee on the basis of sexual orientation or gender
identity. Guidelines apply to employment, promotion, transfer, pay rate, termination and
selection for training.
Grievances and Complaints
Wages, Hours, or Working Conditions Grievances
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Normal day-to-day discussions between employees and supervisors regarding working
conditions are the most constructive and expeditious means of developing and enhancing
favorable and effective work relationships. Employees should seek advice or information on any
job-related issue from his/her supervisor. In most cases, a conversation with an employee’s
supervisor will solve the problem to the employee’s satisfaction.
If an employee is not satisfied with the first-line supervisor’s informal response to an issue or
concern, the employee may seek resolution of the issue through the formal grievance process
outlined in College Procedure 3.43.02.10, Employee Grievances on Wages, Hours or Working
Conditions.
The Employee Relations Department monitors the process and is available to provide
assistance and information regarding the grievance process.
Another method for resolving issues that has been added to the grievance process is mediation.
Mediation is a method of non-binding dispute resolution involving a neutral third party who
assists the disputing parties (usually, an employee and supervisor) reach a mutually agreeable
solution. It gives the parties an opportunity to resolve their dispute themselves and as early in
the grievance process as possible. Both employees and supervisors are encouraged to use
mediation as an alternative to the formalized grievance review process.
Discrimination Complaints
An employee, applicant for employment, or student who believes that he/she has been
unlawfully discriminated against may file a formal grievance pursuant to College Procedure
3.43.01.10, Discrimination Grievance. The Employee Relations Department is available to
advise employees, supervisors, applicants, and students in using the procedure.
Other Types of Complaints
An employee may appeal other grievance issues directly to the Board of Trustees, including
pending dismissal actions and the non-renewal of an employment contract. Arrangements for
such a grievance presentation are made through the Office of the College President.
The Employee Relations Department is available to advise employees regarding these types of
complaints.
HIV/AIDS
The 71st Texas Legislature has determined that workplace guidelines are necessary to protect
the rights and privileges of persons infected with the Human Immunodeficiency Virus (HIV).
The College is also implementing the HIV/AIDS Model Workplace Guidelines as approved by
the Texas Department of State Health Services on January 27, 1990. A copy of the approved
handout can be viewed online at http://www.dshs.state.tx.us/hivstd.
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Job/Position Descriptions
College position descriptions may be found on the EPCC website under Human Resources.
Oath of Office
In accordance with Section 2.06, Texas Education Code, all employees who are half-time or
more on a regular basis must take the Oath of Office as a condition of employment. This is a
constitutional Oath of Office which must be completed and sworn before a Notary Public. This
process is normally undertaken during the benefits orientation on or before the first date of
employment with the District. Once executed, the Oath of Office becomes a permanent
document in the individual’s personnel file.
Outside or Other Employment
Members of the faculty or staff should not be discouraged from accepting appointments of a
consultative or advisory capacity with governmental agencies, industry, or other educational
institutions which do not interfere with their regular job responsibilities and work schedules.
Conflict of interest should be avoided in all instances of outside employment. (refer to College
Procedure 3.05.05.10).
Performance Appraisals
The purpose of an employee performance appraisal is to ensure that institutional goals and
objectives are attained. A Performance Appraisal should be an ongoing process which occurs
informally between the supervisor and the employee. In addition, a formal appraisal of all
employees is conducted annually.
An employee being evaluated will participate in the appraisal process by discussing the formal
evaluation with his/her supervisor and will sign the appraisal form which will be placed in the
employee’s personnel file. An employee’s signature does not mean that the employee agrees
with the appraisal, but that the appraisal was discussed with the employee.
The process for conducting performance evaluations is outlined in College Procedures for nonfaculty employees (3.22.01.10) and for faculty members (3.22.01.14).
Performance Standards
The College has established certain guidelines and standards for its employees. Many of these
guidelines have been discussed in this handbook. The complete set of standards is contained in
the Board Policies and College Procedures. Each employee of the College is responsible for
familiarizing himself/herself with the policies and procedures and for following the regulations
they outline.
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Employee rights concerning suspension and dismissal are governed by constitutional property
right principles based on the employee’s contractual employment relationship with the College
District. Dismissal or suspension where no employment contract exists or non-renewal of an
employment contract does not require adequate or other cause. Adequate cause may include
but is not limited to the following:
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Professional incompetence;
Continuing or repeated substantial neglect of professional responsibilities;
Moral turpitude adversely affecting the performance of duties or the meeting of
responsibilities to the institution or to associates;
Unprofessional conduct adversely affecting, to a material and substantial degree, the
performance of duties or the meeting of responsibilities to the institution or to students or
associates;
Insubordination;
Use of alcoholic beverage while on duty;
Use of College equipment, supplies or employees for any purpose other than official
College business; or
Failure to obey any other College policy or procedure.
Board Policies 3.36.01 and 3.38.01 outline hearing procedures to determine adequate cause,
where required. The actual employment relationship is governed by College policies and
the employment contract, if any, and not by this handbook.
Policies and Procedures
Each employee should become familiar with Board Policies and College Procedures.
Supervisors or department heads can provide access to the department’s operating procedures.
Copies of all District Policies and College Procedures are located on the College’s Website at:
http://www.epcc.edu/InstitutionalEffectiveness.
Reduction in Force
A reduction in force may occur as a result of “financial exigency” or “program change.” Financial
exigency is the decline in the College’s financial resources caused by decline in enrollment, cuts
in funding, decline in tax revenue or any other actions or events that create a need for the
College District to reduce financial expenditures for personnel. A program change is any
elimination, curtailment or reorganization of a curriculum offering, program, or College District
operation because of lack of student response to particular course offerings, legislative revisions
to program funding, or a reorganization or consolidation of two or more departments in the
College District.
Release of College Information Other Than Student Records
(Open Records)
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As a public institution of higher education, the College complies with the provisions of the Texas
Public Information Act, attorney general opinions, or other legal authority in the release of
information. Each request is handled individually and expeditiously. Requests for release of
information under these provisions must be made in writing to the College. Written requests
should be addressed to the Employee Relations Department.
Release of Student Records (FERPA)
In compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA), the College
gives notice that the following types of directory information will be released to the general
public without the written consent of the student:
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Student name
Student address
Telephone listing
Dates of attendance
Major field of study and awards, degrees received
Most recent previous institution attended
Date of birth
If a student does not wish to have this directory information released, he/she must submit a
written request to the Admissions and Registrar Department. Once such a written request has
been made, it will remain in place until the student authorizes its removal in writing.
Any release of any directory information will be made only through the Admissions and
Registrar Department. In accordance with FERPA, other information may be prohibited
from release. Therefore, no student information should be released unless authorized by
the Admissions and Registrar Department or as released through an open records
request, through the Employee Relations Department.
See Family Educational Rights & Privacy Act (FERPA) of 1974 for more information.
Separation of Employment
Resignation
An employee planning to resign his/her employment with the College should notify his/her
immediate supervisor in writing. When possible, full-time regular classified staff should give at
least two weeks notice; administrators, professional support and faculty should give at least four
(4) weeks notice. All other employees should provide reasonable advance notice if they plan to
terminate prior to their scheduled separation date.
Employees must clear through their own department, the Human Resources Department, the
Business Office, and the Payroll Office before final paychecks will be issued (refer to the
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Employee Separation procedure). An employee's last working day is normally the termination
date. All College property, including all keys, library books, etc., must be surrendered as part of
the exit clearance processing.
Accrued vacation is payable upon termination, is not considered as service, and is not subject to
retirement contributions. Personal leave will not be paid upon termination. Board Policy 3.32.13
permits the payoff of a percentage of sick leave upon separation for those individuals who have
at least five (5) years of continuous, eligible full-time service.
Retirement
Employees planning to retire from the College should make an application for retirement and
report to the Employee Benefits Office in the Human Resources Department for retirement
counseling at least three (3) months in advance of the requested retirement date.
Sexual Harassment
Policy
Pursuant to Board Policy 3.01.09 and in keeping with efforts to establish an environment in
which the dignity and worth of all members of the institutional community are respected, it is the
policy of the College that sexual harassment of students and employees of the College is
unacceptable conduct and will not be tolerated. Sexual harassment may involve the behavior of
a person of either gender against a person of the opposite or same gender when that behavior
falls within the definition outlined below.
Definition
Sexual harassment of employees and students at the College is defined as any unwelcome
sexual advances, requests for sexual favors or other verbal or physical conduct of a sexual
nature, when:
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Submission to such conduct is made either explicitly or implicitly a term or condition of
an individual’s employment;
Submission to or rejection of such conduct is used as the basis for employment
decisions affecting that individual; or
Such conduct has the purpose or effect of unreasonably interfering with an individual’s
work performance or educational experience or creates an intimidating, hostile or
offensive work or educational environment.
Employee Rights and Responsibilities
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Employees have the right to work in an environment free from sexual harassment;
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Each employee has a responsibility not to engage in behaviors that constitute sexual
harassment;
If an employee feels that he/she is being harassed, that employee has the right and the
responsibility to either communicate this directly to the harasser or to a supervisor;
Supervisors have a responsibility for preventing sexual harassment in the workplace and
for taking prompt effective action if the supervisor knows or should have reason to know
of harassment in the workplace.
Complaint Procedures
Persons who feel that they have been sexually harassed under the above definition and wish
further information or assistance in filing a complaint, should contact the Associate Vice
President of Employee Relations; any administrator; or any College instructor, counselor or
librarian. College Procedure 3.43.01.10 outlines the specific process to address complaints of
discrimination against College employees, students or applicants. The College, however,
reserves the right to administratively review such complaints waiving the standard complaint
procedure and to take immediate and appropriate corrective action as deemed necessary.
Consenting Relationships
Consensual sexual relationships between faculty and students or between supervisors and
subordinate employees cause special concerns with respect to the existence or appearance of
exploitation, abuse of position, or favoritism. In such cases, apparent mutual consent does not
preclude initiation of a sexual harassment complaint or a finding of sexual harassment.
Thus, it is advisable for a faculty member not to date or become romantically involved with a
current student in his/her class. Further, it is considered inappropriate and unprofessional for a
supervisor to date and/or to become romantically involved with a subordinate employee under
his/her supervision.
Standards of Conduct
Conflict of Interest
No employee of the District shall have any interest, financial or otherwise, direct or indirect, or
engage in any business transaction or professional activity or incur any obligation with the
proper discharge of duties in the public interest. Specific guidance regarding conflict of interest
may be found in Board Policy 3.05.06.
Discrimination and Harassment
Discrimination and harassment will not be tolerated of employees or students on the basis of
race, color, national origin, gender, religion, age, disability, veteran status, sexual orientation or
gender identity. Employees and students are entitled to an environment which is conducive to
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both learning and productivity. Activities which erode this environment will be dealt with by the
College swiftly and decisively. The College has developed a grievance procedure for employees
and students to use, without fear of redress or retaliation, to address allegations of
discriminatory actions, or breaches of acceptable standards of behavior. Specific guidelines for
the processing of discrimination complaints may be found in College Procedure 3.43.01.10.
Dress and Grooming
Employees are expected to dress in accordance with their professional responsibilities.
Questions regarding appropriate attire should be directed to the department head. Employees’
personal grooming should contribute to a clean and neat appearance.
Drug Free Workplace
The unlawful manufacture, distribution, dispensing, possession or use of a controlled substance
(as defined in State and Federal law) is prohibited on District premises or during any districtrelated activities/events. Convicted violators are subject to appropriate personnel action, up to
and including termination of employment.
Employee/Student Relations
Students are entitled to enjoy the basic rights of citizenship which are protected by the laws of
the country and state. Each student is obligated to respect the rights of classmates, teachers
and other College personnel. The College requires all employees to recognize and respect the
rights of students, just as it requires all students to exercise their rights responsibly, with due
regard for the equal rights of others, and in compliance with the rules and regulations
established for the orderly conduct of the educational mission of the College.
Illegal Possession, Consumption, Distribution and Sale of Intoxicating
Beverages, Drugs, and Narcotics
It is the policy of the College that employees will be subject to disciplinary action if found to
participate in the illegal use, possession, consumption, distribution and/or sale of intoxicating
beverages, illegal drugs, narcotics, or hallucinatory drugs on College premises.
The College has developed a drug abuse prevention program accessible to any officer,
employee or student of the District. Employees may contact the Employee Benefits Office, in the
Human Resources Department, for information regarding the program.
Lotteries
Any scheme or procedure whereby one or more prizes are distributed by chance around
persons who have paid or promised consideration for a chance to win anything of value,
whether such scheme or procedure is called a lottery, pool, raffle, gift, gift enterprise, sale,
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policy game or some other game of chance, through or within the College or conducted with or
on College property, is strictly prohibited.
Participation in Community and Political Affairs
Employees are encouraged to participate in civic affairs; however, neither the Board of Trustees
nor any administrator shall directly or indirectly require or coerce any faculty or staff member to
join any civic group, club, committee, association or organization. Participation in political
activities should not interfere with the discharge of the duties and responsibilities to the District.
Smoking
Recognizing that tobacco smoke creates a danger to the health of some citizens and is a cause
of annoyance and discomfort to those who are in confined spaces, smoking is prohibited inside
any College building. Violation of this provision is considered a misdemeanor. Each day of
violation can be considered a separate offense with a fine up to $500.
Use of District Property
Detailed guidance on the use of District property and facilities is contained in College
Procedures 5.02.01.10.
Title IX/VAWA Notification
Title IX of the Education Amendments of 1972 prohibits discrimination based on sex in
education programs and activities that receive federal financial assistance.
In accordance with the Violence Against Women Act’s (VAWA) SaVE Act provisions, the El
Paso Community College prohibits stalking, date violence, sexual violence, and domestic
violence of all students, employees or visitors. Suspected or actual incidents are to be
immediately reported by the victim or anyone with knowledge to the College’s Title IX CoCoordinator for either employees or students or, in the event of sexual assault/violence, the El
Paso Community College Police Department.
Administrators, supervisors and faculty who have information regarding, are witness to, or
become aware of any form of sexual harassment, sexual misconduct, inappropriate sexual
behavior, and/or criminal activity are required to report the incident immediately.
Complaints of violations under Title IX or VAWA may be directed to the following Title IX CoCoordinators:
For Employee Matters:
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El Paso Community College
Name:
Nancy Nelson
Position:
Associate Vice President for Employee Relations
Address:
Administrative Service Center, Bldg. A, Room A-262
9050 Viscount Blvd., El Paso, TX 79925
Telephone:
(915) 831-6631
Email:
nnelson2@epcc.edu
For Student Matters:
Name:
Linda Gonzalez-Hensgen
Position:
Vice President for Student Services
Address:
Enrollment Services Building, Room 100
919 Hunter Blvd., El Paso, TX 79915
Telephone:
(915) 831-2640
Email:
lgonz265@epcc.edu
Reports of Sexual Assault/Violence May Also Be Reported to:
Department:
The El Paso Community College Police Department
Address:
Valle Verde Campus
Learning Resource Center Building, Room C101
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919 Hunter Blvd, El Paso, TX 79915
Telephone:
(915) 831-2200
Police Department offices are also located at each campus and the Administrative Services
Center, Building A.
For additional information please contact a Title IX Co-Coordinator.
Training and Development
The College has a variety of resources to enhance the capabilities of its employees. The
Department of Human Resources Development, the Office of Faculty Development, the
Information Technology Department, the Employee Relations Department, the Safety Office,
and others each provide faculty and staff with in-service training and development opportunities
and programs. These programs are designed to improve and enhance current and future skills
and abilities, to provide information on institutional priorities and topics related to personal and
professional development interests.
The College offers the EPCC Leadership Development Academy to full-time and part-time
employees to develop leadership qualities, characteristics, and skills. The Academy offers two
tracks of training. Track I, Fundamentals of Leadership, is open to all full-time and part-time
employees. Track II, Advanced Leadership, is open to all full-time and part-time employees who
currently hold positions of leadership, and to those who have completed Track I on a space
available basis.
Information about the application process is e-mailed to employees at the beginning of the fall
semester. Employees may download the application from the EPCC website. The application
must be submitted by the designated deadline, and must include a statement of support from
the applicant’s supervisor.
The Employee Relations Department also provides specialized programs in equal employment
opportunity and equal educational opportunity, including sexual harassment prevention. This
workshop complies with Chapter 21, Sec. 21.010, Texas, Texas Labor Code. Information
provided includes the College's policies and procedures relating to employment discrimination,
including employment discrimination involving sexual harassment. It is the faculty and staff
member’s responsibility to attend this mandatory workshop every two (2) years as a condition of
employment. Employees may take the Equal Employment Opportunity & Equal Educational
Opportunity training courses on-line at www.epcc.edu/employeerelations or attend a workshop.
Workshops for faculty are held during Faculty Development Week in the fall and spring
semesters. Staff workshops are held during each semester.
Employee Handbook - 34
El Paso Community College
The College’s primary mission is the development of an individual’s knowledge and skills. With
this in mind, it then follows that each employee can explore the numerous resources available in
this organization. Eligible employees, retirees and their dependents can use the various
services of the learning resources centers located at each campus. Employees can enroll in
many of the credit and non-credit classes offered by the College through use of the Staff
Scholarship benefit program.
One of the major ways employees develop personal and professional competence is through
our working relationships with knowledgeable and talented co-workers. The College is an
organization which has many talented people on its staff. Each employee can learn new skills
through interest in learning from each other.
Use of Drugs, Narcotics, or Intoxicating Beverages
In a good faith effort to continue to maintain a drug-free workplace and in compliance with the
Drug-Free Workplace Act of 1988 (Pub.L. 100-690, Title V, Subtitle D), the following notice is
issued and is applicable to all employees of the College District:
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The District prohibits the unlawful manufacture, possession, consumption, distribution,
dispensation, sale or use of a controlled substance, as that term is defined in state and
federal law, on all District premises and worksites or at any College-related
activity/event.
As a condition of employment with the District, each employee agrees (1) to abide by the
terms of the requirements and prohibitions set out in this statement; and (2) notify the
District through the immediate supervisor of any criminal drug statue conviction for a
violation occurring in the workplace no later than five days after such conviction.
Within 30 days of receiving such notice of a conviction for drug statute violation
occurring in the workplace, the District will either (1) take appropriate personnel action
against such an employee, up to and including termination from employment; or (2)
require such employee to participate satisfactorily in a drug abuse assistance or
rehabilitation program approved for such purposes by a federal, state, local health, law
enforcement, or other appropriate agency.
The College has developed a drug abuse prevention and drug-free awareness program
accessible to any officer, employee or student of the College. Employees may contact the
Benefits Office in the Human Resources Department for information regarding the program.
College sanctions on drug and alcohol use on Campus are as follows:
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Take appropriate personnel action against an employee, up to and including termination
of employment;
Take appropriate action against a student, up to and including suspension and/or
expulsion;
Referral for prosecution; and/or
Employee Handbook - 35
El Paso Community College
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Require the employee to participate in a licensed chemical-dependency
treatment/rehabilitation program.
Note: Chemical dependency is covered under the College’s group insurance program. Voluntary
submission to such treatment will not in and of itself result in disciplinary action.
Work Hours and Time Reporting
Work Schedule
All full-time employees are scheduled to work 40 hours per week except on official College
observed holidays. Administrative offices are normally open weekdays from 8:00 a.m. to 5:00
p.m. Within this schedule, employees are entitled to an hour for lunch. Depending on the type of
job assignment, an employee may be eligible for one or two fifteen-minute breaks during the
day. Departmental supervisors will advise employees of the department's policy regarding work
breaks. In some departments hours will vary depending on administrative requirements. In this
case, the supervisor will assign the work schedule to be followed. Full-time faculty will schedule
their work breaks around class schedules, office hours, and other professional responsibilities.
Since the College is a continually growing, multi-campus organization, it is possible that the
location of an employee’s job assignment may change. It is also possible that job duties may
require an employee to travel, on occasion, to the different College campuses. Faculty may be
assigned to teach classes at any of the campuses or other class locations.
Part-time employees will follow the work schedules determined by their supervisors.
Time Reporting
Classified staff is required to keep a daily record of time worked on the Monthly Time and
Absence Report Form. This time record should accurately reflect the actual time worked and/or
the paid leave type for each day. On the last day of the month, this time record must be
approved by the supervisor and submitted to the Payroll Office. If an employee is unable to sign
the time sheet, the employee’s supervisor should sign on behalf of the employee until such time
as the employee is able to sign the time sheet.
Hourly employees (part-time, work-study employees and student interns) are required to keep a
daily record of the actual time worked on the appropriate part-time time sheet. The supervisor
must approve the time sheet and submit it to the Payroll Office on the last day of the month. If a
part-time employee is unable to sign the time sheet, the employee’s supervisor should sign on
behalf of the employee until such time as the employee is able to sign the time sheet.
Reporting Absences from Work
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El Paso Community College
Any deviation from an employee’s normal schedule must be reported in advance to the
employee’s supervisor. If an employee will be absent or late to work, the employee should
contact the appropriate supervisor as soon as possible on each day of absence so that he/she
may plan work schedules accordingly. Planned absences (e.g., vacation) must be approved well
in advance using the Permission to be Absent from Regular and Usual Duties Form. For
unplanned absences, an employee should submit the same form upon his/her return to work.
Each employee should keep a careful record of his/her paid leave time available.
Employee Handbook - 37
El Paso Community College
Chapter 3 - Employee Benefit Program
Benefit Orientation Program
New employees are strongly encouraged to attend a benefits orientation before their first
working day. During this orientation, each benefit program is reviewed and materials are
provided so those employees may effectively use the employee benefits available to them. At
the orientation session new employees are provided the opportunity to enroll in the individual
benefits programs and to complete other required new employee processing forms.
Educational Programs
Educational Assistance Program
This program helps College employees with the costs of attaining an education by reimbursing
them for expenses associated with pursuing a degree. Full time employees who have been
continuously employed in a full time status (as defined by Board Policy) for at least three (3)
consecutive years prior to the first day of class and who have at least an associate’s degree or
66 credit hours are eligible for the Educational Assistance Program.
Employees must attend an accredited college/university in the United States to be eligible for
the program. These institutions must offer degree programs leading to bachelors or higher
degrees (e.g. UTEP, NMSU, Webster University, Park College).
Expenses that will be reimbursed include those incurred for tuition and mandatory fees, such as
lab fees, student activity fee, professional practice, building use fee, etc. Reimbursement is for
credit courses taken only during non working hours. Ineligible expenses include the cost of
books, parking and non mandatory fees, such as admission fee, late registration fee, add/drop
fee, challenge exam fees, student I.D. card, property deposit, etc.
Reimbursement is limited to $600 per employee for course work in each fiscal year. Districtwide funding is limited to a fiscal year budget; therefore, reimbursements will be processed on a
first-come, first-serve basis and will expire at the end of the funding or the fiscal year, whichever
occurs first.
To receive reimbursement, the employee must file an application for Educational Assistance,
attach the registration receipt and deliver it to the Human Resources Department within 31 days
after the first day of classes. The participant must receive a "C" or better, or in the case of
graduate work, the participant must have satisfactory completion. The participant must maintain
a regular full-time work schedule during the term of the course work and must be a full time
employee upon course completion.
After completion of the course, the employee must submit proof of completing the course with a
"C" or better grade to the Employee Benefits Office of the Human Resources Department.
Reimbursements will be paid to the participant through the next regular payroll schedule.
Payments are subject to federal income taxes and FICA Medicare taxes, but are not considered
as salary for retirement purposes.
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El Paso Community College
Staff Scholarship Benefit
Full time employees, their dependents, retirees of the District, their dependents and certain
eligible surviving dependents of employees and retirees are provided a staff scholarship to
enroll in credit and non-credit courses offered by the District. The scholarship covers tuition and
mandatory fees up to a maximum benefit equivalent to nine credit hours per person per
semester or term. The employee and/or dependent must pay tuition and fees above the
maximum benefit, all non-mandatory fees and the general use fee. Effective in fall 2003,
recipients of the staff scholarship who drop or receive a grade of less than a “C” in a credit class
or receive a grade of “NCR” in a non-credit class will be required to re-pay the cost of the class.
District-wide funding is limited to a fiscal year budget.
All courses undertaken by an employee should not interfere with the satisfactory performance of
the job and are limited to classes offered during non-working hours.
For the purpose of the Staff Scholarship Benefit, the following terms and definitions will apply to
the availability of funds:
Fall Semester
Courses beginning August, September, October, November
Spring Semester
Courses beginning in December, January, February, March
Summer Term
Courses beginning in April, May, June, July
Mandatory Fees
Lab Fees, Student Activity Fee, Professional Practice, Building
Availability Fee (fees subject to the refund schedule)
Non-Mandatory Fees
Admissions Fee, Late Registration Fee, Add/Drop fee, Challenge
Exam Fees, etc. (non-refundable fees).
Dependent
Spouse means the husband or wife of the employee, but does not
include an unmarried domestic partner. Child means the
employee's/retiree's unmarried children under 25 years of age on the
first class day who are a natural child, legally adopted child, foster
child or stepchild residing in the employee's/retiree's household.
Employees who wish to use the Staff Scholarship Benefit should submit an
Employee/Dependent Authorization Form, signed by their supervisor, with their registration
forms.
Advancement Due to Educational Achievement
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El Paso Community College
Full-time employees are eligible for salary increases for educational advancement under
specific guidelines; all course work and degrees must be from an accredited college or
university. Employees should reference the College Procedures for specific guidelines: 3.04.11
for faculty members and 3.04.18 for administrative, professional support and classified staff
members.
Full-time faculty are eligible for advancement on the appropriate faculty salary schedule for
additional degrees and/or for additional coursework beyond the Master’s degree. Prior approval
of the coursework and/or degree program is required by completing the Request for Approval of
Enrollment in Graduate Coursework Creditable for Faculty Salary Advancement (PF 800-174).
After completion of the required coursework or degree for advancement, the employee
completes the Petition for Salary Placement Advancement in the Faculty Salary Schedule (PF
800-44) and submits the form, along with verification of the successful completion of the
coursework/degree to his/her supervisor by September 15. The supervisor then completes the
required processing form and forwards it to the Human Resources Department for processing.
Full-time, non-faculty employees are eligible for a 2% raise when they complete a college
degree which exceeds the educational requirements of their current position. All full-time, nonfaculty employees who complete at least half of their credit hours while working for the College
are eligible to apply for the salary advancement by filling out a Petition for Advancement. This
form is available from the Human Resources Department. It must be submitted with a copy of
the employee's transcript to their supervisor, who will then send the documents (along with a
completed Personnel Action Form) through administrative channels to the Human Resources
Department. Once the Board of Trustees approves the salary placement recommendation, the
salary adjustment will become effective on the first day of the month following the date the
degree was conferred.
Employment After Retirement
Employment after retirement can affect a TRS retiree's monthly annuity. A TRS retiree should
consult with the Teacher Retirement System prior to accepting employment in Texas public
education.
Reemployment by the College is limited after separation under one of the College’s voluntary
early retirement or separation plans. Employees should consult the plan document in effect for
the terms and conditions governing repayment of the incentive, if applicable.
Holidays
The President of the College shall designate the paid holidays for eligible employees during the
twelve-month period beginning September 1. The holiday schedule shall be consistent with
generally accepted practices in other institutions of higher education and shall not exceed 22
days. Paid holidays are only available to full-time employees. Reference
www.epcc.edu/FacultyandStaff/Pages/InstitutionalCalendar.aspx for the Institutional Calendar,
which lists the holiday schedule.
Faculty and other academic year employees follow the appropriate instructional calendar (e.g.,
academic year or clock hour program) to which they are assigned.
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El Paso Community College
Leave Programs
Absence Reporting
Any deviation from an employee’s normal schedule must be reported in advance to the
employee’s supervisor. If an employee will be absent or late to work, the employee should
contact the appropriate supervisor as soon as possible on each day of absence so that he/she
may plan work schedules accordingly. Planned absences (e.g., vacation) must be approved well
in advance using the Leave Reporting and Permission to be Absent Form. For unplanned
absences, an employee should submit the same form upon his/her return to work. Each
employee should keep a careful record of his/her paid leave time available. At the end of each
month, leave forms are forwarded to the Payroll Department for processing. The completed
leave form for a Classified Staff employee will accompany the employee’s time sheet when
submitted to Payroll.
Paid Leaves
Full-time regular employees may be eligible for paid leaves offered by the District. These leave
options include vacation leave, sick leave, personal leave, bereavement leave, court leave,
military leave and professional development leave. Part-time employees are not eligible for paid
leaves or leave of absence without pay. A short description of each paid leave type follows:
Vacation Leave
New employees may use vacation time when five or more days have been accrued. Vacation
may accumulate to a maximum vacation allowance of 40 days. Proposed vacation days must be
cleared with a supervisor well in advance. When employment is terminated, any unused
accrued vacation will be paid.
Instructional support staff employees (e.g., lab assistants) are normally required to schedule
their vacation leave during academic breaks, in accordance with the academic calendar.
Accrual Rates
Hours Per Month
Work Days Per Year
1 through 60 months of service
8.0
12
61 through 120 months of service
10.0
15
121 through 180 months of service
12.0
18
Classified Staff:
Employee Handbook - 41
El Paso Community College
181 or more months of service
13.3
20
Administrative/Professional Support Staff
13.3
20
NOTE: Externally-funded employees may be required to use their vacation allowance before the
end of the grant/contract.
Sick Leave
After the initial thirty-day period, employees are eligible for one day of sick leave per month.
Sick leave may accumulate to a maximum of 120 days. Use of sick leave is restricted and may
be used for the following reasons:
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Personal illness, injury or disability;
Illness in the immediate family (spouse or unmarried children to age 25);
Critical illness of an extended family member (parents, adult children, siblings,
grandparents or anyone of a like relationship by marriage up to 10 days per 12-month
period);
Death of a relative;
Child rearing (up to 6 months during child's first year of life);
Adoption of a child (up to one month if child is older than 1 year);
Paternity Leave (up to one week);
Medical appointments which cannot be scheduled outside normal working hours; or
A disability covered under the Workers' Compensation (prorated, equal to the difference
in the workers' compensation payment and the employee's regular pay rate).
Academic-year faculty members will accrue 12 days of sick leave per academic year. A faculty
member employed under a supplemental assignment in the summer (or other academic break)
remains eligible to use sick leave; however, such sick leave must be of an unanticipated nature
and must be charged in increments of four hours.
Ten percent of accrued unused sick leave is payable to an employee who has at least five years
of continuous eligible full-time service upon separation from employment for any reason other
than by death. The estate of a deceased employee is entitled to 50% payment for the first 160
hours of accrued unused sick leave, and if the employee had five years of continuous eligible
full-time service, the balance, if any, is payable at 10%.
Personal Leave
With prior approval of the employee’s supervisor, an employee is permitted two days of paid
personal leave per fiscal year. The benefit reduces to one day when initial employment
commences on or after March 1.
Bereavement Leave
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El Paso Community College
The College will grant up to three days of bereavement leave to full-time employees because of
a death in the immediate family (spouse, parents, brother, sister, grandparents, children and
anyone of a like relationship by marriage).
Court Leave
Upon presentation of proper evidence, necessary time off for jury duty will be granted without
loss of leave time to any full-time employee called to serve on a jury or for a court appearance
when subpoenaed as a witness, so long as the employee is not the defendant or plaintiff or
receiving a fee for the testimony.
Military Leave
Any full-time regular employee who is required to be absent from work for military training or
duty is entitled to a maximum of 15 days of paid leave per year to comply with such orders.
Professional Development Leave
Full-time administrative, professional support, classified staff and tenured or probationary faculty
with a minimum of three to five years employment with the College (depending on type of leave
requested) are eligible for a Professional Development Leave. Such leaves are granted for
those individuals who wish to pursue study, research writing, and field observations or work
experience to enhance their professional skills and add to the value of employees' subsequent
services to the College.
Applications are initiated during the academic/fiscal year preceding the year in which the
employee is eligible for such leave. Applications are made in writing and include a plan
statement. When the employee returns to the College, he/she shall present a full report
regarding the use of the leave to his/her cabinet officer who will forward the report to the
President.
After a professional development leave, another leave will not be granted to the employee until
another eligibility period of service has been worked. The time on a professional development
leave shall count as experience for salary, tenure and/or promotion. In addition, an employee on
professional development leave shall continue to be a member of the Teacher Retirement
System of Texas or the Optional Retirement Program of the District.
Employees taking leave for one full semester or longer in any category are expected to return to
their College duties for at least one contractual year. If an employee does not return to their
duties, the entire compensation of the professional development leave period must be returned
to the College except in the case of permanent disability or death.
During the leave, the employee shall not render service for compensation in another institution.
This does not include acceptance of a fellowship or other assistance in research. All additional
sources of funds must be reported on the professional development leave request.
There are five categories of professional development leave including (l) short term, (2)
extended, (3) externship, (4) employee exchange and (5) El Paso Community College
Internships.
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El Paso Community College
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Short-term Leave of Absence is leave of less than one semester during an academic
or fiscal year. Full-time regular faculty and staff must complete a minimum of three years
of continuous full-time service to be eligible for this type of leave.
Extended Leave may be granted for an academic or fiscal contractual period during
which the staff member receives one-half of his/her regular salary or may be granted for
one-half of the academic or contractual period with full salary. A tenured faculty member
or a full-time regular staff member with five years of continuous full-time service is
eligible for this type of leave.
Externships are paid leave for up to one semester for work experience in the
teaching/working field as a means of updating professional expertise. A probationary or
tenured faculty or a regular staff member who has worked for five consecutive years with
the College is eligible.
Employee Exchange is an exchange of tenured faculty for one semester or one
academic year or an exchange of a regular staff member for a period up to one year,
between two academic institutions or organizations. This type of leave is designed to
enrich the participant's knowledge of the College, a specific discipline, department,
student needs and/or teaching approaches. All tenured faculty and full-time regular staff
with a minimum of five years of continuous service are eligible to apply for this type of
leave.
Internship Leave is an assignment for up to one year to another EPCC department to
increase knowledge in specific operations as well as relationships to overall College
operations. Probationary and tenured faculty and full-time regular employees with three
years of continuous full-time service are eligible for this program.
Unpaid Leaves
A leave of absence is defined as an absence without pay for one full pay period or more. With
the interest of the institution being given first consideration, and for good cause, a leave of
absence without pay may be granted to a full-time regular employee upon approval of the
President and the Board of Trustees.
A leave of absence will in no way affect an employee’s status at the College. Upon return from
the leave of absence, the employee will be eligible for the same position or one of equal pay
and status unless the employee is physically or mentally unable to perform the duties of such a
position.
An employee must notify his/her supervisor of their intention to return from a leave of absence
before the end of the leave. Failure to return from an approved leave of absence will be
considered as a resignation.
The employee on leave may continue insurance benefits through the College at the employee's
expense in accordance with the rules and regulations of the GBP. Coverage can be maintained
up to 12 months (24 months for an educational leave) on a direct pay basis.
Employees interested in a leave of absence without pay should reference Policy 3.32.18 for
specific information.
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Educational Leave of Absence Without Pay:
Because funds for professional development leaves are limited, employees may also
Employee Handbook - 44
El Paso Community College
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request a leave of absence without pay for up to one year for the purpose of academic
study. In certain cases, such a leave of absence may be extended upon request.
Medical Leave of Absence Without Pay:
Except for worker’s compensation absences, a medical leave of absence without pay
may be requested for temporary disability and shall not exceed one year. A physician’s
statement must be submitted to support the request and will also be required to release
the employee to return to work.
Military Leave of Absence:
A leave of absence without pay may be requested by a full-time regular employee in
order to enter into active duty with the regular or reserve Armed Forces of the United
States, with the Texas National Guard or with the Texas State Guard. An honorable
discharge, within five years of the date of enlistment or call to service, is required for
restoration to employment with the College.
Personal Leave of Absence:
A leave of absence without pay may be requested to handle pressing personal
obligations. Normally, this type of leave will not exceed one (1) year.
Part-time Leave of Absence:
Part-time employees are not eligible for paid leaves or leaves of absence without pay.
Family and Medical Leave Act (FMLA) (revised 9/2/2009)
Basic Entitlement:
FMLA requires covered employers to provide up to 12 weeks of unpaid, job-protected leave to
eligible employees for the following reasons:
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For incapacity due to pregnancy, prenatal medical care or child birth;
To care for the employee’s child after birth, or placement for adoption or foster care;
To care for the employee’s spouse, son or daughter, or parent, who has a serious health
condition; or
For a serious health condition that makes the employee unable to perform the
employee’s job.
Employees are eligible if they have worked for a covered employer for at least one year, for
1,250 hours over the previous 12 months, and if at least 50 employees are employed by the
employer within 75 miles.
Eligible employees with a spouse, son, daughter, or parent on active duty or call to active duty
status in the National Guard or Reserves in support of a contingency operation may use their
12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may
include attending certain military events, arranging for alternative childcare, addressing certain
financial and legal arrangements, attending certain counseling sessions, and attending postdeployment reintegration briefings.
FMLA also includes a special leave entitlement that permits eligible employees to take up to 26
weeks of leave to care for a covered service member during a single 12-month period. A
covered service member is a current member of the Armed Forces, including a member of the
National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on
Employee Handbook - 45
El Paso Community College
active duty that may render the service member medically unfit to perform his or her duties for
which the service member is undergoing medical treatment, recuperation, or therapy; or is in
outpatient status; or is on the temporary disability retired list.
An employee must exhaust available paid leave before using the balance of the weeks as leave
without pay. Eligible employees may request a reduced load or partial leave. This refers to a
leave schedule that reduces the usual number of hours per pay period. The reduction may be
intermittent or a fixed percentage according to the employee’s need.
The employee's medical insurance continues through the leave. Optional coverage continues
provided the employee remits his/her portion of dependent and optional premiums.
The employee should provide 30 days advance notice when the leave is foreseeable. The
employee must file an application and attach a valid certification. Materials and additional
information on family/medical leaves are available through the Employee Benefits Office.
The full text of the Employee Rights and Responsibilities Under the Family and Medical Leave
Act may be reviewed at http://www.dol.gov/whd/regs/compliance/posters/fmlaen.pdf.
Continuing Insurance Coverage During Leave Without Pay Status
During a leave without pay, employees may continue all insurance coverage.
To continue coverage during the leave without pay status, employees are required to pay the
monthly premium when due. The premium payment is due on the 1st of each month and must
be received by the Employees Retirement System no later than 30 days after that date. If the
total premium (partial payments are not accepted) is not paid within this time, all coverage will
be canceled effective the end of the month for which the last premium was paid.
Coverage can be continued for a maximum period of 12 continuous months. An additional 12
months may be allowed for employees in a leave without pay status certified for educational
purposes. At the end of the maximum period, employees have the option to continue coverage
under the provisions of COBRA, provided certain eligibility criteria is met.
For employees on FMLA and who are in a leave-without-pay status, the State/College
contributes the cost of the insurance as it does for working employees. The premium due from
the employee is based on the amount owed after the state/employer contributes its share of the
cost.
If the total premium is not paid when due, all coverage will be canceled, except employee-only
health. While on FMLA, the employee will continue to have employee-only health coverage on
the date the other coverages are canceled. If at a later date the leave is changed from FMLA
leave to another type of leave-without-pay status, the employee will no longer be eligible for the
state/employer contributions. In this event, the premium due from the employee will increase
and a new premium will be required to continue coverage.
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El Paso Community College
Sick Leave Pool
This program provides for the alleviation of the hardship to an employee if a catastrophic illness
or injury forces the employee to exhaust all leave time earned and lose all compensation,
including paid compensation benefits from the College. Employees eligible to accrue sick leave
may apply to use sick leave from the Sick Leave Pool subject to the provisions outlined in the
Sick Leave Pool Plan Document.
The following terms apply to the Sick Leave Pool:
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A catastrophic illness or injury is a severe condition or combination of conditions
affecting the mental or physical health of the employee or the employee's immediate
family that requires the services of a licensed practitioner for a prolonged period of time.
It forces the employee to exhaust all leave time earned by that employee and to lose
compensation, including paid compensation benefits from the College for the employee.
Licensed practitioner means a practitioner, as defined in the Texas Insurance Code,
who is practicing within the scope of his/her license.
Immediate family is defined as those individuals related by kinship, adoption, marriage
or foster children (who are so certified by the Texas Department of Human Services)
who are living in the same household or, if not in the same household, are totally
dependent upon the employee for personal care or services on a continuing basis.
The Pool Administrator is the President of the College.
Eligibility
An employee may apply only once for each catastrophic illness or injury unless the maximum of
90 days was not received. An employee does not have to contribute to the Pool in order to use
leave from the Pool and no payback is required by employees granted Pool sick leave.
Contribution of Time
To contribute time to the Sick Leave Pool, an employee must submit a transfer form to the
Employee Relations Department. An employee may transfer to the Pool, in eight-hour
increments, not less than one day or more than three days per fiscal year. Employees may not
designate a specific person to receive their contribution.
Withdrawal of Time from the Pool
An employee is eligible to withdraw sick leave from the Pool if the Pool Administrator finds that
the employee has exhausted all accrued paid leave including paid compensation benefits,
because of a catastrophic illness or injury or because of a previous donation of sick leave to the
Pool. The maximum amount of sick leave an eligible employee may receive from the Pool is the
lesser of one-third of the total amount of time in the Pool or 90 days. Applications to use Pool
leave are processed on a first-come, first-serve basis. Additional information and application
forms are available through the Employee Benefits Office and online at the Employee Relations
website.
Reduced Faculty Workload
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El Paso Community College
Full-time tenured Faculty with 10 or more years of full-time consecutive service may request a
reduced workload for a period of one academic year for certain reasons. The maximum
reduction is 50% of their workload, and the employee’s compensation and leave benefits are
reduced by the percentage of the workload. Application for the reduced workload must be made
annually. There is a quota/percentage of individuals who may receive the reduced workload
each academic year.
Retirement Benefit Programs
FICA - Social Security/Medicare Tax (FICA)
FICA withdrawn from employee paychecks is used to finance two separate programs. One part
is OASDI (regular social security retirement benefits) and the other part is HI (Medicare). After
March 31, 1986, all employees of the College (except those who qualified for the continuing
employment exception and students) began coverage under the HI part of FICA. The
contribution rate is 2.9 % of their salary with the employer and employees each paying 1.45%.
After December 31, 1990, employees who are not covered under a retirement plan must
contribute to Social Security. Employees who participate in a College retirement plan are
exempt from the OASDI portion of FICA.
Program for Extra Retirement Compensation (PERC)
Part-time, irregular and seasonal employees who are not eligible for the state retirement plans
may elect to belong to the College’s FICA alternative retirement plan. The Program for Extra
Retirement Compensation (PERC) is made available as an alternative to mandatory Social
Security deductions. The PERC plan includes a 7.5% contribution level, established by a 3.75%
employee contribution and a 3.75% employer contribution. Enrollment must be made at the time
of hire, before any social security taxes are deducted.
Teacher Retirement System of Texas (TRS)
As members of a State supported educational system, College employees participate in the
TRS of Texas as opposed to the Social Security system.
Individuals eligible for TRS participation must be:



employed for a minimum of one-half of the time required of the standard workload for an
indefinite, temporary or probationary time period AND earning a salary comparable to
one-half the salary earned by a full-time employee in a similar position.
employed in multiple positions at the same time within a district for an indefinite,
temporary or probationary time period AND the combined employment equals one-half
time or more.
employed in two or more districts at the same time for an indefinite, temporary or
probationary time period AND the combined employment equals one-half time or more.
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

employed in an otherwise ineligible position (less than one-half time) when the person
employed is currently working elsewhere in a position eligible for membership.
employment of any type and term if the person employed has already earned a
creditable year of service for the current school year.
Employment not eligible for TRS membership includes the following:





Employment solely as a substitute, unless the employee is currently working in an
eligible position OR the employee has already earned a creditable year of service for the
current school year.
Employment of a TRS retiree whose TRS membership has not been reinstated. Refer to
TRS Laws and Rules and to the Employment of Retired Members.
Employment in a district when the employee must also be a student in that district as a
condition of employment.
Employment by a college or university of a "faculty member" who has elected to
participate in the ORP.
Employment for a definite period of less than 42 months, unless the employee is
currently working in an eligible position OR the employee has already earned a
creditable year of service for the current school year.
Vesting of Benefits
Members with five years or more of service credit with TRS are entitled to maintain their
accounts with TRS even if not currently employed in Texas public education and, if their
deposits are not withdrawn, may retire with a benefit upon reaching retirement age and
submitting proper application for retirement.
Service Retirement
Eligibility for service retirement is determined by age and years of TRS service credit. In
combination, your age and years of service credit, along with the date you joined TRS and your
eligibility for grandfathering, determine when you are eligible for an unreduced, normal-age
retirement annuity or for an early-age retirement. To be eligible to retire and receive a lifetime
monthly service retirement annuity (normal age or early age), you must:
a)
b)
c)
d)
e)
have at least five years of service credit,
meet the age and service eligibility requirements,
terminate employment,
apply for retirement, and
complete the required one-month break in service.
Disability Retirement
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Members who become permanently and totally disabled from their duties may apply for
disability retirement.
Death and Survivor Benefits (before retirement)
A TRS member has death and survivor benefit coverage beginning on the first day of
membership. Payment plans that are available may provide greater benefits after the member
has five or more years of service.
Return of Deposits
Members may apply for a return of their deposits with interest after they have permanently
terminated employment that is covered by TRS. Application should be made through the
Benefits Office. Allow 60 to 90 days for the refund.
Member Contributions
Currently, a member contributes to his/her TRS account 6.4% of monthly salary. The District
withholds and transmits member contributions to TRS each month through the Regular Payroll
Report. Contributions on salaries earned January 1, 1988, and thereafter are tax sheltered.
Tax Sheltering
As of January 1, 1988, and thereafter, the 6.4% member contribution to TRS is tax sheltered.
This reduces the member's salary for tax purposes only. The tax sheltered member contribution
and interest earned will be subject to federal income tax withholding when the TRS account is
withdrawn or the member retires.
Beneficiary Change - Designation of Beneficiary, Form TRS 11
Use a Designation of Beneficiary, form TRS 11, to report a beneficiary change.
Member Annual Statement of Account
The Annual Statement of Account contains the member's salaries, deposits, accumulated
contributions and interest earned. The statement for each member is prepared at the end of the
fiscal school year and is mailed in October to the member's mailing address on file with TRS.
Interest Credit
An active or vested account is credited with 5% interest on the mean account balance. The
account of an inactive member with less than five years of service continues to earn interest
credit for five of six consecutive years. Interest will continue to be earned for the sixth year if
eligible employment resumes.
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El Paso Community College
Member Account Information
If you have not yet registered for MyTRS, TRS encourages you to Register Now to do so and
see how easy it is to access your information. Even if you previously had a password for online
access, you will need to complete the MyTRS registration process to continue to access your
information online. Registration for MyTRS does not require you to enter your full social security
number.
Texas Optional Retirement Program (ORP)
The ORP is available as an alternative to TRS for full-time Faculty, librarians and Administrators
whose careers normally involve interstate mobility. "Full-time" for initial ORP eligibility purposes
is employment for 100% of the standard workload for a definite period of 4 2 months or a full
semester of more than four calendar months. The eligibility to participate in ORP is subject to
rules adopted by the Texas Higher Education Coordinating Board.
One-time Irrevocable Decision
Every ORP-eligible employee is enrolled in TRS unless and until ORP is selected. An eligible
ORP employee is given 90 days from the first day of eligible employment to enroll in ORP. A
TRS member who elects ORP may withdraw their TRS employee contributions; however, the
employer contributions remain with TRS. Withdrawn TRS contributions cannot be applied
toward ORP. Therefore, individuals who elect ORP will maximize all contributions and establish
vesting rights earlier if a decision is made on or before their first day of eligible employment.
Individuals who do not enroll in ORP before or during the 90-day eligibility period are never
eligible for ORP again.
Plan Design
The ORP is an individualized retirement plan authorized by the Texas ORP statute and
operates as a qualified plan under section 403(b) of the Internal Revenue Code (IRC). Each
participant selects investments through various companies offering a variety of investment
products, such as annuity contracts or mutual fund investments.
Since participants manage their own personal investment accounts, ORP entails more individual
risk and responsibility. Benefits are a direct result of the amounts contributed and the return on
investments. Upon termination from Texas public higher education, ORP participants who have
more than one year of participation retain control over all investments (employee and employer
contributions). In the case of participants with one year or less of participation, employer
contributions must be returned to the institution. Post termination distributions are determined by
individual contract provisions and Federal income tax law. Contracts may provide for lump sum
withdrawals, periodic withdrawals or annuity income for specified number of years or for life. All
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investment contracts include payments for administrative costs through varying fees, "loads"
and/or amount of interest paid.
ORP is called a "defined contribution plan" because the retirement benefit is based on the
actual amount contributed to the participant's account (and any return on investments). ORP
benefits are dependent upon the contribution rate and total salary earned while a participant.
ORP Vesting
In ORP, "vesting" refers to a participant's ownership rights to the employer portion of the
contributions. Upon termination of employment in Texas public higher education, vested ORP
participants can take both employee and employer contributions with them. If a participant
terminates prior to vesting, all employer contributions must be returned to the institution.
ORP participants vest after one year of participation. In other words, vesting occurs on the first
day of the second year of participation; participants must begin a second year of employment in
an ORP-eligible position before achieving a vested right to employer contributions. Once the
vesting period has been completed, no future vesting period can be required of that participant
by any ORP employer. An ORP participant retains credit for previous participation whether or
not the employee contributions were withdrawn following termination.
Contributions
For the period beginning September 1, 1995:


Employee: 6.65%
Employer: 6%; employees participating prior to the fall 1995 semester may be
grandfathered under different contribution levels.
The contribution rate is established each biennium by the legislature and may fluctuate over
time.
ORP retirees who later return to employment in Texas public institutions of higher education are
not eligible to have further ORP contributions made to their ORP account.
ORP uses the same IRS tax code section as the supplemental Tax Sheltered Annuity Program,
so ORP participants often cannot contribute as much to a TSA as TRS members.
Selection and Monitoring of ORP Companies and Products
ORP participants have many choices and maximum return depends on a number of
interdependent factors, including choice of investment vehicles, performance, settlement
alternatives at retirement, investment rates and cost and charges assessed.
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Since the institution has no fiduciary responsibility for the market value of the participant's
investments or for the financial stability of the investment companies chosen by the participants,
it is the participant's responsibility to monitor the companies and investments selected.
Crucial Decision
The decision to participate in TRS or ORP is extremely important because the law provides
almost no opportunity for changing back to TRS once enrolled in ORP. It is a one-time
irrevocable decision that can affect the rest of the individual's career in higher education and
should not be made hastily.
ORP is not suited to everyone who becomes eligible. Prospective participants should consider
all aspects carefully and obtain as much information as possible before making this important
decision.
NOTE: ORP participants who leave contributions on deposit with TRS will not be eligible to
receive TRS benefits, even if they had vested with TRS prior to electing ORP.
Optional Retirement Program Vendors
A list of ORP Vendors may be found on the Human Resources Department website at:
http://www.epcc.edu/HumanResources.
Tax Reform Act Affects 403(b) Tax Deferred Annuities (ORP & TSA)
Effective January 1, 1987 there is a 10% additional tax on "Early Distributions" of annuities.
In addition to the ordinary income tax on withdrawals from either the ORP or TSA, there is an
additional federal income tax equal to 10% of the withdrawal. The penalty tax does not apply to
distributions that are made:







after attainment of age 59 ½;
after the death of the participant;
after separation from service as part of a series of substantially equal periodic payments
for the life or life expectancy of the participant or the joint life expectancies of the
participant and the designated beneficiary;
to use the distribution to pay for deductible medical expenses that will exceed 7.5% of
his/her adjusted Gross Income;
on account of disability;
to an alternate payee due to a Qualified Domestic Relations Order (divorce settlement);
after separation from service after attainment of age 55.
Early Withdrawal Restrictions
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From January 1, 1989 on, funds can still be withdrawn at any time after age 59 ½. Before that
age access to the funds can occur only if the employee:



separates from service,
encounters "hardship,"* or
becomes disabled.
These distributions will also be subject to the 10% additional tax unless they qualify as one of
the exceptions cited.
*The term “hardship” awaits IRS clarification. For hardship withdrawals, only the contributions
made to a ORP can be used, not the earnings on them.
Delayed Tax Withdrawal
Benefits from a 403(b) annuity must begin no later than April 1 of the calendar year following the
year the employee reaches 70 ½. Distributions not begun will be subject to an additional tax
equal to 50% of the amount that should have been distributed.
Tax Sheltered Annuity (TSA) Program
Employees of the College may voluntarily elect to participate in the College's TSA Program as
authorized under section 403(b) of the IRC. A tax sheltered or deferred annuity allows an
employee to postpone receiving a portion of salary until retirement. The amount of salary
deferred, and any investment earnings on it, will not be considered income for federal tax
purposes until its value is paid or otherwise made available.
An employee may chose an investment carrier from the TSA vendor list (included at the end of
this chapter) to determine how much income is to be invested. That amount will be deducted via
a salary reduction. No federal income taxes are withheld from that money and the funds are
remitted to the chosen investment carrier. Any earnings on the money are not taxed until an
employee withdraws money from the account.
How Much Can an Employee Contribute?
The maximum contribution limit to a 403(b) TSA is set by the Internal Revenue Service and may
change from year to year. For current information, consult a carrier representative or a tax
advisor.
Investment Choices
An employee directs the investment of the money in his/her TSA account. There are two types
of investment vehicles authorized under section 403(b) of the IRC. One is a 403(b)(1) account
which is an insurance company. The other is a 403(b)(7) Mutual Fund Company. Each option
Employee Handbook - 54
El Paso Community College
has different investment objectives, produces a different rate of return and carries a different
amount of risk. The College is not responsible for any losses or gains due to investment
fluctuations. Each employee is responsible for monitoring the financial stability of each company
and product with whom investments are made.
TSA Vendors
Authorized agents who are able to provide more information on these investments may be
found on the Human Resources Department web-site at:
http://www.epcc.edu/HumanResources.
Changing or Stopping Contributions
The monthly contribution can be increased or decreased as desired by an employee. Also,
payments may now be begun or stopped at any time during the year. Changes must be made in
advance of the payroll cycle.
Receiving the Money
Because the tax breaks allowed under Section 403(b) of the IRC are designed to encourage
people to save for retirement, the IRS restricts withdrawals from these accounts before age 59
½. While an employee is still employed the only way to access an employee’s money before
age 59 ½ is through a plan loan (not available with all carriers or 403(b)7 accounts) or hardship
withdrawal.
Remember, whenever money is saved on a before-tax basis, taxes are deferred, not avoided
entirely. Taxes on TSA withdrawals are generally due the same year that the funds are
distributed from an employee’s account.
Tax Penalty on Early Distributions
Since tax breaks are designed to encourage people to save for retirement, the IRS charges a
10% early withdrawal penalty tax on money received before age 59 ½. The tax penalty is added
to any applicable surrender charges for market value adjustment.
If employment is terminated or if an employee elects early distribution of the tax deferred
savings, an employee should check with a professional tax advisor before making withdrawal
decisions. An employee can choose any form of distribution the vendor offers.
Unemployment Compensation Plan
The College is a reimbursing employer according to the provisions of the Texas Unemployment
Compensation Act at no cost to the employee. With certain exclusions, benefits are payable
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El Paso Community College
through the Texas Workforce Commission for services performed while in the employ of the
District.
All employees (except students) are covered. Benefits may include weekly payments for the
claimant who registers at the local State Unemployment Office when out of work through no
fault of his/her own, and is ready, willing and able to work. Academic breaks between semesters
are not considered as a separation from employment.
Separation/Termination of Employment
Employees leaving the College should ensure that all details related to the exit process are
completed well in advance of the last working day. Employees must clear through their own
departments, the Business Office and the Human Resources Department.
Separating employees have the option of continuing the group health/dental coverage for up to
18 months after termination of employment. Employees have 60 days from the date of
termination to apply for continuation coverage.
After the continuation period ends, a former employee has the option to convert to "non-group"
coverage. The former employee must apply for "non-group" coverage within 31 days after the
expiration of group coverage.
Conversion of an employee’s life insurance coverage is available without medical examination.
To convert the policy, an employee must complete the conversion application within 30 days
from the last day of employment.
A terminating employee with State supported schools in Texas is eligible to request a refund of
his/her retirement deposits by completing the Request for Refund (TRS 6). This form is to be
submitted at the end of the month with the payroll report that contains the employee’s last
deposit. The refund is normally mailed to the former employee within 60 to 90 days by the State
Comptroller's Office. The taxable portion of the withdrawal may be subject to a 10% penalty
under the early withdrawal rules of the Internal Revenue Code. With some exceptions, early
withdrawal is before age 59½ years of age. Employees are encouraged to consult a tax advisor
or the Internal Revenue Service for additional information.
Employees terminating employment in higher education in Texas may request that the College
release his/her ORP account. Vesting letters are available upon request from the Benefits
Office. ORP deposits have been tax sheltered and will be taxed the year in which the money is
withdrawn.
There are no conversion privileges associated with the disability policy. The ending date of an
employee’s group coverage is the employee’s last date of employment unless the employee is
currently receiving benefits, in which case benefits continue as per the coverage.
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El Paso Community College
Employees are strongly encouraged to maintain a current forwarding address on file in the
Human Resources Department. The forwarding address is very important so that the annual W
2 form may be properly mailed.
Workers' Compensation Insurance Coverage
Reference: Board Policy 3.32.07
From the Texas Department of Insurance, Workers’ Compensation Division:
“Workers’ Compensation is a state-regulated insurance system that pays medical bills and
replaces some lost wages for employees who are injured at work or who have work-related
diseases or illnesses.” “Except in cases of gross negligence, workers’ compensation insurance
limits an employer’s liability if an employee brings suit against the employer for damages.”
All EPCC employees are protected under the provisions of the Workers’ Compensation Law of
the State of Texas. On-the-job accidents and occupational disease incurred while in the course
and scope of employment are covered.
Employees involved in a work related incident or injury must notify their immediate supervisor
and the EPCC Police Department, immediately. Employees must complete the “EPCC
Employee Report of Incident/Injury or Occupational Illness” form and return it to the Workers’
Compensation Department (WC Department) of the Office of Risk Management and Safety
(ORMS). The supervisor will subsequently complete the “EPCC Supervisor’s Report of
Incident/Injury” form and forward it to the WC Department of ORMS.
The WC Department of ORMS will notify injured employees of their rights and responsibilities,
submit any forms required by the Texas Department of Insurance Workers’ Compensation
Division, maintain necessary recordkeeping and files, inform the injured employee of leave
options, contact the Benefits Office of Human Resources when FMLA may be required, and
maintain communication with the injured employee until they are released by their physician to
return to work.
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El Paso Community College
Chapter 4 - Wage and Salary Administration
Classification of Positions and Compensation
The College maintains a classification plan for positions which groups administrative,
professional support, classified staff, technology support, skilled trades and law enforcement
positions into separate salary schedules and specific salary grades. Positions of comparable
scope and magnitude of responsibility are grouped in the same grade. All positions are
assigned to the appropriate salary grade which provides equal pay for equal work by
employees. A job description is developed for each position. This description includes a general
statement of duties and responsibilities and describes the qualifications required for the position.
Each department head has a copy of the job descriptions for positions within the department.
Reference College Procedure 3.12.03.14 for additional information.
The College classification plan for faculty distinguishes among various types of faculty positions
(full-time instructor, librarian, counselor, adult vocational/special programs instructor and coach,
and part-time instructor). Appropriate salary schedules have been developed to take into
account educational level and experience. Initial salary is based upon placement guidelines for
education and prior related experience.
Pay Practices
Direct Deposit and Pay Advice Distribution
El Paso Community College is following a mandatory Direct Deposit program. All employees are
required to be on Direct Deposit. If an employee cannot sign up for Direct Deposit, the pay card
is available as an alternative. All Direct Deposit and pay card forms should be submitted to the
Payroll Office at the Administrative Service Center. The Direct Deposit must remain in effect
throughout employment with the District.
Pay advices are available on-line to review pay information.
Pay Dates
The pay date for an employee is determined by the employee’s primary employment status as
follows:
Employment Status
Pay Date
Full-time regular employees (salaried)
25th of the month or last business day prior
to the 25th
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El Paso Community College
Part-time Faculty (salaried)
25th of month or last business day prior to
the 25th (equal installments). Faculty will be
paid on the last day of the semester for Fall
and Spring semester rather than the 25th of
December and May.
Part-time Faculty (hourly)
25th day of the month or last business day
prior to the 25th
Part-time and/or temporary employees
(hourly)
15th day of the month or last business day
prior to the 15th
Pay Option for Faculty
Full-time Faculty may choose to have their academic year salary in nine (9) or twelve (12)
monthly installments.
Payroll Deductions
Upon receipt of a paycheck, each employee should verify the accuracy of the information
provided on the pay advice. Employees may notice that several deductions have been made
from their gross earnings. Mandatory deductions are for Federal Income Tax and applicable
retirement programs (for eligible employees). Other deductions are for services which the
employee may have opted to receive such as additional insurance coverage. The pay advice
will also show the College's contribution toward several insurance coverage's (for eligible
employees).
Employees eligible for paid leave will note that available vacation and sick leave is indicated (in
hours) on the pay advice. (NOTE: Because leave time during the pay period normally is not
reported in time for adjustment to the paycheck, hours of leave available as indicated on the
advice may not be consistent with the employee’s records.) The employee’s supervisor should
be able to assist if there are questions about the advice.

Federal Income Tax:
Federal withholding taxes are deducted depending on individual exemptions, allowances
claimed and salary bracket. Employees may also authorize additional withholding
amounts from each pay if desired (whole dollars only, percentages cannot be
accommodated).

Exemption from Income Tax Withholding:
An employee may claim to be exempt from income tax withholding because he/she had
Employee Handbook - 59
El Paso Community College
no income tax liability last year and expects none this year. The employee must file a
Form W-4 each year to claim exemption from withholding. Some non-resident alien
employees MAY be exempt from Federal Withholding Tax. Employees must secure the
specific article number of the tax treaty from their own Consulate and claim exemption.

Social Security (FICA):
FICA is used to finance two separate programs. One part is OASDI (regular social
security retirement benefits) and the other part is HI (Medicare). After March 31, 1986 all
employees of the College (except those who qualified for the continuing employment
exception and students) began coverage under the HI part of FICA. The College
remains exempt from the OASDI portion of FICA.
Salary Administration
Salary Schedules
Salary schedules are developed each year with the beginning of the new fiscal year and are
based upon the compensation program approved by the Board of Trustees and implemented by
the College Administration. Separate tables are developed for full-time and part-time Faculty,
Administrative, Professional Support and Classified Staff employees. Copies of the salary
schedules are provided on the web-site at: http://www.epcc.edu/Classification.
Overtime/Compensatory Time
In some cases, administrative operating necessities will require that an employee work more
than the regularly-scheduled 40 hours in a week. Administrators, professional support staff, and
faculty are exempt from consideration for overtime compensation. Classified staff will be
compensated either by compensatory time off or by overtime pay. (Refer to the "Compensatory
Time for Full-time Non-exempt Employees" Procedure 4.12.03.14).
Holiday Work
Employees who are eligible for holiday pay and who are required to work during an institutional
holiday will be granted equivalent time off on another day, or in unusual cases, where granting
time off is impractical, the employee will receive compensation in accordance with procedures.
Salary Placement Guidelines

Initial Salary Placement:
The starting salary for a new full-time employee is determined by the employee’s prior
education and experience. Each position grade has an entry range up to a maximum
entry salary level. The Human Resources Department, in coordination with the
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El Paso Community College
supervisor, determines the beginning rate of pay for new employees according to
standard placement guidelines for education and prior experience.

Part-time Employees:
Part-time employees are normally placed on the salary schedule at the minimum salary
of the grade for the position which they hold.

Salary Increases:
Pay raises may be authorized as part of the annual budget formulation process after an
evaluation of job performance and within budgetary guidelines from the College.

Overload Salary:
Full-time Faculty members may be assigned additional instructional or non-instructional
assignments over and above their required base workload. These additional
assignments are compensated at the appropriate rate based upon the part-time faculty
compensation guide. Payment for the additional assignments is normally made in the
faculty member’s regular paycheck.

Promotions, Transfers and Demotions:
For compensation purposes, a promotion occurs when an employee is selected to fill a
position in a new salary grade which has a higher midpoint than the employee’s present
grade. A transfer is a personnel action in which an employee remains in the same
workload and status and is appointed to a different position at the same or lower level in
classification and salary grade. Employees may apply for announced vacancies as a
means of transferring from one position to another. A demotion occurs when an
employee is transferred to another position where the midpoint of the salary grade is
lower than the midpoint of the employee’s present grade. Details on salary placement
due to promotion, transfer, or demotion may be found in the College Procedure
3.12.00.10.
Advancement for Educational Attainment
College employees are encouraged to pursue continuous professional growth during their
employment. Such growth activities may include the completion of college or university degrees.
As a means of recognizing academic achievement beyond the education required for the
employee’s current job, the District may grant a pay increase upon successful completion of
degrees (or additional graduate work for faculty) from accredited colleges or universities. Details
on the programs are contained in College Procedures 3.12.01.10 and 3.12.01.14.
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Chapter 5 - Employee Information
Access to Campus Facilities
Campus buildings are open during regular school hours Monday through Saturday and as
scheduled on Sunday. College facilities are handicap accessible.
To access buildings at other times, contact the Student Services Manager or EPCC Police
Department and show proper identification.
Prior arrangements must be made with the Student Services Manager at each campus to have
a particular area or service open at other than regularly-scheduled times.
Neither students, community groups nor individuals will be allowed in the buildings other than
during regular school hours unless supervised by a faculty or staff member. The College is
closed during institutional holidays. Activities scheduled during these holidays must be approved
by the appropriate campus dean and arrangements made with the EPCC Police Department for
access at least 48 hours in advance.
The front door of the Administrative Service Center is open during regular work hours Monday
through Friday. To gain access to the building from other doors, an Employee Access Card
(Proximity Card) must be inserted into the security door locks located next to each door.
Accounts Payable
Accounts Payable pays the bills for the College District and processes requests for payment for
items such as subscriptions, in-town travel, registration fees, in-town conference fees, books,
reimbursements and other payments to vendors.
A Check Request Form must be completed and submitted with an invoice, in-town
conference/workshop registration form, order form or receipt and returned to Accounts Payable
at the Administrative Central Service Center for processing. Check requests must be for $200 or
less.
Ten working days are required for the processing of check requests. Accounts Payable will mail
out the checks to the address indicated on the Check Request Form.
Accounts Payable is also the contact office for travel. Please see the section titled TRAVEL.
Appointment
Upon appointment, each new employee must sign personnel and payroll documents at the
Human Resources Department. This should be done on or before the first day of employment
but no later than the third day. As a minimum, the following documents are required to verify
employment eligibility and identity: picture I.D. (State driver's license or State issued I.D. card)
and social security card. For information on the documents which are an acceptable form of
eligibility or identification verification, contact the College’s Human Resources Department.
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Board Meetings
Board of Trustees meetings are held monthly in the Board Room located at the Administrative
Service Center.
Board meetings are open to the public. Public notices of these meetings are posted at the
County Clerk's Office, the Administrative Service Center and on the College website. Each
library within the District receives a copy of the Board agenda in advance of the meeting date.
Cafeteria
Cafeterias for use by College employees and students are located at the Valle Verde,
Transmountain, Mission del Paso, Northwest and Rio Grande campuses.
The College cafeterias also offer catering services which may be used for College functions
(see Special Events).
Campus Mail Services
College related mail is distributed to each campus, center and major location through the
Campus Mail Services. Inter-department delivery envelopes (available at the bookstore) should
be used for inter-campus mail, and logo envelopes with the proper department's account
number under the logo should be used for official items sent outside the College. For large
items or special mail (next-day service, bulk mailings) the District Distributional Services
Department should be contacted.
Cashier Services
Each campus and the Administrative Service Center has a cashier's office. The cashiers will
cash personal checks, process in-town travel forms, serve as delivery point for payroll checks,
accept payments for goods and services and assist in projects where money will be collected.
Concerns relating to the cashier's office should be referred to the associate comptroller-bursar
services. For more information, please see College Procedure 4.02.01.
Personal Check Cashing
Checks up to $25 may be cashed at any cashiers' office based on availability of funds. A valid
picture I.D., such as a driver's license, is required to cash checks.
In-town Travel Forms
In-town Travel Forms under $50 may be processed at the Campus Cashiers the first day of the
month for the previous month’s travel. The In-town Travel Form, signed by the proper direct
budget head and supervisor, and a valid I.D. are required in order to receive cash
reimbursement from the cashiers.
Payments
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Tuition, fees, parking decals and other charges may be paid by check, money order, debit card,
credit card (Visa, Discover, American Express or MasterCard) or cash at the cashiers. If a check
is returned, a returned check fee equivalent to the prevailing rate charged by the College's bank
is charged for each check returned unpaid to the College.
If a check is returned, Accounts Receivable will notify the employee. Employees have ten
calendar days to appear before the campus cashier to clear the check by cash or money order
only.
Also, non-payment will result in the withholding of college services to include the enrollment in
any credit or non-credit courses in subsequent registrations. The employee and his/her
dependents will be administratively withdrawn from any classes registered in for the current
semester without receiving any official documents from the College.
Items for Sale
College promotional items may be purchased from the cashiers.
Revenue-Generating Projects
All college personnel who are responsible for events with the potential for the collection of
money will coordinate this activity with the campus cashier manager a minimum of two weeks
prior to the anticipated start date.
Committees
Employee input is integral in the District's operations. The College regularly establishes
planning committees and taskforces for activities, projects, and as a part of the institutional
effectiveness focus of the College. Faculty, staff, and student representatives are regularly
assigned to committees.
Faculty is required to participate in governance and standing committees at the discretion of
their deans. Staff may be invited to participate in committees or may be appointed by their
supervisor.
Commencement
Commencement ceremonies are held twice a year at the end of the Fall and Spring semesters.
Faculty and administrators participate in the ceremonies and should consult with their
supervisor for commencement assignments.
Conference and Meeting Rooms
Conference and meeting rooms are usually available on each campus. The Student Services
Manager should be contacted to check for room availability and a Room Request Form
(available in the Student Services Manager’s office) should be completed and submitted to the
Student Services Manager 10 days prior to the scheduled meeting and 30 days prior to the
event if special arrangements are called for. The reservation will be logged onto a calendar and
any special arrangements will be made with the maintenance staff of that location. Priority in
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scheduling will be given to those activities involving faculty, staff and/or student organizations
recognized by the College.
To accommodate larger groups, instructional facilities may be requested; these will be
accommodated on a space-available basis only. Requests for use of an instructional facility
must be submitted 30 days prior to the desired date of the meeting.
Conference Center and Meeting Room Scheduling ASC
To reserve the boardroom, auditorium or foyer at the Administrative Service Center, College
employees and outside individuals should contact the Special Events coordinator of the
Marketing and Community Relations Department. Audiovisual equipment, parking control or
reservations, security, room set-ups, catering information, computers, etc., must be requested
through the coordinator. Normal conference room hours are from 8:00 a.m.-5:00 p.m., Monday
through Friday. Room usage outside of these days and times requires prior approval. However,
a waiver letter must be submitted for events after 5:00 p.m. and on Saturdays.
College events should be scheduled as far in advance as possible. Non-college functions may
be scheduled 60 days in advance. Non-college functions are assessed a usage fee. Room
request forms may be accessed on-line at the Marketing webpage and returned to the Special
Events coordinator. Fees, if they apply, will be determined at that time. Changes or
cancellations must be made 72 hours before the event.
Dental Clinic
The Dental Hygiene Clinic is open to the public for teeth cleaning and X-ray services. The clinic
is located at the Rio Grande Border Health Clinic. Please see the Rio Grande Border Health
Clinic section for other services available at this location.
Emergencies
In case of any emergency, call 831-2200, or “0” for the Campus Operator. Recommended
emergency procedures are listed in College Procedures 5.01.05.14, 5.01.01.10, 5.01.05.22,
5.01.05.26 and 5.01.05.30.
Employee Access Card (Proximity Card)
An Employee Access Card (Proximity Card) may be obtained at the Valle Verde EPCC Police
Department. College employees require written authorization from their vice president,
administrator, or supervisor for access into building(s), special room(s), and after normal
scheduled hours. Authorization will need to specify days and times the employee is authorized
to access the building or room(s). The employee will provide the information requested on the
Access ID Card Form. Once the form is filled out, the employee will be given the access card
and should take it to the Valle Verde Campus Life Office to have their picture taken. The
employee is required to return to the Police Department to activate the access card and have it
processed into the access system.
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Employment After Retirement
Employment after retirement can affect a TRS retiree's monthly annuity. A TRS retiree should
consult with the Teacher Retirement System prior to accepting employment in Texas public
education.
Reemployment by the College is limited after separation under one of the College’s voluntary
early retirement or separation plans. Employees should consult the plan document in effect for
the terms and conditions governing repayment of the incentive, if applicable.
EPCC Foundation
Mission
To raise funds for providing assistance to initiatives that support the college’s effort to achieve
excellence in education, faculty development, student leadership, innovative programs and to
provide scholarships to deserving students.
Vision
We envision a border community where all individuals pursue learning and improve their quality
of life through education.
Purpose
To enhance existing available resources in order to develop an educated community which
meets the need for a globally competitive El Paso/Juarez region.
Gifts
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Unrestricted Gifts
This contribution is made with the intent that it be used in the manner judged most
necessary by the professional staff and members of the Board. Having an unrestricted
source of funds enables the Foundation to be responsive to unanticipated needs as they
arise.
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Restricted Gifts
This contribution is made with the understanding that the funds may be used only for a
specific purpose, such as supporting a specific department within the college or student
working toward a particular type degree.
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Endowments
Gifts to an endowment assure that perpetual support will be provided to the students
and/or programs you wish to help. Endowments are available to which you may
contribute, or you can establish an endowment of your own design.
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Gifts in Kind
Sometimes a contributor wishes to give something of value (equipment, stock, property,
volunteers) other than money. Foundation staff members are available to discuss
questions about this type of gift.
Estate Planning
You may make the Foundation a beneficiary of your estate through a bequest in your will. You
may also purchase a specific policy with the Foundation as sole beneficiary. Other estate
planning options include:
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Wills
Annuities Charitable Remainder Unitrusts
Life Insurance
EPCC TV
EPCC-TV is a major part of the College District’s Information Technology Division, producing
instructional materials for instructors to use in direct classroom instruction. EPCC-TV designs
and produces video promotional and recruitment programs for College departments and events.
EPCC-TV is an active member of the Educational Cable Access Collaborative. Members of the
Collaborative include all local school districts in the El Paso area, Region XIX Education Service
Center, Fort Bliss, and Paragon Cable. Currently, the Collaborative broadcasts educational and
instructional programs on cable channel 14 twenty-four hours per day, seven days a week.
Forms
Necessary forms needed to be completed by employees may be found online at the College
website under District Forms or requested from each College department.
Information Technology Services Discounts
The Information Technology Department offers dial-up accounts to EPCC full-time employees
and full-time faculty who need to work from home or a remote location from any EPCC campus.
For more information, call Information Technology.
Instructional Service Centers (ISCs)
Instructional Service Centers (ISCs) are located at all campuses and centers. ISC services
support faculty and other related personnel. They provide services such as copying, typing and
binding. ISCs also house campus mailboxes and sell paper to College departments.
An ISC Work Request Form must be filled out to request services or an ISC Supply Form for
paper.
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Intramural/Recreational Sports
The Intramural Recreational Sports program provides a comprehensive quality program of
recreational activities designed to meet the diverse needs and interests of students, faculty and
staff members of the College.
Intramural activities are regularly offered by the Intramural Department. Each semester the
Department announces sports activities which are open to the public. All students registered at
the College as well as faculty, staff and non-students may participate in intramural activities, but
faculty, staff and non-students must pay a fee to participate in events. Any employee interested
in participating in an event may register with the Intramural Department located at the Valle
Verde Campus or Transmountain Campus gyms.
All intramural sports activities involving the use of the College facilities or equipment must be
scheduled through the Health and Physical Education (HPE) Activities and Facilities
Coordinator to prevent conflicts with instructional program activities.
For more information on events or facilities and equipment, contact the Valle Verde and
Transmountain Intramural Departments.
Job Line/Position Announcements
Job listings are disseminated via e-mail, the internet and through the "Job Line” (831-6078 and
TTD 831-6064). Applications for employment are accepted online through the Human
Resources Department (EPCCafe) on the College website.
Keys
Keys for College facilities or equipment are issued according to employee function when
approved by the appropriate department head/supervisor. Employees are responsible for the
keys issued to them.
Requests for keys must be submitted to the EPCC Police Department on a Key Request Form.
Keys will not be issued to students.
Keys are the property of the College and are not to be duplicated except through the College. If
work location changes, keys must be returned to the EPCC Police Department. Employees
leaving the College must turn in their keys prior to receiving their final checks.
Lost or stolen keys must be promptly reported to the EPCC Police Department at the work
location. A $10.00 fee must be paid to replace any lost or stolen key or for additional keys.
Requests for replacement keys are forwarded to the EPCC Police Department for approval.
Any employee requiring access to a building during other than normal hours must contact the
EPCC Police Department and show proper identification. Access to offices or other areas
should be referred to the EPCC Police Department.
Learning Resource Centers (LRC)
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All employees of the College are welcome to use any of the College Learning Resource Centers
located at each of the campuses. The staff identification card will enable employees to check
out books, videos and other materials from the library subject to library regulations. Please
contact the Learning Resource Centers for information about available services and hours of
operation.
Lost and Found
Contact the EPCC Police Department regarding lost or found articles. The EPCC Police
Department will complete a Lost Item Notice which indicates what was lost, its description, the
location where the article was lost and the date it was lost. This notice will facilitate the
identification of claimed items.
The EPCC Police Department will determine the disposition of lost and unclaimed articles as
directed by the Board of Trustees.
If any employee believes personal or College property has been stolen, the EPCC Police
Department should be contacted without delay to file a report.
For more information, see College Procedure 5.01.00.10.
Mailboxes
There is a College Mail Distribution Center at each ISC located at Northwest, Rio Grande,
Transmountain, Valle Verde and Mission del Paso campuses and at the Administrative Service
Center, Building B.
Faculty and staff may arrange for assignment of a mailbox/mail folder at the campus ISC of their
choice. Part-time faculty must request a mail folder at the beginning of each semester and
summer sessions.
Employees should notify the campus ISC if their location is changed so that mail may be
properly forwarded.
Maintenance
Routine maintenance problems should be reported to the Physical Plant for all campuses and
facilities.
Marketing and Community Relations
The Marketing and Community Relations Department is in charge of all non-paid publicity
including press releases, media coverage, employee recognition luncheons, EPCC
tournaments, and works closely with constituency groups to promote their activities and success
stories.
If you have a graduation for a special program, event, or success story, call the Marketing and
Community Relations Department to coordinate publicity and/or media coverage. Please
provide at least two weeks for lead time.
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Media Centers
Media Services Center (MSC) provides audio/visual equipment and services for the College
District. Overhead projectors, tape recorders, video recorders, VCR's, monitors, public address
systems and other electronic equipment can be checked out from the MSC centers located at
each campus.
The MSC centers will also transfer printed information onto transparencies, laminate printed
materials, and duplicate audio/video tapes.
For more information, contact the MSC center at the appropriate campus.
Message Center for Part-Time Faculty
The ISC at each campus provides a message center where students and staff can leave
messages for part-time faculty.
Office of Risk Management and Safety (ORMS)
The Office of Risk Management and Safety:
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Develops and manages the District’s Safety Program.
Develops and provides training for employees.
Investigates and documents safety incidents, complaints, and violations.
Identifies hazardous workplace conditions and recommends preventive action.
Manages the District’s Workers’ Compensation Program through the ORMS Workers’
Compensation Department.
Provides first aid supplies to the District.
Oversees and trains the Safety Corps membership.
Meets with and works closely with the District Safety Committee.
Works with the Preparedness, Response, and Recovery Team.
Organizational Charts
Organizational charts reflecting the administrative structure of the College are included in the
Human Resources Department section of the College website:
http://www.epcc.edu/HumanResources/Pages/OrganizationalChart.aspx
Parking
All employees and students must register their vehicles with the EPCC Police Department and
purchase a parking decal to use the College parking facilities. Failure to do so will result in
citations and fines.
Temporary permits are available from the EPCC Police Department for individuals who are on
campus for meetings or visiting the facilities.
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Reserved parking areas are provided at each campus for those persons designated as
handicapped under Section 504 of the Rehabilitation Act of 1973. City and/or State
Handicapped Parking Permits are required for these specially-marked parking spaces. Illegally
parked vehicles also may be cited by city police. Vehicles parked within the permit-required
parking area without appropriate permit will be cited and may be towed away.
Vehicles parked illegally in fire lanes, no-parking areas or restricted-use areas on campus or
improperly parked within the parking limits will be cited by the EPCC Police Department and
may be removed from campus at the owner's expense.
Police Department
The primary mission of the EPCC Police Department is to ensure the safety and welfare of
people and property located on the premises of the College. The following are provided through
the EPCC Police Department:
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Emergency care
Safety and security prevention orientation
Regulation of parking facilities
EPCC Police Department patrol
Lost and found
Departmental security surveys
Buildings and room keys
Security/Access I.D. cards
Crime Prevention/Crime Stoppers
Contact the EPCC Police Department located at each campus for assistance. The department's
emergency phone number is 831-2200 for all campuses.
Property Control
A Property Control Record Form is used to request the transfer of furniture and equipment. This
form should be forwarded to the Property Control Office at the Administrative Service Center for
processing.
Protecting Sensitive Student and Employee Information
EPCC Procedure 2.05.01.54, “Acceptable Use of Information Technology Resources” is the
primary resource for guiding faculty and staff in the use of computer systems. All computer
systems, networks, network connections, hardware and software are the property of EPCC.
Access to computer resources is solely for the furtherance of the educational, operational and
professional goals of the College. EPCC must comply with the Family Education Rights and
Privacy Act (FERPA), which is a Federal law that protects the privacy of student education
records and each faculty and staff member has a role in protecting the personal information of
students and employees.
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Publications
The Marketing and Community Relations Department is housed at the Administrative Service
Center and is structured to help plan and produce printing needs.
For general printing, departments must go through the Marketing Department for proofing,
quotes and sending artwork to printer as per College Procedure 2.04.02.10.
All internal and external printing must include the College logo, slogan and disclaimer. External
printing will be reviewed prior to forwarding to a printer by the Marketing Department to ensure
the proper inclusion of the College logo, slogan and disclaimer. The content of the literature and
the editing will be the responsibility of the requesting department. The Marketing Department
will use their own purchase order and charge the requesting department.
District-wide standard items such as business cards, College folders, forms, invitations,
certificates, special events sale tickets, business envelopes with logo and board agenda covers
will be ordered through the Marketing Department. The College photographer, located in the
Marketing and Community Relations Department, is available to take photographs for College
publications.
The Curriculum Development Office will oversee production of the College catalog and
schedules.
Publicity Posting Notices
External Publicity for Departmental/Program Events
The Marketing and Community Relations Department, located in the Administrative Service
Center, provides support in the areas of publicity, marketing promotions, College ceremonies,
speaking engagements, commercial advertising, public service announcements, radio-TV talk
shows and inquiries from the news media and general public.
The Marketing and Community Relations Department responsibilities include: initiate and
develop plans and programs to promote the goals and interests of the College; recommend
strategies for marketing special programs and activities of the college; create and implement
comprehensive promotional programs that are appropriate for all programs, and develop an
effective means of targeting market segments of the college.
To request publicity services, the information for the event must be submitted in writing to
Marketing and Community Relations at least two weeks prior to the event.
Other advertising, such as paid announcements for radio, television, newspapers, magazines,
billboards, web information, College displays and other similar coverage are coordinated
through Marketing and Community Relations.
Posting notices
All requests to post notices on campus bulletin boards must be sent to the Student Services
Managers at the campus where the materials are to be displayed. Unless specifically
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authorized, no materials are to be affixed to walls, windows or doors, either inside or outside
any buildings. All materials posted without prior approval will be removed.
For further information concerning posting of notices on bulletin boards, please see College
Procedure 2.04.01.22.
Renovation, Remodeling, Repairs
A Design-Work Request Form is used to request services for any activities that require
renovation or remodeling to an area or a room. It is also used to report needed repairs. The
form is submitted to the employee’s supervisor for approval and further processing. Approved
Design-Work Request Forms with all the necessary signatures should be submitted to the
Physical Plant-Facilities and Construction Services for final processing. The form should
describe the work needed by the faculty or staff member and give the budget account number
and the date the project should be completed. Design-Work Request Forms are available in the
Facilities and Engineering Office and online under the District Forms section.
Research and Accountability
The Office of the Vice President facilitates planning, institutional research and evaluation; is the
College's SACSCOC Accreditation Liaison, and reports institutional advances. This office is also
responsible for overseeing the following:
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Facilitation of the Strategic Plan update
Operational Planning
Unit Reviews
Surveys
Enrollment Forecasts
Improvement Planning
Grant Development
College Policies and Procedures
Development of the College Factbook
Faculty Evaluation reports
IPEDS Reports
State Reports
SACSCOC Liaison Office
College Accreditation and Compliance
Mission Statement
To assist the College in understanding Regional accreditation requirement and to provide the
College direction towards addressing the accreditation requirements.
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Work closely with SACSCOC regional office to ensure the College has the most current
information requirements, principles and practices.
Develop and implement strategies for the District to meet accreditation standards and
activities.
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Identify potential areas of compliance vulnerability and risk and provide general
guidance about minimizing or eliminating the risk.
Manage the collection and analysis of information and answer questions regarding the
accreditation process.
Ensure that the electronic institutional data collected by SACSCOC is accurate and
timely.
Manage ongoing regulatory compliance audits and research as requested.
Serve as a point of contact and assist the institutional SACS Liaison by providing
research, analysis and organizational support for accreditation, including the
comprehensive Compliance Report, organizing, coordinating, and monitoring
implementation of accreditation planning agendas and recommendations articulating
accreditation activities with the district, as necessary.
Provide regular progress reports to the President, Vice Presidents and other operational
administrators.
Institutional and Community Planning
The Institutional and Community Planning Office serves as the central coordinating point for
College-wide planning activities. This office works throughout the College in long-range and
short term planning efforts to include:
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EPCC’s Strategic Plan
Performing an annual analysis of the College’s strengths, weaknesses, opportunities,
and threats (SWOT) and environmental scans
Reviewing district-wide goals and objectives to address goals
Facilitating and reporting successes of Area Plans developed by budget heads and their
staffs
Coordinating community-based planning activities that link community organizations with
EPCC’s programs and services
Forming partnerships to support services for EPCC students
Maintaining a positive College presence in planning efforts beneficial to EPCC students
and the community at-large
Facilitating district-wide planning initiatives as needed, e.g. conducting Focus Groups
Institutional and Community Planning also facilitates and monitors the implementation of shortterm planning activities such as:
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Improvement plans for specialized short-term College needs
Operational planning efforts by College budget heads
Training in planning and goal-setting
Institutional Effectiveness
The mission of the Office of Institutional Effectiveness (IE) is to create, develop and manage an
ongoing, integrated, and institution-wide research-based, systematic review of the effectiveness
of programs and services to ensure that these activities reflect College policies and procedures,
and to guide and facilitate strategic planning. This office is also responsible for the following:
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Developing and managing of the Program Review assessment of instructional programs
Facilitating College planning by providing analysis of performance data
The creation, development and management of Research and Accountability Access
databases
Creating and maintaining the IE archives
Coordinating the activities of the IE Committee
Managing the creation and revision of the College Policies and Procedures, which the IE
Office places on the College’s web site
Institutional Research
The Office of Institutional Research provides accurate and timely information to state and
federal agencies, information dissemination services to residents of our service area and the
College community. This office is also responsible for the following:
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Complete IPEDS Reports
Create/update the College Factbook
Create the Legislative Budget Board Report
Insure the integrity of the data on the THECB Annual Data Profile
Produce Enrollment Trends and Projections Report
Provide data and analysis for EPCC program review
Prepare and administer surveys for the EPCC community
Administer the evaluation of classes by students
Monitors and ensures the accuracy of State Reports before submission
Rio Grande Border Health Clinic
The Rio Grande Border Health Clinic serves as both a community resource and a student
clinical learning site.
Services include physical therapy, diagnostic medical sonography, and dental services. Nursing
services include immunization, vital signs monitoring, blood sugar screening, breast exam
awareness, sports physicals, regular physical exams, acute and chronic illness, and general
health promotion. Laboratory services are offered for pregnancy testing, pathogens, and chronic
disease identifications, anemia screening, cholesterol and triglycerides screening, and
educational classes in heart diseases, obesity, etc.
EPCC students, faculty and staff are recipients of these services; as well as the elderly,
children, trauma patients, neighborhood residents, and patients with referrals.
Safety
All College departments and disciplines will follow Safety Program procedures as outlined in
College Procedure 5.01.05.34.
The Office of Risk Management and Safety (ORMS) investigates and documents safety
complaints, incidents, or violations and, if justified, makes recommendations to correct any
hazards discovered.
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ORMS is responsible for the first-aid supply distribution district-wide. Online first-aid supply
request forms are available on the College website. Item amounts will be adjusted to
accommodate the requesting department’s actual needs.
Hazardous chemical and medical waste disposal is managed by the Physical Plant Department.
Incidents involving chemical, biological, medical, or other hazardous materials should be
reported to the EPCC Police Department and ORMS.
Sales of Goods and Materials on Campus
Authorization is necessary for the sale of goods or materials on campus. The sponsor of the
group must fill out an Application for Fund Raising Approval Form and submit it to the
appropriate senior cabinet officer for review and approval.
The form is then submitted by the Vice President to the Comptroller at least 15 working days
before the sale, including printing request, purchase requisition and a list of complimentary
ticket or article recipients.
If neither tickets nor consignment sales are involved, the group may begin the sale when
notified by the cabinet officer. The form will be sent to the Comptroller.
All deposits of proceeds from sales will be made through one of the district cashiers. A copy of
the deposit slip will be given to the sponsor of the activity. All unsold tickets or articles will be
returned to the vendor.
The sponsor of the sale will also submit a Fund-raising Report within fifteen working days after
the end of the sponsored activity. A copy of the deposit slip must be attached to the report.
For more information and specific requirements see College Procedure 4.08.00.14.
Special Events
Event Calendars and Scheduling
The Special Events Coordinator is a unit of the Marketing and Community Relations Department
located at the Administrative Service Center. This position is responsible for maintaining and
updating information for public dissemination by means of the College District’s Internal and
External Master Calendars seen on the College website. The Master Calendar for the College
District reflects all activities, events, special occasions, special and distinguished visitors to the
District, official College sponsored activities, auditing and accrediting visits, specialized training
functions, media events and any other activities relating to the District as a whole. Information
for both of these calendars may be provided to the Special Events Coordinator by telephone,
email, campus mail, fax or mail.
Contact the Special Events Coordinator to make arrangements for special College events to
include forms, room reservations, seating arrangements and placement, media needs, catering
and set-up, scheduling speakers and any other event needs. Assistance can be provided in the
coordination of activities for community events. Information regarding discounts available from
local businesses is also available.
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Scheduling the President and/or Board of Trustees for Special Events
The President’s Office should be contacted as soon as possible if an employee would like the
President and/or Board of Trustee member(s) to attend or speak at a function. The President’s
Office should also be contacted when dignitaries (e.g., city council members, the Mayor, or
UTEP president) will be present.
Supplies
Desktop supplies are available through the bookstore on all campuses. Departments can
requisition items on a store’s Requisition Form. This form is signed by the budget head of the
department and sent or carried directly to the bookstore. Supplies may also be ordered through
an approved local vendor. Check with your supervisor for the current supplies vendor.
The bookstores are operated as a service to the College by Barnes & Noble Bookstores, Inc. All
business matters relating to bookstore operation are the responsibility of the manager of Barnes
& Noble Bookstores, Inc. who coordinates all campus bookstores.
For furniture, equipment and special order items, the employee will have to submit a Purchase
Requisition Form to the Purchasing Department. For more information, contact the Purchasing
Department.
Surveys
Individuals or groups wishing to administer a survey to faculty, staff or students must have the
survey approved by the Information Coordinating Council before administering. Please call the
Institutional Research Department for information on the process for submitting requests for
approval.
Technology Resource Center (TRC)
The Technology Resource Center provides services and resources to help faculty and staff
become more effective and creative. Individual instruction and assistance is available. The
Technology Resource Center has three locations to serve you; Valle Verde, Transmountain,
and Rio Grande. The Valle Verde and Rio Grande TRCs are open daily from 8:00 a.m. to 5:00
p.m. and Transmountain is open Monday thru Thursday from 10:00 a.m. to 2:00 p.m. and Friday
from 11:00 a.m. to 2:00 p.m.
All TRCs are equipped with computer workstations, printers, scanners and FAX machines.
Phones are provided for out-going calls only. The TRC is a faculty work area and not intended
for faculty/student interaction; students are not allowed in the TRC.
TRC staff is available to provide assistance. Technology workshops are offered to the district on
a wide variety of topics. Arrangements can be made for workshops to be conducted at any
location.
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Travel
In-town Travel
In-town Travel Forms are available from the Accounts Payable Office. The form is a log of the
miles traveled in the course of business. Distances to and from campuses are listed on the back
of the form. Employees are reimbursed $0.505 per mile and for parking fees. A receipt must be
attached to be reimbursed for fees. If total miles are less than $50, a completed In-town Travel
Form may be taken, signed by the appropriate supervisor, to the campus cashier along with a
valid I.D., and they will process the form.
If the In-town Travel Form amount is over $50, it must be submitted to Accounts Payable at the
Administrative Service Center. They will process the form and reimbursement will be made to
the employee’s checking account of record. Reimbursements for in-town travel should be
submitted the 1st day of the month for the previous month’s travel.
Out-of-town Travel
If an employee is scheduling a trip out of the city, he/she needs to make arrangements with
his/her departmental travel representative. They will help schedule flights. Arrangements must
be made with hotels. An employee must register for conferences and request a per diem on the
Travel Request Form which is available from the travel representative. The Travel Request must
be submitted, approved and signed by the supervisor, department head and vice president. This
form must be received by Accounts Payable fifteen days prior to the day of travel. Per diem is
currently $30 per day; $15 per half-day. THE EMPLOYEE MUST KEEP ALL TRAVEL
RECEIPTS.
A Travel Expenditure Report Form must be submitted with receipts to Accounts Payable within
six working days of return. Travel Expenditure Report Forms are available from Accounts
Payable. See College Procedure 4.10.05.14 for more information.
Update of Personal Information
It is very important for each employee to update his/her personal information. A change in
marital status or the birth of a child will often affect one's income tax. Correct addresses and
phone numbers are needed on file for all employees. The address on the paycheck is the
address of record. Employees may update their address and emergency contact information online with Banner (www.epcc.edu/banner). Benefit changes are made at ERS OnLine at
www.ers.state.tx.us.
Use of College Facilities by the Community
Requests for use of College facilities by community groups or organizations will be filled on a
space-available basis and charged a contract fee after instructional, student activities and
College-sponsored events have been accommodated. Generally, use is restricted to nonprofit
organizations in support of an activity that is free to the public, non-political and not solely or
directly for fund raising purposes.
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Requests should be submitted 60 days prior to the day the facility is needed as special
arrangements preparation or maintenance follow-up is needed.
The facility must be left in the same condition as found. All costs associated with facility usage
will be borne by the user (security services, breakage, damage, clean-up expenses).
For more information, please see College Procedures 5.08.01.10 and 5.08.01.14.
Website
The College has an external website. This site has information that is pertinent only to the
College. Examples of information contained here include the College Telephone Directory,
various tutorials and a list of Frequently Asked Questions (FAQ). The website, www.epcc.edu,
can be accessed by any web browser that is on a computer connected to the College network.
The College has a Really Simple Syndication (RSS) service available to all College staff and
faculty. RSS feeds are used to syndicate highlighted content such as news or events. To
consume or browse an RSS feed in a readable format, users will need software called Feed
Readers or Aggregators. There are many web-based readers that are available on the Internet
(Google, Yahoo, etc.). Users can also download and install free stand-alone RSS readers that
constantly search for news updates and display them on your computer.
Contact the Publications Office for a Request for Services Form and for more information on
submitting items for the College’s web page.
Work Related Injuries
The EPCC Police Department should be called concerning any work related injury. There is a
Police Department Office at each campus to assist with minor medical attention. If an injury
requires more than minor medical attention, the EPCC Police Department will notify emergency
response units and direct them to the injured person.
All College employees are covered by the Workers’ Compensation Program for on-the-job
injuries.
Any incident, accident, or injury which occurs on College property, either to persons or property,
must be immediately reported to the EPCC Police Department. This report is necessary
regardless of whether the individual involved is an employee, student, or visitor.
Instructors are responsible for the safety of their students and classrooms. If a student is
involved in an incident or accident while the student is under the authority of an instructor, the
instructor is responsible for immediately contacting the EPCC Police Department to report the
incident/injury.
EPCC Police Department will notify the Office of Risk Management and Safety (ORMS) of
incidents, accidents, and injuries as soon as possible when they are reported. Information
needed to comply with state agency requirements will be provided by the EPCC police officer.
Employees involved in a work related incident or injury must immediately notify their immediate
supervisor and the EPCC Police Department. Employees must complete the “EPCC Employee
Report of Incident/Injury or Occupational Illness” form and return it to the Workers’
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Compensation Department (WC Department) of ORMS. The supervisor will subsequently
complete the “EPCC Supervisor’s Report of Incident/Injury” form and forward it to the WC
Department of ORMS.
The WC Department of ORMS will inform injured employees of their rights and responsibilities,
submit any forms required by the Texas Department of Insurance Workers’ Compensation
Division, maintain necessary recordkeeping and files, and assist the employee in their return to
work.
For more information, see College Procedure 3.32.07.10.
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Chapter 6 - General College Information
Admissions and Registration
This department is responsible for all aspects of admissions to the College and registration into
classes. EPCC has an open-door admissions policy which means that it is non-competitive. All
levels of students, from high school and GED graduates to doctors, may be admitted and
enrolled at EPCC. Even adult students who have not completed high school may be enrolled in
college-level courses and programs at EPCC. Once admitted, students are placed into levels of
courses based upon individual assessment of previous course work and/or test scores.
Admissions and Registration Offices are located on each campus but many services are
available online. Specific information concerning admissions to the College, international
students, admissions to health career programs, how to register for classes and request
transcripts is available on the EPCC website.
Career Services
Career Services assists students and alumni with all aspects of career planning including
choosing a major/career, exploring career-related interests, developing effective job search
strategies (for internships or permanent employment), transitioning and applying to graduate
schools, or changing careers. Our primary mission is to help students integrate their academic
and career interests, as well as develop lifelong career management.
Career Services Department promotes awareness of career options, world of work, and
promotes lifelong career management. Career Services values and serves the needs of a
diverse community seeking career-related information and experience, and we are committed to
providing exceptional service in a welcoming, respectful environment.
Career Services assists students in the areas of career self-assessment, career exploration, job
search/placement techniques, transfer services and the cooperative education program.
Comprehensive career resources are provided for students to effectively:
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Explore and plan career and educational goals;
Learn the skills necessary to become successful when seeking employment
opportunities;
Develop the confidence to pursue career aspirations;
Explore and choose academic majors and career options;
Obtain career-related experience; and
Realize their educational goals ensuring a successful transfer to continue their higher
education.
Career Services Department collaborates with employers through interactive and educational
partnerships, exposing them to high quality student-candidates from the various academic
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fields. In addition, Career Services collaborates with faculty members to tap into resources,
provide classroom presentations, special projects, and/or schedule industry guest speakers.
Career Services can assist in the following areas:
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Career exploration and planning
Internship and scholarship information
On-campus academic and career recruiting
Job search/placement techniques
Career Services workshops/presentations
Transfer services-research and provide resources for students seeking to continue their
studies at a four-year college/university.
Cooperative Education program.
Career Services provides assistance district-wide. For more information visit
www.epcc.edu/careerservices.
Center for Students with Disabilities
The Center for Students with Disabilities provides counseling, academic support services
(tutoring, note taking, etc.), and the opportunity to use adaptive equipment to disabled students
at all campuses.
The Center Staff is available to consult with faculty concerning special accommodations for
students with disabilities and will give disability-related class presentations.
College Catalog
College catalogs credit and continuing education courses are available for review on the
College website at www.epcc.edu/Catalog.
Counseling Services
Professional counselors are available at each campus to provide the following services.
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Advising: Academic advising is offered to enable students to make effective academic
decisions and degree plan course selection that lead to the attainment of educational
goals.
Counseling: Counseling services are provided to students of the College district to
assist them in exploring personal goal setting, resolving institutional conflicts, adjusting
to college life and in making positive life decisions to attain personal, career and
educational goals.
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Personal Counseling Referral: Personal counseling referral is available for students
who are in need of support in clarifying personal issues that impact on college
attendance, performance and success.
Recruitment and Outreach: The Counseling Program at EPCC provides support
services to the Office of Recruitment and Outreach in the areas of campus tours and
visits and off-campus recruiting activities.
Career Counseling: Each campus Career/Transfer Center reports to the respective
campus Counseling Center and strives to provide a wide range of services in career
assessment, access to and use of career exploration resources, college transfer
information and educational planning.
District Workshops and Presentations: Counselors provide an on-going semester
series of topical student workshops and a wide variety of classroom presentations
available to all faculty.
Special Grant and Program Support: The District Counseling Center maintains an
integral role in the support of grant and other special programs by providing personnel
support, consultation and student counseling. Some of these programs are: NAFTA
Program, GEAR-UP Program, Center for Students with Disabilities, Health Occupations
Division, English as a Second Language Program, Fort Bliss Students and Instructional
programs, International Students, Center for Corporate and Workforce Training
programs, community agency liaisons, and Project ARRIBA.
For information contact the Counseling Office at each campus.
Credit for Learning by Experience Option (CLEO)
The Credit for Learning by Experience Option (CLEO) was developed primarily for working
adults. CLEO is designed to recognize the academic value of learning gained from experience
outside college classrooms. This experiential learning may result from work experience,
employment training and non-credit seminars, volunteer work, military service or intensive selfdirected study.
Students register for GENS 3101, the Experiential Learning Portfolio, in which they produce a
written document of their learning which may be submitted to faculty for evaluation. Credit
awarded must have a direct relationship to courses and programs offered at the College.
In addition to portfolio development, CLEO offers information on other methods for gaining
credit for college-level learning, including faculty challenge exams, national exams, such as
CLEP or DANTES, and credit by certification programs.
Developmental Education
In keeping with the state mandated Texas Success Initiative, entering students must take a
placement test in English, Mathematics, and Reading. Students who have not yet successfully
completed college-level course work or who do not place into college-level course work per the
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placement test will be placed into the appropriate level of developmental education. Entry into
the sequence depends upon individual academic history and/or placement test scores. Students
complete the developmental education sequence either by successfully completing the exit level
course or by re-testing into college-level course work. Developmental education courses do not
yield degree plan credit. Students are strongly encouraged to participate in placement test
preparation offered through the PREP Program prior to taking the placement test.
Diversity Programs
The Diversity Programs Department provides district-wide services including, but not limited to
the following.
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The development and promotion of cultural sensitivity workshops, seminars and cultural
awareness events.
Defines and promotes diversity within the College and within the community through
conferences, webinars, workshops, and technological methods to share, discuss, and
learn about various diversity issues.
Oversees the Diversity Council where recommendations and activities are provided from
College and community members.
Partners with Institutional Research to measure College diversity.
Recognize and promote efforts for full-time College female employees.
Division Offices
Each campus houses the offices of the instructional and campus Deans. These instructional
administrative offices assist students with program and course information, registration issues,
such as add/drop and overrides, and faculty/program complaints and suggestions. The Dean
and their respective programs are listed in the organizational charts.
The Deans are responsible for the supervision of full-time and part-time faculty. These offices
also establish the teaching schedules and provide support services for Faculty.
Non-credit course and program information is available from the Continuing Education
Directors. CE Directors responsible for each program are listed in the CE Schedule of Classes.
Drug Prevention Program - Project Impact
The College drug prevention program, Project IMPACT, seeks to encourage and promote
healthy drug-free lifestyles in the campus and community. It provides materials relating to drug
prevention awareness. Materials include videos, books, tapes, pamphlets and handouts.
Dual Credit/Early College High School Program
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The Dual Credit program provides an opportunity for qualified junior and senior high school
students to enroll in college-level courses. Students can earn early college credit and high
school credit at the same time by taking EPCC classes at their high school campus. For
additional information visit www.epcc.edu/dualcredit.
The Early College High School Initiative is designed to allow students to simultaneously earn a
high school diploma and an Associate Degree in four years. The key to the success of this
initiative is a strong partnership between the school districts and higher education institutions. El
Paso Community College has partnered with local school districts to provide early college high
schools.
Financial Aid (Student Financial Services)
Although the primary responsibility for financing an education rests with the student and his/her
immediate family, it is recognized that many students require additional assistance in order to
finance their educational goals. Therefore, the College through the Financial Aid Office, offers
financial assistance which may be based on merit, documented financial need, or military
veteran status to those students who would otherwise not be able to attend EPCC.
Merit Based Aid: Scholarships which can be institutional or outside;
Need Based Aid: Grants, work study, subsidized student loans;
Veteran Benefits: The Financial Aid Office serves as the liaison between the student and
Veterans’ Administration to assist veteran students in applying for and maintaining eligibility for
VA benefits.
Awards from financial aid programs funded by the Federal and State governments are
administered according to the laws and guidelines governing those programs. Financial Aid
Offices are located at all five campuses with staff available to assist with applications and
answer questions.
Honors Program
The Honors Program provides EPCC students opportunities for increased academic challenge.
Students who wish to enroll in the Program must graduate in the top 15% of their high school
class, maintain a 3.2 grade point average in college work or achieve superior SAT or ACT
scores. All applicants must submit two faculty letters of recommendation on the student's
academic/scholastic ability along with the Honors Program Application Form.
Students can coordinate with their faculty and the Honors Program for honors credit in their
courses.
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Information Security Program
Information security refers to processes and methods established to protect all forms of
confidential, private and sensitive information from unauthorized access, use, misuse,
disclosure, disposition or modification. The Information Security Program promotes awareness
of threats and vulnerabilities and provides advice on best practices which help prevent the
compromise or unauthorized disclosure or exposure of sensitive, personally identifiable
information. The “InfoSec” Program offers risk management surveys and assistance in the
development of disaster recovery and continuity of operations plans. Staff also provides reviews
of business processes for vulnerabilities and, in conjunction with the supported department or
program, design options to improve the collection, use, storage and disposition of sensitive
information in print or digital form.
Instructional Program Information
For questions about academic programs, program requirements, courses or degree plans for
programs, consult the College Catalog.
For questions about College services or centers, contact the department directly.
Intercollegiate Athletic Program
The Intercollegiate Athletic Program features a men's baseball and a women's softball team. All
in-town games are held at the Valle Verde campus and game schedules are posted in late fall
or early spring.
For information about the program, tryout schedules and game schedules, contact the Athletic
Director.
International Student Services Office
Students from over 30 countries study at the College. This department meets the needs of
these students by providing specialized counseling, orientation, housing searches, advising,
referral and transfer services. Students served by this office include those on student visas,
exchange visitor visas, refugee visas, recent permanent resident alien visas and local passport
holders.
Language Institute
The EPCC Language Institute offers an Intensive English Program, a Conversation ESL
Program and a Foreign Languages Program; all of them exclusively designed to provide
students with high-quality instruction in a dynamic and supportive environment. These classes
are offered through Continuing Education (non-credit).
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The Intensive English Program is designed to help students learn English to enter an
academic degree in a U.S. university or to advance in the workplace. There are 3
schedules available.
The Conversation ESL Program is designed to help students advance their oral skills,
improve pronunciation and increase the use of idiomatic expressions. The emphasis is
on communication and formal presentations.
Foreign Languages Program has entry-level conversation classes in Spanish, French,
German, and Chinese.
The program is located at the Valle Verde Campus, in the Americana Village. For more details
visit www.epcc.edu/alp.
Libraries
The EPCC libraries provide research materials and instruction for the College’s academic
programs. Librarians are available to assist students with their research assignments and other
reference questions. Libraries are located at the five campuses.
Services include:
1. Research instruction classes
2. Online public catalog
 Books
 Audio, video cassettes, CDs, and DVDs
 Electronic books
3. Periodicals
 Magazines
 Journals
 Newspapers
4. Online article databases
 Magazines
 Journals
5. Internet
 Access
 Internet-searching instruction
6. Equipment
 Copiers
 Typewriters
 Microform readers-printers
 Audio and video players
7. Interlibrary loan
8. Other campus based services
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The librarians and staff are ready to assist students with their inquiries, assignments, and
needs.
Literacy Programs
Literacy programs serve underemployed and incumbent workers and families who have low
literacy skills in either English or Spanish. In partnerships with school districts, business and
industry, and national advocacy groups, literacy programs provide opportunities to improve
basic literacy skills, English, native language development, and workplace skills with customized
educational opportunities through federal, state, and corporate funded programs targeting
general family and workplace literacy.
New Student Orientation
New Student Orientation is a counseling service offered prior to and during registration. The
orientations acquaint new students with the College by providing information about the use of
the College Catalog, Class Schedule, course selection, development of a schedule and the
registration process. For more information, call any campus Counseling Center.
Recruitment and School Relations
The Office of Recruitment and School Relations offers presentations (to facilitate the enrollment
process) that cover admissions, testing, financial aid, New Student Orientation, and registration.
In order to promote EPCC programs, the Office provides campus tours, Career and College
Fairs, information booths, table set-ups and special Saturday programs.
This is offered to elementary, middle, and high school students, Distance Learning students,
businesses, local and governmental organizations, agencies and non-traditional students to
include military and prison/probation populations. In addition, the Office coordinates and
oversees the Partners in Education liaisons, and various Dual Credit programs situated at area
high schools within the region’s independent school districts to include Dual Credit Distance
Learning classes in Dell City and Fort Hancock.
Registration
The Admissions and Registration Department is responsible for all facets of student registration
activities to include registration of credit and non-credit classes, maintenance of instructor and
student records, development of credit and non-credit schedules and catalog, assignment of
classrooms district-wide, and the submission of state reports and graduation certification.
Schedule of Classes
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You can view the online schedule/catalog for credit and continuing education courses at
https://ssb.epcc.edu/pls/shasta_epcc/bwckschd.p_disp_dyn_sched to get the most up-to-date
information about class schedules, course catalogs, enrollment and more.
Special Programs
Retention Action Program (RAP)
The Retention Action Program (RAP) provides students enrolled in Career and Technology
Education certificate or associate degree programs with services which support satisfactory
completion of the elected course of study. RAP serves the Career and Technology Education
student who is disadvantaged academically and/or economically.
RAP has five basic functions: Tutoring (one-on-one or group sessions) in the content area,
identifying and encouraging the Learning to Learn Method of inquiry; providing computerassisted instruction (hands on) and cooperative learning, and workshops to promote and
support student academic achievement.
Student Support Services Program (SSSP)
The Student Support Services Program (SSSP) is a federally funded program designed to
provide academic and personal support services that will help first generation, low income
and/or individuals with disabilities to remain in College, make progress toward academic
objectives, graduate with an associate’s degree and transfer to a four-year institution to attain
their bachelor’s degree
TraveLearn
TraveLearn is designed for the adult learner as an extension of higher education’s growing
commitment to the concept of life-long learning and as an opportunity to expand global
perspectives. It specializes in travel/study programming for those who participate in on-site
lectures, seminars and field experiences conducted by local resources specialists. Adult
learners have contact with local people and the opportunity to visit sites and facilities often not
available to the average tourists. TraveLearn programs are supervised by College faculty from a
nation-wide pool who are specialists in the fields of study which relate to the country being
visited.
Student Activities
Student activities are held at all five campuses and are intended to enrich extracurricular time
and provide an opportunity for informal interaction while helping students develop cultural,
athletic and community service awareness and involvement.
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The cultural enrichment component of student activities organizes activities such as art exhibits,
speakers series, film series and forums for drama interpretation, poetry and prose readings and
music and dance performances.
Student Activities also provides students the opportunity to be involved in services and social
activities by joining student organizations and clubs.
NOTE: Faculty are encouraged to serve as faculty advisors to the various student clubs.
Student Government Association
The Student Government Association (SGA) is the official representative body of EPCC
students. It represents students in areas pertaining to student welfare, student activities and
student participation in College affairs. By enrolling and paying the student activity fee, each
student becomes a member.
SGA is governed by student officers including the executive officers and the student senate.
These officers are elected annually. This is the advisory body to the College administration in all
functions directly affecting students. The Faculty Coordinator of Student Leadership serves as
advisor to the SGA and is a resource person to groups and individuals engaged in or interested
in initiating student activities or clubs.
Student Grievance Procedures
Students should discuss academic concerns with their individual instructor or with the
appropriate coordinator, director or division chair. Student petitions for course substitutions,
grade appeals or academic recognition should be handled by the appropriate division chair or
director.
Non-academic grievances are handled through a resolution process as described in College
Procedure 7.04.04.26. Under the process, students who disagree with non-academic decisions
may seek resolution of the action by contacting the supervisor of the department that initiated
the action. If dissatisfied with the decision, students may appeal, in writing, to the administrator
(dean/director) in charge of the division/department that initiated the action being appealed.
Student Identification Cards
Students who pay a student activity fee will be issued a Student I.D. card during their first
semester which will be validated at each subsequent registration upon presentation of a tuition
receipt. Should it be necessary to replace the I.D. card, the student will be charged a fee for
each replacement card. Students must request the replacement card at the Student Activities
Office. A current tuition receipt is required. Student I.D. cards are issued at all campuses.
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Students who enroll for non-credit courses through Continuing Education may pay a student
activity fee to receive a Student I.D. card.
Student Newspaper
The College publishes a student newspaper, Tejano Tribune. Students interested in working on
the newspaper staff, as well as faculty wishing to contribute articles, should contact the editor of
the Tejano Tribune.
Testing Services
Placement and Ability to Benefit Testing
Basic Skills assessments in reading, writing, and math are required for new students enrolling in
regular credit courses at the College. New English as a Second Language (ESL) credit students
are required to take an English language placement test. The results of the assessments help
the student and advisor select the most appropriate course for the student to begin college
studies. Placement Testing also conducts “Ability to Benefit” tests in the certified ATB Testing
Center located at the ASC, B building to determine eligibility for financial aid.
General Educational Development Testing
El Paso Community College GED Testing Center is the only official GED testing site in El Paso.
The GED tests are offered in English and Spanish to Texas residents 18 years old or older; 16
and 17 year olds may test if they meet additional requirements. GED test sessions are
administered on an ongoing basis at the ASC, B building.
Instructor Testing/TV Course Testing
The Instructor Testing component supports faculty and students by administering make-ups and
retests for all credit courses offered at the College and Internet courses. This area also
administers institutional Proficiency Tests and Spanish placement testing.
State and National Standardized Testing
The College is an official test site for a variety of state and national certification tests. All
national and state tests administered by EPCC Testing Services are administered under the
strictest test security and procedures specified by the testing agency. The current schedule may
be viewed on the Testing Services website under State/National Testing link.
Specialized/Credentialing Testing
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As a service to the community and in support of some degree programs at the College, Testing
Services administers certification examinations for over 300 different programs/testing agencies.
The Pearson Vue and Microsoft certification tests are administered at the Valle Verde campus,
Student Service Center building.
Visit the Testing Services website at www.epcc.edu/testingservices for more detailed
information related to each area to include campus testing schedules, calendars, maps and
policy and procedures.
Transcripts
EPCC employees/students needing official EPCC transcripts to update their EPCC employment
files may request them in person at any campus Admissions and Registration Office or mail/fax
in a written request. Phone requests for transcripts will not be honored. Transcript requests
must be signed and indicate that they are to be sent to EPCC Human Resources.
Employees/students requesting copies of their EPCC official transcripts for other purposes may
pick them up in person at any campus; a photo ID is required for pick-up. If not picking up the
transcripts in person, the request must contain the mailing address of where the transcript is to
be sent. There is no fee for official transcripts. Processing of transcript requests may take up to
four business days. The fax number for transcript requests is 831-3125.
Tutoring
The College offers a variety of tutoring services for programs such as biology, chemistry,
geology, health occupations programs, math and physics. Writing Centers are also available at
all campuses to assist students and staff with their writing projects.
Specialized programs also provide assistance to College students. Some are grant-funded,
requiring special admission requirements before students receive assistance, so it is important
to check with the program before requesting services.
Computer-Assisted Instruction (CAI)
Tutoring and computerized instruction is offered to students who need assistance with writing,
reading and math. Services are free to all students, but they must fill out a Student Information
Sheet. CAI labs are available at all campuses.
Workforce/Economic Development and Continuing
Education
The Department of Workforce/Economic Development and Continuing Education (WED&CE)
combines a group of College departments and centers aimed at improving the community’s
quality of life through education and economic empowerment. WED&CE is composed of the
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Advanced Technology Center, Contract Opportunity Center, Small Business Development
Center, Center for College Access and Development, CE Health, Continuing Education for
Business/Industry Training and Personal Enrichment, Senior Adult Program, Customized
Training, Workforce Continuing Education Registration and Law Enforcement Training
Academy.
Together these components provide training, seminars, and technical assistance to help area
business and industry grow with a skilled workforce and successful business strategies.
Training may be conducted on our campus or at business/industry sites.
Advanced Technology Center (ATC)
The ATC offers on-site or campus-based entry level/advanced courses in Advanced Technology
Industrial Manufacturing, Machining Technology: CNC Machinist and Welding Technology:
Electrical Journeyman/Facility Maintenance, Robotics and Automation, Heating, Ventilation and
Air Condition, Quality Control, Comp TIA, Graphic Design and Layout, Oracle PL/SQL,
Plumbing and Energy Efficiency (Weatherization Technology and LEED and Renewable Energy
(PV and Solar Hot Water Systems).
Contract Opportunities Center (COC)
The COC provides specialized and professional assistance to individuals and businesses
seeking to learn about contracting and subcontracting opportunities, actively seeking contracting
and subcontracting opportunities and/or performing under contracts and subcontracts with
federal agencies, or state and local governments at no cost.
Office of Customized Training
The El Paso Community College Office of Customized Training serves El Paso business and
industry with employee training in dozens of areas inclusive of technical training, management
training, software training, and workplace literacy. The goal of the Customized Training Office is
to provide training that meets the specific needs of local business and industry to enhance the
job skills of El Paso’s workforce. Training is done on our campus or at business/industry sites.
Small Business Development Center (SBDC)
The SBDC enhances the development of small business enterprises through counseling,
technical assistance and training services at no cost. The Center provides one-on-one
confidential counseling services, pre-venture planning, start-up analysis, capital formation, SBA
financing, cash flow management, forecasting, and marketing. Specialized assistance in
international trade and technology business development is also offered, as are a variety of
seminars and training programs. The SBDC also helps small business owners with research
and information through its library, National SBDC Research Network and Internet services.
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Continuing Education for Business/Industry Training and Personal
Enrichment
Industry and Professional Training courses provide opportunities for the employed worker to
update or upgrade existing skills, or to acquire new skills leading to certification in many areas
of study. Industry Training and Professional courses include the following areas of study:
Automotive Technology, Sign Language for Para-Professionals, Substitute Teacher Training,
Writing, Math and Grammar Review, Electrical Technology, Fire Technology, Heating
Ventilation and Air Conditioning, OSHA Training, Computer-Aided Drafting, Industry Codes and
Trade Skills, Irrigation Systems, Low Voltage Security Systems, and Motorcycle Repair.
Center for College Access and Development
Assists adult learners to attain the literacy and numeracy skills needed to meet the demands of
modern society. The Center for College Access and Development strives to create a quality
educational program to meet students’ learning needs, provide professional development for
their instructors and outreach to business and industry to implement learning opportunities
through educational and business partnerships and provide assistance to students in
transitioning into college through the LEAP Program.
Law Enforcement Training Academy
The Academy serves the El Paso area and the West Texas Region with security and law
enforcement training to include firearms and less than lethal weapons training. The Academy is
host to local police departments, constables, and a variety of federal agencies on a regular
basis.
In addition to law enforcement and security training, the Academy staff oversees various other
programs to include Driver’s Education, Motorcycle Training, the Professional Truck Driving
Training Program and various La Tuna Federal Correctional Institute vocational programs.
CE Health
The Division of Continuing Education for Health provides entry-level training courses for health
professionals, continuing education opportunities for health professionals in the community; and
support courses for EPCC credit health occupations students.
The entry-level courses include Nursing Assistant, Health Unit Coordinator, Phlebotomy
Technician, and Nursing Home Activity Director. Courses and workshops are also offered to
assist health professionals meet their mandated continuing education for licensure, upgrade
skills and learn new techniques. The Re-Entry Nursing course allows nurses, who have been
out of practice, to return to the nursing field. The Non-Certified Technician courses provide
additional training to medical assistants, so they can take x-rays in physicians’ offices. Coronal
Polishing and Sealant classes allow dental assistants to provide additional services in the dental
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office. Support courses for EPCC credit health occupations students include CPR, First Aid, and
review courses licensure.
In addition to health courses, the Division of Continuing Education for Health also offers a
continuing education certificate program in Nail Technology. This 600-course program trains
students to become licensed nail technicians in the State of Texas. The program is offered in
English and Spanish, and students can take the state exam in either language. In addition, the
Division offers the 250-hour Cosmetology Instructor course, which is required of all individuals
who wish to teach cosmetology in the State of Texas.
Senior Adult Program
The senior adult program provides and promotes educational and cultural opportunities and
support services to improve the quality of life of senior adults in our diverse community.
The program assists senior citizens 55 and older with personal enrichment classes or prepares
them for employment if considering re-entering into the workforce.
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Chapter 7 - Faculty Information
Faculty Association
Board Policy 3.05.10 stipulates that the President of the College shall seek the cooperation of
the staff in formulating and executing educational plans for the District. The EPCC Faculty
Association/Senate is the officially recognized entity representing all full-time and part-time
faculty. The Faculty Association meets monthly, and the officers meet regularly with the
administration regarding faculty issues. Minutes of Faculty Association meetings are distributed
via e-mail to all members of the faculty and staff at EPCC.
The bylaws of the Faculty Association/Senate are included in the Reference Appendix.
Faculty Responsibilities and Instructional Guidelines
Academic Freedom and Responsibility (Board Policies 3.37.01 & 3.37.02)
Each faculty member is entitled to full freedom in the classroom in discussing the subject which
he or she teaches but is expected not to introduce controversial matters which have no relation
to the classroom subject. Each faculty member also is a citizen of the nation, state and
community, and when speaking, writing or acting as such, must be free from institutional
censorship or discipline, subject to academic responsibility as hereinafter set out, and the
faculty member should make it clear that he or she is not speaking for the institution.
The concept of academic freedom for faculty must be accompanied by an equally demanding
concept of academic responsibility. A faculty member has a responsibility to the institution, his
or her profession, his or her students, and society at large. The rights and privileges of faculty
members extended by society and protected by governing boards and administrators through
written policies and procedures on academic freedom and tenure, and as further protected by
the courts, require reciprocally the assumption of certain responsibilities by faculty members.
Some of these responsibilities include the following:
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The fundamental responsibilities of a faculty member as a teacher and scholar include
maintenance of competence in his or her field of specialization and the exhibition of such
professional competence in the classroom, studio or laboratory and in the public arena
by such activities as discussion, lectures, consulting, publications or participation in
professional organizations and meetings.
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The exercise of professional integrity by a faculty member includes recognition that the
public will judge his or her profession and institution by his or her statements. Therefore,
the faculty member should strive to be accurate, to exercise appropriate restraint, to be
willing to listen to and show respect to others expressing different opinions, and to avoid
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creating the impression that the faculty member speaks or acts for his or her college
when speaking or acting as a private person.
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The constitutionally protected right of the faculty member, as a citizen, to freedom of
expression must be balanced with the interest of the State, as an employer, in promoting
the efficiency of the educational services it performs through its employees. A faculty
member's comments are protected even though they may be highly critical in tone or
content, or erroneous, but such statements are not protected free speech if they either
substantially impede the faculty member's performance of his or her daily duties or
materially and substantially interfere with the regular operation of the institution, if they
are part of a continuing pattern of expression of such nature as to destroy the harmony
and morale of a division, department or college. False statements made with knowledge
of their falsity or in reckless disregard of the truth are not entitled to constitution
protection, and public statements may be so without foundation as to call into question
the fitness of the faculty member to perform his or her professional duties.
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A faculty member should be judicious in the use of controversial material in the
classroom and should introduce such material only as it has a clear relationship to his/
her subject.
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A faculty member should be professional in his or her conduct in the classroom and in
his or her relationships with students. The faculty member should maintain respect for
the student and for the student's posture as a learner. The faculty member should make
himself or herself appropriately available to the student for consultation on course work.
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A faculty member has the responsibility to provide timely and adequate notice of his or
her intention to interrupt or terminate institutional services.
Standard Guidelines and Record-Keeping
Faculty Evaluations
Student evaluations are conducted in all classes. Administrative classroom evaluations are
conducted either annually or semi-annually. In addition, faculty are required to respond to a selfevaluation form in conjunction with their administrative evaluation. See College Procedures
3.22.01.14. Copies of the forms used in faculty evaluations may be obtained from the Dean’s
Office.
Instructor Absence
If you are unable to meet a class as scheduled, follow these guidelines:
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Full-time Instructors:
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Notify your Instructional Dean’s Office between 8:00 a.m. and 5:00 p.m. The Dean’s
Office will notify the appropriate personnel so they can communicate information to the
students. Contact the EPCC Police Department for classes meeting before 8:00 a.m.
Contact the Student Service Coordinator's Office or evening supervisor if the class
meets after 5:00 p.m.
Discuss the anticipated length of absence with your Instructional Dean. Attempt to locate
a full-time instructor to cover your class(es). (Full-time instructors are expected to assist
in covering other full-time instructors' classes, on occasion. Such practice is considered
a professional courtesy.) If you are unable to arrange coverage for your class(es) by a
full-time instructor, the Instructional Dean will make arrangements.
Do not discuss payment for covering your class(es) with substitutes. These
arrangements will be made through the Dean’s Office.
Provide the Instructional Dean with lesson plans. In most cases this can be done over
the phone. If the absence is known several days in advance, submit the lesson plans in
writing to the Dean’s Office.
A leave form should be submitted to the Instructional Dean’s Office within 24 hours of
your return to work. If an absence is anticipated in advance, a leave form should be
submitted prior to the day(s) of absence.
Part-time Instructors:
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Notify your Instructional Dean’s Office between 8:00 a.m. and 5:00 p.m. The Dean’s
Office will notify the appropriate personnel so they can communicate information to the
students. Contact the EPCC Police Department for classes meeting before 8:00 a.m.
Contact the Student Service Coordinator's Office or evening supervisor if the class
meets after 5:00 p.m.
Discuss the anticipated length of absence with the Instructional Dean.
Assist the Instructional Dean in locating a substitute, if the length of absence warrants
(current part-time instructor or other qualified individual approved by the Instructional
Dean).
Regardless of who substitutes for the class(es), the part-time instructor's salary will be
pro-rated (deduction from salary amount equal to the time missed).
Arrangements to pay substitutes will be made only by the Instructional Dean. Instructors
are not to offer substitutes any compensation (monetary or in-kind).
Provide the Instructional Dean with lesson plans. In most cases, this can be done over
the phone. If the absence is known several days in advance, submit the lesson plans in
writing to the Dean’s Office.
NOTE: The only exception to this system is if the part-time instructor is a participant in the Parttime Absence Exchange Program currently in place. Contact your Instructional
Coordinator/Division Assistant or Instructional Dean’s Office for information about this program.
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Syllabi
The course syllabi (Part II) is a description of the course, including a list of the specific
objectives. Objectives are agreed upon by members of the discipline and are applicable to all
sections. The instructor uses the course syllabus as a basis for preparing his/her syllabus for
the semester. The syllabus (Part I) provides uniformity in the course, yet allows the instructor
the freedom to apply his/her own teaching style. Copies of standard course syllabi are available
in Instructional Deans’ offices. All syllabi (Part II) are standard and may be located on the
College website. See appendix for the college formats of syllabi.
Record-keeping
During the first twelve days of a 16-week semester, all instructors are expected to follow certain
record-keeping and other standard guidelines. (Consult your Instructional Dean for short
semester timelines.) Each division has its own unique set of guidelines; however, the following
apply to all divisions:
Prior to First Class Day:
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Obtain course syllabi samples from your Instructional Dean and create your course
syllabus, if it is not standardized. Distribute the syllabus to your students during the first
week of class.
Obtain instructor copies of official course textbooks from your Dean’s Office.
Request a mailbox from the Instructional Service Center on your campus.
Locate your classroom(s) prior to the first class day.
First Twelve Class Days:
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On the first class day, preliminary class rosters will be available. Instructors must pick up
these rosters and verify that students attending their class(es) are validly enrolled. Do
not allow students to continue attending without documenting their official
enrollment in your course(s).
Instructors must pick up the computer-generated Certified Roster immediately after they
are notified. (Signs stating that rosters are ready are posted on all campuses.) Follow
the instructions which accompany the Certified Roster. (This document is used for
receiving state funding. It is critical that accurate information be submitted and that
timelines be met.)
Along with the Certified Roster, instructors will receive Grade Record Forms. These
forms are to be used for recording all grades awarded during the semester and must be
submitted to the Records Office at the end of the semester. Computer generated
substitutes for grade records in a College-approved format are also permissible.
Instructors may administer diagnostic tests, if so planned, and should refer those
students who wish to challenge a course to the Testing Centers at respective campuses.
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These diagnostic procedures should be completed before the end of the Add/Drop
period.
Instructors should make every effort to learn student names during the first two weeks of
the semester.
Additional Information:
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Instructors will receive a copy of their Faculty Assignment Action Form which will be
mailed to home addresses after the twelfth day reporting period.
Drop Slips, Reinstatement Forms, Change of Grade Forms, and Incomplete Grade
Forms can be obtained from the Student Service Coordinators at VV, RG, TM, NW, and
MDP campuses, and at Ft. Bliss. Reinstatement, Change of Grade, and Incomplete
Grade forms must be submitted to your Instructional Dean for approval and signature.
Requests for change of room, use of dining room area, or for other campus facilities, as
well as problems with locked classroom doors, should be referred to the Student Service
Coordinators.
You may order supplies through your Instructional Dean’s Office.
Institutional Committees
El Paso Community College maintains the following institutional Standing Committees. For
more information on these committees, please see the Standing Committees web-site at:
www.epcc.edu/InstitutionalEffectiveness.
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Curriculum Committee
District Complaint Panel
Enrollment Management Committee
Faculty Credentials Committee
Faculty Evaluation Committee
Faculty Professional Development Committee
Grade Appeals Committee
Grievance Appeal Committee
Institutional Effectiveness Committee
Institutional Review Board
District Safety Committee
District World Wide Web Committee
Integrated Technology Committee
Investment Advisory Committee
Position Classification Appeals Committee
Post-Secondary Articulation Committee
Program Review Committee
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Staff Professional Development Committee
Tenure Review Committee
Tuition and Fees Committee
Professional Courtesy
It is considered a professional courtesy to leave the classroom no later than five minutes past
the time an instructor’s class ends (designated ending time as noted in the classroom
schedule). These five minutes may be used to gather materials, rearrange furniture, erase the
chalk board and make arrangements with students who need to speak with the instructor to do
so outside the classroom or in another location. The five minutes remaining before the start of
the next class may be used to set-up the classroom and prepare any equipment or material that
might need to be used for the upcoming session.
Resources
Curriculum Development
The Curriculum Office provides services/assistance in the curriculum process (new program
proposals or curriculum change proposals); in instructional materials development for new or
existing courses; in development, analysis and/or revision of course syllabi; in provision of
workshops for staff and community or instructional development; and in translation services
(Spanish/English or English/Spanish). For more information, contact the Curriculum Office at the
Valle Verde Campus.
Distance Education
The following instructional activities are offered through the Distance Education department:
Internet/Online Courses
The college offers numerous courses via the Internet and also offers classes through:
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Hybrid courses - which reduce face-to-face classroom meeting times and offer more
flexibility
Enhanced courses - students meet on campus as scheduled for their class lecture and
will submit some of their assignments online as determined by the instructor
VCT (Virtual College of Texas) - VCT students may apply for enrollment at their local
College to take credit and non-credit Distance Education courses from other Community
Colleges in Texas
Video Conferencing
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Six high tech video conferencing rooms are available in the College District. Our video
conferencing rooms offer advantages such as less travel since you can attend classes closer to
your home or business, live classes are offered in multiple locations using two-way audio/video
technology as well as classes that are offered simultaneously and interactively so you can see
and speak to the instructor and the other students.
For additional information regarding these and other instructional services please contact the
Distance Education department at 915-831-3111.
EPCC TV
The EPCC TV produces mediated instructional and other educational materials, offers
consultation regarding selection and use of mediated materials, and provides electronic
distribution of video and audio materials. From offices at the Administrative Services Center,
room A401, the EPCC TV extends these services to faculty members and other District
employees at every location where College programs operate.
The EPCC TV specializes in custom-made teaching materials. Based upon the instructor's
specifications, the staff produces original materials that improve the effectiveness of instruction
in both classroom and self-paced settings. Formats include transparencies for overhead
projection, graphics for reproduction on paper, photographic prints and transparencies, audio
tapes, and video programs.
Time required and costs charged for these productions depend upon the complexity of the
project as well as the availability of production personnel, equipment and supplies. As a general
rule, instructional requests take precedence over non-instructional requests. Ordinarily the cost
of production materials consumed and any special expenses are charged to the requester's
departmental budget.
The EPCC TV also operates several electronic distribution systems. One of these is the
Instructional Television Fixed Signal transmission system, through which television programs
can be sent from the Valle Verde studio facilities or from prerecorded tapes to many learning
sites across the county. This makes it possible for an instructor to teach at several locations
simultaneously, with students at remote sites interacting by telephone with the teacher in the
studio. Another system is the satellite teleconference down-link, allowing audiences in El Paso
to watch and participate in live teleconferences that originate in other cities. The CIT also
broadcasts instructional and informative television programming via EPCC-TV several hours
every day on El Paso cable channel 14. The EPCC TV produces at its Administrative Services
Center facilities a number of programs each week that are broadcast to El Paso viewers.
Please contact the EPCC TV at the ASC A401, 831-6560.
Faculty Development
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The purpose of the Faculty Development Office is to provide a comprehensive program of
activities for faculty. This programming is geared towards both professional and personal
development with the intent of helping faculty become better prepared to serve their students,
the College and the community. The Faculty Development office is committed to creating,
supporting and sustaining multiple programs that:
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Enhance teaching effectiveness
Foster organizational development that supports the College's mission and vision
Provide needs-based programs and activities
Promote diverse activities for professional and personal growth
Acquaint and orient faculty with College resources and services
Develop and maintain collegiality among all College employees
In addition to coordinating Faculty Development Week which provides a full week of diverse,
engaging and multi-disciplinary workshops and presentations before the spring and fall
semesters the Faculty Development office is also responsible for coordinating and developing a
variety of other programs and activities, including:
Faculty Recognition
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Adjunct Faculty Achievement Award
Annually three deserving adjunct instructors are chosen for the Adjunct Faculty
Achievement Award. Recipients receive $500 and the opportunity to participate in the
Annual Southwest Seminar for Great Teaching.
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EPCC Faculty Achievement Award
The Faculty Development office annually awards three outstanding tenured or tenuretrack faculty members with four years of consecutive teaching this award. Recipients
receive $500 and the opportunity to participate in the Annual Southwest Seminar for
Great Teaching.
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Piper Professor Candidates
Annually, full-time tenure or tenure-track faculty are nominated by their divisions as Piper
Professor Candidates. Then, one full-time faculty member is selected by the Faculty
Professional Development Committee. This recipient's packed is submitted to the Piper
Foundation to compete for the statewide awards. The candidate also receives $500 and
a trip to the Southwest Seminar for Great Teaching.
Timelines and information on these awards are available through the Faculty Development
office and website. All nominees submit packets that are evaluated by the Faculty Professional
Development Committee with a recommendation made to the Vice-President of Instruction and
the President. All nominees and winners are honored at the Annual Recognition Dinner.
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Recognition Dinner
This annual dinner is held in late spring to honor faculty/staff award recipients.
Faculty Development Newsletter
The Faculty Development Newsletter is published monthly through the Faculty Development
Office in order to showcase faculty development opportunities, conferences, faculty-related
activities, teaching best practices, and other important information.
Faculty Development Workshops
Whether it is during the Faculty Development Week sessions prior to the spring and fall
semesters or throughout the year as an ongoing workshop, faculty can request to give a
presentation or bring outside presenters to deliver workshops on a variety of topics that
enhance faculty effectiveness in a variety of areas. The workshops come from multiple areas
and usually fall into the following categories:
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Developmental education and retention strategies
Improving career counseling/job placement assistance
Addressing the needs of special populations
Staying current in an academic or technical field, including participation in business and
industry partnerships
Integrating academic and technical curricula
Overcoming cultural bias
Improving teaching performance, including use of active learning strategies
Using technology instruction
Complying with the policies and mission of the College
Providing technical support for the development of courseware and technology based
instructional materials
Professional development wellness program
Forms/timelines pertaining to these workshops are available through the Faculty Development
office and through email, which helps coordinate, promote and schedule this important
programming.
Faculty Retreat
The Faculty Retreat provides an opportunity for faculty, administrators and staff to participate in
an activity which fosters intellectual sharing, creative dialogue, collegiality, and renewal. Usually,
80-100 faculty and administrators participate in this annual event. Lodging is paid for by the
College. Selection criteria are based on 1) a cross-division representation; 2) number of retreats
previously attended; and 3) number of years of service. Preference is given to full-time faculty,
but significant numbers of part-time faculty often attend.
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Guest Lecture Series
The purpose of this activity is to expose students, faculty, staff, and administrators to guest
speakers. This program is available to all full-time faculty. Those interested in having a guest
lecturer appear on campus should submit a request in writing through their Instructional Dean to
the Faculty Development Office. The request should contain the following information:
name/address/phone number of the lecturer, topic of lecture, background information on
lecturer, proposed audience (i.e. students, faculty, staff, etc.), proposed audience number,
projected cost, and the benefit to the college and community. The Faculty Professional
Development Committee will review requests and recommend approval/denial of the request.
The office of Faculty Development can assist in arranging travel, honoraria, etc. for approved
guest lecturers.
Mini-Grant Program (See College Procedure 3.22.03.14)
A Mini-Grant is defined as a professional development project that meets one of the following
criteria:
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Promotes the educational/professional development of the employee which supports the
instructional mission of the El Paso County Community College District.
Promotes the development/implementation of new teaching techniques.
Addresses educational problems or issues faced by the College District employees,
students, or the greater community.
The Faculty Professional Development Committee has established the following guidelines for
mini-grants, in addition to the College procedure:
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Mini-grants should not be used for travel to conferences.
Mini-grants should not be used to purchase hardware (i.e. computers).
Part-time faculty can be part of a mini-grant that is authored by a qualified faculty
member or administrator.
Group projects are acceptable.
The amount of money requested should be under $2,500. The maximum amount of
$2,500 will be approved only if the request is well-justified. For more information, see the
Mini-Grant Procedure.
New Faculty Orientation
The Faculty Development Office, in cooperation with the Instructional Deans and Vice-President
of Instruction, coordinates orientation for new faculty throughout the district.
Professional Development Activity
The Office of Faculty Development is available to assist faculty who wish to pursue professional
development activities. Professional Development Leaves include the following short and/or
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long term activities: externships, internships, exchanges, and educational leaves. Timelines for
these leaves are distributed at the beginning of each academic year and are available through
the Faculty Development Office. Opportunities for professional development activities are
announced via memoranda to faculty/administrators and in the monthly Faculty Development
Newsletter. In all of the above areas, the Office of Faculty Development is available to assist in
the preparation of the proposal/activity.
Southwest Seminar for Great Teaching
The Southwest Seminar for Great Teaching provides an opportunity for EPCC faculty to network
in an informal setting with faculty from the Southwest to discuss teaching and instructional
issues. The format encourages faculty to learn from the experiences of their peers. The Seminar
is open to all faculty and is held each fall over a two-three-day period. However, full-time faculty
are given preference if space is limited. Faculty register for the seminar through their
Instructional Dean.
Spanish Immersion Program
The Spanish Immersion Program provides an opportunity for faculty, staff, and administrators to
improve their ability to communicate in Spanish by attending a one-week long session in Costa
Rica. Interested applicants may contact the Faculty Development Office.
Wellness Program
The EPCC wellness program provides opportunity for faculty and staff to learn more about
wellness issues via wellness dinners and workshops. The Faculty Development Wellness
Coordinator is responsible for arranging the dinners and workshops. Interested faculty and staff
are invited to submit proposals for workshops and to suggest topics for future sessions.
Forum Theater
The Forum Theater, located at the Transmountain Campus, is dedicated for use for collegesponsored events, student activities, and community functions.
Information Technology
To assist you with your computing efforts, the College has designated the Information
Technology Department to be responsible for computing, communications, and other
information technologies. IT is located at the Administrative Service Center, 9050 Viscount.
Instructional Service Centers
The Instructional Service Centers (ISCs) are a major source of support to all full-time and parttime faculty. The ISCs offer duplicating, typing, word processing, message center and fax
services, mail distribution and distribution of supplies. There is an ISC located at each campus.
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Procedure for Work Request
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A Reproduction Work Request (job ticket) must be filled out by the person requesting
services from the ISC. This form should accompany all job requests.
Copies and supplies will be billed to your discipline account.
The Reproduction Work Request must include the following information:
Account number and campus (work requests submitted to the ISC without this number
will not be completed.)
Campus
Discipline/Department
Date materials are needed
Requestor's name
Required date
Number of copies needed
Number of originals submitted for duplicating
Total impressions (number of copies x number of originals)
Service being requested (duplicating, typing, word processing, collate, staple, letter/legal
size paper, etc.)
Special instructions for the ISC staff to follow when completing your job, i.e., color paper,
cut, fold, etc.
When picking up jobs completed from the ISC, the requestor or assigned work study will
sign the job ticket acknowledging receipt of materials. The pink copy of the Reproduction
Work Request should be kept by the requestor; the white and yellow are left in the ISC.
Services
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Duplicating Services
This service is provided to all faculty and staff as part of instructional support. There is a
24-hour turn-around-time period required on all duplicating at a cost of 3 cents per copy.
Discipline accounts will be billed at the end of each month on the basis of the number of
copies produced. Rush jobs will be done provided that it is a request of 20 single copies
or less.
A reproduction ticket should be filled out by the person requesting the service. (See
section on Reproduction Work Request)
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Typing
This service is provided to faculty members on a first-come, first-served basis. There is a
4-working day turn-around-time required on all typing requests. Materials submitted to
the ISC for typing must be legible. If the materials are illegible, the ISC Supervisor has
the option to refuse the job(s).
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There is no limit to the number of typed pages that can be requested; however, if
additional time is required by the ISC to complete a large typing job, the ISC Supervisor
will contact the requestor and inform him/her. There is no charge for typing services.
Typing priorities are as follows:
- Exams
- Instructional materials
- Course development materials
A reproduction ticket should be filled out by the faculty member requesting the service.
(See Reproduction Work Request section).
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Word Processing
This service is provided to faculty members on a first-come, first-served basis. There is a
4- working day turn-around-time required on all word processing jobs. Materials
submitted to the ISCs for word processing must be legible. If the materials are illegible,
the ISC Supervisor has the option to refuse the job(s). There is no limit to the number of
pages that can be requested, however, if additional time is required by the ISC to
complete a large job, the ISC Supervisor will contact the requestor and inform him/her.
There is no charge for word processing services.
Special projects should be negotiated with the ISC Supervisor. A Word Processing Work
Request Form must accompany every word processing request. The Word Processing
Work Request must include the disc# and the file name given to that document if it was
previously submitted to the ISC to be put on the disc. Rush and personal jobs will not be
done in the ISCs.
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Message Center
The ISC at each campus serves as a message center for full-time and part-time faculty
members.
Part-time faculty members should refer students to the message center phone numbers
to leave a message. The ISC will take the message and place it in the mailbox/mail
folder.
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Mail Services
The ISC at each campus is a receiving point for all in-coming mail. The mail is delivered
to the ISCs twice a day and the ISC staff is responsible for the distribution of the mail.
Mailboxes are issued to full-time faculty. Part-time faculty will be issued a mail folder or
mailbox (depending on availability). It is the responsibility of the faculty member to fill out
a Mailbox Request Form as soon as possible at the beginning of each semester.
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Mail that is not picked up for a period of one month will be forwarded to the appropriate
Dean.
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Test Security
All test materials must be submitted to the ISC by the faculty member/Testing Center
personnel in a sealed manila envelope unless confidentiality is not a concern. Those
exams submitted in a manila envelope will not be completed by the ISC work-studies. All
test materials that are brought in for reproduction in a manila envelope will be secured in
a locked filing cabinet, with a Test Security Label affixed to the envelope flap. If the Test
Security Label appears to have been tampered with, the ISC Supervisor should be
notified immediately.
All imperfect copies of exams will be destroyed by the ISC staff member completing the
test. Test materials not delivered to the ISC in a manila envelope will be treated like any
other course material and will be stored in an unlocked cabinet.
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Supplies
Supplies such as duplicating paper, letterhead paper, envelopes, and discs (sold in
boxes of 10 only) may be obtained at the ISCs by submitting a Supply Request Form.
Your discipline account number will be charged for these supplies. There is a three
working-day turn-around time on supplies requested. Once the supplies are delivered to
the requestor/department, the person receiving the supplies signs the Supply Request
Form acknowledging receipt of the supplies. The pink copy stays with the requestor, and
the white and yellow copies are returned to the respective ISC.
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Fax Services
There is a fax machine located at each of the ISCs. This service is provided to College
personnel and can be used for local or long distance transmittals. Any questions
regarding cost on long distance transmittals should be directed to the
Telecommunications Dept. When a fax transmittal is received in the ISC, one (1) phone
call will be made to inform the receiver of the transmittal. If, after the phone call, the fax
transmittal is not picked up, it will be placed in the receiver's mailbox/mail folder.
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Off-Campus Faculty
Faculty teaching off campus should request a mailbox folder at the closest campus ISC.
Fort Bliss faculty should contact the Coordinator, Ft. Bliss Education Programs, for a
mailbox at Fort Bliss.
Libraries (Learning Resource Centers)
Facilities
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The Rio Grande, Transmountain, Valle Verde, Northwest and Mission del Paso campuses all
have libraries (LRCs). The District Technical Services department, which orders, receives,
processes, and catalogs books and materials are located at Valle Verde.
Resources
El Paso Community College's collection is distributed among the campus libraries. Each
campus library provides books, materials, and computers to support course work offered at its
campus. Each campus library also maintains a collection of curriculum related periodicals, both
current and back files. EPCC Libraries have access to over 60 online databases, accessible for
use from both on and off campus, many of which provide full-text periodical articles from over
5,000 periodicals. Some libraries maintain a vertical file of current local information.
Computer Catalog
Access to the collection at each library is provided by the On-Line Public Access Catalog
(OPAC). These catalogs give author, title, and subject access to materials not only in the
College libraries but also links to the University of Texas at El Paso Library collection.
Services and Guidelines
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Library Instruction - Librarians will provide library instruction and special presentations
for classes. Please contact your campus library for scheduling of library instruction.
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Bibliographies - Librarians will prepare book lists, bibliographies, and library
assignments for faculty to use in classes.
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Search Guides - Librarians can create special guides to help your students plan search
strategies.
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Reserve Collections - These are maintained at each library. Please contact the Public
Service Supervisor at your campus for the Reserve Guidelines and to place materials on
reserve for your classes. Placing a copy of your textbook on reserve is a wonderful way
of assuring that your students have access to the textbook.
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Resource Sharing (Interlibrary Loan) - Materials unavailable locally may be ordered
through Interlibrary Loan. Forms for requesting this service are available at each
campus.
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Check out Privileges - All faculty are eligible to check out materials with their current
validated EPCC Ids. Your EPCC I.D. card is your library card.
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TexShare - The TexShare program permits EPCC faculty and staff to check out
materials from the UTEP library and from other participating Texas libraries. In order to
use this program, you must obtain a TexShare card at an EPCC library Circulation Desk
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before going to the participating TexShare library of your choice. There, you must
present your current validated EPCC I.D. card plus your TexShare Card and you will be
granted free borrowing privileges at that library. The lending TexShare library's policies
and procedures apply to the privileges granted. For example, at the UTEP Library's
Circulation Desk, you will be asked to complete the appropriate paperwork. You will be
issued a FREE community user library card that is valid for that academic year.
Materials unavailable locally may be ordered through Interlibrary Loan. Forms for
requesting this service are available at each LRC.
Community Borrowers
Persons who are not students or employees of the College may request user privileges and
check-out two (2) books at a time after completing an application form and getting a Community
Users card. Community User Cards are free and issued at all EPCC Libraries.
How You Can Help the Libraries
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Check Before Bringing in an Entire Class
Because some of the libraries are extremely crowded, advance scheduling of class visits
to the library is important, even if the class will be working independently.
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Check Before Assigning Library Work
Please check to see if the library at the campus where you teach has the material you
want your students to use before you make the assignment. The librarians will be glad to
tell you what materials are available and to suggest alternative assignments.
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Help Select Materials
The librarians have no way of knowing all your favorite materials. Please check with the
librarians about materials to be used by your students. The librarians will send reviews,
ads, evaluations, and notices about new materials to you. Faculty and librarians need to
work together to establish priorities for collection development.
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Donate Materials
Donations of materials may be made at any library. The library reserves the right to
choose what to keep, process and catalog.
Library Information
For more information, you can call library information at one of the following numbers:
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Mission del Paso Library 831-7040
Northwest Library 831-8840
Rio Grande Library 831-4019
Transmountain Library 831-5092
Valle Verde Library 831-2645
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Media Services Center (MSC)
The MSC Department mission is to support the teaching/learning activities of the faculty and
staff of the College with audio/visual equipment, services and materials.
Equipment Distribution
The MSC will deliver and retrieve the following audio-visual equipment when a written request is
submitted 24 hours in advance:
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Video Camera
Audio Cassette Player/Recorder
Portable Screen
Public Address System
Microphone with Stand
Multi-media cart
Materials available from the department include tapes and other audio visual materials.
Minor Production - The following items are prepared by the department:
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Transparencies
Laminations
Audio and video tape duplication to CD/DVD
Technology Resource Center (TRC)
The Faculty Resource Center provides services and resources to assist faculty and staff in
becoming more effective and creative employees. Individual instruction and assistance is
available. The Technology Resource Center is located only on the Valle Verde Campus (C201)
but is available to faculty from any campus. This comfortable place to work is open from 8:00
a.m. to 5:00 p.m., Monday thru Friday and arrangements can be made to use the facilities on
weekends or evenings. Up-to-date equipment, hi-speed printers, scanners (including a deluxe
slide scanner), and other peripherals make it easy to complete a project. It also has a fax
machine, typewriter, and phones.
Workshops are offered throughout the district during each semester on a wide variety of topics.
All of the workshops are free to faculty and staff although reservations are highly encouraged.
Special arrangements can be made to bring a workshop to your campus. Workshop topics
include:
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Internet Workshops, including Banner for Grade Input
Microsoft Office (Excel, PowerPoint, and Word)
Web Page building
Outlook
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Webinars are routinely offered from a variety of sources and offered throughout the district.
Most are archived and available for viewing at a convenient time. If a topic is appropriate to your
class, arrangements can be made for the class to attend.
Testing Services
Testing Services at El Paso Community College provides comprehensive testing services to
College faculty and students, as well as to individuals and agencies within the community. The
Director of Testing is available for consultation on all test related issues at EPCC.
Instructor Testing Services
Instructor testing services are available at the Valle Verde, Rio Grande, Transmountain,
Northwest, and Mission del Paso campuses.
This area provides make-up and re-testing services for credit courses. TV courses and selfpaced modular exams may also be administered here. Regularly scheduled classroom exams
for entire classes will not be administered in the Testing Centers.
Guidelines for Make-up or Re-Test Services
Complete a "Directions for Test Administration" form (available at the Testing Centers) for each
exam deposited with the Test Center. The Test Record Form asks for information which will
help the Testing Center properly administer the test. This includes:
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the instructor's name and academic department
telephone numbers (office and emergency number)
course number and name
title of test (to distinguish one test from another by such information as Unit 1 or Exam B)
the names of students who will be coming in to take the test
deadline date
materials authorized during testing (i.e. calculator, scratch paper, etc.)
any special instructions (i.e. allowing a student to test more than once per test, should
student answer on scantron forms or the test, etc.)
time limit allowed to take the test
include sufficient copies of each exam to be administered. Each copy should be
numbered consecutively and labeled with the instructor's name, course number/title, and
test title in the upper right hand corner.
only exams requiring written responses will be administered.
the Testing Center will provide scratch paper and machine scored answer sheets
(scantrons) when needed.
no tests will be administered after the deadline date unless the instructor or his/her
authorized authority has extended the date.
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machine scoring is available, at the instructor's request, for all exams that can be
answered on scantron forms. Test Center staff will not grade or score tests requiring
written responses.
Testing Center staff will maintain a log of all students tested. No more than 5 students
per class will be administered a test at the same time.
faculty (or their designated representative) are responsible for depositing and collecting
their test materials from the Testing Centers. For test security purposes, tests will not be
mailed or sent through College distribution channels. If mail return is specifically
requested, the Testing Center is not responsible for any lost test materials or materials
arriving late.
These procedures/guidelines have been set to protect the security and integrity of tests.
Problems which arise regarding suspected cheating, use of unauthorized materials, lost or
damaged tests will be recorded on a Test Irregularity Form and reported to the appropriate
instructor. Action taken with a student will be at the discretion of the instructor.
Information for Instructors to Communicate to Students
Testing Center
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Current hours of operation are published at the beginning of each semester. Students
should plan their time accordingly to allow sufficient time to arrive, receive and take the
test. Encourage students not to wait until the deadline date to test. When many do this, it
increases the possibility that a student will be unable to take a test if seats are not
available when the student comes in.
No tests will be administered 30 minutes prior to the published closing time and all
exams will be collected 15 minutes prior to closing time.
Students who do not present a photo identification will not be tested. A student may
bring a note from the instructor as interim identification; however, the note will be
retained by the Testing Center and returned with the exam to the instructor.
Students will be asked to complete a test administration request form and should know
their instructor's name, course number and name of the test they are to take. Students
who are not prepared with this information hinder themselves (they may not be able to
test) and cause delays for other students who must wait in line while the student tries to
remember what test to take (or try to describe the instructor to the testing staff!).
Students should bring their own pens and sharpened pencils. Children are not allowed in
the testing room and may not be left unattended in any other testing center area while
the student tests
Scantron Forms and Scantron Machines
Faculty can pick up scantron forms for their classroom tests at each campus Testing Center. To
ensure that we maintain adequate supplies available throughout the semester, we limit the
quantity issued to 200 at a time. Since scantron forms cost 6 - 10 cents each depending on the
type of form, we need all faculty members' help in keeping costs down. Please inform your
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students that you will provide the scantrons they need for each test you administer in the
classroom. Scantrons are not available for students to purchase at the bookstore (as UTEP
does) and frequently students will come to the Testing Center or bookstore wanting to purchase
their own scantrons.
Scanning machines are available at all campuses for the convenience of faculty who use
scantrons for their classroom exams. Testing Center staff can provide instruction on using the
scanners to obtain test item analysis. Item analysis forms are available at the Testing Centers.
Tutoring Services
Computer Assisted Instruction provides supplemental course work and tutorial assistance.
Students may receive help in the language arts, ESL, mathematics, and reading. All of the CAI
courses are free to any student enrolled at El Paso Community College. For further information,
contact any CAI Program staff member.
Tutoring is available in basic skills areas, including ESL, for students who need assistance with
a course for which they are enrolled. Students may "walk-in" or be referred by a faculty member.
Faculty referring students should submit a specific statement as to the materials or skills the
student is to master and communicate directly with the instructional personnel who will be
working with the student as to learning objectives.
Writing Centers are available on all campuses. Students may be referred for assistance with
any writing assignment.
Student Rights and Privacy
In compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA), the College
gives notice that the following types of directory information will be released to the general
public without the written consent of the student:
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Student name
Student address
Telephone listing
Dates of attendance
Major field of study and awards, degrees received
Most recent previous institution attended
Date of birth
If a student does not wish to have this directory information released, he/she must submit a
written request to the Registrar's Office. Once such a written request has been made, it will
remain in place until the student authorizes its removal in writing.
ANY RELEASE OF ANY DIRECTORY INFORMATION WILL BE MADE ONLY THROUGH THE
REGISTRAR'S OFFICE. IN ACCORDANCE WITH FERPA, OTHER INFORMATION IN A
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STUDENT RECORD MAY BE PROHIBITED FROM RELEASE. THEREFORE, NO STUDENT
INFORMATION SHOULD BE RELEASED UNLESS AUTHORIZED BY THE REGISTRAR'S
OFFICE OR AS RELEASED THROUGH AN OPEN RECORDS REQUEST, THROUGH THE
EMPLOYEE RELATIONS DEPARTMENT.
Student Services and Development
Career Services
Career Services assists students in the areas of career self-assessment, career exploration, job
search/placement techniques, transfer services and cooperative education program.
Career Services provides the following services:
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Career exploration and planning
Internship information
On-campus academic and career recruiting
Job search/placement techniques
Career Services evens, workshops, presentations and fairs
Transfer services - resources for students seeking to continue their studies at a four-year
college/university
Cooperative Education program
Career Services provides assistance district-wide. For more information, visit
www.epcc.edu/careerservices.
Center for Students with Disabilities
The Center for Students with Disabilities provides counseling, academic support services
(tutoring, note taking, etc.), and the opportunity to use adaptive equipment to disabled students
at all campuses. The Center is available to consult with faculty concerning needed
accommodations. The Center is also available to do disability related class presentations.
Counseling Services
Professional Counselors are available at each campus to provide the following services:
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Career counseling to help students choose a field of study and identify career goals in
keeping with the student's abilities and interest.
Academic counseling to help students develop an educational plan leading to a
certificate, degree or transfer to a four-year institution; initiate and facilitate add/drop
period following registration; assist in identifying available course options for registration.
Personal counseling to assist with personal and social adjustment to facilitate one's
college success.
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Outreach programs to provide information to the community about College programs
and intake services.
New student orientations to assist new students through the matriculation process.
Support Services
Cashier Services
All College personnel who are responsible for projects with the potential for the collection of
money will coordinate this activity with the Head Cashier a minimum of two weeks prior to the
anticipated start date. All money will be collected and accounted for by College Business Office
personnel through the campus cashiers only. Cashier services will be available at the campus
level during posted hours.
With presentation of valid identification, a student or employee of the College may present a
check for payment of tuition, fees, and other charges or for cash. If a check(s) is (are) returned,
a returned check fee equivalent to the prevailing rate charged by the College's bank is charged
for each check returned unpaid to the College. Problems relating to the Cashier's Office should
be referred to the Assistant Comptroller - Tuitions and Receivables.
Checks will be cashed as a courtesy on a monies available basis for students, faculty, and staff
who present valid identification. Limits for the amount which may be cashed and a returned
check fee equivalent to the prevailing rate charged by the College's bank are posted on the
campus cashier's window.
EPCC Police Department
The primary mission of the EPCC Police Department is to ensure the safety and welfare of
people and property located on the premises of El Paso Community College. The following are
provided through the EPCC Police Department:
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Emergency care
Safety and security prevention orientation
Regulation of parking facilities and collection of parking fees
Department of Public Safety patrol
Lost and found
Departmental security surveys
Contact the EPCC Police Department located at each campus for assistance. The Department's
emergency phone number is 831-2200 (all campuses).
College Procedures Relating to Faculty
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The following are specific College procedures which relate to faculty employees. Faculty should
review these procedures, located on the EPCC website at
http://www.epcc.edu/institutionaleffectiveness , and follow them. If there are any questions
regarding the applicability of a procedure, a faculty member should consult with his/her dean.
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Tenure Review and Recommendations
3.22.01.14 Full-time Faculty Evaluation
Part-time Faculty Evaluation
Employment of Staff and Part-time Employee Salary Determination
Candidate Evaluation: Full-time Faculty Positions
Instructional Coordinator Guidelines
Recommendation of Faculty Appointments and Reappointments
Notification of Outside or Other Employment
Part-time Employment Guidelines
Part-time Faculty Recruitment and Selection
Professional Development Leave
Retirement
Faculty Members Absence and Leave
Part-time Faculty Workload
Advancement on the Faculty Salary Schedule
Reduced Faculty Workload
Full-time Faculty Workload
Mini-Grants for District Employees
Faculty Requests to Transfer Campus Assignments
Part-time Faculty Information
This entire chapter is regarding faculty, both full-time and part-time. In addition, the following
information applies specifically to part-time faculty. It is the responsibility of part-time faculty to
become familiar with District Policies and College Procedures relating to all faculty members as
well as to information specifically for part-time faculty.
College Employment Policies
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Board Policy 3.07.02 Faculty
Board Policy 3.07.06 Summer Faculty
Board Policy 3.08.01 Workload
College Employment Procedures
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Part-time Faculty Evaluation
Employment of Staff and Part-time Employee Salary Determination
Part-time Employment Guidelines
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Part-time Faculty Recruitment and Selection
Part-time Faculty Workload
Reference Appendix
Syllabus Format
Note: This is the College’s official format for the course syllabus. This document, along with a
copy of Part Two, “Official Course Description,” which has been completed by your discipline,
must be given to all students in your classes during the first week of classes.
El Paso Community College
Syllabus
(Part One)
Instructor’s Course Requirements
[This document is the individual instructor’s contract with the students who have enrolled for the
course. It must be attached to the "Official Course Description" (Part Two) which has been
developed by the college-wide discipline.]
[The Instructor’s Course Requirements must contain the elements described below in Roman
Numerals I – V, but the order that the information is provided is the instructor’s prerogative.]
I. Course Number and Instructor Information:
[Include Course Rubric, Number, and Title, followed by the instructor’s name, office number or
location in which the instructor can be contacted, phone number (either office phone or other
phone at which messages can be left), and office hours.]
II. Text(s) and Materials:
[Include required and optional texts and materials, listed in bibliographical format. Use the
format found in any current research paper guide or English handbook. If other resources are
listed, indicate where these are available.]
III. Course Requirements:
[Include the individual instructor’s course requirements, grading policies, grade scale, and other
evaluation methods. Discipline-wide evaluation policies will be noted in the "Evaluation" section
of "Official Course Description" part of this Syllabus.]
IV. Instructor’s Policies:
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[Attendance Policy: The College Catalog contains two statements on this issue. Instructors are
free to set their own attendance policies, but the policies must be included in the syllabus.]
[All of the instructor’s rules (such as class conduct requirements, cell phones being turned off,
children not being allowed in the class, etc.). Instructors may choose to refer to the Student
Code of Conduct as published in the College Catalog and the Student Handbook. Having the
policies explicitly stated in the syllabus helps the college defend the instructor if a student
challenges a policy.]
[The Center For Students With Disabilities suggests this statement be included (optional): "If
students have a disability that requires an accommodation, they may contact the Center For
Students With Disabilities at their campus. In accordance with federal law, it is the student’s
responsibility to speak to a counselor and provide proof of the disability. All discussions and
documentation are kept confidential."]
V. Calendar:
[Attach a calendar of subjects to be studied, activities, and assignments. This may be a highly
detailed calendar specifying daily assignments, or it may be a more general calendar specifying
assignments on a week-by-week basis. A note is needed at the bottom stating that the calendar
is subject to change.]
Special Note:
This document should be done in Microsoft Word, the header is 10 point, the Title is 16 point
and the rest of the syllabus should be 11 point. The margins are 1" Left, 1" Right and 1" top and
bottom.
Official Course Description
Syllabus
Official Course Description
SUBJECT AREA
Use only approved subject area
COURSE RUBRIC AND NUMBER
Rubric and number
COURSE TITLE
Title as it appears in Catalog
COURSE CREDIT HOURS
Credits Lec Lab
____________:______
I. Catalog Description
[The verbatim description as it appears in the current Catalog, including prerequisites and corequisites.]
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[Other specialized entrance requirements, if applicable.]
II. Course Objectives
[Three options are available: 1.) The discipline will determine whether to list the course
objectives only, 2.) to use unit titles and list a set of objectives for each unit, or 3.) to list general
objectives, followed by unit titles and specific objectives. Unit titles are optional.]
[A basic-level performance objective is the minimum statement of an objective that is acceptable
for the syllabus. It must be achievable and measurable. The minimum acceptable statement of
performance for an objective will contain 1.) an action verb (e.g. write, draw, define), and 2.) a
description of what the student will be able to do/demonstrate at the end of the course.]
[Option one—learning objectives only]
Upon satisfactory completion of this course, the student will be able to:
A. [Objective 1]
B. [Objective 2]
C. [Objective3]
[etc.]
[Option two—unit titles and objectives. While six units are suggested for most courses that
choose this option, the number of units will vary, depending on the course content.]
A. Unit I [Title of Unit]
1.[Objective 1]
2.[Objective 2]
3.[Objective 3, etc.]
B. Unit II [Title of Unit]
1.[Objective 1]
2.[Objective 2]
3.[Objective 3]
[etc.]
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C. Unit III [Title of Unit],[ etc.]
[Option three—general objectives, followed by unit titles with specific objectives for each unit.]
Upon satisfactory completion of this course, the student will be able to:
A. [General Objective 1]
B. [General Objective 2]
C. [General Objective 3]
[ etc.]
1.Unit I [Title of Unit]
a. [Specific Objective 1]
b. [Specific Objective 2]
c. [Specific Objective 3]
[etc.]
III. Evaluation
[All the requirements for the course as determined by the college-wide discipline. Individual
instructors will describe their specific grading criteria in the "Instructor’s Course Requirements"
which will precede this section of the syllabus.]
[Several items may be appropriate in this section: 1. The general guidelines for grading as
agreed on by the faculty of a discipline. 2. The criteria to be used to determine whether students
have met the stated objectives of the course. 3. The processes of pre-assessment (whether for
challenge or diagnosis), post-assessment, and remediation. Single space any narrative
material.]
Faculty Association Bylaws
BYLAWS OF THE FACULTY ASSOCIATION
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OF THE
EL PASO COMMUNITY COLLEGE
Preamble
________
We the Faculty of the El Paso Community College hereby establish a Faculty Association for
the purpose of participating in the governance of the institution.
________
ARTICLE I.
THE FACULTY ASSOCIATION
The Faculty Association, subject to the laws of the State of Texas and the policies of the Board
of Trustees of the El Paso Community College District, shall have the responsibility of
participating in the creation, development, and implementation of all college policies and
procedures.
Section 1. The Faculty Association shall consist of all non-administrative full-time and parttime instructors, counselors, and librarians having employment with the college. The Association
shall meet and conduct business as a committee of the whole.
Section 2.
All Faculty Association members shall have one vote and be eligible to vote in:
a. elections of officers of the Faculty Association;
b. referenda; and
c. Faculty Association meetings.
Note: Faculty Association members may confer their vote via proxy in a written authorization
granting such power to another voting member of the Association. Part-time faculty
members hold Association membership only in academic terms of college employment, and
they may vote or present their proxy, or represent by proxy in such academic terms only.
Section 3. Officers of the Faculty Association, who shall also constitute the Executive
Committee of the Faculty Association, shall consist of:
a. a President, who shall preside at Association and Executive Committee meetings, and
serve as a spokesperson for the Association, as well as sit on the college councils,
committees, and task forces. The President or a representative designated by the
President will also attend all of the Board of Trustee meetings;
b. two Vice Presidents, one each from the full-time faculty and part-time faculty. The Vice
President from the full-time faculty will serve in the absence of the President. The Vice
President from the full-time faculty will be the only Association officer to ascend to the
presidency in the event that the elected President is removed from office or is in any
circumstance rendered unable to complete the prescribed elected term of office; and
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c. one Secretary, who shall keep the minutes of all Association meetings and maintain
current lists of Association members.
d. Elected officers of the Faculty Association may be alleviated of their responsibilities
and/or removed from office under the following circumstances:
1. By self-initiated resignation,
2. By a vote of the Faculty Association for cause, misfeasance, malfeasance, or
nonfeasance, by a vote of fifty percent plus one of full-time Faculty Association
members acting as a committee of the whole in a regularly convened assembly,
as specified in Article I, Section 6 (a and b), or as specified in Article I, Section 5.
Section 4. Elections of officers of the Faculty Association shall follow the schedule and
procedures detailed below:
a. The four elected officers of the Faculty Association shall be chosen by secret ballot. The
full-time faculty will nominate and vote for offices of President, Full-time Vice President,
and Secretary. The Part-time faculty will nominate and vote for offices of President, Parttime Vice President and Secretary.
b. Prior to the second Monday in March, the President shall appoint an Ad Hoc
Nominations Committee which will prepare and publish election materials and deadlines
for election of those standing for office,
c. nominations for positions may be made by any Association member as long as the name
and signature of the nominator is submitted to the Ad Hoc Nomination Committee by its
ballot preparation deadline;
d. all elections will be decided by a majority of the total vote cast for a particular position.
Elections in which no candidate receives an absolute majority of the total will have a runoff election to be held within one week of the initial election for that position, and
e. all balloting shall occur during a continuous seven-day voting process.
Section 5. All terms of office shall begin with the first contract day of each academic year.
Terms shall end on the day prior to the first contract day of each academic year. Any Faculty
Association officer who misses three successive regular meetings of the Faculty Association will
be considered to have vacated that position, with the exception of the President, who shall be
replaced by the Vice President of the full-time faculty. A vacancy in the Office of Secretary will
be filled by a temporary appointment by the President. Vacancies in the office of either Vice
President will necessitate an election following the procedure detailed in Article I, Section 4.
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Section 6. There shall be at least one Faculty Association meeting per month in the regular
academic year, August through April.
Section 7.
Additional Faculty Association meetings may be called by
a. the President of the Faculty Association on his or her own initiative or at the request of
the President of the college, or
b. the Faculty Association on its own, or on pre-approval of the Association, meeting as a
committee of the whole, or on a written petition of thirty (30) members of the Faculty
Association.
Section 8. Recognized parliamentary procedure shall govern the conduct of Faculty
Association meetings. Questions regarding the parliamentary procedure shall be referred to and
decided by a Faculty Association member or members acting in the capacity of parliamentarian
and designated as such by the President for that specific meeting. Roberts= Rules of Order will
be the standard compendium consulted for general guidelines governing procedures of the
Faculty Association.
Section 9. Faculty Association voting shall consist of a show of hands, unless an Association
member requests a secret written ballot or a roll call vote and said request is approved by a
majority of the Association members present.
Section 10. The President of the Faculty Association shall provide a written summary report of
the actions taken by the Faculty Association following all regularly scheduled meetings and
special meetings, and all Executive Committee meetings. These reports should be issued within
one week following the meeting upon which they are reporting. An oral summary of Executive
Committee and special meetings may substitute when such meetings take place within five
working days of a regularly scheduled Faculty Association meeting.
Section 11. Ratification of, amendments to, changes or alterations of Bylaws of the Faculty
Association:
a. Ratification of Bylaws, amendments to, or changes or alterations to said document will
be submitted to the Faculty Association for consideration thirty days prior to a vote of the
Association for adoption. The Association, acting as a committee of the whole, shall vote
on ratification of, amendments to, changes or alterations of Bylaws on the meeting of the
Association in the monthly meeting following the submission of said ratification,
amendment, change or alteration, and as specified in Article 1, Section 6 of the Bylaws
detailing Association meetings.
ARTICLE II.
THE FACULTY SENATE
To facilitate the exercise of the responsibilities outlined in Article I above, the powers of the
Faculty Association are hereby delegated to a representative body to be called the Faculty
Senate. This delegation of authority is subject to revision by the Faculty Association.
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Section 1.
The Faculty Senate shall consist of the following:
a. the Executive Committee of the Faculty Senate, serving a two-year term, composed of
the Officers of the Faculty Association as outlined in Article 1, Section 3,
b. two delegates (full time faculty), serving a two-year term from each of the instructional
divisions,
c. one delegate each from the counselors and from the librarians, each serving a two-year
term,
d. one delegate (full time faculty), serving a two-year term from each of the present five
campus facilities, and
e. one delegate (part time faculty), serving from each of the present five campus facilities
for a term of two-years, but not in excess of their actual term of college employment, a
representative not continued in college employment will necessitate an appointment by
the part time faculty Vice President of a part time faculty member to fill the unexpired
term and serving at the campus of the departing representative.
Section 2. Election of the members of the Faculty Senate shall follow the schedule and
procedure detailed below:
a. the representative Senate nominees shall be chosen at a meeting of their respective
constituents. Nominations or elections may occur from the floor, no later than the second
Monday in April of each academic year for those standing for election,
b. the at-large campus representatives, both full and part time, shall be chosen by secret
ballot by the respective Association members of each campus, for those standing for
election;
c. prior to the second Monday in March, the President shall appoint an Ad Hoc
Nominations Committee which will prepare and publish election materials and deadlines
for election of those standing for election;
d. Nominations for positions other than instructional and representative group may be
made by an Association member as long as a Nomination Form showing the printed
name and signature of the nominator is submitted to the Ad Hoc Nomination committee
by its ballot preparation deadline;
e. all the elections will be decided by a majority of the total vote cast for a particular
position. Elections in which no candidate receives an absolute majority of the total vote
cast will have a run-off election to be held within one week of the initial election for that
position; and
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f.
all balloting shall occur during a continuous seven-day voting process.
Section 3.
All terms of office shall begin with the first contract day of each academic year.
Terms shall end on the day prior to the first contract day of each academic year. Any Faculty
Association officer or Faculty Senate delegate who misses three (3) successive regular
meetings of the Faculty Senate will be considered to have vacated that position. With the
exception of the President, who shall be replaced by the Vice President from the full time
faculty, vacancies in any elected Executive Committee position will be filled, in the instance of
the Office of Secretary, by a temporary appointment by the President. Vacancies in the Office of
Vice President shall necessitate an election following the procedure detailed in Article 1, Section
4. Vacancies in any Faculty Senate delegate position will be filled from the appropriate
constituency group upon recommendation of the Executive Committee and approval of the
members of the Faculty Senate.
Section 4. There shall be at least one meeting of the Faculty Senate during each month of the
regular academic year; August through April. Additional meetings of the Faculty Senate may be
called and representatives should be available during the summer months or confer their proxy
in the appropriate manner to another seated Faculty Senate delegate for the duration of their
absence. Summer meetings will be:
a. at the discretion of the Faculty Association President,
b. by decision of the Faculty Senate at a previous meeting, or
c. by petition signed by five members of the Faculty Senate and presented to the Faculty
Association President.
Section 5. Recognized parliamentary procedure shall govern the conduct of Faculty Senate
meetings. Questions shall be decided by a Senate delegate or delegates assigned by the
Senate to serve in that capacity on a meeting by meeting basis.
Section 6. A quorum shall consist of 50% plus one of the full-time faculty members of the
Faculty Senate including the Executive Committee members.
Section 7.
Each member of the Faculty Senate shall have one vote.
Section 8. Terms of members being replaced by newly elected members shall expire on the
day preceding the first contract day of each Academic Year.
Section 9. Faculty Senate meetings are to be scheduled no less than seven days prior to any
Regular Monthly Meeting of the Board of Trustees.
Section 10. The Executive Committee shall be responsible for publishing Association and
Senate meeting agenda, no less than five days prior to any regularly scheduled meeting.
Section 11. A Summary Report of all Association and Senate meetings shall be published
within two weeks of any Association or Senate meeting.
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Revised October 2000/ Ratified November 13, 2000
Amended and Approved November 20, 2002
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