Personnel Related Issues

ACCeTime System/Timesheet Approval

• ACCeTime is the college’s electronic timekeeping system. All employees except adjunct faculty members and continuing education instructors are required to complete and submit a timesheet online at the end of each pay period.
• Log into this system at https://www3.austincc.edu/ets/, using your ACCeID and password, to review employee timesheets, make corrections if necessary, and approve the timesheets before each approval deadline.
• Approval deadlines can be found in the Payroll section of HR at www.austincc.edu/hr/. Look for Schedule for Payments.
• Documentation and training for ACCeTime is available for both supervisors and employees through the link on the ACCeTime login screen. Call 512.223.7523.

Business Cards

ACC has a business card contract with D&L Printing Company. In an effort to expedite the process and maintain optimum efficiency, all requests are to be submitted online at www.orderprinting.com. Use the account number 60142237717 and the password ACC when ordering. Be sure to enter your name in the last line. Placing your order will also require your general ledger account number. If you need pricing information or other assistance, please contact Purchasing at 223.1044.

Compensatory Time for Exempt Employees

Beginning Fall 2006, Professional-Technical employees earn compensatory time for hours worked in excess of 40 hours per week. Compensatory time will accrue at the rate of one hour for every hour worked beyond 40 hours per week.

The supervisor must approve compensatory time and track it along with the employee’s tracking. For information see the Administrative Rule located at www.austincc.edu/admrule/6.10.012.htm.

Meals and Breaks

Full-time non-faculty Staffing Table employees are entitled to one hour for lunch and two 15-minute breaks in an eight-hour work day. Break times and the lunch hour will be scheduled by the work supervisor. Employees may not combine break periods to extend or skip breaks or shorten lunch to leave work early, unless approved by the supervisor in exceptional cases.

Employee Classifications

ACC employee classifications are:

1. Administrators – includes Vice Presidents, Associate Vice Presidents, Deans, Executive
   Directors and some Director titles.
2. Professional-Technical – is the exempt classification and includes Analysts, Coordinators, Managers, Supervisors, etc.
3. Classified – is the non-exempt classification and includes Administrative Assistants, Assistants, etc.
4. Hourly employees.
5. Faculty – includes Counselors, Librarians and teaching faculty.
6. Adjunct Faculty – includes part-time instructors who are employed on a semester-by-semester basis.

The Staffing Table excludes hourly employees and adjunct faculty.

Employee Discipline Process

It 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. 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.

When an employee is recommended for probation or termination, the immediate supervisor should contact the appropriate Vice President and the Vice President of Human Resources to secure review and approval.

For more information, see www.austincc.edu/hr/employeehandbook/ and then click on General Job Related Information.

Employee Grievances

Supervisors are responsible for the management of employee concerns, problems, and complaints and shall ensure that employee complaints are resolved in a timely manner. Employees are encouraged to take a grievance first to the immediate supervisor and, if not resolved, then to the next level of the supervisory chain. If the employee is unable to resolve a personnel action taken by the supervisor, the employee may file a formal grievance. For more information about informal and formal resolution of such workplace issues, visit www.austincc.edu/hr/vp/ and look under Employee Relations.

Employment Categories/Fair Labor Standards Act (FLSA) Status

Information about ACC’s employment categories and FLSA status can be found on the Human Resources website under the Compensation section. Generally, nonexempt (Classified) employees are eligible to receive overtime. View: www.austincc.edu/hr/.

For information about the classifications and salary scales, supervisors may request a copy of the Employment and Compensation Information Manual. Call 512.223.7502.

Faculty and Staff Evaluation

Austin Community College supports performance review as a continuous process. The Administrative Services Council, in accordance with Board Policy F-7, developed the Performance Excellence Program (PEP), which is designed to evaluate the performance of all Classified, Professional-Technical, and Administrative employees based on established goals and objectives. In addition to requiring a supervisor to evaluate each employee supervised, the PEP process provides the employee with an opportunity to comment on the performance of the employee’s immediate supervisor in the Upward Evaluation component. Supervisors are expected to set goals with non-faculty employees at the beginning of each academic year and then conduct an evaluation of performance at the end of the academic year. More information about staff evaluation is available at www.austincc.edu/hr/eval/ by choosing the category Staff.

ACC values quality teaching and the importance of a learning environment that helps faculty grow by supporting the continuous improvement of the teaching skills of the faculty. More information about the faculty evaluation process is available at www.austincc.edu/hr/eval/ by selecting the category Faculty. Call 512.223.7745.

Family Medical Leave Act (FMLA)

ACC provides family/medical leave to employees in accordance with the Family and Medical Leave Act of 1993. Eligible employees who have worked at least 1250 hours for the previous twelve (12) consecutive month period may take up to twelve (12) weeks of Family and Medical Leave for any of the following reasons:

• A serious health condition of an employee that renders the employee unable to perform the essential job functions as defined in the employee’s job description
• The care of a spouse, parent, or child with a serious health condition
• The birth, adoption or foster care placement of a child (leave cannot extend beyond twelve months of the birth or the placement date)
• Refer to ACC Employee Handbook at www.austincc.edu/hr/employeehandbook/ and view Leave/Holiday Benefits. Call 512.223.7800.

Employees are required to exhaust all applicable leave to account for the twelve weeks of leave. An employee must complete an application and return it to HR Benefits for processing. Medical information is required from the treating physician and must remain confidential. Supervisors must initiate the FMLA process in the employee’s absence. HR Benefits will notify the supervisor when the application is approved.

Holidays

The Board of Trustees approves the number of paid holidays each year and the administration issues the approved list of specific dates. For a list of holidays scheduled at ACC, view www.austincc.edu/hr/employeehandbook/ and view Leave/Holiday Benefits.

Hourly Personnel

ACC is committed to managing its operations with regular, full-time Staffing Table employees. However, there may be times when it is necessary to hire temporary employees for a short period of time to supplement the needs of the workplace. Hourly employees may be hired when the budget permits and for these purposes: short term projects, to substitute for an employee on extended leave, when the workload exceeds the ability of regular staff to handle the work, and as needed to complete short term needs. Hourly employees may not work more than 900 hours per fiscal year and are not eligible for benefits. Hourly personnel are at will and may be terminated at any time, without notice and without cause. See Administrative Rule 6.05.006 at www2.austincc.edu/admrule/6.05.006.htm.

Initial Period of Employment

All non-faculty employees hired in Staffing Table positions are considered at will during their first 180 days of initial employment with the College and may be terminated at any time, without cause and without notice.

Employees will be notified by the immediate supervisor as to whether their employment will be continued prior to the end of the initial period of employment. The supervisor may extend the probationary period only once. Supervisors must secure the approval of the next level supervisor and Vice President of Human Resources prior to initiating termination of an employee. For more information related to this topic, see the Employment and Compensation Information Manual at www.austincc.edu/hr/compensation/.

Job Descriptions

ACC job descriptions may be found on the HR website under Compensation. Contact the Compensation Manager if you need to request changes to the duties and requirements of a job description. Call 512.223.7502.

Leave Benefits

ACC provides a variety of paid and unpaid leave opportunities to meet employee needs. These include, but are not limited to, sick leave, annual leave (vacation), and personal leave. A completed Employee Leave Request form must be approved by the immediate supervisor before any leave is taken and all leave must be appropriately and accurately reported in ACCeTime.

Up to 5 days of personal leave per fiscal year may be deducted from accumulated sick leave, with approval of the immediate supervisor. Personal leave may be used by the employee to attend to personal business during regular work time. Examples include funerals not covered by bereavement leave, weddings, court appearances, religious holidays, attending the school of a child, appointments for vehicle repairs, etc.

Staffing Table employees accumulate vacation leave each month and, unless they are paid from grant funds, are paid for any unused vacation leave upon termination. (For an explanation of this exception, please see Grant Employee Leave Requirements by choosing Leave/ Holiday Benefits at www.austincc.edu/hr/employeehandbook/.

A complete list of ACC’s leave opportunities and accrual information is also available at the location listed above. For additional information, contact HR Benefits. Call 512.223.7617.

Online Employee Information System

Supervisors can view the position profiles of staff members who report to them on the Employee Assignments screen at: www3.austincc.edu/it/ehire/pa/login.php. For assistance, contact HR Records. Call 512.223.7576.

Pay Schedule

ACC employees are paid on either a bi-weekly (nonexempt/ Classified) or monthly (exempt/Professional-Technical) basis, depending on the job category. Pay schedules are located at ww.austincc.edu/hr/payroll.