Section II: EMPLOYEE BENEFITS AND RELATED INFORMATION

Holidays

Official holidays for Shelton State Community College are as follows:

Labor Day Veteran's Day Thanksgiving Day Friday following Thanksgiving Day Christmas Eve Christmas Day New Year's Day Independence Day Martin Luther King/Robert E. Lee Birthday Memorial Day Five additional days designated by the President in the

officialannual calendar

Workdays

Staff: Full-time staff works 260 days per year. The normal workday for a full-time, non-instructional staff member is from 8:00 a.m. to 5:00 p.m. with one hour for lunch. Departments may deviate from the normal workday by using flexible scheduling as described in this handbook. Any deviation from the normal workday, as defined above, must be approved in writing from the employee's direct supervisor and the appropriate dean. The division dean and College President must approve all overtime or compensatory time in advance.

Faculty: Full-time instructors, librarians, and counselors on salary schedule D1 employed on a nine-month contract will work a minimum of 175 days. Full-time instructors, librarians, and counselors on salary schedule D1 employed on a twelve-month contract will work a minimum of 229 days. Those employed full-time for the summer will work a minimum of 54 days.

Faculty workdays are defined by their official approved work schedule, which must extend over a five (5) day period, Monday - Friday with a minimum of three hours per day. However, when the official work schedule does not apply, a faculty workday is from 8:00 a.m. to 4:00 p.m. with one hour for lunch.

Casual and Team-wear Days

In the interest of employee comfort, morale, and to make Shelton State Community College a better place to work, the President has designated every

Friday as Casual Day and every Monday as Team-wear Day. On Fridays, employees can dress in comfortable, casual attire, as long as it is neat, clean, in good taste, and projects a positive image of the College. On Mondays, employees may wear appropriate attire that displays the designation “Shelton State Community College.” This may include T-shirts, golf-shirts, sweatshirts, jackets, etc. Team-wear Day is a time to express our school spirit and support of the College. Employees are encouraged to purchase team-wear from the College Bookstore.

Employees must use good judgment in determining what casual attire is appropriate to wear to the office. Specific attire that is unacceptable for casual day includes: T-shirts with offensive slogans or pictures, torn clothing, loose footwear such as flip-flops, bare feet, and excessively revealing attire such as short shorts, halter tops, or see-through clothing.

Business reasons might require employees to wear formal business attire on casual day or team-wear day. Employees should consider their level of customer and public contact and the types of meetings they are scheduled to attend in determining the type of attire that is appropriate. Employees’ needing additional information about what attire is appropriate for casual Fridays or Team-wear Mondays should ask their supervisor.

Employee Attendance

Introduction: Regular and punctual attendance is important to the efficient operation of the College. Employees must make every effort to be on time and come to work as scheduled. Excessive tardiness or unscheduled absences can result in disciplinary action.

Notification procedure: Employees must call their supervisor, as close to the regular start-work time as possible, if they are going to be absent without prior approval. Employees are expected to explain the reason for their absence and indicate the date they expect to return to work. Employees with poor attendance records can be asked to provide a doctor's certificate to justify an absence due to illness or injury. Any employee who does not report to work for three consecutive days and does not provide proper notification to their immediate supervisor or dean is considered to have resigned voluntarily.

Corrective measures: Supervisors should counsel employees with attendance problems about the importance of regular and punctual attendance. If necessary, the supervisor and employee must devise a plan for improving attendance and/or punctuality. If the employee's attendance or punctuality problems persist, more serious disciplinary steps —such as warning letters, docking of pay, suspension, and discharge—may be taken by the President on the recommendation of the supervising dean. Generally, employees may receive a warning letter from the President or designee after their fifth unscheduled absence or late arrival within six months. Subsequently, the President may issue

them a three-day suspension if they experience three more incidents in the next three months.

Employees’ pay may be docked in fifteen (15) minute increments for persistent late arrival upon written request from a supervising dean to the Dean of Business Services. Employees may be subject to discharge by the President if they accumulate ten (10) or more unscheduled absences or late arrivals within a year. The President may consider an employee's length of service, prior disciplinary record, patterns of absences (for example, Mondays and Fridays), and other aggravating or mitigating circumstances in deciding whether to alter or modify these disciplinary steps. Separate disciplinary penalties can apply if employees fail to notify supervisors when they will be absent or fail to provide a doctor's certificate when requested.

Employees who have a serious medical condition or who need time off to care for a family member with a serious medical condition or a newborn or newly adopted or foster child may use paid accrued leave or request unpaid leave in accordance with the Family and Medical Leave Act (FMLA). Absences or instances of lateness covered by an employee's use of approved FMLA leave are not considered grounds for disciplinary action. For more information about FMLA requirements and procedures contact the Office of Human Resources at 205-391-2272.

Attendance Reports

Each administrative unit will maintain an attendance report on assigned personnel to account for all types of leave used within the prescribed monthly time period (beginning on the 18th and ending on the 19th day of each month). Approved leave forms should be attached to the monthly attendance report.

Flexible Scheduling (Flextime)

Supervisors on a case-by-case basis approve flextime. Only full-time employees who have completed at least six months of employment are eligible to work flextime.

Flextime might not be feasible within some departments or for certain positions within a department. Seasonal or cyclical changes in workloads also might restrict the ability of an office, department, or division to offer flextime during certain times of the year.

Since supervisors might be unsure of how flextime will affect their office or department's operations, they should introduce flextime within their department on a pilot basis. After a pilot period—usually six months—supervisors can evaluate whether flextime can be offered to employees on a continuing basis.

Employees wanting to work flextime must discuss the matter with their supervisor. If flextime is feasible, the employee must propose a specific arrangement and secure approval from their supervisor.

In considering the feasibility of a proposed flextime schedule, a supervisor should take into account:

1. Staffing levels needed to maintain service and production levels;

2. The nature of the employee's responsibilities;

3. The office or department's capacity to handle changing workloads;

4. The employee's work record, including punctuality and his or her ability to meet deadlines; and

5. The employee's expressed willingness to depart from the flextime schedule to accommodate changing situations and staffing needs.

Supervisors must take a uniform approach to approving flextime schedules so that similarly situated employees with equivalent work records are treated the same.

Shelton State Community College has the right to cancel or suspend an employee's flextime privileges at any time, for any reason or for no reason. Daily and weekly work schedules can be modified at the discretion of the supervisor to meet changing institutional or business conditions. Flextime does not restrict exempt employees from working more than their scheduled flextime hours. Nonexempt employees can be required to depart from their flextime schedules to work occasional overtime.

Departments/Divisions of the College may utilize “flexible scheduling” with staff personnel to provide for extended hours of operation to better meet customer needs. Departments/Divisions who use flexible scheduling should establish a rotation system whereby staff members have an equal opportunity to use “flexible scheduling” and ensure that operational requirements are met. Departments/Divisions must ensure adequate staffing for extended hours of operation.

The workday for personnel on a flexible schedule will normally be 8:00 a.m. to 5:30 p.m., Monday through Thursday, with one-half (1/2) hour for lunch. On Friday, the flexible schedule workday will normally be from 8:00 a.m. until 12:00 noon. Personnel not on a flexible schedule will maintain hours of operation until 5:00 p.m. on Fridays. Other variations of flexible scheduling must be approved by the appropriate Dean.

While on a flex-schedule as described above, staff members earn one (1) flex hour per day (Monday-Thursday). The four (4) flex-hours earned from

Monday through Thursday are then used to reduce the workday on Friday by four (4) hours. If a holiday(s) falls during the Monday-Thursday period, no flex-hour is earned on the day(s) off. Therefore, only flex-hours that are earned may be taken off on Friday. If a holiday falls on Friday, those who are on a flex-schedule may take the four (4) earned flex-hours at a time/date approved by their immediate supervisor. Variations of the flexible schedule described above may be considered on a case-by-case basis and must be approved by the President.

LEAVES WITH PAY

Administrative Leave

College employees paid on State Salary Schedules A, B, C, D1, D3, E and H may request and be granted administrative leave with pay, at the discretion of the President, for the following reasons: voting, donating blood, job interviewing within the institution, legislative duties, and court attendance. A full-time employee required by a court to attend court in the capacity of a juror or witness under a subpoena may be granted administrative leave with pay to attend such court. Supervisors or deans may contact the appropriate court to request a postponement of or release from jury duty for essential personnel.

Court Attendance (Jury Service or a Witness Under Subpoena)

Shelton State Community College recognizes its employees' civic obligation to perform jury service and serve as a witness when subpoenaed. Shelton State Community College respects every employees’ willingness to serve and meet these public service commitments. Administrative leave will be granted for court attendance to perform jury service or to appear as a witness under subpoena.

Employees summoned to jury service or subpoenaed to serve as a witness must bring a copy of the summons or subpoena to their immediate supervisor as soon as possible. In turn, supervisors make all necessary arrangements for the employee to take leave as needed to perform their civic duty.

Pay while on duty: Full-time employees of the College who are required by a court to attend such court in the capacity of a juror or witness under subpoena will be granted administrative leave with pay to attend such court.

Requesting leave: Employees should submit a leave request form as soon as possible after receiving a summons to jury service or subpoenaed as a witness. A copy of the summons or subpoena must be attached to the leave request form. This allows the supervisor time to plan for the employee's absence or possible absence by juggling vacation plans, changing work schedules, or scheduling temporary replacements. An employee must notify their supervisor if they wish to request a postponement of jury service for personal reasons. Supervisors must grant leave to an employee summoned for jury service or subpoenaed as a witness. Supervisors should contact the Office of Human Resources if postponing the employee's service would avoid a business or operational hardship.

Calling in: Employees serving as jurors or witnesses under subpoena, who are released early by the court during normal work hours, should promptly contact their immediate supervisor by phone and return to work as soon as possible.

Early dismissal days: Personnel summoned for jury duty or subpoenaed as a witness and subsequently released by the court are expected to return to work.

Overtime for non-exempt employees: Non-exempt employees, as defined by the Fair Labor Standards Act, on jury or witness duty that perform work after their regular shifts may receive overtime pay or compensatory time. Because the College wants jurors and witnesses under subpoena to be rested and alert when at work, supervisors should keep requests for additional hours to a minimum and should not press employees to work outside normal hours unless an emergency exists.

Exempt employees: Professional, managerial, faculty, and other exempt employees, as defined by the Fair Labor Standards Act, are paid on a salary basis and receive their usual pay while on jury duty. These employees are expected to show judgment and responsibility by doing what they reasonably can to maintain continuity of operations while they are serving as jurors or witnesses. This can require keeping in contact with supervisors and subordinates by telephone, taking work home, reporting to work before or after jury duty each day, and/or performing work on weekends.

Failure to return to work: Failure to return to work in a timely manner, upon release from jury or witness duty, will be considered an unexcused absence.

Requests for postponement of jury duty: Recognizing the importance of having citizens serve as jurors, Shelton State Community College does not normally request jury service postponements. If, however, the timing of an

employee's jury service imposes an operational hardship, the immediate supervisor can discuss this with the Office of Human Resources. The Office of Human Resources will request jury service postponements only when a postponement would eliminate or greatly reduce a scheduling conflict or preclude an operational hardship.

Exceptions: Employees do not receive paid administrative leave to attend trials in which they are plaintiffs or defendants, or in which they are testifying for a fee as expert witnesses. In such cases, the employee must use annual or personal leave.

Annual Leave

Employees eligible to accrue annual leave are those compensated from Salary Schedules A, B, C, E, and H (prorated). Employees on Salary Schedule D do not earn annual leave. Employees compensated from Salary Schedule H will receive annual leave on a prorated basis as follows:

Salary Schedule Annual Leave Per MonthH-20 4 hoursH-25 5 hoursH-30 6 hoursH-35 7 hours

Personnel must work one-half of the work days in the initial month of employment to accrue a day of annual leave. The immediate supervisors are responsible for assuring that leave taken by employees in their area of responsibility is reported timely and accurately on the basis of the Request for Leave they have approved. If an employee who is eligible to accrue annual leave assumes an assignment on a salary schedule where annual leave may not be earned or accrued, payment for the unused portion of the accrued annual leave will be made at the conclusion of the eligible assignment and will be based on the eligible salary schedule.

Annual Leave Accrual Rate: Years of Experience (Yearly Advance)

A "year of experience" shall be a completed year of full-time work experience at one or more state two-year college, the Department of Postsecondary Education, any public school, college or university in Alabama, or at any combination of the foregoing. Credit for out-of-state work experience in public education may be granted at the discretion of the President. A "year" shall be at least nine (9) months' employment out of a twelve (12) month period. A twelve (12) month period shall be that period from September 1 to August 31. In order to receive consideration as a "year of experience" for annual leave accrual rate purposes, a "year" must be completed on or before August 31 prior to the academic year during which the leave accrual rate shall be applicable.

With regard to administrative, supervisory, or professional work experience, "full-time" shall mean employment having a normal workweek of forty (40) or more hours. With regard to instructional experience (including experience as a teacher, librarian, or counselor) "full-time" shall mean employment having a normal workweek of thirty-five (35) or more hours or such number of work hours as the College designates as full-time. With regard to work experience as a support employee, "full-time" for the purpose of computing "years of experience" shall mean employment having a normal workweek of twenty (20) or more hours.

Current State Board of Education policy does not provide for annual leave for instructors, counselors, or librarians (schedule D personnel). However, the yearly advance will be tracked for administrative purposes. Any full-time instructor, counselor, or librarian, as defined above, will be tracked for “yearly advance.” The “Yearly Advance” reflected on all Letters of Appointment and Employment Contracts will be used to calculate annual leave for all employees (except faculty, counselors, and librarians on salary schedule D).

The number of "years of experience" shall be established and certified based on verified documentation provided to the College by the respective eligible employee. Such certification shall be carried out no later than thirty (30) days after the first date of employment of the respective employee in a position for which annual leave is a benefit. If an employee does not provide by the deadline stated above verified documentation of all prior work experience subject to consideration with regard to such "years of experience," then any such work experience not sufficiently documented shall not be considered for annual leave accrual purposes until the ensuing academic year.

The official table for determining annual leave accrual for eligible employees is as follows:

Years of Experience Annual Leave Earned

0-4 1.00 day per month5-9 1.25 days per month10-14 1.50 days per month15-19 1.75 days per month20-above 2.00 days per month

A leave year for earning, accrual, and use of leave by College employees is September 1 through August 31 (except for military leave which is based on calendar year). Therefore, the effective date for necessary changes in Years of Experience (Yearly Advance) is September 1. A maximum of 60 days of annual leave may be carried forward into each September. Earned annual leave may be taken at appropriate times as approved in advance by the appropriate supervisor and dean. Annual leave may exceed 60 days during a year; however, annual leave exceeding 60

days earned, but not taken by September 1, is forfeited.

Annual leave is not transferable. An employee who changes employment will be compensated for the actual number of annual leave days accumulated up to a maximum of 60 days. Termination payment may not exceed the daily compensation rate times 60 days.

Emergency Leave

In situations where annual and sick leave have been exhausted, the President or an immediate supervisor may approve emergency leave for an employee up to a maximum of three days per leave year. An emergency is a situation or occurrence of

a serious nature developing suddenly and unexpectedly, and demanding immediate action.

A maximum of three days of emergency leave with pay may be granted to any full-time employee compensated from Salary Schedules A, B, C, E or H (prorated) during any leave year if, in the judgment of the supervising dean, it is essential that the employee is absent. Emergency leave with pay is non-cumulative. Emergency leave will not be paid on termination or resignation of employment.

Support personnel on Salary Schedule H may be granted a maximum of three days (prorated) of emergency leave. A day for Schedule H employees is defined in the Annual Leave Section of this handbook. Employees on Salary Schedule D do not receive emergency leave.

Employees should not expect the three days to be given in a two or three-day sequence. Example: If an emergency takes place Monday and it becomes necessary to be away from work Tuesday and Wednesday, only Monday will be considered for emergency leave. Sick or personal leave should be used for Tuesday and Wednesday. If the emergency occurs Sunday, no request for emergency leave should be requested if the employee needs to be out Monday and Tuesday, since the emergency is over and other leave can be used. Emergency leave is granted at the dean’s discretion and can be expected under the following emergencies. The employee may use sick leave (for items 1 an 2 below) or approved emergency leave (items 1 through 5 below), if all annual and sick leave have been exhausted.

1. Sudden and unexpected death of an immediate family member or person(s) under the care of the employee (spouse, children,

parents, brother, sister, father-in-law, mother-in-law, brother-in-law, sister-in-law, niece, nephew, grandchildren, grandparents, uncle and aunt).

2. Emergency hospitalization of the employee or an immediate family member or person(s) under the care of the employee (spouse, children, parents, brother, sister, father-in-law, mother-in-law, brother-in-law, sister-in-law, niece, nephew, grandchildren, grandparents, uncle and aunt).

3. A vehicle accident in transit to/from workplace.

4. Catastrophic loss to major personal property (e.g., home damage by fire, tornado, etc.).

5. Severe weather conditions that prevent travel.

Emergencies beyond those specified will be considered for approval by the supervising dean on an individual basis. Emergency leave requires a written statement from the employee and is not cumulative.

The following situations are not deemed to be emergencies and are not intended to be granted emergency leave status: elective or planned surgery; attendance upon sick or injured pets; funerals; diagnostic testing; planned dental surgery; providing transportation for another individual and automobile malfunction.

Military Leave

All full-time employees are eligible for paid military leave of up to 168 hours per calendar year in the event of being called to active duty. During paid military leave, the employee will continue to accrue all employment benefits, including sick and annual or personal leave, and paid medical insurance benefits. Once available paid military leave is exhausted, the employee may take available annual or personal leave and continue to receive all employment benefits. A copy of the military order and a Leave Request Form

must be submitted to the appropriate supervisor and dean for approval. The immediate supervisor is responsible for ensuring that leave taken by employees in their area of responsibility is reported timely and accurately on the basis of the Request for Leave they have approved. Once the employee has exhausted all available paid leave, the employee may be considered for military leave of absence without pay. Employees on unpaid leave of absence do not accrue benefits but may choose to continue health insurance coverage by paying the designated premiums.

Personal Leave

All full-time, non-instructional personnel on Salary Schedules A, B, C, E, and H (prorated) are granted up to two (2) days of personal leave with pay during the fiscal year September 1 - August 31. A day for Schedule H employees is defined in the Annual Leave Section of this handbook. Personal leave is non-cumulative and a reason is not required. However, personal leave requires prior approval from the employee's supervisor and dean.

Full-time instructional personnel on Salary Schedule D are eligible for five days of personal leave (35 hours) each fiscal year. Requests should be submitted for approval to the appropriate dean at least twenty-four hours in advance. If the personal leave will cause the instructor to miss any instructional duties, the faculty member must attach to the request a proposal to assure appropriate service to the students and institution.

Unused personal leave will be automatically converted at the end of the leave year (August 31) to sick leave. Personal leave will not be paid on resignation or termination of employment.

Professional Leave

Short-term: Short-term professional leave is defined to include appropriate activities sponsored by professional associations and organizations such as Alabama Education Association (AEA), Alabama Vocational Association (AVA), Alabama College Association (ACA), and other associations and organizations that promote educational development.

Full-time personnel may be granted professional leave with pay for up to ten days per year. The President will determine if the leave will significantly enhance the employee's direct contributions to the institution and is consistent with the goals of the employee's professional development plan. The employee must have a written statement accompanying each request and a written report must be submitted to the President upon completion of the activity.

Employees on Salary Schedule D may have up to ten (10) days of professional leave per year to attend workshops, conferences, classes, and other professional development activities. This leave is contingent upon recommendations by the division chairperson and the appropriate dean, and the approval of the President. Requests for such leave must be submitted in writing through the division chairperson. Upon completion of the activity, a written report should be submitted through the division chairperson to the dean. Expenses for such activities are contingent upon availability of funds and are paid through established travel procedures. While on professional leave, the job duties of the employee must be reassigned to assure appropriate service to

students and the institution. The faculty member will coordinate with the division chair regarding plans for missed instructional duties.

The appropriate dean will ensure the documentation of each professional development activity, its purpose, and the benefits derived. Documentation shall be forwarded to the Personnel Office for inclusion in the faculty members personnel file.

Other Professional Leave: Professional leave with pay, other than that to attend conferences, workshops, classes, etc., may be granted to a full-time employee when federal or other non-institutional funds are available for such purposes. An employee granted leave with pay must return to the College for a minimum period of two years or repay the monies received while on leave. The tenure status of persons on professional leave will not be affected. The Chancellor will grant professional leave with pay only on written request from the College President and approval.

Sick Leave

A full-time employee on Salary Schedules A, B, C, D and E earns one day of sick leave per month. The Alabama Legislature in SB 91/2001-672, effective August 1, 2001, removed the 225-day limit on accumulation of sick leave. With passage of this legislation and publication of new guidelines by the Alabama College System, employees may accumulate an unlimited number of sick leave days but are limited as credit for retirement purposes to one day per month of employment. Personnel employed on Salary Schedule H earn one day of sick leave per month. A "day" for H-Schedule employees is defined under the Annual Leave Section of this handbook.

Each full-time employee on salary schedule D will earn one day (seven hours) of sick leave per month of employment to a maximum of nine days during the academic year (fall and spring semesters) and up to a maximum of three days during the summer term. The accrual of sick leave for schedule D personnel for summer employment is as follows:

Full-time summer employment 3 daysHalf-time but less than full-time summer employment 2 daysLess than half-time summer employment 1 day

Any unused balance of sick leave accumulated at the end of the leave year will be carried forward to the next succeeding year. Under State Board Guidelines adopted in August of 2001, employees may now accumulate an unlimited number of sick leave days. Transfer of sick leave from other public school systems and higher education public institutions in Alabama controlled by Boards of Trustees will be accepted for new employees. Documentation of earned sick leave will be required. Sick leave may only be transferred between

authorized agencies to the employee who earned the sick leave. Sick leave should be taken in one-half hour increments and does not

require prior approval. However, a sick leave form should be submitted immediately upon the employees return to work.

Earned sick leave may be used when on letter of appointment or during a prescribed contractual period. However, sick leave may not be utilized to extend the employment period beyond the appointment or contractual period.

Sick Leave Definitions

1. Personal illness or doctor’s quarantine.

2. Routine physical examinations, dental appointments, eye examinations, etc.

3. Personal injury that incapacitates the employee.

4. Attendance on an ill member of the immediate family (husband, wife, father, mother, son, daughter, brother, sister) of the employee or on an individual with a close personal tie to the employee. As specified by guidelines to State Board Policy No. 610.02 and for purposes of application of this policy, an individual with a close personal tie to the employee is limited to the following: a person standing in loco parentis; where unusually strong personal ties exist due to an employee’s having been supported or educated by a person; father-in-law; mother-in-law; son-in-law; daughter-in-law; brother-in-law; sister-in-law; niece; granddaughter; grandson; grandfather; grandmother; aunt; or uncle.

5. Death of a member of the family of the employee (husband, wife, father, mother, son, daughter, brother, sister, father-in-law, mother-in-law, brother-in-law, sister-in-law, nephew, niece, granddaughter, grandson, grandfather, grandmother, aunt, uncle).

6. Illness, injury, or death of an individual not legally related to but having a unique relationship with the employee. Where unusually strong personal ties exist due to an employee’s having been supported or educated by a person, or some relationship other than those listed, this relationship may be recognized for leave purposes.

7. Persons on maternity leave will be paid for earned sick leave on request.

Transfer of Sick Leave - Sick leave earned while employed by a local Alabama public school system, higher education public institutions in Alabama, or the Alabama Department of Postsecondary Education (for other organizations see current Guidelines for State Board Policy 610.01) may be transferred upon employment. The transfer of sick leave is limited to the number of days authorized by statute for two-year postsecondary education institutions. Sick leave may only be transferred between authorized agencies to the employee who earned the sick leave, except in cases where another (recipient) employee qualifies for catastrophic sick leave. Before sick leave days for a catastrophic illness may be transferred to another employee, the recipient employee shall have first exhausted all sick, annual, and personal leave and borrowed fifteen (15) days from the Sick Leave Bank (SLB).

Medical Certificate for Absences Due to Illness - After five (5) days of absence due to illness, within a thirty (30) calendar-day period, the President or designee may require an employee to furnish a medical certificate by a qualified physician acceptable to the College. This is to be done at the expense of the employee.

Sick Leave Bank - Shelton State Community College maintains a Sick Leave Bank (SLB) through which employees can "pool" their sick leave as self-insurance against short term or catastrophic illness. Membership in the SLB is voluntary. All employees of the College are encouraged to join the SLB. To become a member of the SLB an employee should complete an application for membership in the Personnel Service Center. Each SLB member must deposit five (5) sick leave days into the SLB. The five sick leave days on deposit may be withdrawn upon resignation from the SLB.

Members of the SLB may also qualify for sick leave donations for catastrophic illness. A catastrophic illness is defined as any illness or injury so certified by a licensed physician, which causes the employee to be absent from work for an extended period of time. Before being eligible for catastrophic sick leave, employees must exhaust all personal, annual, and sick leave and borrow no more than fifteen (15) days from the SLB. When the fifteen (15) borrowed days have been exhausted, SLB members become eligible for sick leave donations for catastrophic illness from other employees. Donated sick leave days for catastrophic illness may be used as sick leave days or to repay days owed to the SLB to the credit of the affected member.

After an SLB member has exhausted all personal, annual, and sick leave and borrowed fifteen (15) days from the SLB, he/she may request that the Office of Human Resources appeal to College employees for sick leave donations for catastrophic illness. Sick leave days donated to and used by an eligible employee for catastrophic illness do not have to be repaid. Days borrowed from the SLB, however, must be repaid by donated days or as the employee earns them. No employee shall be allowed to owe more than 10 days more than the

employee has on deposit to the sick leave bank (i.e., 15 days), unless over fifty (50) percent of the participating members of the SLB vote to extend said limit. Employees interested in participating in the bank should contact the Office of Human Resources.

The sick leave bank is administered by an Action Group consisting of one member appointed by the President of the College and four (4) members elected from the active membership of the SLB. Action Group members are to be elected annually and may serve no more than five years.

LEAVES WITHOUT PAY

Maternity Leave

A full-time employee of the College is entitled to a maximum of one (1) year of maternity leave without pay. In addition, or as an alternative, an employee may use accrued sick leave. Persons on maternity leave without pay resulting from pregnancy will be paid for earned sick leave on request. Accumulation of sick leave will continue while the employee is on paid sick leave. Accumulation of sick leave will not continue while employee is on unpaid maternity leave. An employee who resigns instead of taking unpaid maternity leave or accrued sick leave will not be paid for accumulated sick leave. An employee taking leave to stay at home after placement of an adopted child or foster child is not eligible for paid sick leave; however, all provisions of the Family and Medical Leave Act will be followed as they relate to leave occurrences for individuals meeting the eligibility requirements.

Time spent on unpaid maternity leave will not be counted in computing the amount of time worked during a given academic year. The one year maximum designation is intended to apply exclusively to unpaid maternity leave. Therefore, any paid leave taken by an employee for maternity purposes will not reduce the maximum amount of one year of unpaid maternity leave which the employee may also take. The tenure status of persons on maternity leave will be not affected.

Personal Leave of Absence

The Chancellor may grant up to one year of personal leave without pay to a full-time employee on the written request of the President. Such request shall state that the leave without pay will not hamper the normal routine operation of the College. The tenure status of persons on personal leave without pay will not be affected. Employees approved for personal leave of absence without pay must use all accrued personal and annual leave commencing on the start date of the personal leave of absence.

Professional Leave of Absence

A full-time, tenured faculty member may be granted up to a maximum of

one year of professional leave without pay. Approval is granted by the Chancellor if, in the judgment of the college president, the purposes of the institution and objectives of the department are not hampered by the absence.

Other full-time employees of the College may be granted professional leave, without pay, for a period not to exceed one year. Approval is granted by the Chancellor, if, in the judgment of the President, the purposes of the institution and objectives of the department are not hampered by such leave.

Emergency Leave of Absence

Leave for emergency reasons may be granted without pay for up to a maximum of one year on written recommendation by the President and approval by the Chancellor. The tenure status of persons on emergency leave without pay will not be affected.

Family and Medical Leave Act (FMLA)

Purpose - The Family and Medical Leave Act (FMLA) of 1993 was passed to balance demands of the work place with needs of families; promote stability and economic security of families; and promote national interests in preserving family integrity. The Act seeks to minimize the potential for employment discrimination based on gender by ensuring generally that leave is available for eligible medical reasons (including maternity-related disability), for certain compelling family reasons (see leave criteria below); and to promote the goal of equal opportunity for women and men.

Definitions:

Parent: A biological or adoptive parent or an individual who stood in loco parentis (a person who is in the position or place of a parent) to an employee when the employee was a child.

Child: A son or daughter under eighteen (18) years of age or eighteen (18) years of age or older and incapable of self care because of mental or physical disability who is: a biological child; an adopted child; a foster child (one for whom the employee performs the duties of a parent as if it were the employee’s child); a stepchild (a child of the employee’s current spouse from a former marriage); a legal ward (a minor child placed by the court under the care of a guardian); a child of an employee standing in loco parentis.

Serious Health Condition: An illness, injury, impairment, or physical or mental condition that involves either any period of incapacity or treatment connected with inpatient care (an overnight stay) in a hospital, hospice, or

residential medical-care facility, and any period of incapacity or subsequent treatment in connection with such inpatient care; or continuing treatment by a health care provider which includes any period of incapacity (inability to work, attend school, or perform other regular daily activities) due to: (a) a health condition lasting more than three consecutive days, andany subsequent treatment or period of incapacity relating to the same condition that also includes treatment two or more times by or under the supervision of a health care provider; or one treatment by a health care provider with a continuing regimen or treatment; or (b) pregnancy or prenatal care; or (c) a chronic serious health condition which continues over an extended period of time, requires periodic visits to a health care provider, and may involve occasional episodes of incapacity; or (d) a permanent or long-term condition for which treatment may not be effective; or (e) any absences to receive multiple treatments for restorative surgery or for a condition which would likely result in a period of incapacity of more than three days if not treated.

Health Care Provider: Doctors of medicine or osteopathy authorized to practice medicine or surgery by the state in which the doctors practice; or podiatrists, dentists, clinical psychologists, optometrists, and chiropractors authorized to practice, and performing within the scope of their practice under state law; or nurse practitioners, nurse-midwives, and clinical social workers authorized to practice, and performing within the scope of their practice as defined under state law; or any health care provider recognized by the College or the College’s group health plan benefits manager.

Eligibility Criteria - To be eligible for FMLA benefits, a College employee must have been employed by the College for a total of 12 months from the date on which any FMLA leave is to begin and must have worked at least 1,250 hours over the previous 12 month period. These guidelines generally do not cover temporary employees. However, if a temporary employee is extended beyond one (1) year, the employee would be covered if he/she had worked at least 1,250 hours during the previous twelve (12) month period. The twelve (12) month period used to calculate eligibility and to be used as a leave year under the FMLA will be the same as that used by each college to determine annual and sick leave - generally September 1 through August 31.

Eligible employees are entitled to Family Medical Leave for one or more of

the following reasons:

1. For the birth of a child and to care for the child after birth, provided the leave is taken within a twelve (12) month period following birth;

2. For the employee to care for a child placed with the employee for adoption or foster care, provided the leave is taken within a twelve (12) month period following placement;

3. For the employee to care for the employee’s child, spouse, or parent, where that child, spouse, or parent has a serious health condition; or

4. Because the employee has a serious health condition that makes the employee unable to perform the essential functions of his or her position.

A husband and wife who are eligible for FMLA leave and employed by the College are permitted to take only a combined total of twelve (12) weeks of unpaid FMLA leave during any twelve (12) month period.

Employees taking other types of leaves of absence without pay, other than Family Medical Leave, and employees not eligible to take Family Medical Leave are subject to the applicable leave policies of the State Board of Education. Under these policies, employees must pay for health benefits coverage while on unpaid leave.

Intermittent or Reduced Schedule Family Medical Leave – The FMLA permits employees to take leave on an intermittent basis or to work a reduced schedule under certain circumstances. Intermittent or reduced schedule FMLA leave may be taken:

When medically necessary to care for a seriously ill family member or because of the employee’s serious health condition.

To care for a newborn or newly placed adopted or foster child only with the approval of the President.

Substitution of Paid Leave for Family Medical Leave – The College may require the substitution of accrued paid annual or personal leave for any of the situations covered by FMLA. The substitution of accrued paid sick leave is limited by the policies governing the use of sick leave as stated in Section II of this handbook.

FMLA Disclaimer

THE FAMILY MEDICAL LEAVE ACT (FMLA) IS LENGTHY AND COMPLICATED. IT IS NOT PRACTICAL TO PRINT ALL PROVISIONS OF THE FMLA IN THIS HANDBOOK. FURTHERMORE, THE COMPLEXITY OF THE FMLA STATUTE PROHIBITS US FROM ADDRESSING EVERY CONTINGENCY OR SITUATION. YOU SHOULD CONTACT THE DIRECTOR OF PERSONNEL SERVICES TO DISCUSS YOUR SPECIFIC SITUATION AND TO DETERMINE WHETHER YOU ARE ELIGIBLE AND MEET REQUIRED LEAVE CRITERIA. FOR ADDITIONAL INFORMATION CONCERNING RIGHTS AND RESPONSIBILITIES UNDER FMLA, EMPLOYEES ARE ENCOURAGED TO CALL THE DEPARTMENT OF LABOR (DOL) AT 1-800-959-FMLA AND REVIEW THE DOL’S FMLA WEB PAGE AT HTTP://WWW.DOL.GOV/DOL/ESA/FMLA.HTM.

RETIREMENT

Mandatory participation is required in the Alabama Teacher's Retirement System (TRS) for all full-time/ part-time employees who work at least twenty hours per week. Part-time employees working less than nineteen hours per week (i.e., adjunct faculty) who are already participating in TRS through other school systems or institutions are also required to participate at Shelton State Community College. For more information on retirement benefits and application forms, contact the Office of Human Resources.

Employees that work less than forty (40) hours per week may not earn a full retirement year. For example: A person who works twenty (20) hours per week is considered half time by TRS. A half time person works 6/12ths or 1/2 of what a full-time (40 hour per week) employee works. This would be equivalent to 6 months work for the half-time employee as opposed to the twelve (12) months that a forty (40) hour per week employee would accumulate. To get credit for a full retirement year with TRS you must

work the equivalent of nine (9) months out of the year. Therefore, a half-time person would get credit for 6/9ths or 2/3 of a retirement year (8 months). Employees who plan to retire and have worked less than forty (40) hours per week during their career should contact TRS to determine how much creditable service they have received and when they are eligible for retirement.

DEFERRED COMPENSATION PLAN (RSA-1)

Shelton State employees may participate in RSA-1, a deferred compensation plan that provides access to tax deferred savings for retirement. Employees interested in this plan should contact the Office of Human Resources at 205-391-2272 or the Retirement Systems of Alabama (RSA) at 1-800-214-2158.

INSURANCE

Basic Health and Supplemental Coverage(s)

Full-time employees may elect full basic individual coverage or full basic family coverage under one of several Public Education Employees’ Health Insurance Plans (P.E.E.H.I.P). Contact the Office of Human Resources for information and current costs for available plans. Employees who elect to decline PEEHIP coverage receive four supplemental coverage’s (dental, vision, indemnity, and cancer) at no cost to the employee for individual or family coverage. Employees who select basic individual or basic family coverage may purchase, in addition, any or all of the supplemental coverage(s). Contact the

Office of Human Resources for current costs of supplemental coverage(s). A PEEHIP Employee Handbook (with details of insurance coverage) will normally be mailed annually to each employee as a supplement to this employee handbook.

COBRA – Consolidated Omnibus Budget Reconciliation Act (1986)

Under the health benefits provisions of COBRA, all employees who are covered under PEEHIP group health insurance have the right to choose continuation coverage in the event of the employee's resignation, termination of employment (except for gross misconduct) or reduction of hours below 20 hours a week. The College must notify the PEEHIP office within 30 days when an employee loses group health coverage. The PEEHIP office will then notify the employee of his/her COBRA rights. If the eligible member does not choose continuation coverage, his or her PEEHIP group health insurance coverage will end. COBRA requires that the eligible member be afforded the opportunity to maintain continuation of coverage for 36 months unless he or she lost group health coverage because of termination of employment or reduction in hours. In that case, the required continuation of coverage period is 18 months.

In the event of an employee's death, divorce, or legal separation, or a retiree losing coverage under PEEHIP’s group plans because of enrollment in Medicare, the spouse and dependent children of the employee or retiree have the option of purchasing continuing coverage under PEEHIP’s group health plans for up to 36 months.

It is the responsibility of the employee, the ex-spouse, or a dependent family member to notify PEEHIP in writing or by calling 1-800-214-2158 within sixty (60) days of losing dependent status. In addition, the member or dependent must obtain a “Continuation of Coverage” application form within 60 days. COBRA coverage must begin the first day of the month following the qualifying event. A dependent’s coverage ends on the last day of the month in which the dependent becomes ineligible.

Employees or qualified beneficiaries electing COBRA coverage are responsible for paying the full premium cost of the extended health care coverage.

By enrolling in the COBRA Plan, employees and their family members

receive the benefit of purchasing the same extensive coverage provided to active employees at favorable group rates. There is no waiting period, no exclusion for preexisting conditions, and no physical examination. Any amounts already paid toward deductibles and coinsurance during the current year count under the continuation policy.

In order for Shelton State Community College to meet its legal obligations in providing continuing health care coverage, all employees must notify the Payroll Office within 60 days of a divorce or legal separation or when a dependent child becomes ineligible. A dependent loses eligibility and coverage ends on the last day of the month in which the dependent becomes 19 years of age, 25 years of age (if classified as a full-time student), or has married. A dependent that loses eligibility for the reasons cited above can purchase continuing health care coverage under PEEHIP’s group plans for up to 36 months. It is also essential that the College has a current address for all employees and family members.

This policy statement is only a brief description of the PEEHIP Health Care Continuation Plan and does not claim to fully explain all COBRA eligibility requirements, application procedures, or employee rights. Employees and dependents should review the current PEEHIP Employee Handbook provided to every employee by PEEHIP. For more information on PEEHIP benefits go to the Retirement Systems of Alabama web site at www.rsa.state.al.us/PEEHIP/peehip.htm.

HIPPA - Health Insurance Portability and Accountability Act (1996)

HIPPA includes important protections for employees who have pre-existing conditions. HIPPA only applies to PEEHIP Health Insurance Plans and does not apply to any of the four supplemental plans administered by Southland National Insurance Corporation. Employees should review the section on HIPPA in the PEEHIP Employee Handbook for more information or contact the PEEHIP Office at 1-800-214-2158.

AEA Endorsed Voluntary Group Life, Disability, and Accident Insurance

The Alabama Education Association (AEA) has endorsed several insurance plans that include Voluntary Group Life, Disability, and Accident Insurance. The AEA endorsed carrier for the Voluntary Life and Disability plans is American United Life

Insurance Company®. The AEA endorsed carrier for the Voluntary Accident Insurance plan is CHUBB Corporation. AEA endorsements may change from time to time. For current information please contact the Office of Human Resources at 205-391-2272.

ON-THE-JOB INJURIES

Reporting

Job related injuries should be reported within 24-hours to the appropriate Dean or the President's Office.  An accident/injury report form may be obtained from campus security.  A copy of the accident report should be sent to the Office of

Human Resources.

Definitions

Job-Related Injury: An injury that occurs to an employee during authorized working hours while in the performance of assigned duties. Incidents that occur during rest breaks or lunch periods, accidents resulting from carelessness or violation of published safety rules, and injuries caused by inappropriate behavior of an employee(s) may be deemed as not job related. Based on a careful review of the facts, the President of the College will make the final decision on whether an injury is job-related. A job-related injury may be an injury caused by physical trauma (such as a broken bone or a laceration) or it may be an injury or malady caused by job-related stress (i.e., peptic ulcers, high blood pressure, heart ailments, etc.).

Temporary Disability: A physical injury or malady necessitating absence from regular duties but allowing for a reasonable expectation that the employee will return to duty.

Permanent Disability: An injury or malady of such severity that there is no reasonable expectation that the employee will return to duty.

General Provisions

The specific provisions for On-The-Job Injuries are found in State Board Policy Number 610.02 in the State Board Policy Manual available for employee use in the library. The policy includes, but is not limited to, the following:

1. The President may approve payment of salaries and fringe benefits for up to ninety (90) working days for absences arising from job-related injuries to College employees. Continuation of salary and fringe benefits for the appropriate number of working days shall be consistent with the employee’s injury and the subsequent absence from work resulting from the injury. This policy shall apply to temporary disability of the employee as applicable to the job-related injury.

2. Sick leave shall not be deducted from the employee’s account if absence from work results from an on-the-job injury.

3. Eligibility for salary and benefits under this policy is contingent upon proper notification by the injured employee to the President or appropriate dean within twenty-four (24) hours after the occurrence of the injury. When the employee is not clinically able to provide such notice, notification may be made by a representative of the

employee. Said representative must be reasonably knowledgeable concerning the injury and the condition of the employee.

4. The College may require medical certification from the employee’s physician that the employee was injured and cannot return to work because of the injury. The President/designee may, within their discretion, require a second opinion from another physician at the expense of the College. The president/designee may require a statement from the physician that there is a reasonable expectation that the employee can return to work. A physician’s statement is necessary if an employee is requesting payment for an absence of more than three (3) working days or if the injury is attributed to job related stress. The Physician’s Statement form is available in the Office of Human Resources.

5. To request approval for payment of salary and benefits as explained in item 1 above, the employee should submit an “Application for Salary Continuation for Absence Due to Job-Related Injury” to the Office of Human Resources for approval by the President. Forms are available in the Office of Human Resources on the Martin Campus.

Claims Process

Colleges within the Alabama College System (ACS) are self-insured and do not carry Workman’s Compensation Insurance for on-the-job injuries. The Alabama Board of Adjustment (ABA) reviews medical claims for all on-the-job injuries.   The claims process for medical expenses related to on-the-job injuries is as follows:

First, file your claim with your primary health care provider.  Your insurance may cover all or part of the expenses.  The Alabama Board of Adjustment will consider what your insurer does not pay. Be sure to save receipts for co-pays or prescriptions not paid by your insurer and directly related to the on-the-job injury.

Second, submit a claim form through the Office of Human Resources to the Alabama Board of Adjustment (ABA).  Be sure to submit receipts for co-pays and prescriptions directly related to the on-the-job injury that were not paid by your insurer.

The ABA will ask the Chancellor's office for a recommendation (to pay, in full or in

part, or not to pay)

The Chancellor's office will make a recommendation to the ABA (you will

receive a copy of the Chancellor's recommendation).  The ABA will make the final decision (usually within 30 days of receiving the Chancellor's recommendation).  The ABA is not bound by the Chancellor's recommendation.

If payment is approved, the ABA will notify the College to issue a check for the amount to be paid.

The College will send the check to the ABA. Finally, the ABA will forward the check with a release form to you, the

claimant.

EMPLOYEES AND DEPENDENTS TUITION WAIVER PROGRAM

General Guidelines

The Employees and Dependents Tuition Waiver Program is designed for all full-time employees of the Alabama College System as defined below.

Definitions

Full-time: Any employee of the College who works twenty (20) or more hours per week (staff) or 35 hours per week (faculty).

Employee: Any full-time employee of any public two-year college in the State of Alabama, the Alabama Department of Postsecondary Education, the Alabama Industrial Development Training Institute (AIDT), or the Alabama Skills Training Consortia and their dependents as defined below. Note: This

program does not include temporary or part-time employees or persons serving as independent contractors.

Dependent: The spouse of any full-time employee, the unmarried, natural or adopted children of any full-time employee, residing in the household of the employee or the employee's former spouse; the unmarried stepchildren of any full-time employee, residing in the house hold of the employee.

Eligibility

Employees must be employed for one full academic year or at least 12 months, whichever is less restrictive, prior to the first scheduled day of class for the semester for which the employee is applying. Dependents will be eligible when said employee is eligible, and to the same degree to which the employee is eligible. Dependents will be ineligible when said employee becomes ineligible, except that dependents of any employee who has twenty-five (25) years or more of continuous service in the Alabama College System upon retirement from The Alabama College System are eligible

to participate in the program for a five-year period commencing with the date of the

employee’s retirement from the System.

Termination of Eligibility

Employees: Eligibility terminates if the employee discontinues full-time employment at his/her respective institution for any reason except on an approved leave of absence.

Dependents: Dependents will be ineligible when said employee becomes ineligible, except that dependents of any employee who has twenty five (25) years or more of continuous service in The Alabama College System, the Alabama Department of Postsecondary Education, the Alabama Industrial Development Training Institute, or the Alabama Skills Training Consortia upon retirement from The Alabama College System, the Alabama Department of Postsecondary Education, the Alabama Industrial Development Training Institute, or the Alabama Skills Training Consortia are eligible to participate in the program for a five year period commencing with the date of the employee's retirement.

Tuition Waiver

Tuition will be waived for all full-time eligible employees and dependents based on the following years of service and hours worked per week at the College:

All full-time Administration or Staff employees on Salary Schedules A, B, C, E, or H who work twenty (20) or more hours per week, full-time Faculty employees on Salary Schedule D who work thirty-five (35) hours per week, and full-time Adult Education employees who work forty (40) hours per week.

1. Less than one (1) year not eligible.

2. One (1) year one-third tuition waived.

3. Two (2) years two-third tuition waived.

4. Three (3) or more years full tuition waived.

NOTE: Expenses for supplies, books, and fees other than tuition will not be waived. There is no limit on the number of credit hours that may be taken other than the normal academic limitations of the College.

Conditions

The student-employee/dependent must maintain at least a C average (2.0 on a 4.0 scale) in the courses for which he/she receives a tuition waiver. Those falling below this standard will not be eligible for tuition assistance and must pay for courses until his or her grade point average (GPA) is C or better. A tuition waiver may not be used to repeat courses, even if a grade of W was received. Employees/dependents may audit one course per semester. Auditing students are not required to take the final exam but must meet all other course requirements. Participation in the program is in addition to the employee’s full-time work week and will not be considered in computing the employee’s time for financial compensation. In certain cases, the employee’s work schedule may be adjusted to permit course attendance. Adjustments to an employee’s work schedule must be recommended by the employee’s supervisor and/or dean and approved by the President.

Re-certification

The student-employee/dependent must re-certify eligibility prior to registering for a new semester. To re-certify, the student employee/dependent must submit an unofficial transcript with any new application for a tuition waiver. The Dean of Instructional Services will review the transcript to ensure that courses are not repeated and the GPA requirement is met.

Approval

The Dean of Instructional Services and the Dean of Business Services must approve the application for the employee/dependent.

Procedures

1. The application and the Guidelines for application and approval are on the inside web page Tuition Waiver Guidelines and Tuition Waiver Forms.

2. Upon verification of eligibility and approval by either the associate academic or technical dean, the original will be forwarded to the Office of Financial Aid.