EMPLOYEE BENEFITS

POLICY AND PROCEDURE MANUAL SECTIONS 4-15

Holidays: Twelve holidays are observed during the calendar year. Eleven of these holidays are designated by the College and the twelfth is a personal preference day selected by the employee and approved by the supervisor.

Leaves: Sick leave is allowed in the case of individual personal illness, injury, or incapacity, or the illness, injury, or incapacity of the employee's spouse, child, or parent. Sick leave is accrued at the rate of eight hours per month with a maximum accrual of 1,040 hours. Vacation leave is accrued by exempt and administrative employees at a rate of 22 days per year. Non-exempt employees accrue vacation leave based on years of service (0-3 years = 12 days/year; 4-6 years = 15 days/year; 7-9 years = 18 days/year; 10-12 years = 20 days/year; and 13+ years = 22 days/year). A maximum accrual of 240 hours is allowed. Family Medical leave shall be granted for eligible employees in accordance with the Family and Medical Leave Act of 1993. A total of twelve weeks paid or unpaid leave may be granted and the employee's group health plan benefit will be retained under the same conditions that applied before the leave commenced. Bereavement leave is made available for employees upon the death of an immediate family member (spouse, child, parent, stepchild, foster child, grandchild, grandparent, sibling, mother-in-law, father-in-law, brother-in-law, or sister-in-law). Leave up to five days without loss of pay may be granted to attend the funeral of an individual's immediate family, if approved by the employee's immediate supervisor. Emergency/Personal leave may be taken for essential and/or emergency matters for which the scheduling is beyond the control of the employee. Emergency/personal leave shall not exceed three days annually and will be charged to the employee's sick leave. Jury and subpoenaed witness leave will be granted with full pay for full time employees when serving jury duty or when subpoenaed or directed by proper authority to appear as a witness in state or federal court or administration hearings. Pay received as juror or witness must be reimbursed to the College if the employee is to receive regular College pay. Military leave is granted in accordance with Utah Militia and Armories Law Section 39-3-1 and Reemployment Rights for Returned Veterans.

Insurance: Dixie State College provides insurance for all full time employees through Public Employees Health Plan, Standard Insurance, and Hartford Life Insurance. Insurance coverage includes medical, dental, accidental death or dismemberment, term life insurance, long term disability, and flexible spending.

Retirement: Dixie State College provides retirement benefits through Utah State Retirement System and TIAA/CREF. Utah State Retirement System is provided for non-exempt employees (except the top two grades) and exempt, administrative, and faculty employees who elected to remain in the State Retirement System. Faculty, administrative, exempt, and top two grades of non-exempt employees are provided with TIAA/CREF.

Tuition Waivers: A tuition waiver for Dixie State College credit classes is available for all full time employees, their spouses and dependents. Adjunct faculty (during the semester they teach) and designated part time employees may have up to three credits waived. Special fees such as laboratory, field trip, individual instruction, and consumable materials fees are not waived. Classes should not be taken by employees during normal working hours. The tuition waiver forms are available on the homepage or in the Human Resources Office. Questions regarding tuition and/or fees billing statements should be referred to Cashier Office.

Activities: A Dixie State College ID/Activity card will be issued to all full time employees, designated part time employees and adjunct faculty (for the semester they teach). This card entitles the employee and a guest free admission to Dixie State College theatre productions and all college sponsored athletic events. Activity cards are available at the Registration Office.





EMPLOYEE EVALUATIONS

Ongoing, systematic, evaluation and development.

EVALUATIONS must be based on established job descriptions and standards of performance. Completed by supervisors, with input from the employees.

STAFF EVALUATIONS:

  1. Probationary evaluation: About six months after the beginning of employment it is recommended that a new employee receive a somewhat formal performance evaluation by his/her supervisor using the probationary period evaluation form. It is very important to give feedback as to expectations and performance.

  2. Once annually, all staff employees are to be formally evaluated by their supervisors. The deadline for evaluation is June 30, but each department should determine the time of year which is best to conduct the formal evaluation process.

  3. Supervisors who have special concerns regarding an employee’s performance may conduct more frequent and rigorous evaluations.

FACULTY EVALUATIONS: Faculty evaluations will be comprised of the following indices:

  1. Student Opinion of Instruction Survey

  2. Self-Evaluation

  3. Supervisor Evaluation

  4. Peer Evaluation

INTERVIEWS: Discussing the evaluation is critical to achieving a successful evaluation process. It must be planned and the interviewer must prepare clearly in his/her own mind:

  1. What are the responsibilities and expectations of the position? How is the employee fulfilling those responsibilities and expectations?

  2. What are the favorable aspects of performance?

  3. What are the deficiencies in performance, where improvement is needed?

  4. Get the facts clear and in order for presentation.

  5. Prepare specific suggestions to be offered. Have possible goals ready.

  6. Anticipate reaction and be ready to deal with emotion.

GUIDE TO CONDUCTING THE INTERVIEW:

  1. Establish the proper climate, serious but not threatening.

  2. Prepare the employee, notify in advance. Have the employee consider his/her job description, responsibilities, performance and goals before the interview.

  3. Ask for self-evaluation first. Compare with supervisor’s evaluation of performance.

  4. Comment on achievements and improvements, show appreciation of effort. But, also bite the bullet. If the performance is not satisfactory, address the problem(s) directly.

  5. Avoid sitting in cold judgment. Act as a facilitator. This is a collaboration.

  6. Listen and ask questions.

  7. Set goals, with a time line, together. Follow up on goals and objectives.





EMPLOYEE LEAVE REQUESTS

POLICY AND PROCEDURE MANUAL SECTION 4-19 AND 4-20

All non-faculty employees are required to complete an Employee Leave Request Form for all non-business absences from the campus. The supervisor must approve and sign this form. A copy of this form goes to the supervisor or the department secretary. The information from the Employee Leave Request Form is to be entered on the Time-Recap sheet for processing by the Payroll Department.

For an extended absence or an extended intermittent absence, an application for Family Medical Leave must be submitted. Refer to Policy and Procedure Manual Section 4-21. Contact the Human Resources Office for this form and the procedures.

Human Resources Office:

Pamela Montrallo, Executive Director                   Ext. 7522

Rae Matalolo, Coordinator                                      Ext. 7594





EMPLOYEE TRAINING

  1. New Employee Orientation

  • To train in position tasks, department/college policies and procedures, government regulations, benefits, college information, services and offerings.
  • Individual position/department training to be delivered to new employees at the beginning of employment. Group training by Human Resources Department occurs twice a year, at the beginning of fall and spring semesters.
  • Human Resources Training is one day long. Individual training is customized.
  • Individual position/department training is provided by supervisor.

  1. Prevention of Harassment and Discrimination (Particularly of a sexual, ethnic, or disabilities nature.)

  • Training defining harassment and discrimination, outlining complaint procedures and College/employee responsibility.
  • To be delivered to new employees, periodically reinforced for long-term employees.
  • Training is approximately one and a half hours long.
  • Delivered by the Human Resources Office and Disabled Students Coordinator.

  1. Hazardous Materials/Blood Born Pathogens Training

  • Training in procedures in and protection while handling hazardous waste and materials, including blood born pathogens.
  • To be delivered to employees working in areas or with materials that are classified as hazardous or potentially involve blood born pathogens.
  • General training is approximately one hour. Specific area training is customized by department.
  • Delivered by the Hazardous Materials Specialist and department supervisors.

  1. Drivers’ Training

  • Training to teach safe and defensive driving techniques.
  • Required of all who will drive a College vehicle or their own for work purposes.
  • A video and a test that take about one hour are available in the Library. The completed test and a copy of your driver's license goes to the Vehicle Maintenance Department.




FAIR LABOR STANDARDS ACT COMPLIANCE

POLICY AND PROCEDURE MANUAL SECTION 4-18

18.1 Dixie State College employment policies and practices comply with the Fair Labor Standards Act. This policy indicates the effect of the act upon college compensation for overtime work, minimum hourly wage, equal pay for equal work, and employment of children.

18.2 The Fair Labor Standards Act permits exemption from provisions of the Act for individuals employed in a bona fide executive, administrative, or professional capacity.

18.2.1 The exempt or nonexempt status determination is based on factors such as income level, percent of time employed, supervisory responsibilities, academic achievement, authority to make decisions, and other related factors.

18.2.2 Determination of exempt or nonexempt status is made by the Human Resource (HR) Director.

18.2.3 Code of Federal Regulations 29, special provisions section 541.5d allows Dixie College as a public employer to require its exempt employees who receive full pay to work at least eight hours per day or 40 hours per week to meet public accountability standards.

18.2.3.1 Absences for more than one hour are to be taken as sick, vacation, or other permissible leave, and approved by the appropriate supervisor.

18.3 Dixie State College non-exempt employees who receive full pay are expected to work eight hours per day or 40 hours per week.

18.3.1 Standard working hours are from 8:00 a.m. until 5:00 p.m. Monday through Friday.

18.3.2 Hours in certain areas and at certain times of the year may be scheduled to meet operating requirements.

18.3.3 For purposes of computing overtime hours, the College's standard work week begins at 12:01 a.m. Saturday and ends at midnight the following Friday.

18.4 Overtime is authorized time worked in excess of 40 hours in any one-week period by non-exempt employees.

18.4.1 It is the policy of Dixie State College to manage the use of overtime.

18.4.2 Overtime must be kept to a minimum and should be permitted only in exceptional circumstances.

18.4.3 Supervisors should organize their department work loads to minimize overtime payments for employees.

18.4.4 Overtime must have the prior approval of the person responsible for the account to which the overtime is charged.

18.4.5 All overtime must be recorded to the nearest quarter-hour increment.

18.4.6 Approved holidays are counted as time worked during the week for payroll purposes, but are not counted as time worked for overtime calculations.

18.4.6.1 Holiday pay is not included in the regular earnings on the paycheck stub, but is listed separately as holiday pay under the Description section.

18.4.7 Overtime is based on actual time worked. Vacation, holidays, sick leave and compensatory time off are not counted as time worked when calculating overtime hours.

18.4.8 The employee shall be compensated at time and a half for hours over 40 hours per week.

18.4.9 When a salaried employee works in more than one department, the overtime will be charged to the department(s) for hours worked taking into consideration the FTE salary arrangements.

18.4.10 When more than one department employs a non-exempt individual on an hourly basis, overtime will be prorated to each department.

18.4.11 If an employee is required to work on a recognized holiday other than the personal preference day, the supervisor may schedule another day off during the week or pay period within which the holiday falls.

18.4.11.1 If such an adjustment is not possible, the staff member is entitled to receive regular compensation and an additional payment of holiday pay.

18.4.11.2 This amounts to double-time pay for the holiday worked and should be reported accordingly on the appropriate time report.

18.5 Non-exempt employees are allowed a meal period of not less than 30 minutes, nor longer than one hour, not later than five hours after the beginning of the employee's work day.

18.5.1 Meal periods are taken without pay and are not included when calculating total hours worked.

18.6 Non-exempt employees are allowed a 15-minute rest period for each four hours worked.

18.6.1 Unused rest periods may not be accumulated nor used for purposes of absences or time off.

18.7 Individuals who volunteer their services to the College are excluded from the definition of "employee" and thus are excluded from coverage by the FLSA.

18.7.1 Volunteers may be paid expenses, but they may not receive the same compensation as regular employees.

18.7.2 Regular non-exempt employees of the College may not "volunteer" their services to the College if the work is of the same type they are employed to perform.

18.8 At their own options, employees may work for the College on an occasional or sporadic basis in a part-time position different from their regular employment and be compensated at the normal rate for that position.

18.8.1 The hours worked in the second position do not count as overtime.

18.9 Compensatory time is authorized time off in compensation for accrued overtime hours.

18.9.1 Compensatory time is granted at the rate of one and one-half hours for each one hour of overtime worked.

18.9.2 A record of overtime hours worked for which compensatory time will be taken should be recorded by the employee and the supervisor.

18.9.3 Both the time worked, recorded in quarter-hour increments, and the compensatory hours earned should be listed.

18.9.4 A record of compensatory time off should be submitted to the Human Resource Office as it is taken each month.

18.9.5 The time off should have prior approval of the appropriate supervisor so as not to unduly disrupt the efficient operation of the department.

18.9.6 Compensatory time off should be taken within the fiscal year.

18.9.6.1 Any compensatory time not used at fiscal year end should be paid to the employee.

18.9.7 A maximum of 240 compensatory time hours may be accrued, when authorized, by non-exempt employees working in a public safety, emergency response or seasonal activity.

18.9.7.1 Since compensatory time is accumulated at time and one-half, this is 160 hours of actual time worked.

18.9.7.2 For services other than public safety, emergency response or seasonal activity, compensatory time will be limited to 80 hours or 53.5 hours of actual time worked.

18.9.8 An employee who has accrued the maximum number of compensatory hours will be compensated in pay for any additional overtime hours worked.

18.9.9 Upon termination, an employee's payment for accrued compensatory time is calculated at the employee's final regular rate.

18.10 For contract employees less than full-time, where all the contract hours are not used in a sequential time period, contract hours must be reported on the time recap sheet.

18.10.1 When all contract hours are taken in a sequential time period, that time period will be noted on the Summary of Salary and Benefits Statement.

18.11 Employees in exempt classifications are expected to fulfill the complete responsibilities of their jobs without strict regard to hours worked.

18.12 Employment of youth is regulated by both Federal and State statutes.





HIRING PROCEDURES

POLICY AND PROCEDURE MANUAL SECTION 4-5

The hiring procedures are detailed in the Hiring Procedures Manual. For more information on procedures, refer to the manual or contact the Human Resources Office.

FOLLOWING ARE THE STEPS NECESSARY IN HIRING:

Prerequisites:

  1. Create a concise job description, using the Job Description form (HR-H1) and the Dixie State College Job Factors. (Take care, because you are legally bound by it.)

  2. Determine salary and funding source.

  3. Prepare justification and have the position opening approved.

Recruitment:

  1. Submit the completed Job Description form (HR-H1) for preparation of advertisement of the position by the Human Resource Office. The advertisement greatly effects the criteria by which a committee evaluates the applicants.

  2. Advertising: Positions will be advertised over at least 10 days through the Spectrum, Job Service and on the College's homepage. If the position is Exempt/Professional or Faculty status, opening announcements are also sent to the Deseret News, Salt Lake Tribune, college and university placement centers throughout the Western U.S., and on the College homepage. Requests to advertise through special publications such as the Chronicle of Higher Education or trade magazines may be made. (These are usually quite costly.)

  3. Purchase Order forms must be completed to pay for the advertisement and the PO number received by the HR Office before advertising can begin.

Selection committee:

  1. Committee Selection: The Supervisor of the open position will select a chairperson (can be self) and a committee for screening and interviewing applicants.

  2. After the announcement closing date, the Committee Chair will receive a copy of each of the following: submitted applications, resumes, reference letters, a Screening Committee Review form (HR-H4), a Committee Membership Responsibilities form (HR-H3), an Applicant Ranking Score form (HR-H5). Copying the necessary number of forms for the committee members is the responsibility of the chair.

  3. Each member of the committee must sign the Committee Membership Responsibilities form (HR-H3). This is to be returned to the HR Office. Maintaining confidentiality is critical.

  4. A selection schedule will be set by the chairperson of the hiring committee for the reviewing of applications and resumes and the interviews.

Screening:

  1. Initial Screen: Screening Committee Review forms (HR-H4) will be used by committee members to rate the applicants. The form will list the qualifications set forth in the advertisement of the position. The applicants must be judged according to these criteria.

  2. The Chair will total the individual scores on the Applicant Ranking Score form (HR-H5). Adding the required points for veteran and minority status. (See the Affirmative Action/Equal Employment Opportunities and the Veterans Preference policies)

  3. From the total individual scores the applicants will be ranked. At the discretion of the Chairperson, a cutoff score will be chosen and all applicants who score or rank higher must be interviewed.

Interviews:

  1. Interview dates will be set. The HR Office will take responsibility for arranging the interviews within the time frame set by the committee. On occasion a telephone interview may be necessary.

  2. For professisonal positions, candidates traveling more than 100 miles, a $25 per diem for two days and one night's motel accommodation will be provided by the position's department. The hotel arrangements will be made by the HR office, but the PO for hotels and per diem checks are the responsibility of the position's department.

  3. Interview questions will be determined by the committee and submitted to the HR Office for approval and to have an Interview Scoring form created (HR-He).

  4. Final candidates will be interviewed and rated according to the Interview Scoring form (HR-He).

  5. Each committee member will rank the candidates according the scores s/he gave. The chair will tally the rank scores on the Interview Ranking Score form (HR-H7).

Reference check:

  1. References will be checked by the HR office before final candidates are recommended, using the Preemployment Reference Check form (HR-H8).

Final Selection:

  1. After interviewing and reference checks are completed the names of the top 3 candidates will be forwarded to the President for interview and final selection.

  2. The HR Office will make the job offer to the applicant chosen for the position and after s/he has accepted, those who were interviewed will be notified by phone and letters will be sent to all applicants not interviewed.

  3. New personnel are required to report to the HR Office prior to, or on the first day of work to fill out appropriate paperwork and receive orientation.

Note: Exceptions to this process, such as hiring internally, must be approved by the President.