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Human Resources Department Austin Community College 5930 Middle Fiskville Rd. Austin, Texas 78752-4390 512.223.7572 |
General Job Related Information
Useful Job Related ACC Web SitesE-mail Employment-at-will Keys Management of Employee Complaints Management of Progressive Discipline Mediation Parking Termination Absenteeism/TardinessAll employees are expected to arrive on time for each work day. If an employee is unable to arrive on time or must be absent for a work day, the employee must contact the immediate supervisor prior to the start of the work day to report the absence or tardiness. You must speak with your supervisor directly, unless an emergency prevents you from calling the supervisor. Failure to report to work or report absence/tardiness may result in disciplinary action. Failure to report to work or contact the supervisor for three (3) workdays will subject the non-faculty employee to immediate termination. Faculty members are expected to contact the Department Chair prior to the expected absence so that a substitute instructor may be assigned to classes. For additional information, see http://www.austincc.edu/admrule/6.10.008.htm. AccidentsIf an employee has a work related accident, the employee should report the accident to the immediate supervisor or a member of management as soon as possible. The immediate supervisor is responsible for completing the Supervisor’s Investigation of Accident Report form and coordinating the process with Environmental Health and Safety. Contact Environmental Health and Safety at 223-1015. Business CardsACC business cards are available for Classified, Prof-Tech, and full-time faculty. The web page for ordering instructions is online at http://accweb.austincc.edu/purchase/businesscards.php. Please allow 4-6 weeks for processing. Should you need assistance, please contact the Purchasing Department. College Information SystemsEmployees have access to electronic information in support of the educational and professional goals of ACC’s students, faculty and staff. Access to internally controlled information is a privilege, not a right, and all users are accountable for professional and ethical use of college information systems. The College reserves the right to limit access or to terminate access to internal information systems if deemed in the best interest of the institution. Administrative Rule 3.05.002, Use of College Information Systems, governs use of the internal information systems. For additional information, see http://www.austincc.edu/admrule/3.05.002.htm. Dual EmploymentEmployees are expected to fulfill the duties and responsibilities of the primary position for which the employee was hired. It is the policy of the College that employees may not have a dual assignment that overlaps or conflicts with the primary work assignment. For further information, see the Administrative Rule on Dual Employment http://www.austincc.edu/admrule/6.06.003.htm. E-mail AccountsAs an ACC employee, you will have an e-mail account to support your job. Your e-mail account is to be used for ACC-related business. This account cannot be used for unprofessional, illegal or commercial purposes. Employees are expected to check and respond to their e-mails in a timely manner. The employee’s e-mail should indicate when the employee will be out of the office for an extended period of time. Please view e-mail guidelines at http://www.austincc.edu/helpdesk/email/index.html. You will need to set up your e-mail account as soon as possible upon reporting to your workstation. Never let another person use your password. If you have a problem with setting up your e-mail account or need more information about your account, call 223-HELP (223-4357) or e-mail the Help Desk at helpdesk@austincc.edu. The Help Desk will contact you with a response to your questions. College policy, Administrative Rule 3.01.003, Use of Telecommunications Resources, is located at http://www.austincc.edu/admrule/3.01.003.htm. Employee DressAs an ACC employee you are asked to dress in a professional manner appropriate to your position. Different departments may have different expectations depending on the type of work performed and your interaction with the general public. If you have any questions about appropriate dress in your department or work area, discuss it with your supervisor. Employment-at-WillAll employees, except full-time faculty with an agreement, are employees at will and subject to termination at any time and without reason or notice, except in accordance with ACC’s written policies and procedures. See ACC Board Policy, http://www.austincc.edu/board/policies/F8.htm and the pertinent Administrative Rules, including Personnel Appointments, 6.06.002, http://www.austincc.edu/admrule/6.06.002.htm; Termination of Non Contract Employees, 6.08.002, http://www.austincc.edu/admrule/6.08.002.htm. Contract employees are subject to termination in accordance with Administrative Rule 6.08.001, Termination of Annual Contract Employees, http://www.austincc.edu/admrule/6.08.001.htm. Employment Eligibility -- I-9 Formll employees hired are required to have a completed I-9 form on file in the Office of Human Resources that documents employment eligibility and authorization to work in the United States in accordance with federal requirements. This form must be completed within three (3) days of hire. If the employee does not provide the required documentation, the employee may be suspended without pay or terminated. It is the responsibility of the hiring supervisor to ensure that the appropriate paperwork is on file for each new employee. The procedures are described in Administrative Rule 6.05.007 located at http://www.austincc.edu/admrule/6.05.007.htm. For additional information or assistance contact HR Records, 223-7571. Equipment Inventory/Transfer of College PropertyAll furniture and equipment costing over $500 is processed through the Inventory Receiving Office and tagged with an inventory number. Supervisors periodically receive inventory listings and verify all furniture and equipment assigned to their area. To move furniture and/or equipment to another department or budget unit, the transfer must be approved by the appropriate administrator and documented on a “Property Movement Request” form. This form is available from Facilities and Operations or available online at http://accweb.austincc.edu/accforms/formsfrontpage/propmanage.html. Unless specifically authorized by the Board of Trustees policies, Administrative Rules, or approval of the supervisor, employees shall not:
See College Administrative Rule AR#3.03.001, Equipment Inventory at http://www.austincc.edu/admrule/3.03.001.htm. KeysAll keys to offices, furniture, and some types of equipment are issued through the Campus Police Office at your work location. Requests for keys must be approved by your immediate supervisor on a “Key Request Form,” available in the Campus Police Office or at http://accweb.austincc.edu/accforms/forms/Pkeyreq.pdf. Keys should not be loaned or exchanged with other personnel and cannot be duplicated. Keys will be turned in at the termination of your employment or when directed by Campus Police. Keys to the building are issued only by permission of an Executive Vice President or Campus Administration Office. Employees must turn in their keys to the immediate supervisor prior to termination. Lost and FoundThe Campus Police Office at your site maintains a lost and found service. Unclaimed items are kept for one semester only, then donated to Goodwill Industries or other designated charity. Mail ServicesDepartment mailboxes are maintained at each site. Employees, or a designated person within the department, should check their department mailbox in the morning and in the afternoon after the normal mail delivery time. Inter-campus envelopes are available at each location and the proper site abbreviation should be used. Mail is picked up and delivered twice daily at the Highland Business Center and main campuses. Mail to off-campus sites is delivered twice each week. The schedule for mail delivery is available through the Central Warehouse Mail Room. An employee should check with the supervisor to determine how department mail is distributed. Management of Progressive DisciplineIt is the policy of Austin Community College to informally address disciplinary problems and manage them at the lowest supervisory level. Supervisors are expected to let employees know the performance expectations and to keep employees informed of their progress. Whenever an employee violates a policy or procedure, performs unsatisfactorily, or does not meet the expectations established by the supervisor, the supervisor has the responsibility to implement a plan to improve performance. Any disciplinary action taken is to be just and in proportion to the seriousness of the violation. However, when an infraction necessitates immediate action, the supervisor must respond appropriately. For more information, see http://www.austincc.edu/admrule/6.08.003.htm or contact the Associate Vice President, Office of Human Resources, 223-7572 for assistance. Probationary EmployeesA new employee who is in a probationary status (within 180 days of hire) whose performance is unsatisfactory should be counseled prior to the end of the probationary period, whether he or she is meeting performance expectations. If the employee is not meeting performance expectations, the employee should be counseled. The supervisor may extend the probationary period once. If the employee continues unsatisfactory performance, the employee may be terminated at any time during the probationary period, without prior notice. Discipline ProcessThe typical process for managing performance issues is as follows: Oral Warning Written Warning Probation Prior to the end of the probationary period, the supervisor should meet with the employee to discuss the employee’s progress. If the employee is removed from probation, a letter indicating removal shall be given to the employee and a copy placed in the supervisor’s department/division files. If the employee successfully completes probation or voluntarily terminates, the letters/documents in the employee’s file regarding the probation shall be maintained for at least twelve months from the date of removal from probation and then removed from the file. If the employee does not successfully complete the probation period, the supervisor may extend the probation period or terminate the employee’s employment. Probations and terminations must be approved by next level supervisor and the Associate Vice President of Human Resources before being submitted to the employee. Suspension Termination See Administrative Rule 6.008.002, Termination of Non-Contractual Employees, at http://www.austincc.edu/admrule/6.08.002.htm and Termination of Annual Contract Employees at http://www.austincc.edu/admrule/6.08.001.htm. Management of Employee ComplaintsAustin Community College supports good employee relations and harmonious working conditions. To attain such goals, the College shall make an earnest effort to resolve grievances promptly. This policy provides the mechanism for employee complaints regarding conditions of work, interpretation of policies and procedures, disciplinary actions or any other personnel matter related to their employment. Supervisors are responsible for the management of employee concerns, problems, and complaints. Supervisors shall ensure that employee complaints are resolved at the lowest possible level in a timely manner. An employee with a complaint, problem or concern shall request an informal meeting with his or her immediate supervisor within ten (10) working days of the time the employee becomes aware of the event. The supervisor shall meet with the employee within ten (10) working days to resolve the matter. If the situation is not resolved, the employee has ten (10) working days to discontinue the complaint or proceed to a formal grievance. If the employee wishes to file a formal grievance, the employee must secure the appropriate forms from the Office of Human Resources and complete and return the Statement of Grievance form to the Office of the Associate Vice President of Human Resources. Forms are also available in the Campus Manager’s Office. The following process will be followed:
If the employee does not accept the resolution of the next level supervisor’s decision, the employee may request a review and decision by the Executive Office or a Grievance Committee. The decision of the Executive Officer or Grievance Committee is a final decision. No reprisals or retaliation of any kind shall be taken at any level against an employee for filing a grievance. The Associate Vice President of Human Resources maintains all records of grievances as confidential. Additional information about the grievance process is located at: http://www.austincc.edu/hr/avp/grievance.php or contact the Office of the Associate Vice President of Human Resources. The policy, Administrative Rule 6.08. 005, Management of Employee Complaints, is located at http://www.austincc.edu/admrule/6.08.005.htm. MediationThe College encourages employees to use mediation as a method to resolve issues or concerns regarding employment related matters. Trained mediators facilitate the process to enable the parties to reach a resolution. Mediators maintain impartiality, neutrality and confidentiality at all times. Mediation can occur at any time in the discipline process and does not toll the management of discipline process. An employee may request mediation at any time; however, all parties must agree to mediate. Upon agreement, the parties select a mediator from the mediation pool. The Office of Human Resources coordinates the mediation process and provides guidelines for Mediation. Information can be found at http://www.austincc.edu/hr/avp/mediation.php or contact the Office of Associate Vice President of Human Resources, 223-7572. NepotismRelated employees may not work within the same organizational unit of the College where one has supervisory authority over the other. This policy shall apply to all family members within the first, second, and third degrees of consanguinity (descended from same ancestor) and affinity (relationship by marriage). Employment of relatives of members of the Board of Trustees shall comply with all state and federal laws including Article 5996a of the Texas Education Code. Non-smoking OrdinanceAustin Community College complies with the City of Austin Non-Smoking Ordinance, Section 12-5-4, which states that smoking is prohibited in public places. Under the city ordinance, a person commits an offense if he knowingly smokes in a public place or knowingly smokes within 15 feet of any pedestrian entrance. If you wish to report a violation of this ordinance, contact Campus Police or nearest ACC official or report the violation to your supervisor. See Administrative Rule 3.01.001, Smoke Free Workplace, at http://www.austincc.edu/admrule/3.01.001.htm. ParkingEmployee parking is available at all campuses and sites for an annual parking fee of $10. An employee must complete a Parking Permit form. If an employee authorizes automatic payroll deduction for a parking permit, the employee may pick up the permit from the Campus Police. If an employee does not authorize a payroll deduction for the parking permit, the employee must take the Parking Permit form and the fee of $10 to the Cashier’s Office at the employee’s campus. A parking permit allows you to park in designated faculty/staff parking spaces. At some sites parking areas are quite limited. Employees at the Rio Grande Campus are encouraged to use the ‘dillo Express for convenience. Time schedules for the ‘dillo are available in the LRS or Student Development Office. Parking is provided for employees and students at their own risk. ACCD is not responsible for damage, theft, or vandalism to vehicles or their contents. The ACCD does not have liability for damages that may occur on its property. Recognition and AwardsService Awards ACC employees are recognized for 1, 5, 10, 15, 20, 25 and 30 years of service. The Office of Human Resources is responsible for implementing a recognition program each year. Cheers! Recognition The ACC Recognition Awards Program is Cheers! ACC employees may nominate fellow employees who exhibit one or more of these valued behaviors: exemplary teamwork, inspirational integrity, uncommon quest for quality, noteworthy customer service, magnificent morale building, phenomenal professionalism, remarkable communication and other outstanding service. A committee on each campus will decide which Cheers! recipient has made the greatest contribution to ACC and its community during the semester. The Cheers! Winner will receive some great prizes. Employment TerminationsTerminations of employment with ACC can be voluntary or involuntary. Voluntary terminations are initiated by the employee usually with a letter of resignation and 2 weeks or more notification to the supervisor. Involuntary terminations are initiated by the supervisor and approved by management as being in the best interest of the College. Terminated employees may elect to continue their health and dental insurance on themselves and their covered dependents for up to 18 months provided they are not covered under another group health plan or Medicare. The Office of Human Resources will notify eligible employees of their right to elect “COBRA” at the time of termination. Voluntary TerminationsVoluntary terminations include resignations and retirement. Two weeks notice is expected from employees who voluntarily resign their employment with ACC. Employees should notify their supervisor in writing of their resignation and last day of employment. Employees must work with their supervisor to fill out the appropriate termination papers and return all college property before the last day of employment. Involuntary TerminationsInvoluntary terminations involve the dismissal of an employee due to reorganizations, unsatisfactory job performance or circumstances that may dictate immediate termination, such as theft, intoxication, use of drugs, conviction for a felony offense, acts of violence, misconduct, unprofessional behavior, falsification of information on an employment application or resume or other serious offense. Employees who are not performing adequately will be notified of performance deficiencies by their supervisor. Terminations based on performance must be conducted in accordance with the Progressive Discipline policy, Administrative Rule 6.08.003, located at http://www.austincc.edu/admrule/6.08.003.htm. Non-faculty Staffing Table employees may have their employment terminated without further compensation either for good cause or immediate termination as interpreted under Texas law. Terminations may include the following:
The supervisor is expected to complete the appropriate termination papers prior to the termination. See http://www.austincc.edu/hr/records/termination_guide.php for the guidelines, http://accweb.austincc.edu/accforms/forms/HURE015exitchecklist.pdf for the termination checklist and http://www3.austincc.edu/it/ehire/mod1/login.php (i.e. you must login to eHire to access this file) for the separation form that must be submitted. See Administrative Rule 6.008.002, Termination of Non-Contractual Employees, at http://www.austincc.edu/admrule/6.08.002.htm and Termination of Annual Contract Employees at http://www.austincc.edu/admrule/6.08.001.htm. College Property Upon TerminationKeys, ID cards and other College property issued or checked out to an ACC employee must be returned to the College before the last active day of employment. If an item of property cannot be returned, monetary reimbursement must be made to ACC. The immediate supervisor is responsible for securing ACC property upon termination of an employee and completes the Supervisor’s Exit Checklist. The supervisor should also contact Information Technology to terminate the employee’s e-mail account. |
Last modified: June 23 2008 @ 2:29 pm | Austin Community College District • Austin, TX