New Employee Orentation



New Employee Orientation and Resource GuideGetting Started at SPSCCTable of ContentsRev. 3/17/2020General Information Security & SafetyParking & TransportationThurston County Intercity TransitOmni Emergency Campus AlertsHow do I Report a Crime? Human Resources Required Employment FormsRequired TrainingsStaff ID Number and PIN Union ContractsPayroll Services Direct DepositTime and Leave ReportingEmployee Earnings History& Pay StubsPayroll DeductionsEmployee Benefits Medical & Dental Retirement PlansEmployee Assistance ProgramProfessional Development & Training FundsLeave and Holiday Schedules Campus Resources College PoliciesChildcare CenterDining on CampusWhistleblower Program Public RecordsWelcome to South Puget Sound Community College!In preparation for your first day of work, please review the following information to help familiarize yourself with the College. In this guide, you will find some helpful resources for navigating your first day on campus. During your first week of employment, you will receive department specific information and a new employee checklist to review with your supervisor. General Information & NavigationSPSCC-Website & Staff DirectoryThe College website is a wealth of information. In the upper right corner of the main webpage (spscc.edu) is a tab for Employees. This page is a great place to get started and includes quick links to employee resources. On the right side of the page are buttons for useful tools and help. In addition, the campus directory is easily accessed online and from the webpage. In the campus staff directory, employees can add their photo, post class times and office hours, create a blog as part of your campus identity and add helpful information for students and employees. Parking & TransportationParking on campus is free and there are no designated parking spots. All vehicles must park in legal parking spaces (between the white lines) and/or designated spaces/areas. Vehicles parked illegally will be ticketed as needed. There are eight parking lots on the Olympia campus and one large parking lot at the Lacey campus. Visitor parking is available for limited 90 minute parking. Public Transportation The Intercity Transit bus is available free of charge for students and employees and there are several bus stops on and near both campus locations.Vanpools are also an option and additional information is found at: ()Emergency NotificationsOmnilerts notify you of campus closures, late starts and security alerts. You can receive text and/or email alerts direct to your email and personal electronic devices. SPSCC also posts alerts to the SPSCC Facebook and Twitter social media pages.Omnilert will send you Email and/or SMS text alerts for campus emergencies, delays, or closures.Sign up or confirm your existing account preferences: make sure alerts hit your inbox by adding no-reply@ to your Safe Senders list in Office365.Reporting a CrimeIf you see something, say something! All employees and students should immediately report any crime, suspicious activity, person or emergency to the Security Office ext. 5299 or dial 911 Dispatch Center.Reporting an Accident or InjuryForms for reporting an accident, incident or injury are located on Employees webpage under Campus Reports & Services. The incident report form should be used to report any injuries or near misses that occur on campus. Accidents should be reported to both your supervisor and the Security Office as soon as possible. Campus Concerns & Conduct Reporting The Behavioral Intervention Team monitors unusual student interactions or behaviors that occur on campus. Based upon referrals and reports, the Behavioral Intervention Team plans and implements intervention strategies to assist students before a crisis arises. Staff and faculty can report any Red Flag Behaviors by visiting the Employees web page and clicking on the Red Flag Report button on the right side of the page. For more information on Red Flag Behaviors or the BIT Team, contact the Security Office at ext. 5299. Campus Security ActThe Department of Education and the Jeanne Clery Act require all colleges to provide information to students and employees about campus safety policies, procedures and statistics on certain crimes. This information is published on the Security webpage. Building KeysTo request keys you will need to ask your supervisor and complete a Key Authorization Form. Please contact the Security Office ext. 5299 or your division Administrative Assistant for more information.Human Resource OfficeGetting Started and Required Employment FormsForm I-9, U.S. Citizenship and Immigration ServicesThe College is required by the Department of Homeland Security to complete and maintain a Form I-9 for each employee. This form is used to verify your identity and establish that you are eligible to work in the United States. The Form I-9 requires certain original personal identification documents be presented at the time of hire that are used to establish identity and employment authorization such as your passport or driver’s license and social security card. This form must be completed on or before your first day of work.IRS Form W-4 – Tax WithholdingAll new employees, including student workers, are required to complete a?W-4. All employees should review their W-4 filing status and taxes withheld and compare this to anticipated or actual tax liability. If your income, filing status, or name changes, please submit an updated W-4 form as soon as possible. Taxes are withheld in accordance with the current rates established by the Internal Revenue Service. Any employee filing Exempt status must fill out a new W-4 at the beginning of each new tax year. The W-4 form may be obtained online on the HR website.Supervisor ChecklistDuring your first week of work, HR will email you the New Hire Checklist. Please print out the Departmental New Hire Checklist and review this with your supervisor. Once you have completed all the steps, you and your supervisor should sign and send the form to Human Resources.? The New Hire Checklist covers: attendance, job expectations, equipment & property use, safety & security, policies, compensation, required employee training, department functions, and personal concerns.ConfidentialityIn the course of your work, you may be exposed, because of your job duties, or inadvertently, to personally identifiable information (PII) or Electronic Personal Health Information (ePHI) about employees or students. ?It is the responsibility of every employee to honor the confidentiality of that information and report any inappropriately exposed personal information.Staff ID Number (SID)& PINAll employees are issued an SID number after HR processes your new hire paperwork. This SID number is emailed to your personal email address. Your pin number is assigned once your Staff ID number is in place and this is emailed to you.Your PIN number is assigned to use with your Staff ID Number. You will use your PIN number to access the Employee Earnings History, Time and Leave Reporting (TLR) and the Instructor Briefcase. If for any reason, you forget or misplace your PIN, please contact the Human Resource Office.Required TrainingsAll full and part-time employees are required to complete the following trainings within the first month of employment. Required trainings are located on the New Employee Orientation website. Ethics in Washington StateSouth Puget Sound Community College expects all employees to observe the highest standards of ethical conduct. Each employee is expected to place the College’s interest above his or her own self-interest in all education, business, and other work-related matters where there is any actual or potential conflict or the appearance of a conflict.The Washington State Executive Ethics Board Training helps South Puget Sound Community College employees make ethical decisions and maintain the high standards of conduct required of all Washington State employees.? This training introduces employees to ethics in the workplace so you are able to apply ethical concepts and principals to your work at SPSCC.Title IX, Sexual Harassment/Misconduct and NondiscriminationSouth Puget Sound Community College is committed to providing an inclusive, healthy and productive environment for our students to learn and our employees to work. The College does not tolerate violent, harassing, threatening, or intimidating behavior toward our students, staff, faculty, or visitors. Individuals in violation of this policy will be subject to informal or formal disciplinary action up to and including dismissal from employment.FERPAUnder the guidelines of the 1974 Family Educational Rights and Privacy Act (FERPA), students have certain rights with respect to the education records. Please read the FERPA Student Records Disclosure Guidelines on the website so that you understand what information is protected under this act. IT Security Awareness TrainingAll staff and faculty are required to complete the IT Services Security Awareness Training within the first month of employment. The training is online and includes multiple training modules that you can complete at your own pace.Union ContractsThe College has two union contracts, one for Classified staff and one for Faculty. Classified employees are governed by the Washington Federation of State Employees (WFSE) contract, and the South Puget Sound Federation of Teachers #4603 AFT/AFL C CIO (AFT) contract governs the Faculty. Both union contracts are found online ServicesPayroll Services are located in the Human Resource office, Mottman campus, building 25 second floor room 220. Please visit the HR webpage for more information. Deposit Enrolling is easy and highly recommended! Employees can have earnings automatically deposited to your bank account. The Electronic Funds Transfer form should be completed and returned to the HR Office.? If you elect to deposit into a checking account, please attach a voided check. If you elect to deposit into a savings account, please have your financial institution complete your form before submitting to Human Resources. Direct deposit ensures your check will arrive on payday. The College makes every effort to ensure your mailed check will arrive on payday, but we cannot guarantee mail delivery.Forms are available online or in the HR Office, Building 25-220.Pay DaysSouth Puget Sound Community College follows the State of Washington laws and payroll schedule and issues semi-monthly paychecks. Official pay dates are the 10th and 25th of each month.Pay PeriodsPayday1st-15th25th of current month16th-31st 10th of next monthIf the 10th or 25th payday falls on a Saturday, payday will be the preceding Friday. If the 10th or 25th falls on a Sunday, payday will be the following Monday unless Monday is a federal banking holiday, then payday will be the preceding Friday.What if I don’t receive my check?Contact the Payroll Office at 360-596-5374. If your check is mailed, please wait 10 business days before contacting Payroll. If your check is directly deposited to your bank and you have not received it, contact the Payroll office immediately. Employee Earnings History- Pay Stubs Employee Earnings History allows you to view the earnings and deductions associated with your most recent payroll check or any payroll check issued to you within the last two years. You may also view?year-to-date earnings, year-to-date deductions and leave balances. To view your history on line, click the Employees webpage and select “Login to Employee Earnings & Leave”. You will be required to enter your Employee SID and your Employee PIN.? If you do not have your Employee PIN or need assistance, please contact the HR office at 360-596-5500. Time & Leave Reporting (TLR) System Time & Leave Reporting (TLR) system is an electronic time reporting system that designed to be used by classified, part-time hourly, full-time faculty and exempt employees. All overtime eligible, part-time hourly, and student employees must record all hours worked in the TLR system. Administrators, classified, exempt, and full-time faculty also use the TLR to report the leave they have taken. *All TLR Timesheets are required to be submitted by the 15th and last day of each month. The TLR system is accessed from on or off campus from the Employees tab on the webpage. Overtime Eligible EmployeesThe Fair Labor Standards Act (FLSA) requires records to be kept on total hours worked each day and each workweek for overtime eligible employees to determine when they are eligible to receive overtime compensation. Overtime-eligible employees who have prior approval and work more than forty (40) hours in a workweek will be compensated at the overtime rate. Employees who work unauthorized overtime hours may be subject to corrective action. By submitting your electronic timesheet you are certifying that the hours reported accurately reflect the hours you have worked and/or the leave you have taken.Overtime-Exempt EmployeesOvertime ineligible/exempt employees are typically professional classified, faculty, or administrative/exempt staff. Overtime exempt employees are not required to report hours worked, but use the TLR system to report all leave taken. These employees will need to input their leave hours for each pay period they have taken leave. This is required for all vacation, sick, personal holidays, and/or personal leave hours.?By submitting your leave electronically, you are certifying that the information you have reported accurately reflects the hours you have taken leave.Payroll DeductionsUnion DuesRepresented faculty and staff union dues are automatically deducted through payroll deduction upon submitting a union dues form.Homeowners & Auto InsuranceThe State of Washington has negotiated group rates for employees through Liberty Mutual Insurance. This could mean up to 12% in discounted auto and home rates. By enrolling with Liberty Mutual, you will be able to have the insurance cost deducted from your semi-monthly paychecks. Learn more at the PEBB website. Fund DriveEach fall, SPSCC kicks off the annual Washington State Combined Fund Drive campaign. By completing a payroll deduction form you can contribute to one or more of your favorite charities. The deductions begin in January and continue until you take action to change either the designee or dollar amount during the next campaign. Learn more about Combined Fund Drive at: to SPSCC FoundationEmployees may authorize scholarship or development deductions through payroll deduction. ?To learn more about the program please contact the College Foundation Office. BenefitsSouth Puget Sound Community College offers the Washington State benefit plans including health, dental and life insurance, retirement and optional deferred compensation programs. For additional information on your benefits package visit the benefits webpage or contact the Human Resource office at 360-596-5433. spscc.edu/staff/hr/benefitsMedical/Dental Insurance pebb.hca.New full-time employees become eligible for insurance benefits immediately if you begin employment the first day of the month. If you start during the month, you become eligible the first day of the following month. PEBB Open EnrollmentThe PEBB Program open enrollment is in November each year and this is your chance to make changes to your PEBB account effective January 1. Open enrollment allows you to:Change your medical and dental plan. Enrollment or disenrollment of dependents. Enroll or reenroll in the flexible spending account (FSA) or Dependent Care Assistance Program (DCAP).Waive medical coverage if you have other comprehensive group medical coverage.Changing Medical and Dental plansDuring open enrollment, you can make most plan changes online at pebb.hca. by selecting Change My Coverage. Alternatively, you can complete and submit the Employee Enrollment/Change form (found on PEBB’s forms page) to the Human Resource office.Enrollment or Disenrollment of Dependents If you are adding a family member to your account, you must use the Employee Enrollment/Change form and submit it along with dependent verification documents—you cannot add family members online.? The forms are available on the PEBB website or from the HR office.To disenroll a family member, you can either go online using Change My Coverage or complete and submit the Employee Enrollment/Change form to the Human Resource office. Flexible Spending Accounts (FSA)Full time employees, faculty and adjunct faculty may participate in the Medical Flexible Spending Account plan. The College offers an optional flexible spending account for out-of-pocket medical expenses.? This is a calendar year plan whereby employees can set aside pretax dollars to pay for out-of-pocket medical expenses.? This is a “use it or lose it” IRC governed plan.? Medical expense reimbursements can be requested for the employee, their spouse, and their IRS qualified dependents.? Eligible Employees can begin participation the first day of the month following employment.Dependent Care Assistance Program (DCAP) To enroll or reenroll in the FSA or DCAP programs, go to Flex plan services website: Compensation Plan Eligible employees are automatically enrolled in the State’s deferred compensation plan. This 457 plan allows an employee to set aside additional pretax earnings for retirement savings.? Employees can participate in the supplemental 403(b) retirement plans in addition to participation in the State plan.? PlansSPSCC offers the state retirement plans to eligible employees. You may be eligible for different plans based on your employment type and classification.Department of Retirement Systems: PERS Plans 2 and 3 drs.PERS 3 Available to classified, administrative/exempt and full-time faculty TIAA CREF to administrative/exempt, full-time faculty and eligible part-time facultyEmployee Assistance Programdop.EAP/Pages/default.aspxThe College contracts with the Washington State Employee Assistance Program (EAP) to provide employee assistance services. There is no cost to the employee and all services are confidential between you and the EAP personnel. No information is released to your employer and you can contact the service for personal support, work assistance or help with your finances, home, and family life. More information regarding the employee assistance program is available by calling 360-407-9490 or 1-877-313-4455 or visiting their website. Professional Development & Training FundsProfessional Development & Advanced Degree FundsThis program supports employee participation in conferences, workshops, college classes, seminars, and research designed to accomplish professional development needs, individual goals, or college goals. Eligible classified and exempt employees receive up to $350 for professional development each fiscal year. In addition, classified and exempt employees are also eligible for advanced degree funds. Funding for undergraduate courses is $200.00 per quarter credit with a maximum of $2,400.00 per fiscal year. Funding for graduate courses is $400.00 per quarter credit with a maximum of $4,000.00 per fiscal year. Funding is on a first come first served basis and reimbursement is dependent upon verification of successful course completion. Corporate and Continuing Education Employee Discount ProgramThe Corporate and Continuing Education programs at Lacey provide training opportunities to all college employees at a discounted rate based on the Internal Space Available Program. To view the list of courses available at the Lacey Campus visit the HR Contracts, Rules & Forms webpage each quarter.Employee Tuition & Fee WaiverTuition Fee waivers are available for eligible employees. Under RCW 28B.15.740 (1), this program allows eligible employees to attend classes at SPSCC for a reduced rate. Eligibility is defined as classified and exempt employees regularly working 20 hours or more per week and faculty teaching 7.5 credits or more per quarter. LeaveFull Time Classified Employees-Personal Leave DaysClassified employees accrue personal leave days each fiscal year based on the union Collective Bargaining Agreement and one personal holiday each calendar year, after 4 months of continuous employment. Vacation & Personal HolidayFull time classified employees accrue vacation based on their years of continuous state employment. Classified employees will accrue vacation leave according to the schedule found in the union contract. Vacation accrued with in the first 6 months of employment can be used but has no cash value if you separate before completing six months of work. Please refer to the Classified Bargaining Agreement to determine how much vacation leave you will accrue. Classified staff earn one personal holiday per calendar year.Full time administrative/exempt employees accrue 16 hours of vacation per month. Vacation leave is available immediately after it is earned. Full time administrative exempt employees accrue one personal holiday each calendar year after 4 months of continuous employment.Sick LeaveFull time classified and administrative/exempt employees accrue 8 hours of sick leave per month. Sick leave is available for use to all employees immediately after they earn it. Sick leave may be used for personal illness, injury, or disability, death, childcare emergencies, preventative health appointments, and more. Please review the union agreement for additional information.Faculty Leave Professors earn twelve days of leave the first day on which their initial assignment begins. After three quarters of employment, professors shall accumulate such leave at a rate of one day for each calendar month during which they are employed for either a contractual day or on a part-time basis for summer quarter provided the total does not include more than twelve days during any given twelve month period.Personal leave days shall not exceed three days or 21 hours per academic year. Please refer to the Faculty Union Contract for additional information. Holiday Schedule for Administrative, Exempt & Classified EmployeesHolidays 2020 2021New Year’s Day January 1, 2020January 1, 2021Martin Luther King, Jr. Day January 20, 2020January 18, 2021President’s DayFebruary 17, 2020February 15, 2021Memorial Day May 25, 2020May 21, 2021 Independence Day July 3, 2020 (observed)July 5, 2021(observed)Labor Day September 7, 2020September 6, 2021Veterans DayNovember 11, 2020 November 11, 2021ThanksgivingNovember 26 & 27, 2020November 25 & 26, 2021Christmas DayDecember 25, 2020December 25, 2021Campus ResourcesClipper Café & Percival Dining RoomA variety of fresh hot and cold food is available in the Student Union Building (27). Offering a choice of two restaurants and menus, the Clipper Café or the Percival Dining Room are great options. From daily fresh-baked breakfast rolls and cookies to gourmet soups and entrees prepared daily by our students, the choice is yours. If you are in a hurry, a variety of Grab & Go salads, sandwiches, and grilled items are offered. For leisurely dining, enjoy the Percival Dining Room. Treat yourself to the best dining experience in Olympia. All food the Clipper Café and Percival Room are prepared daily by Culinary Arts and Baking and Pastry Arts students. Child & Family Education CenterSouth Puget Sound Community College’s Early Learning Center is located in Building 20. On-campus childcare is available and provided by Serendipity Children's Center. The center is located in Building 20 and provides care for children ages six weeks to 5 years. Childcare is available for students, staff, and community, based on availability. See Serendipity on Mottman for current child care rates. Hours of Operation: 6:45 am to 6:00 pm, Monday through Friday. You can contact the center directly at 360-596-5660.College Policiesspscc.edu/policy/a-z-indexAll college policies and procedures are published online on the college Policies webpage, link is located at the bottom of the website homepage. State Whistleblower ProgramThe Whistleblower Act provides an avenue for state employees to report suspected improper governmental action under RCW 42.40. The State Auditor’s Office investigates and reports assertions of improper governmental action. The intent is to encourage state employees to report improper governmental actions. The law makes retaliation against people who file whistleblower assertions unlawful and authorizes remedies should it occur. The Human Rights Commission investigates asserted retaliatory actions. Information to file a report is located on the Human Resource Contracts, Rules & Forms webpage or the WA State Auditor’s Office for Public RecordsSouth Puget Sound Community College is an agency of the State of Washington. College records are open for public review (with some exceptions such as student’s educational records and certain items in employees’ personnel file.) Any member of the community may ask to see or obtain a photocopy of any existing college document that is part of the public record.For information on how to request public records, contact the Human Resource Office at (360) 596-5360. For the Washington State rules on access to public records, go to pdc. ................
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