MCCB Employee Handbook 2019

MISSISSIPPI COMMUNITY COLLEGE BOARD EMPLOYEE HANDBOOK

Desk Copy

Last updated: October 2019

P a g e | 2

Welcome

Welcome to the Mississippi Community College Board! We are delighted that you have chosen to join our organization and hope that you will enjoy a long and successful career with us. As you become familiar with our culture and mission, we hope you will take advantage of opportunities to enhance your career and further the Mississippi Community College Board’s goals. You are joining an organization that has a reputation for outstanding leadership, innovation, and expertise. Our employees use their creativity and talent to invent new solutions, meet new demands, and offer the most effective services in the industry. With your active involvement, creativity, and support, the Mississippi Community College Board will continue to achieve its goals. We sincerely hope you will take pride in being an important part of the Mississippi Community College Board's continued success.

Please take time to review the policies contained in this handbook. If you have questions, feel free to ask your supervisor or to contact the Human Resources Department.

P a g e | 3

Human Resource Services

New Employee Guide -2018 Edition

Welcome to the Mississippi Community College Board Welcome to the Mississippi Community College Board. Mississippi’s fifteen community and junior colleges provide the opportunity for an excellent education at a low cost for hundreds of thousands of our citizens. We teach a wide spectrum of subject areas, including university-track academic classes, career and technical skills, workforce education directed toward specific jobs, as well as adult basic education and High School Equivalency Diploma preparation. Much of this work is available via the Mississippi Virtual Community College, which offers more than 2,500 courses taught by approximately 1,330 instructors from the colleges. We invite you to join us in making your life and the state of Mississippi better!

Contents  Getting Started

 HR/Personnel Files

 Professional Development

 Safety

 Computing Policies and Services  Inventory/Property Management

 Leave and Holidays

 Insurance

Dr. Andrea Mayfield MCCB Executive Director

 Supplemental Options

 Additional Benefits

Community and Junior College Districts

 PERS

 Purchasing

 State Travel

 Notes

1. 2. 3. 4. 5. 6. 7. 8. 9.

Northwest Mississippi Community College Northeast Mississippi Community College

Useful Links

Itawamba Community College Coahoma Community College

PERS of Mississippi http://www.pers.ms.gov

Mississippi Delta Community College Holmes Community College East Central Community College East Mississippi Community College

BlueCross BlueShield of Mississippi http://www.bcbsms.com

Meridian Community College

10. Hinds Community College 11. Copiah -Lincoln Community College 12. Jones County Junior College 13. Southwest Mississippi Community College 14. Pearl River Community College 15. Mississippi Gulf Coast Community College

State of Mississippi http://www.mississippi.gov

State Telephone Directory http://dsitspe01.its.ms.gov/its /webphone.nsf/home

*Shaded counties support two districts.

Get to know MCCB

     

Quitman County supports Districts 1 and 4 Tunica County supports Districts 1 and 4. Tallahatchie County supports Districts 1 and 4. Bolivar County supports Districts 4 and 5 Lauderdale County supports Districts 8 and 9. Copiah County supports Districts 10 and 11.

Mississippi Community College Board

P a g e | 4

http://www.mccb.edu

MCCB’s Vision, Mission, and Core Values

Get to know IHL

Vision The Mississippi Community College Board shall foster an environment of excellence to promote world-class education and job training for a more prosperous Mississippi.

Mississippi Institutions of Higher Learning

http://www.ihl.state.ms.us

Contact Us

Mission

Cynthia Jiles Assistant Executive Director for Human Resources 601-432-6524 cjiles@mccb.edu

The mission of the Mississippi Community College Board is to advance the community college system through coordination, support, leadership, and advocacy.

Shana Hansen Benefits Coordinator 601-432-6141 shansen@mccb.edu

Core Values

Professionalism is a pledge of honesty, courtesy and responsibility in interactions with customers and associates. This reflects an attitude of individual and collective excellence.

Russell Shaw Director of Finance and

Administration 601-432-6345 rshaw@mccb.edu

Integrity entails an organizational commitment to moral and ethical principles that demand honesty, respect, compassion, and transparency. This is evident when open communication, ethical decision making, and humility are encouraged, expected, and demonstrated consistently.

Where To Find Us

Partnerships amplify the value of teamwork and collective networking for the mutual benefit of all constituents.

Mississippi Community College Board 3825 Ridgewood Road Jackson, Mississippi 39211

Innovation represents transformative and creative thinking that leads to continuous growth and improvement.

http://www.mccb.edu info@sbcjc.cc.ms.us

Diversity embraces acceptance, inclusion, and respect. This is about understanding each other and ourselves, and moving beyond simple tolerance to embracing and celebrating the richness each individual contributes to our organizational culture.

P a g e | 5

Mississippi Community College Board

Vision

The Mississippi Community College Board shall foster an environment of excellence to promote world-class education and job training for a more prosperous Mississippi.

Mission

The mission of the Mississippi Community College Board is to advance the community college system through coordination, support, leadership, and advocacy.

Core Values

Professionalism is a pledge of honesty, courtesy and responsibility in interactions with customers and associates. This reflects an attitude of individual and collective excellence.

Integrity entails an organizational commitment to moral and ethical principles that demand honesty, respect, compassion, and transparency. This is evident when open communication, ethical decision making, and humility are encouraged, expected, and demonstrated consistently.

Partnerships amplify the value of teamwork and collective networking for the mutual benefit of all constituents.

Innovation represents transformative and creative thinking that leads to continuous growth and improvement.

Diversity embraces acceptance, inclusion, and respect. This is about understanding each other and ourselves, and moving beyond simple tolerance to embracing and celebrating the richness each individual contributes to our organizational culture.

P a g e | 6

TABLE OF CONTENTS

STAFF EMPLOYMENT Employment at Will

10

Employment Policies

11 12

Separation from Employment

Equal Opportunity and Commitment to Diversity

13

Equal Opportunity

13

Commitment to Diversity 13 Americans with Disabilities Act (ADA) and Reasonable Accommodation 14 Harassment and Complaint Procedure 15-17 Conflicts of Interest and Confidentiality 19 Conflicts of Interest 19 Confidential Information 20 Media Inquiries 20 Ethics and Public Contracting (review of DFA guidelines) 21 Employment Relationship 23 Employment Classification 23 FLSA Time Records 23 Work Week and Hours of Work 23 Meal and Rest Breaks 23 Compensatory Time Policy 6.8 24-25 Payroll Information: Paychecks/Direct Deposit 27 Deductions from Pay 28 Flower and Gift Fund Policy 3.6* 29 Social Activities Fund Policy 3.7* 31 *Personnel Files and Access 31-32 Workplace Guidelines and Business Management 33 Attendance 33 Standards of Conduct and Performance Policy 4.1 33 Job Performance 34 Outside Employment 35 Dress and Grooming 35 Social Media Acceptable Use 35 Bulletin Boards 37 Solicitation 37 Social Media Policy 2.11* 38 Employment of Relatives 39 *Employee Discounts and Perks 40

P a g e | 7

Professional Development

41

Canvas

42 42

Access Procedures Agency Committees

43-44

Workplace Safety

45

Commitment to Safety

45 45 45 46 46 46 47

Building Access Campus Parking Safety Policy 3.4

Emergency Closings

News and Information (TEXT ALERT NOTIFICATION)

Workplace Violence Prevention

Drug-Free and Alcohol-Free Workplace 3.1-3.2*

49-50

Smoke-Free Workplace Workers’ Compensation *Emergency Contact Form

51 51 53

Computers, Internet, Email, and Other Resources Acceptable Use Policy for Technology 8.11*

55 57 59

Wireless Communications Policy 8.12*

Property Management

65

Inventory Policy 8.14*

66

LEAVE

67

Time Off and Leaves of Absence Holidays

68 69 70 71 75 76 77 78 78 79

Leave Accrual Chart

Personal Leave Policy 6.1

Medical/Bereavement Leave Policy 6.2 Family and Medical Leave (FMLA) Policy 6.7

72-75

Maternity Leave Policy 6.3

Leave Without Pay

Military Leave Policy 6.4

Time Off for Voting

Jury Duty/Court Appearance

*Smartsheet- Leave Input System

P a g e | 8

EMPLOYEE BENEFITS

81

Monthly Premium Rates

86

Supplemental Benefits

87

Medical, Dental, and Vision Insurance Group Life Insurance Short-Term Disability Long-Term Disability Employee Assistance Program

91-92

See Wellness Days Initiative – page

Additional Benefits 95 Payroll Information (Direct Deposit/Access Channel for Employees-ACE) 96-97 MS State Credit Union (direct deposit form in front binder pocket) Deferred Compensation (pamphlet in front binder pocket) Medical and Dependent Care Flex UMB Credit Card 103 *Wellness 105 Wellness Days Initiative 106 Wellness Center – access and activities 106 Wellness Center waiver 107-108 PERS Plan 109

PURCHASING

113

Policy and Procedures – Policy 8.1-8.3

114-116 117-118

Quick Purchasing Guide

TRAVEL

121 123

Travel Overview

Policy and Procedures – Policy 8.10

122, 125 127-129

Estimated Map Mileage

Car Rental

131

MCCB Manual Link

133

Employee Handbook Acknowledgment and Receipt*

135

Receipt of Harassment and Complaint Procedures*

137

P a g e | 9

MCCB ESTABLISHMENT AND AUTHORITY

The Board was established July 1, 1986 through Mississippi Code 37-4-3. MCCB is authorized to receive and distribute Legislative appropriated funds for the use of the public community and junior colleges. Federal funds and other sources are also transmitted through this agency for use by the community and junior colleges.

The Governor appoints a 10-member board from Mississippi’s five congressional districts.

P a g e | 10

Employment at Will

STATEMENT AND ACKNOWLEDGEMENT OF AT-WILL EMPLOYMENT

As an employee of The Mississippi Community College Board (MCCB), your employment has been and continues to be “at-will.” This means that during the course of employment with MCCB, employees are free to terminate their employment with MCCB at any time, with or without a reason, and MCCB has the right to terminate the employee relationship at any time, for any reason with or without a reason or notice. Although MCCB may choose to terminate an employee for cause, cause is not required. No one other than the MCCB Board or MCCB Executive Director has the authority to alter this at-will employment arrangement, to enter into an agreement for employment for a specified period of time, or to make any agreement contrary to this at-will arrangement. Furthermore, any such agreement must be in writing and must be signed by the MCCB Board and the MCCB Executive Director. Nothing in this employee handbook is intended to or creates an employment agreement, express or implied. Nothing contained in this or any other document provided to the employee is intended to be, nor should it be, construed as a contract that employment or any benefit will be continued for any period of time. In addition, no agency representative is authorized to modify this policy for any employee or to enter into any agreement, oral or written, that changes the at-will relationship. Any salary figures provided to an employee in annual terms are stated for the sake of convenience or to facilitate comparisons and are not intended and do not create an employment contract for any specific period of time. Nothing in this statement is intended to interfere with, restrain, or prevent concerted activity as protected by the National Labor Relations Act. Such activity includes employee communications regarding wages, hours, or other terms or conditions of employment. The Mississippi Community College Board employees have the right to engage in or refrain from such activities.

P a g e | 11

Employment Policies

Section 2: Staff Employment

MISSISSIPPI COMMUNITY COLLEGE BOARD POLICIES AND PROCEDURES MANUAL

Title: Hiring

Initial Date of Adoption: June 18, 1992 Revision Date : November 19, 1999

Reference: Section 25-9-107, MS Code of 1972

Code Number: 2.1

1 of 1

Page:

HIRING

The personnel of the Board provide administrative support to the Board as it seeks to carry out its mission and functions. All staff serve as non-State service employees. Although employees support the Board, the Executive Director, who is hired by the Board, will select, hire, terminate, assign, reassign, and supervise the staff. The Executive Director shall inform the Board of changes in personnel assignments or employment.

As non-state service employees, all staff serve at the will and pleasure of the Board.

Section 3 : Staff Employment

MISSISSIPPI COMMUNITY COLLEGE BOARD POLICIES AND PROCEDURES MANUAL

Title: PROBATIONARY PERIOD AND TERMINATION AT WILL

Initial Date of Adoption: December 14, 2018

Reference: 2.13

1 of 1

Code Number: Page:

Revision Date:

PROBATIONARY PERIOD AND TERMINATION AT WILL

General Statement of the Policy:

Every employee, including transfers and promotions, upon hire must successfully serve a six-month probationary period. During the probationary period, the employee’s work and conduct are carefully observed.

As an At-Will employee, the probationary employee may be terminated or demoted with or without cause and without due process by the employer.

P a g e | 12

Separation from Employment In all cases of voluntary resignation (one initiated by the employee), employees are asked to provide a written notice to their supervisors at least 10 working days in advance of the last day of work. The 10 days must be actual working days. Holidays and paid time off (PTO) will not be counted toward the 10-day notice. Employees who provide the requested amount of notice will be considered to have resigned in good standing and generally will be eligible for rehire. In most cases, Human Resources will conduct an exit meeting on or before the last day of employment to collect all agency property, and to discuss final pay. If applicable, information regarding benefits continuation through the Consolidated Omnibus Budget Reconciliation Act (COBRA) will be sent to the employee’s home address.

P a g e | 13

Equal Opportunity and Commitment to Diversity

Equal Opportunity The Mississippi Community College Board provides equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, or service in the military. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training. The Mississippi Community College Board expressly prohibits any form of unlawful employee harassment or discrimination based on any of the characteristics mentioned above. Improper interference with the ability of other employees to perform their expected job duties is absolutely not tolerated. Any employees with questions or concerns about equal employment opportunities in the workplace are encouraged to bring these issues to the attention of the HR Department. MCCB will not allow any form of retaliation against individuals who raise issues of equal employment opportunity. If an employee feels he or she has been subjected to any such retaliation, he or she should bring it to the attention of the HR Department. Retaliation means adverse conduct taken because an individual reported an actual or perceived violation of this policy, opposed practices prohibited by this policy, or participated in the reporting and investigation process described below. “Adverse conduct” includes but is not limited to: (1) shunning and avoiding an individual who reports harassment, discrimination or retaliation; (2) express or implied threats or intimidation intended to prevent an individual from reporting harassment, discrimination or retaliation; or (3) denying employment benefits because an applicant or employee reported harassment, discrimination or retaliation or participated in the reporting and investigation process.

Complaints of discrimination should be filed according to the procedures described in the Harassment and Complaint Procedure.

Commitment to Diversity The Mississippi Community College Board is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the agency and are valued for their skills, experience, and unique perspectives. This commitment is embodied in agency policy and the way we serve the citizens of Mississippi at the Mississippi Community College Board and is an important principle of sound resource management.

P a g e | 14

Americans with Disabilities Act (ADA) and Reasonable Accommodation

To ensure equal employment opportunities to qualified individuals with a disability, the Mississippi Community College Board will make reasonable accommodations for the known disability of an otherwise qualified individual, unless undue hardship on the operation of the agency would result. MCCB, adhering to the guidelines of the Americans with Disabilities Act (ADA) and the Rehabilitation Act of 1973 (Section 504), makes reasonable accommodations to employees and prospective employees with disabilities. Employees who may require a reasonable accommodation should contact the Human Resources Department.

P a g e | 15

Harassment and Complaint Procedure Sexual and other unlawful harassment is a violation of Title VII of the Civil Rights Act of 1964 (Title VII), as amended, as well as many state laws. Harassment based on a characteristic protected by law, such as race, color, ancestry, national origin, gender, sex, sexual orientation, gender identity, marital status, religion, age, disability, veteran status, or other characteristic protected by state or federal law, is prohibited. It is the Mississippi Community College Board ’s policy to provide a work environment free of sexual and other harassment. To that end, harassment of Mississippi Community College Board ’s employees by management, supervisors, coworkers, or nonemployees who are in the workplace is absolutely prohibited. Further, any retaliation against an individual who has complained about sexual or other harassment or retaliation against individuals for cooperating with an investigation of a harassment complaint is similarly unlawful and will not be tolerated. The Mississippi Community College Board will take all steps necessary to prevent and eliminate unlawful harassment. Definition of Unlawful Harassment. “Unlawful harassment” is conduct that has the purpose or effect of creating an intimidating, hostile, or offensive work environment; has the purpose or effect of substantially and unreasonably interfering with an individual’s work performance; or otherwise adversely affects an individual’s employment opportunities because of the individual’s membership in a protected class. Unlawful harassment includes, but is not limited to, epithets; slurs; jokes; pranks; innuendo; comments; written or graphic material; stereotyping; or other threatening, hostile, or intimidating acts based on race, color, ancestry, national origin, gender, sex, sexual orientation, marital status, religion, age, disability, veteran status, or other characteristic protected by state or federal law. Definition of Sexual Harassment. While all forms of harassment are prohibited, special attention should be paid to sexual harassment. “Sexual harassment” is generally defined under both state and federal law as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature where:  Submission to or rejection of such conduct is made either explicitly or implicitly a term or condition of any individual’s employment or as a basis for employment decisions; or  Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment. Other sexually oriented conduct, whether intended or not, that is unwelcome and has the effect of creating a work environment that is hostile, offensive, intimidating, or humiliating to workers may also constitute sexual harassment. While it is not possible to list all those additional circumstances that may constitute sexual harassment, the following are some examples of conduct that, if unwelcome, may constitute sexual harassment depending on the totality of the circumstances, including the severity of the conduct and its pervasiveness:

P a g e | 16

 Unwanted sexual advances, whether they involve physical touching or not;  Sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life, comments about an individual’s body, comments about an individual’s sexual activity, deficiencies, or prowess;  Displaying sexually suggestive objects, pictures, or cartoons;  Unwelcome leering, whistling, brushing up against the body, sexual gestures, or suggestive or insulting comments;  Inquiries into one’s sexual experiences; and  Discussion of one’s sexual activities. All employees should take special note that, as stated above, retaliation against an individual who has complained about sexual harassment and retaliation against individuals for cooperating with an investigation of sexual harassment complaint is unlawful and will not be tolerated at the Mississippi Community College Board . Complaint Procedure. Any employee who believes he or she has been subject to or witnessed illegal discrimination, including sexual or other forms of unlawful harassment, is requested and encouraged to make a complaint. You may complain directly to your immediate supervisor or department manager, the HR Officer, or any other member of management with whom you feel comfortable bringing such a complaint. Similarly, if you observe acts of discrimination toward or harassment of another employee, you are requested and encouraged to report this to one of the individuals listed above. No reprisal, retaliation, or other adverse action will be taken against an employee for making a complaint or report of discrimination or harassment or for assisting in the investigation of any such complaint or report. Any suspected retaliation or intimidation should be reported immediately to one of the persons identified above. All complaints will be investigated promptly and, to the extent possible, with regard for confidentiality. If the investigation confirms conduct contrary to this policy has occurred, the Mississippi Community College Board will take immediate, appropriate, corrective action, including discipline, up to and including immediate termination.

See MCCB Policy 2.7

P a g e | 17

Section 2 : Staff Employment

MISSISSIPPI COMMUNITY COLLEGE BOARD POLICIES AND PROCEDURES MANUAL

Title: Sexual Harassment

Initial Date of Adoption: June 18, 1992

Reference:

Revision Date: November 19, 1999; August 19, 2016

Code Number: 2.7

1 of 1

Page:

SEXUAL HARASSMENT

If an employee is subject to sexual harassment, the following complaint process should be followed:

1. The employee should clearly advise the alleged offender that the behavior is objectionable and should cease. The employee should document the objectionable behavior and the employee’s communication to the alleged offender.

2. If the employee does not feel safe confronting the alleged offender, or if the objectionable behavior does not cease after confronting the alleged offender, the employee should notify:

a. Human Resources Director, or b. Deputy Executive Director for Finance and Administration, or c. Associate Deputy Executive Director for Programs and Accountability

3. If the above named officer or director receiving the complaint determines that the behavior described, if true, would constitute sexual harassment, the officer or director will investigate and interview the relevant parties and witnesses.

4. The officer or director receiving the complaint is authorized to promptly reassign the employee or the alleged offender, if appropriate, during the investigation.

5. The officer’s or director’s investigative findings and recommendation will be presented to the Executive Director in writing. The Executive Director’s decision regarding same

P a g e | 18

P a g e | 19

Conflicts of Interest and Confidentiality

Conflicts of Interest

The Mississippi Community College Board expects all employees to conduct themselves and agency business in a manner that reflects the highest standards of ethical conduct, and in accordance with all federal, state, and local laws and regulations. This includes avoiding real and potential conflicts of interests. Exactly what constitutes a conflict of interest or an unethical business practice is both a moral and a legal question. The Mississippi Community College Board recognizes and respects the individual employee’s right to engage in activities outside of employment which are private in nature and do not in any way conflict with or reflect poorly on the agency. It is not possible to define all the circumstances and relationships that might create a conflict of interest. If a situation arises where there is a potential conflict of interest, the employee should discuss this with a manager for advice and guidance on how to proceed. The list below suggests some of the types of activity that indicate improper behavior, unacceptable personal integrity, or unacceptable ethics: 1. Carrying on agency business with a firm in which the employee, or a close relative of the employee, has a substantial ownership or interest. 2. Holding a substantial interest in, or participating in the management of, a firm to which the agency makes sales or from which it makes purchases. 3. Borrowing money from customers or firms, other than recognized loan institutions, from which our agency buys services, materials, equipment, or supplies. 4. Accepting substantial gifts or excessive entertainment from an outside organization or agency. 5. Speculating or dealing in materials, equipment, supplies, services, or property purchased by the agency. 6. Participating in civic or professional organization activities in a manner that divulges confidential agency information.

7. Misusing privileged information or revealing confidential data to non-MCCB employees.

8. Using one’s position in the agency or knowledge of its affairs for personal gains.

9. Engaging in practices or procedures that violate antitrust laws, commercial bribery laws, copyright laws, discrimination laws, campaign contribution laws, or other laws regulating the conduct of agency business.

P a g e | 20

Confidential Information

The protection of confidential information is vital to the interests of the Mississippi Community College Board . Confidential information is any and all information disclosed to or known by you because of employment with the agency that is not generally known to people outside the agency about its business. An employee who improperly uses or discloses confidential agency information will be subject to disciplinary action up to and including termination of employment and legal action, even if he or she does not actually benefit from the disclosed information.

Media Inquiries

All inquiries from the media must be referred to the Director of Communications, Kell Smith.

Kell Smith Director of Communications and Legislative Services 601-432-6734 ksmith@mccb.edu Office 624

P a g e | 21

ACKNOWLEDGMENT

MISSISSIPPI COMMUNITY COLLEGE BOARD ETHICS IN PUBLIC CONTRACTING

I have received a copy of the Ethics in Public Contracting section of the DFA Office of Purchasing and Travel Procu r ement Manual dated February 5, 2016. I agree to abide by the policy terms as a condition of my employment with the Mississippi Community College Board . REVIEW

NAME:

DATE:

P a g e | 22

P a g e | 23

Employment Relationship

Employment Classification – see analysis guidelines

In order to determine eligibility for benefits and overtime status and to ensure compliance with federal and state laws and regulations, the Mississippi Community College Board classifies its employees according to established Department of Labor guidelines as either exempt or non- exempt. Employees will be notified of this classification at the time of hire or change in position. The Mississippi Community College Board may review or change employee classifications at any time according to the established guidelines. Time Records (FLSA Time Records) All nonexempt employees are required to complete accurate daily time reports showing all time actually worked. These records are required by governmental regulations and are used to document regular and overtime pay. At the end of each month, the employee and his or her supervisor must sign the time sheet attesting to its correctness before forwarding it to the Human Resources department. Work Week and Hours of Work The standard workweek is from Monday 8:00 a.m. until Friday 5:00 p.m. and generally consists of 40 work hours. Standard office hours are 8:00 a.m. to 5:00 p.m., with a 1-hour lunch unpaid break. Individual work schedules may vary depending on the needs of each department. Email your reporting hours to hr@mccb.edu for your personnel files.

Meal and Rest Breaks Employees are entitled to a 1-hour unpaid meal break each day. If a nonexempt employee is required to work through a meal break, he or she will be provided comp time according to the MCCB Compensatory Time Policy 6.8. Employees are also entitled to two 15-minute rest periods each day.

P a g e | 24

Compensatory Time

When required due to the needs of the agency, you may be asked to work overtime. Nonexempt employees will be provided overtime compensation as compensatory hours (MCCB Policy 4.8) at the rate of one and one half their regular rate of pay for all hours over 40 actually worked in a single workweek. Paid leave, such as holiday, PTO, bereavement time, and jury duty does not apply toward work time. All overtime work must be approved in advance by a supervisor or manager.

Section 6 - Leaves And Absences

MISSISSIPPI COMMUNITY COLLEGE BOARD POLICIES AND PROCEDURES MANUAL

Title: Compensatory Time

Initial Date of Adoption: June 18, 1992 Revision Date : August 16, 2002; May 20, 2016

Reference:

Code Number: 6.8

1 of 1

Page:

COMPENSATORY LEAVE

Compensatory leave is administered in compliance with the Fair Labor Standards Act and the regulations promulgated by the U. S. Department of Labor (hereinafter referred to as “DOL”).

1. Compensatory leave shall be administered according to Mississippi Code Annotated Section 25-3-92 (1) (1972).

Compensatory leave shall be awarded to professional “exempt” staff of the Board at an accrual rate equal to the amount of time worked. No compensatory leave will be awarded unless prior approval of the Executive Director or an Associate Executive Director is obtained, as is appropriate. Compensatory leave will be awarded when it is essential that a Board employee work or travel after normal working hours such as:

a. b. c.

Time worked on Saturday, Sunday and state Holidays.

Time worked at night meetings

Other times as deemed appropriate by the Executive Director.

Use of compensatory leave is subject to prior approval of the Executive Director. Employees who work overtime without prior approval may be subject to disciplinary actions.

Compensatory leave may be used for those purposes for which personal leave may be used except that compensatory leave may not be used in lieu of personal leave or leave without pay for the first day of an illness of an employee.

2.

FLSA Compensatory Leave

MCCB employees in positions which have been classified “non-exempt,” as defined in the federal regulations promulgated by DOL pursuant to the Fair Labor Standards Act (hereinafter referred to as “FLSA”), may receive compensatory time at a rate of not less than one and one-half hours for each hour worked over forty hours in a workweek as defined in DOL regulations, instead of cash overtime pay. MCCB employees in positions that have been classified as “exempt” under DOL regulations may receive compensatory time earned under FLSA only when they perform duties of a “non-exempt” position on an emergency and temporary basis. There are limits on the extent to which the non-exempt employee may continue to accrue compensatory time. The limit of earned compensatory time under the FLSA for most non-exempt employees is 240 hours. If a non-exempt employee who is covered by the Fair Labor Standards Act accrues more than 240 hours of compensatory time, the additional hours will be paid. MCCB employees should consult the Human Resources Office to confirm the status of their position under the FLSA, when their DOL workweek begins and ends, and to determine the limit of compensatory time, which may be earned for their position under the FLSA. An FLSA classification analysis will be documented and maintained for all agency positions. MCCB employees are to use compensatory time earned pursuant to the FLSA prior to the use of accrued personal or agency compensatory time. Further, non-exempt employee are to take FLSA compensatory time off when the employee’s compensatory time earned under the FLSA has reached the limit allowed under the regulations, as stated above.

P a g e | 25

3.

Agency Compensatory Leave

When it is essential that a MCCB employee work after normal working hours, the employee may receive credit for compensatory leave. Further, when it is essential that a MCCB employee work during an official State holiday, the employee will receive credit for compensatory leave. Agency compensatory time earned is credited at a rate of an hour for an hour for all employees.

4.

Compensatory Leave upon Termination of Employment

Upon termination of employment, an employee may not be paid for accumulated agency compensatory leave. Should an employee retire having accumulated agency compensatory leave, such leave may not be counted as creditable service for retirement purposes. In addition, MCCB will not authorize payment to an employee’s beneficiary for unused agency compensatory leave in the event of an employee’s death.

P a g e | 26

P a g e | 27

Pay/ Pay period The Mississippi Community College Board ’s operates on a monthly pay period. Checks/direct deposits are issued for all employees on the last working day of the month. If pay day falls on a federal holiday, employees will receive their paycheck on the preceding workday. Employees may choose to have their paychecks directly deposited into checking and/or savings accounts. Direct Deposit – Check Stubs Effective May 1st, 2017, your MAGIC user ID and password will become your ACE user ID and password. If you do not have a MAGIC user ID and password but will need one to log into ACE, you may contact the MMRS call center at your convenience any time after April 30th for assistance. Note: If you were hired after June 30th, 2014, your ACE user ID will have a “30” after your initials, i.e. AB30111111 Remember ACE is only for those employees who are on direct deposit. If you do not have your check direct deposited you will receive a paper W-2 mailed to the address on your check stub. Please verify that the address listed is correct. ACE is the State of MS website that you will use to view your pay stubs, leave time & to get your W-2’s (in January). You will get a user ID from me but you have to call the helpdesk to obtain a password. Shana Hansen will email each new hire a user ID. Employees are eligible for direct deposit after an accrual of 40 hours of personal leave.

The # to the help desk is listed below as well as the website for ACE.

https://www.ms.gov/my.policy

For assistance with ACE, you may email mash@dfa.ms.gov or call Security at MMRS Call Center at 601-359-1343, Option 1, Sub-Option 4.

Shana Hansen 601-432-6141

P a g e | 28

Deductions from Pay

The Agency does not make improper deductions from the salaries of employees and complies with the salary basis requirements of the Fair Labor Standards Act (FLSA). Permitted deductions. The FLSA limits the types of deductions that may be made from the pay of an exempt employee. Deductions that are permitted include:

•

Deductions that are required by law, e.g., income taxes;

•

Deductions for employee benefits when authorized by the employee;

•

Absence from work for personal reasons other than sickness or disability;

• Absence from work for sickness or disability if the deduction is made in accordance with policy or practice of providing compensation for salary lost due to illness; Improper deductions. If an employee classified as exempt believes that an improper deduction has been taken from his or her pay, the employee should immediately report the deduction to the Human Resources Department. The report will be promptly investigated and if it is found that an improper deduction has been made, the agency will reimburse the employee for the improper deduction.

P a g e | 29

Section 3: Staff – Workplace

MISSISSIPPI COMMUNITY COLLEGE BOARD POLICIES AND PROCEDURES MANUAL

Title: Flower and Gift Fund Policy

Initial Date of Adoption: November 19, 1999

Reference:

Revision Date(s ): Jan. 2002; October 15, 2004; May 20, 2016

Code Number: 3.6

1 of 1

Page:

FLOWER AND GIFT FUND POLICY

On various occasions, it is appropriate to send flowers or gifts to state board employees, board members, or community college presidents due to bereavement, hospitalization or other unusual circumstances. A flower and gift fund has been established to pay for these flowers or gifts. The fund will be supported by voluntary employee contributions of a fixed amount on a monthly basis and from Board members as required. Funds for employees and Board members are recorded separately. Each participating employee will make monthly contributions of $1.00. The monthly contribution will be collected through payroll deductions and turned over to the secretary/treasurer no later than the fifth working day of the succeeding month. Any changes regarding the payroll deduction for the flower and gift fund must be submitted in writing to the Director of Finance and Administration on or before the 12th of each month in order for the change to be effective for that month. The employee’s supervisor should notify the secretary/treasurer should be notified in writing as soon as possible regarding any hospitalization or death of a participating employee or other eligible recipients. No request will be honored unless it has been submitted in writing. An expenditure report will be prepared and distributed by the Technical Specialist for Finance on a semi- annual basis unless otherwise requested in writing.

The policies listed below will govern the operation of this fund:

(1) Flowers or Memorials for Funerals

Flowers shall be sent for the funeral of eligible recipients. Eligible recipients shall include employees and *immediate family, board members and immediate family, and community college presidents and spouse. A maximum of $50.00 for the metro area and $60.00 (including FTD charge) for out-of-town delivery will be allowed. Memorials or the purchase of food may be made in lieu of flowers in an amount not to exceed $50.00. Cards will be sent to other, non- immediate family members.

(2) Flowers or Gifts for Hospitalization:

When eligible recipients are confined to a hospital, flowers shall be sent with the cost not to exceed $45.00 for the metro area and $55.00 (including FTD charge) for out-of-town delivery. Eligible recipients shall include employees and immediate family, board members and immediate family, and community college officers and their spouse. Cards may be sent to other non-immediate family members. The purchase of food or gift card may be made in lieu of flowers in the amount not to exceed $45.00. (3) Anything not covered in the above policies will be taken into consideration and acted upon by the committee. The committee will also determine eligible recipients not already outlined in the Flower and Gift Fund Policies.

(4) In the event of a deficit, the committee will call upon all participating employees for additional funds.

(5) Checks will be signed by the secretary/treasurer and co-signed by the Executive Director or his/her

designee. (6) The Board and Employees’ Fund may share costs equally when sending flowers/gifts to the

same person.

*Immediate family includes spouse, parent, stepparent, sibling, child, and stepchild.

P a g e | 30

Section 3: Staff - Workplace

MISSISSIPPI COMMUNITY COLLEGE BOARD POLICIES AND PROCEDURES MANUAL

Title: Social Activities Fund

Initial Date of Adoption: November 19, 1999 Revision Date: Jan. 2002; October 15, 2004; May 20, 2016; December 9, 2016

Reference:

Code Number: 3.7

1 of 1

Page:

SOCIAL ACTIVITIES FUND

The Mississippi Community College Board has established the following policies for the purposes of funding and planning appropriate social functions and occasions.

(1) Social Committee

The Social Committee will be composed of persons appointed by the Executive Director who are participating in the Social Fund. The committee will be responsible for scheduling and planning all social activities. (2) Participation All MCCB employees are encouraged to participate in the Social Activities Fund. These activities are conducted to allow MCCB staff an opportunity to get to know each other better and enjoy each other’s company. Due to the cost of these social activities, only staff members that contribute to the social fund will be allowed to participate.

(3) Payroll Deductions

Each participating employee will make monthly contributions of $2.00. The monthly contribution will be collected through payroll deductions and turned over to the secretary/treasurer no later than the fifth working day of the succeeding month. Checks will be signed by the secretary/treasurer and co-signed by the Executive Director or his/her designee. An accountant at MCCB will serve as secretary/treasurer.

(4) Activities/Occasions

The following activities may be paid for through the established fund: special holiday occasions (such as Christmas, Halloween, Thanksgiving, etc.), wedding or baby showers, retirement, employee of the quarter, and etc. Money coming from the fund may be used for food, beverages, decorations, deposits, equipment, and facility rental.

In activities where gifts are purchased, the gifts will be funded separately through special donations by employees. If there is extra money available in the fund, it may be used for other activities at the discretion of the committee.

P a g e | 31

Personnel Files

MANDATORY FORMS

 MCCB Application  I-9 Form  W-4 Form  State Tax Withholding Form  Direct Deposit Form  PERS Form  Health Insurance Enrollment  Life Insurance Enrollment  Always Care Enrollment  Handbook Receipt

POLICIES

 Acceptable Use Policy for Technology/Wireless Policy  Social Media Policy  Drug Free Workplace Acknowledgement  Ethics and Public Contracting  Employee Certification and Authorization Statement  Inventory Policy  Receipt of Harassment and Complaint Procedure

ADDITIONAL MANDITORY DOCUMENTS

 Established Office Hours  Sexual Harassment Certificate  Active Shooter Certificate  New Hire Goal Development Form  Annual Performance Review

OPTIONAL FORMS

 Emergency Contact Form  Flower and Gift Fund} $3.00  Social Activities Fund} $3.00  IPEDS – Ethnicity Self-Identification Form  Direct Deposit

P a g e | 32

Access to Personnel Files Employee files are maintained by the Human Resources department and are considered confidential. Managers and supervisors may only have access to personnel file information on a need-to-know basis. Managers will not have access to medical files. Personnel file access by current employees and former employees upon request will generally be permitted within 3 days of the request unless otherwise required under state law. Personnel files are to be reviewed in the Human Resources department. Employee files may not be taken outside the department. Representatives of government or law enforcement agencies, in the course of their duties, may be allowed access to file information.

P a g e | 33

Workplace Guidelines

Attendance

All employees are expected to arrive on time, ready to work, every day they are scheduled to work. If unable to arrive at work on time, or if an employee will be absent for an entire day, the employee must contact the supervisor as soon as possible.

Section 4: Employee Performance/Grievance Procedure

MISSISSIPPI COMMUNITY COLLEGE BOARD POLICIES AND PROCEDURES MANUAL

Title: Standards of Conduct and Performance

Initial Date of Adoption: June 18, 1992

Reference:

Revision Date: November 19, 1999; May 20, 2016; December 9, 2016

Code Number: 4.1

1 of 1

Page:

STANDARDS OF CONDUCT AND PERFORMANCE

The Board staff members are expected to maintain work practices which reflect a commitment to excellence. This commitment should be demonstrated by job performance and compliance with professional standards as established by the policies and codes of ethics described in policies of this manual.

The Board staff work day shall comply with the requirements of state law. The executive director is authorized to establish the most effective work schedule for staff members.

Employee Work Schedules State law requires that all State offices be available to the public for services from 8:00 am until 5:00 pm, Monday through Friday.

To provide for maximum flexibility in scheduling employees, the Executive Director may develop modified flexible work schedules.

Attendance Regular attendance is a basic condition of employment with the State of Mississippi and MCCB and shall be considered among the essential elements for all permanent position classifications. All employees must report to and leave work at the time designated by their employers. Anticipated absence from work is to be arranged with the employee’s supervisor in advance, and unexpected absences are to be reported promptly to the employee’s supervisor prior to the beginning of the employee’s work period. Diligence During Work Period All employees must apply themselves to their assigned duties during the full schedule for which compensation is being received, except for reasonable time provided to take care of personal needs.

P a g e | 34

Job Performance

Section 4: Employee Performance/Grievance Procedure

MISSISSIPPI COMMUNITY COLLEGE BOARD POLICIES AND PROCEDURES MANUAL

Title: Employee Performance Appraisals

Initial Date of Adoption: June 18, 1992

Reference:

Revision Date: November 19, 1999; May 20, 2016

Code Number: 4.3 Page:

1 of 1

EMPLOYEE PERFORMANCE APPRAISALS

The Executive Director or Personnel Director shall be responsible for assuring that an annual appraisal of job performance is conducted for each employee. Appropriate forms and associated information shall be developed as a part of carrying out this responsibility.

The Board shall have the responsibility of carrying out the annual evaluation of the Executive Director.

Communication between employees and supervisors or managers is very important. Discussions regarding job performance are ongoing and often informal. Employees should initiate conversations with their supervisors if they feel additional ongoing feedback is needed. Formal performance reviews are conducted annually. These reviews include a written performance appraisal and discussion between the employee and the supervisor about job performance, expectations, and goals for the coming year.