CASPER COLLEGE POLICY MANUAL


[ Printable PDF version ]  [ ]
Table of Contents - Section 1: District Board of Trustees
2.1.00 Board Authority and Legal Name
2.2.00 Public Name
2.3.00 Board Composition
2.4.00 Board Qualification
2.5.00 Board Elections
2.6.00 Board Terms of Office
2.7.00 Removal of Board Officers
2.8.00 Board Vacancies
2.9.00 Board Oath of Office
2.10.00 Board Code of Ethics
2.11.00 Board Duties and Responsibilities
2.12.00 Employee Association
2.13.00 Support for Student Policies
2.14.00 Board Rules on Governing Policies and Responsibilities
2.15.00 Quorum
2.16.00 Board Officers
2.17.00 Regular Meetings
2.18.00 Special Meetings
2.19.00 Board Agenda
2.20.00 Order of Business
2.21.00 Board Minutes
2.22.00 Presumption of Assets
2.23.00 Amendments of Casper College Policy Manual
2.24.00 Fiscal Year
2.25.00 Casper College Seal
2.26.00 Board Authorization of Contracts
2.27.00 Contested Cases
2.28.00 Board Deposits
2.29.00 Board Audits
Appendix A Board Code of Ethics
Appendix B Agenda
Appendix C Board Officer Duties
Table of Contents - Section 2: President
2.30.00 The College President
2.31.00 President Responsibility
2.32.00 The President Assists the Casper College District Board by:
2.33.00 Standard of Student Conduct
2.34.00 The President is Responsible for:
2.35.00 The President Serves as:
2.36.00 Responsibility to Cancel Class and/or Close Campus
Table of Contents - Section 3: General Operations and Compliance
1400:03:01 Equal Opportunity in Employment & Education
1400:03:02 Accommodative Services
Smoking
1400:67:02 Committees
3800:10 Institutional Planning
3800:30 Grants Development
Facility and Equipment Use Facilities and Equipment Use
3900:50:02 Use of Facilities for Solicitations, Literature Distribution & Demonstration
Table of Contents - Section 4: Business and Finance
Financial Code of Conduct
Sensitive Information
1300:00:02 Travel Procedures
1300:00:10 Use of College Vehicles for Travel
1300:01:01 Disbursement/Collection of Funds
1300:05 Accounting Standards
1300:06 Agency Funds
1300:07 Capitalization of Equipment
1300:08 Audits
1300:09 Internal Control
1300:10:01 Purchasing
1300:20 Annual Budget
1300:30 Insurance
1300:40 Tuition, Fees, Room & Board Charges, and Refunds
1300:40:01 Student Financial Obligations
1300:50 Bank Depositories
1300:65 Bad Debts
1300:70 Pledged Securities
1300:75 Inventory
3900:01 Auxiliary Enterprises

Table of Contents - Section 5: Human Resources - Employment

Compensation for Executive Employees
Compensation for Administrative Employees
Compensation for Classified Staff Employees
Compensation for Faculty Employees
Development Reviews for Administrative and Classified Staff Employees
Employee Grievance
Employee Performance Deficiency and Egregious Behavior
Employment Records
Employment Renewals
Hiring Executive and Administrative Employee Positions
Hiring Classified Staff Employee Positions
Hiring Faculty Employee Positions
Hiring Student Employee Positions
1400:10:01 Performance Evaluations - Faculty
Position Classifications
Position Descriptions
Office Hours for Faculty Employees
Reduction in Force
1400:30:01 Teaching Load
1400:30:02 Advising Load
Voluntary Employment Separation
Workload for Classified Staff Employees

Table of Contents - Section 6: Human Resources - Leave

Annual Leave for Administrative Employees
Annual Leave for Classified Staff Employees
Birth or Adoption Leave for Administrative and Classified Staff Employees
Deployment Leave
Emergency Leave for Administrative and Classified Staff Employees
Fall and Spring Breaks
Family and Medical Leave Act
Funeral Leave for Administrative and Classified Staff Employees
Holiday Leave
Jury or Witness Leave
Leave for Faculty Employees
Leave Without Pay
Legislative Leave for Administrative and Classified Staff Employees
National Guard and United States Military Reserve Leave
Sabbatical Leave
Sick Leave for Administrative and Classified Staff Employees
Voting Leave

Table of Contents - Section 7: Human Resources - Employment Regulations and Benefits

Alcohol and Drug Free College
Attendance at Commencement
Early Retirement Incentive Program
Harassment
Nepotism

Tuition Assistance for Administrative and Classified Staff Employees
1400:26 Worker's Compensation
1400:26:01 Accident Reporting
1400:27:11 Employee & Dependent Scholarship Awards
1400:28:01 Retirement
1400:28:04 Emeritus Status for Retired Faulty & Administrators
1400:34:02 Drug Testing
1400:34:06 Employee Assistance Program
1400:60 Employee Obligations
1400:61 Employee Ethics
1400:61:01 Faculty Code of Ethics
1400:61:02 Administrative Alliance Code of Ethics Statement
1400:62 Conflict of Commitment
1400:66 Community Involvement
1400:67 Participative Management

Table of Contents - Section 8: Academics

Academic Nepotism
Faculty Tenure
Institutional Review Board
1400:48 Copyright Infringement
4000:01 Academic Freedom
4000:02 Separation of Church and State
4000:06 Geographic Domain
4000:06:01 Course Approval
4000:31 Appointed Division Chairs
4000:31:01 Division Chair Appointment
4000:31:02 Division Chair Compensation
4000:61 Advisory Committees
4000:61:01 Faculty Committee Follow Through
4000:71:01 Student WWW Home Page Accounts

Table of Contents - Section 9: Student Life
2100:01 Student Rights
2100:10 Student Support Services
2101:00 Military Service Leave for Students
2101:01:07 Student Leave - Jury & Witness Duty
2101:01:08 Student Grievance Procedure
2101:10 Student Conduct and Campus Discipline
2101:10:02 Faculty Initiated Withdrawals
2101:15 Student Use of Alcohol
2101:16 Drug Free Campus
2101:17 Sexual Assaults
2101:17:01 Sexual Assault
2101:20 Academic Dishonesty
2102:10 Counseling Services
2103:10 Student Health
2103:10:05 Prematriculation Immunization
2104:10 Student Government
2200:10 Admissions Services
2200:20 Records Services
2200:20:01 Family Educational Rights & Privacy Act - Records Statement & Review Procedure
2202:10 Financial Aid
2202:10:01 Last Day of Attendance Reporting
2202:10:02 Financial Aid for Dually Enrolled Students
3300:10 Information Technology Services
3300:10:02 Student Electronic Mail Accounts
3907:50 Athletic Financial Assistance
Table of Contents - Section 10: Communications and Information Technology
Email Archiving
1403:01 Media Relations
1403:02 Advertising
1403:03 Commercial Printing
Table of Contents - Section 11: Community Relations
Naming Tributes for Facilities
1403:50 Alumni Relations
3800:40 Donations and Gifts
3800:50 Coordinating Fund Raising
Table of Contents - Section 12: Facilities and Safety
1400:40:02 Campus or Workplace Violence
5000:10 Equipment Safety
5000:15 Occupational Health & Safety
5000:15:04 Bloodborne Pathogens Exposure Plan
5000:20 Surplus Property
5000:30:01 Key Request
5000:50 Pets
5700:50:01 Regulations for Operating Motor Vehicles on Campus


Section: Chapter 2 Board
Subject: Composition, Authority, and Duties
| pdf |
Last Revised 12/18/07

Definitions

Casper College District Board of Trustees shall be interchanged with the public name of Casper College and shall hereafter be referred to as the Board.

Quorum means a simple majority of the number of Casper College District Board members needed to transact all business.

Vacancy is defined as a Board member who is absent from his position due to death, illness or disability, resignation, or resident relocation outside of the district.

2.1.00 Board Authority and Legal NameTop of page

2.1.10 The legal name of the district is the “Casper Community College District” established under the Sate of Wyoming Statutes, 21-18-301. The public name of Casper College District Board shall hold property and be a party to legal suits and contracts.

2.1.20 Board members shall represent the voters, students, Natrona County citizens, and the state of Wyoming in managing the business and affairs of the college. The Board shall be charged with oversight and complete control of the organization and government of the college.

2.2.00 Public Name

2.2.10 The public name of the district shall be Casper College..

2.3.00 Board Composition

2.3.10 In accordance with the provisions specified in Sections WS 21-18-308 of the State of Wyoming, Board members will consist of seven elected members.

2.4.00 Board Qualifications

2.4.10 A Board member shall be a qualified elector residing in the Casper College District.

2.5.00 Board ElectionsTop of page

2.5.10 Board elections are held during general election years on the first Tuesday in November.

2.6.00 Board Terms of Office

2.6.10 Board members shall serve a term limit of four years as established in the State of Wyoming Statutes, WS 22-22-102.

2.7.00 Removal of Board Members

2.7.10 The Board may remove any Board appointed officers by a majority vote.

2.8.00 Board Vacancies

2.8.10 A Board member’s position may become vacant in the event of death, illness or disability, resignation, or resident relocation outside of the district. If a vacancy exists, the Board has 30 days to temporarily appoint a qualified person to fill the vacancy (see State of Wyoming Statutes, WS 22-18-111).

2.9.00 Board's Oath of Office

2.9.10 Each newly elected member of the Board shall file with the Board Secretary the following Oath of Office:

“I ________________, do solemnly swear that I will support the Constitution of the United States and the Laws and Constitution of the State of Wyoming, and that I will discharge the duties of Trustee of the Casper College District Board to the best of my ability as prescribed by law.”

2.10.00 Board Code of EthicsTop of page

2.10.10 The Board shall adhere to the Association of Community College Trustess’ (ACCT) model code of ethics: (see Appendix A).

2.11.00 Board Duties and Responsibilities

2.11.10 The Board is responsible for:

  1. Management of the business and affairs of Casper College.
  2. Organizing and governing Casper College within the laws and rules of the State of Wyoming.
  3. Establishing and maintaining rules and regulations governing the formal and informal procedures at Casper College.
  4. Developing and maintaining the mission statement of CasperCollege.
  5. Appointing, retaining or releasing the President of Casper College.
  6. Providing advice and consent to authorities delegated to the President of Casper College.
  7. Adjudicating action on the suspension or dismissal of employees.
  8. Approving programs and services, and changes to same, before submission to the Wyoming Community College Commission.
  9. Approving facility planning, construction, or renovation before submission for funding.
  10. Approving all budgets before submission for funding.
  11. Authorizing the expenditure of funds, issuance of bonds.
  12. Promoting the Casper College mission to the citizens of Natrona County and the State of Wyoming.

2.11.20 Individual Board members shall be responsible for:Top of page

  1. Attending Casper College District Board meetings, participating in the decisions made, and serving in Board appointments necessary for the functioning of the Board.
  2. Participating as a member of the Board of Directors of the Casper College Foundation, as appointed by the President/Chair of the Board.
  3. Participating as a member of the Natrona County Board of Cooperative Educational Services as appointed by the President/Chair of the Board.
  4. Establishing and maintaining positive community relationships through active participation on behalf f the college in the community and in organizations locally, regionally, and nationally.
  5. Establishing and maintaining a positive working relationship with the President of Casper College.
  6. Establishing and maintaining positive relationships with students and college personnel.
  7. Standing as an ex-officio member or guest of all committees, meetings, organizations, or public gatherings held by students, college employees, or by the public in college facilities.

2.12.00 Employee Association

2.12.10 The Board encourages employees to associate themselves by their own self determination for the purposes of communication, coordination, cooperation, professional development, and to advise and recommend on such for the consideration of the Board.

2.13.00 Support for Student PoliciesTop of page

2.13.10 The Board will support and incorporate into policy the policies pertaining to all students as described in the Casper College Catalog, Student Handbook, Athletic Handbook, and the Housing/Facilities Terms and Conditions and Contracts.

2.14.00 Board Rules on Governing Policies and Responsibilities

2.14.10 The Board will exercise its leadership to establish and maintain rules and regulations governing the policies and procedures of the college. The Board will adopt all policies of the college in a regular or special public meetings following appropriate opportunity for public review.

2.14.20 The Board will revise its procedures and provide for exceptions to existing procedures as needed.

2.14.30 The Board may not delegate any powers which only the Board is given by statute.

2.15.00 Quorum

2.15.10 A majority of the Board member constitutes a quorum for the transaction of all business, but at least three (3) concurring votes is required to decide any question.

2.16.00 Board OfficersTop of page

2.16.10 According to the State of Wyoming Statutes WS 22-18-302, Board officers shall consist of a president/chair, vice chairman, secretary, treasurer, and assistant treasurer.

2.16.20 Each officer shall be elected annually by the Board. The position shall be for one-year until his/her successor has been elected and qualified, death, resignation, or removed by a majority vote of the Board for nonattendance and nonperformance.

2.16.30 Board Officer shall perform designated duties (see Appendix C).

2.17.00 Regular Meetings

2.17.10 Monthly Board meetings shall be held on the third Tuesday of every month except in July. The July meeting shall be held on the third Wednesday due to statutory reasons associated with the budgeting process.

2.17.20 Board meetings shall be open to the public except otherwise indicated (see State of Wyoming Statutes WS 16-4-403).

2.18.00 Special Meetings

2.18.10 The Board may call a special meeting at the discretion of the Board President/Chair or by a majority of the members of the Board.

2.19.00 Board AgendaTop of page

2.19.10 The President of consultation with the Board prepares an agenda for each Board meeting. When time permits, the agenda topics are mailed to members prior the meeting. At a meeting, time is provided for items no on the agenda.

2.20.00 Order of Business

2.20.10 The Board shall normally conduct all meetings according to procedures outlined in Appendix B.

2.21.00 Board Minutes

2.21.10 As required by the State of WY Statutes WS 16-4-403, minutes must be recorded for publishing official action taken by the Board except Executive Session minutes as provided by Statutes.

2.21.20 The minutes shall be open to inspection by any citizen upon reasonable notice and convenience.

2.22.00 Presumption of Assent

2.22.10 A Board member who is present at a Board meeting at which action on any corporate matter is taken shall be presumed to have assented to the action.

2.22.20 Dissent shall by officially noted in these ways:

  1. In the minutes of the meeting
  2. By filing written dissent to such action with the person acting as secretary
  3. By forwarding such dissent within five days to the Board Secretary.

2.22.30 Such right to dissent shall not apply to a member who voted in favor or such action.

2.23.00 Amendments of Casper College Policy ManualTop of page

2.23.10 The Board may at any regular or special meeting alter, amend, or repeal these Policies or adopt new Policies at any time.

2.23.20 These Policies may also be amended by others as authorized by law and in accordance with the procedures established in the Wyoming Administrative Procedure Act, WS 16-3-101 through 16-3-115, as amended.

2.24.00 Fiscal Year

2.24.10 The fiscal year of the College shall begin on the first day of July and end on the thirtieth day of June in each subsequent year.

2.25.00 Casper College Seal

2.25.10 Casper College seal shall be circular in form and shall have inscribed theron "Casper Community College District, State of Wyoming College Seal."

2.25.20 Casper College seal shall be maintained in the Office of the President. The Board has the right to delegate to the President of the College authority to use the College seal when appropriate.

2.26.00 Board Authorization of Contracts

2.26.10 The Board may authorize any officer (s) or agents (s), to participate in any contract or carry out and deliver any instrument in the name of and on behalf of the College district. Such authority may be general or limited to specific cases.

2.27.00 Contested CasesTop of page

2.27.10 The procedures set forth and contained in the Wyoming Administrative Procedure Act, WS 16-3-103, shall govern any contested case proceeding brought before the Board.

2.28.00 Board Deposits

2.28.10 All unused funds of the College District shall be deposited at times to the credit of the College District in such banks, trust companies, or other depositories as the Board may select. The Board may designate signature authorities to the College President, the Vice President for Administrative Services or designee to conduct routine banking transactions.

2.29.00 Board Audits

2.29.10 It is the general practice of the Board to engage the services of a Certified Public Accountant to conduct an annual audit.

Top of page

Top of page

APPENDIX A
Board Code of Ethics adopted from the Association of Community College Trustees (ACCT) model.
| pdf |

As a member of the Casper College District Board, it is my responsibility to:

  1. Devote time, thought, and study to the duties and responsibilities of a community college Board member so that I may render effective and creditable service.
  2. Work with my fellow Board members in a spirit of harmony and cooperation in spite of differences of opinion that arise during vigorous debates of points of issue.
  3. Base my personal decision upon all available facts in each situation; vote my honest conviction in every case, unswayed by partisan bias of any kind, therefore, to abide by and uphold the final majority decision to the Board.
  4. Remember at all times that as an individual I have no legal authority outside the meetings of the Board, and to conduct my relationships with the community college staff, the local citizenry, and all media of the community on the basis of this fact.
  5. Resist every temptation and outside pressure to use my position as a community college Board member to benefit myself or any other individual or agency apart from the total interest of the community college district.
  6. Recognize that it is as important for the Board to understand and evaluate the educational program of the community college as it is to plan for the business of college operation.
  7. Bear in mind under all circumstances that the primary function of the Board is to establish the policies by which the community college is to be administered.
  8. Welcome and encourage active cooperation by citizens, organizations, and the media in the district with respect to establishing policy on current college operations and proposed future developments.
  9. Support the state and national community college trustees associations.
  10. Finally, strive step by step toward ideal conditions for the most effective community college Board service to my community, in a spirit of teamwork and devotion to public education as the greatest instrument for the preservation and the perpetuation of our representative democracy.

Top of page

APPENDIX B
|
pdf |

Order of Business

  1. Call to Order
  2. Approve Minutes
  3. Finance Committee
  4. Approve Bills
  5. Reports of Officers, Boards, Standing Committees
  6. Board President
  7. College President
  8. Academic Services
  9. Student Services
  10. Administrative Services
  11. Casper College Association
  12. Faculty Senate
  13. Staff Alliance
  14. Administrative Alliance
  15. UW/CC Center
  16. Student Senate
  17. Board Members – Other
  18. Action Items
  19. Next Meeting
  20. Adjournment

Top of page

APPENDIX C
| pdf |

Board Office Duties

1. The Board President/Chair shall serve as a chair and preside at all Board meetings. The Board President/Chair shall be responsible for the administration and control of all the business and affairs of the Casper College District.

2. The Vice Chairman of the Board shall serve as a chair in the absence of the Board Chair or in the event of his/her death, inability, or refusal to act in the position of the Chair. He/she shall assume responsibility for the management and control of all the business and affairs of the Casper College District.

3. The Secretary shall record the minutes and proceedings during all Board meetings and ensure that all notices are duly given in accordance with the provisions of these By-Laws or as required by law with the college seal affixed. He/she shall serve as custodian of the College District records and of the seal of the college and perform all duties as Secretary and such other duties as may occasionally be assigned to him/her by the Board Chair or by the Board.

4. The Treasurer shall be charged with receiving and disbursement of Board funds. The Treasurer shall be responsible for signing all warrants, checks, drafts, or other orders for the payment of money, notes, or other evidence of indebtedness issued in the name of the College District as shall from time to time be determined by the Board.

5. The Assistant to the Treasurer assumes the role as Treasurer during his/her absence.

 

Top of page

 

Section: Chapter 2 Board
Subject: President
| pdf |

2.30.00 The College President

2.30.10 The Casper College District Board of Trustees shall have the power to appoint the President of the College who oversees the operation of the College. The President shall report directly to the College District Board of Trustees.

2.30.20 The President in consultation with the Board shall have the power to employ college personnel.

2.31.00 President Responsibilities

2.31.10 The President under the authority of Casper College District Board, Casper College, Rules and Regulations, and Chapter III, Sec. 12 is charged with effectively executing Board policies.

2.31.20 The President shall recommend formal polices for Board adoption, develop procedures to maintain Board policies, and submit policies to the Board and college community review prior to implantation.

2.31.30 As executive of Casper College, the President's compensation shall be set forth by budget 1201.

2.32.00 The President Assists the Casper College District Board by:Top of page

2.32.10 Carrying out the policies of the Board in conformance with the Board's Rules and Regulations, the Wyoming Community College Commission' Rules and Regulations, and the statutes of the Sate of Wyoming.

2.32.20 Evaluating the effectiveness of the Board's policies and college procedures and practices.

2.32.30 Administrating the planning, development, and maintenance of the educational programs for Casper College.

2.32.40 Authorizing, entering into, executing, and delivering any instrument of contract in the name of and on behalf of the Board; at the Board's discretion, and as permissible under Wyoming State statutes.

2.32.50 Recommending policies on organization, finance, direction, physical plant, long range planning, and other functions of Casper College within the mission of the college.

2.32.60 Studying the requirements of Casper College for new construction, capital improvements, land planning and recommending these needs to the Board and, as necessary, the Commission.

2.32.70 Other duties as assigned.

2.33.00 Standard of Student ConductTop of page

2.33.10 The Board requires Casper College students to show both on and off campus such respect for law, order, morality, personal honor, and the rights of others as is demanded of responsible citizens.

2.33.20 Any student not meeting these standards constitutes sufficient cause for removal from Casper College.

2.34.00 The President is Responsible for:

2.34.10 Preparing all agendas in consultation with the President of the Casper College District Board for Board meetings and mailing to Board members before meetings.

2.34.20 Attending all meetings of the Board.

2.34.30 Keeping the minutes of the Board meetings and maintaining a journal or record of all official acts of the Board.

2.34.40 Organizing, developing, and implementing administrative procedures and practices consistent with Board rules and regulations and policies.

2.34.50 Appointing, or authorizing the appointment of, college personnel by and with the advice and consent of the Board.

2.34.60 Continuing contracts, promoting, disciplining, suspending, or dismissing college personnel by and with the advice and consent of the Board.

2.34.70 Supervising the administrative organization, staffing, training, evaluation, and collaboration necessary to meet the mission, goals, and achieve objectives.

2.34.80 Recommending and administering a fundamental standard of student conduct and authorizing the removal of students for sufficient cause or for academic failure.

2.34.90 Supervising the preparation and administration of the fiscal budget.

2.35.00 The President Serves as:Top of page

2.35.10 A member of the Casper College Foundation Board of Directors.

2.35.20 The Casper College representative to meetings and conferences of national, regional, state, and local accrediting associations and other agencies which require college participation.

2.35.30 The Casper College representative to all meetings, conferences, and public events which are deemed to be of value to the college.

2.35.40 An ex-officio member or guest of all committees, meetings, organizations, or public gatherings held by students, college employees, or the public in college facilities.

2.36.00 Responsibility to Cancel and/or Close Campus

2.36.10 The College President or designee is responsible for determining if classes should be canceled and/or the school should be closed for all employees and students whether full-time of part-time. The Director of College Relations is responsible for notifying the appropriate and necessary community resources for further notification to students, employees and general public.

2.36.20 As a general policy, the College will not cancel, close, or cease operations of its normal teaching, business and service functions.

2.36.30 Exceptions to this policy may be made in situations where:

  1. There is imminent danger to the life and/or reasonable safety of students and/or employees.
  2. The campus is closed due to public health concerns, by law enforcement officials or by other legal actions which prohibit the operations of the College.

 

Top of page

Smoking
| pdf |
Approved Date 1-22-2014
Effective Date 1-22-2014
Revision No. 1.0

1.0 Purpose

This policy establishes guidelines for smoking in college facilities.

2.0 Revision History

Date Rev. No. Change Ref Section
1-22-14 1.0 Policy rewrite.  
1-22-14 1.1 Defined smoking, prohibited areas, and permitted areas. 5.1, 5.2, and 5.3
1-22-14 1.2 Added procedures. 7.0

3.0 Persons Affected

3.1 Casper College employees.

3.2 Casper College students.

3.3 Visitors to college owned or operated property or in college vehicles.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college provides a safe work and academic environment.

4.2 The college abides by all federal, state, and local laws.

5.0 Definitions

5.1 Smoking. This activity includes the carrying or holding of any lit or ignited pipe, cigar, cigarette, electronic cigarette, or any other lit or battery operated smoking equipment or device; or the igniting, inhaling, or exhaling from a pipe, cigar, cigarette, electronic cigarette, or any other smoking equipment or device of any kind.

5.2 Prohibited Areas. Smoking is prohibited within buildings, structures, or vehicles owned, leased, or rented by the college, including covered walkways, temporary enclosed structures, trailers, and tents. Smoking is prohibited in structures placed on college-owned property by contractors or vendors including individual offices.

5.3 Permitted Areas. Smoking is permitted outdoors on college grounds, plazas, sidewalks, malls, and similar open pedestrian-ways, unless such areas are designated as non-smoking. Smokers must be at least the minimum number of feet set by state or local statute from an entrance, exit, outdoor air intake, or operable window of any facility.

Smokers are required to use ash urns to dispose of their smoking material waste and are prohibited from littering on college owned, leased, or rented property.

6.0 Responsibilities

6.1 The director of campus security is responsible for maintaining compliance with this policy.

7.0 Procedures

7.1 Disciplinary Action

7.1.1 Employees found in violation of this policy are subject to disciplinary action found in the Employee Performance Deficiency and Egregious Behavior Policy, to include termination.

7.1.2 Students found in violation of this policy are subject to disciplinary actions found in the Student Disciplinary Policy, to include expulsion.

7.1.3 Visitors may be asked to leave college owned or operated property.

Employees, students, and visitors may also be subject to criminal proceedings.

 

Top of page

Section: Human Resources
Subject: Equal Opportunity in Employment and Education
Effective Date: March, 1991
Revision Date:
| pdf |
Index: 1400:03:01

POLICY

The College is an equal opportunity employer and is committed to the philosophy of equality in education and employment opportunities and will not discriminate on the basis of handicap, race, color, religion, national origin, sex, age, or veteran's status in the recruitment and admission of students, the recruitment and employment of faculty and staff, and the operation of any of its programs and activities.

SCOPE

Equal employment and opportunity pertains to all applicants for employment and current employees at Casper College. Equal opportunity in education pertains to all applicants for classes and current students at Casper College.

RESPONSIBILITY

Equal opportunity is the responsibility of all employees at Casper College who are in a role that involves management, supervision, administration, instruction, or student services. The Director of Human Resources is responsible for monitoring procedures and practices for compliance with equal opportunity and for providing related assistance.

PROCEDURE

Casper College complies with Section 503 and 504 of the Rehabilitation Act of 1973 as amended, Title VI and VII of the Civil Rights Act of 1974 as amended, Title IX of the Education Amendments of 1972, Executive Order 11246, The Vietnam Era Veterans Readjustments Assistance Act of 1974, the Age Discrimination Act of 1975, the Age Discrimination Act of 1967 and the Americans with Disabilities Act of 1990 (ADA).

In particular, Section 504 and the ADA may require some modification of procedures, practices, and facilities at Casper College for the disabled employee or student. Reasonable accommodation is made for the disabled employee. The basis objective of Section 504 and the ADA is to ensure full participation of the disabled in the most integrated setting appropriate; thus, general accessibility is an important goal for the institution. While it is not necessary to make all facilities accessible, situations where programs or activities are inaccessible should be reported to the compliance coordinator.

If an employee or student feels discrimination exists at Casper College, he or she should contact the Compliance Officer in Room 185 for the Administration Building or call 268-2675.

Top of page

Section: Human Resources
Subject: Accommodative Services
Effective Date: March, 1991
Revision Date:
| pdf |
Index: 1400:03:02

POLICY

The College is an equal opportunity employer and is committed to the philosophy of equality in education and employment opportunities and will not discriminate on the basis of handicap, race, color, religion, national origin, sex, age, or veteran's status in the recruitment and admission of students, the recruitment and employment of faculty and staff, and the operation of any of its programs and activities.

SCOPE

This procedure applies to all students, employees, and applicants for student admission or employment who are seeking accommodative services under the auspices of Section 504 of the Rehabilitation Act of 1973, as amended, and/or the Americans with Disabilities Act of 1990.

RESPONSIBILITY

The Human Resources Director is responsible for overseeing the implementation of this procedure for all employees and applicants for employment. The Vice President for Student Services is responsible for overseeing the implementation of this procedure for all students and applicants for admission as students. All accommodative services: are under the oversight supervision of the ADA and Section 504 Coordinator (Director of Human Resources), must be coordinated within the College, and will involve the cooperation of all departments and employees/students of the institution.

DEFINITION

The following terms, as used by and defined through the implementing regulations for Section 504 of the Rehabilitation Act of 1973 (as amended) and or the Americans with Disabilities Act of 1990 (as amended), are listed so that this procedure may be more easily understood and utilized.

Person with a disability: a person who has a physical or mental impairment that substantially limits one or more of the major life activities, has a record of such an impairment, or is regarded as having such an impairment.

Physical impairment: any physiological disorder, condition, cosmetic disfigurement or anatomical loss that affects one or more of the following body systems: neurological, muscular skeletal, sense organs, respiratory (including speech organs), cardiovascular, reproductive, digestive, genitor-urinary, hemic and lymphatic skin, and endocrine.

Mental impairment: any mental or psychological disorder, such as mental retardation, organic brain syndrome, emotional or mental illness, as well as specific learning disabilities.

Major life activities: activities such as breathing, caring for self, hearing, learning, performing manual tasks, seeing, speaking, walking, or working.

Accommodative services: reasonable services and auxiliary aids provided to an eligible, qualified person with a disabling condition after the person has given proper notice and documentation.

Eligible, qualified person: a person with a disability who meets the essential, pertinent standards for a program or activity and who has appropriately documented a disability that substantially limits a pertinent major life activity.

Services agreement: a College document that identifies the reasonable accommodative services being provided to an eligible, qualified person with a disability identifies any pertinent partners assisting in the provision of the reasonable accommodative services, and the guidelines pertaining to the use of services and/or auxiliary aides.

PROCEDURE

Request for accommodative services for employee and applicants for employment are made to the Human Resources Office, AD Room 185. Requests for accommodative services for students and applicants for admission as students are made in the Student Services Office, AS Room 113.

NOTICE: Persons needing accommodative services must provide advance notification to College personnel of their desire to receive services. Following the receipt of notice, College personnel will ensure that the person is properly directed either to the Human Resources Office, if an employee, or to the Student Services Office, if a student. When meeting with the appropriate personnel, the person requesting the accommodative services must be prepared to provide documentation of eligibility for services and discuss the types of services that are being requested. Typically, notice of the need for accommodative services must provide not less than seventy-two (72) hours in advance of when the services are needed. When adaptive equipment or special services must be ordered, a minimum of two weeks prior notice must be given.

Documentation: It is the responsibility of the person requesting accommodative services to provide the appropriate College professionals with documentation that will

  1. verify the existence of an eligible disabling condition;
  2. reflect his/her current levels of skills and abilities;
  3. assist in the determination of eligibility for work environment and/or academic adjustments and the necessity for any auxiliary aids;
  4. authorize appropriate College professionals to have contact with the person(s) providing the documentation so that an individualized accommodative services agreement can be developed; and
  5. aid in the development of clear and realistic career and educational goals.

Generally, this documentation will be no more than three years old, will have been provided by a qualified professional practitioner within the specific field, and will give as much depth and breadth of information as possible so as to allow for the development of an effective accommodative services agreement. Additional and/or undated documentation may be required in those instances when disabilities are sporadic or degenerative in nature and/or when changes in the working/learning environment may suggest that the accommodative services agreement needs to be reviewed.

Records relating to accommodative services for employees will be maintained in the Human Resources Office in files separate from the employee’s personnel files. For students, these documents will be considered students records, will be maintained in files separate from the student’s academic records, and are subject to Family Educational Rights and Privacy Act regulations.

Services Agreement: Once the eligibility for services has been verified, a reasonable, individualized accommodative services agreement will be developed using input from appropriate College professionals, the person requesting the services, and any other person deemed appropriate and knowledgeable on a case by case basis. Usually the terms of the agreement will be implemented within two weeks or less of its finalization. The following items will typically be included in an agreement document:

  1. a general statement about why the accommodative services are being provided to the person;
  2. a statement of the adjustments which will be made in the working/learning environment;
  3. a list of the adaptive equipment and/or special services covered through the agreement;
  4. a statement as to the responsibilities (of the College, and pertinent partners assisting in the provision of the reasonable accommodative services and the person with the disability), for the maintenance, care and disposition of any required equipment;
  5. a statement as to the beginning and ending dates of the agreement (typically done on an animal basis for employees and a semester basis for students);
  6. a general statement as to the responsibilities of the person using the services to maintain contact with the College professional coordination the agreement relative to any necessary adjustments, revisions or termination of services;
  7. a listing of the people involved in the implementation of the agreed upon services and an acknowledgment of the personnel who need to be informed of the service agreement.

Upon finalization of the services agreement the College professional responsible for coordinating the agreement and the student receiving the services must both sign the agreement acknowledging their understanding of their respective roles and responsibilities.

Top of page

Section: Human Resources
Subject: Committees
Effective Date: April 14, 1994
Revision Date:
| pdf |
Index: 1400:67:02

SCOPE

This procedure pertains to all official college committees.

RESPONSIBILITY

The President or the President's Cabinet is responsible for ensuring that committees established by the college are setup and operate in compliance with this procedure.

DEFINITIONS

Ad Hoc Committee - an Ad Hoc Committee is established for completing a specific assignment. The committee is dissolved when that assignment is completed.

Continuing Committee - A continuing committee is established for performing an assigned mission on an on-going basis.

PROCEDURE

Official college committees are established by the President and may involve consultation with the Cabinet, or individual alliances. Committees may be made up of individuals from across the campus and/or from different alliances and departments as is deemed appropriate. These committees ultimately report to the Cabinet.

Committee chairs may either be elected by the committee membership or appointed whichever is appropriate. Ex officio members may be assigned to the Committee, as appropriate.

In establishing committees the following items will be considered:

  1. Purpose
  2. Whether continuing or ad hoc
  3. Membership
    a. Number of members
    b. Groups to be represented
    c. Terms of office
  4. Meetings
    a. Frequency
    b. Whether on set date or as needed.
    c. Notification of members
  5. Sunset provisions (if appropriate)

All committees will submit minutes to the Academic Affairs Office, which serves as the central repository for all minutes.

Nothing in this procedure will preclude alliances from establishing their own committee structure.

Top of page

Section: Planning and Development
Subject: Institutional Planning
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 3800:10

POLICY

The College practices continuous institutional planning involving institutional committees, students, staff, faculty, administration, and the college board.

Top of page

Section: Planning And Development
Subject: Grants Development
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 3800:30

POLICY

The College recognizes the value of grants to support new and existing programs and to supplement resources. The impact of grant requests on existing and projected resources will be carefully examined before recommendations are made.

Top of page

Facility and Equipment Use
| pdf |
Approved Date 12-21-11
Effective Date 1-1-2012
Revision No. 1.0

1.0 Purpose

This policy establishes guidelines for use of college facilities and equipment.

2.0 Revision History

Date Rev. No. Change Ref Section
12-21-11 1.0 Policy rewrite.  
12-21-11 1.1 Removed employee sponsorship of activities.  
12-21-11 1.3 Added the ability for college student organizations or classes to hold fundraisers for charitable organizations. 5.6
12-21-11 1.4 Assigned the responsibility of lending equipment to the school, department, or office responsible for the equipment. 5.7
12-21-11 1.5 Removed groups of 35 or fewer people from the fee activities lists 5.8
12-21-11 1.6 Defined the types of activities that would be required to purchase liability insurance. 5.12

3.0 Persons Affected

3.1 All Casper College employees and students.

3.2 Any person or organization that would like to use campus facilities and equipment.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The primary use of college facilities and equipment is for Casper College’s academic, program, operational, and foundation activities.

4.2 College facilities and equipment are the property of the college. No individual, school, department, or office shall consider any space exclusive no matter the funding source.

4.3 College facilities and equipment are not used for commercial enterprise. Using college facilities for commercial enterprise is a misappropriation of public resources and unfair competition with local businesses.

4.4 The college may deny the use of facilities or equipment because the use is deemed not in the best interest of the college, goes against public standards, or creates an excessive liability.

4.5 Fees are assigned to ensure extenuating costs are covered.

4.6 College facilities and equipment are used responsibly to ensure the protection of public assets.

4.7 Any group or organization that violates the terms of this policy or the Facilities & Services Use Agreement shall be prohibited from any future use of the college’s facilities or equipment, except upon prior approval of the facilities coordinator.

5.0 Definitions

5.1 Facility. All buildings, structures, grounds, fields, and parking lots owned or leased by the college.

5.2 Equipment. All equipment, furnishings, and fixtures owned or leased by the college.

5.3 Excluded Activities. Activities that the college does not permit on campus and for which it will not assign facilities. They include:

  • commercial enterprise operating primarily for profit (third party contractors are excluded from this provision)
  • social activities (weddings, receptions, parties, funerals, etc.)
  • religious services (meetings/gathering of student or public groups with religious origin will be allowed but not services)
  • long-term storage of personal vehicles and equipment
  • residential occupancy other than those specifically designated as residential spaces
  • gambling, games of chance, lotteries or raffles

5.4 Priority Use Schedule. The college assigns space based on the following schedule.

  • Casper College credit classes
  • Casper College non-credit programs and sponsored activities
  • Casper College partnership institution credit classes
  • Casper College and Casper College Foundation operational activities
  • Casper College student activities
  • External users (non-Casper College third parties)

5.5 Internal Use. Activities directly related to Casper College and Casper College Foundation classes, programs, and operations. There is no facility fee for internal use.

5.6 College Activities. Activities beyond the classroom that schools, departments, offices, and student organizations schedule or sponsor and that are substantially funded by the college in cost or in-kind. Examples of college activities include athletics, recreation, class projects, fundraisers (these can be for college organizations or for charitable organizations), events, meetings, etc. There is no facility fee for college activities.

5.7 Equipment Use. Employees and community members may borrow some college equipment. The borrower must replace any consumables used with like-kind replacements. Equipment cannot be used for commercial enterprise. Not all equipment is available for use. Each school, department, or office will be responsible for determining what equipment can be lent, developing a process for tracking who has borrowed the equipment, administering this process, and insuring that the borrower replaces or repairs damaged equipment. Each school, department, or office, at its option, may set a deposit policy for borrowed equipment.

5.8 Fee Activities. Activities for which external users must pay rental fees. These activities include:

  • meetings of 35 or more people
  • use of computer labs
  • activities for which monies are collected to support the activity
  • fundraiser by non-college organizations
  • professional workshops, training, seminars, or conferences
  • activities hosted by for-profit organizations
  • for-profit organizations may not sell goods or services at their activity

5.9 Third Party Contractors. Commercial organizations that have a contractual agreement with the college to provide services that support college operations.

5.10 Support Service. These are services necessary to support the use of a facility. Example of services include custodial, security, maintenance, audio-visual, informational technology, and catering. Required support services and fees will be determined when the applicant makes a reservation.

5.11 Consumables. Goods that can be depleted, destroyed, or worn out by use and must be replaced.

5.12 Liability Insurance. An insurance policy that protects the insured from the risk of liabilities imposed by lawsuits and other similar claims. All non-college groups that meet either of the following criteria must provide proof of organizational, general liability insurance for a minimum of $1,000,000 that names Casper College, its trustees, officers, employees, and assigns as the insured or additional insured under the policy:

  • An activity on the University Risk Management and Insurance Association’s Tenants and Users Liability Insurance Policy (TULIP) Hazard Class 3 list.
  • An activity with 35 or more people.

The college reserves the right to require additional types of insurance coverage or liability insurance coverage greater than $1,000,000 if we deem the activity warrants greater prudence. Non-college groups will not be allowed to hold an activity on campus that is on the TULIP Exclusion list. Government users that are exempt from indemnification requirements under Wyoming Public Law must provide a letter of liability coverage under the state policy.

6.0 Responsibilities

6.1 The Facilities Coordinator’s Office is responsible for ensuring compliance to this policy and for reserving space.

6.2 The Registrar’s Office is responsible for reserving credit, non-credit, and partnership institution credit classes.

7.0 Procedures

7.1 Reserving Credit, Non-Credit, and Partnership Institution Credit Classes

7.1.1 The Registrar’s Office works with the deans and the Public Relations Office to determine the required dates for the semester schedule.

7.1.2 Academic schools, Continuing Education, and partnership institutions submit their classroom needs to the Registrar’s Office based on the semester schedule dates.

7.1.3 The Registrar’s Office assigns classroom space based on the priority use schedule.

7.2 Reserving Space: Priority Booking

7.2.1 Each semester the Facilities Coordinator’s Office notifies all college employees and partnership institutions of the priority booking deadline date. College employees and partnership institutions have until the deadline date to reserve space for college or partnership institution programs or activities. All remaining space on campus is available for open booking after the deadline date.

7.3 Reserving Space: Open Booking for College Activities

7.3.1 College employees who would like to reserve space must complete the Facility Use Request: Internal User form located on the Casper College website under Facilities or from the Facilities Coordinator’s Office. Fax, email, or submit the complete form to the Facilities Coordinator’s Office at least 10 days prior to the activity.

7.3.2 The Facilities Coordinator’s Office will notify the applicant as to the availability of space. Reservations are not complete until the employee receives confirmation from the Facilities Coordinator’s Office.

7.4 Reserving Space: Open Booking for Non-College Activities

7.4.1 Anyone who would like to reserve space must complete the Facility Use Request: External User form located on the Casper College website under Facilities or from the Facilities Coordinator’s Office. Fax, email, or submit the complete form to the Facilities Coordinator’s Office at least 10 days prior to the activity.

7.4.2 The Facilities Coordinator’s Office will notify the applicant as to the availability of space, the rental fee and deposit, and required support services and related fees. If space is available, the Facilities Coordinator’s Office will send the applicant a Facilities & Services Use Agreement to complete, which the applicant must return to the college in complete form. Reservations are not complete until the applicant has returned the completed form and receives written confirmation from the Facilities Coordinator’s Office. Notice of availability does not guarantee any reservation.

7.4.3 The applicant submits the completed form, insurance certificate, if applicable, and deposit to the Facilities Coordinator’s Office. The college will cancel any reservation if the information on the form is misleading or if the applicant does not provide proof of insurance, the deposit, or payment by the deadline dates.

7.4.4 Payment in full is due seven days prior to the first date requested. The college will cancel any reservation if the user fails to provide full payment by the deadline dates.

7.4.5 The college is not responsible for any cost incurred by the user when the user has failed to comply with the requirements of the contract.

7.5 Setting Fees

7.5.1 The Executive Council in consultation with the facilities coordinator will annually review the facilities fee schedule. If they do not review and set the fees on an annual basis, the college will use the fees from the previous year.

Top of page

Section: Student Services
Subject: Use of Facilities for Solicitations, Literature Distribution & Demonstrations
Effective Date: November 13, 2002
Revision Date:
| pdf |
Index: 3900:50:02

SCOPE

This procedure pertains to all persons or groups wanting to use campus public access areas for demonstrations, solicitations, or literature distribution activities. This procedure establishes guidelines for addressing time, place, and manner regarding demonstration and assembly rights on the Casper College campus. This procedure also implements, in part, Policy 1400:43 (Solicitations).

RESPONSIBILITY

The Vice President for Student Services is responsible for overseeing the implementation of this procedure, in conjunction with other appropriate campus administrators.

PROCEDURE:

Definition of Terms

Non-public and Limited-public access areas: For the purpose of this procedure campus facilities are identified as non-public and limited-public access areas and are those campus buildings in which:

  • classes are regularly taught;
  • college administrative operations are conducted;
  • college sponsored activities or events are presented, and to which the public may be invited;
  • students reside; and
  • physical plant, maintenance, or storage operations are conducted.

Public Access areas: Those spaces on campus that are not enclosed, not buildings, and not campus vehicular thoroughfares are designated as public access areas

Demonstration areas: The public access areas of campus designated as demonstration areas are:

  1. The fountain area - the space east of the fountain and west of the Spirit of the Thunderbird statue and bounded on the north and south by the sidewalks. Sound amplification equipment may be used in this area. However, the volume must be kept at a level that would not interfere with any academic classes, other program taking place in the area, or violates municipal noise ordinances.
  2. The west AD Gym area the space west of the garage behind the AD Gym bounded by the sidewalks on the south and west and the upper terrace area on the north. No sound amplification equipment is permitted in this area
  3. The T-Bird Drive area - the space north of T-Bird Drive and bounded on the west by Lisco Drive, on the south by the upper Krampert parking lot and on the east by a distance not less than 50 feet from Casper Mountain Road. Sound amplification equipment may be used in this area. However, the volume must be kept at a level that would not interfere with any academic, other program taking place in the area, or violates municipal noise ordinances.

Solicitation: For the purpose of this procedure solicitation means that an individual is making contact (through words, gestures, written language or other graphic means) with others for the purpose of seeking, asking, requesting or inviting another to purchase, hear, sign, endorse or view a particular product, service, point of view or action. Examples of solicitation include requests to purchase products/services, sign petitions, make a public statement, or take an action.

Literature Distribution: For the purpose of this procedure literature distribution means that an individual is offering, giving or placing written or other graphic communication to/in another individual’s possession via direct interpersonal contact or placing materials in/on an individual’s property. Distribution of literature by posting on bulletin boards or leaving on tables, etc. within non-public or limited-public access areas of campus is not covered by this procedure.

Demonstration: For the purpose of this procedure a demonstration means that an individual or group of individuals is assembling, gathering, or coming to a public access area of campus for the purpose of exercising their free speech right, expressing an opinion, promoting a point of view, seeking a course of action, or making a public exhibition about a subject. A demonstration may be classified staff as spontaneous or registered.

Designation of Non-public and Limited-public access, Public Access and Demonstration Areas

In order to protect the freedom of speech, expression, petition, and peaceful assembly rights of College community members, as well as maintain a learning and working environment free of disruptive, demonstrations, solicitations and/or literature distributions, building and other facilities space on campus have been designated as non-public and limited-public access areas. This classification allows the College to regulate the functions and activities occurring in those spaces to those events that support the institution’s educational mission.

The public access and demonstration areas of campus are the only spaces where students, employees and campus visitors may engage in spontaneous or registered demonstrations, solicitations and/or literature distributions activities as long as their behaviors adhere to campus conduct standards.

Use of Public Access and Demonstration Areas

Public access areas of campus may be used for solicitations or literature distribution. Individuals or groups wishing to use public access areas of campus for solicitation or literature distribution are asked to file a request with the Vice President for Student Services at least 24 hours prior to beginning solicitation or literature distribution on campus to allow for administrative communication about the event. The request should be in writing and contain the following information:

  • Name of the person or organization sponsoring the solicitation or distributing literature;
  • Location, date and time requested for the event;
  • General purpose of the event;
  • A copy of materials used in the event;
  • List of planned activities;
  • Anticipated attendance;
  • Name of event organizer present at the event responsible for the conduct of the event.

The College recognizes that a demonstration may be spontaneous or registered. A spontaneous demonstration may occur in any public access area of campus.

A registered demonstration is a pre-arranged gathering and generally will be for the purpose of reserving one of the identified demonstration areas on campus. The Individuals or groups wishing to reserve a demonstration area must present a registration request to the Vice President for Student Services at least 72 hours prior to the event. The request must be in writing and contain the following information:

  • Name of the person or organization sponsoring the demonstrations;
  • Location, date and time requested for the event;
  • Duration of the event;
  • General purpose of the event;
  • List of planned activities;
  • Anticipated attendance;
  • Name of event organizer present at the event responsible for the conduct of the event.

The college reserves the right to locate or re-direct any event to a suitable public access or specific demonstration area to ensure that the event does not interfere with any of the normal operations of the college or hinder the movement people or vehicles on campus.

Guidelines for Expression

Individuals and groups involved in solicitations or literature distribution in public access areas must adhere to the following guidelines. Solicitors or literature distributors:

  • must present/display pictorial personal identification when requested to do so by a campus official;
  • must grant reasonable access to and from buildings and/or campus areas;
  • must not obstruct, disrupt or interfere with campus operations;
  • must adhere to all other campus conduct standards;
  • must not use sound amplification equipment within 50 yards of a campus facility;
  • if sound amplification equipment is used, must maintain the volume at a level that would not interfere with any academic or other program taking place in the area, or not violate municipal noise ordinances;
  • must leave the area in substantially the same condition as it was upon arrival.

Individuals and groups involved in spontaneous and registered demonstrations must adhere to the following guidelines. The event organizer present at the event and responsible for the conduct of the event:

  • must ensure that all participants directly associated with the event will present/display pictorial personal identification when requested to do so by a campus official;
  • must grant reasonable access to and from campus areas;
  • must not obstruct, disrupt or interfere with campus operations;
  • must adhere to all other campus conduct standards;
  • may not incite, advise, suggest or encourage participants or observers to violate campus conduct standards or commit crime and/or criminal acts;
  • must not use sound amplification equipment within 50 yards of a campus facility or in demonstration areas where such equipment is prohibited;
  • if sound amplification equipment is used, must maintain the volume at a level that would not interfere with any academic or other program taking place in the area, or not violate municipal noise ordinances;
  • must leave the area in substantially the same condition as it was upon arrival;
  • must not damage college, municipal or personal property;
  • must comply with state and federal laws and municipal ordinances.

Cessation of Solicitations, Literature Distribution & Demonstrations

If individuals or groups fail to adhere to the conduct standards, reasonable time frames and/or locations permitted and/or agreed to as part of the above procedures, Campus Security will provide notice that they are failing to abide by an established campus procedure and ask the individuals involved to cease their activities and to leave the area immediately. Further, failure to comply with this directive may result in campus disciplinary action, legal action related to trespassing on campus property or both.

Top of page

Financial Code of Conduct
| pdf |
Approved Date: 5-25-2010
Effective Date: 5-25-2010
Revision No.: 1.0
1.0 Purpose

This policy establishes guidelines for trustees, employees, and agent’s conduct with lenders.

2.0 Revision History

Date Rev. No. Change Ref Section
5-25-10 1.0 New policy.  

3.0 Persons Affected

3.1 All college employees and agents.

3.2 The Casper College Board of Trustees.

3.3 Any affiliated organization of Casper College.

3.4 Lenders who work with the college.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college complies with the Higher Education Opportunity Act.

4.2 Trustees, employees, or agents shall not enter into any revenues sharing arrangements with any lenders.

4.3 Trustees, employees, or agents shall not solicit or accept gifts from a lender.

4.4 Trustees, employees, or agents shall not accept compensation for any type of consulting arrangement or other contract to provide services to a lender or on the behalf of such organizations, relating to educational loans.

4.5 Trustees, employees, or agents shall not steer borrowers to a particular lender, delay loan certifications, or assign any first-time borrower’s loan to a particular lender.

4.6 Trustees, employees, or agents shall not request or accept any assistance with call center or financial aid office staffing from any lender.

4.7 Trustees, employees, or agents shall not refuse, certify, or delay certification of any loan based on the borrower’s selection of a particular lender.

4.8 Trustees, employees, or agents shall not request or accept any offer of funds for private education loans from any lender in exchange for providing the lender with a specified number or volume of loans or a preferred lender arrangement for Title IV loans.

4.9 Trustees, employees, or agents shall not derive any gifts or compensation from serving on an advisory board, commission, or group established by a lender or group of lenders. They may be reimbursed for reasonable expenses incurred as part of serving on such an advisory board, commission, or group.

5.0 Definitions

5.1 Agent. Any person or organization with the authority to act on behalf of the college.

5.2 Affiliated Organization. Any organization that is directly or indirectly related to the college and engages in the practice of recommending, promoting, or endorsing education loans for student or their families including, but not limited to, alumni, athletic, or foundation organizations or social, academic, or professional organizations of the college.

5.3 Gift. Any gratuity, favor, discount, entertainment, hospitality, loan, or other item having a monetary value of more than a nominal amount.

5.4 Compensation. This type of benefit includes any fee, payment, or other financial benefit including the opportunity to purchase stock.

5.5 Lender. This group of financial institutions includes lenders, guaranty agencies, or loan service providers.

5.6 Title IV Loans. This group of federal student financial aid programs includes programs covered by the Higher Education Act.

6.0 Responsibilities

6.1 Trustees, employees, or agents are responsible for ensuring compliance of this policy.

7.0 Procedures

7.1 N/A

Top of page

Sensitive Information
| pdf |
Approved Date 5-25-2010
Effective Date 5-25-2010
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for handling sensitive information.

2.0 Revision History

Date Rev. No. Change Ref Section
5-25-10 1.0 New policy.  

3.0 Persons Affected

3.1 All college employees, including student employees, who work with or have access to sensitive information.

3.2 All volunteers who work with or have access to sensitive information.

3.3 All third party service providers who work with or have access to sensitive information.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college complies with the Fair and Accurate Credit Transaction Act.

4.2 The college protects sensitive information that it gathers from students, employees, clients, vendors, and third-party service providers.

4.3 The college has processes to identify, investigate, report, and mitigate the misuse of sensitive information.

4.4 The college has security measures in place to protect sensitive information.

4.5 Employees who work with or have access to sensitive information receive training on the Identity Theft Prevention Program.


5.0 Definitions

5.1 Sensitive Information. This is personal information that could potentially be misused. Types of sensitive information include, but are not limited to, credit card, payroll, medical, or personal information or tax identification numbers.

5.2 Identity Theft. This is fraud committed or attempted using the identifying information of another person without authorization.

5.3 Red Flag. This is a pattern, practice, or specific activity that indicates the possible existence of identity theft. The Identity Theft Prevention Program manual contains a list of potential red flags.

5.4 Identity Theft Prevention Program Manual. This document is a comprehensive guide to identifying and addressing potential misuse of sensitive information. This document is located at in the office of the vice president of administrative services and at www.caspercollege.edu.

5.5 Third Party Service Providers. These are individuals or organizations who provide either on-going or intermittent services to the college.

5.6 Covered Account. A new or existing account that involves or is designed to permit multiple payments or transactions including student accounts and loans.

6.0 Responsibilities

6.1 Employees who work with or have access to sensitive information are responsible for following the guidelines established in this policy and in the Identity Theft Prevention Program manual.

6.2 Supervisors and department heads are responsible for ensuring employees who work with or have access to sensitive information complete the required training.

6.3 Employees who coordinate volunteers are responsible for ensuring volunteers who work with or have access to sensitive information complete the required training.

6.4 The vice president of administrative services is responsible for implementing and ensuring compliance of the Identity Theft Prevention Program.

7.0 Procedures

7.1 Employee Training

7.1.1 Supervisors or department heads notify employees who work with or have access to sensitive information that they will need to complete identity theft prevention training prior to the employees having access to sensitive information.

7.1.2 The supervisor or department head will provide the employee with information on how to access the training and a date by which the training must be completed.

7.1.3 The employee completes the training and provides her supervisor or department head with the certificate of completion.

7.1.4 The supervisor submits the certificate of completion to the Human Resources Department to be filed in the employee’s personal file. The department head submits the certificate of completion for a faculty employee to the Office of Academic Affairs to be filed in the faculty employee’s personal file.

7.2 Volunteer Training

7.2.1 Employees who coordinate volunteers notify volunteers who work with or have access to sensitive information that they will need to complete identity theft prevention training prior to the employees or volunteer having access to sensitive information.

7.2.2 Employees who coordinate volunteers will provide the volunteers with information on how to access the training and a date by which the training must be completed.

7.2.3 The volunteer completes the training and provides the employee that is coordinating the volunteers with the certificate of completion.

7.2.4 The employee who is coordinating the volunteers files the certificate of completion in her volunteer file.

7.3 Implementation

7.3.1 Employees

7.3.1.1 Employees will secure all sensitive information upon collection and while in use. Employees will treat information that is questionable as to its sensitivity as sensitive information until determined otherwise.

7.3.1.2 Employees will investigate all red flags by following the guidelines in the Identity Theft Prevention Program manual.

7.3.1.3 Employees will report any red flags to their appropriate vice president or the president.

7.3.1.4 The president or vice presidents will report the red flag to the vice president of administrative services.

7.3.1.5 The vice president of administrative services will determine what action to take upon completion of a red flag investigation.

7.3.1.6 Employees will report non-compliance to the Identity Theft Prevention Program to the vice president of administrative services.

7.3.2 Volunteers

7.3.2.1 Volunteers will secure all sensitive information upon collection and while in use. Volunteers will treat information that is questionable as to its sensitivity as sensitive information until determined otherwise.

7.3.2.2 Volunteers will report any red flags to the Casper College employee with whom they are working.

7.3.2.3 The employee will report the red flag to the vice president of administrative services.

7.3.2.4 The vice president of administrative services will determine what action to take upon completion of a red flag investigation.

7.3.3 Third Party Service Providers

7.3.3.1 Contractors will have policies and procedures in place to address sensitive information that comply with the Fair and Accurate Credit Transaction Act.

7.3.3.2 Contractors will contractually agree to review the college’s Identity Theft Prevention Program.

7.3.3.3 Contractors will report any red flags to the vice president of administrative services or to the college employee with whom the provider has an oversight relationship.

7.4 Review

7.4.1 The vice president of administrative services is required to review the Identity Theft Prevention Program at least once a year and make any necessary changes to the program.

7.5 Reporting

7.5.1 The vice president of administrative services will report to the Board of Trustees at least once a year on the effectiveness of and compliance to the Identity Theft Prevention Program.

 

Top of page

Section: Administrative Services/Business Office
Subject: Travel Procedures
Effective Date: July 1, 1996
Revision Date:
| pdf |
Index: 1300:00:02

SCOPE

This procedure pertains to all employees and students of Casper College.

RESPONSIBILITY

It is the responsibility of each division chair or department head to ensure that employees and students within their organization follow this procedure. Responsibility for administration and interpretation of this procedure rests with the Director of the Accounting and Financial Management office.

PROCEDURE

I. Reimbursements

Expense reimbursements should not exceed the approved meal allowance plus the actual cost of lodging.

The traveler may claim the actual cost of lodging plus the allowance for meals that would normally be eaten during the time the individual was in a travel status. No reimbursement may be claimed for meals furnished at no additional cost to the traveler. Receipts for lodging shall be obtained and submitted with the travel request voucher when requesting reimbursement. No receipts are required for meals unless the person approving the travel has requested the trip to be reimbursed on a receipt basis.

II. Advances

Employees may request a travel advance to cover the expenses of approved travel. The request should detail the expected area of expenditure and the estimated amount to be spent.

The travel advance request should be received by the Accounting and Financial Management Office at least five business days prior to the departure date. If travel schedules are known in advance, travel requests may be submitted for all future travel occurring during the semester. The Accounting and Financial Management Office will prepare the advances as the departure date approaches.

The travel advance will also include a small manila envelope to be used to retain the receipts obtained during the travel. The face of the envelope details the date and destination of the travel. In addition, the traveler is requested to list the amount expended within categories provided on the envelope face. The receipts will be reconciled to those categories.

If a meal allowance was approved, no receipts will be required for meals.

The envelope is to be returned when the travel concludes.

III. Meal Allowance

A per day meal allowance not to exceed $20 is provided. The allowance will be provided for meals that would normally be eaten during the time the individual is in travel status. The allowance includes tax and tip and is allocated as follows:

Breakfast $ 4.00
Lunch $ 6.00
Dinner $10.00
$20.00

Employees and students may receive the allowance per day with no receipts required. However, the approving department may authorize an amount less than $20, or may choose to fund meals on a receipt basis not to exceed the $20 allowance.

To allow flexibility to address high cost areas, the Division Chair or the approving department has the discretion to designate appropriate metropolitan areas as high cost, allowing reimbursement of meal expenses to exceed the $20 daily allowance. Exceptions to the $20 daily allowance will also be reviewed by Accounting and Financial Management for reasonableness.

If students are to receive a per day allowance, they must acknowledge they have received the funds by signing a receipt of funds statement. The sponsor in charge of the travel is responsible for collecting the signatures when applicable. The documentation is to be returned to the Accounting and Financial Management Office when the travel is concluded.

Employees will not be reimbursed more than the meal allowance provided by this section unless travel was to an area designated as high cost. However, an employee, at their discretion, may claim less than the per meal allowance provided by this section.

IV. Dis-allowances

When overnight accommodations are furnished at no extra cost to the traveler (i.e., room furnished as part of the registration fee), no reimbursement may be claimed for lodging. If meals are included in a registration fee, transportation fare, official function, or are otherwise furnished at no additional cost to the traveler, no reimbursement, advance or allowance may be claimed for those meals.

No reimbursement may be claimed for meals or lodging furnished at no cost to the traveler.

V. Vehicles

Vehicles to be used for approved travel may be requested from the motor pool. A request form must be submitted to the Administrative Services office prior to the departure date. If a vehicle is unavailable, an employee may choose to use their personal vehicle and be reimbursed at the rate of .23 per mile. If a motor pool vehicle is not requested and an employee chooses to use their personal vehicle, they will be reimbursed at the rate of .18 per mile. (See Policy and Procedure 1300:00:10)

Top of page

Section: Administrative Services Office
Subject: Use of College Vehicles for Travel
Effective Date: June 14, 1994
Revision Date: March 26, 2003
| pdf |
Index: 1300:00:10

PURPOSE

The College recognizes the need to provide for and assist personnel who have need of transportation to conduct College business.

SCOPE

This procedure applies to all employees as well as authorized students and volunteers who meet eligibility requirements.

RESPONSIBILITY

The Administrative Services area is responsible for implementation and coordination of this procedure.

PROCEDURE

College personnel having need of transportation for approved purposes may proceed as follows:

  1. Submit appropriate paperwork to the division chair, dean or director for approval and forward to the Human Resources Office to arrive a minimum of five working days prior to the need. (Transportation Request Form.) The date and time of departure, return, number of passengers, and destination must be indicated. If the trip is of overnight duration, please note a telephone number where they may be reached. (Request received after the five-day minimum will be considered, contingent on vehicle availability.)
    • All drivers must be 21 years old, must submit information needed to obtain an official driving history record through the State DMV. You may be refused privileges to operate a Casper College vehicle if a bad driving history is indicated.
    • Buses require a Casper College approved CDL driver.
    • The authorized person requesting the vehicle should be the person to pick up and return the keys.
  2. Some vehicles owned by the college may not be appropriate for all requested uses. Example: The buses would not be approved for a small party of persons and requires a commercial driver’s license.
  3. College personnel may elect to take their own private vehicles if prior approval is secured. If a college vehicle is available but the employee prefers to use their own, the college will reimburse at a rate of $.10 per mile below the IRS mileage reimbursement rate for round trip mileage determined by AAA calculation. If no college vehicle is available and employees elect to use their own vehicle the college will reimburse at the current IRS rate per mile determined by AAA calculation. The IRS rate is the rate in effect as of July 1 of each fiscal year. Please complete a travel requisition and submit it to the Accounting & Financial Management office for reimbursement.
  4. Use of college owned vehicles are subject to the following conditions:
    • Use college vehicles for authorized college business only.
    • No unauthorized person is permitted to drive the vehicle.
    • State law requires seat belt wearing of all passengers.
    • Assume total responsibility for all fines or traffic violations associated with his/her use of a college vehicle.
    • Casper College cell phones are available for use upon request to be used for official business purposes. When using a cell phone, please use in a responsible and safe manner.
    • Do not drive under the influence of drugs or alcohol. At no time will alcoholic beverages or drugs be allowed in any college vehicles. If such evidence is found, action will be taken through the appropriate employee or student discipline procedure.
    • Any operator of a college vehicle is deemed to be in a "safety sensitive" position and such a driver is subject to the post accident testing procedures, described in college Procedure 1400:34:02.
    • Smoking is prohibited in all college vehicles as identified in college Policy 1400:46.
    • If you are involved in an accident while using a college vehicle, you must immediately file a report with the local police, highway patrol, or other appropriate law enforcement agency in accordance with the law. Information regarding the proper process for reporting an accident is located in the glove compartment of the vehicle along with proof of insurance.
    • If your personal vehicle is involved in an accident while you were conducting college business, the damages to your vehicle or injuries to yourself would be the responsibility of your personal insurance.
  5. If during a trip the driver finds a mechanical breakdown or defect, the vehicles should be taken only to an authorized dealer for that brand of vehicle. If further assistance is needed on the road the Vehicle Maintenance Department should be notified during regular working hours. (See information in the glove box.)
  6. In the glove box of each college car is a listing of all Wyoming State Highway depots. Those depots that can furnish the college vehicle with gasoline or diesel are identified. Instructions for the use of a WSH depot along with the code are in the glove box. Please consider the use of these less expensive services rather than just using cash at standard commercial stations.
  7. When the vehicle is returned it should be parked outside the Vehicle Maintenance yard and the keys returned to the appropriate office. All trash should be removed from the vehicle. Any damage or malfunction must be reported at the time of the key return.
  8. Priority given for college vehicle usage requests will be as follows:
    • Recruiting
    • Instruction
    • School-related activities (i.e., Volleyball, Basketball, Forensics, Livestock Judging, etc.)
    • Faculty/staff use (i.e., seminars, workshops, conferences, etc.)
    • Student organization use.

Top of page

Section: Administrative Services / Business Office
Subject: Disbursement / Collection of Funds
Effective Date: June 29, 1992
Revision Date:
| pdf |
Index: 1300:01:01

SCOPE

To facilitate the financially related activities referenced in the Statutes, the Vice President for Administrative Services, as the Assistant Treasurer of the Board, is charged with the collection and disbursement of all funds held by the college.

RESPONSIBILITY

The Vice President for Administrative Services is responsible for ensuring compliance with this policy and for development and implementation of all disbursement procedure.

PROCEDURE

  1. Payments to Students: The administration is authorized to disburse funds related to student attendance without prior Board approval. Such transactions are limited to tuition and fee refunds, financial aid disbursements, college and federal work-study payments, student housing and food service refunds, payments to or on behalf of students under various grant programs, and any other payments related to fees assessed students. Transaction summaries may be requested by the Board for review.
  2. Payments On Behalf Of Organizations (Agency Funds): The administration is authorized to disburse funds related to recognized student, employee, and department organizations funds. Such disbursements do not require Board Approval. Transaction summaries are subject to review by the Board and/or Board Finance Committee.
  3. Payroll: The administration is authorized to process payroll disbursements to employees and all disbursements related to payroll processing (i.e. tax deposits, insurance, etc.), without prior Board approval. Payroll summaries are subject to Board and/or Board Finance Committee review.
  4. Employee / Student Travel: The administration is authorized to process travel advances and reimbursements to employees without Board approval. Travel expenses are subject to review by the Board and or Board Finance Committee.
  5. Purchased Goods and Services, Misc. Expenditures: All disbursements regarding the payment for goods and services and other obligations of the college are subject to Board approval. Payments are to be released only after review and approval of the Board with the following exceptions being authorized for the administration to release payment:
    • Purchases requiring prepayment by the vendor.
    • Payments less than $500 to a vendor during the accounting period.
    • Speaker fees/honoraria related to college programs and course offerings.
    • Reimbursement for petty cash funds.
    • Disbursements for the purpose of investing idle funds.
    • Expenses related to employee recruitment.
    • Debt service payments.
    • Refund of unexpended grant funds to granting entity.
    • Emergency and extenuated circumstances with the approval of the Board Treasurer.

All disbursements for this area will be reviewed by the Board.

This policy will be effective immediately and will be fully implemented by September 15, 1992.

Top of page

Section: Administrative Services/Business Office
Subject: Accounting Standards
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1300:05

POLICY

Accounting procedures and reporting shall conform to the generally accepted accounting procedures as pertains to colleges and universities. Such procedures will be reviewed annually at audit to determine the need to modify procedures that ensure appropriate segregation of duties and accounting controls.

 

Section: Administrative Services / Business Office
Subject: Agency Funds
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1300:06

POLICY

All student club activity funds and college clearing accounts will be accounted for in the Agency Fund. Such custodial accounts shall be treated as institutional funds and accordingly will be subject to the same investment limitations and expenditure guidelines as all other college funding sources.

 

Section: Administrative Services / Business Office
Subject: Capitalization of Equipment
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1300:07

POLICY

Equipment purchases with a unit value of $500 (five hundred) or greater will be capitalized for accounting purposes.

Top of page

Section: Administrative Services / Business Office
Subject: Audits
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1300:08

POLICY

College funds and accounts will be audited annually by an independent certified public accountant. All audits will comply with generally accepted auditing standards and will conform with all local, state, and federal audit requirements.

Top of page

Section: Administrative Services / Business Office
Subject: Internal Control
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1300:09

POLICY

Adequate internal controls for collecting and disbursing college funds will be established to safeguard college resources against waste, fraud, and inefficiency and to promote accuracy and reliability of accounting data.

Top of page

Section: Administrative Services
Subject: Purchasing
Effective Date: April 1, 1994
Revision Date:
| pdf |
Index: 1300:10:01

POLICY

The Vice President for Administrative Services will be responsible for purchasing goods and services. A centralized purchasing department and a centralized shipping and receiving department will purchase, ship, and receive materials. Competitive quotes will be received for materials expected to cost more than $5,000 (five thousand dollars). A formal bid process will be required for materials expected to cost $10,000 (ten thousand dollars) or more. The College will adhere to all Wyoming preference laws in its purchasing procedures.

SCOPE

This procedure pertains to all employees of the College, College clubs, Student Senate, and student organizations.

RESPONSIBILITY

The Vice President for Administrative Services and the Purchasing Manager are responsible for ensuring compliance with this policy.

PURPOSE

This policy and procedure is intended to centralize purchasing and ensure that individual employees of the College, College clubs, student senate, and student organizations, purchase College funded items by following this established protocol. Any deviation from these procedures must be approved by the Purchasing Manager.

PROCEDURE

To better handle requisitions, purchase orders, and payment to vendors, the following procedures are to be followed regarding all purchases.

When it is necessary to make a purchase for a division, department, or organization for such items as educational supplies, parts, general supplies, etc., a determination of the vendor should be made based upon quality, price availability, and other considerations. The Purchasing Manager should be consulted in those instances in which the purchaser is unfamiliar with a source. A requisition is then prepared as outlined below. When possible, try to use local vendors when practical. The Purchasing Manager will determine where to buy items that are more general in nature such as paper, chairs, files, and so forth. All formal bids will be coordinated through the Purchasing Department.

There should be no commitment or implied commitment to a vendor to purchase goods or services until a Purchase Order has been approved and issued. In the event of telephone calls or correspondence with vendors concerning an item, it is best to remind the vendor not to order or deliver goods till they have a Purchase Order in hand.

Requisitions

  1. Requisitions require all of the following information before orders may be placed, any purchases are made, or any goods received:
    • Date
    • Name of vendor
    • Complete address of vendor
    • Description of goods or services (part number if needed)
    • Estimated cost of item if confirmed price is not known.
    • Signature of person making request.
    • Department making request.
    • Signature of Department Chairperson
  2. Requisitions are prepared in triplicate. The original copy of requisitions is to be sent to the Accounting/Financial Management Office. Remaining copies are to be retained or distributed by the originating department pursuant to that department's procedure.
  3. Requisition numbers are not purchase order numbers, and should not be given out to vendors for any reason.
  4. When a requisition is turned into the Accounting/Financial Management Office, it is processed into a Purchase Order by the Financial Management office. The Purchasing Manager or designee is the only position authorized to encumber the College or its funds to a vendor. No one else is authorized to enter into agreements or contracts with vendors.
  5. Allow from two to three days for processing a requisition into a Purchase Order. During registration week more time should be allowed for processing of requisitions. People should not ask to be notified when a Purchase Order is ready, except in extreme instances, as this only adds another step and added time to the process.
  6. Requisitions for certain items also require additional signatures as indicated below:
    • Advertising - Public Relations
    • Commercial Printing - Public Relations
    • Computer Supplies and Software - Academic Computing Computer Services / Administration Computing Services
    • Dues and Memberships - appropriate Vice President
    • Audio Visual Supplies/Equipment - Audio Visual Media Specialist
  7. If for any reason a requisition is refused by the Purchasing Department it will be sent back to the originator with an explanation for the refusal. The Purchasing Manager has the discretion to change the vendor if there is good reason.

Purchase Orders

  1. When Purchase Orders are made out, one copy (green) is sent to shipping and receiving and two copies (yellow and pink) are sent to the vendor. Shipping and Receiving maintains the green copy to check goods for condition, quantity, and specifications as indicated. When all items have been received the green copy is signed off and sent to the Accounting /Financial Management Office and cleared for payment. Purchases in excess of $500.00 must be approved by the Board before payment is made. Lesser amounts are paid as soon as all paper work is received.
  2. All goods must be received by Shipping and Receiving unless other arrangements are made with the Purchasing Manager. If special permission is given to hand carry a purchase order and to pick up goods, the individual is to notify Shipping and Receiving that the goods have been received. This also circumvents the normal inspection process and the individual assumes the function. When items are received by mail (i.e. books, tapes, small items) that do not come in through Shipping and Receiving, the person who receives the good must notify Shipping and Receiving that the goods have been received. In like manner, all invoices that are sent to departments or individuals must be sent to the Accounting/Financial Management Office in order that payment may be made to the vendor.
    Goods that show up on the dock at Shipping and Receiving that have not been properly ordered will have to be returned to the vendor thus causing more delay and expense to the person or department ordering such items. Unauthorized deliveries and orders may become a personal obligation of the employee placing the order.
  3. Faxing of Purchase Orders should only be done when time is a real factor. When faxing a Purchase Order, it should be sent to a specific person that has been contacted. Faxing can cause double shipments and double billing because a hard copy is also sent to the company. Any faxing that is done is the responsibility of the individual who wants it done, and not that of the Purchasing Department.

Reserved Purchase Orders

Reserved purchase orders are available for emergencies such as repair of Physical Plant Equipment. Reserve purchase orders are available only from the Purchasing Manager. When a reserved purchase order is given out the completed requisition must be turned into the Financial Management office within 24 hours.

There are two ways to accomplish purchases of emergency nature. A written signed Purchase Order may be obtained from the Purchasing Department and hand carried to a local vendor. For vendors outside the local area the reserved Purchase Order number may be obtained and the vendor told that a hard copy of the order will be sent by mail marked "confirming".

A second method to accomplish an emergency purchase would be payment in cash to the vendor. The individual making such an emergency purchase would pay the vendor and be reimbursed by the Accounting/Financial Management Office upon presentation of a proper receipt. A cash advance from the office for small purchases ($50.00 limit) may also be made and the settlement with the office after the transaction with the vendor upon presentation of the proper receipts.

Sales Tax

Although Casper College as a political subdivision of the State is exempt from sales tax (Wyoming Statute 39-6-405), payment of taxes frequently becomes necessary for cash purchases of supplies and services. Cash payment by employees while in a travel status and certain emergency cash purchases include the sales tax. Reimbursement, then, to individual employees necessarily would include taxes that were paid for these supplies and services. (Authorized by Section 16A of Sales Tax Rules and Regulations).

Top of page

Section: Administrative Services / Business Office
Subject: Annual Budget
Effective Date:
Revision Date:
| pdf |
Index: 1300:20

POLICY

The Vice President for Administrative Services will prepare revenue and expenditure projections to use for developing the various budgets. The budget format will comply with both state and local requirements. Wyoming Statutes require that a tentative budget be presented for review by the Board on or before May 15 of each year. A final budget is presented and approved by the Board following a public hearing on the third Wednesday in July.

Top of page

Section: Administrative Services / Business Office
Subject: Insurance
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1300:30

POLICY

The Vice President for Administrative Services will develop an insurance program, soliciting premium quotations from local agents every three years. The Finance Committee of the Board will review renewal quotations and changes in coverages annually.

Top of page

Section: Administrative Services / Business Office
Subject: Tuition, Fees, Room & Board Charges and Refunds
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1300:40

POLICY

Tuition, fees, and room and board charges and refund procedures will be subject to Board approval. The Vice President for Administrative Services, to respond to Legislative or Commission directive, or to meet future financial requirements, will recommend changes for Board consideration. Changes will be considered at a time that ensures adequate notice to students.

Top of page

Section: Administrative Services
Subject: Student Financial Obligations
Effective Date: November 12, 1997
Revision Date::
| pdf |
Index: 1300:40:01

PURPOSE

This procedure provides a statement of students' responsibilities in respect to their financial obligations to the College.

SCOPE

This procedure covers all persons who are or have been enrolled for credit and non-credit Casper College courses.

DEFINITIONS

Tuition: The cost incurred with enrollment in a credit or non-credit course offered through Casper College.

Per Credit Student Fees: A fee associated with credit generating courses.

Course Fees: A fee associated with a specific course, including but not limited to: fitness fees, lab fees, lesson fees and material fees.

Room Charges: Financial obligations associated with on-campus student housing, including, but not limited to: resident hall room charges, damages charges, family housing rental charges, and breach of contract penalty charges.

Board Charges: Financial obligations associated with the purchase of a campus dining board plan, including but not limited to, meal plan charges and breach of contract penalty charges.

Fines/Restitution: Charges incurred as a result of the loss of or damage to College property or as a result of disciplinary actions taken in accordance with standard College disciplinary procedures.

Financial Aid Re-payment: Financial obligations incurred by a student as a result of a failure to fulfill the requirements associated with various forms of student financial assistance.

Returned Check Charges: A fee assessed against a student as a result of having a check, which was written to the College, returned to the College by the student's financial institution.

Miscellaneous Financial Obligations: Any other duly authorized charges levied against students under direction of the College Board of Trustees.

NOTIFICATION

Various vehicles will be used to inform and notify students that they incur different types of financial obligations through their enrollment in courses offered by and through the College. However, it is the College's expectation that students will understand that they are assuming a financial obligation when they register for courses and/or services offered by the College. Additionally, it is the College's expectation that persons enrolling for courses and/or services offered by and through the College will provide the College a current permanent and current local address through which contact can be made.

The College will provide general notice of financial obligations, expenses, payment options and deadlines, refund deadlines and other pertinent financial data through publications such as the current College catalog, the current Semester Class Schedule publication and information given on the College's homepage.

Notification of the financial obligations for specific individuals will be provided through such items as the student's class registration statement, monthly student account statements, individualized notices (from the Accounting & Financial Management Office or from a specific department or service area) for specific charges and registration and academic records "holds".

The aforementioned forms of notice will be distributed generally or to the individual student. Any student can make an inquiry at any time.

FAILURE TO FULFILL FINANCIAL OBLIGATIONS

If a person, who has contracted a financial obligation with the College, fails to fulfill that financial obligation, the College may respond in various ways as is appropriate for the specific situation encountered. The consequences of a failure to fulfill a financial obligation to the College may include, but is not limited to, some or all of the following:

Registration and academic records "hold": Persons are not allowed to register for new Classes and academic records (i.e., transcripts) are not released.

Disenrollment based on previous term balance: A person who has registered for courses or services offered by or through the College for a subsequent term may be disenrolled from that term if they have an outstanding financial obligation incurred during a pervious term. For example, if a student enrolls for summer and fall term classes, but does not fulfill his/her financial obligations for the summer term, the student may be disenrolled from the fall term classes

Deletion of enrollment: A person's registration may be deleted and the resulting tuition and fees financial obligations removed: (1) if the student notifies the College of his/her intention not to attend for a term which has not yet started; or (2) if the College can identify that the student has "never attended" any classes for the term in question.
Additional account charges: If a student fails to meet the timelines associated with specific financial obligations owed to the College, additional charges may automatically be added to the student's account.

Termination of service: If a student fails to meet his/her financial obligations for services provided by or through the College, the service(s) may be terminated without notice. This includes, but is not limited to campus housing services (eviction from campus housing), campus food services, campus childcare services, campus check cashing services, services supported through the pre credit student fees and enrollment for courses without pre-payment. Submission of the financial obligations to the College's collection agent: If a student fails to fulfill his/her financial obligations to the College in a timely fashion, s/he may be submitted to the College's collection agent for debt collections processes and appropriate credit history notations.

CONTESTING FINANCIAL OBLIGATIONS

In the event that a student does not understand or disagrees with an assigned financial obligation, s/he is to first contact the Accounting and Financial Management Office to seek clarification and explanation of the charges. If this does not resolve the situation, the student may contact the Dean of Students' Office to obtain information about the general petitioning process.

Top of page

Section: Administrative Services / Business Office
Subject: Bank Depositories
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1300:50

POLICY

The Board annually appoints depositories for college funds.

Top of page

Section: Administrative Services / Business Office
Subject: Bad Debts
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1300:65

POLICY

The Vice President for Administrative Services will periodically review questionable accounts receivable and will establish procedures for writing off bad debts.

Top of page

Section: Administrative Services / Business Office
Subject: Pledged Securities
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1300:70

POLICY

The Vice President for Administrative Services will, according to Wyoming Statutes, monitor the market value of pledged collateral to ensure that total funds on deposit by the college do not exceed the sum of the security market values and FDIC coverage.

Top of page

Section: Administrative Services / Business Office
Subject: Inventory
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1300:75

POLICY

An inventory system will be developed to account for all capital items owned by the College.

Top of page

Section: Administrative Services
Subject: Auxiliary Enterprises
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 3900:01

POLICY

The College will have auxiliary enterprises. All income and expenditures relating to auxiliary activities will be accounted for on a uniform accounting system approved by the Wyoming Community College Commission.

Top of page

Compensation for Executive Employees
| pdf |
Approved Date 5-21-2013
Effective Date 5-21-2013
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for compensating all executive employees except for the president. Compensating the president is a Board of Trustees responsibility and it is excluded from this policy.

2.0 Revision History

Date Rev. No. Change Ref Section
5-21-13 1.0 New policy.  
5-21-13 1.1 Added a clause requiring employees to notify the college when they are pursuing an advanced degree. 7.2.2.1
5-21-13 1.2 Better defined an accredited institution of higher education. 7.2.2.2
5-21-13 1.3 Removed the requirement that advanced degrees need to be directly related to the employee’s position. This is not current practice as it is often difficult to define what is directly related.  

3.0 Persons Affected

3.1 Casper College executive employees.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college has a uniform process to compensate executive employees.

5.0 Definitions

5.1 Executive. This position classification includes the president and vice-president positions. Executive positions are exempt from the Fair Labor Standards Act.

5.2 Executive Salary Ranges. The college uses this schedule to determine executive employee compensation. The schedule consists of two categories: 1) employees with an earned doctorate and 2) employees without an earned doctorate.

5.3 Advance Degree Notification. Administrative employees use this form to notify the college that the employee is pursuing an advanced degree. This form lists the degree the employee is pursing, the institution providing the program, the anticipated graduation date, and signature lines for the employee, the employee’s supervisor, and the director of human resources.

6.0 Responsibilities

6.1 The director of human resources is responsible for maintaining compliance with this policy.

6.2 The Board of Trustees is responsible for approving salary adjustments based on available funding.

7.0 Procedures

7.1 Initial Salary

7.1.1 The president, in consultation with the director of human resources, determines an executive employee’s initial salary based on the executive salary range for the position and the employee’s education.

7.2 Salary Increases
Executive employees may receive a salary adjustment by board approval or by earning a doctorate degree.

7.2.1 Board Approved Increase

7.2.1.1 The president may recommend the Board of Trustees approve a percentage increase for eligible executive employees. The increase may exceed the Executive Salary Ranges.

7.2.1.2 The Board of Trustees may approve a percentage increase given available funding.

7.2.2 Earning an Advanced Degree

7.2.2.1 Executive employees who plan on earning an advanced degree complete the Advanced Degree Notification form upon acceptance into a qualifying degree program. The Human Resources Department files the form in the employee’s employment record.

7.2.2.2 Executive employees who earn a doctorate degree that meets the following criteria are eligible for a recommended salary increase. The salary increase is based on the Executive Salary Ranges.

  • The employee earns a doctorate degree from an institution of higher education accredited by a U.S. Department of Education’s nationally recognized accrediting agency.

7.2.2.3 Executive employees provide the Human Resources Department with official transcripts by June 15 to be eligible for a salary increase the upcoming fiscal year. Failure to meet this deadline will result in an eligibility delay until the following fiscal year.

7.2.2.4 The president may recommend the Board of Trustees approve a salary increase for eligible executive employees. The increase may not exceed the Executive Salary Ranges.

7.2.2.5 The Board of Trustees may approve salary increases given available funding.

7.3 Compensation

7.3.1 The Human Resources Department compensates executive employees based on their assigned salary.

7.3.2 The Human Resources Department compensates part-time executive employees based on their assigned salary multiplied by the percentage of time the employee is hired to work.

Top of page

Compensation for Administrative Employee
| pdf |
Approved Date 5-21-2013
Effective Date 5-21-2013
Revision No. 1.0

1.0 Purpose

This policy establishes guidelines for compensating administrative employees.

2.0 Revision History

Date Rev. No. Change Ref Section
5-21-13 1.0 Policy rewrite.  
5-21-13 1.1 Added information on how initial administrative salaries are determined and established predetermined negotiation criteria. 7.1
5-21-13 1.2 Added a clause requiring employees to notify the college when they are pursuing an advanced degree. 7.2.2.1
5-21-13 1.3 Better defined an accredited institution of higher education. 7.2.2.2
5-21-13 1.4 Replaced the salary increase formula with a dollar amount for each degree category. Added a grandfather clause for employees already enrolled in a qualifying program. 7.2.2.2
5-21-13 1.5 Removed the requirement that advanced degrees need to be directly related to the employee’s position. This is not current practice as it is often difficult to define what is directly related.  

3.0 Persons Affected

3.1 Casper College administrative employees.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college has a uniform process to compensate administrative employees.

5.0 Definitions

5.1 Administrative. This position classification includes professional, non-faculty positions responsible for the management of the college. Administrative positions are exempt from the Fair Labor Standards Act.

5.2 Administrative Salary Ranges. The college uses this schedule to determine administrative employee compensation. The schedule consists of two categories: 1) deans and directors and 2) professionals.

5.3 Advance Degree Notification. Administrative employees use this form to notify the college that the employee is pursuing an advanced degree. This form lists the degree the employee is pursing, the institution providing the program, the anticipated graduation date, and signature lines for the employee, the employee’s supervisor, and the director of human resources.

6.0 Responsibilities

6.1 The director of human resources is responsible for maintaining compliance with this policy.

6.2 The Board of Trustees is responsible for approving salary adjustments based on available funding.

7.0 Procedures

7.1 Initial Salary

7.1.1 The president and the appropriate vice president, in consultation with the director of human resources, determine an administrative employee’s initial salary based on the administrative salary range for the position, salary wage surveys, market conditions, the employee’s education and experience, and other pertinent data. A set negotiation dollar or percentage range is pre-determined to ensure equitable compensation among employees.

7.2 Salary Increases
Administrative employees may receive a salary adjustment by board approval, by earning an advanced degree or certification, or position review.

7.2.1 Board Approved Increase

7.2.1.1 The president may recommend the Board of Trustees approve a percentage increase for eligible administrative employees. The increase may exceed the Administrative Salary Ranges.

7.2.1.2 The Board of Trustees may approve a percentage increase given available funding.

7.2.2 Earning an Advanced Degree

7.2.2.1 Administrative employees who plan on earning an advanced degree or certification complete the Advanced Degree Notification form upon acceptance into a qualifying degree program or upon receiving approval from the president for a certification program. The Human Resources Department files the form in the employee’s employment record.

7.2.2.2 Administrative employees who earn an advanced degree or certification that meets the following criteria are eligible for a recommended salary increase.

  • The employee earns a bachelor’s, master’s, or doctorate degree from an institution of higher education accredited by a U.S. Department of Education’s nationally recognized accrediting agency.
  • The degree is at least one degree level higher than any academic degree the employee has earned prior to or after being employed by the college.
  • The president pre-approves the certification.
  • The employee begins working at the college prior to earning the degree or pre-approved certification.

The salary increases for earning an advanced degree or certification are as follows.

Degrees Salary Increase
Bachelor’s or pre-approved certification $1,500
Master’s $3,000
Doctorate $6,000

Employees enrolled in a qualifying program prior to May 23, 2013 will be rewarded under the previous policy upon completion of that program.

7.2.2.3 Administrative employees provide the Human Resources Department with official transcripts by June 15 to be eligible for a salary increase the upcoming fiscal year. Failure to meet this deadline will result in an eligibility delay until the following fiscal year.

7.2.2.4 The president may recommend the Board of Trustees approve a salary increase for eligible administrative employees. The increase may not exceed the Administrative Salary Ranges.

7.2.2.5 The Board of Trustees may approve salary increases given available funding.

7.2.3 Position Review

7.2.3.1 A supervisor may request the president and appropriate vice president, in consultation with the director of human resources, review an administrative employee’s position for salary adjustment. The president and vice president may increase the salary, decrease the salary, or make no adjustment and determine effective date.

7.2.3.2 The president approves salary adjustments.

7.3 Compensation

7.3.1 The Human Resource Department compensates administrative employees based on their assigned salary.

7.3.2 The Human Resource Department compensates part-time administrative employees based on their assigned salary multiplied by the percentage of time the employee is hired to work.

Top of page

Compensation for Classified Staff Employees
| pdf |
Approved Date 5-21-2013
Effective Date 5-21-2013
Revision No. 1.0

1.0 Purpose

This policy establishes guidelines for compensating classified staff employees.

2.0 Revision History

Date Rev. No. Change Ref Section
5-21-13 1.0 Policy rewrite.  
5-21-13 1.1 Changed the initial step placement from step 1 to a maximum of step 5, which allows the college to consider prior experience and education when determining initial placement. 7.2.1
5-21-13 1.2 Changed the step placement of employees who move from a lower grade position to a higher grade position from a salary increase of at least 10% to a step placement that reflects the employee’s experience, education, comparable internal salaries and that results in a salary increase. The current practice can create compensation discrepancies among positions. 7.3.2.1
5-21-13 1.3 Changed the step placement of employees who move from a higher grade position to a lower grade position from a step decrease of at least 2.5 % per grade change to a step placement that reflects the employee’s experience, education, comparable internal salaries and that results in a salary decrease. The current practice can create compensation discrepancies among positions. 7.3.2.2
5-21-13 1.4 Added a clause about employees notifying the college when they are pursuing an advanced degree. 7.4.1
5-21-13 1.5 Better defined accredited institution of higher education. 7.4.2
5-21-13 1.6 Removed the requirement that employees pursuing an associate’s degree must earn 18 or more degree applicable credits from Casper College while employed at the college.  
5-21-13 1.7 Removed disciplinary action and performance deficiency as reasons for movement to a lower grade. Disciplinary or performance issues are addressed in the employee performance policy.  

3.0 Persons Affected

3.1 Casper College classified staff employees.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college has a uniform process to compensate classified staff employees.

5.0 Definitions

5.1 Classified Staff. This position classification includes operational support positions. Classified staff positions are covered by the Fair Labor Standards Act.

5.2 Classification Committee. This committee is comprised of the vice presidents and the staff advisor. The committee is responsible for assigning classification levels for classified staff positions.

5.3 Classified Staff Salary Schedule. The college uses this schedule to determine classified staff employee compensation. The current schedule shows a position’s grade (rows) and steps (columns). The steps represent compensation movements during an employee’s time at the college and based on available funding.

5.4 Advance Degree Notification. Classified staff employees use this form to notify the college that the employee is pursuing an advanced degree. This form lists the degree the employee is pursing, the institution providing the program, the anticipated graduation date, and signature lines for the employee, the employee’s supervisor, and the director of human resources.

5.5 Stipend. A fixed amount of money paid as a salary.

6.0 Responsibilities

6.1 The director of human resources is responsible for maintaining compliance with this policy.

6.2 The Board of Trustees is responsible for approving compensation recommendations based on available funding.

7.0 Procedures

7.1 Classification of New Positions

7.1.1 The director of human resources submits classified staff position descriptions to the Classification Committee, which determines the initial grade level for a position based on position attributes and current market conditions.

7.2 Initial Placement for New Employees

7.2.1 The director of human resources places new employees on the Classified Staff Salary Schedule at the grade assigned to the position and the step that reflects the employee’s experience and skills. Step 5 is the maximum initial step placement.

7.3 Movement
Classified staff employees may move on the Classified Staff Salary Schedule by board approval, by changing positions, or by position reclassification.

7.3.1 Board Approved Movement

7.3.1.1 The president may recommend the Board of Trustees approve the recommended movement for eligible classified staff employees. Classified staff employees who are at step 18 are not eligible for a step movement.

7.3.1.2 The Board of Trustees may approve the recommended movement given available funding.

7.3.2 Change of Position

7.3.2.1 Classified staff employees who move from a lower grade position to a higher grade position are placed on the Classified Staff Salary Schedule by the director of human resources at the grade assigned to the position and the step that reflects the employee’s experience, education, comparable internal salaries and that results in a salary increase. The college implements the salary change when the employee starts the new position.

7.3.2.2 Classified staff employees who move from a higher grade position to a lower grade position are placed on the Classified Staff Salary Schedule by the director of human resources at the grade assigned to the position and the step that reflects the employee’s experience, education, comparable internal salaries and that results in a salary decrease. The college implements the salary change when the employee starts the new position.

7.3.2.3 Classified staff employees who move to a new position that is at the same grade as the employee’s current position will not change step placement.

7.3.3 Reclassification of Positions

7.3.3.1 Supervisors provide the director of human resources with documentation on positions conditions that have significantly changed and warrant a position review. The director of human resources may also request a position review.

7.3.3.2 The director of human resources provides the Classification Committee with the documentation compiled by the supervisor and requests that the committee review the position. The committee may reclassify the position to a higher grade, a lower grade, or they may keep the position at the same grade.

7.3.3.3 Classified staff employees whose positions are reclassified are placed on the Classified Staff Salary Schedule at the reclassified grade. There is no change in step placement. The college implements the salary change at the beginning of the next fiscal year.

7.3.3.4 The president approves reclassification of eligible classified staff employees and the effective date for the change.

7.4 Stipends

7.4.1 Classified staff employees who plan on earning an advanced degree complete the Advanced Degree Notification form upon acceptance into a degree program. The Human Resources Department files the form in the employee’s employment records.

7.4.2 Classified staff employees who earn an advanced degree that meets the following criteria are eligible for a recommended annual $800 stipend. The degree does not need to be directly related to the employee’s assigned position

  • The employee earns an associate’s, bachelor’s, or master’s degree from an institution of higher education accredited by a U.S. Department of Education’s nationally recognized accrediting agency.
  • The degree is at least one degree level higher than any academic degree the employee has earned prior to or after being employed by the college.
  • The employee begins working at the college prior to earning the degree.

7.4.3 Classified staff employees provide the Human Resource Department with official transcripts by June 15 to be eligible for a stipend the upcoming fiscal year. Failure to meet this deadline will result in an eligibility delay until the following fiscal year.

7.4.4 The president may recommend the Board of Trustees approve stipends for eligible classified staff employees.

7.4.5 The Board of Trustees may approve stipends given available funding.

7.5 Compensation

7.5.1 The Human Resources Department uses the employee’s Classified Staff Salary Schedule placement to determine classified staff employee compensation.

7.5.2 The Human Resources Department uses the employee’s Classification Salary Schedule placement prorated on 12 months and 40 hour work weeks and the following formulas to determine part-time classified staff employee compensation.

  • Schedule placement x (number of months scheduled to work/12 months) x (number of hours scheduled to work per week/40)

Top of page

Compensation for Faculty Employees
| pdf |
Approved Date 5-21-2013
Effective Date 5-21-2013
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for compensating faculty employees.

2.0 Revision History

Date Rev. No. Change Ref Section
5-21-13 1.0 Policy rewrite.  
5-21-13 1.1 Removed the requirement that the Salary Equity Committee determines if an employee’s indirect work experience should be considered for step placement and that this committee hears placement and movement appeals. This committee is nonexistent.  
5-21-13 1.2 Removed non-credit training as part of initial placement. This is not current practice.  
5-21-13 1.3 Better defined accredited institution of higher education. 7.1.1 & 7.2.2.1
5-21-13 1.4 Changed the requirement that the president consult the faculty senate president prior to waiving placement criteria to the president notifies the faculty senate president of any waivers. This is current practice. 7.1.2
5-21-13 1.5 Changed the wording from high school teaching experience to elementary and secondary school teaching experience. We accept both types of experience for placement. 7.1.2.1
5-21-13 1.6 Removed allocating one step for two years of full-time, non-teaching employment at a high school for initial placement. Current practice is to allocate one step for three years of any non-college employment. 7.1.2.2
5-21-13 1.7 Removed the requirement that advanced degrees need to be directly related to the employee’s position. This is not current practice as it is often difficult to define what is directly related.  
5-21-13 1.8 Changed the compensation formulas from credit hour to contact hour. This is current practice. 7.3.2
5-21-13 1.9 Added studio lesson and studio class compensation formulas. 7.3.2.1
5-21-13 1.10 Added advising compensation. 7.3.2.3

3.0 Persons Affected

3.1 Casper College faculty employees.

3.2 Casper College Continuing Education instructors.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college uses a uniform process to compensate faculty employees.

5.0 Definitions

5.1 Faculty. This position classification includes teaching positions hired on a faculty contract. Faculty positions are exempt from the Fair Labor and Standards Act.

5.2 Faculty Salary Schedule. The college uses this schedule to determine faculty employee compensation for teaching credit classes. The schedule consists of 19 columns and an unlimited number of rows, called steps. The columns represent educational achievement. The steps represent directly related experience at the time of initial placement and any Board of Trustees approved compensation movements during the employee’s time at the college.

5.3 Faculty Request for Educational Pre-Approval Form. Faculty employees use this document to obtain pre-approval for credit classes and non-credit trainings to be used for educational progression on the Faculty Salary Schedule.

5.4 Non-credit Trainings. Unaccredited coursework, conferences, seminars, workshops, and certified industrial, military, and in-service trainings directly related to the faculty employee’s assignment.

5.5 Contact Hours. These are the hours per week a faculty employee is scheduled to spend with students in a particular course. Contact hours are listed in the course catalog.

5.6 Faculty Contract Load Data Form. Supervisors use this form to calculate a faculty employee’s workload for the academic year (fall and spring semesters). The form includes the teaching load categories, course assignments, number of advisees, reassignment of teaching hours, and personal and professional development activities. There is a signature line for the faculty employee and the dean.

5.7 Independent Study Proposal Form. Students use this form to negotiate an independent study course with a faculty employee. There is a signature line for the student, faculty employee, department head/program director, and dean. The form must be completed and submitted to the Academic Affairs Office within two weeks from the start of fall or spring semester or one week from the start of summer semester.

6.0 Responsibilities

6.1 The vice president of academic affairs is responsible for maintaining compliance with this policy.

6.2 The Board of Trustees is responsible for approving compensation recommendations given available funding.

7.0 Procedures

7.1 Initial Placement

7.1.1 The vice president of academic affairs uses the candidate’s application and academic transcripts to determine column placement based on the following criteria. Column 5 is the maximum column placement for candidates without a master’s degree or column 18 for candidates without a doctorate degree.

7.1.1.1 Academic degrees

  • Associate or bachelor’s degree or no degree = column 1
  • Master’s degree = column 6
  • Doctorate degree = column 19

7.1.1.2 Credit classes

  • Six academic credits = one column

The degrees and credits must be from an institution of higher education accredited by a U.S. Department of Education’s nationally recognized accrediting agency.

7.1.2 The vice president of academic affairs uses the following criteria to determine a candidate’s step placement. Step 15 is the maximum initial step placement. The president may waive the maximum step placement. The president notifies the faculty senate president of any waivers, which must be justified in writing and filed in the employee’s personnel file and with the Human Resources Department.

7.1.2.1 Teaching

  • Full-time at a college: one year = one step
  • Full-time at a elementary or secondary school: two years = one step
  • Part-time at a college: 24 semester credits or 36 quarter credits = one step

7.1.2.2 Employment (non-teaching) directly related to the position for which the person is being hired.

  • Full-time employment at a college: one year = one step
  • Part-time employment at a college: 80% of annual employment = one step
  • Full-time employment: three years = one step

7.2 Movement

Faculty employees may move on the Faculty Salary Schedule by board approval, by earning an advanced degree, or by obtaining pre-approved education.

7.2.1 Board Approved Movement

7.2.1.1 The president may recommend to the Board of Trustees that they approve the recommended movement for eligible faculty employees.

7.2.1.2 The Board of Trustees may approve the recommended movement given available funding.

7.2.2 Earning an Advanced Degree or Educational Attainment Movement

7.2.2.1 Faculty employees complete the Faculty Request for Educational Pre-Approval form and acquire the required signatures. Credit classes and non-credit trainings that meet the following criteria are eligible for recommended column movement.

  • Credit classes are from an institution of higher education accredited by a U.S. Department of Education’s nationally recognized accrediting agency.
  • Credit classes are at a graduate level for faculty employees who have already earned a bachelor’s degree.
  • Faculty employees earn a C or better for undergraduate classes or a B or better for graduate classes.
  • Credit classes and non-credit trainings directly related to the employee’s assigned position. A maximum of one column movement a year is allotted for 6 credit hours or for 180 non-credit clock hours, or a combination thereof.

The area dean may recommend and the vice president of academic affairs may approve an exception to the subject area or the graduate level requirement.

7.2.2.2 Faculty employees provide the Academic Affairs Office with official transcripts and documentation of non-credit trainings by June 15 to be eligible for movement the upcoming fiscal year. Failure to meet this deadline will result in an eligibility delay until the following fiscal year.

7.2.2.3 The vice president of academic affairs recalculates column placement for faculty employees who have earned an advanced degree or who have completed approved credit classes and non-credited trainings. Column 5 is the maximum column placement for candidates without a master’s degree or column 18 for candidates without a doctorate degree.

7.2.2.4 The president may recommend the Board of Trustees approve column movements for eligible faculty employees.

7.2.2.5 The Board of Trustees may approve eligible column movements given available funding.

7.3 Compensation

7.3.1 The Academic Affairs Office uses placement on the Faculty Salary Schedule and information from the Faculty Contract Load Data form to calculate load and to determine full and part-time benefitted faculty employee compensation. Part-time benefitted faculty employees are compensated a prorated amount based on their teaching load.

7.3.2 The Academic Affairs Office uses placement on the Faculty Salary Schedule prorated to 196 contract days, information from the Faculty Contract Load Data form, and the following compensation formulas to determine adjunct and teaching overload, advising, and discretionary compensation. Independent study is a set rate.

Adjunct and Teaching Overload Compensation

Fall and Spring Semester
  Lecture class (schedule placement/196 days/8 hours) x 1.5 multiplier x 15 week multiplier x contact hours
  Laboratory class (schedule placement/196 days/8 hours) x 1.25 multiplier x 15 week multiplier x contact hours
  Studio lesson (schedule placement/196 days/8 hours) x 9 week multiplier x credit hours x number of students
  Studio class (schedule placement/196 days/8 hours) x 9 week multiplier x credit hours x number of students + (6 contact hours x 1.25 multiplier)
Summer Semester
  Lecture class (schedule placement/196 days/8 hours) x 1.5 multiplier x 15 week multiplier x (contact hours x $150)
  Laboratory class (schedule placement/196 days/8 hours) x 1.25 multiplier x 15 week multiplier x (contact hours x $150)
  Studio lesson (schedule placement/196 days/8 hours) x 9 week multiplier x credit hours x number of students
  Studio class (schedule placement/196 days/8 hours) x 9 week multiplier x credit hours x number of students + (6 contact hours x 1.25 multiplier)

7.3.2.1 Discretionary (non-teaching assignments)
(schedule placement/196 days/8 hours) x contact hours x 15 week multiplier

Advising

Fall and Spring Semester
(number of assigned advisees – 12) / 12) rounded down to the nearest whole number = contact hours
(schedule placement/196 days/8 hours) x contact hours x 15 week multiplier

Summer Semester
(schedule placement/196 days/8 hours) x number of hours worked

7.3.2.2 Independent study

$140 per student

Faculty must submit a completed Independent Study Proposal form to their dean for submission to the Academic Affairs Office within the allotted time to receive compensation.

7.3.3 Continuing Education Instructors

7.3.3.1 Continuing Education staff negotiates compensation with instructors based on program needs, the nature of the class, and market factors.

7.3.3.2 The dean of continuing education sends a memo to the president when Continuing Education wants to hire tenured or supply faculty employees to teach a credit class and pay the instructor above the Faculty Salary Schedule. The president notifies the faculty senate president when this has occurred.

Top of page

Development Reviews for Administrative
and Classified Staff Employees
| pdf |
Effective Date 1-22-2014
Revision Date 1-22-2014
Revision No. 1.0

1.0 Purpose

This policy establishes guidelines for monitoring, evaluating, and developing an administrative or classified staff employee’s performance.

2.0 Revision History

Date Rev. No. Change Ref Section
1-22-14 1.0 Policy rewrite.  
1-22-14 1.1 Combined the administrative and classified staff review policies.  
1-22-14 1.2 Added an annual evaluations submission period to streamline the flow of evaluations submitted to the Human Resources Department. 5.1
1-22-14 1.3 Increased the review schedule for employees who have been employed at the college for less than twelve months or employees in a new position for less than twelve months from six and twelve month reviews for the first two years to one, three, and six month reviews. 5.1.1
1-22-14 1.4 Increased the review schedule for employees who have been in their position for more than twelve months from once every two years to annually. 5.1.2
1-22-14 1.5 Removed the requirement that successive levels of administrators up to the dean or directors approve the development reviews.  

3.0 Persons Affected

3.1 Administrative and classified staff employees.

3.2 Supervisors.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Administrative and classified staff employees receive structured mentoring, evaluation, and development from their supervisor. 

4.2 There is an employment record for each employee.

4.3 There is an annual review of the employee’s position description.

5.0 Definitions

5.1 Administrative and Classified Staff Employee’s Review Schedule. This is the minimum review schedule for administrative and classified staff employees. Supervisors may schedule reviews more frequently if they choose.

5.1.1 Supervisors conduct reviews with new employees or employees who transfer to a new position at the first, third, and sixth months from the first date of employment for that position.

5.1.2 Supervisors conduct reviews annually with employees who have been employed at the college for twelve months. Annual reviews are due to the Human Resources Department by June 30.

5.1.3 Supervisors meet with the employee at least once during the year to follow up on goals set at the annual review.

5.2 Development Review Form. Supervisors use this form to record information regarding an employee’s review. The form includes signature lines for the employee and the employee’s immediate supervisor. Supervisors may use additional evaluation tools with prior approval from the Human Resources Department or the president.

6.0 Responsibilities

6.1 The Human Resources Department is responsible for ensuring compliance to this policy including maintaining employee reviews in the employee’s personnel record according to the review schedule.

6.2 Supervisors are responsible for scheduling and conducting development reviews.

7.0 Procedures

7.1 Supervisors complete the Human Resources Department’s development review training prior to conducting any reviews.

7.2 The Human Resources Department notifies supervisors of employees who are due for a review.

7.3 The supervisor and employee meet to discuss goals, challenges, training needs, the employee’s job description, and any other relevant topic. 

7.4 The supervisor completes the Development Review form with the employee. The supervisor and the employee sign the form.

7.5 The supervisor provides the employee and the director of human resources with a copy of the review within the required period.

7.6 The director of human resources files the original development review form in the employee’s personnel record.

7.7 The supervisor and employee meet at least once between scheduled reviews to follow up on goals set at the annual review.

Top of page

Employee Grievance
| pdf |
Approved Date 5-21-2013
Effective Date 5-21-2013
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for employees to resolve employment grievances.

2.0 Revision History

Date Rev. No. Change Ref Section
5-21-13 1.0 Policy rewrite.  
5-21-13 1.1 Combined the administrative, faculty, and classified staff employee grievance policies.  
5-21-13 1.2 Replaced the affirmative action officer with the director of human resources.  
5-21-13 1.3 Changed deadlines to calendar days for consistency.  
5-21-13 1.4 Changed the grievance panel selection process from the grievant, respondent, and director of human resources selecting panel members to establishing a president-appointed panel that serves two-year terms. 4.8
5-21-13 1.5 Changed the title of staff advocate to staff advisor to better reflect the duties of this role. 5.5
5-21-13 1.6 Moved the informal resolution expectation from a level to a general condition. 7.1.1
5-21-13 1.7 Prohibited legal counsel at any level of the grievance process. Legal counsel is appropriate at a legal proceeding rather than during this internal process. 7.2.3, 7.3.4.8
5-21-13 1.8 Removed the option to appeal to an independent hearing examiner. Neither the college nor the employee would significantly benefit from a second hearing.  

3.0 Persons Affected

3.1 Benefitted employees who are regularly scheduled to work at least fifty percent of a fulltime equivalent position and who have completed their probationary period.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Casper College provides affected persons a formalized process where they may seek resolution to a grievance.

4.2 The college abides by all federal, state, and local laws regarding resolving employee grievances.

5.0 Definitions

5.1 Grievance. An expression of dissatisfaction related to wages, hours of work, application of college policies and procedures, perceived unfair or inequitable treatment or discipline, involuntary termination (except for reduction in force or during probationary periods), or other conditions of employment. Grievable items do not include basic management rights such as, but not limited to, the right to observe, evaluate, manage, direct and assign employees, and the right to determine staffing patterns, compensation schedules, promotion, and tasks to be performed.

5.2 Grievant. The affected person submitting the grievance.

5.3 Respondent. The person(s) and department alleged to be responsible for causing the grievance.

5.4 Assistance. Any type of aid used by either party to present their case.

5.5 Staff Advisor. This is a college administrative employee who is available to classified staff employees to discuss work related concerns, refer the employee to applicable policies or to other college employees for information, attend meetings when appropriate, and is a member of the Classification Committee. Staff Alliance selects the administrative employee and the president approves or rejects the selection. Classified staff employees may solicit the assistance of the staff advisor at any time.

5.6 Grievance Filing Form (GFF). The affected person completes this form to submit a grievance. The form is available from the Human Resources Department.

5.7 Grievance Panel. This five-person panel is responsible for conducting and participating in the grievance panel hearing. The president selects employees to serve on this panel for two-year terms. There will be at least one member from each employee group on the panel.

5.8 Grievance Panel Alternates. In addition to the grievance panel, the president will appoint three employees to serve as alternates for two-year terms. The president may ask alternates to serve on the panel if the president determines that any of the members of the panel may have a conflict of interest or are not available to serve.

6.0 Responsibilities

6.1 The director of human resources is responsible for ensuring compliance with this policy and for maintaining all records, including outcomes of grievances, during grievant’s employment and for three years thereafter.

6.2 Grievant and respondent are responsible for adhering to the process set forth.

7.0 Procedures

7.1 General Conditions of the Grievance Process

7.1.1 The concerned parties should first attempt to resolve a grievance prior to initiating a formal grievance.

7.1.2 Resolution can take place at any level of the grievance by mutual consent of the grievant and respondent.

7.1.3 Failure of the respondent to comply with any step in the procedure will cause the grievance to move to the next level. Failure of the grievant to initiate movement to the next level will end the grievance process. The director of human resources will notify all parties of such actions.

7.1.4 Casper College prohibits any retaliation or discrimination against the grievant for use of this policy. Perpetrators will be subject to disciplinary action.

7.1.5 If a party is unavailable to meet any of the deadlines in this procedure because of work schedule, the director of human resources may grant a reasonable continuance, as determined by the director of human resources, until the party is available.

7.2 Level I: Formal

7.2.1 The grievant submits a completed Grievance Filing Form (GFF) to the director of human resources no later than 14 calendar days after becoming aware of the event(s) that led to the grievance. The GFF should outline the relevant facts that form the basis of the grievance, indicating the issues in dispute and stating the resolution sought.

7.2.2 Upon receipt of the completed GFF the director of human resources will:

7.2.2.1 Notify the respondent to submit a written reply to the grievant and the director of human resources within 10 calendar days. The reply will (1) state the facts as alleged in the grievance, (2) confirm or deny each alleged fact, and (3) accept or reject requested relief or corrective action or propose alternative corrective action.

7.2.2.2 Schedule a meeting with the grievant, the grievant’s supervisor, and the next level supervisor within 14 calendar days of receipt of grievant’s completed GFF.

7.2.2.3 Act as chairperson of the meeting, hear both sides of the dispute, render a written decision following the hearing, and provide the parties with copies of the decision.

7.2.3 Classified staff grievants may ask the staff advisor or a fellow employee to attend the meeting. Administrative and faculty grievants may ask a fellow employee to attend the meeting. This meeting is not to be regarded as an adversarial proceeding and is not subject to the legal procedures of court. The presence of legal counsel is not permitted.

7.2.4 If the parties reach a resolution, the director of human resources will draft an agreement letter for the parties to sign. If the parties do not reach a resolution within 10 calendar days after the meeting, the grievant may then request a grievance panel hearing.

7.3 Level II: Grievance Panel Hearing

7.3.1 Grievant must submit a written request to the director of human resources for a grievance panel hearing within 5 calendar days of the notice of failure to reach resolution under Level I.

7.3.2 The director of human resources should arrange a hearing within 20 calendar days of receipt of the hearing request and notify all parties of the hearing date, time, and location. The director of human resources shall attend all hearings.

7.3.3 The director of human resources will provide each panelist with copies of pertinent records prior to the hearing, will act as moderator until the panel elects a chairperson from its own ranks, and will inform the panel of existing policies and human resource practices relevant to the proceedings.

7.3.4 The grievance panel will conduct the hearing according to the following guidelines.

7.3.4.1 The grievance panel elects a chairperson from its ranks.

7.3.4.2 The chairperson will ensure a fair, orderly, and timely hearing.

7.3.4.3 The hearing is closed to anyone who is not part of the proceeding. Witnesses may be asked to give testimony but may not stay for any part of the hearing for which their presence is not required.

7.3.4.4 The hearing will be limited to issues presented in the original GFF and issues reasonably necessitated by intervening developments.

7.3.4.5 The grievance panel may request additional evidence.

7.3.4.6 If a party fails to appear at the hearing, the grievance panel may base its decision on the documents provided and on the presentation of the parties present.

7.3.4.7 The director of human resources will record the proceedings, which will serve as the official record. Either party may request a copy of this recording at their own expense from the director of human resources.

7.3.4.8 Each party may use assistance and present witnesses. Each party must provide the other party with a list of assistance and witnesses at least 5 calendar days prior to the hearing. The presence of legal counsel is not permitted.

7.3.4.9 Classified staff employees may invite the staff advisor or a fellow employee to attend the hearing. Administrative and faculty employees may invite a fellow employee to attend the hearing.

7.3.4.10 The chairperson will administer the following oath to the grievant, the respondent, and any witnesses.

I agree to tell the truth, to the best of my knowledge, in these proceedings.

7.3.4.11 Each party will present its case, starting with the grievant. Following presentations by both parties, the grievance panel may ask questions or request additional evidence. Any witness who testifies will be open to questions from the grievance panel and cross-examination from the other party.

7.3.4.12 When the grievance panel is satisfied that it has sufficient information to render an informed decision, the chairperson will adjourn the hearing and the grievance panel will retire to a private conference. The grievance panel will arrive at its decision by majority vote. It will submit a written decision to the director of human resources with copies to the grievant and respondent within 5 calendar days of the decision. The decision will include a statement of pertinent facts, an aggregate vote tally, and the reasons for the grievance panel's decision. A dissenting opinion may be included as part of the record.

7.3.4.13 Either party may appeal the panel’s decision to the president.

7.4 Level III: Appeal to the President

7.4.1 The appealing party submits a written appeal to the college president within 10 calendar days of receipt of the panel’s decision. No additional evidence is permissible.

7.4.2 The president reviews pertinent records and prior decisions and may convene a meeting with the grievant and the respondent and may, if he wishes or if requested by either party, hear oral arguments/statements from the parties. The president may uphold or reverse the panel’s decision or attempt to reach an alternative solution. The president will submit a written decision to the director of human resources, grievant, and respondent within 20 calendar days of receiving the written appeal or after oral argument if such argument is requested by the president. If the president does not respond within the prescribed time, the decision of the hearing will become binding.

Top of page

Employee Performance Deficiency and Egregious Behavior
| pdf |
Approval Date 5-21-2013
Effective Date 5-21-2013
Revision No. 1.0

1.0 Purpose

This policy establishes guidelines for addressing performance deficiencies and egregious behavior up to involuntary termination.

2.0 Revision History

Date Rev. No. Change Ref Section
5-21-13 1.0 Policy rewrite.  
5-21-13 1.1 Combined the classified staff corrective and disciplinary action and the administrative and classified staff and faculty termination policies.  
5-21-13 1.2 Removed discussion warning as it was redundant with the verbal warning.  
5-21-13 1.3 Expanded the policy to include all benefitted employees.  

3.0 Persons Affected

3.1 All benefited employees.

3.2 Probationary, temporary, and adjunct employees.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college has a defined process for addressing performance deficiencies and egregious behavior.

4.2 The college abides by all federal, state, and local laws regarding resolving employee grievances and termination.

4.3 The college uses progressive discipline in cases of performance deficiencies and egregious behavior.

4.4 Supervisors may initiate termination without progressive discipline for probationary, temporary, and adjunct employees.

5.0 Definitions

5.1 Egregious Behavior. A serious action or behavior that may result in termination at a single occurrence. Examples include, but are not limited to, dishonesty, immoral conduct, insubordination, use or being under the influence of alcohol or illegal drugs at work, inappropriate use of prescription drugs, uncivil treatment of the public, students, and employees, theft, verbal or physical abuse, violation of college or departmental policies, interference with the job responsibilities of other college employees.

5.2 Involuntary Termination. This type of employment separation occurs when the college initiates the termination of employment for performance deficiency or egregious behavior.

5.3 Performance Deficiency. Work performance or conduct that is unsatisfactory and warrants corrective measures. Examples include, but are not limited to, the inability to perform assigned duties at an acceptable level including safety, quality, and quantity, neglect of duty, or failure to report to work without notice for three or more workdays.

5.4 Progressive Discipline. A series of corrective measures designed to address performance deficiencies and behavior issues. Depending on the seriousness of the performance deficiency or behavior, supervisors may initiate progressive discipline at any step in the process.

5.5 Staff Advisor. This is a college administrative employee who is available to classified staff employees to discuss work related concerns, refer the employee to applicable policies or to other college employees for information, attend meetings when appropriate, and is a member of the Classification Committee. Staff Alliance selects the administrative employee and the president approves or rejects the selection. Classified staff employees may solicit the assistance of the staff advisor at any time.

6.0 Responsibilities

6.1 The director of human resources is responsible for maintaining compliance with this policy and for overseeing any termination of administrative or classified staff employees.

6.2 The vice president of academic affairs is responsible for maintaining compliance with this policy and for overseeing any termination of faculty employees.

7.0 Procedures

7.1 Verbal Warning

7.1.1 The supervisor and the employee discuss the employee’s performance deficiencies or egregious behavior. The supervisor sets expectations and documents the meeting.

7.2 Written Warning

7.2.1 The supervisor provides a subordinate with a written warning to include the date(s) of verbal warning meetings, performance deficiency or egregious behavior, and expectations.

7.2.2 The employee adds any comments and dates and signs as acknowledgment of receipt of the warning.

7.2.3 The supervisor provides the subordinate and the director of human resources (for administrative or classified staff) or the vice president of academic affairs (for faculty) with a copy of the warning.

7.2.4 The director of human resources or the vice president of academic affairs files the warning in the employee’s permanent personnel record.

7.3 Suspension

7.3.1 The college may suspend an employee with or without pay for up to three workdays pending an investigation for performance deficiencies or egregious behavior.

7.3.2 The director of human resources (for administrative or classified staff) or the vice president of academic affairs (for faculty) will conduct any employment investigations.

7.3.3 After three workdays the director of human resources (for administrative or classified staff) or the vice president of academic affairs (for faculty) may 1) issue a longer suspension with or without pay pending further investigation, 2) terminate the employee, 3) issue a reprimand and reinstate the employee, or 4) reinstate and compensate the employee for lost time. The director of human resources or the vice president of academic affairs files a written account of the action in the employee’s permanent personnel record.

7.4 Involuntary Termination

7.4.1 Supervisors meet with the director of human resources (for administrative or classified staff) or the vice president of academic affairs (for faculty) to discuss a possible termination. They review all pertinent data and documentation to determine if there is just cause for termination.

7.4.2 If the data and documentation supports termination, the director of human resources (for administrative or classified staff) or the vice president of academic affairs (for faculty) will discuss possible termination of an employee with the president. The president approves or denies the termination.

7.4.3 If the president approves the termination, the director of human resources (for administrative or classified staff) or the vice president of academic affairs (for faculty) will provide the employee with written notification of the termination and the last date of employment.

7.4.4 Terminated employees will return their college keys and property to their supervisor prior to their last date of employment.

7.4.5 The supervisor notifies the Human Resources Department of the employee’s last employment date and returns the employees keys to the Physical Plant Department upon receipt.

7.4.6 The Human Resources Department will calculate compensation in compliance with legal requirements and college policies and issue final compensation within five workdays from the last date of employment.

7.4.7 The Human Resources Department will provide terminating employees with pertinent separation information.

Top of page

Employment Records
| pdf |
Approved Date 12-18-2012
Effective Date 12-18-2012
Revision No. 1.0

1.0 Purpose

This policy establishes guidelines for establishing, viewing, and maintaining employment records.

2.0 Revision History

Date Rev. No. Change Ref Section
12-18-12 1.0 Policy rewrite.  
12-18-12   Added a clause about accessing records. 7.1

3.0 Persons Affected

3.1 Casper College employees.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college abides by all federal, state, and local laws regarding employment records.

5.0 Definitions

5.1 Employment Records. This is a set of documents pertaining to an employee’s employment. There are three general types of records: personnel records, payroll records, and other employment records.

5.2 Personnel records. These records typically include, but are not limited to, the employee’s application, letter of appointment, appraisals, disciplinary actions, training and education, awards, and termination.

5.3 Payroll records. These records include rate of pay, work hours, pay, overtime records, court documents, etc.

5.4 Other employment records. These records typically include, but are not limited to, federally required employment documents, benefits, grievances, workers’ compensation claims, leave slips, Family and Medical Leave Act documents. These records may be kept in separate files for confidentiality and legal reasons.

6.0 Responsibilities

6.1 The director of human resources is responsible for ensuring compliance to this policy and for maintaining administrative, executive, and classified staff employees’ personnel, payroll, and other employment records.

6.2 The vice president of academic affairs is responsible for maintaining benefitted and adjunct faculty employees’ personnel employment records.

6.3 The dean of continuing education is responsible for maintaining continuing education instructor personnel employment records.

6.4 The director of career services is responsible for is responsible for maintaining student employees’ personnel employment records.

7.0 Procedures

7.1 Supervisor Accessing Records

7.1.1 Supervisors request access to an employee’s records from the responsible record holder for legitimate managerial reasons.

7.1.2 The record holder provides the supervisor access to the employee’s records within two business days. The record holder may deny access if providing access would constitute a violation of federal, state, or local laws.

7.1.3 Supervisors may view the records and request copies. They may not remove the original records from the record holder’s office.

7.2 Employees Accessing Records

7.2.1 Employees request access to their employment records from the responsible record holder.

7.2.2 The record holder will grant employees full record access to their own employment records within two business days except for records pertaining to litigation, grievances, etc.

7.2.3 Employees may view their records and request copies. They may not remove the original records from the record holder’s office.

Top of page

Employment Renewals
| pdf |
Approved Date 12-15-2009
Effective Date 12-15-09
Revision Date 1.0

1.0 Purpose

This policy establishes guidelines for issuing annual faculty contracts and letters of appointment.

2.0 Revision History

Date Rev. No. Change Ref Section
12-15-09 1.0 Procedure rewrite  
12-15-09 1.1 Added administrators and classified staff employees to the policy for consistency. These employee groups also receive annual employment documents.  
12-15-09 1.2 Changed the date faculty contracts are issued to after the Board of Trustees votes to approve new salary schedules at its April meeting. 7.5
12-15-09 1.3 Eliminated automatic employment renewal for faculty if the faculty did not receive a contract the April Board of Trustees meeting. Changing the issuance date to after the Board’s April meeting eliminates the reason for late contracts. 7.5
12-15-09 1.4 Added a no later than distribution date for faculty contracts. 7.6
12-15-09 1.5 Added a no later than distribution date for administrator and staff letters of appointments. 7.7
12-15-09 1.6 Added a specific time to notify faculty employee if they were not going to receive a renewed faculty contract. 7.8

3.0 Persons Affected

3.1 Faculty employees who receive annual faculty contracts.

3.2 Administrative and classified staff employees who receive annual letters of appointment.

4.0 Policy

The policy of Casper College is to ensure:

4.1 Faculty, administrators, and classified staff employees are notified annually of their employment status.

4.2 The Casper College Board of Trustees typically approves salary schedules at their April board meeting.

5.0 Definitions

5.1 Faculty contract. This document is a binding agreement between Casper College and its faculty employees. The contract includes salary, benefits, and employment information for the upcoming fiscal year.

5.2 Letter of Appointment. This document is a binding agreement between Casper College and its administrative and classified staff employees. The letter includes salary, benefits, and employment information for the upcoming fiscal year.

6.0 Responsibilities

6.1 The president is responsible for getting approval for the salary schedules from the Board of Trustees.

6.2 The vice president of academic affairs is responsible for the preparation and printing of faculty contracts.

6.3 The director of human resources is responsible for the preparation and printing of administrator and staff letters of appointment.

7.0 Procedures

7.1 The Academic Affairs Office reviews faculty employees’ files to ensure that education, experience, and length of employment at the college are up to date. Compensation for the next year is calculated using the updated information and the Faculty Salary Schedule.

7.2 The Human Resources Department reviews administrator and classified staff employee files to ensure that education, experience, and length of employment at the college are up to date. Compensation for the next year is calculated using the updated information and the Administrator and Staff Salary Schedules.

7.3 The president works with the vice presidents and the director of human resources to estimate salary costs for the upcoming fiscal year.

7.4 Prior to the April Board of Trustees meeting, the president presents the Board of Trustees with the proposed salary schedules for faculty, administrators, and classified staff employees, including the proposed salary increase, if any.

7.5 The Board of Trustees votes to accept or deny the proposed salary schedules at its April meeting. No employment renewal contracts will be issued until the Board of Trustees approves the salary schedules.

7.6 The Academic Affairs Office prepares and prints the faculty contracts using the approved Faculty Salary Schedule. The vice president of academic affairs distributes the contracts to the faculty. Contracts must be distributed no later than spring commencement. Faculty scheduled for termination or retirement will not receive an annual employment renewal contract.

7.7 The Human Resources Department prepares and prints the administrator and classified staff employees letters of appointment using the approved Administrator and Staff Salary Schedules. The director of human resources gives the letters to the appropriate supervisors for distribution to the administrators and classified staff employees. Letters must be distributed no later than June 1. Administrators and classified staff employees scheduled for termination or retirement will not receive an annual employment renewal contract.

7.8 Faculty employees who are not going to receive a renewed faculty employee contract will be notified in writing no later than three working days after the April Board meeting.

Top of page

Hiring Executive and Administrative Positions
| pdf |

Approved Date 7-17-2012
Effective Date 7-17-2012
Revision No. 1.0

1.0 Purpose

This policy establishes guidelines for recruiting, selecting, and hiring executive and administrative employees for continuing, temporary, acting, and interim positions. Hiring the president is a Board of Trustees responsibility and is excluded from this policy.

2.0 Revision History

Date Rev. No. Change Ref Section
7-17-12 1.0 Policy rewrite.  
7-17-12 1.1 Revised the procedures to correspond with actual practice. 7.0
7-17-12 1.2 Included hiring temporary positions rather than writing a separate policy. 7.2
7-17-12 1.3 Included posting of positions in the policy. 7.3
7-17-12 1.4 Designated the director of human resources as the person who offers a candidate a position to ensure consistency and legal compliance. 7.6.1

3.0 Persons Affected

3.1 Casper College employees.

3.2 Applicants for positions at the college.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college uses an efficient and consistent process to recruit and hire a highly effective workforce.

4.2 The college abides by all federal, state, and local laws regarding recruiting, selecting, and hiring employees.

4.3 The college does not discriminate based on race, sex, color, national origin, religion, age, veteran status, political affiliation, disability, sexual orientation, or gender identity when recruiting, selecting, or hiring employees.

5.0 Definitions

5.1 Administrative. This position classification includes professional, non-faculty positions responsible for the management of the college. Administrative positions are exempt from the Fair Labor Standards Act.

5.2 Executive. This position classification includes the president and vice-president positions. Executive positions are exempt from the Fair Labor Standards Act.

5.3 Standard. This length of service describes benefited executive positions, administrative, and classified staff positions.

5.4 Acting. This length of service describes benefited executive and administrative positions that fill a vacancy while the permanent jobholder is unavailable for an extended period, and it is presumed that the permanent jobholder will return to the position.

5.5 Interim. This length of service describes benefited executive or administrative positions that fill a vacancy prior to the college hiring a permanent employee for the position.

5.6 Temporary. This length of service describes non-benefited administrative, classified staff, or faculty positions that last a defined and finite period. Time in this position does not count toward tenure.

5.7 Executive Council. This committee is comprised of the president and selected members.

5.8 Personnel Request Form. Supervisors use this form to seek authorization to hire a position. The form describes the position, schedule of work, pay rate, and justification of the position. The supervisor, each subsequent supervisor, the vice president of administrative services, and the president must authorize the request on this form.

5.9 Position Descriptions. This document describes the specific responsibilities and duties of a particular position. The college uses position descriptions to recruit employees; to determine the compensation level of a position; to evaluate employees; to ensure equity and compliance with federal and state employment regulations; and as a guide for employees regarding position responsibilities and duties.

5.10 Position Classifications. A systematic process used to group positions that have similar duties, responsibilities, and level of authority. Classifications facilitate recruitment, salary administration, and organizational relationships. Casper College has five position classifications: administrative, classified staff, executive, faculty, and student. The college further categorizes positions based on exempt or non-exempt status, scheduled work time, continuation of employment, and funding source.

6.0 Responsibilities

6.1 The director of human resources is responsible for ensuring compliance to this policy and for ensuring that the college abides all federal, state, and local laws pertaining to hiring.

6.2 Employees and community members participating in the hiring process are responsible for abiding this policy and all federal, state, and local laws pertaining to hiring.

7.0 Procedures

7.1 Obtaining Approval to Hire a Standard Administrative Position

7.1.1 The supervisor initiates the Personnel Request form and obtains approval from the subsequent level of supervisors through the president.

7.1.2 The area vice president presents the Personnel Request form to the president who reviews the Personnel Request form and any other data presented and either approves the request, denies the request, or places the request on hold. If approved, the vice president of administrative services and the president authorize the personnel request.

7.1.3 The supervisor works with the Human Resources Department to advertise, interview, and hire approved position.

7.2 Obtaining Approval to Hire a Temporary Administrative Position

7.2.1 The supervisor completes a Temporary Employee Authorization form and obtains signatures from the subsequent level of supervisors through the area vice president and the vice president of administrative services. The supervisor submits the form to the Human Resources Department and works with them to advertise, interview, and hire the position.

7.3 Recruiting for a Standard Administrative Position

7.3.1 The supervisor completes a Position Description if one is not already on file or reviews the current description for accuracy. The supervisor submits the Position Description and Personnel Request forms to the director of human resources.

7.3.2 The director of human resources reviews the Position Description and the Personnel Request forms for completeness. The supervisor and the director of human resources develop an opening announcement and to select advertising mediums to obtain a sufficient pool of applicants. The area vice president, in conference with the president, may decide to advertise the job internally only or promote from within without advertising the position. The director of human resources posts a vacancy notice on the college’s website and advertises the position in selected mediums.

7.4 Recruiting for a Temporary Administrative Position

7.4.1 The supervisor and the director of human resources develop a vacancy notice and select advertising mediums to obtain a sufficient pool of applicants.

7.4.2 The director of human resources posts a vacancy notice on the college’s website and advertises the position in selected mediums.

7.5 Interviewing

7.5.1 The supervisor selects the interview committee. The area vice president may authorize the supervisor to interview and hire a candidate solely rather than use a committee.

7.5.2 The Human Resources Department accepts all applications. If predetermined, they will review the applications for minimum requirements, remove any applications that do not meet minimum qualifications, and retain the remaining applications for the interview committee. Otherwise, the director of human resource will retain all of the applications for the committee.

7.5.3 The interview committee reviews the applications and provides the director of human resources with a list of candidates to interview.

7.5.4 The Human Resources Department schedules interview appointments and makes the necessary arrangements. The college reimburses out-of-town candidates for reasonable transportation, lodging, and meals based on the following schedule.

7.5.4.1 100% of acceptable expenses for candidates who accept a position offered or who are not offered a position.

7.5.4.2 50% of acceptable expenses for candidates who decline an offered position.

7.5.5 The interview committee interviews the candidates and contacts the references of selected candidates. They may interview candidates more than once, if deemed necessary. The interview committee recommends a candidate to whom to make an offer. If they do not recommend a candidate, the supervisor may restart the process.

7.6 Making an Offer

7.6.1 The director of human resources is responsible for offering the selected candidate the position. Some offers may be contingent upon a satisfactory background check or successful completion of position required testing. If the candidate accepts the position, the director of human resources sends the candidate an employment contract to complete and return. If there is not a successful hire, the supervisor may restart the process.

7.6.2 The candidate returns a signed contract to the director of human resources. The president signs the contract.

7.6.3 The director of human resources is responsible for notifying all candidates that were interviewed but not selected that the college has filled the position.

7.7 Hiring an Executive, Acting, or Interim Administrative Position

7.7.1 The president may use the same procedure outlined above for a continuing administrative position, or the president may elect to use a less formal procedure to hire an acting or interim administrative position.

Top of page

Hiring Classified Staff Employee Positions
| pdf |
Approved Date 7-17-2012
Effective Date 7-17-2012
Revision No. 1.0

1.0 Purpose

This policy establishes guidelines for recruiting, selecting, and hiring classified staff employees for continuing and temporary positions.

2.0 Revision History

Date Rev. No. Change Ref Section
7-17-12 1.0 Policy rewrite.  
7-17-12 1.1 Revised the procedures to correspond with actual practice. 7.0
7-17-12 1.2 Included hiring temporary positions rather than writing a separate policy. 7.2
7-17-12 1.3 Included posting of positions in the policy. 7.3.5 and 7.4.2
7-17-12 1.4 Designated the director of human resources as the person who offers a candidate a position to ensure consistency and legal compliance. 7.6.1

3.0 Persons Affected

3.1 Casper College employees.

3.2 Applicants for positions at the college.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college uses an efficient and consistent process to recruit and hire a highly effective workforce.

4.2 The college abides by all federal, state, and local laws regarding recruiting, selecting, and hiring employees.

4.3 The college does not discriminate based on race, sex, color, national origin, religion, age, veteran status, political affiliation, disability, sexual orientation, or gender identity when recruiting, selecting, or hiring employees.

5.0 Definitions

5.1 Classified Staff. This position classification includes operational support positions. Classified staff positions are covered by the Fair Labor Standards Act.

5.2 Standard. This length of service describes benefited executive, administrative, and classified staff positions.

5.3 Temporary. This length of service describes non-benefited administrative, classified staff, or faculty positions that last a defined and finite period. Time in this position does not count toward tenure.

5.4 Executive Council. This committee is comprised of the president and selected members.

5.5 Personnel Request Form. Supervisors use this form to seek authorization to hire a position. The form describes the position, schedule of work, pay rate, and justification of the position. This form requires authorization from the supervisor and each subsequent supervisor, the vice president of administrative services, and the president.

5.6 Position Descriptions. This document describes the specific responsibilities and duties of a particular position. The college uses position descriptions to recruit employees, to determine the compensation level of a position, to evaluate employees, to ensure equity and compliance with federal and state employment regulations, and as a guide for employees regarding position responsibilities and duties.

5.7 Position Classifications. A systematic process used to group positions that have similar duties, responsibilities, and level of authority. Classifications facilitate recruitment, salary administration, and organizational relationships. Casper College has five position classifications: administrative, classified staff, executive, faculty, and student. The college further categorizes positions based on exempt or non-exempt status, scheduled work time, continuation of employment, and funding source.

5.8 Classification Committee. This committee is comprised of the vice presidents and the classified staff employees staff advocate. The committee is responsible for assigning classification grades for classified staff positions.

6.0 Responsibilities

6.1 The director of human resources is responsible for ensuring compliance to this policy and for ensuring that the college abides all federal, state, and local laws pertaining to hiring.

6.2 Employees and community members participating in the hiring process are responsible for abiding this policy and all federal, state, and local laws pertaining to hiring.

7.0 Procedures

7.1 Obtaining Approval to Hire for a Standard Classified Staff Position

7.1.1 The supervisor initiates the Personnel Request form and obtains required signatures through the area vice president.

7.1.2 The area vice president presents the Personnel Request form to the president who reviews the Personnel Request form and any other data presented and either approves the request, denies the request, or places the request on hold. If approved, the vice president of administrative services and the president authorize the personnel request.

7.1.3 The supervisor works with the Human Resources Department to advertise, interview, and hire approved position.

7.2 Obtaining Approval to Hire a Temporary Classified Staff Position

7.2.1 The supervisor completes a Temporary Employee Authorization form and obtains signatures from the subsequent level of supervisors through the area vice president and the vice president of administrative services. The supervisor submits the form to the Human Resources Department and works with them to advertise, interview, and hire the position.

7.3 Recruiting for a Standard Classified Staff Position

7.3.1 The supervisor completes a Position Description if one is not already on file or reviews the current description for accuracy. The supervisor submits the Position Description and Personnel Requests forms to the director of human resources.

7.3.2 The director of human resources reviews the Position Description and the Personnel Request forms for completeness.

7.3.3 The Classification Committee, in conference with the director of human resources, determines the classification grade for a new classified staff position or when the supervisor would like the current classification reviewed.

7.3.4 The supervisor and the director of human resources develop an opening announcement and select advertising mediums to obtain a sufficient pool of applicants. The area vice president, in conference with the president, may decide to advertise the job internally only or promote from within without advertising the position. The director of human resources posts a vacancy notice on the college’s website and advertises the position in selected mediums.

7.4 Recruiting for a Temporary Classified Staff Position

7.4.1 The supervisor and the director of human resources develop a vacancy notice and select advertising mediums to obtain a sufficient pool of applicants.

7.4.2 The director of human resources posts a vacancy notice on the college’s website and advertises the position in selected mediums.

7.5 Interviewing

7.5.1 The supervisor selects the interview committee. The area vice president may authorize the supervisor to interview candidates solely rather than use a committee.

7.5.2 The director of human resources accepts all applications. If predetermined, the director of human resources will review the applications for minimum requirements, remove any applications that do not meet minimum qualifications, and retain the remaining applications for the interview committee. Otherwise, the director of human resource will retain all of the applications for the committee.

7.5.3 The interview committee reviews the applications and provides the director of human resources with a list of candidates to interview.

7.5.4 The Human Resources Department schedules interview appointments and makes the necessary arrangements. The college reimburses out-of-town candidates for reasonable transportation, lodging, and meals based on the following schedule.

7.5.4.1 100% of acceptable expenses for candidates who accept a position offered or who are not offered a position.

7.5.4.2 50% of acceptable expenses for candidates who decline an offered position.

7.5.5 The interview committee interviews the candidates and contacts the references of selected candidates. They may interview candidates more than once, if deemed necessary. The interview committee recommends a candidate to whom to make an offer. If they do not recommend a candidate, the supervisor may restart the process.

7.6 Making an Offer

7.6.1 The director of human resources is responsible for offering the selected candidate the position. Some offers may be contingent upon a satisfactory background check or successful completion of position required testing. If the candidate accepts the position, the director of human resources sends the candidate an employment contract to complete and return. If there is not a successful hire, the supervisor may restart the process.

7.6.2 The candidate returns a signed contract to the director of human resources, who signs the contract.

7.6.3 The director of human resources is responsible for notifying all candidates that were interviewed but not selected that the college has filled the position.

Top of page

Hiring Faculty Positions
| pdf |
Approved Date 7-17-2012
Effective Date 7-17-2012
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for recruiting, selecting, and hiring faculty employees for tenure, supply, adjunct, temporary, and non-credit positions.

2.0 Revision History

Date Rev. No. Change Ref Section
1-17-12 1.0 Policy rewrite.  
1-17-12 1.1 Created hiring policies based on position classifications to better highlight the procedural differences.  
1-17-12 1.2 Revised the procedures to correspond with actual practice. 7.0
1-17-12 1.3 Included hiring temporary positions rather than writing a separate policy. 7.5
1-17-12 1.4 Included posting of positions in the policy. 7.2
1-17-12 1.5 Designated the director of human resources as the person who offers a candidate a position to ensure consistency and legal compliance. 7.6.1

3.0 Persons Affected

3.1 Casper College employees.

3.2 Applicants for positions at the college.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college uses an efficient and consistent process to recruit and hire a highly effective workforce.

4.2 The college abides by all federal, state, and local laws regarding recruiting, selecting, and hiring employees.

4.3 The college does not discriminate based on race, sex, color, national origin, religion, age, veteran status, political affiliation, disability, sexual orientation, or gender identity when recruiting, selecting, or hiring employees.

5.0 Definitions

5.1 Faculty. This position classification includes teaching positions hired on a faculty contract. Faculty positions are exempt from the Fair Labor and Standards Act.

5.2 Tenure. This length of service describes benefited faculty positions granted by the president.

5.3 Supply. This length of service describes benefited non-tenure contract faculty positions. Time in this position may count toward tenure.

5.4 Adjunct. This length of service describes non-benefited teaching positions contracted for a semester or less. Time in this position does not count toward tenure.

5.5 Temporary. This length of service describes non-benefited administrative, classified staff, or faculty positions that last for a defined and finite period. Time in this position does not count toward tenure.

5.6 Executive Council. This committee is comprised of the president and selected members.

5.7 Personnel Request. Supervisors use this form to seek authorization to hire a position. The form describes the position, schedule of work, pay rate, and justification of the position. The supervisor, each subsequent supervisor, the vice president of administrative services, and the president must authorize the request on this form.

5.8 Position Descriptions. This document describes the specific responsibilities and duties of a particular position. The college uses position descriptions to recruit employees, to determine the compensation level of a position, to evaluate employees, to ensure equity and compliance with federal and state employment regulations, and as a guide for employees regarding position responsibilities and duties.

5.9 Position Classifications. A systematic process used to group positions that have similar duties, responsibilities, and level of authority. Classifications facilitate recruitment, salary administration, and assignment of titles and organizational structure. Casper College has five position classifications: administrative, classified staff, executive, faculty, and student. The college further categorizes positions based on exempt or non-exempt status, scheduled work time, continuation of employment, and funding source.

6.0 Responsibilities

6.1 The director of human resources is responsible for ensuring compliance to this policy and for ensuring that the college abides all federal, state, and local laws pertaining to hiring.

6.2 Employees and community members participating in the hiring process are responsible for abiding this policy and all federal, state, and local laws pertaining to hiring.

7.0 Procedures

7.1 Obtaining Approval to Hire a Tenure-Tracked or Supply Faculty Position

7.1.1 The dean initiates the Personnel Request form and obtains required signatures through the vice president of academic affairs.

7.1.2 The vice president of academic affairs presents the Personnel Request to the president who reviews the Personnel Request and any other data presented and either approves the request, denies the request, or places the request on hold. If approved, the vice president of administrative services and the president authorize the personnel request.

7.1.3 The dean works with the Human Resources Department to advertise, interview, and hire approved positions.

7.2 Recruitment for a Tenure-Tracked or Supply Faculty Position

7.2.1 The dean completes a Position Description if one is not already on file or reviews the current description for accuracy. The dean submits the completed Position Description and Personnel Requests forms to the director of human resources.

7.2.2 The director of human resources reviews the Position Description and the Personnel Request forms for completeness. The dean and the director of human resources develop an opening announcement and select advertising mediums to obtain a sufficient pool of applicants. The vice president of academic affairs, in conference with the president, may decide to advertise the job internally only or promote from within without advertising the position. The director of human resources posts an opening announcement on the college’s website and advertises the position in selected mediums.

7.3 Interviewing

7.3.1 The dean selects the interview committee. The vice president of academic affairs may authorize the supervisor to interview candidates solely rather than use a committee.

7.3.2 The director of human resources accepts all applications. If predetermined, the director of human resources will review the applications for minimum requirements, remove any applications that do not meet minimum qualifications, and retain the remaining applications for the interview committee. Otherwise, the director of human resource will retain all of the applications for the committee.

7.3.3 The interview committee reviews the applications and provides the director of human resources with a list of candidates to interview.

7.3.4 The Human Resources Department schedules interview appointments and makes the necessary arrangements. The college reimburses out-of-town candidates for reasonable transportation, lodging, and meals base on the following schedule.

7.3.4.1 100% of acceptable expenses for candidates who accept a position offered or who are not offered a position.

7.3.4.2 50% of acceptable expenses for candidates who decline an offered position.

7.3.5 The interview committee interviews the candidates and contacts the references of selected candidates. They may interview candidates more than once, if deemed necessary. The interview committee recommends a candidate to whom to make an offer. If they do not recommend a candidate, the supervisor may restart the process.

7.3.6 The vice president of academic affairs uses the information on the candidate’s application and academic transcripts to place the candidate on the Faculty Salary Schedule.

7.4 Making an Offer

7.4.1 The director of human resources is responsible for offering the selected candidate the position. Some offers may be contingent upon a satisfactory background check or successful completion of position required testing. If the candidate accepts the position, the Office of Academic Affairs sends the candidate an employment contract to complete and return. If there is not a successful hire, the supervisor may restart the process.

7.4.2 The candidate returns a signed contract to the vice president of academic affairs. The president and the vice president of academic affairs sign the contract.

7.4.3 The director of human resources is responsible for notifying all candidates that were interviewed but not selected that the college has filled the position.

7.5 Obtaining Approval to Hire a Temporary Faculty Position

7.5.1 The vice president of academic affairs may use the same procedure outlined above for a tenure or supply position or the vice president may elect to use a less formal procedure to hire a temporary faculty position.

7.6 Hiring a Adjunct Position

7.6.1 The department head obtains approval to hire an adjunct faculty from the dean. The department heads may recruit locally to fill the position or work with the director of human resources to develop an opening announcement and select advertising mediums to obtain a sufficient pool of applicants.

7.6.2 The dean and the department head interview selected candidates. Upon completion of the interviews, the dean and the department head select a candidate to hire. If there is not a successful hire, they may restart the process.

7.6.3 The vice president of academic affairs uses information from the candidates’ application and academic transcripts to place the candidate on the Faculty Salary Schedule. The department head then offers the candidate the position. The Office of Academic Affairs sends the candidate an adjunct contract, which includes the salary and a list of classes to be taught.

7.6.4 The candidate returns a signed contract to the Office of Academic Affairs. The vice president of academic affairs signs the contract.

7.7 Hiring a Non-Credit Instructor Position

7.7.1 Program specialists interview and select non-credit instructors based on programmatic needs. They negotiate the terms of employment and salary based on the nature of the class and market factors. The dean of continuing education sends a memo to the president when Continuing Education wants to hire Casper College faculty employees in excess of the Faculty Salary Schedule. The president notifies the president of faculty senate when this has occurred.

7.7.2 Program specialists send contracts to selected candidates with the salary, teaching dates, and a list of classes to be taught.

7.7.3 The candidate returns a signed contract to the program specialist.

7.7.4 The dean of continuing education and the vice president of academic affairs sign the contract.

Top of page

Hiring Student Positions
| pdf |
Approved Date 7-17-2012
Effective Date 7-17-2012
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for recruiting, selecting, and hiring student employees for student positions.

2.0 Revision History

Date Rev. No. Change Ref Section
7-17-12 1.0 Policy rewrite.  
7-17-12 1.2 Federally funded work study positions are filled first come, first serve. To better meet the college’s needs, the process now includes placement coordination with the vice presidents. 7.2.1

3.0 Persons Affected

3.1 Casper College employees.

3.2 Casper College and partnership institution students.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Students may earn money and gain work experience while attending college.

4.2 The college places students in positions consistent with the student’s goals when possible.

4.3 Students provide college employees with supplementary work assistance.

4.4 The college abides all federal, state, and local laws regarding recruiting, selecting, and hiring employees.

4.5 The college does not discriminate based on race, sex, color, national origin, religion, age, veteran status, political affiliation, disability, sexual orientation, or gender identity when recruiting, selecting, or hiring employees.

5.0 Definitions

5.1 Student Positions. This position classification describes non-exempt positions available to eligible students and has a defined scheduled work time, continuation of employment, and funding sources.

5.2 Executive Council. This committee is comprised of the president and selected members.

5.3 Student Employment Authorization Form. Supervisors use this form to authorize hiring a student position. This form describes the funding source, student and position information, and pay rate. This form requires authorization from the immediate supervisor, secondary supervisor, student, and, in the case of a federally funded student, the executive director of enrollment services.

5.4 Student Employment Application Form. Students use this form to apply for student positions. The form lists the student’s contact information and employment skills, employment related questions, an Equal Opportunity Employment Policy, and a release section for the student to sign.

Eligibility Criteria

  • Enrolled (or registered for fall semester for summer employment) at Casper College or one of its partnership institutions for six or more credit hours.
  • Degree seeking.
  • International students with a Student Visa whose I-20 issuing institution is Casper College.
  • Graduated from Casper College or one of its partnership institutions one semester prior to the current semester.
  • Student applicants for federal work study position requests must confirm their eligibility with the Enrollment Services Office.

Scheduled Work Time

  • No more than fifteen hours per week during the fall and spring semester and 40 hours per week during the summer and when classes are not in session.

Continuation of Employment

  • A student may not be employed more than eight semesters (excluding summers) as a student employee.

6.0 Responsibilities

6.1 The director of career services is responsible for facilitating the hiring of students in accordance with applicable federal and state laws and regulations and college procedures.

6.2 The executive director of enrollment services is responsible for the administration of the federal work study program.

6.3 The Human Resources Department is responsible for maintaining payroll records.

6.4 Supervisors are responsible for monitoring budgetary, legal, and procedural constraints for student employees.

7.0 Procedures

7.1 Allocation of Institutional Funds

7.1.1 Deans and directors submit work study position requests to their appropriate vice president or to the president for employees who report to the president.

7.1.2 The president and the vice presidents allocate institutional money for student positions to schools and departments during the annual budget process.

7.2 Federally Funded Work Study Requests

7.2.1 The director of career services and the Executive Council meet annually to discuss available federal funds for student work study and the needs of the college. This group will coordinate the position requests for federal work study students.

7.2.2 The Executive Council approve federally funded work study requests from their deans and directors based on the parameters established in their meeting with the director of career services.

7.3 Requesting a Position

7.3.1 Supervisors who have institutional funds for work study positions or who have vice presidential approval to request a federally funded work study position provide Career Services with a description of the position responsibilities and duties, minimum qualifications, and hours needed.

7.3.2 Career Services reviews the information for completeness and posts a vacancy notice on the Career Services online job site.

7.4 Applying and Interviewing

7.4.1 Students obtain the Student Employment Application from Career Services. They then schedule interviews with the supervisor of jobs for which they would like to apply. Students take their completed Student Employment Application to the interview.

7.4.2 The supervisor interviews candidates.

7.5 Making an Offer

7.5.1 The supervisor offers the selected candidate the position. If the candidate accepts the position, the supervisor completes the Student Employment Authorization form and submits it and a copy of the completed Student Employment Application to Career Services.

7.5.2 The supervisor directs the candidate to Career Services to complete an I-9 and W4. Students may not begin their employment until Career Services processes these documents, and, in the case of federally funded positions, the student may not begin their employment until Enrollment Services awards the funding.

Top of page

Section: Human Resources
Subject: Performance Evaluations for Faculty
Effective Date: January 3, 1995
Revision Date:
| pdf |
Index: 1400:10:01

SCOPE

This procedure pertains to all persons teaching credit courses in all academic areas. It is not intended to address matters pertaining to an instructor's "self-evaluation".

RESPONSIBILITY

The Vice President for Academic Affairs and the Division Chairs are responsible for maintaining compliance with this procedure.

PROCEDURE

The evaluation process and subsequent feedback of the results is intended to help the instructor improve the quality of his/her instruction. It will provide input to the college administration concerning the quality of the instruction for purposes of improving instruction, and recognizing teaching excellence.

Student participation in the evaluation process is a vehicle by which the student is furnished a chance to participate in the educational process and in the college's commitment to excellence in teaching.

Tenured faculty, as well as supply and part-time faculty who have taught at Casper College for four (4) consecutive years, will undergo an in depth evaluation no less than once every three years.

Non-tenured full-time faculty, as well as supply and part-time faculty who have not taught at Casper College for four (4) consecutive years, will undergo an in depth evaluation no less than once each year.

Classroom visits will normally be conducted by the Division Chair or his/her designate. The course(s) to be visited will be determined by the chair in consultation with the instructor. No evaluation will be done by the Chair without prior arrangement with the instructor. The person conducting the classroom visits will remain in the course being visited for at least fifty (50) minutes.

A time for a post-evaluation conference will be established by mutual agreement. This colloquium will serve as a summary follow-up dialogue on the evaluation process. It will embrace discussions about all aspects of the evaluation, including both teaching and non-teaching responsibilities as outlined in the faculty job description. This meeting will result in a written report that will provide an overview of the process, including its outcomes and any recommendation for improvement. The instructor may attach a response to the evaluation report if he/she deems appropriate. Both documents will be kept in the instructors personnel file for a maximum of six (6) years.

All tenured, supply, and part-time faculty who have taught at Casper College for four (4) consecutive years will have student evaluations conducted in at least one (1) class each semester. All other faculty will have student evaluations conducted in all of their classes each semester.

The appropriate Division Chair, in consultation with the instructor being evaluated, will establish a time and place for the student evaluations to be administered. Each evaluation session will begin with a discussion of the purpose for soliciting student evaluations and the assurance of confidentiality. Completed forms will be returned to the office of the Division Chair by the person administering the evaluations.

The Division Chair will arrange for the tabulation of the evaluations and for the transcription of any written comments. The instructor will be provided a copy of the results of the student evaluations as soon as possible after final grades for the classes evaluated are posted with the registrar. At the same time, the Division Chair will discuss both the strengths and weaknesses noted in the evaluations, and make suggestions on ways to improve teaching. A copy of the tabulation and transcription will be filed with the office of the Vice President for Academic Affairs. The tabulation of the evaluations and the transcription of written comments will be kept on file for three years, after which time they will be discarded.

This procedure is intended to serve as the minimum requirement for faculty evaluations. It in no way prohibits an individual instructor from asking to be evaluated more frequently. Additionally, if the requirements of specialized program accreditation mandate more frequent evaluations for departmental faculty, those requirements will prevail.

Top of page

Position Classifications
| pdf |
Approved Date 7-17-2012
Effective Date 7-17-2012
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for determining position classifications.

2.0 Revision History

Date Rev. No. Change Ref Section
7-17-12 1.0 Policy rewrite.  
7-17-12   Added positions missing for the continuation of employment category. 5.2.8–5.2.14
7-17-12   Limited supply positions to faculty positions only and added a clause that the position may count towards tenure. 5.2.10

3.0 Persons Affected

3.1 Casper College employees.

3.2 Applicants for positions at the college.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college complies with the Fair Labor Standards Act and other applicable laws and regulations pertaining to position classifications.

4.2 The college has a consistent and equitable process to classify positions that provides a basis for recruiting, placing, compensating, training, reassigning, and categorizing employees.

5.0 Definitions

5.1 Fair Labor Standards Act. This federal legislation establishes minimum wage, overtime, pay, recordkeeping, and youth employment standards affecting employees in the private sector and in federal, state, and local governments. Rules regarding overtime and pay vary based on whether the position is classified staff as exempt or non-exempt.

5.1.1 Exempt. This employment status, with few exceptions, is based on earning a minimum weekly wage set by FLSA, being paid on a salary basis, and performing exempt job duties as defined by FLSA. Employees in exempt positions are not entitled to overtime pay.

5.1.2 Non-exempt. This employment status, with few exceptions, includes any position that does not meet the criteria set in the FLSA of an exempt position. Employees in non-exempt positions are entitled to overtime pay and minimum wage.

5.2 Position Classifications. A systematic process used to group positions that have similar duties, responsibilities, and level of authority. Classifications facilitate recruitment, salary administration, and organizational relationships. Casper College has five position classifications: administrative, classified staff, executive, faculty, and student. The college further categorizes positions based on exempt or non-exempt status, scheduled work time, continuation of employment, and funding source.

5.2.1 Administrative. This position classification includes professional, non-faculty positions responsible for the management of the college. Administrative positions are exempt from the Fair Labor Standards Act.

5.2.2 Classified Staff. This position classification includes operational support positions. Classified staff positions are covered by the Fair Labor Standards Act.

5.2.3 Executive. This position classification includes the president and vice-president positions. Executive positions are exempt from the Fair Labor Standards Act.

5.2.4 Faculty. This position classification includes teaching positions hired on a faculty contract. Faculty positions are exempt from the Fair Labor and Standards Act.

5.2.5 Student. This position classification includes positions that meet specific criteria and are available to enrolled, degree seeking students at Casper College or one of its partnership institutions only. Student positions are covered by the Fair Labor Standards Act.

Scheduled Work Time. Casper College categorizes its positions into two types of scheduled work time: full and part-time.

5.2.6 Full-time. This scheduled work time describes positions that are regularly scheduled to work 40 hours per week or teach a full faculty load.

5.2.7 Part-time. This scheduled work time describes positions that are regularly scheduled to work less than 40 hours per week or teach less than a full faculty load.

Continuation of Employment. Casper College categorizes positions based on predetermined lengths of service at the time of hire.

5.2.8 Standard. This length of service describes benefited executive, administrative, and classified staff positions.

5.2.9 Tenured. This length of service describes benefited faculty positions granted by the president.

5.2.10 Supply. This length of service describes benefited non-tenured faculty positions. Time in this position may count toward tenure.

5.2.11 Adjunct. This length of service describes non-benefited teaching positions contracted for a semester or less. Time in this position does not count toward tenure.

5.2.12 Acting. This length of service describes benefited executive or administrative positions that fill a vacancy while the permanent jobholder is unavailable for an extended period, and it is presumed that the permanent jobholder will return to the position.

5.2.13 Interim. This length of service describes benefited executive or administrative positions that fill a vacancy prior to the college hiring a permanent employee for the position.

5.2.14 Temporary. This length of service describes non-benefited classified staff or faculty positions that last a defined and finite period. Time in this position does not count toward tenure.

Funding Sources. Casper College categorizes positions based on the type of funding used to pay for the position. These sources can be either restricted or unrestricted.

5.2.15 Restricted. External funds to include, but are not limited to, federal, state, local (non-general operations), and grant funds.

5.2.16 Unrestricted. Casper College general operations budget funds.

6.0 Responsibilities

6.1 The director of human resources is responsible for ensuring compliance to this policy and that positions are properly classified staff.

7.0 Procedures

7.1 The director of human resources reviews all new position descriptions. The director uses FLSA guidelines to determine if a position is exempt or non-exempt. The director then assigns a position classification based on the FLSA status and on scheduled work time, continuation of employment, and funding sources.

Top of page

Position Descriptions
| pdf |
Approved Date 7-17-2012
Effective Date 7-17-2012
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for creating and using position descriptions.

2.0 Revision History

Date Rev. No. Change Ref Section
1-17-12 1.0 Policy rewrite.  
1-17-12 1.1 Eliminated job descriptions policies for specific position, which are addressed when writing a job description not in institutional policy.  
1-17-12 1.2 Revised procedures to correspond with actual practice. 7.0

3.0 Persons Affected

3.1 Casper College employees.

3.2 Applicants for positions at the college.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college complies with the Fair Labor Standards Act, Americans with Disabilities Act, and other applicable laws and regulations pertaining to position classifications.

4.2 The college has a written description for each type of position at the college.

5.0 Definitions

5.1 Position Descriptions. This document describes the specific responsibilities and duties of a particular position. The college uses position descriptions to recruit employees, to determine the compensation level of a position, to evaluate employees, to ensure equity and compliance with federal and state employment regulations, and as a guide for employees regarding position responsibilities and duties.

6.0 Responsibilities

6.1 The director of human resources is responsible for ensuring employee position descriptions are current and accurate for all employees except the college president.

6.2 Supervisors are responsible for working with the Human Resource Department to write accurate position descriptions.

7.0 Procedures

7.1 The supervisor and dean or director discuss the responsibilities and duties of the position with the director of human resources. Based on that conversation, the director of human resources will direct the supervisor to complete the appropriate position description form.

7.2 Each successive supervisor through the appropriate vice president reviews the position description for completeness.

7.3 After each supervisor has approved the draft position description, the direct supervisor submits the position description to the director of human resources for final review and approval.

7.4 The director of human resources will review the position description to ensure compliance with legal requirements and internal consistency. Upon approval, the director of human resources provides the direct supervisor with the final approved position description and retains one copy on file in the Human Resources Department.

Top of page

Office Hours for Faculty Employee
| pdf |
Approval Date 12-18-2012
Effective Date 12-18-2012
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for faculty employees to schedule and maintain office hours.

2.0 Revision History

Date Rev. No. Change Ref Section
12-18-12 1.0 Policy rewrite.  
12-18-12 1.1 Changed the hours required from lecture/lab units to contact hour units. 5.2
12-18-12 1.2 More clearly defined the number of office hours required for part-time faculty. 5.2

3.0 Persons Affected

3.1 All benefited faculty employees.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Faculty employees establish regular times when they are in their offices and available for students and college business.

5.0 Definitions

5.1 Faculty. This position classification includes teaching positions hired on a faculty contract. Faculty positions are exempt from the Fair Labor and Standards Act.

5.2 Office Hours. These are regularly scheduled times during the fall and spring semesters when faculty employees are in their offices and available for student interaction and college business. Faculty employees schedule their office hours during a variety of days and times that best meets the needs of students and that adheres to the following schedule.

  • Faculty employees who are contracted for fewer than 27 contact hours an academic year are required to hold three office hours a week.
  • Faculty employees who are contracted for 27 to 33 contact hours an academic year are required to hold six office hours a week.
  • Faculty employees who are contracted for 34 to 44 contact hours an academic year are required to hold five office hours a week.
  • Faculty employees who are contracted for 45 to 58 contact hours an academic year are required to hold four office hours a week.
  • Librarians and Adult Learning Center faculty are not required to hold office hours.

6.0 Responsibilities

6.1 Deans are responsible for ensuring compliance to this policy and for approving office hours.

6.2 Faculty employees are responsible for scheduling and holding their office hours each semester.

7.0 Procedures

7.1 Faculty employees submit their office hours schedule to their school’s academic assistant by the end of the first week of classes.

7.2 Deans ensure that a summary of their faculty employees’ office hours are sent to the vice president for academic affairs each semester and that a copy of each faculty employees’ office hours are posted on each faculty employee’s door.

7.3 Faculty employees maintain their office hours. Faculty employees who are unable to attend their office hours notify their academic assistant, department head, and dean of any absences.

Top of page

Reduction in Force
| pdf |
Approved Date 11-19-2013
Effective Date 11-19-2013
Revision No. 1.0

1.0 Purpose

This policy establishes guidelines to reduce or modify the college’s workforce to meet budget or operational needs.

2.0 Revision History

Date Rev. No. Change Ref Section
11-19-13 1.0 Policy rewrite.  
11-19-13 1.1 Assigned the responsibility of authorizing a reduction in force to the president in all cases other than a financial exigency. 6.1, 7.2
11-19-13 1.2 Reduced the notification period from 90 days to 30 days to provide more flexibility in managing a reduction in force. 7.4
11-19-13 1.3 Defined recall status. 5.11
11-19-13 1.4 Added needs of the college as a criterion to rank employees. 7.2.4

3.0 Persons Affected

3.1 All employees.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college has a process to eliminate or modify positions to address financial or operational needs.

4.2 The college has criteria to determine which positions will be eliminated or modify and how.

4.3 The college follows all applicable federal, state, and local employment laws when implementing a reduction in force.

5.0 Definitions

5.1 Reduction in Force. The elimination or modification of positions that result in the involuntary termination of an employee(s) or a change in an employee’s position that addresses financial or operational needs. These needs may include, but are not limited to, a financial exigency, lack of work, organizational changes, elimination of programs or duties, or outsourcing. Modification of positions may include, but are not limited to, furloughs. Only the Board of Trustees can declare a financial exigency.

5.2 Financial Exigency. This is an imminent financial crisis where there are current or projected insufficient funds for the college to fulfill its mission. The Board of Trustees is responsible for declaring a financial exigency.

5.3 Furlough. This is a mandatory modification of normal work hours without pay. A furlough may include a temporary closing of the impacted area or a reduction in number of hours or days worked in a month.

5.4 Impacted Area. This is the area of the college impacted by a reduction in force as determined by the president. An impacted area may include the entire college, a school, a department, an office, a unit, or a geographic area.

5.5 Full-time. These are 12 month positions that are regularly scheduled to work 30 hours or more per week, 9, 10, or 11 month positions that are regularly scheduled to work 40 hours per week, or faculty positions contracted to teach a full load.

5.6 Standard. This length of service describes benefited executive, administrative, and classified staff positions.

5.7 Tenured. This length of service describes benefited faculty positions. This is a faculty employment status granted by the president

5.8 Supply. This length of service describes benefited, non-tenured faculty positions. Time in this position may count toward continuing contract.

5.9 Adjunct. This length of service describes non-benefited teaching positions contracted for a semester or less. Time in this position does not count toward continuing contract.

5.10 Temporary. This length of service describes non-benefited classified staff or faculty positions that last a defined and finite period. Time in this position does not count toward tenure.

5.11 Recall Status. This is a one-year period where full-time employees who were involuntarily separated due to a reduction in force may be offered a vacant position within the impacted area with the same position title and at the same or lesser percent of time as the position the employee held before the reduction in force. The college will recall employees in the reverse order of separation (last separated, first recalled) to fill the vacancy. Recalled employees must contact the Human Resources Department within 14 days of written notification to accept or decline the position and establish a mutually acceptable return date or lose their recall status. The college will reinstate recalled employees at the same employment status, leave accrual rates, and longevity benefits that the employee had before the reduction in force.

6.0 Responsibilities

6.1 The Board of Trustees is responsible for declaring a financial exigency.

6.2 The president is responsible for authorizing a reduction in force and notifying the board of trustees that a reduction in force will occur, which position will be terminated, and the financial or operational reasons for choosing that position. In the case of a financial exigency, the president is responsible for securing a declaration of such from the Board of Trustees before authorizing a reduction in force for this reason.

6.3 The vice president of academic affairs is responsible for maintaining compliance with this policy regarding faculty employees.

6.4 The director of human resources is responsible for maintaining compliance with this policy regarding administrative and classified staff employees.

7.0 Procedures

7.1 The president may authorize a reduction in force in the case of a financial exigency only after the Board of Trustees has made such a declaration at an official board meeting.

The president may authorize a reduction in force in the case of lack of work, organizational changes, elimination of programs or duties, or outsourcing without board action. The president notifies the board that a reduction in force will occur and the financial or operational reasons for the reduction.

7.2 The vice president of academic affairs (for faculty) and the director of human resources (for administrative and classified staff) are responsible for overseeing the process, working with appropriate vice presidents and supervisors, and for providing the president with the following items:

7.2.1 Justification for a reduction in force and the impacted areas.

7.2.2 A list of vacated, temporary, adjunct, and probationary positions within the impacted area.

7.2.3 A list of employees considering voluntary retirement or separation or who have submitted a request for early retirement.

7.2.4 A list of tenured, standard, and supply employees ranked using the following criteria in descending order.

  • Needs of the college
  • Essential knowledge, skills, ability, versatility, and performance
  • Seniority

7.3 The president along with the vice president of academic affairs and the director of human resources will review the documentation provided to determine which positions to eliminate or modify. They will first consider eliminating or modifying vacated, temporary, adjunct, and probationary positions and positions held by employees considering voluntary retirement or separation. They will then consider eliminating or modifying tenured, standard, and supply positions based upon the assigned rankings.

7.4 The vice president of academic affairs (for faculty) and the director of human resources (for administrative and classified staff) will provide supervisors with a list of positions to be eliminated or modified.

7.5 Supervisors notify employees and provide them with a written statement of changes to their positions not less than 30 calendar days from the effective date.

7.6 The Human Resources Department will place terminated employees on recall status and provide employees with pertinent separation information.

Top of page

Section: Academic Affairs
Subject: Teaching Load
Effective Date: April 17, 1989
Revision Date:
| pdf |
Index: 1400:30:01

SCOPE

In addition to their instructional duties, all full-time faculty members at Casper College are expected to fulfill certain non-teaching responsibilities which include, but may not be limited to, such tasks as student advisement, student recruitment, committee service, faculty development, and other reasonable duties as assigned by the Division Chair or Dean. To more closely insure that there is equity of work load among the faculty the following procedure will be in effect to determine load.

1.0 A full-time teaching load will be comprised as follows:

  • For those persons who teach in lecture classes only, the load will be 30 contact hours per year with an adjustment of plus or minus three (3) credit hours possible.
  • For those persons who teach in both lecture and laboratory classes, the load will be forty (40) contact hours per year with an adjustment of plus or minus four (4) contact hours possible.
  • For those persons who teach in laboratory classes only, the load will be fifty-three (53) contact hours per year with an adjustment of plus or minus five (5) contact hours possible.
  • For load determination purposes a year will consist of the fall and spring semester.

2.0 Overload compensation may be recommended by a Division Chair for those hours beyond the 30, 40, or 53 discussed in 1.0.

  • For purposes of compensation overloads for the year will actually be paid in the spring semester only.
  • If an overload is authorized in the fall semester, it will be credited to the instructor and if a full load is taught in the spring, the prior overload will be paid in full on the January pay check.
  • In lieu of pay for the overload the instructor may choose to teach an adjusted load in the spring semester.

3.0 The Division Chair may make adjustments to the load to a maximum of plus or minus 3, 4, or 5, contact hours based on the following criteria:

  • Department head/level coordinator duties if extensive
  • Museum curator
  • Seminar / festival coordinator
  • Advisee load exceeding the division maximum
  • Committee meeting assignments exceeding 15 hours per semester
  • Number and difficulty of preparations
  • Required travel
  • Student recruitment efforts above the division requirement
  • Class size above the division's approved maximum limit
  • Grading requirements if excessive

4.0 Adjustments for the position of Division Chair will be established at one-fourth to one-third the full load requirements.

5.0 The Division Chair is responsible for insuring that all members of the full-time faculty within their respective divisions teach a full load based on the above criteria with consideration given to non-teaching duties.

  • If a person is scheduled in an overload situation, said overload will be identified by the Division Chair when the preliminary schedule is submitted to the appropriate Dean for approval.
  • If a person is scheduled in any underload situation, said underload will be identified by the Division Chair when the preliminary schedule is submitted to the appropriate Dean for approval.
  • The appropriate Dean will verify the existence of any overloads / underloads and advise the Vice President for Academic Affairs of the justification for their existence.
  • The Vice President for Academic Affairs will have the final approval on all such overloads / underloads.

Top of page

Section: Academic Affairs
Subject: Advising Load
Effective Date: January 6, 1997
Revision Date:
| pdf |
Index: 1400:30:02

SCOPE

This procedure pertains to all benefitted faculty contracted to work half-time or more.

RESPONSIBILITY

The Vice President for Academic Affairs, with the cooperation of the Division Chairs and the Registrar, is responsible for maintaining compliance with this procedure.

PROCEDURE

Each full-time faculty member is required to serve as advisor to no fewer than twelve (12) students per academic semester. Benefitted faculty working on less than full-time contract will be required to advise the same proportion as their contract (a faculty on half-time contract is expected to advise six (6) students; a faculty on three-quarter contract is expected to advise nine (9) students; etc.). Each additional twelve (12) advisees assigned to a full-time instructor each semester will qualify the affected faculty member for workload adjustment in one of the following ways:

  1. reducing the teaching load requirement by one contact hour;
  2. reducing the committee assignments of the affected instructor;

If a faculty member teaches a full-load as required under procedure 1400:30:01, actively participates on assigned committees and has more than the minimum number of required advisees, the faculty member will be entitled to overload payment for the additional advisees.

Benefitted faculty members who have fewer than the required number of advisees assigned to them will be required to adjust their workloads in one of the following ways to compensate for the shortage in assigned advisees:

  1. working the appropriate number of hours at a central location intended to provide advising services to students not yet assigned to an advisor;
  2. working the appropriate number of hours during summer registrations as part of the regular contract;
  3. increasing the teaching load as described in procedure 1400:30:01;
  4. actively participating in additional college committees as assigned by the vice president or division chair; or
  5. accepting additional non-teaching duties as assigned by the vice president or division chair.

Top of page

Voluntary Employment Separation
| pdf |
Approval Date 11-19-2013
Effective Date 11-19-2013
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for employees to voluntarily terminate their employment relationship with the college.

2.0 Revision History

Date Rev. No. Change Ref Section
11-19-13 1.0 New policy.  

3.0 Persons Affected

3.1 All employees.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college has a process for employees to terminate their employment.

4.2 The college follows all applicable employment laws when an employee terminates their employment.

5.0 Definitions

5.1 Voluntary Separation. This type of employment termination occurs when the employee initiates the termination of employment.

5.2 Termination Checklist. Supervisors use this form to document the return of any college property by an employee prior to separation. The form includes a list of property the college provided to the employee, the date the supervisor received each item, and signature lines for the supervisor and the employee acknowledging the return of the college’s property.

 

6.0 Responsibilities

6.1 The director of human resources is responsible for maintaining compliance with this policy and for overseeing any terminations.

7.0 Procedures

7.1 An employee who wishes to terminate employment is required to submit a written resignation letter to the employee’s immediate supervisor at least two weeks prior to the last day of employment. The letter should be dated, signed by the employee, and list the employee's last date of employment.

7.2 The supervisor submits a copy of the employee’s resignation letter to the Human Resources Department upon receipt.

7.3 The director of human resources provides the terminating employee with a confidential exit interview form to complete and may schedule a personal conference with the employee.

7.4 The terminating employee returns all college property to the employee’s supervisor prior to the last day of employment.

7.5 The supervisor completes the Termination Checklist with the employee on or prior to the employee’s last day of employment. The supervisor submits the checklist to the Human Resources Department, returns the employee’s keys to the Physical Plant Department, and returns any college property to appropriate departments.

7.6 The Human Resources Department will calculate compensation in compliance with state and federal law and college policies including accrued annual and converted leave less any deductions authorized by the employee or required by law. The Human Resources Department will issue final compensation within five workdays from the employee’s last date of employment. The Human Resources Department will provide the terminating employee with pertinent separation information.

Top of page

Workload for Classified Staff Employees
| pdf |
Approved Date 12-18-2012
Effective Date 12-18-2012
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for compensating classified staff employees for working in excess of a 40-hour workweek and taking meals and breaks.

2.0 Revision History

Date Rev. No. Change Ref Section
12-18-12 1.0 Policy rewrite.  
12-18-12 1.1 Removed the requirement for the appropriate vice president to approve work hour changes.  
12-18-12 1.2 Combined the Hours of Work, Lunch/Dinner Breaks, and Overtime Compensation policies.  
12-18-12 1.3 Removed the requirement to take compensatory leave in blocks of four hours. Employees may take compensatory in one-hour increments.  
12-18-12 1.4 Added a clause that allows the college to convert compensatory leave into overtime pay. 5.6

3.0 Persons Affected

3.1 All non-exempt employees.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college complies with the Fair Labor Standards Act and other applicable laws and regulations pertaining to work hours.

4.2 The college effectively manages its employees’ work hours.

5.0 Definitions

5.1 Fair Labor Standards Act. This federal legislation establishes minimum wage, overtime, pay, recordkeeping, and youth employment standards affecting employees in the private sector and in federal, state, and local governments. Rules regarding overtime and pay vary based on whether the position is classified staff as exempt or non-exempt.

5.1.1 Exempt. This employment status, with few exceptions, is based on earning a minimum weekly wage set by FLSA, being paid on a salary basis, and performing exempt job duties as defined by FLSA. Employees in exempt positions are not entitled to overtime pay.

5.1.2 Non-exempt. This employment status, with few exceptions, includes any position that does not meet the criteria set in the FLSA of an exempt position. Employees in non-exempt positions are entitled to overtime pay and minimum wage.

5.2 Hours Worked. Actual hours an employee spends performing job duties in a workweek. This calculation excludes time taken for meal periods or annual, sick, compensatory, holiday, or any other type of leave.

5.3 Workweek. The workweek at Casper College starts Sunday and ends Saturday.

5.4 Overtime Hours. Actual hours worked in excess of 40 hours during the workweek. These hours do not include holidays or any leave taken during the workweek.

5.5 Overtime Pay. Employees earn overtime pay by working overtime hours. Overtime pay is calculated as follows.

1.5 x Overtime Hours x Employee’s Hourly Rate of Pay = Overtime Pay

5.6 Compensatory Leave. This is leave the college may be grant in lieu of overtime pay. Supervisors determine if the college will compensate the employee for overtime hours with overtime pay or with compensatory leave. Employees may take compensatory leave in the same manner they take annual leave. Compensatory leave is calculated as follows.

1.5 x Overtime Hours = Hours of Compensatory Leave

Employees may accrue 24 hours of compensatory leave. Employees with 24 hours of compensatory leave must take overtime pay rather than compensatory leave until their accrued bank is less than 24 hours. The college may at any time convert compensatory leave into overtime pay for any employee or employee group.

5.7 Flextime. This is a scheduling arrangement that permits variations in an employee’s start and departure times but does not result in the employee working an excess of 40 hours in a workweek.

5.8 Compensatory Time Report. Non-exempt employees use this form to record work hours in excess of 40 hours in a given workweek. This form includes the hours worked in a week and the reason for the excess hours. The employee and the employee’s immediate supervisor sign the form.

5.9 Classified Staff. This position classification includes operational support positions. Classified staff positions are covered by the Fair Labor Standards Act.

5.10 Meal Periods. An unpaid period that may not be interrupted, typically lasting 30 to 60 minutes, where the employee is not required to perform his duties. The college provides meal periods for employees scheduled to work a five or more hour block. Security officers are exempt from meal periods.

5.11 Breaks. A paid period that may be interrupted, typically not longer than 15 minutes, where the employee is not required to perform his duties.

6.0 Responsibilities

6.1 Supervisors are responsible for ensuring that non-exempt employees accurately record their work hours and for scheduling employee work hours.

6.2 The director of human resources is responsible for ensuring compliance to this policy.

7.0 Procedures

Overtime

7.1 Supervisors authorize overtime.

7.2 The employee completes the Compensatory Time Report at the end of the workweek, obtains required signatures, and submits the form to the Human Resources Department.

7.3 The Human Resources Department records the overtime worked as overtime pay or compensatory leave.

Flextime

7.4 Supervisors schedule flextime.

7.5 Supervisors and employees do not need to report flextime to the Human Resources Department.

Meal Periods and Breaks

7.6 Supervisors schedule meal periods and breaks.

Top of page

Annual Leave for Administrative Employees
| pdf |
Approved Date 8-16-2011
Effective Date 10-01-2011
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for administrative employees to earn and use annual leave.

2.0 Revision History

Date Rev. No. Change Ref Section
8-16-11 1.0 Policy rewrite.  
8-16-11 1.1 Removed the requirement that employees must take a minimum of one-half day at a time.  
8-16-11 1.2 Added a clause about administrative employees who work a minimum of 20 hours per week being eligible for annual leave. 3.1, 5.4.3
8-16-11 1.3 Added a clause about the amount of annual leave an administrative employee must use each year. 4.4, 6.5
8-16-11 1.4 Added a clause about administrative employees not reporting leave of less than 4 hours and reporting leave in 1-hour increments. 4.7, 7.1.1
8-16-11 1.5 Converted annual leave from days to hours. 5.4, 7.1.1
8-16-11 1.6 Increased the annual leave accrual rate for administrative employees working 0 to 5 years from 8 hours per month to 14 hours per month. 5.4.1
8-16-11 1.7 Increased the annual leave accrual rate for administrative employees working 6 to 10 years from 12 hours per month to 14 hours per month. 5.4.1
8-16-11 1.8 Combined accrual rate categories 0 to 5 years and 6 to 10 years. 5.4.1
8-16-11 1.9 Advanced new administrative employees three months worth of accrued leave. 5.4.1, 5.4.3
8-16-11 1.10 Added a clause to address administrative employees who move from a position ineligible to earn annual leave to an eligible position. 5.4.4
8-16-11 1.11 Added a clause to address administrative employees who move from a position eligible to earn annual leave to an ineligible position. 5.4.5
8-16-11 1.12 Increased the maximum accumulation rate from 1.5 to 2. 5.5

3.0 Persons Affected

3.1 Administrative employees who have a 12-month letter of appointment, who are regularly scheduled to work 20 hours or more per week, and who are eligible to receive employment benefits.

3.2 Administrative employees who have at minimum a 9-month letter of appointment, who are regularly scheduled to work 40 hours per week, who are eligible to receive employment benefits, and who were hired prior to July 1, 1998.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Administrative employees have paid leave available for personal use.

4.2 Administrative employees earn leave at the designated accrual rate.

4.3 Administrative employees do not take leave in excess of the total amount accrued.

4.4 Administrative employees must use a minimum of 40 hours of annual leave each anniversary year or a prorated amount for employees who are regularly scheduled to work less than 40 hours per week.

4.5 Administrative employees do not accrue more leave than the maximum accumulation allowed.

4.6 The college pays administrative employees accrued annual leave upon termination of employment.

4.7 Administrative employees do not report leave of fewer than four hours. Leave of four or more hours is reported in increments of one hour (i.e. 4, 5, 6 etc). Leave of more or less than an hour is rounded to the nearest hour.

5.0 Definitions

5.1 Administrative. This job classification includes professional, non-faculty positions responsible for the management or operations of the college. Administrative employees are exempt from the Fair Labor Standards Act.

5.2 Annual Leave. This is paid leave that employees earn to use as they wish.

5.3 Leave Notification Form. This document is a one-page form used by employees to request leave. The leave form describes the type of leave, the dates and hours requested, and signature lines for the employee and the supervisor. Completion of the leave form alone does not constitute the granting of leave.

5.4 Accrual Rate. This is the rate at which employees earn leave. Annual leave accrual begins on the employee’s first date of employment. Administrative employees accrue annual leave based on the following schedule.

5.4.1 Administrative employees who have a 12-month letter of appointment and are regularly scheduled to work 40 hours per week accrue annual leave based on the following schedule.

  • Administrative employees are advanced 42 hours of accrued leave beginning the first date of employment. Additional leave begins to accrue the 4th month of employment. Administrative employees accrue 14 hours of annual leave per month through the 10th year of continuous employment.
  • Administrative employees accrue 16 hours of leave per month beginning the 11th year of continuous employment.

5.4.2 Administrative employees who have a letter of appointment for fewer than 12-months, who are regularly scheduled to work 40 hours per week, and who were hired prior to July 1, 1998 accrue annual leave for the months that they work based on the following schedule.

  • Administrative employees accrue 16 hours per month.

5.4.3 Administrative employees who have a 12-month letter of appointment and are regularly scheduled to work a minimum of 20 hours per week accrue annual leave based on the following schedule.

  • Administrative employees are advanced a prorated amount for 3 months worth of accrued leave beginning the first date of employment. Additional leave begins to accrue the 4th month of employment. Administrative employees accrue leave at a rate prorated to that of administrative employees who are regularly scheduled to work 40 hours per week.

5.4.4 Administrative employees who move from a position that is ineligible for annual leave to a position that is eligible for annual leave or from a fewer than12-month position to a 12-month position will accrue leave at the rate commensurate with the prorated number of years employed at the college.

5.4.5 Administrative employees who move from a position eligible for annual leave to a position ineligible for annual leave or from a 12-month position to a fewer than 12-month position will stop accruing annual leave on the effective date of the new position. The administrative employee will be paid the balance of any unused annual leave on the next regular payday.

5.5 Maximum Accumulation. This is the maximum number of hours of leave an administrative employee can carry as a balance. The maximum accumulation allowed is the number of hours that an administrative employee can earn in 12 months multiplied by 2. Administrative employees who reach their maximum accumulation forfeit any additional annual leave earned.

6.0 Responsibilities

6.1 Administrative employees are expected to know how much leave they have available to them.

6.2 Administrative employees are responsible for working with their supervisor to schedule their leave.

6.3 Supervisors are responsible for granting annual leave in compliance with this policy.

6.4 Supervisors are responsible for scheduling annual leave in a manner that ensures appropriate departmental staffing.

6.5 Supervisors are responsible for ensuring employees use a least 40 hours of annual leave per anniversary year. Supervisors are responsible for deciding if employees must take any or all of the 40 hours of annual leave consecutively.

6.6 The Human Resources Department is responsible for recording and monitoring leave and for responding to requests for information from supervisors and employees about available leave.

6.7 The director of human resources is responsible for ensuring compliance to this policy.

7.0 Procedures

7.1 Taking Leave

7.1.1 The administrative employee completes the Leave Notification Form by checking the Annual box and filling in the dates and total amount of time used. Administrative employees do not report leave of fewer than four hours. They report leave of four or more hours in increments of one hour (i.e. 4, 5, 6 etc). Leave of more or less than an hour is rounded to the nearest hour.

7.1.2 The administrative employee submits the Leave Notification Form to her supervisor.

7.1.3 The supervisor verifies with the Human Resources Department that the administrative employee has sufficient annual leave to support the request.

7.1.4 If the administrative employee has sufficient leave, the supervisor grants or denies leave based on staffing needs.

7.1.5 If the supervisor grants the leave, she signs the leave form and submits it to the Human Resource Department within five working days. If the supervisor denies the leave, she works with the administrative employee to identify alternate days for the employee to use leave.

Top of page

Annual Leave for Classified Staff Employees
| pdf |
Approved Date 8-16-2011
Effective Date 10-1-2011
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for classified staff employees to earn and use annual leave.

2.0 Revision History

Date Rev. No. Change Ref Section
8-16-11 1.0 Policy rewrite.  
8-16-11 1.1 Removed the requirement that a minimum of one-half day be used at a time and that annual leave could not be used the first year of employment.  
8-16-11 1.2 Redefined part-time employees to include employees who work a minimum of 20 hours. 3.1, 5.4.3
8-16-11 1.3 Added a clause on the amount of annual leave an employee must use each year. 4.4, 6.5
8-16-11 1.4 Added the ability to accrue leave and removed the option to forfeit leave because of work responsibilities. 4.5, 5.5
8-16-11 1.5 Added a clause about classified staff employees reporting leave in 1-hour increments. 4.7, 7.1.1
8-16-11 1.6 Converted annual leave from days to hours. 5.4, 7.1.1
8-16-11 1.7 Increased the accrual rate for classified staff employees working 0 to 5 years from 8 hours per month to 10 hours per month. 5.4.1
8-16-11 1.8 Increased the accrual rate for classified staff employees working 11 years or more from 14 hours per month to 16 hours per month. 5.4.1
8-16-11 1.9 Advanced new classified staff employees three months worth of accrued leave. 5.4.1, 5.4.3
8-16-11 1.10 Added a clause to address classified staff employees who move from a position ineligible to earn annual leave to an eligible position. 5.4.4
8-16-11 1.11 Added a clause to address classified staff employees who move from a position eligible to earn annual leave to an ineligible position. 5.4.5
8-16-11 1.12 Increased maximum accumulation rate from 1.5 to 2. 5.5

3.0 Persons Affected

3.1 Classified staff employees who have a 12-month letter of appointment, who are regularly scheduled to work 20 hours or more per week, and who are eligible to receive employment benefits.

3.2 Classified staff employees who have at minimum a 9-month letter of appointment, who are regularly scheduled to work 40 hours per week, who are eligible to receive employment benefits, and who were hired prior to July 1, 1998.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Classified staff employees have paid leave available for personal use.

4.2 Classified staff employees earn leave at the designated accrual rate.

4.3 Classified staff employees do not use leave in excess of the total amount of accrued.

4.4 Classified staff employees must use a minimum of 40 hours of annual leave each year or a prorated amount for employees who are regularly scheduled to work less than 40 hours per week.

4.5 Classified staff employees do not accrue more leave than the maximum accumulation allowed.

4.6 The college pays classified staff employees for accrued annual leave upon termination of employment.

4.7 Classified staff employees report annual leave in increments of one hour. Leave of more or less than an hour is rounded to the nearest hour.

5.0 Definitions

5.1 Classified staff. This job classification includes all operational support positions. Classified staff employees are covered by the Fair Labor Standards Act.

5.2 Annual Leave. This is paid leave that employees earn to use as they wish.

5.3 Leave Notification Form. This document is a one-page form used by employees to request leave. The leave form describes the type of leave, the dates and hours requested, and signature lines for the employee and the supervisor. Completion of the leave form alone does not constitute the granting of leave.

5.4 Accrual Rate. This is the rate at which employees earn leave. Annual leave accrual begins on the employees first date of employment. Classified staff employees accrue annual leave based on the following schedule.

5.4.1 Classified staff employees who have a 12-month letter of appointment and who are regularly scheduled to work 40 hours per week accrue annual leave based on the following schedule.

  • Classified staff employees are advanced 30 hours of accrued leave beginning the first day of employment. Additional leave begins to accrue the 4th month of employment. Classified staff employees accrue 10 hours of annual leave per month through the 5th year of continuous employment.
  • Classified staff employees accrue 12 hours of annual leave per month beginning the 6th year through the 10th year of continuous employment.
  • Classified staff employees accrue 16 hours of annual leave per month beginning the 11th year of continuous employment.

5.4.2 Classified staff employees who have at minimum a 9-month letter of appointment, who are regularly scheduled to work 40 hours per week, and who were hired prior to July 1, 1998 accrue annual leave for the months that they work based on the following schedule.

  • Classified staff employees accrue 16 hours of annual leave per month.

5.4.3 Classified staff employees who have a 12-month letter of appointment and who are regularly scheduled to work a minimum of 20 hours per week accrue annual leave based on the following schedule.

  • Classified staff employees are advanced a prorated amount for 3 months worth of accrued leave beginning the first day of employment. Additional leave begins to accrue the 4th month of employment. Classified staff employees accrue leave at a rate prorated to that of administrative employees who are regularly scheduled to work 40 hours per week.

5.4.4 Classified staff employees who move from a position that is ineligible for annual leave to a position that is eligible for annual leave or from a fewer than 12 month position to a 12-month position will accrue leave at the rate commensurate with the prorated number of years employed at the college.

5.4.5 Classified staff employees who move from a position eligible for annual leave to a position ineligible for annual leave or from a 12-month position to a fewer than 12-month position will stop accruing annual leave on the effective date of the new position. The classified staff employee will be paid the balance of any unused annual leave on the next regular payday.

5.5 Maximum Accumulation. This is the maximum number of hours of leave a classified staff employee can carry as a balance. The maximum accumulation allowed is the number of hours that a classified staff employee can earn in 12 months multiplied by two. Classified staff employees who reach their maximum accumulation forfeit any additional annual leave earned.

6.0 Responsibilities

6.1 Classified staff employees are expected to know how much leave they have available to them.

6.2 Classified staff employees are responsible for working with their supervisor to schedule their leave.

6.3 Supervisors are responsible for granting annual leave in compliance with this policy.

6.4 Supervisors are responsible for scheduling annual leave in a manner that ensures appropriate departmental staffing.

6.5 Supervisors are responsible for ensuring employees use a least 40 hours of annual leave per anniversary year. Supervisors are responsible for deciding if employees must take any or all of the 40 hours of annual leave consecutively.

6.6 The Human Resources Department is responsible for recording and monitoring leave and for responding to requests for information from supervisors and employees about available leave.

6.7 The director of human resources is responsible for ensuring compliance to this policy.

7.0 Procedures

7.1 Taking Leave

7.1.1 The classified staff employee completes the Leave Notification Form by checking the Annual box and filling in the dates and total amount of time to be used. Classified staff employees report leave in increments of one hour. Leave of more or less than an hour is rounded to the nearest hour.

7.1.2 The classified staff employee submits the Leave Notification Form to his supervisor.

7.1.3 The supervisor verifies with the Human Resources Department that the classified staff employee has sufficient annual leave to support the request.

7.1.4 If the classified staff employee has sufficient leave, the supervisor grants or denies leave based on staffing needs.

7.1.5 If the supervisor grants the leave, he signs the leave form and submits it to the Human Resource Department within five working days. If the supervisor denies the leave, he works with the classified staff employee to identify alternate days for the employee to use annual leave.

Top of page

Birth or Adoption Leave for
Administrative and Classified staff Employees
| pdf |
Approved Date 05-18-2011
Effective Date 10-01-11
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for administrative and classified staff employees to use birth or adoption leave.

2.0 Revision History

Date Rev. No. Change Ref Section
5-17-11 1.0 Policy rewrite. 1.0
5-17-11 1.1 Removed the word maternity and made leave available for either a mother or a father. 1.1 3.1, 3.2, 4.1, 4.4, 4.5
5-17-11 1.2 Change wording from “per event” to “designated 12-month period”. 1.2 4.5, 5.6
5-17-11 1.3 Added the option for parents who are both employed by the college to share the leave. 1.3 4.5, 5.8

3.0 Persons Affected

3.1 Administrative and classified staff employees who have at minimum a 9-month letter of appointment, are regularly scheduled to work 30 hours or more per week, who are eligible to receive employment benefits, who have been employed at the college for at least 12 months, and who are expecting a baby or plan to adopt a child.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Administrative and classified staff employees have an opportunity for paid leave for the birth or adoption of a child.

4.2 The college allots leave at the designated allotment rate.

4.3 Administrative and classified staff employees take leave in accordance with this policy.

4.4 Birth or adoption leave commences on the date of the birth of the child or the date of the adoption.

4.5 Administrative and classified staff employees are entitled to 45 calendar days for birth or adoption leave during the designated 12-month period. If both parents are employed at the college, they are entitled to a combined total of 45 calendar days for birth or adoption leave.

4.6 Administrative and classified staff employees may only use birth or adoption leave once in a designated 12-month period.

4.7 Administrative and classified staff employees who return to work for less than twice the length of time they were on leave must refund all monies received from the college during their leave. Administrative or classified staff employees who are medically unable to return to work, as documented by a licensed medical provider, do not have to refund any of their leave.

4.8 Administrative and classified staff employees use birth or adoption leave and Family and Medical Leave Act leave concurrently.

4.9 Administrative and classified staff employees do not accrue birth or adoption leave. They may not claim time off to compensate for holidays or breaks that occur during their leave.

5.0 Definitions

5.1 Administrative. This job classification includes professional, non-faculty positions responsible for the management or operations of the college. Administrative employees are exempt from the Fair Labor Standards Act.

5.2 Classified staff. This job classification includes operational support positions. Classified staff employees are covered by the Fair Labor Standards Act.

5.3 Family and Medical Leave Act. This act requires covered employers to provide up to 12 weeks of unpaid, job-protected leave during the designated 12-month period. Eligible employees may use FMLA for incapacity due to pregnancy, prenatal medical care, or childbirth; for a serious health condition that makes the employee unable to perform the employee’s job; to care for the employee’s child after birth, adoption placement, or foster care; or to care for the employee’s spouse, child, or parent who has a serious health condition.

5.4 Designated 12-Month Period. This is the 12-month period the college has selected for FMLA, emergency, or birth or adoption leave. The 12-month period will be measured forward from the first date that a respective leave begins.

5.5 Birth or Adoption Leave. This is paid leave for employees to use for the birth or adoption of a child.

5.6 Allotment Rate. This is the rate at which the college provides employees leave. The college allots 45 calendar days of leave the birth or adoption of a child during the designated 12-month period. If both parents are employed at the college, the 45 calendar days may be divided between both employees.

5.7 Birth or Adoption Agreement. This document is a one-page form used by the college to document an agreement between the College Board and an employee regarding birth or adoption leave. The agreement describes the dates of the leave, the obligations of the college and of the employee, and provides signature lines for the president, vice president for administrative services, and the employee.

6.0 Responsibilities

6.1 Administrative and classified staff employees are responsible for requesting birth or adoption leave.

6.2 Administrative and classified staff employees are responsible for providing documentation of the birth or adoption.

6.3 Administrative and classified staff employees are responsible for working with their supervisors to plan and schedule the employee’s return to work.

6.4 The Human Resources Department is responsible for recording and monitoring leave and for responding to requests for information about available leave.

6.5 The director of human resources is responsible for ensuring compliance to this policy.

7.0 Procedures

7.1 Taking Leave

7.1.1 The employee notifies her supervisor of a pending birth or adoption.

7.1.2 The employee then notifies the Human Resources Department and signs a Birth or Adoption Leave Agreement.

7.1.3 The employee provides the Human Resources Department with copies of birth certificate or the adoption papers.

7.1.4 The employee returns to work at the conclusion of the leave.

Top of page

Deployment Leave
| pdf |
Approved Date 5-17-201
Effective Date 10-1-2011
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for how employees use the Uniformed Services Employment and Reemployment Rights Act (USERRA and/or any applicable Wyoming law). This policy summarizes the key points of USERRA and is not a comprehensive guide to USERRA.

2.0 Revision History

Date Rev. No. Change Ref Section
5-17-11 1.0 Policy rewrite.  

3.0 Persons Affected

3.1 Any employee who is a past or present member of the uniformed services, who has applied for membership in the uniformed services, or who is obligated to serve in the uniformed services.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Employees have the right to reemployment upon completion of uniformed service if the employee provides advance notice of service, has five years or fewer of cumulative periods of service in the uniformed services while with the college, returns to work in accordance with USERRA guidelines, and has not been dishonorably discharged from the service. Reemployment is without loss of seniority, status, or pay.

4.2 Employees meet their military deployment obligations without discrimination or retaliation.

4.3 Employees have the right to elect to continue their existing health plan coverage with the college for the employee and dependents for the time allowed under the USERRA and/or any applicable federal or Wyoming law up to 24 months while in the military. Employees who do not elect to continue to participate in the college’s health care plan have the right to be reinstated in health care plan without penalty.

4.4 Employees receive pension benefits as if there had been no leave taken and will be granted the opportunity to make up any employee contributions to the defined contribution plan.

4.5 Employees take deployment leave in accordance with this policy.

4.6 The college complies with USERRA and/or any other applicable Federal or Wyoming laws pertaining to military leave.

5.0 Definitions

5.1 Uniformed Services. Any of the United States armed forces, Coast Guard, Reserves, or National Guard.

5.2 Uniformed Services Employment and Reemployment Rights Act (USERRA). This act protects the job rights of employees who voluntarily or involuntarily leave their employment to serve in the uniformed services. This act affects employment, reemployment, employment benefits, and retention in employment.

5.3 Supervisor. The person to whom the employee reports and who has managerial responsibility to make decisions regarding the employee.

6.0 Responsibilities

6.1 The employee is responsible for notifying his supervisor and the Human Resources Department that he will be on leave to participate in the uniformed services.

6.2 The Human Resources Department is responsible for recording and monitoring deployment leave and for communicating with employees about their rights under USERRA and/of any applicable Federal or Wyoming laws pertaining to military leave.

6.3 The director of human resources is responsible for ensuring compliance with USERRA and any applicable Federal or Wyoming laws pertaining to military leave.

7.0 Procedures

7.1 Taking Leave

7.1.1 The employee notifies her supervisor of impending deployment.

7.1.2 The employee notifies the Human Resources Department in writing and provides verification of impending deployment.

7.1.3 The director of human resources will verify eligibility and explain to the employee her rights and responsibilities under USERRA and/of any applicable Federal or Wyoming laws pertaining to military leave.

7.1.4 The employee elects or does not elect to continue her health care plan. If the employee elects to continue her health care plan, she arranges for payment of the health care premium with the Human Resources Department

7.1.5 The employee returns to work at the conclusion of the deployment leave in accordance with USERRA guidelines and/of any applicable Federal or Wyoming laws pertaining to military leave.

Top of page

Emergency Leave for Administrative
and Classified Staff Employees
| pdf |
Approved Date 5-17-2011
Effective Date 10-01-11
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for administrative and classified staff employees to use emergency leave.

2.0 Revision History

Date Rev. No. Change Ref Section
5-17-11 1.0 Policy rewrite.  
5-17-11 1.1 Added a statement about the director of human resources granting emergency leave. This is consistent with our current practices. 7.1.2

3.0 Persons Affected

3.1 Administrative and classified staff employees who are eligible to receive employment benefits.

4.0 Policy

The policy of Casper College is to ensure that:

4.1 Administrative and classified staff employees have an opportunity for paid leave for emergencies.

4.2 The college allots emergency leave at a designated allotment rate.

4.3 Administrative and classified staff employees take leave in accordance with this policy.

4.4 Administrative and classified staff employees do not accrue emergency leave.

4.5 Employees use annual or converted leave or compensatory time, or any other applicable leave before the college will grant emergency pay.

4.6 Administrative and classified staff employees take leave in four-hour increments.

5.0 Definitions

5.1 Leave Notification Form. This document is a one-page form used by employees to request leave. The leave form describes the type of leave, the dates and hours requested, and signature lines for the employee and the supervisor. Completion of the leave form alone does not constitute the granting of leave.

5.2 Emergency Leave. This paid leave is time off for employees to use for medical or non-medical emergencies. The director of human resources will determine if a situation is eligible for emergency leave.

5.3 Designated 12-Month Period. This is the 12-month period the college has selected for FMLA, emergency, or birth or adoption leave. The 12-month period will be measured forward from the first date that a respective leave begins.

5.4 Allotment Rate. This is the rate at which the college provides employees leave. The college allots emergency leave based on the following schedule.

5.4.1 Administrative or classified staff employees who are regularly scheduled to work 40 hours per week are allotted a maximum of 40 hours of emergency leave per designated 12-month period.

5.4.2 Administrative or classified staff employees who are regularly scheduled to work less than 40 per week are allotted emergency leave at a rate prorated to the full-time employee’s leave schedule based on the employee’s regular work schedule.

6.0 Responsibilities

6.1 Administrative and classified staff employees are responsible for requesting emergency leave.

6.2 Administrative and classified staff employees are responsible for working with their supervisors to plan and schedule for the employee’s return to work.

6.3 The Human Resources Department is responsible for recording and monitoring leave and for responding to requests for information about available leave.

6.4 The director of human resources is responsible for granting emergency leave and for ensuring compliance to this policy.

7.0 Procedures

7.1 Taking Leave

7.1.1 The employee notifies her supervisor prior to the time she is scheduled to work that she has an emergency and will not be reporting to work. Failure to report an absence may result in disciplinary action, regardless of whether the employee is eligible for emergency leave or not. Employees who fail to notify their supervisor of their absence for three consecutive workdays have voluntarily terminated their employment.

7.1.2 The employee together with her supervisor contacts the director of human resources to verify that the situation is eligible for emergency leave. The director of human resources may request documentation of the emergency. All requests for information will comply with FMLA and the Health Insurance Portability and Accountability Act. The employee is either granted emergency leave or may use annual or converted leave or compensatory time. If other leave is not available, leave will be without pay.

7.1.3 Upon return to work, and if emergency leave was granted, the employee completes the Leave Notification Form by checking the Emergency box and filling in the dates and total amount of time taken. Employees report emergency leave in increments of four hours.

7.1.4 The employee submits the Leave Notification Form to her supervisor.

7.1.5 The supervisor signs the Leave Notification Form and submits it to the Human Resources Department.

Top of page

Fall and Spring Breaks
| pdf |
Approved Date 5-17-2011
Effective Date 10-1-2011
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for employees to use fall and spring breaks.

2.0 Revision History

Date Rev. No. Change Ref Section
5-17-11 1.0 Policy rewrite.  
       

3.0 Persons Affected

3.1 All employees who are eligible to receive employment benefits.

3.2 All employees who are not eligible to employment benefits.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Benefited employees are provided with paid fall and spring breaks.

4.2 Non-benefited employees are provided with unpaid fall and spring breaks.

4.3 Employees take fall and spring breaks leave in accordance with this policy.

4.4 The college does not count fall and spring break leave as hours worked when calculating overtime.

4.5 Employees who are scheduled to terminate their employment with the college must return to work or take eligible annual leave for at least one day following a fall or spring break day to be eligible for fall or spring break leave.

5.0 Definitions

5.1 Administrative. This job classification includes professional, non-faculty positions responsible for the management or operations of the college. Administrative employees are exempt from the Fair Labor Standards Act.

5.2 Classified staff. This job classification includes operational support positions. Classified staff employees are covered by the Fair Labor Standards Act.

5.3 Faculty. This job classification includes employees who are responsible for teaching and instruction. Faculty employees are employed on a faculty contract. Faculty employees are exempt from the Fair Labor and Standards Act.

5.4 Benefited. This group is comprised of employees who are eligible to receive employment benefits from the college.

5.5 Supervisor. The person to whom the employee reports and who has managerial responsibility to make decisions regarding the employee.

5.6 Fall and Spring Breaks. This is paid leave taken during the fall and spring semesters. The college allots fall and spring break leave based on the following schedule.

5.6.1 Faculty employees are allotted two leave days in the fall and five leave days in the spring. Faculty must take their semester breaks on the dates listed in the academic calendar.

5.6.2 Administrative and classified staff employees are allotted one leave day in the fall and two leave days in the spring. Administrative and classified staff employees may take leave during the dates listed in the academic calendar, or they may work with their supervisor to schedule other day(s) during the semester to take their leave.

6.0 Responsibilities

6.1 Administrative and classified staff employees are responsible for working with their supervisor to schedule their leave.

6.2 Supervisors are responsible for granting fall or spring break leave in compliance with this policy.

6.3 Supervisors are responsible for scheduling fall or spring break leave in a manner that ensures appropriate departmental staffing.

6.4 The director of human resources is responsible for ensuring compliance to this policy.

7.0 Procedures

N/A

Top of page

Family and Medical Leave Act
| pdf |
Approved Date 5-17-2011
Effective Date 11-01-11
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for how employees use the Family and Medical Leave Act (FMLA). This policy summarizes the key points of FMLA. It is not a comprehensive guide to FMLA.

2.0 Revision History

Date Rev. No. Change Ref Section
5-17-11 1.0 Policy rewrite.  
5-17-11 1.1 Added clause to address military family leave. 3.2, 5.2, 5.3

3.0 Persons Affected

3.1 All employees who have worked for Casper College for at least 12 months and who have worked at least 1,250 hours over the previous 12 months.

3.2 Eligible employees with a spouse, child, or parent who is a covered service member on active duty or call to active duty status in support of a contingency operation.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college complies with the FMLA.

4.2 Employees use FMLA leave concurrently with annual, sick, converted, or birth or adoption leave or compensation time.

4.3 Employees may take FMLA leave intermittently or on a reduced leave schedule when medically necessary.

4.4 Employees continue to be covered under their existing health care plan.

4.5 Employees do not accrue annual or sick leave while on FMLA unless they are using FMLA concurrently with annual or sick leave.

4.6 Employees returning from FMLA leave must be restored to their original or equivalent positions, benefits, and pay, if they are able to perform the essential functions of the position with reasonable accommodations. The college may deny reinstatement of a key employee if the reinstatement would result in substantial and grievous economic injury to the college.

4.7 Employees must provide 30 days advanced notice when possible; otherwise, the employee must provide notice as soon as is practical.

4.8 The college has the right to require medical certification from a licensed medical provider for leave taken for serious health conditions of the employee or the employee’s family.

4.9 The college has the right to ask the employee on FMLA to report her status and intentions to return to work. All requests for information will comply with the FMLA and the Health Insurance Portability and Accountability Act.

4.10 Employees do not receive in excess of the required FMLA leave during the designated 12-month period.

4.11 Spouses who are both employed at the college are entitled to a combined total of 12 weeks of unpaid FMLA leave for the birth and care of the employee’s child after birth or adoption placement or foster care or for the care of the employees’ spouse, child, or parent who has a serious health condition.

4.12 Spouses who are both employed at the college are entitled to a combined total of 12 weeks of unpaid FMLA leave during the designated 12-month period for qualifying military exigencies.

4.13 Spouses who are both employed at the college are entitled to a combined total of 26 weeks of unpaid FMLA leave during the designated 12-month period to care for a covered servicemember.

4.14 Employees who use unpaid FMLA leave in excess of 90 calendar days, or 182 days in the case of employees eligible to use 26 weeks of FMLA military leave, may be terminated.

5.0 Definitions

5.1 Designated 12-Month Period. This is the 12-month period the college has selected for FMLA, emergency, or birth or adoption leave. The 12-month period will be measured forward from the first date that a respective leave begins.

5.2 Family and Medical Leave Act. This act requires covered employers to provide up to 12 weeks of unpaid, job-protected leave during the designated 12-month period. Eligible employees may use FMLA for incapacity due to pregnancy, prenatal medical care, or childbirth; for a serious health condition that makes the employee unable to perform the employee’s job; to care for the employee’s child after birth, adoption placement, or foster care; or to care for the employee’s spouse, child, or parent who has a serious health condition.

5.3 Military Family Leave. This section of FMLA requires covered employers to provide up to 12 weeks of unpaid, job-protected leave during the designated 12-month period. Eligible employees may use military family leave for qualifying exigencies, which may include attending certain military events, arranging for alternative childcare, addressing financial and legal arrangements, attending certain counseling sessions, or attending post-deployment reintegration briefings. FMLA includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered servicemember as defined by the FMLA during the designated 12-month period.

5.4 Covered Servicemember. A current member of the Armed Forces, including the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the servicemember medically unfit to perform his duties for which the servicemember is undergoing medical treatment, recuperation, or therapy; is in outpatient status; or is on the temporary disability retired list.

5.5 Serious Health Condition. An illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of her job or prevents the qualified family member from daily activities.

5.6 Continuing Treatment. Continuing treatment is incapacity of more than three consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment.

5.7 Key Employees. This is the group of employees at the college who consist of the highest ten percent of compensated employees at the college.

5.8 Supervisor. The person to whom the employee reports and who has managerial responsibility to make decisions regarding the employee.

6.0 Responsibilities

6.1 Employees are responsible for requesting FMLA and for providing appropriate documentation of illness, injury, or treatment to the Human Resources Department.

6.2 Employees are responsible for working with their supervisors to plan and schedule the employee’s return to work.

6.3 The Human Resources Department is responsible for recording and monitoring FMLA leave and for communicating with employees about how much leave they have available to them.

6.4 The director of human resources is responsible for ensuring compliance with the FMLA.

7.0 Procedures

7.1 Taking Leave.

7.1.1 The employee notifies his supervisor immediately of any illness, injury, or treatment or responsibilities that might require extended or intermittent leave.

7.1.2 The employee then contacts the Human Resources Department to determine if or when the employee is eligible for FMLA leave. If the employee is incapacitated, a guardian or person with power of attorney may represent the employee.

7.1.3 The director of human resources will verify eligibility and notify the employee and the employee’s supervisor of eligibility for FMLA leave.

7.1.4 The Human Resources Department may contact the employee’s medical provider. All requests for medical information will comply with the FMLA and the Health Insurance Portability and Accountability Act.

7.1.5 The employee and his supervisor will develop a leave schedule.

7.1.6 The employee returns to work at the conclusion of the FMLA leave. The employee must provide a written release from a licensed medical provider when he has been on leave for a personal illness, injury, or treatment.

7.1.7 The president may terminate an employee who is unable to return to work with reasonable accommodations after all available leave has been exhausted or if the employee is a key employee whose reinstatement would result in a substantial and grievous economic injury to the college. The Board of Trustees may terminate the president if his reinstatement would result in a substantial and grievous economic injury to the college.

Top of page

Funeral Leave for
Administrative and Classified Staff Employees
| pdf |
Approved Date 05-17-2011
Effective Date 10-1-2011
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for administrative and classified staff employees to use funeral leave.

2.0 Revision History

Date Rev. No. Change Ref Section
5-17-11 1.0 Policy rewrite.  
5-17-11 1.1 Removed the geographic restriction for funeral leave for a close relative.  
5-17-11 1.2 Removed funeral leave allotment for funerals of employees or close friends.  
5-17-11 1.3 Converted funeral leave from days to hours. 5.4

3.0 Persons Affected

3.1 Administrative and classified staff employees who are eligible to receive employment benefits.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Administrative and classified staff employees have an opportunity for paid leave to attend and plan funerals. This does not prevent employees from using other applicable types of leave as needed.

4.2 The college allots leave at a designated allotment rate.

4.3 Administrative and or classified staff employees take leave in accordance with this policy.

4.4 Administrative and classified staff employees do not accrue funeral leave.

4.5 Administrative and classified staff employees who attend a funeral while on another approved leave are not eligible for funeral leave since they were already on an approved leave.

4.6 Administrative and classified staff employees are not paid for any unused funeral leave upon termination of employment with the college.

4.7 Administrative and classified staff employees report funeral leave in increments of one hour. Leave of more or less than one hour is rounded to the nearest hour.

5.0 Definitions

5.1 Leave Notification Form. This document is a one-page form used by employees to request leave. The leave form describes the type of leave, the dates and hours requested, and signature lines for the employee and the supervisor. Completion of the leave form alone does not constitute the granting of leave.

5.2 Funeral Leave. This is paid leave for employees to use to plan and attend funerals.

5.3 Applicable Leave. This is accrued or allotted leave that employees can use in particular situations as defined by the existing leave policies.

5.4 Allotment Rate. This is the rate at which the college provides employees leave. The college allots administrative and classified staff employees up to 24 hours of leave to plan and attend the funeral of the employee’s or the employee’s spouse/ partner’s family or for someone who resides in the employee’s home.

6.0 Responsibilities

6.1 Administrative or classified staff employees are responsible for working with their supervisors to plan and schedule their leave.

6.2 The Human Resources Department is responsible for recording and monitoring leave and for responding to requests for information about available leave.

6.3 The director of human resources is responsible for ensuring compliance to this policy.

7.0 Procedures

7.1 Taking Leave.

7.1.1 The employee notifies his supervisor as soon as possible that he will need to be absent to plan or attend a funeral.

7.1.2 Upon return to work, the employee completes the Leave Notification Form by checking the Funeral box and filling in the dates and total amount of time taken. Employees report leave in increments of one hour. Leave of more or less than an hour is rounded to the nearest hour.

7.1.3 The employee submits the Leave Notification Form to his supervisor.

7.1.4 The supervisor signs the Leave Notification Form and submits it to the Human Resources Department.

Top of page

Holiday Leave
| pdf |
Approved Date 5-17-2011
Effective Date 10-1-2011
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for employees to use holiday leave.

2.0 Revision History

Date Rev. No. Change Ref Section
5-17-11 1.0 Policy rewrite.  
  1.1 Added faculty. 3.1
  1.2 Removed clause about receiving pay if a holiday occurs while the employee is on another paid leave because no docking occurs for the holiday.  

3.0 Persons Affected

3.1 All employees who are eligible to receive employment benefits.

3.2 All employees who are not eligible to receive employment benefits.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Benefited employees receive paid holiday leave.

4.2 Non-benefited employees receive unpaid holiday leave.

4.3 Employees take holiday leave in accordance with this policy.

4.4 The college calculates holiday pay based on the employee’s regular pay rate and scheduled hours to work.

4.5 The college does not count holiday pay as hours worked when calculating overtime.

4.6 Employees who work on recognized holidays will be paid regular wages and given a subsequent day of leave. At the discretion of an employee’s supervisor and the director of human resources, an employee who works on a recognized holiday may receive paid regular wages plus additional wages for hours worked.

4.7 Employees who are terminating their employment with the college must return to work or take eligible annual leave for at least one day following a holiday to receive holiday pay.

4.8 Employees on leave of absence without pay do not receive pay for holiday leave.

5.0 Definitions

5.1 Benefited. This group is comprised of employees who are eligible to receive employment benefits from the college.

5.2 Supervisor. The person to whom the employee reports and who has managerial responsibility to make decisions regarding the employee

5.3 Holidays. The college observes nine holidays, which are listed below. If a holiday falls on a Tuesday, the preceding Monday also will be a paid leave day. If a holiday falls on a Thursday, the following Friday also will be a paid leave day. If a holiday falls on a Saturday, the preceding Friday will be a leave day. If a holiday falls on a Sunday, the following Monday will be a leave day. Supervisors will grant a comparable day off for holiday leave to employees who are regularly scheduled to work a schedule other than Monday through Friday. The president may designate other days as holidays.

Independence Day - 1 day
Labor Day - 1 day
Thanksgiving 2 days
Winter Holiday (December 25) - 1 day
New Year’s Day - 1 day
Equality Day - 1 day
President’s Day - 1 day
Spring Holiday (Friday before Western Christian Easter) - 1 day
Memorial Day - 1 day

6.0 Responsibilities

6.1 Supervisors are responsible for scheduling holiday leave in a manner that ensures appropriate departmental staffing.

6.2 The director of human resources is responsible for ensuring compliance to this policy.

7.0 Procedures

N/A

Top of page

Jury or Witness Leave
| pdf |
Approved Date 5-17-2011
Effective Date 10-1-2011
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for employees to use leave to serve on a jury or to provide testimony at a trial.

2.0 Revision History

Date Rev. No. Change Ref Section
5-17-11 1.0 Policy rewrite.  
5-17-11 1.1 Removed the clause about charging other types of leave because it was not necessary.  
5-17-11 1.2 Added clause about keeping any payment from the court if the employee did not use jury or witness leave. 4.3, 7.1.4

3.0 Persons Affected

3.1 Employees selected for jury call or jury duty.

3.2 Employees subpoenaed to testify as a witness in a trial.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Employees have an opportunity for paid leave to serve on a jury.

4.2 Employees have an opportunity for paid leave to meet their obligation to respond to a subpoena.

4.3 Employees who do not use jury or witness leave may keep any monies received from the court.

4.4 Employees do not use this leave for personal court obligations.

5.0 Definitions

5.1 Jury Leave. This is leave to participate in the selection process or to serve on a jury.

5.2 Witness Leave. This is leave to testify as a witness at a trial for which the employee has been subpoenaed.

5.3 Supervisor. The person to whom the employee reports and who has managerial responsibility to make decisions regarding the employee.

5.4 Leave Notification Form. This document is a one-page form used by employees to request leave. The leave form describes the type of leave, the dates and hours requested, and signature lines for the employee and the supervisor. Completion of the leave form alone does not constitute the granting of leave.

6.0 Responsibilities

6.1 Employees are responsible for notifying their supervisor of jury or witness obligations and providing documentation of jury duty or the subpoena to the Human Resources Department.

6.2 The director of human resources is responsible for ensuring compliance to this policy.

7.0 Procedures

7.1 Taking Leave.

7.1.1 The employee notifies her supervisor as soon as possible of potential dates for jury call, jury duty, or testifying.

7.1.2 The supervisor grants leave as necessary.

7.1.3 Upon return to work, the employee completes the Leave Notification Form by checking the Witness or Jury box and filling in the dates taken. The employee also must submit a copy of the jury notification or the subpoena and any payment vouchers from the Clerk of Court.

7.1.4 The employee endorses any checks received for jury or witness pay, excluding any reimbursements for expenses, to the college. Employees who used some other form of leave during their absence may keep any monies received.

Top of page

Leave for Faculty Employees
| pdf |
Approved Date 5-17-2011
Effective Date 10-1-2011
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for faculty employees to use leave.

2.0 Revision History

Date Rev. No. Change Ref Section
5-17-11 1.0 Consolidated faculty sick, birth or adoption, emergency, funeral, medical, legislative, consulting, and professional leave policies into one policy that better reflects how faculty employees are granted and use leave.  
       

3.0 Persons Affected

3.1 Faculty employees who are eligible to receive employment benefits.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Faculty employees have an opportunity for paid leave.

4.2 Leave is only for activities that occur during the faculty employee’s contracted days.

4.3 Faculty employees take leave in accordance with this policy.

4.4 Deans may request documentation of an event for which a faculty employee requests leave.

4.5 Faculty employees do not accrue leave.

5.0 Definitions

5.1 Faculty. This job classification includes employees who are responsible for teaching and instruction. Faculty employees are employed on a faculty contract. Faculty employees are exempt from the Fair Labor and Standards Act.

5.2 Leave. This is paid leave for faculty employees to use for approved time off.

5.3 Allotment rate. The rate at which employees are provided leave. The college allots faculty employees leave on a per case basis.

5.4 Family and Medical Leave Act. This act requires covered employers to provide up to 12 weeks of unpaid, job-protected leave during the designated 12-month period. Eligible employees may use FMLA for incapacity due to pregnancy, prenatal medical care, or childbirth; for a serious health condition that makes the employee unable to perform the employee’s job; to care for the employee’s child after birth, adoption placement, or foster care; or to care for the employee’s spouse, child, or parent who has a serious health condition.

5.5 Faculty Absence Request Form. This document is a one-page form used by faculty to request leave. The leave form lists the types of leave, a description of the activity, the arrangements made to cover class responsibilities, and signature lines for the faculty employee, department head, and dean. Completion of the leave form alone does not constitute the granting of leave.

6.0 Responsibilities

6.1 Faculty employees are responsible for working with their dean to use leave.

6.2 Faculty employees are responsible for providing documentation to their dean when requested.

6.3 Faculty employees will notify their department heads when they will be absent.

6.4 Faculty employees will work with their department heads to find a substitute to teach their classes.

6.5 Deans are responsible for granting leave in compliance with this policy and for applying the policy fairly and equitably among faculty in their school.

6.6 The Office of Academic Affairs is responsible for recording and monitoring leave.

6.7 The vice president of academic affairs is responsible for ensuring compliance to this policy and for ensuring that the policy is applied fairly and equitably between the different schools.

7.0 Procedures

7.1 Taking Leave

7.1.1 The faculty employee submits a Faculty Absence Request Form to his department head for notification.

7.1.2 The department head signs the Faculty Absence Request Form, verifying notification of leave, and returns the signed copy to the faculty employee.

7.1.3 The faculty employee submits the leave request form to his dean.

7.1.4 The dean approves the leave if it does not interfere with normal college operations and if a qualified college employee is available to fulfill job duties the faculty will miss during leave at no additional cost to the college. The faculty employee and the dean will determine an appropriate substitute, and if none can be found, the dean may allow classes to be canceled.

7.1.5 The dean notifies the Human Resources Department as soon as he is aware that a leave may be eligible to be covered by FMLA.

7.1.6 The dean signs and submits the Faculty Absence Request Form to the vice president of academic affairs.

7.1.7 The vice president of academic affairs approves or denies the leave. If the leave is approved, the request is filed in the Academic Affairs Office. If the leave is denied, the vice president of academic affairs will contact the dean to discuss options.

7.1.8 The dean will notify the faculty employee of any changes to the leave request or if the leave is denied.

Top of page

Leave Without Pay
| pdf |
Approved Date 5-17-2011
Effective Date 10-1-2011
Revision Date 1.0
1.0 Purpose

This policy establishes guidelines for employees to use leave without pay.

2.0 Revision History

Date Rev. No. Change Ref Section
5-17-11 1.0 Policy rewrite.  
5-17-11 1.1 Added a cap of 10 days per calendar year to avoid a disruption of service. 4.5

3.0 Persons Affected

3.1 All employees who are eligible to receive employment benefits.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Employees have an opportunity for unpaid leave.

4.2 Employees use leave in accordance with this policy.

4.3 Employees report leave in increments of 8 hours.

4.4 Employees use annual or converted leave or compensatory time, or any other applicable leave before the college will grant leave without pay.

4.5 Employees do not use more than 10 days of non-FMLA leave without pay in a calendar year.

5.0 Definitions

5.1 Supervisor. The person to whom the employee reports and who has managerial responsibility to make decisions regarding the employee.

5.2 Leave Notification Form. This document is a one-part form used by employees to request leave. The leave form describes the type of leave, the dates and hours requested, and signature lines for the employee and the supervisor. Completion of the leave form alone does not constitute the granting of leave.

6.0 Responsibilities

6.1 Employees are responsible for requesting leave without pay.

6.2 Employees are responsible for working with their supervisors to plan and schedule for the employee’s return to work.

6.3 Supervisors are responsible for granting or denying leave without pay in compliance with this policy.

6.4 The director of human resources is responsible for ensuring compliance to this policy.

7.0 Procedures

7.1 Taking Leave.

7.1.1 The employee notifies his supervisor that he would like to use leave without pay.

7.1.2 The employee, together with his supervisor, contacts the Human Resources Department to verify that the employee is eligible for leave without pay. The supervisors grants or denies leave without pay.

7.1.3 The administrative or classified staff employee completes the Leave Notification Form by checking the Leave Without Pay box and filling in the dates and total amount of time taken. Employees report leave without pay in increments of 8 hours.

7.1.4 The employee submits the Leave Notification Form to his supervisor.

7.1.5 The supervisor signs the Leave Notification Form and submits it to the Human Resources Department.

Top of page

Legislative Leave for
Administrative and Classified Staff Employees
|
pdf |
Approved Date 5-17-2011
Effective Date 10-1-2011
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for administrative and classified staff employees to use legislative leave.

2.0 Revision History

Date Rev. No. Change Ref Section
5-17-11 1.0 Policy rewrite.  
       

3.0 Persons Affected

3.1 Administrative and classified staff employees who are eligible to receive employment benefits and have been duly elected or appointed and certified as members of the Wyoming Legislature.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Administrative and classified staff employees have paid leave to use to serve in the Wyoming Legislature.

4.2 Administrative and classified staff employees who use annual leave to serve in the Wyoming Legislature may keep any monies received from the legislature.

4.3 Administrative and classified staff employees who use legislative leave must forfeit any pay they receive from the legislature to the college.

4.4 Administrative and classified staff employees take leave in accordance with this policy.

4.5 Administrative and classified staff employees do not accrue legislative leave.

5.0 Definitions

5.1 Legislative Leave. This leave is time off to serve in the Wyoming Legislature during regular legislature, special sessions, or official legislative or committee meetings. Campaigning is not an eligible activity.

5.2 Leave Notification Form. This document is a one-page form used by employees to request leave. The leave form describes the type of leave, the dates and hours requested, and signature lines for the employee and the supervisor. Completion of the leave form alone does not constitute the granting of leave.

6.0 Responsibilities

6.1 Administrative and classified staff employees are responsible for informing their supervisor of their election to the Wyoming Legislature and potential leave dates.

6.2 Supervisors are responsible for granting this leave in accordance with this policy.

6.3 The director of human resources is responsible for ensuring compliance to this policy.

7.0 Procedures

7.1 Taking Leave.

7.1.1 The employee notifies her supervisor as soon as possible of dates of regular legislature or special sessions or official legislative or committee meetings.

7.1.2 The supervisor grants leave as necessary.

7.1.3 Upon return to work, the employee completes the Leave Notification Form by checking the Other box and fills in the dates taken. The employee remits any legislative pay received, excluding any reimbursements for expenses, to the college.

Or

Upon return to work, the employee completes the Leave Notification Form by checking the Annual box and fills in the dates taken. The employee keeps any monies received from the legislature.

Top of page

National Guard and
United States Military Reserve Leave
| pdf |
Approved Date 5-17-2011
Effective Date 10-1-2011
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for employees to use National Guard or United States Military Reserve leave.

2.0 Revision History

Date Rev. No. Change Ref Section
5-17-11 1.0 Policy rewrite.  
5-17-11 1.1 Removed the clause about holiday pay because it is addressed in the Holiday Leave policy.  
5-17-11 1.2 Removed the word “Wyoming” from in front of National Guard.  
5-17-11 1.3 Added a clause about taking any days in excess of 15 as annual leave or leave without pay. This is consistent with our current practices. 5.1, 7.1.3

3.0 Persons Affected

3.1 Employees enlisted in the National Guard or United States Military Reserve.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Employees have paid leave available to meet their military training obligations.

4.2 Employees take military leave in accordance with this policy.

4.3 The college complies with Wyoming state statute, the Uniformed Services Employment and Reemployment Rights Act, or any other applicable orders.

5.0 Definitions

5.1 National Guard and Reserve Leave. This leave is time off for employees to meet their encampment or training obligations. This leave is not to exceed 15 workdays per calendar year. The employee must take any days in excess of 15 as annual or converted leave or compensatory time, or any other applicable leave. The employ may take leave without pay after all other applicable leave has been exhausted.

5.2 Supervisor. The person to whom the employee reports and who has managerial responsibility to make decisions regarding the employee.

5.3 Leave Notification Form. This document is a one-part form used by employees to request leave. The leave form describes the type of leave, dates and hours requested, and signature lines for the employee and the supervisor. Completion of the leave form alone does not constitute the granting of leave.

6.0 Responsibilities

6.1 Employees are responsible for notifying their supervisor of training obligations.

6.2 The Human Resources Department is responsible for recording and monitoring leave and for responding to requests for information about available leave.

6.3 The director of human resources is responsible of ensuring compliance with this policy.

7.0 Procedures

7.1 Taking Leave.

7.1.1 The employee notifies his supervisor as soon as possible of dates for encampment or training and provides a copy of the official orders.

7.1.2 The supervisor grants the leave.

7.1.3 Upon return to work, the employee completes the Leave Notification Form by checking the Military box and fills in the dates absent. The employee also must submit a copy of his official orders to the Human Resources Department. Employees who use more than 15 days of leave may use other applicable leave, if available, for the extra days used or take the leave without pay.

Top of page

Sabbatical Leave
| pdf |
Approved Date 10-22-2013
Effective Date 10-22-2013
Revision No. 2.0
1.0 Purpose

This procedure establishes guidelines for the process by which faculty and administrative employees request sabbatical leave.

2.0 Revision History

Date Rev. No. Change Ref Section
1-20-09 1.0 New policy.  
1-20-09 1.1 Added employee replacement cost to the budget requirement. 4.6
1-20-09 1.2 Added tentative budget and funding sources for proposed sabbatical project. 5.4.4
1-20-09 1.3 Added process to account for a sabbatical budget. 7.3.2
1-20-09 1.4 Added process to access funds and reimbursements for sabbatical projects or activities. 7.3.3
10-22-13 2.1 Changed the application submission date from the first Monday of December to the first Friday of November to give the alliances more time to review applications. 7.1.2
10-22-13 2.2 Changed the wording from “at” to “by” to give the president and Board the option to vote on sabbatical leaves earlier if they choose. 7.1.5
10-22-13 2.3 Changed the sabbatical report requirement from two copies to the president to three copies to the employee’s direct supervisor to ensure completion of this requirement. 7.2.3

3.0 Persons Affected

3.1 Faculty and administrative employees who have completed six years of consecutive full-time employment without taking a sabbatical.

4.0 Policy

The policy of Casper College is to ensure:

4.1 Sabbatical leaves are granted to eligible faculty or administrative employees to pursue professional studies, investigations, research, or other projects.

4.2 The president, with the approval of the Board of Trustees, may overrule the eligibility guidelines.

4.3 Employees on sabbatical leave are considered full-time employees for computing length of employment and are entitled to all applicable full-time benefits.

4.4 Sabbatical leave is available for the following time lengths and compensation schedules. Other schedules are available upon Board approval.

  • Time Length - Compensation
    • Full annual contract period - full pay
    • Half annual contract period - half pay
    • Full annual contract period, working half-time - full pay

4.5 Employees on sabbatical leave will return to the position they held prior to the leave. Reassignment may be made upon mutual agreement between the employee and Casper College.

4.6 Funds are budgeted and allocated annually for sabbatical leave salaries, benefits, replacement costs, and project or activity cost. Funds budgeted are limited to available resources.

4.7 Sabbatical leave may be terminated prior to the expiration date upon mutual agreement between Casper College and the employee or upon a breach of the sabbatical agreement by the employee. The stipend paid to the employee shall cease upon termination.

4.8 Employees who do not return to work at the college after their sabbatical leave will reimburse the college the full amount of the sabbatical stipend. Employees who return to work at the college for less than two times the length of their sabbatical leave will reimburse the college a prorated rate of the sabbatical stipend. The Board of Trustees may amend the obligation to return to work.

4.9 Employees that are granted sabbatical leave shall submit a written report on their sabbatical to their direct supervisor within 90 days after they return to work.

4.10 Five percent or less of faculty employees are granted sabbatical leaves per fiscal year.

4.11 Five percent or less of administrative employees are granted sabbatical leaves per fiscal year.

5.0 Definitions

5.1 Administrative. This job classification includes professional, non-faculty positions responsible for the management or operations of the college. Administrative employees are exempt from the Fair Labor Standards Act.

5.2 Faculty. This job classification includes employees who are responsible for teaching and instruction. Faculty employees are employed on a faculty contract. Faculty employees are exempt from the Fair Labor and Standards Act.

5.3 Sabbatical. A period of leave, usually with pay, granted by an employer for professional studies, investigations, research, or other projects.

5.4 Sabbatical Leave Application. Eligible faculty and administrative employees use this form to apply for sabbatical leave. The form includes the following items.

5.4.1 A description of the proposed sabbatical project or activity including a statement of relevance to the applicant’s discipline or job.

5.4.2 The benefits of the sabbatical project or activity to the college.

5.4.3 The benefits of the sabbatical project or activity to the applicant.

5.4.4 A budget and staffing plan, which is developed with the applicant’s direct supervisor. The plan must include the salary and benefits for the applicant and the replacement cost of the employee. Include project or activity costs and funding sources if the applicant’s school or department is paying for any of the costs, which is not typical.

5.4.5 A letter of recommendation from the applicant’s dean or supervisor.

5.4.6 Faculty employee applicants need a letter of recommendation from a faculty employee within the same school and a faculty employee from outside their school. Administrative employee applicants need a letter of recommendation from an administrative employee within the same department and from a college employee outside their department.

6.0 Responsibilities

6.1 Eligible employees are expected to adhere to the guidelines of this policy.

6.2 The vice president of academic affairs is responsible for ensuring compliance to this policy for faculty and Academic Affairs administrative employees.

6.3 The vice president of administrative services is responsible for ensuring compliance to this policy for Administrative Services administrative employees.

6.4 The vice president of student services is responsible for ensuring compliance to this policy for Student Services administrative employees.

7.0 Procedures

7.1 Application Activities

7.1.1 Eligible faculty employees obtain a Sabbatical Leave Application form from the Faculty Alliance chair. Eligible administrative employees obtain a Sabbatical Leave Application form from the Administrative Alliance chair.

7.1.2 Faculty employees complete and submit the Sabbatical Leave Application form to the Faculty Alliance chair by the first Friday of November. Administrative employees complete and submit the Sabbatical Leave Application form to the Administrative Alliance chair by the first Friday of November.

7.1.3 The respective alliance, or subcommittee thereof, will review the applications, interview applicants when warranted, and make a recommendation of employees for sabbatical leave to the appropriate vice president by mid-January.

7.1.4 The vice presidents will submit a written recommendation of employees for sabbatical leave to the president by January 31.

7.1.5 The president will make final recommendation to the Board of Trustees by the February board meeting.

7.1.6 The Board of Trustees will vote to accept or deny the sabbatical leave for each employee.

7.1.7 The respective vice president will notify the applicant of the Board of Trustees’ decision.

7.2 Employees

7.2.1 After the sabbatical is approved, employees will develop a plan with their supervisors to cover their leave.

7.2.2 The supervisor notifies the appropriate vice president if there is a need to hire a temporary replacement employee.

7.2.3 Employees submit three copies of a written report on their sabbatical to their direct supervisor within 90 days after they return to work. One copy is filed in the employee’s personnel file, one copy is sent to the president, and one copy is stored in the Casper College Library.

7.3 Accounting

7.3.1 The Human Resources Department will pay the employee a salary using established payroll procedures.

7.3.2 Supervisors of employees granted sabbatical leave will incorporate the sabbatical budgets into their school or department budget.

7.3.3 Employees access funds and reimbursements for approved project or activity costs through the employee’s departmental procedures using requisitions or a college credit card and supporting documentation.

Top of page

Sick Leave for Administrative
and Classified staff Employees
| pdf |
Approved Date 8-16-2011
Effective Date 10-1-2011
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for administrative and classified staff employees to earn and use sick leave.

2.0 Revision History

Date Rev. No. Change Ref Section
8-16-11 1.0 Policy rewrite.  
8-16-11 1.2 Consolidated the administrative and classified staff leave policies.  
8-16-11 1.3 Eliminated personal, doctor or dentist appointments, medical, and converted leave.  
8-16-11 1.4 Removed the requirement that administrative and classified staff employees must provide a medical release.  
8-16-11 1.5 Expanded the policy to include being able to use sick leave for the medical care of the employee’s or the employee’s spouse/partner’s family or for someone who resides in the employee’s home. 4.2
8-16-11 1.6 Added a clause about what happens if the employee exhausts sick leave and is still unable to return to work. 4.5
8-16-11 1.7 Added a clause about FMLA. 4.9
8-16-11 1.9 Added a clause about using sick leave in increments of one hour. 4.12, 7.1.3
8-16-11 1.10 Increase the cap for sick leave from 184 hours to 480 hours. 5.7
8-16-11 1.11 Replaced the clause in the classified staff policy about docking pay to the possibility of disciplinary action. 7.1.1

3.0 Persons Affected

3.1 Administrative and classified staff employees who have a 12-month letter of appointment, who are regularly scheduled to work 40 hours per week, and who are eligible to receive employment benefits.

3.2 Administrative and classified staff employees who have at minimum a 9-month letter of appointment, who are regularly scheduled to work 20 hours or more per week, and who are eligible to receive employment benefits.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Administrative and classified staff employees have an opportunity for paid leave to use for their personal medical care.

4.2 Administrative and classified staff employees have an opportunity for paid leave to use for the medical care of the employee’s or the employee’s spouse/partner’s family or for someone who resides in the employee’s home.

4.3 Administrative and classified staff employees earn leave at a designated accrual rate.

4.4 Administrative and classified staff employees use leave in accordance with this policy.

4.5 Administrative and classified staff employees who have exhausted all of their sick leave and have subsequent absences will have their leave charged against their annual or converted leave or compensatory time, in this order. If other leave is not available, leave will be without pay.

4.6 The Human Resources Department may request administrative and classified staff employees to provide a medical release from a licensed medical provider after an illness or injury to ensure that they are medically fit to perform their job duties.

4.7 The Human Resources Department will notify administrative and classified staff employees in writing and in advance if they will be required to provide a statement from a licensed medical provider to use sick leave. An employee who does not provide the required documentation may face disciplinary action.

4.8 Administrative and classified staff employees who are absent due to an occupational injury or illnesses may use sick leave only for the waiting period required by Workers’ Compensation (see Workers’ Compensation policy).

4.9 Administrative and classified staff employees use sick and Family and Medical Leave Act leave concurrently.

4.10 Administrative and classified staff employees who become ill while on any other form of leave do not use sick leave for the time they were ill, since they were already on an approved leave.

4.11 Administrative and classified staff employees report sick leave in increments of one hour. Leave of more or less than an hour is rounded to the nearest hour.

5.0 Definitions

5.1 Administrative. This job classification includes professional, non-faculty positions responsible for the management or operations of the college. Administrative employees are exempt from the Fair Labor Standards Act.

5.2 Classified staff. This job classification includes operational support positions. Classified staff employees are covered by the Fair Labor Standards Act.

5.3 Sick Leave. This is paid leave that administrative and classified staff employees earn to use for the employee’s medical care, for the medical care of the employee’s or employee’s spouse/partner’s family or for someone who resides in the employee’s home.

5.4 Leave Notification Form. This document is a one-part form used by employees to request leave. The leave form describes the type of leave, the dates and hours requested, and signature lines for the employee and the supervisor. Completion of the leave form alone does not constitute the granting of leave.

5.5 Family and Medical Leave Act. This act requires covered employers to provide up to 12 weeks of unpaid, job-protected leave during the designated 12-month period. Eligible employees may use FMLA for incapacity due to pregnancy, prenatal medical care, or childbirth; for a serious health condition that makes the employee unable to perform the employee’s job; to care for the employee’s child after birth, adoption placement, or foster care; or to care for the employee’s spouse, child, or parent who has a serious health condition.

5.6 Accrual Rate. This is the rate at which an employee earns leave. Employees accrue sick leave based on the following schedule.

5.6.1 Administrative and classified staff employees who have a 12-month letter of appointment and who are regularly scheduled to work 40 hours per week accrue 8 hours of sick leave per month.

5.6.2 Administrative and classified staff employees who have at minimum a 9-month letter of appointment and who are regularly scheduled to work a minimum of 20 hours per week accrue sick leave at a rate prorated to that of employees regularly scheduled to work 40 hours per week. Employees accrue leave for only the months worked.

5.6.3 Administrative and classified staff employees on birth or adoption leave do not accrue sick leave.

5.7 Maximum Accumulation. This is the maximum hours of leave administrative and classified staff employees can carry as a balance. The maximum accumulation allowed is 480 hours.

6.0 Responsibilities

6.1 Administrative and classified staff employees are expected to know how much sick leave they have available to them.

6.2 Administrative and classified staff employees are responsible for working with their supervisors to use their leave.

6.3 Administrative and classified staff employees are responsible for providing medical documentation if asked.

6.4 Supervisors are responsible for granting sick leave in compliance with this policy.

6.5 Supervisors are responsible for working with the Human Resources Department to ensure compliance to this policy.

6.6 The Human Resources Department is responsible for recording and monitoring leave and for responding to requests for information from supervisors and employees about available leave.

6.7 The director of human resources is responsible for ensuring compliance to this policy.

7.0 Procedures

7.1 Taking Leave for Illness

7.1.1 The employee notifies her supervisor, prior to the time the employee is scheduled to work, that she or a person eligible under this policy is ill and she will not be reporting to work. Failure to report an absence may result in disciplinary action, regardless of whether the employee is eligible for sick leave or not. Employees who fail to notify their supervisor of their absence for three consecutive workdays have voluntarily terminated their employment. The employee may request an exception to this clause in writing to the director of human resources.

7.1.2 The supervisor notifies the Human Resources Department as soon as she is aware that the leave may be eligible to be covered by FMLA.

7.1.3 The employee completes the Leave Notification Form by checking the Sick box and filling in the dates and total amount of time used. Employees report sick leave in increments of one hour. Leave of more or less than an hour is rounded to the nearest hour.

7.1.4 The supervisor notifies the Human Resources Department if she thinks a medical release may be necessary.

7.1.5 The Human Resources Department contacts the employee to assess if a medical release will be required.

7.1.6 The employee submits the Leave Notification Form to her supervisor.

7.1.7 The employee’s supervisor contacts the Human Resources Department if a subordinate has demonstrated a pattern of absenteeism. The Human Resources Department will send a notice to the employee that until further notice she will need to provide the Human Resources Department with verification of an appointment from a licensed medical provider each time she uses sick leave.

7.1.8 Employees must provide the Human Resources Department with verification of an appointment from a licensed medical provider if they were notified in advance and in writing that this would be a requirement of using sick leave. All requests for information will comply with FMLA and the Health Insurance Portability and Accountability Act.

7.1.9 The Human Resources Department may contact the employee’s medical provider if an illness or disability is in dispute. All requests for information will comply with FMLA and the Health Insurance Portability and Accountability Act.

7.1.10 The supervisor signs the Leave Notification Form and submits it to the Human Resources Department.

7.2 Taking Leave for an Appointment with a Licensed Medical Provider

7.2.1 The employee notifies her supervisor prior to or as soon as an appointment has been made with a licensed medical provider for the employee or a person eligible under this policy.

7.2.2 The supervisor grants or denies leave based on staffing needs and the urgency of the appointment.

7.2.3 Upon returning from an appointment with the licensed medical provider, the employee complete the Leave Notification Form by checking the Medical Provider box and filling in the dates and total number of hours taken. Employees report leave in increments of one hour. Leave of more or less than an hour is rounded to the nearest hour.

7.2.4 The employee submits her Leave Notification Form to her supervisor.

7.2.5 The supervisor may ask the Human Resources Department to request verification of the appointment from the licensed medical provider. All requests for information will comply with FMLA and the Health Insurance Portability and Accountability Act.

7.2.6 The supervisor signs the Leave Notification Form and submits it to the Human Resources Department.

Top of page

Voting Leave
| pdf |
Approved Date 5-17-2011
Effective Date 10-1-2011
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for employees to use voting leave.

2.0 Revision History

Date Rev. No. Change Ref Section
5-17-11 1.0 Policy rewrite.  
       

3.0 Persons Affected

3.1 Employees who do not have three or more consecutive nonworking hours during the time the polls are open.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Employees have paid leave to exercise their right to vote.

4.2 Employees take voting leave in accordance with this policy.

4.3 The college complies with Wyoming State Statutes.

5.0 Definitions

5.1 Voting Leave. This is paid leave for eligible employees to use to vote in local, state, national, or special elections for which they are eligible to vote. The college allots employees one hour of leave, other than during the meal break, for voting leave.

5.2 Supervisor. The person to whom the employee reports and who has managerial responsibility to make decisions regarding the employee.

6.0 Responsibilities

6.1 Employees are responsible for working with their supervisors to use their leave.

6.2 Supervisors are responsible for granting voting leave in compliance with this policy.

6.3 The director of human resources is responsible for ensuring compliance with this policy.

7.0 Procedures

7.1 Taking Leave

7.1.1 The employee requests leave from the supervisor to vote prior to the time requested.

7.1.2 The supervisor grants leave to all eligible employees who wish to vote. Staffing needs will be taken into consideration when determining what time of the day leave will be granted.

Top of page

Alcohol and Drug Free College
| pdf |
Approved Date 02-19-14
Effective Date 02-19-14
Revision No. 1.0

1.0 Purpose

This policy establishes guidelines for maintenance of an alcohol and drug-free campus.

2.0 Revision History

Date Rev. No. Change Ref Section
02-19-14 1.0 Policy rewrite.  
02-19-14 1.1 Listed the president’s house as exempt from the policy. 5.1
02-19-14 1.2 Removed the section on disciplinary action. Discipline is addressed in the Employee Performance Deficiency and Egregious Behavior Policy and the Student Disciplinary Policy. 7.1

3.0 Persons Affected

3.1 Casper College employees.

3.2 Casper College students.

3.3 Campus visitors and volunteers.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college maintains an alcohol and drug free work and academic environment.

4.2 There is no use or possession of alcohol in college facilities or vehicles.

4.3 There is no unlawful or unauthorized manufacture, distribution, dispensation, possession, sale, or use of alcoholic beverages and controlled substance or drug paraphernalia in college facilities or vehicles.

4.4 No college employee, students, visitor, of volunteer is intoxicated or impaired while using college facilities or vehicles.

4.5 The college abides by all federal, state, and local laws regarding alcohol and drugs. 

5.0 Definitions

5.1 Facility. All buildings, structures, grounds, fields, and parking lots owned or leased by the college. The president’s residence is exempt from the alcohol portion of this policy.

5.2 Drug Free Workplace of 1988. This federal act requires that all federal grantees agree that they will provide a drug-free workplace.

5.3 Criminal Drug Conviction. A finding of guilt (including a plea of guilty or a plea of nolo contendere) or imposition of sentence, or both, by any judicial body charged with the responsibility of determining violations of the federal or state criminal drug laws, alcohol beverage control laws, or laws that govern driving while intoxicated.

5.4 Controlled Substances. This group drugs includes, but are not limited to,

  • narcotics, such as propoxyphene, opium, heroin, morphine and synthetic substitutes
  • depressants, such as chloral hydrate, barbiturates, benzodiazepines, and methaqualone
  • stimulants, such as cocaine (and any derivatives) and amphetamines
  • hallucinogens, such as LSD, mescaline, PCP, peyote, psilocybin, ecstasy, and MDMA
  • cannabis, such as marijuana and hashish
  • any chemical compound added to federal or state regulations and denoted as a controlled substance.

6.0 Responsibilities

6.1 The director of human resources is responsible for ensuring compliance to this policy for employees and volunteers.

6.2 The vice president of student services is responsible for ensuring compliance to this policy for students.

6.3 The director of campus security is responsible for ensuring compliance to this policy for visitors.

7.0 Procedures

7.1 Disciplinary Action

Employees found in violation of this policy are subject to discipline action found in the Employee Performance Deficiency and Egregious Behavior Policy, to include termination.

Students found in violation of this policy are subject to disciplinary actions found in the Student Disciplinary Policy, to include expulsion.

Employees and students may also be subject to criminal proceedings.

7.2 Federal Reporting

7.2.1 Employees must notify the director of human resources of any criminal drug convictions occurring in the workplace or while the employee was acting in an official work capacity on or off campus no later than five days after such conviction, including a criminal conviction for a:

7.2.1.1 violation of any criminal drug law

7.2.1.2 violation of any alcoholic beverage control law, or law that governs driving while intoxicated, based on conduct occurring either on or off the workplace

7.2.2 The college will notify any applicable federal agencies of the conviction within ten days of receipt of notification of a conviction. The college will initiate personnel action, up to and including termination, within thirty days of receiving notice of such conviction. Employees may be required to document satisfactory participation in a drug abuse assistance or rehabilitation program before being allowed to return to work.

7.3 Drug and Alcohol Awareness Training

7.3.1 The Human Resources Department is responsible for providing drug-free awareness training to all employees within 30 days of the employee’s first day of work. The training will include information on the dangers of drug abuse in the workplace, this policy, available drug counseling, rehabilitation, and employee assistance programs, and penalties for violating this policy.

Top of page

Attendance at Commencement
| pdf |
Approved Date 02-19-14
Effective Date 02-19-14
Revision No. 1.0

1.0 Purpose

This policy establishes guidelines for required attendance at commencement.

2.0 Revision History

Date Rev. No. Change Ref Section
02-19-14 1.0 Policy rewrite.  
02-19-14 1.1 Added a clause about missing commencement for extenuating circumstances. 7.1

3.0 Persons Affected

3.1 Faculty employees who are eligible to receive employment benefits.

3.2 Administrators and classified staff employees.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Faculty employees support and recognize student success by attending commencement.

4.2 All administrative and classified staff employees are welcome to attend commencement.

5.0 Definitions

6.0 Responsibilities

6.1 The vice-president of academic affairs is responsible for maintaining compliance with this policy.

6.2 Deans are responsible for approving absences.

7.0 Procedures

7.1 Attendance

7.1.1 Faculty employees attend commencement in appropriate academic regalia (i.e. academic gown, hood, honor cordons, and head covering) and march in the processional. Faculty employees must get prior approval from their dean to miss commencement for extenuating circumstances.

7.1.2 Administrative employees who are required to or who choose to march in the processional must wear appropriate academic regalia.

7.1.3 Administrative and classified staff employees who provide logistic support are not required to wear academic regalia or march in the procession.

7.2 All employees attending commencement will behave in a professional manner reflective of the ceremony and in recognition of student achievement.

Top of page

Early Retirement Incentive Program
| pdf |

Approved Date 12-17-2013
Effective Date 07-01-14
Revision No. 1.0

1.0 Purpose

This policy establishes guidelines for the early retirement incentive program.

2.0 Revision History

Date Rev. No. Change Ref Section
12-17-13 1.0 Policy rewrite.  
12-17-13 1.1 Defined years of employment to correspond with current practice. 5.3
12-17-13 1.2 Added a clause about employees who experience an FMLA qualifying medical event just prior to retirement. This is current practice. 5.6
12-17-13 1.3 Removed the exclusion of restricted fund positions from the eligibility criteria. 5.6
12-17-13 1.4 Removed summer school from base compensation since, like overload and overtime, it is not part of base compensation. 5.7
12-17-13 1.5 Changed the early retirement application deadline from January 15 to November 15 to better manage budgeting and hiring. 7.1
12-17-13 1.6 Added information about the early retirement release form and the ability to revoke a request for early retirement. 7.5
12-17-13 1.7 Changed the time when the Board of Trustees approves early retirement requests to better manage budgeting and hiring processes. 7.8

3.0 Persons Affected

3.1 Administrative and classified staff employees who have a 12-month letter of appointment, who are regularly scheduled to work 30 hours or more per week, and who are eligible for and participate in the mandatory retirement match program.

3.2 Administrative and classified staff employees who have at minimum a 9, 10, or 11-month letter of appointment, who are regularly scheduled to work 40 hours per week, who are eligible for and participate in the mandatory retirement match program.

3.3 Faculty employees who teach a full faculty load and who are eligible for and participate in the mandatory retirement match program.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college may offer an early retirement incentive program.

4.2 The college may revise or suspend the early retirement incentive program at any time.

4.3 The Board of Trustees uses seniority as the determining criteria when ranking applications.

4.4 The college may not rehire employees who participate in the early retirement incentive program into a position that is eligible for the mandatory retirement match program.

5.0 Definitions

5.1 Full-time. These are 12-month positions that are regularly scheduled to work 30 hours or more per week, 9, 10, or 11-month positions that are regularly scheduled to work 40 hours per week, or faculty positions contracted to teach a full load.

5.2 Seniority. This employment ranking is based on years of continuous employment at the college. Employees with a greater number of years of continuous employment have greater seniority.

5.3 Break in Employment. This is a period when an employee separates employment that is not covered by one of the college’s leave policies. Board of Trustee approved leaves and sabbaticals are not breaks in service. Summer semester is not a break in service for full-time faculty employees or for full-time employees regularly scheduled to work 9, 10, or 11 months annually.

5.4 Years of Employment. This is the total number of years an employee is employed at the college in a full-time position.

iii Total number of months employed in a full-time position
–_Breaks in employment_________________________
iii Months employed in a full-time position
÷ 12________________________________________
iii Years of Employment

5.5 Voluntary Early Retirement Request Form. Employees use this form to request participation in the early retirement incentive program. 

5.6 Early Retirement Release Form. Employees who have applied for the early retirement incentive program use this form to verify that they have voluntarily applied for the program and that they are aware of review and revocation deadlines.

5.7 Early Retirement Eligibility. This is the criteria used to determine an employee’s eligibility to participate in the early retirement incentive program. Persons affected who meet one of the following criteria are eligible to participate in the program. The Human Resources Department may request presidential approval to adjust the criteria when an employee experiences a FMLA qualifying medical event a year or less prior to the employee’s date of retirement.

Employees receiving long-term disability or unemployment compensation or who have received notification of involuntary termination or nonrenewal of their contract or letter of appointment are not eligible to participate in the program.

5.7.1 Criteria 1

5.7.1.1 55 to 65 years old as of January 15 of the year retiring

5.7.1.2 At the time of retirement, employed in a full-time position for a minimum of 10 years without a break in service

5.7.2 Criteria 2

5.7.2.1 54 years old or younger as of January 15 of the year retiring

5.7.2.2 The employee’s age plus years of employment equals 75

5.7.2.3 At the time of retirement, employed in a full-time position for a minimum of 10 years without a break in service

5.8 Base Compensation. This is the amount or rate of compensation for a specific position or activity. It does not include overload, summer school, or overtime or any other extra compensation.

5.9 Early Retirement Incentive Payment. The college pays this payment to employees who the Board of Trustees has approved for the early retirement incentive program. The college calculates this payment using the following formula. Payments are disbursed once a year for five years. 

iii Years of employment
+ (66 – the employee’s age on January 15) x 5_________________
iii Total years
+ 100________________________________________________
iii Total years as a percentage, not to exceed 150%
x Employee’s base compensation for the last fiscal year employed___
iii Early retirement incentive payment
÷ 5 annual payments_____________________________________
iii Annual payment

Examples:

A. A 62-year-old employee who has worked at the college for 19 years and earns a base compensation of $45,000.

iiiiiiii19 - Years of employment
+__20 - Years until 66 x 5 = (66 – 62) x 5______________
iiiiiiii39 - Total years
+__100_________________________________________
iiiiiiii139% - Years as a percentage, not to exceed 150%
x__$45,000 - Base compensation_____________________
iiiiiiii$62,550 - Early retirement incentive payment
÷ __5 - Number of annual payments___________________
iiiiiiii$12,510 - Annual payment

B. A 58-year-old employee who has worked at the college for 16 years and has a base compensation of $56,000.

iiiiiiii16 - Years of employment
+__40 - Years until 66 x 5 = (66 – 58) x 5______________
iiiiiiii56 - Total years
+__100_________________________________________
iiiiiiii156% - Years as a percentage, not to exceed 150%*
x__$56,000 - Base compensation_____________________
iiiiiiii$84,000 - Early retirement incentive payment
÷ __5 - Number of annual payments___________________
iiiiiiii$16,800 - Annual payment

* The percentage exceeds 150%, so the base wage is multiplied by 150% rather than 156%.

6.0 Responsibilities

6.1 The director of human resources is responsible for maintaining compliance with this policy, for overseeing the process, and for determining eligibility.

6.2 The vice president of administrative services is responsible for calculating the early retirement incentive payment.

7.0 Procedures

7.1 The employee completes and submits the Voluntary Early Retirement Request form to the Human Resources Department by November 15 the year prior to when the employee plans to retire.

7.2 The vice president of administrative services calculates the early retirement incentive payment amount.

7.3 The employee signs and dates the Voluntary Early Retirement Request form.

7.4 The Human Resources Department provides the employee with an Early Retirement Release form.

7.5 The employee signs, dates, and submits the Early Retirement Release form to the Human Resources Department within 21 calendar days from the signature date on the Voluntary Early Retirement Request form. Failure to sign and submit this form by the deadline voids the request and the employee may not submit another request until the following year. Employees have 7 calendar days from the signature date on the Early Retirement Release form to revoke their application. Revocations must be in writing.

7.6 The president and the vice president of administrative services sign the Voluntary Early Retirement Request form.

7.7 The president provides the Board of Trustees with a list of eligible applicants prior to the board voting on the matter. The Board of Trustees rank applicants based on seniority, with those applicants with greater seniority given preference.

7.8 The Board of Trustees votes on the applications no later than January 31 of the year the applicants will retire. Employees whose applications are not approved may retain their current position and apply for the program again if they qualify, or they may retire without participating in the program.

7.9 Employees select the last payroll date in either July or January as the date to receive their early retirement incentive payment. Employees may not change their payment selection date.

7.10 Approved employees retire on June 30 of the year accepted into the program or on the employee’s contract or letter of appointment end date, whichever is earlier.

7.11 The Human Resources Department pays early retirement incentive payment to the retiree on the retiree’s selection date. If the retiree dies before all payments are made, remaining payments will be paid to the retiree’s beneficiary following the same schedule.

Top of page

Harassment
| pdf |
Approved Date 1-22-2014
Effective Date 1-22-2014
Revision No. 1.0

1.0 Purpose

This policy establishes guidelines for reporting and addressing harassment.

2.0 Revision History

Date Rev. No. Change Ref Section
1-22-14 1.0 Policy rewrite.  
1-22-14 1.1 Expanded the policy to include any type of harassment. 5.1
1-22-14 1.2 Changed the reporting time from 15 days to as soon as possible. 7.1
1-22-14 1.3 Added a reporting line for students. 7.1

3.0 Persons Affected

3.1 Casper College employees.

3.2 Casper College students.

3.3 Campus visitors and volunteers.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college provides a safe academic and work environment.

4.2 The college has an established procedure to report and address harassment.

4.3 The college conducts all investigations in a confidential manner.

4.4 The college prohibits any retaliation against anyone who reports harassment or participates in a harassment investigation.

4.5 The college abides all applicable federal, state, and local laws regarding harassment.

5.0 Definitions

5.1 Harassment. This is any verbal, non-verbal, or physical conduct directed towards a person because of the persons race, sex, color, national origin, religion, age, veteran status, political affiliation, disability, sexual orientation, or gender identity that to a reasonable person creates an intimidating, hostile, or offensive work or academic environment. This policy also includes such conduct towards persons of non-protected groups, which are not necessarily illegal discrimination, but are nonetheless prohibited.

5.2 Sexual Harassment. This behavior is unwelcomed sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature especially when any of the following applies:

  • Submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or academic status.
  • Submission to or rejection of such conduct by an individual is used as the basis for employment or academic decisions affecting the individual.
  • Such conduct unreasonably interfering with an individual's employment or educational performance or creating an intimidating, hostile, or offensive work or academic environment.

Harassment does not include verbal expressions or written material that is relevant and appropriately related to course subject matter or curriculum, and this policy shall not abridge academic freedom or the college’s educational mission. In particular, the policy does not limit classroom teaching concerning sexual topics legitimately related to the content or purposes of a course, even though such topics may elicit discomfort in a class member. Nor is this policy intended to limit scholarly research, publication, or public speaking on gender-related topics.

Instructors are encouraged to communicate clearly with their students when they plan to use sexually explicit content or material in their classroom. They are encouraged to do so in their syllabus, verbally at the beginning of the semester, and again immediately before showing or discussing material that is likely to cause students discomfort.

5.3 False Allegations. This behavior occurs when a person knowingly or with reckless disregard for the truth makes a false accusation of harassment. Failure to prove a claim of harassment is not equivalent to a false allegation.

5.4 Retaliation. This behavior includes any form of intimidation, reprisal, or harassment against an individual for reporting or participating in an investigation of a harassment claim. Retaliation may include, but is not limited to,

  • Firing, refusing to hire, or refusing to promote an individual
  • Departing from customary employment or academic practice regarding the individual
  • Transferring an individual to a lesser position in terms of wages, hours, job classification, job security, or employment or academic status
  • Informing anyone who does not have a need to know that an individual has reported or participated in an investigation of a harassment complaint
  • Impeding an individual’s academic advancement

6.0 Responsibilities

6.1 The director of human resources is responsible for maintaining compliance with this policy.

6.2 All college employees are responsible for reporting harassing behavior.

6.3 Administrators and supervisors who become aware of a harassment incident or retaliation are responsible for promptly addressing the situation.

7.0 Procedures

7.1 Harassment may often be resolved when the alleged harassee addresses the matter directly with the alleged harasser. When such a resolution is not feasible or safe, the harassee or people who witness another person being harassed should report the harassment as soon as possible. Following are typical, but not exclusive, reporting lines.

Employees report any incidents to their supervisor or to the human resources director.

Students report any incidents to the vice president of student services or to the director of security and judicial review.

Visitors report any incidents to the director of security and judicial review or the human resources director.

7.2 Employees who receive a harassment complaint must immediately inform the director of human resources of the complaint, and must keep the information confidential. Administrators and supervisors, in particular, who fail to report a complaint will be subject to disciplinary action.

7.3 The director of human resources contacts the alleged harasser to discuss the complaint and to determine if further investigation is needed. If the complaint warrants further investigation or action, the director of human resources will involve only people pertinent to the investigation.

The director of human resources notifies the president when there is evidence to support a harassment complaint or if someone has made a false allegation.

7.4 The president, along with the director of human resources and any other relevant employees, will determine disciplinary or corrective action, which may include but are not limited to, a reprimand, suspension, or employment termination or academic dismissal.

7.5 The director of human resources will notify, within legal limits, people directly involved in the complaint of disciplinary or corrective measures taken.

Top of page

Nepotism
| pdf |
Approved Date 5-19-2009
Effective Date 5-19-2009
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for when the college employees people who are related or with whom a college employee has a close personal relationship that could raise a perception of impropriety.

2.0 Revision History

Date Rev. No. Change Ref Section
1-20-09 1.0 Policy rewrite.  
       

3.0 Persons Affected

3.1 All employees including full-time, part-time, temporary, supply, contract, adjunct, or student employees.

3.2 Candidates for vacant positions at the college.

4.0 Policy

The policy of Casper College is to ensure:

4.1 All employees are treated fairly and without bias.

4.2 Employees are not advantaged or disadvantaged because of a familial or personal relationship.

4.3 Employees do not participate in the hiring, appointing, reviewing, supervising, managing, promoting, evaluating, or any decision that involves a direct benefit to a relative or a person with whom they have a close personal relationship that could raise a perception of impropriety.

4.4 Supervisors who may have a subordinate employee who is related to them or with whom they have a close personal relationship that creates an appearance of impropriety.

5.0 Definitions

5.1 Nepotism. The act of people with power showing favoritism to a relative or an individual with whom they have a close personal relationship that could raise a perception of impropriety.

5.2 Relative. This group includes the following family members: spouse, child, parent, sibling, grandparent, grandchild, step-parent, step-children, step-sibling, mother-in-law, father-in-law, sister-in-law, brother-in-law, son-in-law, daughter-in-law, aunt, uncle, niece, nephew, or first cousin.

6.0 Responsibilities

6.1 The president is responsible for determining if a close personal relationship exists that could raise a perception of impropriety.

6.2 The president and vice presidents are responsible for rectifying violations of this policy within their respected areas of responsibility. When the violation includes a vice president, the president is responsible for rectifying the violation.

6.3 The director of human resources is responsible for ensuring compliance to this policy.

7.0 Procedures

7.1 Potential violations of the nepotism policy are to be brought to the attention of the director of human resources, president, or appropriate vice president.

7.2 In the case of a non-relative, the president will decide if a close personal relationship exists that could raise a perception of impropriety.

7.3 If it is determined that there is a violation of the nepotism policy, the appropriate vice president will work with the employees involved to rectify the violation. If the violation involves a vice president, the president will work with the vice president and the other employees involved to rectify the violation. Violations are to be rectified within nine months from the time the violation was first reported.

Top of page

Tuition Assistance for Administrative
and Classified Staff Employees
| pdf |
Approved Date 5-21-2013
Effective Date 5-21-2013
Revision No. 1.0
1.0 Purpose

The policy establishes guidelines for providing tuition assistance for administrative and classified staff employees.

2.0 Revision History

Date Rev. No. Change Ref Section
5-21-13 1.0 New policy.  
       

3.0 Persons Affected

3.1 Administrative and classified staff employees who are eligible to receive employment benefits.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Administrative and classified staff employees have access to tuition assistance provided the following criteria are met.

4.1.1 The administrative employee has been accepted into a bachelor’s, master’s, or doctorate program at an institution of higher education that is accredited by a U.S. Department of Education’s nationally recognized accrediting agency. The classified staff employee has been accepted into an associate’s, bachelor’s, or master’s program at an institution of higher education that is accredited by a U.S. Department of Education’s nationally recognized accrediting agency.

4.1.2 The degree must be at least one degree level higher than any academic degree the employee has earned prior to or after being employed by the college. Tuition assistance is not available for administrative employees pursuing an associated degree or classified staff employees pursuing a doctorate degree.

4.1.3 The class must be part of the degree program of study.

4.1.4 Administrative and classified staff employees earn a C or better for undergraduate classes or a B or better for graduate classes.

4.1.5 The administrative and classified staff employee has been currently employed at the college for six or more consecutive months.

4.1.6 Administrative employees who are enrolled in a qualifying program prior to May 21, 2013 and will be rewarded under the July 2005 Administrative /Non-Teaching Professionals Compensation policy and are not eligible to receive tuition assistance.

4.2 Administrative and classified staff employees may receive a maximum of $700 per semester for up to three semesters in a calendar year for tuition assistance. Maximum annual tuition assistance per year is $2,100. Tuition assistance is dependent upon available funding.

4.3 Tuition assistance covers actual expenses only.

5.0 Definitions

5.1 Administrative. This position classification includes professional, non-faculty positions responsible for the management of the college. Administrative positions are exempt from the Fair Labor Standards Act.

5.2 Classified. This job classification includes operational support positions. Classified employees are covered by the Fair Labor Standards Act.

5.3 Advance Degree Notification Form. Employees use this form to notify the college that the employee is pursuing an advanced degree. This form lists the degree the employee is pursing, the institution providing the program, the anticipated graduation date, and signature lines for the employee, the employee’s supervisor, and the director of human resources.

5.4 Tuition Assistance. Reimbursement for tuition, class fees, and books.

5.5 Tuition Reimbursement Form. Employees use this form to request reimbursement for eligible educational expenses. The form includes information about the class taken, the reimbursement being requested, and a signature line for the employee.

6.0 Responsibilities

6.1 Administrative and classified staff employees are responsible for submitting required paperwork in a timely manner.

6.2 The Human Resources Department is responsible for recording and monitoring tuition assistance and for responding to requests for information from employees about tuition assistance.

6.3 The director of human resources is responsible for ensuring compliance with this policy.

7.0 Procedures

7.1 The employee completes and submits an Advance Degree Notification form to the Human Resources Department upon acceptance into a degree program.

7.2 The employee submits a Tuition Reimbursement form, a copy the employee’s unofficial transcript for the semester, and one or more of the following forms of expense documentation to the Human Resources Department no later than 30 days after the end of the semester. The college will not reimburse tuition assistance after the deadline.

  • a copy of a tuition and fees receipt
  • a copy of a receipt for books and class syllabus that corresponds with the books purchased

7.3 The Human Resources Department verifies that the request meets the tuition assistance criteria. They submit eligible requests to the Accounting and Financial Management Office for payment. They return ineligible requests to the employee with justification for denying the request.

7.4 The Accounting and Financial Management Office issues payment.

Top of page

Section: Human Resources
Subject: Worker's Compensation
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1400:26

POLICY

The college covers employees engaged in extra hazardous occupations under the State of Wyoming worker's compensation insurance program as required by State law.

Top of page

Section: Human Resources
Subject: Accident Reporting
Effective Date: April 11, 1995
Revision Date:
| pdf |
Index: 1400:26:01

SCOPE

This procedure pertains to all Casper College employees, including temporary and student employees, who become involved in on-the-job accidents.

RESPONSIBILITY

The Manager of Payroll and Benefits is responsible for reviewing on-the-job accidents and for ensuring compliance with this procedure.

PROCEDURE

Employees of Casper College involved in on-the-job accidents resulting in personal injury are required to report the accident to their immediate supervisor and the Payroll and Benefits Office within 24 hours. In the event the accident includes exposure to bloodborne pathogens, the procedure entitled "Bloodborne Pathogens Exposure Plan" (2103:10:04) should be consulted.

Employees engaged in extra hazardous occupations, as defined by the State of Wyoming Workers Compensation Division are covered under Workers Compensation. Professional employees, faculty, and clerical are covered under the Workers Compensation and Employers Liability Insurance policy.

When an accident involving injury to a college employee occurs, the employee will be instructed to complete a Workers Report of Accident or Occupational Disease within TWENTY-FOUR (24) hours of the injury along with the Casper College Accident Report Form. In the event the employee is unable to complete the reports, the employee's immediate supervisor will do so.
Appropriate forms can be obtained at the Payroll and Benefits Office and all copies must be returned within 10 days. Casper College will then complete the Employer's portion and file the report with the Clerk of Court.

If there is a reason to question whether there is an injury, a statement should be made to the effect that he employee claims a work-related injury, indicating the date of the claimed injury.

Employees involved in accidents resulting in damage to college property will be required to complete only the Casper College Accident Report Form as soon as possible. This form is available at the Payroll and Benefits Office or Security Office and will be reviewed by the Manager of Payroll and Benefits and the Director of Security. Accidents occurring after normal work hours will be reported immediately to Security. If necessary, Security will conduct an accident investigation.

Top of page

Section: Human Resources
Subject Employee and Dependent Scholarship Awards
Effective Date: August 1993
Revision Date: April 24, 2002
| pdf |
Index: 1400:27:11

SCOPE

This procedure pertains to all full and part-time (a minimum of twenty hours per week) benefitted employees.

RESPONSIBILITY

The Vice President for Student Services is responsible for maintaining and interpreting this procedure. The Director of Student Financial Assistance is responsible for authorizing scholarship awards in compliance with the procedure.

DEFINITIONS

For the purposes of this procedure the following terms will be understood in accordance with the definitions presented.

1. The term eligible employee means any employee who has successfully completed their six month of employment. If an eligible employee terminates their employment during any academic term in which they have received an Employee and Dependent Scholarship award for themselves, their spouse and for their dependent, the employee will not be required to make any reimbursement of the scholarship award(s).

2. The term spouse means any individual who is legally married, recognized under the laws of the State of Wyoming, to an employee.

3. The term dependent means a single person, under the age of 24, who is legally claimed as an employee's dependent in accordance with the federal tax legislation.

PROCEDURE

An eligible employee may request an Employee and Dependent Scholarship award to cover the cost of tuition and per credit student fees, for a maximum of six credits per semester, for course work in which they register for credit or audit. The enrollment for audit option is only available for eligible employees, not for their spouses or dependents, and cannot be used for advancement with respect to the Employee Compensation Systems (Policy 1400:12]. Required course fees are not covered by the scholarship.

In accordance with eligible employees are expected to make every effort to enroll in classes scheduled during non-work hours. However, if the class falls within the employee's normal work hours, the employee is expected to complete their work assignments outside normal working hours. An employee's supervisor has the right to deny the request for this scholarship if the class interferes with the employee's workload or the work flow of the employee's division/section/unit.

An eligible employee may request an Employee and Dependent Scholarship award to cover the tuition and per credit student fees for a spouse who:
• Is enrolling only for credit classes,
• Has not previously attempted more than 96 credit hours of course work through Casper College.

When both spouses are eligible employees under the definition of this procedure, neither employee may use this spouse provision to obtain a scholarship award for their spouse. Required course fees are not covered by the scholarship.

An eligible employee may request an Employee and Dependent Scholarship award to cover the tuition and per credit student fees for a dependent who is:
• Enrolled as a degree-seeking student,
• Enrolling only for credit classes, and
• Has not previously attempted more than 96 credit hours of course work through Casper College.

When both and eligible employee and a dependent are eligible employees under the definition of this procedure, the employee may not use this dependent provision to obtain a scholarship award for their dependent. Required course fees are not covered by the scholarship.

Any recipient of an Employee and Dependent Scholarship, including eligible employees enrolling for credit courses, must attain a 2.000 semester GPA in order to be eligible to obtain the scholarship for subsequent terms of enrollment.

Scholarship Application Process:
Eligible employees must complete an Application for an Employee and Dependent Scholarship (available in the Human Resources Office) and turn it in to the Student Financial Assistance Office; in addition the registering individual must complete the standard admission and enrollment process through the Admissions and Registration Office.

Top of page

Section: Human Resources
Subject: Retirement
Effective Date: May 16, 1995
Revision Date: October 22, 1997
| pdf |
Index: 1400:28:01

POLICY

Casper College participates in a retirement plan for all benefitted full and part time employees.

RESPONSIBILITY

The Manager of Payroll and Benefits is responsible for ensuring that eligible employees are provided information regarding the Casper College retirement program and an opportunity to enroll. The Director of Human Resources is responsible for interpreting eligibility status and other procedural matters.

DEFINITIONS

Benefitted Employees: Employees who are hired for twenty or more hours per week for an indefinite period. Benefitted employees may be on either probationary or continuing status. Employees who are either hired for less than twenty hours per week or who are hired for a specified period are classified staff as "intermittent" employees and are not "benefitted" employees. This includes adjunct instructors and employees hired on a Temporary Authorization Form.

PROCEDURE

Casper College contributes 11.25% of an employee's gross salary to retirement. Eligible employees can elect to participate in either the Wyoming Retirement System (WRS) or the Teacher's Insurance and Annuity Association - College Retirement Equities Fund (TIAA-CREF). Employees CAN NOT change retirement plans once they have enrolled in one or the other.

Contributions to either WRS or TIAA-CREF are made on any pay for administrative, sabbatical, annual, sick, vacation, or personal leave; any pay for compensatory time, provided that any such pay for compensatory time is made during the same calendar year in which the compensatory time is earned, and any retroactive compensation payments pursuant to court orders, arbitration awards, or litigation and grievance settlements. Contributions are not made on fringe benefits such as payments for unused sick, personal, or vacation leave; housing allowances; transportation expenses; early retirement incentive pay; severance pay; bonuses; medical insurance; workers' compensation benefits; disability insurance premiums or benefits; or any other payment which may reasonably be construed to be a fringe benefit; or any payment made during any three-year period of employment which is deemed to increase highest average salary for the primary purpose of increasing a retirement benefit.

WRS is a defined benefit plan providing for a pension upon retirement. Employees may retire with full benefits at age 60 or when combined years of service and age equal 85, whichever comes first. Full retirement benefits equals 2% of a members highest average salary for each year of credited service. Early retirement under WRS may be as early as age 50 at reduced benefits. Vesting in WRS is in forty-eight (48) months.

TIAA-CREF is a market based annuity plan offering several options as part of its portfolio. Vesting in the TIAA-CREF plan is immediate.

Top of page

Section: Human Resources
Subject: Emeritus Status for Retired Faculty and Administrators
Effective Date: November 12, 2003
Revision Date:
| pdf |
Index: 1400:28:04

SCOPE

This procedure pertains to retired College Faculty and Administrators.

RESPONSIBILITY

Appropriate supervisors, vice presidents and the president are responsible for implementing this procedure.

PROCEDURE

Emeritus status is the honorary rank awarded to faculty and administrators after retirement in recognition of distinguished service rendered to Casper College. The bestowal of the emeritus title is a distinctive honor, not a right. An individual is not eligible for emeritus status until permanently retired from Casper College.

Emeritus status may be conferred at the discretion of the President for those faculty or administrators who have 15 years of continuous full-time service at the College immediately prior to retirement at age 60 or above or 20 years of continuous full-time service at the College immediately prior to retirement at an age less than 60.

Individuals eligible for emeritus status shall be nominated to the President through the appropriate administrative channels associated with the position that they held while employed at the College. Nominations will be forwarded to the president by the appropriate vice presidents no later than December 1st of each year.

Individuals granted emeritus status will be awarded the following privileges:

  • Individuals with emeritus status shall have their names included in the College Catalog and other such official publications.
  • All individuals with emeritus status shall have the same library privileges as other faculty / administrators.
  • All individuals with emeritus status shall have the option of maintaining their Casper College e- mail account.
  • All individuals with emeritus status shall have the same access and ticket arrangements as regular faculty / administrators for college sponsored activities.
  • All individuals with emeritus status shall have the same access to the fitness center as regular faculty / administrators.
  • All individuals with emeritus status shall receive a Casper College identification card indicating emeritus status.
  • All individuals with emeritus status may receive College publications on request.
  • All individuals with emeritus status may participate in commencement exercises.

Departments are encouraged to use the expertise of their emeritus colleagues whenever appropriate.

Top of page

Section: Human Resources
Subject: Drug Testing
Effective Date: January 1, 1996
Revision Date:
| pdf |
Index: 1400:34:02

PURPOSE

This procedure implements a drug testing program in compliance with provisions of the Omnibus Transportation Employee Testing Act of 1991.

SCOPE

This procedure applies to employees who by virtue of their job positions are required by the Omnibus Transportation Employee Testing Act to hold a Commercial Driver's License (CDL) and any other employees designated by Casper College as being in "safety sensitive" positions.

RESPONSIBILITY

It is the responsibility of the Director of Human Resources to implement, maintain, and interpret this procedure. Any exception to this procedure must be approved by the College President.

DEFINITIONS

Safety Sensitive Position - A job position which on a regular basis includes the operation or servicing of over-the-road vehicles or heavy equipment either on or off campus; or other positions which in the interest of safety the College designates as "safety sensitive."

PROCEDURE

TYPES OF TESTS
Covered employees will receive pre-employment testing, post-accident testing, random testing, reasonable suspicion testing, return to work testing and follow-up testing as described below:
Pre-Employment Testing - Successful job applicants shall be administered alcohol and controlled substance testing after a conditional offer of employment and prior to their first day of employment. As a condition of employment the alcohol test must indicate less than 0.02 and the controlled substance test must indicate a verified "negative" result.

Post-Accident Testing - Each covered employee involved in an accident will be tested for alcohol and controlled substances within two hours of the accident if (a) the accident involved injury to or loss of human life, (b) property damage in excess of $500, or (c) the employee receives a citation under state or local law for a moving traffic violation which contributed to the accident.

Random Testing - A minimum of 50% of covered employees will be selected for alcohol and controlled substance tests each calendar year. The testing may occur during the scheduled work day, immediately prior or immediately following the work day.

Reasonable Suspicion Testing - Covered employees will be administered alcohol and/or controlled substance tests whenever the college has reasonable suspicion to believe the employee has violated college policies relative to alcohol and/or controlled substances. A determination that reasonable suspicion exists will be based on specific, contemporaneous, articulable observations concerning the appearance, behavior, speech, or body odors of the employee. The observations may include indications of the chronic and withdrawal effects of controlled substances on the individual. Reasonable suspicion testing is authorized only if the required observations occur during the scheduled work day for the employee, or just preceding or just after that period.

Return to Work Testing - Covered employees whose alcohol test registered 0.02 or greater or whose controlled substance test indicates a "positive" result will not be allowed to complete the work day in which the test results are received. An employee whose alcohol test indicated 0.02 or greater will be retested just prior to the next scheduled work day and must test at less than 0.02 in order to return to work. An employee whose controlled substance test indicate a "positive" result will not be allowed to return to work until a return-to-work controlled substance test with a result indicating a verified "negative" result for controlled substance use has been received.

Follow-up Testing - Covered employees who have returned to work after receiving either an alcohol test indicating 0.02 or greater or a controlled substance test indicating a "positive" result will be subjected to a minimum of six (6) unannounced tests over the next twelve (12) months following return to work.

Penalties - Employees with alcohol concentration of 0.02 or greater will not be allowed to complete the work day, will be escorted home, and will be subject to the provisions of the return-to-work test. Employees whose controlled substance test indicates a "positive" result will be suspended without pay until a return-to-work test indicates a verified "negative" result. Employees whose alcohol test indicates 0.02 or greater or whose controlled substance test indicates a "positive" result may be subject to revocation of driving privileges and/or suspension without pay; or termination.

Refusal to take the test will serve as grounds for termination.

TESTING METHODS
Alcohol - Alcohol testing will utilize an Evidential Breath Tester (EBT) and will be conducted and evaluated by qualified personnel.

Controlled Substances - Testing for controlled substances will utilize urine sampling techniques conducted by qualified personnel. Positive results will be reviewed by a Medical Review Officer.

RECORDS RETENTION
One Year: Records of negative or canceled drug tests and alcohol test results with concentrations of less than 0.02.
Two Years: Records of the collection process including documents relating to random sampling.
Five Years:
- Records of alcohol tests exceeding 0.02 and positive controlled substance tests.
- Documents regarding refusal to take tests.
- Calibration documentation
- Evaluation and referral records
- Verification of medical examination

TRAINING
Supervisors of covered employees will receive a minimum of sixty minutes of training on physical, behavioral, speech and performance indicators of probable alcohol and substance abuse misuse.

Top of page

Section: Human Resources
Subject: Employee Assistance Program
Effective Date: March 1991
Revision Date:
| pdf |
Index: 1400:34:06

PURPOSE

The Casper College Employee Assistance Program (EAP) is designed to help employees and/or their families with personal problems. The intent of this program is to encourage employees to seek assistance as early as possible and before their problems affect job performance either through seeking assistance on their own or through use of the EAP. If so warranted, Casper College will initiate a process to restore job performance. Every possible effort is made to maintain confidentiality.

SCOPE

The program is for all Casper College employees and their families.

RESPONSIBILITY

The responsibility for administering the Employee Assistance Program rests with the Director of Human Resources. The Wellness Committee serves as an advisory committee to the Director of Human Resources.

PROCEDURE

I. Identification

A. Problems leading to use of the EAP may be identified by the individual with the problem, a student, a co-worker, supervisor, or family member.

1. Employee seeks help voluntarily by contacting a supervisor or Director of Human Resources. EAP survey may assist employee to identify problems.

2. Referral is made by another employee or student to a supervisor after a personal problem is believed to be causing an employee's job performance to deteriorate.

3. The immediate supervisor may believe a personal problem is causing an employee's job performance to deteriorate.

B. Steps leading to use of EAP

1. An informal discussion may be arranged between the supervisor and the employee to talk about the employee's job performance. Only specific instances of documented deteriorating job performance are discussed.

2. If job performance does not improve to a satisfactory level as determined in the initial discussion within an established time frame, the supervisor contacts the Director of Human Resources who arranges a meeting with the employee and supervisor. Again, only documented deteriorating job performance is discussed. When appropriate, the Employee Assistance Program is discussed.

3. If the employee rejects an offer of assistance through the EAP and job performance problems are resolved, nothing further is done. If an employee, who refuses to use the EAP, fails to bring performance to a satisfactory level, he or she will be subject to corrective action in accordance with Casper College procedure.

4. The EAP emphasizes the supervisor's responsibilities to monitor and to evaluate the employee's job performance.

5. An employee may avail himself/herself of the EAP no more than two times for the same type of problem. If performance remains at or deteriorates again to substandard performance the employee will become subject to corrective action.

C. Assistance to family members - Immediate family members of Casper College employees are eligible to participate in the Employee Assistance Program. They contact the Director of Human Resources for an initial discussion to identify the problem. The Employee Assistance Program is then discussed.

II. Internal and External Referrals

A. Following discussion of personal problems and discussion of the Employee Assistance Program, the types of services available to help resolve the problems are explained. An employee may choose between being referred to either an in- house of an outside resource. Services are confidential and information concerning the referral to services remains confidential unless the employee gives consent and requests that information be made available to specific employees of Casper College.

B. The employee or the employee's family members with personal problems involving substance abuse, family- related issues, mental health, or interpersonal skills may be referred to Casper College Counseling Services. The employee or family member meets with the Director of Counseling for continued counseling or may be referred to another Casper College counselor. Referrals to services outside of Casper College Counseling Services may be necessary.

C. The employee or the employee's family members with personal problems involving personal health, substance abuse, family-related issues, personal finance, mental health, interpersonal skills, or legal problems may be referred to services outside of Casper College. A roster of EAP resources is available from the Director of Human Resources. The employee or family member may request assistance to arrange an initial meeting with the EAP resource. Personal preferences of the employee or family member to meet with a resource not included in the EAP resources roster may be discussed with the Director of Human Resources.

D. A course of action is determined by the employee or family member and the resource. Depending upon the necessary course of action, the Director of Human Resources is contacted by the resource if the course of action will affect the employee's job performance and arrangements need to be made to cover the employee's position.

E. The employee is allowed a reasonable time to improve job performance with the aid of counseling and Casper College support.

II. Confidentiality

A. Every possible attempt is made to maintain confidentiality.

B. The best way to maintain confidentiality is for the employee or family member to contact the appropriate person, an employee's supervisor, or the Director of Human Resources, as soon as a personal problem is affecting performance. The earlier efforts are made to solve personal problems, the more likely confidentiality is maintained.

C. Limiting contact persons to supervisors and/or the Director of Human Resources is intended to promote confidentiality. Confidentiality is also maintained through the contacts with internal and/or external referrals by limiting the number of people involved with the employee or family member, the Director of Human Resources and the resource program.

D. The professionals rendering counseling services within the Employee Assistance Program are aware of the required confidentiality. This aspect of the EAP was explained to them by the Director of Human Resources when they agreed to be a part of the referral resources.

E. No information concerning the personal problem or the resolution process is shared with Casper College or anyone else without the employee's consent. The personnel file indicates only the fact of referral and whether or not conditions of referral were met.

III. Protection of Employee's Position

A. When an employee chooses to accept assistance through the EAP, the employee is allowed a reasonable amount of time to improve job performance with assistance of resource counseling, support from the supervisor, and support from the Director of Human Resources, as the representative of Casper College.

B. If the employee experiences a relapse following assistance and attendance and/or job performance are affected, the Director of Human Resources then takes action in accordance with Casper College policy for handling problems of deteriorating job performance. A maximum of two instances using the EAP are permitted.

C. If assistance is rejected by the employee and job performance and/or attendance problems continue or recur, the Director of Human Resources determines the next appropriate step to offer the employee a definite choice between accepting assistance and appropriate discipline in accordance with Casper College policy involving corrective action.

IV. Financial Concerns

A. Group medical and disability insurance benefits may be available.

B. Some counseling such as those available through the Casper College counseling services is provided at no cost to the employee or family member. Costs for assistance from outside resources are not borne by the college.

V. Training of Supervisors

A. The Director of Human Resources is responsible for developing and coordinating a training program for supervisory personnel.

B. The training program assists supervisors in identifying problems and instructs them in counseling the employees without violating the employee's rights.

Top of page

Section: Human Resources
Subject: Employee Obligations
Effective Date: January 19, 1990
Revision Date:
| pdf |
Index: 1400:60

POLICY

In return for compensation in the form of pay, fringe benefits and other perquisites approved by Casper College, employees of the college are expected to perform their assigned duties to the best of their abilities, maintain regular attendance, and abide by all college regulations.

Failure to meet these obligations will subject an employee to corrective action and/or disciplinary measures.

Top of page

Section: Human Resources
Subject: Employee Ethics
Effective Date: May 15, 1990
Revision Date:
| pdf |
Index: 1400:61

POLICY

Honesty and professional integrity are expected of all employees and it would be a serious violation of trust if the interests of the College, the Board and other employees were to be disregarded in the course of performing duties. The use of official position and influence to further personal gain or that of families and associates is unacceptable behavior. Acceptable ethical standards will be established and maintained for confidentiality, acceptable gift value or economic consideration and fiduciary duty.

Top of page

Section: Human Resources
Subject: Faculty Code of Ethics
Effective Date: November 12, 2003
Revision Date:
| pdf |
Index: 1400:61:01

SCOPE

This procedure pertains to all College faculty.

RESPONSIBILITY

The executive committee of the faculty senate may render assistance in the implementation of this procedure, but ultimate responsibility must remain with the vice president for academic affairs.

PREAMBLE

This Casper College Faculty Code of Ethics is intended to preserve the highest standards of scholarship and academic freedom, and is based solely and completely upon the standards originally set forth by the American Association of University Professors. It should be noted that the American Association of University Professors also recognizes that the academic private practice, but rather, function as part of an interconnected team, which is governed by its own mission statement. Contained within are five ethical principles, cited from the original AAUP statement, with two slight modifications. First, the word “professor” has been replaced by the more general term “faculty”, and second, the word “university” has been removed to better reflect our institution. This Code also serves as a reminder that, as members of the academic profession, faculty bear special responsibilities, and these unique responsibilities can be associated with the aforementioned ethical principles. These principles should be considered to be representative of the collective aspirations of the faculty, and thought of as guiding principles. This Code seeks to affirm the highest professional ideals of the faculty of Casper College.

PROCEDURE

Matters that may involve the faculty code of ethics should be addressed in the following manner:

1. The vice president for Academic Affairs and the president of the Senate should confer with on another when a potential violation of the faculty code of ethics is reported. These matters are to be discussed in the strictest of confidence, and the intention of the conference is to decide upon a course of action regarding the situation. On occasion, the affected faculty member(s) may also be asked to join this conference.

2. Depending on the nature of the particular issue at hand, the matter may be handled by the vice president for academic affairs, and action may be taken by that office as warranted.

3. If appropriate, and only after the proper consent of the faculty involved has been given, the president of the senate may call a meeting of the senate executive committee, which may function in the following capacities:

a. As a mediator in deputes among faculty members.
b. As a resource for information and advice to faculty members.
c. As a clearing house for discussion regarding professional conduct.

Although opinions rendered by the executive committee of the faculty senate shall not be binding, and said committee shall not function as a sanctioning body, honest opinion presented by peer faculty could be of great help to faculty members who find themselves in conflict with college policy or with other college employees.

4. In cases where consensus is unattainable, the matter is to be handled by the administration.

RESPONSIBILITIES TO CHOSEN FIELD OF STUDY

“Faculty, guided by a deep conviction of the worth and dignity of the advancement of knowledge, recognize the special responsibilities placed upon them. Their primary responsibility to their subject is to seek and to state the truth as they see it. To this end faculty devote their energies to developing and improving their scholarly competence. They accept the obligation to exercise critical self-discipline and judgment in using, extending, and transmitting knowledge. They practice intellectual honesty. Although faculty may follow subsidiary interest, these interests must never seriously hamper or compromise their freedom of inquiry.”

RESPONSIBILITIES TO STUDENTS

“As teachers, faculty encourage the free pursuit learning in their students. They hold before them the best scholarly and ethical standards of their discipline. Faculty demonstrate respect for all students as individuals and adhere to their proper roles as intellectual guides and counselors. Faculty will make every reasonable effort to foster honest academic conduct and to ensure that their evaluations of students reflect each student’s true merit. They respect the confidential nature of the relationship between faculty and student. They avoid any exploitation, harassment, or discriminatory treatment of students. They acknowledge significant academic or scholarly assistance from them. They protect their academic freedom.”

RESPONSIBILITIES TO COLLEAGUES

“As colleagues, faculty have obligation that derive from common membership in the community of scholars. Faculty do not discriminate against or harass colleagues. They respect and defend the free inquiry of associates. In the exchange of criticism and ideas faculty members show due respect for the opinions of others. They acknowledge academic debt and strive to be objective in their professional judgment of colleagues. They accept their share of faculty responsibilities for the governance of their institution.”

RESPONSIBILITIES TO THE COLLEGE

“As members of an academic institution, faculty seek above all to be effective teachers and scholars. Although faculty observe the stated regulations of the institution, provided those regulations do not contravene academic freedom, they maintain their right to criticize and seek revision. Faculty give due regard to their paramount responsibilities within their institution by determining the amount and character of work done outside it. When considering the interruption or termination of their service, faculty must recognize the effect of their decision upon the program of the institution and give due notice of the intentions.”

RESPONSIBILITIES TO COMMUNITY

“As members of their community, faculty have the rights and obligations of other citizens. Faculty measure the urgency of these obligations in the light of their responsibilities to their subject, to their students, to their profession, and to their institution. When they speak or act as private persons they avoid creating the impression of speaking or acting for the college. As citizens engaged in a profession that depends upon freedom for its health and integrity, faculty have a particular obligation to promote conditions of free inquiry and to further public understanding of academic freedom.”

Top of page

Section: Human Resources
Subject: Administrative Alliance Code of Ethic Statement
Effective Date: March 24, 2004
Revision Date:
| pdf |
Index: 1400:61:02

POLICY

Honesty and professional integrity are expected of all employees and it would be a serious violation of trust if the interests of the College, The Board and other employees were to be disregarded in the course of performing duties. The use of official position and influence to further personal gain or that of families and associates is unacceptable behavior. Acceptable ethical standards will be established and maintained for confidentiality, acceptable gift value or economic consideration and fiduciary duty.

SCOPE

This procedure pertains to all Casper College Administrative personnel.

RESPONSIBILITY

The Administrative Alliance is responsible for overseeing the implementation of this procedure, in conjunction with the supervisor(s) of the personnel involved.

PURPOSE

Casper College will treat each person of the College community as an individual and provide a positive, success-oriented environment. College policies and procedures attempt to protect the rights and development of each individual person. Protection from unlawful discrimination and freedom to develop as a student and/or College employee shall be promoted. The College accepts this responsibility to its students, to its employees and to the members of the community. The College is committed to meet these responsibilities with balance, fairness, accountability, and ethical integrity.

PROCEDURE

General Principles
While this Code of Ethics cannot enumerate every responsibility or foresee every contingency, we view the following as essential parts of an ethics statement within the context of our College community. Employees have the responsibility to:

1. Respect and act in accordance with the rights of all members of the college community in freedom of thought, opinion and conscience, freedom of speech and expression, and freedom of association.

2. Treat all members of the College community with equal consideration and respect regardless of age, race, gender, ethnicity, religion, sexual orientation, or disability.

3. Refrain from harassment of or illegal discrimination against any individual or group of individuals.

4. Present information accurately and refrain from false representation.

5. Comply with all College policies and procedure, and conscientiously fulfill their assigned duties, and responsibilities.

6. Maintain confidentiality of educational and other official records and privileged information.

7. Make the well-being of students the fundamental value in all decision-making and actions.

8. Obey local, state, and national laws, and properly utilize College property and resources for authorized activities.

9. Pursue appropriate measures to correct those laws, policies and procedures that are not consistent with sound educational goals.

10. Avoid using College positions for personal gain through political, social, religious, economic, or other influences.

Relations with Students
All employees have the obligation to discharge their professional responsibilities concerning students in a fair and conscientious manner and in accordance with the ethical standards general recognized within the academic community. In particular, in their relations to students as teachers, mentors, advisers, and service providers, employees are expected to:

1. refrain from engaging in, or creating the appearance of, potentially exploitative relationships with a student, particularly if the employee has an academic or supervisory responsibility for the student or is in a position to confer any benefit to or make any decision affecting the student.

2. Take appropriate precautions to ensure academic integrity among students with respect to plagiarism; cheating and stealing, or misappropriation of institutional resources; and refer such matters for disciplinary action when such are known to have occurred.

Relations with Colleagues
In all relations with colleagues within the college, all employees are expected to:

1. Objectively fulfill supervisory, administrative, and collegial responsibilities, especially in matters concerning evaluation, reappointment, tenure, promotion, discipline, and other conditions of employment.

2. Refrain from engaging in or creating the appearance of, potentially exploitative relationships with employees in a subordinate position, or over whom there is the power to confer a benefit or make any employment decisions.

Relations with Society
A possible conflict of interest exists if an employee, or an employee’s family member, has an existing or potential financial or other interest which impairs, or might appear to impair, that person’s independent judgment when performing responsibilities of the College. Casper College employees have an obligation to avoid conflicts of interest or any appearance of conflicts between their personal interest and the interest of the College.

1. Employees should represent the College only when authorized to do so, and should otherwise make clear their role as private citizens when speaking or writing in public.

2. Employees must be sensitive to conflicts of interest, and to the appearance of such conflicts between their roles in the College and their private activities. Whenever a potential or apparent conflict of interest exists, the individual should consult with his/her supervisor and should excuse himself/herself from involvement in the activity.

3. Casper College supports the principle of fair competition and does not engage in any activities that impede competition or that foster a restraint of trade. Discussions with other colleges and universities concerning future tuition rates, student fees, and other proprietary competitive information should not occur until after the information has been officially announced to the public by the College or the Community College Commission.

4. Casper College employees should ensure that suppliers and contractors receive faire and uniform treatment. Suppliers should feel they are being given every reasonable opportunity to be awarded business by providing the best offer. Employees should avoid doing anything that might create the appearance that a supplier is being given preferential treatment.

5. Casper College policy prohibits the acceptance of gifts for services rendered in the course of one’s normal employment. Gifts of more than nominal value (up to $100) from individuals or organizations with whom the College does business, or from those who hope to do business with the College, are also prohibited. In addition, acceptance of social invitations from individuals doing business with, or seeking to do business with the College, when such initiation can be construed as intent to influence an employee’s decision, and the cost to the host of such entertainment would appear to be excessive, is prohibited.

Other Professional standards
Members of the Casper College Administrative Alliance work in a variety of disciplines, and are governed by codes of ethics establish for their respective professions by their respective professional organizations. Administrative Alliance members retain the obligation to comply with their individual professional codes of ethics in area which are not covered by the foregoing code.

Top of page

Section: Human Resources
Subject: Conflict of Commitment
Effective Date: February 18, 1997
Revision Date:
| pdf |
Index: 1400:62

POLICY

Casper College full-time employees owe their primary professional allegiance to the College, and their primary commitment of time to fulfilling their college duties and responsibilities.

Conflicts of commitment usually involve issues of time allocation. Whenever an individual's outside consulting, business interests or other non-college related employment interferes with college responsibilities, or whenever a full-time college employee's primary professional loyalty is not to Casper College, a conflict of commitment exists.

Top of page

Section: Human Resources
Subject: Community Involvement
Effective Date: May 15, 1990
Revision Date:
| pdf |
Index: 1400:66

POLICY

The college encourages, but does not require or pressure, its employees to become actively involved in the community by belonging to civic organizations, supporting charitable concerns, and otherwise making a positive contribution.

Top of page

Section: Human Resources
Subject: Participative Management
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1400:67

POLICY

Employee morale is directly related to the amount of influence employees believe they have in the planning and decision making processes, especially in those areas that directly affect the employee. To foster participative management, the administration will actively seek, and give consideration to, the advice and opinions of those employees who might be affected by proposed change. A comment period of reasonable length will precede the implementation of any significant change.

Top of page

Academic Nepotism
| pdf |
Approved Date 5-19-2009
Effective Date 5-19-2009
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for faculty employees who are teaching relatives or individuals with whom the faculty employee has a close personal relationship that could raise a perception of impropriety.

2.0 Revision History

Date Rev. No. Change Ref Section
1-20-09 1.0 Policy rewrite.  
       

3.0 Persons Affected

3.1 Faculty employees who teach classes for academic credit.

3.2 Faculty employees who teach non-credit classes that result in a formal certification.

3.3 Current and potential students.

4.0 Policy

The policy of Casper College is to ensure:

4.1 Faculty employees treat all students fairly and without bias.

4.2 Students are not advantaged or disadvantaged because of a familial or personal relationship.

4.3 Faculty employees do not provide instruction that earns academic credit to a student who is a relative or with whom they have a close personal relationship that could raise a perception of impropriety.

4.4 Faculty employees do not provide non-credit instruction that leads to a formal certification to a student who is a relative or with whom they have a close personal relationship that could raise a perception of impropriety.

5.0 Definitions

5.1 Academic Nepotism. The act of faculty employees showing favoritism to a relative or someone with whom they have a close personal relationship that could raise a perception of impropriety.

5.2 Relative. This group includes the following family members: spouse, child, parent, sibling, grandparent, grandchild, step-parent, step-children, step-sibling, mother-in-law, father-in-law, sister-in-law, brother-in-law, son-in-law, daughter-in-law, aunt, uncle, niece, nephew, or first cousin.

6.0 Responsibilities

6.1 Faculty employees are responsible for identifying any potential academic nepotism violations, working with the student to resolve the issue, and for notifying their dean of any violation of this policy.

6.2 Deans are responsible for notifying the vice president for academic affairs of any potential violation of this policy.

6.3 The president is responsible for determining if a personal relationship exists that could raise a perception of impropriety.

6.4 The president is responsible for granting or denying exceptions to this policy.

6.5 The vice president for academic affairs is responsible for ensuring compliance to this policy.

7.0 Procedures

7.1 Faculty employees, upon becoming aware that a relative or a person with whom they have a close personal relationship that could raise a perception of impropriety is interested in or has actually enrolled in their class, should advise the student of the academic nepotism policy and work with the student to resolve the situation. If the student wishes to remain in the class, the faculty employee is responsible for submitting a written petition to the president on behalf of the student.

7.2 Faculty employees are to notify their dean of the situation and related actions.

7.3 Deans are to notify the vice president for academic affairs of the situation and related actions.

7.4 The president or designee has five business days to respond to a written petition for an exception to this policy.

Top of page

Faculty Tenure Policy
| pdf |
Approved Date 3-19-2013
Effective Date 3-19-2013
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for faculty employees to earn tenure.

2.0 Revision History

Date Rev. No. Change Ref Section
3-19-13 1.0 Policy rewrite.  
3-19-13 1.1 Changed the tenure process to be more rigorous, consistent, and employee development focused.  
3-19-13 1.2 Added a clause about retaining tenure. 4.4
3-19-13 1.3 Added the president as the final tenure decision maker. This is consistent with current practice. 7.2.4

3.0 Persons Affected

3.1 Faculty employees who have been hired in a tenure-track position.

3.2 College employees who are involved in the tenure process.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Full-time faculty employees hired in tenure-track positions have the opportunity to earn tenure.

4.2 The college provides a formal, consistent, and equitable process to grant tenure.

4.3 The president has final approval to grant tenure.

4.4 Tenured faculty employees who take an administrative position at Casper College retain their tenure if they are reassigned to a faculty position without a break in service.

5.0 Definitions

5.1 Candidate. These are full-time faculty employees who have been hired in a tenure-track position or whose position has been transitioned to a tenure-track position.

5.2 Departmental Tenure Criteria. These are specific departmental requirements for recommending candidates for tenure in that department. The criteria are part of the Tenure Portfolio Requirements.

5.3 Faculty Tenure Committee (FTC). This is the committee responsible for deciding whether to recommend a candidate for tenure. The FTC will be composed of the candidate’s dean and department chair or program director (or chair or director from a related department if the candidate is the department chair or program director), one faculty employee from within the school selected by the candidate, and one faculty employee from outside the school selected by the dean.

5.4 Peer Evaluation Form. FTC employees use this form to evaluate and provide feedback to candidates. The form includes specific teaching evaluation criteria, a strengths section, a recommendations section, and signature lines for the evaluator and the candidate. Deans may develop their own form for their evaluation of the candidate, or they may use this form.

5.5 Probationary Period. Candidates seeking tenure are on probation until the president grants tenure. In the interim, deans are responsible for monitoring the candidate’s performance and may recommend terminating the employment relationship without cause to the vice president of academic affairs any time prior to tenure being granted.

5.6 Tenure. This is a faculty employment status granted by the president.

5.7 Tenure Portfolio. This is a collection of written requirements and artifacts that documents the candidate’s professional experiences during the tenure process. There are 15 required components. Departmental tenure criteria are included under the required components.

5.8 Tenure Process. This is the process for earning tenure. The process includes specific activities and timelines including teaching evaluations and observations, feedback, and portfolio development and review. The timeline is based on fall and spring semesters.

6.0 Responsibilities

6.1 Deans are responsible for providing the tenure documents to the candidate, for assembling and directing the FTC, scheduling meetings, for selecting a FTC employee from outside of the candidate’s school, and for communicating this decision to the candidate.

6.2 The FTC employees are responsible for teaching observations, portfolio reviews, attending committee meetings, for providing feedback to the candidate, and for making a tenure recommendation.

6.3 Candidates are responsible for providing documentation to their FTC of their satisfactory completion of all tenure criteria, portfolio presentation, selection of one employee of their FTC from within their school, and for communicating their choice to their dean.

6.4 Faculty Senate is responsible for maintaining the tenure documents. Senate and the vice president of academic affairs must approve any changes to the documents.

6.5 The vice president for academic affairs is responsible for making a tenure recommendation to the president.

6.6 The president is responsible for granting tenure.

6.7 The Board of Trustees is responsible for recognizing tenure recipients.

7.0 Procedures

7.1 Deans and departments establish departmental tenure criteria.

7.1.1 The dean and the department faculty employees meet prior to the end of the candidate’s first semester to develop departmental tenure criteria for the candidate and incorporate it into the Tenure Portfolio Requirements.

7.1.2 The dean and department chair or program director will distribute tenure documents to the candidate by the end of the candidates first semester.

7.2 Tenure Process

7.2.1 The FTC and the candidate follow the tenure process as outlined in the tenure documents.

7.2.2 The FTC makes a tenure recommendation to the vice president of academic affairs.

7.2.3 The vice president of academic affairs reviews the FTC’s recommendation. He then submits the FTC’s recommendation along with his recommendation to the president.

7.2.4 The president grants or denies the candidate’s tenure.

7.2.5 The president submits the name(s) of successful candidate(s) to the Board of Trustees for formal recognition.

Top of page

Institutional Review Board
| pdf |
Approved Date 12-21-2010
Effective Date 12-21-2010
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for the operation of Casper College’s Institutional Review Board (IRB).

2.0 Revision History

Date Rev. No. Change Ref Section
12-21-10 1.0 New policy.  
       

3.0 Persons Affected

3.1 Administrative, faculty, and classified staff employees and students who are planning to conduct research at Casper College.

3.2 All persons or entities external to the college planning to conduct research at Casper College.

3.3 Current and potential research participants.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The IRB reviews and approves research and grant proposals to ensure research conducted at, or in association with, Casper College is designed to ensure the protection of rights and the welfare of human subjects.

4.2 The IRB reviews research and grant proposals involving animal research designs to ensure compliance with the college’s research procedures.

4.3 Studies involving animals will secure any additional review by appropriate agencies when required (e.g., National Institutes of Health, Food and Drug Administration).

4.4 A college employee serves as the chairperson of the IRB for a two-year term.

4.5 The IRB chairperson is the point of contact for all research at the college and should be consulted prior to submitting grant proposals that involve human or animal research.

4.6 The IRB consists of at least three other college employees.

5.0 Definitions

5.1 Institutional Review Board. This constituted group assures the rights and welfare of humans participating as subjects in research projects through the advanced and periodic review of research proposals, protocols, and documents. IRB has the authority to approve, require modification, or disapprove research.

5.2 Research. A systematic gathering and analysis of information designed to develop or contribute to generalizable knowledge (Health and Human Services IRB Guidebook). Casper College employees or students should seek IRB approval for research and grant proposals that involve human subjects, records gathered on human subjects, or animals that take place at Casper College, other institutions, or in the community.

5.2.1 Systematic. Activities that involve predetermined methods for answering a specific question or testing hypotheses or theories. Typical systematic activities include interviews, program evaluations, and observations. Training or teaching activities used to achieve proficiency are not normally considered systematic.

5.2.2 Generalizable Knowledge. Outcomes or data intended to be used beyond a department or internal use. Course or quality assurance evaluations used to improve performance are generally not considered generalizable.

5.3 Minimal Risk. A research project will be considered to have minimal risk if the probability and magnitude of harm or discomfort anticipated in the research is not greater than a person would ordinarily encounter in daily life or while participating in routine physical or psychological examinations or tests.

5.4 Exempted Review. The IRB grants this type of review when the research involves normal educational practices; the collection or study of existing data, documents, records, pathological specimens, or diagnostic specimens; or programs for the public benefit or service and procedures for obtaining benefits or service under those programs.

5.5 Expedited Review. The IRB grants this type of review when the research involves activities involving no more than “minimal risk” to the human subjects.

5.6 Full Review. The IRB grants this type of review when the research potentially exposes human subjects to more than minimal risk or involves deception.

5.7 Informed Consent Forms. Investigators use this document to secure written consent from research participants or from parent or legal guardians if the participant is younger than 18 years of age or has been judged incompetent. The document must include the following information in order: purpose of the study, description of methodology and duration of participant involvement, risks and benefits to the participants, a statement assuring confidentiality of the data, the right of the participant to withdraw from the study at any time without negative consequences, an offer to answer any questions the participant may have, and contact information of all principal investigators and for IRB. There must be a signature line for the participant or for parents or legal guardians.

6.0 Responsibilities

6.1 The IRB is responsible for reviewing and approving, requesting modification, or denying research and grant proposals to ensure research conducted at, or in association with, Casper College protections the rights and welfare of human and animal subjects.

6.2 Investigators are responsible for submitting their research proposals to the IRB chairperson for review and approval prior to beginning their research. They are responsible for modifying their research in compliance with the IRB review and for administering the Informed Consent Forms, when required.

6.3 The vice president of academic affairs is responsible for ensuring that the IRB is operational and functioning.

7.0 Procedures

7.1 Investigators submit their research proposals to the IRB chairperson via email using the Casper College IRB forms located on the Casper College website.

7.2 The IRB reviews research and grant proposals and assigns them one of three categories: exempted review, expedited review, or full review. The IRB reviews proposals based on their categorization and either approves the proposal, approves the proposal with suggested modifications, or rejects the proposal.

7.3 The IRB chairperson notifies the principal investigator via email of the IRB’s decision regarding the proposal no later than 30 days from the date of submission.

7.4 The investigator must secure signed Informed Consent Forms from each participant or, parent or legal guardian if the participant is younger than 18 years of age or has been judged incompetent, prior to conducting any research involving humans. The principal investigator must retain the informed consent forms for seven years. Informed Consent Forms are not required for research approved through an exempted review.

7.5 The IRB chairperson will contact the primary investigator after the predetermined completion date for the study to verify the study had been completed. If the study is still in progress, the IRB chairperson and the primary investigator will determine a new completion date.

Top of page

Section: Human Resources
Subject: Copyright Infringement
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1400:48

POLICY

Reproduction of published works or printed matter in violation of copyright laws or beyond what is considered "fair use" is strictly forbidden. Before reproducing any copyrighted materials, one must obtain permission from an Academic Dean or the Vice President for Academic Affairs.

Top of page

Section: Academic Affairs
Subject: Academic Freedom
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 4000:01

POLICY

Academic freedom is essential to learning. The college recognizes the right of the faculty to speak freely about their subjects, to experiment with new ideas, and to select appropriate teaching materials and methods. The college recognizes the right of the faculty to inquiry, which comes from freedom of thought and expression.

Top of page

Section: Academic Affairs
Subject: Separation of Church and State
Effective Date: April 18, 1995
Revision Date:
| pdf |
Index: 4000:02

POLICY

As a publicly funded educational institution, Casper College is required by law to comply with the constitutional principle of separations of church and state. Accordingly, faculty will conduct all classes and officially sanctioned school activities in compliance with the current legal standards governing the establishment and free exercise clauses of the Constitution as applied to public higher education settings.

Similarly, classrooms at Casper College are reserved for the teaching of a particular course for credit, and are not open for indiscriminate use by the general public. Hence, Casper College's facilities are not to be deemed public or open forums during instructional time.

Top of page

Section: Academic Affairs
Subject: Geographic Domain
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 4000:06

POLICY

The college may provide educational and training programs in any location.

Top of page

Section: Academic Affairs
Subject: Course Approval
Effective Date: January 25, 1993
Revision Date:
| pdf |
Index: 4000:06:01

SCOPE

This procedure pertains to all credit academic courses offered at Casper College.

RESPONSIBILITY

The Registrar, Division Chairs, and the Vice President for Academic Affairs are responsible for insuring compliance with this procedure.

PROCEDURE

Before a course can be offered for academic credit, it must go through a process of approval that includes at least the following steps:

1. The course creation must originate in the department wherein it will be taught. The primary faculty in that department must support the development of the course;

2. The course must be submitted to the division wherein the department proposing the course is housed. The division chair must sign the course proposal form indicating that the division has given its support to the new course;

3. The Director of the Library and the Director of Academic Computing must identify any resource impact that the proposed new course might have in those respective areas;

4. The proposed new course must be discussed in the curriculum committee and be acted on by that faculty senate committee as evidenced by the signature of the committee chair;

5. After action by the curriculum committee, the proposed course must be acted on by the full faculty senate as evidenced by the signature of the chair of the faculty senate;

6. After the action by the faculty senate the course must be discussed and approved by the academic council;

After gaining the above approvals the course will be added to the college's master list of courses by the Registrar and will be published in the next issue of the college catalog.

Top of page

Section: Academic Affairs
Subject: Appointed Division Chairs
Effective Date: September 18, 1996
Revision Date:
| pdf |
Index: 4000:31

POLICY

The position of Academic Division Chair is considered to be an administrative, at will position, and as such will be appointed by the President of the College after consultation with the Vice President for Academic Affairs and the members of the appropriate division.

Top of page

Section: Academic Affairs
Subject: Division Chair Appointment
Effective Date: December 13, 1996
Revision Date:
| pdf |
Index: 4000:31:01

SCOPE

This procedure pertains to all academic division chairs.

RESPONSIBILITY

The Vice President for Academic Affairs and the College President are responsible for maintaining compliance with this procedure.

PROCEDURE

Whenever a vacancy occurs in one of the academic divisions, applications for division chair will be solicited from the full-time, continuing contract faculty within the affected division.

Division members will collectively have the opportunity to interview each applicant and will subsequently forward to the Vice President for Academic Affairs a list indicating the division's first choice, second choice and third choice to fill the vacancy.

Based on the information received from the division members, the Vice President for Academic Affairs will recommend to the President the person to fill the position.

The President may either choose to accept the recommendation or may disregard that recommendation and appoint one of the other applicants.

The person appointed will serve a four year term as Division Chair. During the first semester of the fourth year the division chair will undergo an in depth evaluation of both their teaching and administrative duties. This evaluation will include input from division members as well as from other appropriate College personnel. Based on this evaluation, the division chair will either be reappointed to the position for an additional four (4) year term or will be informed that reappointment will not take place, and the term will end at the conclusion of the fiscal year.

Top of page

Section: Instructional Services
Subject: Division Chair Compensation
EFFECTIVE DATE: July 1, 1991
REVISION DATE: January 5, 1998
| pdf |
Index: 4000:31:02

SCOPE

This procedure pertains to all academic Division Chairs

RESPONSIBILITY

The Vice President for Academic Affairs is responsible for maintaining compliance with this procedure.

PROCEDURE

During their tenure in office all Division Chairs will have an administrative responsibility factor of five percent (5%) applied towards their base salary (step placement x 1.05 = Division Chair salary). All Division Chairs will also be the recipient of an extended contract authorizing twenty (20) extra days of compensation at this factored rate of pay. This extra pay is for any and all additional time required to successfully do the job of Division Chair.

In addition to the above fiscal considerations all Division Chairs will receive a reduction in their teaching duties equal to fifty percent (50%) of a full teaching load. This reduction in load is for administrative responsibilities associated with the position of Division Chair only. It does not prohibit the Division Chair from requesting appropriate load relief for other duties outlined in the Faculty Load Procedure and Advising Load Procedure.

Top of page

Section: Academic Affairs
Subject: Advisory Committees
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 4000:61

POLICY

The college will involve citizen advisory committees for programs where such advice is deemed appropriate.

Top of page

Section: Instructional Services
Subject: Faculty Committee Follow Through
Effective Date: April 25, 2001
Revision Date:
| pdf |
Index: 4000:61:01
POLICY

This policy was established to enhance communication and establish follow-through on recommendations made by Casper College faculty committees I divisions I departments. In the past as faculty has made recommendations, no consistent procedure has been used to report back the status of the recommendation. This policy has been established to ensure that committee work is effective, recognized, and respected.

SCOPE

RESPONSIBILITY

When recommended, written procedures are sent from a faculty committee I division/ department/ administration to another entity (committee /division /department /administration), the initiating entity will receive a timely reply, within two months, from the receiving entity regarding the status of the recommended procedure.

PROCEDURE

1 . The Faculty Senate Executive Committee will review recommended procedures and forward onto the Professional Standards and Review Committee for action. Each committee/division/department/administrative unit will note in their minutes the action taken on the recommended procedure and sign off on the attached form:

  • Recommended Procedure Accepted:
  • Action to be taken as a Result:
  • Recommended Procedure Accepted with Changes:
  • Changes made: --
  • Action to be taken:
  • Recommended Procedure Denied:
  • Justification for Denial:
  • Recommended Procedure Pending:
  • Reason for delay in decision:
  • Estimated date of decision:

2. The Faculty Senate Administrative Assistant will track the procedure through the appropriate committees/councils/cabinets.

3. The procedure will follow the Faculty Procedure Origination and Implementation Process.

4. It is assumed that action will take place only during the Spring and Fall semester.

Top of page

Section: Academic Affairs
Subject: Student WWW Home Page Accounts
Effective Date: April 1, 1996
Revision Date:
| pdf |
Index: 4000:71:01

SCOPE

This procedure will apply to all students enrolled for 6 credits during the fall and spring semesters and 3 credits during the summer semester.

RESPONSIBILITY

The Director of Academic Computing and Vice President of Student Services are responsible for the establishment and revocation of student home page accounts.

PROCEDURE

To accommodate the demand for WWW home pages by students, an account will be made available to all qualified students. Accounts are available for educational purposes only; commercial use is prohibited. The following procedure will be used to grant accounts and to revoke the same account(s).

Granting student home page accounts:
• Students must be enrolled for the required number of credits.
• Students must successfully complete a 1 credit course. This course, in part will expose students to the use and misuse of computers.
• Faculty may make a request to the Director of Academic Computing to make accounts available for a specific course.

Revoking student home page accounts:
• Enrollment of credits drops below the minimum.
• Inappropriate use of computers or college equipment as outlined in the Casper College Student Handbook or Academic Computing Procedures.
• The required 1 credit course for student home page accounts is not successfully completed.

Violations by the student, which may lead to revoking of their home page account, will be determined by the Director of Academic Computing. If it is determined that the student is in violation of conduct outlined in the Student Handbook or Academic Computing Procedures, then the Vice President of Student Services will proceed with disciplinary action. During this time, the student's home page account will be disabled. The Vice President of Student Services will notify the Director of Academic Computing as to when the account will be reinstated or removed.

Top of page

Section: Student Support Services
Subject: Student Rights
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 2100:01

POLICY

As a modern American college, Casper College is not an insurer of its students, who are recognized as adults capable of making their own decisions, obeying the laws, and taking responsibility for their own actions. A student code of rights and responsibilities will be promulgated to guarantee academic freedom, religious freedom, freedom of speech and assembly, freedom of press, freedom of association, protection against unreasonable searches and seizures, privacy, due process, non-discrimination and confidentiality of records.

Top of page

Section: Student Services
Subject: Student Support Services
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 2100:10

POLICY

Student Support Services will provide assistance to students that will aid them in taking maximum advantage of instructional programs and to foster their personal development and well being.

Top of page

Section: Student Services
Subject: Military Service Leave for Students
Effective Date: September 19, 2000
Revision Date:
| pdf |
Index: 2101:00

POLICY

Casper College, in recognition of its responsibilities to its students who are active and reserve members of the U.S. Armed Force including the Wyoming National Guard, will adhere to appropriate national and state statutes which pertain to the mobilization of these citizen-soldiers.

It is the intention of the College that reasonable efforts be made to accommodate students to minimize the disruption of their education while fulfilling their military obligations. When a student is placed on emergency mobilization status or when a mobilization is anticipated to exceed 15 calendar days, the student, or the student’s designee, must present an official copy of student’s activation orders to the Dean of Students Office as soon as possible after receipt of the orders so as to avail her/himself to the accommodative services as outlined in the appropriate administrative procedures which implement this policy.

The accommodative services offered in emergency mobilization situations may be more individualized than those offered in non-emergency situations.

DEFINITIONS

Emergency mobilization a call to active duty service, in support of an unanticipated event at a local, state, federal or international level. With less than 30 days advanced notice.

Non-emergency mobilization a call to active duty service, training, or other regularly planned purpose(s) and which has a 30 day or more advanced notice.

Wyoming Statutory Reference: W.S. 1+-11-120

Top of page

Section: Human Resources
Subject: Student Leave - Jury and Witness Duty
Effective Date: February 1, 1994
Revision Date:
| pdf |
Index: 2101:01:07

PURPOSE

Casper College recognizes the beneficial learning experience and civic duty associated with jury duty and witness service. It is the intention of the College that reasonable efforts be made to accommodate students in completing academic work missed while performing witness or jury duty.

SCOPE

This procedure applies to all full-time and part-time credit generating students who are required by subpoena to appear as a witness or who receive a summons for jury service.

RESPONSIBILITY

Students are responsible for notifying their instructor(s) or the Dean of Students Office of possible court date(s) that conflict with their academic schedule as soon as possible. It is understood that jury selection is not finalized until the day before a trial. As soon as possible after receiving a summons, students should notify their instructors or the Dean of Students Office that they are part of a jury pool and must appear for the jury selection process. Witness appearances rarely require more than one half day. In the unlikely event that an on-going witness appearance will result in a substantial absence from the academic schedule, the affected instructor(s) should be notified as soon as possible.

PROCEDURE

Upon receiving notice of a court conflict, the instructor must consider alternatives to accommodate the court appearance. Some alternatives that may be considered include but are not limited to:
1. Scheduling the student into an alternate meeting time of the same class.
2. Providing accelerated or extra tutorial work before the court appearance to ensure that necessary subject material is covered.
3. Providing accelerated or extra tutorial work after the court appearance to ensure that necessary subject material is covered.

Students may request additional assistance from the Dean of Students Office in utilizing this procedure.

Students are reminded that the court system is sensitive to persons who can show an undue hardship from performing jury duty. Generally being a college student alone is not sufficient to create a hardship and does not justify a release from jury duty. Finals week, however, may create an undue hardship and merit a release from jury duty. The College encourages student to make known to the examining attorneys, during jury selection, any extenuating circumstances or hardships that jury duty will cause related to the academic schedule.

Top of page

Section: Student Services
Subject: Student Grievances Procedure
Effective Date: May 24, 1993
Revision Date: June, 1997
| pdf |
Index: 2101:01:08

SCOPE

This procedure pertains to all grievances brought by students against employees of Casper College.

RESPONSIBILITY

The Director of Human Resources and the Vice Presidents are responsible for insuring compliance with this procedure.

PROCEDURE

When a student has a grievance against a Casper College employee, arising from actions other than those taken under recognized student disciplinary procedures, the following procedural sequence needs to be used in processing the grievance.

RECEIVING GRIEVANCE PHASE

1. Students wanting to grieve the actions of specific College employee(s) need to consult with a person from one of the following offices within twenty (20) working days from the date of the occurrence: the Office of the Dean of Students, the Office of the Vice President for Academic Affairs, the Office of the appropriate Division Chair, the Office of Human Resources, the Office of the Vice President for Administrative Services, the Office of the Assistant Vice President in charge of Physical Plant.

2. During the initial interview the person receiving the report will ask the student to complete a Student Grievance Form and gather information as to the nature of the grievance, the identity of the employee(s) involved and the actions taken, thus far, by the student(s) to resolve the grievance.

3. The person receiving the report will alert the student(s) as to the various channels available to her/him for resolution prior to proceeding with a grievance. These channels include, but are not limited to, (for faculty) direct discussion with the identified faculty member, discussion with the appropriate Division Chair, discussion with the Vice President of Academic Affairs, or his/her designee; or (for non-teaching professional or classified staff employees) direct discussion with the identified employee, discussion with the appropriate immediate supervisor, discussion with the appropriate administrative level supervisor.

ASSESSING GRIEVANCE PHASE

1. The person receiving the report will have ten (10) working days to conduct an administrative inquiry to determine if the grievance has merit. If, as the result of the administrative inquiry, it is determined that the grievance does not appear to have merit, and the student filing the grievance does not object, then the proceedings are terminated. However, if the grieving student disagrees with the determination of "no merit", then, within 5 working days, the student may request, in writing, that the President, or his/her designee, review the grievance and the information gathered through the administrative inquiry. The President, or his/her designee, will have five (5) working days to make a determination as to the necessity to proceed further with the grievance process.

2. The person receiving the Student Grievance Form will maintain a record of facts related to the grievance and any administrative inquiry including, but not limited to, the name of the grieving student(s), a record of the student(s) actions, a record of their own actions following the receipt of the grievance, a list of the persons interviewed during the administrative inquiry and the involvement of any administrative supervisory personnel, as well as any non-campus resources accessed during the inquiry. This record is to be considered private information, i.e., shared only with those people who have an established need to know and is to be maintained accurately.

INFORMAL RESOLUTION PHASE

1. If, after inquiry, the student's grievance is deemed to have merit, the student(s), the employee, and the person who received the Student Grievance Form will meet within 5 working days to determine potential informal resolution alternatives.

2. If appropriate resolution alternatives are developed, they will be presented to all principles involved within three (3) working days. After one alternative has been agreed upon by all involved parties, a notice of resolution acceptance will be prepared by the appropriate administrative personnel and signed by the grieving student and the College employee(s) involved. Final agreement and implementation of the resolution will be documented by the administrative supervisory personnel.

FORMAL HEARING PHASE

1. If no informal resolution of the grievance is possible, the grieving student(s) may make a formal written request within three (3) working days to the person receiving the grievance that a formal hearing body be appointed by a Vice President who has been minimally involved with the process up to this point.

2. The appointed Vice President will institute a hearing body of at least five persons. Two people will be chosen by the grieving student(s); two people will be chosen by the identified employee(s) and one person will be chosen by the appointed Vice President. All members of the hearing body must be currently enrolled students and/or Casper College benefitted employees. The appointed Vice President will convene the hearing body within five (5) working days and facilitate the selection of a body chair.

3. The hearing body's meetings will be conducted according to the following guidelines:

a. hearings will normally be conducted in private;

b. admissions to the hearing shall be at the discretion of the hearing body chair;

c. the grieving student(s) and the identified employee(s) may be assisted by any advisor they choose, provided they give prior notice of the advisor's presence and identity to the hearing board; however, both parties are responsible for presenting their own case and the advisor(s) are not permitted to speak of participate directly in the hearing body's meetings;

d. the grieving student(s) and identified employee(s) may present witnesses, subject to the right of cross examination;

e. members of the hearing body have the right to ask clarifying questions of the grieving student(s), the identified employee(s) and witness about presented information;

f. all procedural questions are subjected to final decision by the hearing body chair;

g. after hearing and reviewing the pertinent information the members of the hearing body shall develop a resolution for the grievance and the resolution shall be adopted by three of the five appointed hearing body members;

h. the hearing body shall maintain a tape recording of its proceedings. No record shall be maintained for resolution development and subsequent vote for adoption. The tape recording of the proceedings shall be the College's. The grievant and/or the employee against whom the grievance has been filled may request copies of the tape, at their own expense, to be made by the College.

4. Once a resolution for the grievance has been adopted, the hearing body chair will present the resolution to the parties involved. The grieving student(s) and the identified employee(s) will have two (2) working days to accept or reject the resolution proposal. Upon acceptance by both parties the matter will be forwarded to the convening Vice President, who, after consultation with the College's legal counsel, will finalize the agreement.

5. If the grieving student(s) and/or identified employee(s) reject the proposed resolution, the rejection must be contained in a written and signed statement that rejects the proposed resolution, describes the rationale for the rejection, and requests a review by the President.

6. If a proposed resolution is rejected, a copy of the proposed resolution, the written rejection statement, a copy of the transcript from the proceedings and any other pertinent information received by the hearing body shall be forwarded to the President or his/her designee. Within ten (10) working days the President, or his/her designee, shall, after consultation with the College's legal counsel, submit a final resolution proposal that will be implemented to ensure that the institution is in compliance with any legal and legislative mandates.

 

Expression of Student Concerns Statement:
An Invitation to Dialog

PURPOSE: This statement is to identify the processes through which students may express their concerns, voice complaints and/or seek resolution of conflicts involving the operations and/or employees of Casper College.

STATEMENT: Given that one of the standard objectives of higher education is to encourage responsible citizenship through open discussion and the use of effective problem solving strategies, Casper College seeks to improve its operational and employee effectiveness by informing students about how they may enter into a responsible dialog to address issues, express concerns and/or resolve conflicts with institutional procedures or employee actions.
Students have three recognized ways in which they may open a dialog about their area of concern: (1) speak directly with the employee most directly involved with the issue; (2) consult with appropriate supervisory level personnel who oversee the employee or topic involved with the issue; (3) use the relevant established complaint or grievance procedures.
Although students are not required to begin at any given point within this feedback/resolution model, it has been our experience that the more directly the students address their issue, concern or conflict with the person most specifically involved, the more quickly the issue, concern or conflict can be heard, reviewed and/or resolved.

If students are uncertain as to who, or how, they should begin to address their issue, concern or conflict, they are encouraged to talk with their academic advisor, the information center in the Admissions Office or the Dean of Students for advice on where and/or how to begin their dialog.

Casper College Student Grievance Filing Form

Date: ____/____/____

Grieving Student's Name

Contact Points: Local Address

 

Phone Number:

Home Work
Nature or your grievance: (Please describe in specific detail what has caused you to grieve the employee [include dates and times in the statement]. Use additional pages if necessary.)
If others are affected by this grievance, please list their names and any contact information you may know.
Please identify the employee(s) you wish to grieve.
Identify any persons who witnessed the action(s) resulting in this grievance.
Describe what an acceptable resolution would be for you.

Signature of person filing this Student Grievance Form
Signature & date of person receiving this form

Top of page

Section: Student Services
Subject: Student Conduct and Campus Discipline
Effective Date: April 17, 1990
Revision Date: May 16, 1995
| pdf |
Index: 2101:10

POLICY

Casper College students are expected to treat others with the civility, dignity, and respect which recognizes the innate value of all humans, reflects the student's commitment to obtaining an education, and meets the legal and campus standards of conduct imposed by federal, state and local laws and College policies, rules, and regulations. Specific student behavior standards and student disciplinary procedures will be established and publicized by the College. The student disciplinary procedures should afford students due process while ensuring that sanctions taken under their auspices are sufficiently firm and educationally based so as to serve as a deterrent for future conduct violations.

All student disciplinary sanctions that involve the expulsion [i.e., the permanent separation of the student from the College] of a student can only be implemented by the President or Acting President of the College.

Top of page

Section: Student Support Services
Subject: Faculty Initiated Withdrawals
Effective Date: March 1, 1995
Revision Date:
| pdf |
Index: 2101:10:02

SCOPE

This procedure pertains to all full-time and part-time credit generating students.

PROCEDURE

Faculty may request that the Registrar officially withdraw a student from a specific class for non-attendance after that student has failed to attend scheduled class sessions for two consecutive weeks. An instructor may initiate this process anytime after the fourth week of the fall or spring semesters (or the second week of the summer term) and before the official last date the student would have been allowed to withdraw from the class.

After receiving a faculty initiated withdrawal (FIW) request, the registrar will notify the affected student of the request. The student may elect to not be withdrawn from the class by responding to the registrar in person or in writing within 10 calendar days. If the student does not respond within the required time a grade of "W" will be awarded for the class.

Top of page

Section: Student Services
Subject: Student Use of Alcohol
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 2101:15

POLICY

The College will neither condone nor condemn the social use of alcohol but will prohibit the presence and use of alcohol on campus. Students will be cautioned that they will be disciplined if their use of alcohol violates laws or college policies or creates a danger to themselves or others or to college property, or disrupts campus order.

Top of page

Section: Student Services
Subject: Drug Free Campus
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 2101:16

POLICY

Casper College maintains a drug free campus. Consistent with its policy on a drug free workplace (1400:34), the College prohibits the unlawful manufacture, distribution, dispensing, sale, possession, or use of a controlled substance in or on the sites under the jurisdiction of the college. Intoxication by a controlled drug or alcohol while in or on sites of college jurisdiction, or in the operation of college owned or leased vehicles, is prohibited.

Top of page

Section: Human Resources
Subject: Sexual Assaults
Effective Date: April 17,1990
Revision Date: March 21, 1995
| pdf |
Index: 2101:17

POLICY

The College expects all visitors and members of the campus community to behave with civility, dignity and respect toward others. The College believes all forms of sexual assault and all gender-based violence against persons to be reprehensible and condemns such acts. Since acts of sexual assault that occur on college campus are often under-reported, particularly when occurring between acquaintances, the College will take reasonable action to provide preventive education about the various forms of sexual assault. The College will also:

1. take reasonable action to provide security services on campus;
2. provide victims of sexual assault with support from campus and/or community victim advocacy;
3. ensure that the parties involved have access to medical treatment, psychological services and judicial/legal processes;
4. provide a campus disciplinary system through which the College can enforce civil and responsible conduct on campus.

Additionally, the College will take any further actions as may be required by existing governmental regulations pursuant to campus crime, safety, or security legislation.

Top of page

Section: Student Support Services
Subject: Sexual Assault
Effective Date: April 11, 1995
Revision Date:
| pdf |
Index: 2101:17:01

SCOPE

This procedure pertains to actions of college officials while implementing the various aspects of the College's Sexual Assault policy.

RESPONSIBILITY

The Vice Presidents and Director of Human Resources are responsible for ensuring compliance with this procedure.

DEFINITIONS

Campus disciplinary system: This involves, but is not limited to, the systems referred to through the several campus grievance procedures, the Student Complaint procedure, the residence hall disciplinary system and the Student Conduct & Judicial Code.

College official: Those persons employed by the College who perform administrative or professional responsibilities, regardless of employment classification.

Preventive education: Those efforts (verbal, visual, auditory, written, etc.) directed to inform or educate people (individually or in groups) about the definition of sexual assault, associated laws and legal processes, campus disciplinary processes, rights of persons victimized and accused, precautions which a person may take to avoid a sexual assault, and ways to react if a sexual assault occurs.

Security services: College departments charged with the enforcement of campus policy, rules, and regulations as well as departments charged with the maintenance of campus buildings and grounds. Federal, state, and local law enforcement agencies, which may have jurisdiction on campus, are also part of the campus security services.

PROCEDURE

1. The College will regularly publish information about the campus sexual assault policy and procedures, and campus disciplinary processes. This information will be published in such official College publications as the Student Handbook and Residence Hall Handbook.

2. The College will routinely use a variety of resources and delivery modalities to conduct presentations that address the issues of sexual assault on college campuses. Topics may include, but are not limited to, defining what constitutes a sexual assault; reviewing the procedures for reporting a sexual assault on campus and in the community; identifying the various campus and community resources available to assist victims of sexual assault; instructing persons about precautions which can be taken to minimize or avoid high risk sexual assault situations; demonstrating ways that a person may respond if a sexual assault is occurring; describing the security services available to members of the campus community.

3. When a sexual assault is reported to a College official who is not governed by recognized standards of confidentiality, a report must be filed [by the person receiving the report] with the Campus Security Department. The Campus Security Officer taking the initial report shall follow the department's General Order 95-32, Handling Sexual Assaults.

In addition, when a report of a sexual assault is received, the College will:

a. ensure that the Vice President for Student Services and Dean of Students is informed of the sexual assault incident;

b. ensure that the victim of the sexual assault is provided with access to appropriate medical services;

c. obtain advocacy services for the victim of the sexual assault from a member of the Casper College Counseling and Student Development Service and/or a community resource person (i.e., a licensed professional counselor or volunteer, trained to assist victims of sexual assault) as soon as possible, but no longer than 24 hours, after the receipt of the initial report;

d. ensure that the victim of the sexual assault is provided with the opportunity to receive counseling and/or psychological services from a member of the Casper College Counseling and Student Development Service or a community resource person (i.e., a licensed professional therapist, pastoral counselor or counselor employed by a sexual assault victims assistance program or recognized mental health provider);

e. ensure that the victim of the sexual assault is informed of her/his options to notify local law enforcement authorities and is encouraged to use College and community advocacy systems to file a report with local law enforcement authorities;

f. ensure that the victim of the sexual assault has the opportunity to have reasonable changes made in her/his academic and on-campus living environments to maximize her/his personal safety and minimize contact with the person accused of the sexual assault, if known;

g. ensure that the victim of the sexual assault is informed about the campus disciplinary procedures, possible outcomes of those disciplinary procedures and the final outcome of any disciplinary procedure resulting from the sexual assault of which she/he was a victim;

h. ensure that the personal safety and emotional well-being of a person accused of making a sexual assault are appropriately protected and that reasonable effort is used to inform the person of appropriate services and campus procedures available to him/ her;

i. ensure that a specific College official is designated, on a case-by-case basis, to be the official College spokesperson.

Top of page

Section: Student Services
Subject: Academic Dishonesty
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 2101:20

POLICY

Plagiarism or any form of dishonesty associated with the academic process may result in the offender's failing the course. Breaches of academic honesty may result in suspension from school.

Top of page

Section: Student Services
Subject: Counseling Services
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 2102:10

POLICY

The College will provide counseling services to meet the needs of students. In doing so, counseling services will take into account faculty expectations and institutional priorities.

Top of page

Section: Student Services
Subject: Student Health
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 2103:10

POLICY

A student health service will provide emergency, preventive, and educational health care by qualified personnel.

Top of page

Section: Student Services
Subject: Prematriculation Immunization
Effective Date: August 24, 1992
Revision Date:
| pdf |
Index: 2103:10:05

POLICY

In accordance with the recommendations of the American Academy of Pediatrics and the United States Health Service's Immunization Practices Advisory Committee, the College requires pre-employment and prematriculation immunization for measles, mumps, and rubella for those persons born in 1957 and later. Requests for exemption from this pre-employment and prematriculation immunization standard may be granted for religious and generally recognized health reasons. However, should an outbreak of a vaccine preventable disease occur on campus, all students, residents, and employees that are not certified immune will be excluded from the campus during the outbreak.

SCOPE

This policy pertains to all full-time and part-time (less than 40 hours) college employees. It also pertains to all students seeking to enroll or maintain continued enrollment for at least six (6) credits, and all persons residing in campus housing and all children planning or attend or continuing to attend the early childhood care services in the Inga Thorson Family Resource Center. All persons in these identified categories who have been born after 1957 must show proof of vaccination for measles, mumps, and rubella after 15 months of age, or serologic evidence of immunity.

Top of page

Section: Student Services
Subject: Student Government
Effective Date: January 19, 1990
Revision Date:
| pdf |
Index: 2104:10

POLICY

Casper College recognizes the value of providing the opportunity for its students to participate in the process of self-governance through a student elected representative body. The Associated Students of Casper College/University of Wyoming Center Student Government are elected and serve under the conditions outlined in the Casper College Student Handbook.

Top of page

Section: Student Services
Subject: Admissions Services
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 2200:10

POLICY

The College serves degree and non-degree students. To be admitted to a degree or certificate program, a student must have a high school diploma or a GED (General Education Development) Certificate. The college is open to all students who meet the entrance requirements, without regard to race, color, religion, sex, age, handicap, national origin, ethnic background, or veteran's status.

Top of page

Section: Student Services
Subject: Records Services
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 2200:20

POLICY

The College will maintain academic records for all students who enroll. Records are subject to the confidentiality standards of the Family Educational and Rights to Privacy Act.

Top of page

Section: Support Services
Subject: Family Educational Rights and Privacy Act Records Statement and Review Procedure
Effective Date: June 5, 1996
Revision Date: August 16, 1999
| pdf |
Index: 2200:20:01

SCOPE

This procedure applies to all education records covered under the Family Educational Rights and Privacy Act of 1974, as amended.

RESPONSIBILITY

The Vice President for Student Services and other College administrators, who are responsible for maintaining the various education records, are responsible for implementing and monitoring this procedure.

PROCEDURE

Definitions: For the purposes of this procedure the following terms will be understood in accordance with the definitions presented.

1. The term student includes all persons taking courses at the College, both full-time and part-time, as well as credit, non-credit, continuing education and community service courses offered by Casper College.

2. The term education record includes any record (handwritten, printed, taped, film or other medium) maintained by the College, or an agent of the College, which is related directly to a student. The following records are not considered education records within the scope of this procedure:

a. A personal record kept by a staff member if it is kept in the sole possession of the maker of the record and is not accessible or revealed to any other person except a temporary or substitute for the maker of the record.

b. An employment record of an individual whose employment is not contingent on the fact that he or she is a student, provided the record is used only in relation to the individual's employment.

c. Records maintained by the Campus Security Department, if the record is maintained solely for law enforcement purposes, and if the record is revealed only to law enforcement agencies of the same jurisdiction, and if the Campus Security Department does not have access to education records maintained by the College.

d. Records maintained by the Student Health Service if the records are used only for treatment of a student and made available only to those persons providing the treatment.

e. Alumni records that contain information about a student after he or she is no longer in attendance at the College and which do not relate to the person as a student.

3. The term College official includes any person employed by the College performing administrative, research, academic or professional responsibilities.

4. The term legitimate educational interest includes:

a. tasks of college officials that are within his or her position description or contract agreement;

b. tasks that are related to a student's education [e.g., maintenance of records, completing degree checks, conducting academic planning, etc.];

c. tasks that are related to the conduct of student discipline.

Annual Notification: Students will be notified of their FERPA rights annually by publication in the Casper College Student Handbook.

Inspection of Education Records: Students may inspect and review his or her education records upon request to the appropriate record custodian. In order to obtain access to their education records students must submit, to the appropriate record custodian, a written statement requesting the review and identifying the record(s) he or she wishes to inspect. After receiving the request, the appropriate record custodian will arrange for access as promptly as possible and notify the student of the time and place where the record(s) may be reviewed. Access shall be granted within 45 or fewer working days from the receipt of the written request.

If an education record contains information about more than one student, the student requesting the review may inspect only those portions of the record(s) that relate to him or her.

Although the student has the right to inspect and review his or her education records, the College reverses the right to deny transcripts or copies of records not required to be made available by FERPA if:

a. the student has unpaid financial obligations to the College, or;

b. there is an unresolved disciplinary action against the student.

Right of the College to Refuse Access: The College reserves the right to refuse to permit a student to inspect the following types of records:

a. the financial statement of the student's parents/guardians;

b. letters and statements of recommendation for which the student has waived his or her right to access, or which were placed in his or her file prior to January 1, 1975;

c. records connected with an application to attend the College or one of its limited enrollment programs, if that application was denied;

d. those records which are excluded from the FERPA definition of education records.

Types, Locations and Custodians of Education Records: All of the following records are maintained on the Casper College campus. Requests for information need to be addressed to the specific custodian of the records, at 125 College Drive, Casper, WY 82601.

TYPE OF RECORD LOCATION OF RECORD CUSTODIAN OF RECORD
Admission Records Admissions & Records Office Director of Admissions
Cumulative Academic Records Admissions & Records Office Registrar
Health Records Student Health Service Student Health Director
Counseling & Testing Records Counseling & Student Development Counseling Director
Student Financial Assistance Records Student Financial Assistance Office Financial Aid Director
Financial Records Accounting & Financial Management Office Director of Financial Services
Student Housing Records Office of Residence Life Director of Housing
Placement & Student Employment Records Placement & Career Resource Center Placement Director
Disciplinary Records Student Services Office Dean of Students
Student Payroll Records Payroll & Benefits Office Payroll & Benefits Manager

Disclosure of Education Records: The College will disclose information from a student's education records only with the written consent of the student, except in the following circumstances:

a. to College officials who have a legitimate educational interest in the records;

b. to officials of the US Department of Education, the Comptroller General, the Attorney General of the United States (for law enforcement purposes) and Wyoming Community College Commission, in connection with state or federally supported educational programs;

c. in connection with a student's request for or receipt of financial aid, as necessary to determine eligibility, amount or conditions of the financial aid, or to enforce the terms and conditions of the aid;

d. to organizations conducting studies for or on behalf of the College;

e. to accrediting organizations to carry out their functions;

f. if a student, or legal representative of the student, initiates legal action against the College, the College may disclose to the court information from the student's records that is necessary for its defense;

g. to appropriate parties in a health or safety emergency;

h. to alleged victims of acts of violence of the results of any College disciplinary proceeding against the alleged perpetrator(s) of those acts, in compliance with the Student Right-to-Know and Campus Crime Awareness Act, as amended;

i. the disclosure is in connection with a College disciplinary proceeding against a perpetrator of a FERPA defined "crime of violence;"

j. to the parent or legal guardian of a student under the age of 21 who has been found responsible by a College disciplinary proceeding for the violation of any federal, state, or local law, or College rules governing the use, possession, manufacture or distribution of alcohol or a controlled substance;

k. to comply with a judicial order or a lawfully issued subpoena.

Record of Requests for Disclosure: Each custodian, identified above, of a student's education records will maintain a record of all requests for and/or disclosure of information from a student's education records. This record will indicate the name of the party making the request, the legitimate educational interest under which the request was made, the date of the request and the results of the request.

Directory Information: The College does not release directory information about students over the phone. If a person comes to Admissions and Records Office or the Student Services Office and provides the Registrar or Vice President for Student Services, or their designated representatives, with appropriate picture identification, and identifies the purpose of his/her request, the following directory information may be released: student name, local address, and local phone number. Students wishing to have no directory information disclosed must notify the Registrar, in writing, by the first day of class for the semester in which they do not want the directory information released.

Correction of Education Records: When students believe that their education records contain inaccurate or misleading information or information in violation of their privacy rights, they may request that their records be corrected by using the following procedural steps:

a. The student must address his/her written request, to have his/her education record(s) amended, to the Vice President for Student Services. The request must identify the portion of the record(s) he/she wants changed and specify why he/she believes it is inaccurate, misleading or in violation of his/her privacy rights.

b. The Vice President for Student Services shall have five (5) days to conduct an administrative inquiry into the request before determining whether or not to comply with the request. If it is determined that the College will not comply with the request, the student will be notified of the decision and advised of his/her right to a hearing to challenge the information believed to be inaccurate, misleading or in violation of the student's rights.

c. Upon receiving notice of the College's intent to not amend the student's education record(s), the student may request in writing a hearing. The student shall be given written notice of the date, time and place of the hearing within two (2) workings days after the request for a hearing is received. The hearing will be scheduled not fewer than five (5) working days nor more than (10) working days from the date of the request.

d. The hearing officer will be appointed by either the Vice President of Academic Affairs or the Vice President for Administrative Services.

e. In the hearing the student will be afforded a full and fair opportunity to present information relevant to the issues raised in his/her original request to amend the education record(s). Although the student may bring any advisor he/she chooses to the hearing, the student is responsible for presenting his/her own information and the advisor is not permitted to speak or participate directly in the hearing.

f. The Vice President for Student Services will be responsible for presenting the information obtained during the administrative inquiry that lead to the decision to not comply with the request.

g. Following the gathering of information, the hearing officer will prepare a written decision based solely upon the information presented during the hearing.

h. If the hearing officer decides that the challenged information in the education record(s) is inaccurate, misleading or in violation of the student's privacy, the record(s) custodian(s) will amend the record and provide the student with written notice when the record(s) has/have been amended.

i. If the hearing officer decides that the challenged information in the education record(s) is not inaccurate, misleading or in violation of the student's privacy, the student will be notified or the decision and given the opportunity to place in the record(s) in question a statement commenting on the challenged information and/or a statement setting forth the reasons for disagreeing with the decision. Whenever the education record in question is released, the student's statement must also be released as a part of the record.

Top of page

Section: Student Services
Subject: Financial Aid
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 2202:10

POLICY

The College will offer financial aid programs from public and private sources to assist qualified students.

Top of page

Section: Student Support Services
Subject: Last Day of Attendance Reporting
Effective Date: April 11, 1995
Revision Date:
| pdf |
Index: 2202:10:01

SCOPE

This procedure will apply to all faculty teaching credit generating classes and pertains to the College's continued participation in federal Title IV financial aid programs.

RESPONSIBILITY

The Vice President for Academic Affairs and the Vice President for Student Services are responsible for implementing and monitoring this procedure.

PROCEDURE

In order to comply with the federal Department of Education's guidelines governing the Title IV [Pell Grant, Federal Student Educational Opportunity Grant, Federal College Work-Study Program, Federal Family Educational Loan and the State Student Incentive Grant] programs, it is mandatory that Casper College have a procedure in effect for actively gathering data on student attendance. Specifically, the Student Financial Assistance Office must be able to identify the last day that a student attended class when it is computing the refund and repayment obligation for a student who has received some type of Title IV financial assistance. Additionally, this last day of attendance procedure can be useful to the College's early warning system and student retention efforts.

Faculty may use one of two procedures for identifying a student's last day of attendance.

Procedure A:

[1] Faculty institute a daily practice for gathering attendance data in each class. When a student has not attended class for the equivalent of two (2) weeks of a semester class, the faculty member will complete an Irregular Attendance/ Excessive Absence Form and forward it to the Dean of Students Office via e-mail or intra-campus mail. The faculty member will also note in the grade book the last day which the student attended their class. The faculty member will report this last day of attendance on the next roster received from the Registrar's Office and on the final grade roster.

[2] When the Dean of Students Office receives an Irregular Attendance/Excessive Absence Form from a faculty member, the Dean's staff will determine if the student's absence pattern is class specific or generalized to all classes. If the pattern is reflective of a general lack of attendance, the Dean will contact the student to determine the student's enrollment status, discuss academic assistance and enrollment options, and assist the student in taking any needed action. The Dean will also indicate to the student that there may be a possibility that a Title IV financial aid program may need to be reimbursed. The Dean will also notify the Student Financial Assistance Office of all students who are formally withdrawing from the College or passively discontinuing [abandoning classes] their education at the College so that an aid re-calculation can be done for each person receiving financial assistance.

Procedure B:

[1] Faculty institute a practice of recording the names of all students who have failed to attend class on the day of a test. Faculty will notify the Dean of Students Office of all students who appear to have abandon class by not attending the test day class period. The faculty will report this absence as soon as practical after the missed test and will record the last class period prior to this missed test day as the last day of attendance. The faculty member will record this in the class grade book, on the next roster from the Registrar's Office and on the final grade roster.

[2] When the Dean of Students Office receives notification from a faculty member that a student has missed a test day, the Dean's staff will determine if the student's absence is class specific or a general pattern for all classes. If the pattern is a general one, actions will proceed as described in Procedure A [2].

Top of page

Section: Support Services
Subject: Financial Aid for Dually Enrolled Students
Effective Date: August 30, 1996
Revision Date: January 15, 1997
| pdf |
Index: 2202:10:02

SCOPE

This procedure is developed to ensure that the College's student financial aid resources are used to benefit the students of Casper College. It will also serve to clarify the awarding of all forms of student financial assistance, administered by the College, to students who are dually enrolled at the College and any other higher educational institution.

RESPONSIBILITY

The Vice President for Student Services and other College Administrators, who are responsible for maintaining the various educational partnerships, are responsible for implementing and monitoring this procedure.

PROCEDURE

Definitions:

1. The term Casper College student refers to a full or part-time student who is seeking an associate degree from a College program.

2. The term College means Casper College.

3. The term dually enrolled student means any degree-seeking person with concurrent enrollment, within a given academic term, in credit bearing classes offered by the College and one or more of its educational partners.

4. The term educational partner means any other Title V Program eligible higher educational institution with which Casper College creates a student financial aid consortium agreement.

5. The term financial aid consortium agreement means a formal agreement between the College Student Financial Assistance Office and the financial aid office of an educational partner governing the procedures to be used by both institutions when student financial aid is awarded to a dually enrolled student.

6. The term home institution refers to the higher educational institution through which the dually enrolled student will be receiving his/her degree. Generally, the home institution is the institution that provides the dually enrolled student with financial aid.

7. The term host institution refers to the institution providing course work that will be accepted toward the degree of the home institution.

Student Eligibility: Generally, to be eligible for student financial aid administered by the College, a dually enrolled student must be:

1. seeking an associate degree from Casper College through a recognized curriculum;

2. must be enrolled for at least six credits through Casper College that will apply toward meeting the degree requirements of the specific associate degree that they are seeking;

3. must be enrolled in courses offered by the educational partner that apply toward the degree requirements of the associate degree that they are seeking from the College.

If a dually enrolled student is seeking student financial aid through the federal government's Title IV programs administered by the College, the student must meet the specific program's eligibility requirements including the aforementioned requirements. Additionally, a dually enrolled student is responsible for initiating the development of a financial aid consortium agreement between Casper College and its educational partner(s) for the specific associate degree program involved.

If a dually enrolled student is seeking student financial aid through a privately funded scholarship administered by the College and offered either through the Casper College Foundation or some other private entity working with the College, the College's Student Financial Assistance Office must notify (unless previously consulted about aid use) the scholarship donor that the scholarship funds are being used in support of the dually enrolled student.

If a dually enrolled student is seeking institutionally-funded student financial aid that is administered by the College and is offered either through scholarship or student employment, the student must meet any pertinent eligibility requirements as specified by the scholarship guidelines or the College's Student Employment - Procedure #1400:05:07.

For a dually enrolled student where the College has been designated by the student as the "host institution", he/she is only eligible for non-need based, institutionally-funded student employment from the College as described in the College's Student Employment - Procedure #1400:05:07.

No dually enrolled student may be awarded need-based student financial aid from both the College and the educational partner(s) through which the dually enrolled student is registered.
Student Responsibility:

Due to the uniqueness and number of conditions that may impact a dually enrolled student's financial aid eligibility and application process, there is an unusually heavy burden of responsibility on a dually enrolled student to ensure that his/her financial aid concerns are appropriately handled by the College and the educational partner(s).

1. A dually enrolled student is responsible for selecting and identifying him/her self to his/her home institution to confirm the appropriateness of his/her choice.

2. A dually enrolled student is responsible for notifying the College and educational partner(s) of his/her decision about his/her home institution.

3. A dually enrolled student is responsible for ensuring that the necessary requests are made, in writing, to the College and the educational partner(s) asking that they establish a formal financial aid consortium agreement.

4. A dually enrolled student is responsible for using the appropriate aid application forms designated by his/her home institution and/or the specific student financial aid program for which he/she is applying.

5. A dually enrolled student is responsible for understanding the differences between the rules and regulations governing the student financial aid programs administered through the College and its educational partners.

Disclaimer:
The College cannot be held responsible for student financial aid decisions or procedures made and/or used by the educational partner(s) and/or private donors, whose requests govern the allocation of funds administered through the College's Student Financial Assistance Office.

Top of page

Section: Student Support Services
Subject: Information Technology Services
Effective Date: July 19, 1995
Revision Date:
| pdf |
Index: 3300:10

POLICY

Casper College considers the use of information technology to be an integral part of the total educational experience for employees and students. As such, the College will seek to maintain access to and operation of adequate information technologies, promulgate necessary and appropriate guidelines to govern the legal and ethical use of the resources by employees and students, and promote the use of these resources so that students have an opportunity to build fundamental skills with the various information technologies in use at the College.

NOTE: For the purpose of this policy the term information technology includes, but is not limited to, computing technologies, multi-media technologies, audio and video technologies, and telecommunication technologies.

Top of page

Section: Academic Affairs
Subject: Student Electronic Mail Accounts
Effective Date: September 1, 1995
Revision Date:
| pdf |
Index: 3300:10:02

POLICY

This procedure will apply to all students enrolled for 6 credits during the fall and spring semesters and 3 credits during the summer semester.

RESPONSIBILITY

The Instructional Technology Coordinator and Vice President of Student Services are responsible for the establishment and revocation of electronic mail accounts.

PROCEDURE

To accommodate the demand for network access by students, an account will be made available to all qualified students. The following procedure will be used to grant accounts and to revoke the same account(s).
Granting Electronic Mail Accounts:
Students must be enrolled for the required number of credits.
Students must successfully complete a 1 credit course. This course, in part will expose students to the use and misuse of computers.

or

Faculty may make a request to the Instructional Technology Coordinator to make accounts available for a specific course.
Revoking Electronic Mail Accounts:
Enrollment of credits drops below the minimum.
Inappropriate use of computers, or college equipment as outlined in the Casper College Student Handbook.

The required 1 credit course for electronic mail account is not successfully completed.

Violations by the student, which may lead to revoking of their account, will be determined by the Instructional Technology Coordinator. If it is determined that the student is in violation of conduct outlined in the Student Handbook, then the Vice President of Student Services will proceed with disciplinary action. During this time, the student's account will be disabled. The Vice President of Student services will notify the Instructional Technology Coordinator as to when the account will be reinstated or removed.

The account creation process requires that each student make a formal request to Academic Computing. Academic Computing will verify that the student is eligible by using Administrative Computing data.

Top of page

Section: Student Services
Subject: Athletic Financial Assistance
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 3907:50

POLICY

To the extent that the college awards athletic financial assistance it will provide reasonable opportunities for such awards for members of each sex in proportion to the number of each sex participating in intercollegiate athletics. This policy will not require that the proportionate number of scholarships on an individual basis be of equal dollar value, but that assistance be substantially proportionate to participation rates. Financial assistance provided in forms other than grants will accrue proportionately equivalent benefits available to athletes of both sexes.

Top of page

Email Archiving
| pdf |
Approved Date 12-21-2010
Effective Date 12-21-2010
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for archiving email.

2.0 Revision History

Date Rev. No. Change Ref Section
12-21-10 1.0 New policy.  
       

3.0 Persons Affected

3.1 All college employees who use email.

3.2 Anyone who sends or receives an email from the caspercollege.edu email account.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 The college’s email policy complies with the Wyoming Executive Order 1999-4: Electronic Mail Policy (December 23, 1999) and the Wyoming State Electronic Records Management Guidelines (July 2003).

4.2 The college will retain all employee correspondence sent or received using the caspercollege.edu email address. A message archive system will be used to aid in compliance with the Wyoming Public Records Act (WS 16-4-201:16-4-205).

4.3 The college will retain all email messages in electronic format for a minimum of four years.

4.4 The college makes a reasonable and responsible effort to retain email messages, although data loss may occur due to events outside of the control of the college.

4.5 The college encourages employees to include the following signature line on their emails: Correspondence sent to or from this email address is subject to the Wyoming Public Records Act and may be disclosed to third parties.

5.0 Definitions

5.1 Email Correspondence. This category of correspondence includes electronic email and attachments sent or received from the caspercollege.edu email address. The college does not archive email sent to or from a non-college email address, however, the non-archived email correspondence may still be subject to the Wyoming Open Records Act.

5.2 Message Archive System. This is a centralized electronic storage system that archives email messages.

6.0 Responsibilities

6.1 The Department of Information Technology is responsible for operating and maintaining the message archive system.

6.2 The Director of Information Technology is responsible for ensuring compliance to this policy.

7.0 Procedures

N/A

Top of page

Section: College Relations
Subject: Media Relations
Effective Date: May, 15 1990
Revision Date:
| pdf |
Index: 1403:01

POLICY

All official statements announced by the college to members of the media will be directed by the Office of College Relations. Dissemination of official information or any other official contact with the media will be coordinated through the Office of College Relations.

Top of page

Section: College Relations
Subject: Advertising
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1403:02

POLICY

A quality public relations program requires a well-targeted advertising campaign through electronics and print media. The Director of College Relations will authorize all advertising and marketing expenditures by the college. The Vice President for Administrative Services will authorize all legal advertising. The Director of Human Resources will direct and authorize advertising for employee vacancies.

Top of page

Section: College Relations
Subject: Commercial Printing
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1403:03

POLICY

The Director of College Relations will be responsible for the commercial printing budget. Any person, department, or division must obtain authorization from the Director to have materials commercially printed.

Top of page

Naming Tributes for Facilities
| pdf |
Approved Date 06-16-2010
Effective Date 6-16-2010
Revision No. 1.0
1.0 Purpose

This policy establishes guidelines for granting naming tributes of Casper College facilities.

2.0 Revision History

Date Rev. No. Change Ref Section
6-16-10 1.0 New policy.  
       

3.0 Persons Affected

3.1 Current and future donors to Casper College and Casper College Foundation.

3.2 Casper College Board of Trustees and employees.

3.3 Casper College Foundation Board and employees.

4.0 Policy

The policy of Casper College is to ensure the following.

4.1 Casper College grants naming tributes that reflect the history of Casper College.

4.2 Casper College grants naming tributes in a manner that is consistent and fair.

4.3 Casper College grants naming tributes that are fitting recognition and value for service provided or gift given.

4.4 Casper College grants naming tributes that enhance the reputation and prestige of the college and the donor.

5.0 Definitions

5.1 Facility. This group of physical properties includes buildings, structures, rooms, plazas, open spaces, landscaped areas, physical improvements, or natural features.

5.2 Naming Tribute. The act of naming a facility in recognition of distinguished service or for a gift of monetary value. Naming tributes are for the life of the facility; however, the Casper College Board of Trustees may rename a facility that has undergone a significant renovation or construction or if the donor that received the naming tribute has participated in an act that would bring dishonor to the college. The college uses the following criteria to determine naming tributes; however; the Casper College Board of Trustees may, at its discretion, modify the criteria on a case-by-case basis.

5.2.1 Distinguished service includes a gift of time or talent that has had a significant positive impact on the college over an extended period of years. No less than a year shall lapse between the end of an individual’s service and consideration for a naming tribute.

5.2.2 A gift of monetary value will be considered for a naming tribute based on the following scale.

5.2.2.1 New buildings require a gift of at least 50 percent of the cost, or the gift must be integral to the completion of the project.

5.2.2.2 Renovation of an unnamed building requires a gift of at least 50 percent of the cost of a renovation with a minimum of $100,000.

5.2.2.3 The Casper College Board of Trustees has the discretion to set the gift requirements for other facilities.

5.2.3 The Casper College Board of Trustees may, at its discretion, transfer a naming tribute to a new facility.

6.0 Responsibilities

6.1 The president is responsible for determining if a candidate for a naming tribute is worthy of the honor and for gathering information on the internal and external support for the naming tribute.

6.2 The donor is responsible for providing a release to conduct a background check if requested.

6.3 The Casper College Board of Trustees is responsible for granting a naming tribute.

7.0 Procedures

7.1 The president gathers data on candidates for naming tributes from the Casper College Foundation and other sources deemed appropriate to determine eligibility and worthiness of the candidate. If deemed eligible and worthy, the president forwards the request to the Casper College Board of Trustees.

7.2 The Casper College Board of Trustees evaluates the data. The Casper College Board of Trustees may request the president conduct a background check on the donor.

7.3 If a background check is requested, the donor must sign an authorization allowing the background check to be considered further.

7.4 The Casper College Board of Trustees considers all data gathered and either grants or denies the naming tribute.

Top of page

Section: College Relations
Subject: Alumni Relations
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 1403:50

POLICY

The College recognizes that one of its most valuable resources is its alumni. The College will seek to further develop and strengthen its relationship with former students, who can be valuable assets in areas such as public relations, planning, and development.

Top of page

Section: Planning and Development
Subject: Donations and Gifts
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 3800:40

POLICY

The College accepts gifts and donations as critical to its growth and development. Tax consequences of any gift must be the responsibility of the donor. Valuation of gifts or donations and reports to donors will be issued only through the Vice President for Administrative Services.

Top of page

Section: Planning and Development
Subject: Coordinating Fund Raising
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 3800:50

POLICY

All fund raising activities at the College must be approved by the appropriate Vice President and coordinated by the Director of Institutional Planning and Development.

Top of page

Section: Human Resources
Subject: Campus or Workplace Violence
Effective Date: January 15, 1997
Revision Date:
| pdf |
Index: 1400:40:02

PURPOSE

All Casper College students and employees have a right to an education and workplace that is free from violence from others. Employees are required to conduct themselves in a non-violent manner in order to avoid doing harm to themselves and others. Students are required to comply with the Student Conduct and Campus Disciplinary policies and implementing procedures.

SCOPE

This procedure pertains to all Casper College employees, including contract and temporary employees, students, visitors and contractors.

RESPONSIBILITY

All employees have a responsibility to conduct themselves in a manner consistent with this procedure. Any persons observing behavior that is or appears illegal and/or threatening another person should report this incident or behavior immediately to either their supervisor or Campus Security, or by calling "911". Campus Security is responsible for developing and presenting training programs for supervisors or their delegate in the proper ways to deal with violent behavior.

PROCEDURE

Casper College expects all individuals to conduct themselves with civility, dignity, and respect toward all people. It is unacceptable for employees to engage in harassing, threatening, or intimidating behavior.

Casper College prohibits all persons from possessing firearms or dangerous weapons of any kind on college property unless the item(s) is/are required as part of instruction or a college sanctioned activity, or the individual carrying such item(s) is a licensed law enforcement official performing official duties.

Threats by other employees, students or visitors will be reported immediately to Security. Persons who can expect to encounter other individuals who display violent or criminal behavior should familiarize themselves with page 20 of the "Major Emergency Management" brochure, which covers these types of situations.

Top of page

Section: Physical Plant
Subject: Equipment Safety
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 5000:10

POLICY

Equipment purchased or manufactured will conform to established regulations covering safety, fire, and health codes and other applicable federal, state, and local codes.

Top of page

Section: Physical Plant
Subject: Occupational Health and Safety
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 5000:15

POLICY

The college will strive to maintain a healthful and safe working environment.

Top of page

Section: Occupational Health & Safety
Subject: Bloodborne Pathogens Exposure Plan
Effective Date: September 27, 1995
Revision Date:
| pdf |
Index: 5000:15:04

PURPOSE

To protect students and employees, the College will maintain a plan to address training and procedures to be used in controlling the threat of exposure to bloodborne pathogens as a standard part of their educational program or position responsibilities. The plan is to comply with the US Department of Labor's Occupational Health and Safety Administration standards.

SCOPE

All students and employees who can reasonably expect to be exposed to bloodborne pathogens as a standard of their educational program or position responsibilities will receive training on dealing with their anticipated exposure and will be issued appropriate protective equipment.

RESPONSIBILITY

Because different divisions/departments and their employees have exposure to different bloodborne pathogens, it is necessary that each division/department determine the procedures, training, and equipment needed to be in compliance with federal regulations and standards and college practices that are appropriate for their activities.

Division Chairs and Department heads need to be aware of the types of exposures anticipated in their area and the appropriate training and preventive measures required to deal with them. It is recommended that divisions and departments adopt the Casper College Bloodborne Pathogen Exposure Control Plan as their standard practice.

The Director of Student Health Services is responsible for maintaining and disseminating information regarding federal and state regulations regarding bloodborne pathogens and for providing consultation and assistance relative to compliance measures.

DEFINITIONS

Bloodborne Pathogens: Pathogenic micro-organisms that are present in human blood and can cause disease in humans. These include, but are not limited to, Hepatitis B Virus (HBV) and Human Immune Deficiency Virus (HIV).

Occupational Exposure: Reasonably anticipated skin, eye, mucous membrane or parental contact with blood or other potentially infectious materials that result from the performance of an employee's duties.

Other Potential Infectious Materials:

1. The following human body fluids: semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial fluid, amniotic fluid, saliva in dental procedures, any body fluid that is visibly contaminated with blood and all body fluids in situations where it is difficult or impossible to differentiate between body fluids;

2. Any unfixed tissue or organ (other than intact skin) from a human (living or dead);

3. HIV-containing cell or tissue cultures, organ cultures, and HIV or HBV-containing culture medium or other solutions; and blood, organs or other tissues from experimental animals infected with HIV or HBV.

PROCEDURE

All blood or other potentially infectious materials will be considered infectious regardless of the perceived status of the source individual. If presented with an emergency, use protective devices as available (gloves, goggles, face protection, gowns, etc). Improvise protection if necessary with available materials such as plastic bags, etc.

JOB CLASSIFICATIONS DETERMINED TO HAVE RISK OF OCCUPATIONAL EXPOSURE

The following job classifications have been identified as having risk of occupational exposure to bloodborne pathogens.

  • Athletic Department Trainers: May be exposed while administering minor first aid or CPR.
  • Biology/Microbiology Instructors: May be exposed during labs dealing with blood and other potentially infectious materials, dissection with sharps/scalpels.
  • Campus Security: May be exposed while administering minor first aid and CPR to an accident or crime scene victim, while investigating a disturbance or crime report and while attempting to detain a suspect.
  • Custodians: May be exposed when cleaning up blood, cleaning rest room facilities and through contact with trash receptacles.
  • Family Resource Center Staff: May be exposed when changing diapers, tending to a sick child, cleaning vomit, administering minor first aid or CPR.
  • Nursing Instructors: Teach in a hospital or clinic setting and are exposed to blood, needles and other body fluids. Exposure may also occur during CPR.
  • Radiology Instructors: Work in a hospital or clinic setting and are exposed to blood, needles, and other body fluids. Exposure may also occur during CPR.
  • Residence Hall Directors: Are frequently the "first responder" to a first-aid or emergency situation in the Residence Halls.
  • Student Health: Work in a clinic setting and is exposed to blood, needles, and other body fluids. Exposure may also occur during CPR.

If a Casper College entity develops its own practice, the following elements must be considered:

  • Engineering controls
  • Work place controls
  • Personal protective equipment
  • Labels and signs
  • Housekeeping
  • Regulation of waste
  • Laundry
  • Hepatitis B. Vaccine
  • Training
  • Record keeping
  • Specifics relating to each of these items are covered in the Casper College Bloodborne Pathogen Exposure Control Plan.

Top of page

Section: Physical Plant
Subject: Surplus Property
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 5000:20

POLICY

The Vice President for Administrative Services will develop procedures for disposing of surplus or obsolete property.

Top of page

Section: Physical Plant
Subject: Casper College Key Request
Effective Date: January 1, 1998
Revision Date:
| pdf |
Index: 5000:30:01

SCOPE

The following procedure pertains to the current policy regarding the issuance and control of keys.

PROCEDURE

I. AUTHORIZATION AND RECEIPT OF KEYS

A. All requests for keys must be submitted to the Physical Plant office, MA 301 on printed key request cards. These cards are available at the Physical Plant Office, MA 301 or the cards may be sent to departments through the campus mail upon request. Card must be fully completed with the appropriate signature of the issuing authority.

B. Only one key will be issued to any person for a specific lock and only one key will be issued per key request card.

C. The issuing authority for door keys is as follows:

1. Vice presidents and Institutional (CC, UW/CC, UND, etc.) must authorize key requests. Approval of the Physical Plant director is also required.

2. Division or department chairs authorize all other keys (file cabinets, desks, etc.).

3. Any delegation of the above authority must be accomplished by memo to the Physical Plant Office. The memo must identify the specific locations, building/room number, etc. and the person(s) authorized to approve the issuance of such keys. It must include each person's signature and be signed by the appropriate institutional executive delegating the authority.

D. Key Coordination:

1. Institutional Representatives (UW/CC, UND, etc.): Each campus institution will identify an institutional representative to Physical Plant Management who will approve outside building door keys and multiple copies of keys to key stewards.

2. Department Key Coordinators (See Attachment B): Each campus department/division shall designate an individual to Physical Plant who will be responsible for door key activities such as processing key requests, completing periodic key inventory reports, and informing department employees of procedures.

3. Key Stewards: On a limited basis, and only after Physical Plant has evaluated the requirements and security procedures in place, shall a Department Head be given multiple copies of the same keys. Department Heads are responsible for establishing control procedures for multiple keys placed in their custody. Institutional Representatives shall provide additional approval for these requests. Each year (Jan. 1) a status report of multiple keys will be submitted to the Physical Plant.

II. PICK UP AND DELIVERY OF KEYS

A. Door keys must be picked up at the Physical Plant office, located in the MA, Rm 301, between the hours of 7:00 a.m. and 4:00 p.m., Monday through Friday. Door keys will not be mailed. Picture ID will be required for pick-up.

B. Keys to desks, cabinets, padlocks etc., may be picked up at Physical Plant office, MA 301 or they will be mailed when specifically requested on the key request card. The key request should include a proper mailing address.

C. Physical Plant will not identify lost keys unless proof of ownership has been established. This may be done by verifying the key number with office files. Found keys or keys no longer in use must be returned to the Physical Plant, MA 301.

D. Keys for special events are issued by the Physical Plant after a special request on the key request card is completed and returned to the Plant office two (2) working days prior to the event. Keys must be checked out by the coordinator of the event and returned the first working day after the event.

III. CHARGES FOR KEYS

A. Faculty and Staff: There is no charge for the initial issuance of keys to faculty and staff.

B. Contractors and Outside Users: A deposit of $10.00 is required for each door key for contractors and outside users. The deposits must be paid when picking up the keys. The deposit will be refunded upon return of the key to Physical Plant.

C. A $10.00 per key fee will be charged to the individual for replacement building door keys.

D. Cost of keys for desks, cabinets, padlocks, etc will be charged to the requesting department. The cost will depend on the type of the keys. For this reason, appropriate account numbers must be included on the work request forms.

IV. LOST KEYS

A. Notify Physical Plant (extension 2597) and Security (extension 2688) immediately of any lost building door keys. All keys found should be taken to the Physical Plant office in the MA, Rm 301.

B. Physical Plant will document the loss and reissue a building door key for $10.00 each. The loss of all keys will be noted in the permanent key record.

C. Physical Plant will notify Security of lost and reissuance of keys. This may be provided on a weekly computer generated report or immediately depending on the type of key lost.

IV. TERMINATING EMPLOYEES/RETURN OF KEYS

A. Campus Institutions (CC, UW/CC, UND, etc.) shall implement a key return process for terminating employees that is related to the release of the last paycheck. This process pertains to all Casper College campus key holders. The process will be handled in the following manner.

1. Terminating employees are required to return all campus door keys to the Casper College Physical Plant office and receive a Return Key Form, Attachment C, showing receipt of the keys.

2. This official proof of receipt shall be turned in by the terminating employees to the personnel office. If all other requirements are satisfied, their final paycheck will then be made available to them.

3. Under extreme circumstances the President or Vice Presidents (Deans) may allow exceptions to this process. Exception must be documented by the office approving the exception and forwarded to the Institutional Representative. Keys must be labeled as to building and individual and returned to MA 301 within one week after the employee turns in the keys.

VI. RE-KEYING

A. The Physical Plant Lockshop is the only authorized group allowed to re-key, alter, or cut keys for college facilities. Outside contractors will not be allowed to re-key, alter, or cut keys for any college facility without the expressed approval of the Asst. V.P. Physical Plant.

B. If a key, including a master, is lost necessitating either a complete building or department re-keying, the responsible individual/institution/department is subject to be charged for the cost of re-keying.

C. When buildings require re-keying, new key request cards will be issued using the procedures indicated above. All old keys must be returned to the Physical Plant office.

VII. UNLOCKING DOORS

Contact institutional key custodians appointed for each building to open interior areas during regular business hours. Contact Casper College Security after regular business hours at extension 2688. Physical Plant personnel do not unlock doors for individuals.

VIII. STAMPING OF KEYS

Keys are stamped only with Casper College Physical Plant identification numbers. For security reasons, no additional information will be stamped on a key. Contact the Physical Plant office at extension 2492 with any questions regarding the Key Policy.

KEY REQUEST CARD

Name of Person Requesting:
Position:
Department and Division:
Institution:
Office, Building, and Room Number:
Telephone numbers: Home: Work:
REQUESTING KEY FOR BUILDING: Room: Outside:Requesting key for other items (identify):
Account # to charge keys to (department):
Signature of Requesting individual:
Authorized by (See procedure):
Dept./Division Institution:
and
Authorized by (See procedure):
Appropriate V.P.
Return this form to MA 301 (7:00 am to 4:00 pm M-F) or fax this form to 268-2204 or e-mail this form to

KEY POLICY ATTACHMENT B

KEY COORDINATORS:

Coordinator is related to the building or area of jurisdiction of a department or division. An example would be an Academic Assistant for the Trades and Technology Division would be responsible for WT & CS buildings along with the faculty and staff in those areas.

  • Building/Area Coordinator
    • AD (Language & Literature) Kathy Coe
    • AD (Social & Behavioral Sciences) Sue Easton
    • AD All other Departments will need to designate by memo who they desire to coordinate keys.
    • Aux. Service Buildings Barb Meryhew
    • BU Karel Mathisen
    • CS and WT Shelley Norvell
    • FA and VA Deanna Dyer
    • HS Teresa Millan
    • KT Arlis Handeland
    • PS Rachel Wright
    • Student Services Mark Robinson
    • TB Gary Becker
    • TM and EI
    • UND (LS) Sarah Sulzen
    • WA and LS Heath Hornecker

Contact Mike Sawyer at the Physical Plant to make any changes to this list.

RETURN KEY FORM:

Name of employee:
Position:
Department and Division:
Keys returned in good condition: Yes_____ No______
Physical Plant authorization: Date:
Employee Signature: Date:

Top of page

Section: Physical Plant
Subject: Pets
Effective Date: April 17, 1990
Revision Date:
| pdf |
Index: 5000:50

POLICY

Domestic animals will not be allowed in campus buildings and domestic animals on campus must be appropriately restrained. Liability for domestic animals and other pets lies with the possessor of such animals and pets. This policy will not restrict college programs that require animals on campus.

Top of page

Section: Student Services
Subject: Regulations for Operating Motor Vehicles on Campus
Effective Date: August, 1991
Revision Date: June, 1997
| pdf |
Index: 5700:50:01

SCOPE

The following are rules and regulations adopted by the college. These rules and regulations supersede all previous rules and regulations.

Suggestions to improve the parking system and traffic flow on campus are welcome. Any suggestions should be made to the Director of Campus Security at Casper College. The Casper College Campus Security office is located in room 173 in the Administration Building. The Campus Security Director's Office is located in the College Center, Room 124.

RESPONSIBILITY

Casper College Security has the responsibility of patrolling the campus and insuring that the provisions of the parking and traffic regulations are observed.

PROCEDURE

1. These regulations apply to all persons who operate a motor vehicle or bicycle on the streets, parking lots, and roadways owned by Casper College. (A motor vehicle includes cars, trucks, motorcycles, quad runners, etc.)

2. Motor vehicle operators and permit holders agree to abide by these regulations, including the imposition of penalties, monetary or otherwise, as herein provided.

3. No parking will be permitted in the following areas:

A. yellow curb zones.
B. marked pedestrian crosswalks.
C. handicapped spaces, unless proper permits are displayed.
D. fire lanes.
E. visitor and traveling employee zones unless with valid parking permit.

Areas "C" and "D" above will be enforced 24-hours a day, 7-days a week, and vehicles in violation may be ticketed, or towed (see section 3) at the owner's expense. Be aware that some handicapped spaces are much wider than normal parking spaces in order to accommodate wheelchair lifts, etc.

4. Speed limit on campus is 15 MPH on all streets, parking lots, and roadways unless otherwise posted.

5. Pedestrians in crosswalks have the right of way at all times on property owned by Casper College.

6. Casper College is not responsible for any accident or theft to privately owned motor vehicles occurring while on College owned property. Persons using any college street, parking lot, or roadway do so at their own risk.

7. All motor vehicle accidents occurring on the campus, where property damage or injury occur, will be reported to the Campus Security who will report to the Casper Police Department, as required by Wyoming statutes.

8. Parking privileges in "Visitor Parking", "Casper College Vehicles Only", and "Traveling Employees" zones are restricted to bonafide visitors, college vehicles (vehicles displaying Casper College license plates), and traveling employees (with specialized temporary stickers displayed). All other vehicles shall not park in these restricted parking zones.

9. Only parking permits authorized by these regulations and issued by Casper College are acceptable. Such things as signs or decals made by or issued by others, including dashboard signs, notes, outdated decals, will not be accepted and will not be recognized by Campus Security Officers.

10. These regulations anticipate certain possible violations by college owned vehicles when necessary for college service personnel in the pursuit of required duties. However, such violations by college vehicles shall not be a precedent or an acceptable excuse for any other individuals or vehicles to violate these regulations.

11. Traffic violations of Casper City codes that occur on campus can be prosecuted in the city courts.

12. Parking in areas outside of the college campus will be subjected to the codes of the city of Casper.

13. Campus parking lots open to vehicles with any type of parking permit are: all lots south of the Business Building; all lots surrounding the Krampert Theatre on the north, south, east and west.

14. All persons who operate a motor vehicle on Casper College property are expected to obey all Wyoming State statutes regarding motor vehicle operations.

REGISTRATION PROCEDURES

1. Faculty and staff vehicle registration: Faculty and Staff will register all vehicles to be used on Casper College campus in room 113 of the Administration Building.

2. Student vehicle registration: At the time of registration, all students who will be operating a motor vehicle on college owned property, must complete a vehicle registration form and turn it in to room 113, Administration Building. Each student residing on campus with a motor vehicle, which is to be operated on the Casper College campus, must display a current parking permit.

3. During the school year, students, faculty, and staff should register newly acquired motor vehicles before they are operated on campus. Students living in campus housing must obtain a temporary permit before parking in the lots near their residences.

CLASSIFICATION OF VEHICLE PARKING PERMITS

1. Types of vehicle parking permits to be issued

Residence Halls: Issued to students who reside in campus residence halls. These permits authorize parking only in the residence hall parking lots. NOTE: Should these vehicles be parked in other areas (Refer to the General Information Section, item 14) between 7 a.m. and 10 p.m., Monday through Friday, they are subject to being issued a parking citation.

Wheeler, Civic, Thorson: Issued to students who reside in Wheeler Terrace, Civic, and Thorson Apartments. These permits authorize parking only in the lot adjoining their individual housing area. NOTE: Should these vehicles be parked in other areas (Refer to the General Information Section, item 14) between 7 a.m. and 10 p.m., Monday through Friday, they are subject to being issued a parking citation.

T.E. (Traveling Employee): Issued each semester upon approval of the Vice President for Instructional Services. Enabling faculty and staff members to park in designated areas throughout campus.

Handicapped: Handicapped permits are now issued by the State of Wyoming. The State permit must be valid and properly displayed. Temporary handicapped permits are available through the Patient Relations Office at the Wyoming Medical Center for those who require handicapped parking for a brief period.

Temporary: Anyone having a registered vehicle who plans to operate a substitute vehicle for some reason (such as repair work) on Casper College owned property, will be issued a temporary permit on the day the vehicle is brought onto college property. Pick up the temporary permit in the Student Services Office, AD 113. The temporary permit will not be valid for more than 10 consecutive days. An additional temporary permit must be issued after the 10th day.

2. All Casper College parking permits, with the exception of the T.E. hanging permits, are to be affixed to the lower left corner of the windshield (drivers side), so as to be easily read from outside of the vehicle. Any vehicle on college property that fails to have a parking sticker affixed properly, fails to keep it affixed and visible in its intended manner and proper place shall be considered in violation. ("Intended Manner" means applying the self-sticking permit directly to the glass. The use of tape or other methods to attach the permit is a violation of the regulations.)

VIOLATIONS AND PENALTIES

1. Violations of campus parking regulations shall involve the following fines

A. False information on any application or misuse of a parking permit. 10.00
B. Failure to register a motor vehicle or properly display the parking permit or to keep the parking permit attached to the windshield. 10.00
C. Parking in areas not covered by the proper parking permit. 10.00
D. Improper parking - parking in yellow curb area, fire lanes, loading zones, etc., obstructing a crosswalk, parking on sidewalk, and double parking. 10.00
E. Handicapped violation. 100.00
F. Stop sign violation 30.00
G. Careless driving or traffic violation. 30.00

2. Campus traffic and parking regulations shall be enforced by the Campus Security Department and that department shall issue and revoke permits in accordance with these regulations.

3. Any student or employee who repeatedly violates regulations or fails to pay fines is subject to cancellation of his/her parking privileges for the duration of the semester. Vehicles may be towed from college property at the owner's expense. Vehicles may also be towed from college property at the owner's expense (1) after repeated warnings, or (2) violator continues to park illegally.

4. The issuance of a citation for a violation does not preclude the issuance of additional citations for the same or a similar violation on subsequent days or on the same day.

COLLECTION AND PAYMENT OF FINES

1. Payment of violation fines.

All payment of violation fines shall be made within ten (10) school days after date of each violation. Payment of fines may be made at room 103, Administration building between 8 a.m. and 5 p.m. daily. Payment of all $10.00 fines within one day will be discounted 50%. Failure to pay violations will result in action as defined in the "Miscellaneous" section part 2 (Towing and Storage).

2. Collection of fines.

Failure to pay required fines after written notice will result in the following action:
A. Student transcripts will be held until all required violation fines are paid in full.
B. Upon the end of each semester, those students who have dropped out of school, or are unable to continue, and fail to pay their fines will not be allowed to re-enroll until the fine is paid.
C. Casper College employees are expected to pay their fine within a reasonable period of time.

3. Contest.

Persons who wish to contest their parking or traffic violations must meet with the Campus Security director, or his/her designated representative, for an informal review of the matter within 5 school days from the receipt of the ticket.

4. Appeal.

An appeal of an unresolved contested violation must be filed within 30 working days of the date of the violation or within 15 school days from the date of the review by the Director of Campus Security, or his/her designated representative. The appeal must be filed in the Office of the Vice President for Student Support Services. The appeal must be in writing and contain the following information:
A. the name, address, and phone number of the contesting person;
B. a concise description of the violation;
C. a complete statement of the actions taken;
D. a statement of the relief/solution sought.
After reviewing the case records and hearing the appeal, the Vice President will give its written opinion to the person initiating the appeal within 5 school days of the conclusion of the review.

MISCELLANEOUS

1. Liability.

The person in whose name the vehicle is registered, or if the vehicle is not properly registered, the person who has legal ownership of the vehicle shall be liable for all violations attached to the vehicle and is subject to all fines resulting from the violation(s).

2. Towing and storage.

A. All vehicles towed from college property will be impounded by a contracted towing company and will be held in their yard until the violation fine(s) and impound fees are paid.

B. Any vehicle may be towed at the owner's expense after any or all of the following:

1. Accumulating a record of five (5) or more violations within a semester;
2. Receiving a "Warning of Tow" ticket;
3. Blocking a crosswalk, driveway or parking in a fire lane.

C. The vehicle owner or operator will be charged for any response fee in the event that a towing company has been contracted, even if the vehicle has been moved prior to the response.

D. Vehicles that give the appearance of being abandoned will not be permitted on college property. Any vehicle apparently abandoned (left unattended for more than two (2) school days) will be considered to be dead in storage. If, after attempting to contact the registered owner, the unattended vehicle remains in an abandoned state for two (2) school days, the vehicle may be towed at the owner's expense.

Top of page

 
 

 

Top of page