JOB DESCRIPTION - CREATING

CREATING A JOB DESCRIPTION:

Before beginning to write a job description determine the purpose of the position and the major outcomes that are desired with successful fulfillment of the job. Think of how the position fits into the larger picture of the goals of the College.
Describe the position first in terms of its major responsibilities, not incremental tasks. Tasks can be added for clarification. Eg. Responsible for receptionist duties such as answering the phones, greeting and assisting in-person customers, and sorting the mail. Each position generally has up to ten major responsibilities.

Expected outcomes and standards should be set forth while delineating the responsibilities. Consider the performance appraisal form and how an employee will be evaluated. A fair evaluation entails proper notification of expectations.

Eg. For receptionist duties: expect customers are treated courteously, efficiently and effectively, leaving their contact with the office satisfied that they have been served well.

Use the Job Description Form (HR1) to outline position responsibilities and skills required to successfully accomplish the job. The position is also defined by the grading job factors such as education and years of experience or technical experience required .

If you are creating a new job position, the description and grade must be first presented to the appropriate vice president or dean for approval and then is submitted to the Human Resources Department for assistance in College standardization and grade determination. The position and grade are presented to the College Council and President for approval.

JOB DESCRIPTION - CHANGING

POLICY AND PROCEDURE MANUAL SECTION 4-4

CHANGING A JOB DESCRIPTION

Rewriting of a job description by a position's supervisor must be approved by the appropriate vice president and the President has final approval.

Revision of a job description is typically done when an existing position comes open for rehire, but should also be done when workload changes.

An Employee appealing his/her job classification must first complete a Classification Appeal form (HR3), obtained from the Human Resources Office.

Employee initiated appeals should be submitted prior to the annual budget reallocation process.

The appeal must be signed by the employee and his/her supervisor. It is not necessary for the supervisor to agree with the appeal for it to go forward.

The appeal is first reviewed by the Staff Salary/Appeals Committee.

The Committee makes a recommendation to the President for final approval.

The appeal's recommended changes, if approved, will go into effect the following July 1, the beginning of the next budget year.

Salary adjustments will be made accordingly.

KEYS

POLICY AND PROCEDURE MANUAL SECTION 6-81

Department keys and building keys may be obtained as follows:

Complete and sign a Request for Issuance of Key(s) form (available on homepage)
Obtain Division Director’s or Building Supervisor’s signature
Photocopy the form for your records and send the original form to the Facilities PlanningDepartment.

Facilities PlanningDepartment:

Will Powell Ext. 7553

MAIL

POLICY AND PROCEDURE MANUAL SECTION 6-76 AND 6-77

All U.S. mail and overnight service (UPS, Fedex, Airborne) is delivered and picked up, at least once a day, at a designated area in each building. All outgoing mail should have a return address, if not, include the department and account number so that the Mail Specialist can identify.

For mail delivery on campus, use the inter-office envelopes and make sure to include the persons name and building or department.

For large mailings, contact the Mail Specialist regarding bulk mail requirements.

The Dixie State College Policy and Procedure 6-76 indicates that using the College mail service for personal business is strongly discouraged.

To ship larger items, contact the Mail Specialist for the procedure.

Mail Services Department:

April Ashcroft, Mail Specialist Ext. 7554

MAINTENANCE/REPAIRS

To request general maintenance for your department or building (i.e., electrical, plumbing, air conditioning and heating, painting, bookshelf installation, general repairs, etc.), a Physical Plant Work Order form must be completed and is available on the Dixie State College homepage.

The work order will be processed and a maintenance worker will contact you.

Fire Alarms:

If a smoke detector or fire alarm sounds in your area, evacuate the building and then from another location, call either the Heating Plant or the Physical Plant immediately so that a trained individual can inspect the premises for any problems.

Physical Plant Department:

Sherry Ruesch, Director Facilities Planning Ext. 7562

Shirley Judd, Administrative Assistant Ext. 7552

Heating Plant Department:

Clark Hutchings, Director Facilities Operations Ext. 7557

NEPOTISM
POLICY AND PROCEDURE MANUAL SECTION 4-8

4-8 EMPLOYMENT OF RELATIVES

8.1 "Family", for this policy's purposes, is defined as: fathers, mothers, wives, husbands, sons, daughters, brothers, sisters, uncles, aunts, nieces, nephews, first cousins, fathers-in-law, mothers-in-law, brothers-in-law, sisters-in-law, daughters-in-law, or sons-in-law.

8.2 In compliance with Annotated Utah Code 52-3-1, Dixie State College prohibits an employee from supervising, employing, appointing or voting for the appointment of members of his or her family, when the salary, wages, pay or compensation of such an appointee is to be paid out of College funds.

8.3 Subordinate supervisors may not employ family members of their superiors.

8.4 Supervisors may not employ two individuals of the same family to positions for which the supervisor is responsible.

8.5 Exceptions to this policy must be approved by the President.

8.5.1 Exceptions must be requested in writing and submitted to the President, explaining the family relationship, and the reasons for the exception. This request must be approved before the family member can be hired.

8.5.2 If an exception is approved, the Human Resource Director, under the direction of the President, will write a memorandum of understanding as to the relationship's effect on salary and classification determination, how performance appraisals and promotions will be handled, and how general supervision will be accomplished.

8.5.2.1 When exceptions are granted every effort is to be made to maintain the integrity of the process.

8.5.3 Special consideration will be given in the case of tandem teams of faculty personnel involving husband/wife combinations where the employment of both offers a unique academic program advantage.

8.5.4 According to Board of Regent Policy, the President's spouse will be hired to perform related duties for the College at one dollar per year.

8.5.5 Exceptions to this policy may be made for temporary work assignments, which are not under direct supervision by a relative, with notification to the Human Resource Office.

8.6 In the event a pre-existing relationship is discovered or a new family relationship develops among employees, a memorandum of understanding will be written by the Human Resource Director, under the direction of the President, delineating how salary and classification will be determined, how performance appraisals and promotions will be handled, and how general supervision will be accomplished.

ORIENTATION OF NEW EMPLOYEES

NEW EMPLOYEE ORIENTATION BY SUPERVISORS

Beginning a new job can be a very stressful time. A well thought out orientation can help to relieve some of the stress new employees may feel and assist greatly in their success. Let us not require our new employees to guess what to do and how to do it. Following are a list of suggestions you should consider when orienting a new employee. Please use it as a checklist and add your own department specific items. Quality of orientations will become an evaluation factor for supervisors.

___ Before someone new comes into your department, it is your responsibility as supervisor to consider the position s/he is filling and plan an appropriate orientation and training.

*It is better not to try to teach someone everything in the first day or two.

*Make your plan a progressive learning experience.

*Anticipate questions and be prepared with the answers.

*DON'T TAKE ANYTHING FOR GRANTED!

___ Begin orientation with the basics.

*Where is the bathroom?

*Work hours are from 8:00 a.m. to 5:00 p.m. and are to be strictly maintained.

*When, how much, and how do they get paid?

*When is lunch? For how long? Where on campus can one get something to eat?

*How does vacation and sick leave work?

*Where do we park? Tell about parking stickers.

*Obtain appropriate keys.

*Some general information about the school is given at the Human Resource Office's orientation, but give College information that you think is helpful.

___ Demonstrate how office equipment works (computers, phone and copy machine).

___ Assist in setting up e-mail and the phone service.

___ Take a tour of the campus and make introductions to people with whom you work.

___ Explain the vision, mission, goals and philosophy of your department.

*Who do you serve and how do you serve them?

*Explain how your department fits into the larger campus organization.

___ Explain your expectations, management and communication styles.

___ Present in writing the key responsibilities of the position.

*The official position job description should be used and revised if necessary.

*Clarify each task, with suggestions of how to accomplish it.

*Set performance standards.

*Explain the evaluation process and probation.

___ Present copies of pertinent policies or procedures and/or explain how to find them.

___ SET SHORT TERM GOALS AND OBJECTIVES TOGETHER, with dates to be met.

___ Identify someone to act as a mentor, maybe arrange for them to have lunch together

PAYROLL

All full time faculty and salaried employees are paid twice a month, the 15^th and the last day of the month. All other employees are paid once a month, the last day of the month. The time recap sheets and time cards should be turned in to the Payroll Department by the date specified. Time cards are issued for the pay period of the 21^st of the month through the 20^th of the following month. For new employees, completed paperwork must be in to the Human Resources Office ten days prior to the pay date.

The issuance of manual payroll checks is highly discouraged. A manual warrant form is required before a manual payroll check is approved and a $25.00 fee is charged to the requesting department.

Payroll Department:

Stacy Carroll, Assistant Controller Ext. 7602

Donna Collins, Payroll Specialist Ext. 7611

Human Resources Office:

Pamela Montrallo, Executive Director Ext. 7522

Kenny Miller, Specialist Ext. 7521

CHECK REQUESTS

Check request forms are generally used when a refund to an individual is needed. For example, to issue refunds for the community education programs or the elderhostel program.

Check request forms are not to be used in place of a mini purchase order or a purchase requisition. For example, do not use a check request form to purchase goods or services.

Accounts Payable and Cashier Department:

Sharon James, Accounts Payable Specialist Ext. 7606

Carlene Holm, Director Revenue Ext. 7605

PERSONAL CONDUCT

POLICY AND PROCEDURE MANUAL SECTION 4-11

While at work or on official College business, employees represent Dixie State College. The public's impression of the College may be determined by the actions of its personnel. Employees must comply with all conditions of employment, including, but not limited to:

Punctuality, willingness to be of service, courtesy, cooperation, maintaining confidentiality, and other acceptable standards of behavior should be always observed.

Employees must be honest, demonstrating integrity in their business and personal dealings and in their public service commitments.

Abstain from discussing College business in social conversation.

Maintain confidentiality or private information and knowledge gained while working.

The responsibility of each employee to ensure that s/he understands the terms of his/her employment with the College and to give a full measure of time and talent.

Employees will not solicit support for any political candidate, issue or referendum during working hours.

Employees are not allowed to solicit for organizations or distribute literature during working hours.

PROBATION

POLICY AND PROCEDURE MANUAL SECTION 4-9

All non-faculty employees shall serve a probationary period of one year, starting the first day of employment, during which time their work performance and general suitability for their position will be evaluated.

It is essential that clear expectations and standards are set for new employees, upon which they are evaluated and feed-back regarding their performance is provided. Continuous and early evaluation is important.
A six month and an annual performance appraisal will be completed by the supervisor, with related interviews.
A probationary employee unable or unwilling to meet the job and attitude requirements may be terminated at any time during the probationary period, with or without cause, upon recommendation of the supervisor and following consultation with the Human Resource Director. (See Termination Policy, 4-27.2.1)
An employee who receives a new position at the College, or a person who was rehired after a break in service, will also serve a one year probationary period.
The probationary period may be extended up to six months longer in those cases that indicate that additional training and experience may enable the employee to be successful.
An employee who is released during the probationary period does not have the right to appeal or grieve the termination, the effective date, or the reason for the action.

Faculty are on probationary status until they receive tenure. (See the Faculty Tenure and Evaluation Policies)

PURCHASE REQUISITIONS

POLICY AND PROCEDURE MANUAL SECTION 6-8 AND 6-9

A purchase requisition is required for all purchases exceeding $75.00 (a mini purchase order may be used for $300.00 or less). A purchase requisition authorizes the College to order and pay for goods or services and also ensures that the College is following the proper State of Utah Procurement Regulations. For less than $75.00, refer to Petty Cash guidelines.

Purchase requisitions over $3,000.00 must be sent out for bid. Contact the Purchasing Department to initiate the bidding process. The following bidding process is required:

Purchase Amount	Bidding Requirements
$3,000 to $9,999	Informal bidding
$10,000 to $19,999	Formal bidding
$20,000 and over	Formal bidding with advertising

Purchasing Department:

Jackie Freeman, Director of Purchasing Ext. 7612

Tamara Gentry, Purchasing Specialist Ext. 7613