Employee Handbook - Community College of Philadelphia

OFFICIAL COPY: 10/20/2017

Employee

Handbook

October 20, 2017

OFFICIAL COPY: 10/20/2017

Table of Contents

Table of Contents ....................................................................................................................................... ii

PRESIDENT¡¯S MESSAGE........................................................................................................................ 1

MISSION STATEMENT ........................................................................................................................... 2

ABOUT THIS HANDBOOK ..................................................................................................................... 5

EMPLOYEE HANDBOOK ACKNOWLEDGEMENT FORM ............................................................ 6

HOW TO GET AROUND THE CENTER CITY MAIN CAMPUS ..................................................... 7

MAPS AND DIRECTIONS TO COMMUNITY COLLEGE OF PHILADELPHIA AND

REGIONAL CENTERS AND NEIGHBORHOOD SITES ..................................... 8

SECTION 1.0 GETTING STARTED AT COMMUNITY COLLEGE OF PHILADELPHIA ......... 9

1.1

Employment Status ........................................................................................................................ 9

1.2

Employment-At-Will ..................................................................................................................... 9

1.3

Probationary Period .................................................................................................................... 10

1.3.1

New Employees ................................................................................................................ 10

1.3.2

Probationary Period When Transitioning to New Position............................................ 10

1.4

Proof of Eligibility to Work in the U.S. ¨C Immigration Reform and Control Act (IRCA).... 10

1.5

Your New Employee Orientation Session and Benefits Enrollment ....................................... 11

1.6

Identification Cards (ID) ............................................................................................................. 11

1.7

Security Access (Issuance of Keys and Key Cards) .................................................................. 12

1.8

Emergency Contact Information ................................................................................................ 12

1.9

Reporting Personal Information Changes ................................................................................. 13

1.10

Background Checks ..................................................................................................................... 13

1.11

Policy on Background Checks for Individuals Working with Children ................................. 14

1.12

Medical Examinations ................................................................................................................. 17

1.13

Weather Emergency Communications ...................................................................................... 17

1.14

MyCCP Secure Portal ................................................................................................................. 18

SECTION 2.0 ABOUT THE COLLEGE ............................................................................................. 19

2.1

College Committees ..................................................................................................................... 19

2.2

Community College of Philadelphia Foundation ...................................................................... 19

2.3

Strategic Planning ........................................................................................................................ 19

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2.4

Institutional Research Reports ................................................................................................... 20

2.5

Staff Supported Activities ........................................................................................................... 20

SECTION 3.0 EMPLOYMENT POLICIES ........................................................................................ 21

3.1

Disability Accommodations......................................................................................................... 21

3.2

Religious Accommodation ........................................................................................................... 21

3.3

Confidentiality .............................................................................................................................. 23

3.4

Conflicts of Interest...................................................................................................................... 23

3.5

Discipline - Staff ........................................................................................................................... 24

3.6

Discipline - Students .................................................................................................................... 24

3.7

Notice of Non-Discrimination ..................................................................................................... 24

3.8

Anti-Discrimination and Harassment Complaint Policy Section 504/Title IX...................... 25

3.8.1

Harassment Prevention Training .................................................................................... 30

3.8.2

Equal Employment Opportunity...................................................................................... 30

3.8.3

Disabled, Vietnam-Era and Other Eligible Veteran¡¯s EEO Policy................................ 32

3.8.4

Prohibition on Sexual Misconduct, Relationship Violence, and Stalking..................... 33

3.8.5

Genetic Information Nondiscrimination Act (GINA) .................................................... 35

3.8.6

Service Animal Policy ...................................................................................................... 36

3.9

Dress, Grooming and Personal Hygiene .................................................................................... 37

3.10

Drug and Alcohol Free Workplace............................................................................................. 37

3.11

Family and Medical Leave Act (FMLA) .................................................................................... 45

3.12

Family Educational Rights and Privacy Act (FERPA) ............................................................ 46

3.13

Handling of Employee Personal Information............................................................................ 46

3.14

HIPAA Notice of Privacy Practices ............................................................................................ 46

3.15

Pandemic Preparedness............................................................................................................... 47

3.16

Personnel Records and Files ....................................................................................................... 47

3.17

Professional Conduct ................................................................................................................... 48

3.18

Workplace Surveillance and Searches ....................................................................................... 48

3.19

Hours at Work ............................................................................................................................. 48

3.20

Cameras, Camera Phones and Other Recording Devices ........................................................ 49

3.21

Social Media and Social Networking.......................................................................................... 49

3.22

Travel Authorization and Reimbursement................................................................................ 49

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3.23

Workplace Violence and Weapons ............................................................................................. 56

3.23.1 Workplace Violence ......................................................................................................... 56

3.23.2 Weapons Policy ................................................................................................................ 57

3.24

Hiring of Temporary Workers ................................................................................................... 57

3.25

Contract Procedures and Authorized Signatures ..................................................................... 57

SECTION 4.0 ADDITIONAL COLLEGE POLICIES ....................................................................... 59

4.1

Fundraising and Grants .............................................................................................................. 59

4.2

Royalties and Other Compensations or Incentives Related to

Selection of Course Material ..................................................................................... 59

4.3

Solicitation and Accepting Gifts to the College ......................................................................... 59

4.4

Purchasing Policy ......................................................................................................................... 59

4.5

Copyrights and Proprietary Rights of the College ................................................................... 60

4.5.1

Copyrights ........................................................................................................................ 60

4.6

Institutional Expenditure Approvals ......................................................................................... 60

4.7

Indemnification for Liability ...................................................................................................... 61

4.8

Solicitation in Campus Facilities ................................................................................................ 61

4.9

Posting in College Facilities......................................................................................................... 62

4.10

Admittance to College Buildings and Facilities after Normal Work Hours .......................... 63

4.11

Acceptable Use Policy for Interactive Systems Including

College Property and Computers ............................................................................. 64

4.12

Children on Campus (Presence of Minors under Age 18)........................................................ 68

4.13

Reporting Misconduct (Whistleblower Policy) ......................................................................... 69

4.14

Child Abuse Reporting Policy..................................................................................................... 70

4.15

Right to Know Act ....................................................................................................................... 70

4.16

Smoke-Free Campus.................................................................................................................... 71

4.17

Alcoholic Beverages ..................................................................................................................... 71

4.18

Student Code of Conduct ¨C Reporting Student Behavior ........................................................ 72

4.19

Nursing Mothers .......................................................................................................................... 72

4.20

No Texting While Driving ........................................................................................................... 72

4.21

Segregation of Duties ................................................................................................................... 72

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SECTION 5.0 COMPENSATION, WORK SCHEDULES AND PAYCHECKS ............................. 73

5.1

Compensation ............................................................................................................................... 73

5.2

Job Classifications........................................................................................................................ 73

5.3

College Work Hours .................................................................................................................... 73

5.4

Four-Day Summer Workweek.................................................................................................... 74

5.5

Overtime ..................................................................................................................................... 74

5.6

Compensatory Time for Administrative Staff........................................................................... 75

5.7

Part-Time Teaching by Administrative Staff ............................................................................ 75

5.8

Pay Schedules and Direct Deposit .............................................................................................. 75

5.9

5.8.1

Pay Schedules and Payroll Direct Deposit ...................................................................... 75

5.8.2

Payroll Deductions ........................................................................................................... 76

Timekeeping ................................................................................................................................. 76

5.9.1

Time Sheets ...................................................................................................................... 76

5.10

Philadelphia Wage Theft Ordinance .......................................................................................... 77

5.11

Accurate Pay and Complaint Policy........................................................................................... 77

SECTION 6.0 TIME AWAY FROM WORK ...................................................................................... 79

6.1

Holidays ..................................................................................................................................... 79

6.1.1

6.2

Eligibility for Holiday Pay ............................................................................................... 79

Vacation ..................................................................................................................................... 79

6.2.1

Two Weeks¡¯ Notice Requirement for Payout of Accrued Vacation ............................... 80

6.3

Personal Leave Time.................................................................................................................... 80

6.4

Sick Leave .................................................................................................................................... 80

6.5

6.6

6.4.1

One Hour Notification ..................................................................................................... 80

6.4.2

Sick Leave Eligibility ¨C Classified and Confidential Employees .................................... 80

6.4.3

Sick Leave Eligibility ¨C Full Time Administrators and Full Time Faculty ................... 81

6.4.4

Doctor¡¯s Note Requirement for Three or More Days Sick ............................................. 81

6.4.5

Sick Leave Abuse ............................................................................................................. 81

Spring Break and Winter Break ................................................................................................ 81

6.5.1

Spring Break .................................................................................................................... 81

6.5.2

Winter Break .................................................................................................................... 81

Family and Medical Leave .......................................................................................................... 82

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