Last Revised 12/18/07

Section: Chapter 2 Board

Subject: Composition, Authority, and Duties

 

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.

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2.1.00                          Board Authority and Legal Name

            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.

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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.

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2.4.00                          Board Qualifications

 

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

College District.

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2.5.00                          Board Elections

           

            2.5.10              Board elections are held during general election years on the first

                                    Tuesday in November.

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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.

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2.7.00                          Removal of Board Members

 

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

                                    vote.

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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).

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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."

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2.10.00                        Board Code of Ethics

 

            2.10.10            The Board shall adhere to the Association of Community College

Trustess' (ACCT) model code of ethics: (see Appendix A).

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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:

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.

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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.

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2.13.00                        Support for Student Policies

           

            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.

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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.

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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.

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2.16.00                        Board Officers

 

            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).

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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).

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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.

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2.19.00                        Board Agenda

 

            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.

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2.20.00                        Order of Business

 

            2.20.10            The Board shall normally conduct all meetings according to procedures

                                    outlined in Appendix B.

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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.

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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.

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2.23.00                        Amendments of Casper College Policy Manual

 

            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.

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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.

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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.

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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.

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2.27.00                        Contested Cases

 

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.

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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.

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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.

Section: Chapter 2 Board

Subject: President

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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.

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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.

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2.32.00                        The President Assists the Casper College District Board by:

           

            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.

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2.33.00                        Standard of Student Conduct

 

            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.

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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.

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2.35.00                        The President Serves as

 

            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.

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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.

APPENDIX A

 

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

 

            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.

APPENDIX B

 

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

APPENDIX C

 

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.

 

Section: Casper Community College District Board Subject: Reduction In Force (RIF) Effective Date: November 18, 1986 Revision Date: August 1, 1993

Index: 1100:40:01 Page 1 of 2

 

POLICY

If it becomes necessary to lay off employees because of budgetary limitations, program restructuring or for other valid reasons, the Casper Community College District Board will consider seniority, competence, work record and adaptability to new programs.

 

Other criteria being equal, a person more senior than another in a comparable position will be retained. The process will be termed a reduction in force (RIF). All actions necessitated by a reduction in force (RIF) must be directed to the best interests of Casper College, its mission and its constituency. Every effort will be made to conduct the process in as fair and considerate a manner as possible.

 

SCOPE

This procedure pertains to all employees of Casper College.

 

RESPONSIBILITY

It is the responsibility of the Vice President for Academic Affairs to ensure compliance with this procedure for faculty. For non-faculty personnel the appropriate Vice President will work with the Director of Human Resources to ensure compliance. The President of Casper College will be informed on all matters pertaining to a reduction in force (RIF) and will participate in any areas of potential conflict.

 

PROCEDURE

Whenever the Casper College District Board determines that because of financial exigency, declining student enrollment or change in the composition of enrollment, insufficient opportunity for graduates of a specific program, or other valid reason, there shall be a reduction in force of Casper College employees, the following principles will be observed.

 

1. The Administration shall recommend to the Board what functions should be altered, what reorganization would be required, and which department(s) should be reduced or eliminated. Final determinant action will be taken by the Board.
   
   
2. The Administration shall first consider reduction through retirement, early retirement, reassignment, or voluntary resignation of employees in the designated department(s).
   
   
3. If further consideration is necessary, the Administration shall proceed in this order:

 

a) Temporary employees; b.) Probationary employees; c.) Tenured/permanent employees.

Should a choice among employees within the same group as defined in item 3. be required, the first to be retained shall be the one with the best performance record, knowledge and skills most critical to the department's performance of its function, and the greatest versatility in qualifications for various roles within the department, as determined by supervisors and the Administration. If these considerations do not resolve the choice, the employees with the longest period of service to Casper College shall be retained.

1. Notice shall be given to an affected employee not less than ninety (90) days before the effective date of a RIF layoff.
   
   
2. All terminated employees shall be placed on recall status for one (1) year following the RIF layoff date.

 

While all actions necessitated by a reduction in force must be directed to the best interests of Casper College, its mission and its constituency, every effort shall be made to conduct the process in a manner as fair and as considerate as possible to all employees.

 

Financial Code of Conduct	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

 

Sensitive Information	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.

 

Section: Casper Community College District Board Subject: Vice President, Administrative Services Effective Date: February 21, 1989 Revision Date:

Index: 1300:00

 

POLICY

Authority: President by Casper College District Board, Casper College, Rules and Regulations, Chapter III, Sec. 12.

Budget Position: 1301 Exempt: Executive

Responsible to: President, Casper College, for operations and to the Casper College District Board for fiscal accountability.

 

RESPONSIBILITY

1.0       The Vice President, Administrative Services, assists the President by:

1.1       Managing the business and financial affairs, budget, facilities and physical plant, institutional data systems, insurance and risk management, auxiliary enterprises, campus student housing, and security.

1.2       Reporting directly to the Board on matters of fiscal accountability.

1.3       Recommending for hire and appointing all employees in areas of responsibility.

1.4       Supervising the development and maintenance of operations procedures manuals, training and evaluation of all employees in areas of responsibility.

1.5       Supervising all employees in areas of responsibility.

1.6       Supervising accounting, budget control, purchasing, shipping, and receiving, inventory control, payroll, and grants and contracts.

1.7       Supervising plant operations and maintenance and campus security.

1.8       Supervising auxiliary enterprises including bookstore, student center, campus student housing, and food services.

1.9       Coordinating institutional data systems management.

1.10     Providing financial analysis and requested budget reports to the Board of Trustees and President.

1.11     Collaborating with other administrators to meet the mission, goals, and objectives of Casper College.

1.12     Other duties as assigned.

2.0       The Vice President, Administrative Services, is responsible for:

2.1       Developing a budget detail and accountability format and providing continuing monitoring and modification throughout the fiscal year.

2.2       Operating the budget and controlling budget expenditures.

2.3       Assuring college fiscal compliance to all applicable procedures, regulations, and laws.

2.4       Assuring monitoring and control of all federal grants and other restricted accounts.

2.5       Supervising all areas of responsibility, including staffing, training, and evaluating.

2.6       Managing all revenues including investment of institutional funds.

2.7       Recommending and monitoring college insurance programs and risk management.

3.0       The Vice President, Administrative Services, serves as:

3.1       A member of the Casper College Foundation Board.

3.2       A member of the Casper College Board of Trustees Finance Committee.

3.3       The Assistant Treasurer to the Casper College Board of Trustees.

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

3.5       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.

 

Section: Administrative Services/Business Office Subject: Travel Procedures Effective Date: July 1, 1996 Revision Date:

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)

 

 

 

 

 

 

 

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.)

a.     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.

b.     Buses require a Casper College approved CDL driver.

c.     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:

a.     Use college vehicles for authorized college business only.

b.     No unauthorized person is permitted to drive the vehicle.

c.      State law requires seat belt wearing of all passengers.

d.     Assume total responsibility for all fines or traffic violations associated with his/her use of a college vehicle.

e.     Casper College cell phones are available for use upon request to be used for official business purposes. When using a cell phone, please us in a responsible and safe manner.

f.      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.

g.     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.

h.      Smoking is prohibited in all college vehicles as identified in college Policy 1400:46.

i.      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.

j.      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:

a.     Recruiting

b.     Instruction

c.     School-related activities (i.e., Volleyball, Basketball, Forensics, Livestock Judging, etc.)

d.     Faculty/staff use (i.e., seminars, workshops, conferences, etc.)

e.     Student organization use.

 

Section: Administrative Services / Business Office Subject: Disbursement / Collection of Funds Effective Date: April 17, 1990 Revision Date:

Index: 1300:01

 

POLICY

Powers and duties of Casper College Community District Board are stipulated within Wyoming Statutes 21-18-303 and 21-18-304.

 

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.

 

Section: Administrative Services / Business Office Subject: Disbursement / Collection of Funds Effective Date: June 29, 1992 Revision Date:

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:

a. Purchases requiring prepayment by the vendor.

b. Payments less than $500 to a vendor during the accounting period.

c. Speaker fees/honoraria related to college programs and course offerings.

d. Reimbursement for petty cash funds.

e. Disbursements for the purpose of investing idle funds.

f. Expenses related to employee recruitment.

g. Debt service payments.

h. Refund of unexpended grant funds to granting entity.

i. 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.

 

Section: Administrative Services/Business Office Subject: Accounting Standards Effective Date: April 17, 1990 Revision Date:

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:

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:

Index: 1300:07

 

POLICY

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

 

Section: Administrative Services / Business Office Subject: Audits Effective Date: April 17, 1990 Revision Date:

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.

 

Section: Administrative Services / Business Office Subject: Internal Control Effective Date: April 17, 1990 Revision Date:

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.

 

 

Section: Administrative Services Subject: Purchasing Effective Date: April 1, 1994 Revision Date:

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:

a. Date

b. Name of vendor

c. Complete address of vendor

d. Description of goods or services (part number if needed)

e. Estimated cost of item if confirmed price is not known.

f. Signature of person making request.

g. Department making request.

h. 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:

a. Advertising - Public Relations

b. Commercial Printing - Public Relations

c. Computer Supplies and Software - Academic Computing Computer Services / Administration Computing Services

d. Dues and Memberships - appropriate Vice President

e. 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).

 

Section: Administrative Services / Business Office Subject: Annual Budget Effective Date: Revision Date:

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.

 

Section: Administrative Services / Business Office Subject: Insurance Effective Date: April 17, 1990 Revision Date:

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.

 

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

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.

 

SECTION: Administrative Services SUBJECT: Student Financial Obligations EFFECTIVE DATE: November 12, 1997 REVISION DATE:

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.

 

Section: Administrative Services / Business Office Subject: Bank Depositories Effective Date: April 17, 1990 Revision Date:

Index: 1300:50

 

POLICY

The Board annually appoints depositories for college funds.

 

Section: Administrative Services / Business Office Subject: Bad Debts Effective Date: April 17, 1990 Revision Date:

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.

 

Section: Administrative Services / Business Office Subject: Pledged Securities Effective Date: April 17, 1990 Revision Date:

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.

 

Section: Administrative Services / Business Office Subject: Inventory Effective Date: April 17, 1990 Revision Date:

Index: 1300:75

 

POLICY

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

 

Annual Leave for Administrative Employees	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 4^th month of employment. Administrative employees accrue 14 hours of annual leave per month through the 10^th year of continuous employment.

 

§  Administrative employees accrue 16 hours of leave per month beginning the 11^th 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 4^th 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.

 

Annual Leave for Classified Staff Employees	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 4^th month of employment. Classified staff employees accrue 10 hours of annual leave per month through the 5^th year of continuous employment.

 

§  Classified staff employees accrue 12 hours of annual leave per month beginning the 6^th year through the 10^th year of continuous employment.

 

§  Classified staff employees accrue 16 hours of annual leave per month beginning the 11^th 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 4^th 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 2. 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.

 

Birth or Adoption Leave for Administrative and Classified staff Employees	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.
5-17-11	1.1	Removed the word maternity and made leave available for either a mother or a father.	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".	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.	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.

 

Deployment Leave	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.

 

Emergency Leave for Administrative and Classified Staff Employees	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.

 

 

Employment Records	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
	1.0	Policy rewrite.
		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.

 

 

Employment Renewals	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 documents annually regarding their employment.
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 the automatic renewal of employment for faculty if a contract was not received by the April Board meeting. Changing the date of issuance to after the Board of Trustees’ 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.

 

Fall and Spring Breaks	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

 

Family and Medical Leave Act	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	Procedure 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.

 

Funeral Leave for Administrative and Classified staff Employees	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.

 

Hiring Executive and Administrative Positions	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 continuing contract status.

 

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.