SECTION 2
EMPLOYMENT
2.1 EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
Colorado College is an Equal Opportunity Employer, and as such, does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, or sexual orientation in its educational programs and activities or employment practices. Any person found to have violated this policy will be subject to appropriate disciplinary action.
2.2.1 Position Vacancies
When a position becomes vacant, the supervisor of the position should contact their Director and/or Senior Staff Member to receive approval to fill the position. The supervisor should then contact the Director of Human Resources to determine how the position is to be filled: intra-departmental transfer or promotion, or the position announcement program which could result in internal promotion or transfer or external recruitment.
2.2.2 Intra-departmental Transfer or Promotion
With an intra-departmental transfer or promotion, the supervisor evaluates current staff to determine whether there is anyone within the department that is qualified and available to fill the vacant position. If a potential candidate is identified, the supervisor contacts the Director of Human Resources to discuss the candidate's qualifications to determine if they meet the position requirements. If so, the Director of Human Resources will advise the supervisor of any applicable considerations such as possible salary adjustment and trial period. Human Resources offers the position to the candidate and informs the supervisor that the staff member has accepted the offer of transfer or promotion, including the effective date of the move.
2.2.3 Position Announcement Program
If a suitable candidate is not identified from within the department, Human Resources provides the supervisor with a copy of the position description to review and update. The supervisor reviews the position description to ensure that it reflects current duties, responsibilities, and skill requirements. Based upon the updated position description, a position announcement is prepared by Human Resources, outlining the position's essential duties and the necessary educational, skill and experience requirements. The position announcement is then distributed for internal posting for at least five (5) days. All position announcements are posted in Human Resources and on bulletin boards throughout campus.
2.2.4 Internal Promotion/Transfer
To be eligible to participate in the Position Announcement Program, staff members must have completed a minimum of six (6) months in their current positions. Interested staff members should submit a resume and complete a transfer application, available in Human Resources. The hiring supervisor may request, from Human Resources, copies of the internal applicant's two most recent performance evaluations.
2.2.5 External Recruitment
External candidates are recruited through various means, including Job Service, announcements on the Colorado College Job Line, local newspaper advertisements, through local educational institutions, and by walk-in applicants. If the hiring supervisor feels the internal candidate pool may not be sufficient, he/she may recommend that the internal job posting and external recruitment activities be conducted simultaneously. This process requires the concurrence of the supervisor and the Director of Human Resources.
2.2.6 Selection
Human Resources screens, interviews, and where applicable, tests applicants to determine whether they meet the position requirements. Qualified candidates are referred to the supervisor for consideration. In an effort to support professional growth opportunities for current Colorado College staff, supervisors are asked to consider qualified internal candidates first. The supervisor interviews the best matched applicants and completes at least two reference checks on the top candidate(s). Reference check forms are provided by Human Resources.
The supervisor makes the final selection based on several factors: professional experience, education, skills, interview results, and reference checks. The supervisor notifies Human Resources of their selection and reviews the terms and conditions of employment such as start date and salary requirement, and forwards copies of the reference checks and application to the Director of Human Resources for final review. The Director of Human Resources or designee extends a job offer to the applicant and notifies the supervisor of the acceptance and the date the new staff member will begin employment. Human Resources notifies all candidates who were interviewed, but not selected for the position.
There are four major categories of support staff at Colorado College: full-time, part-time, temporary, and on call.
2.3.1 Full-Time
Regular, full-time staff maintain a continuous, regular employment status and may be scheduled to work 9, 10, or 12 months with hours ranging from 1400 to 2080 per year. Full-time staff are paid a salary monthly and are eligible for all the benefits identified in Parts A and B of the benefit overview.
2.3.2 Part-Time
Regular, part-time staff maintain a continuous, regular employment status and work between 1000 and 1399 hours per year. These positions are typically assigned a specified weekly work schedule. Hours worked are reported on a time sheet and staff are paid monthly. Part-time employees are eligible for the benefits outlined in Part A of the benefit overview.
2.3.3 Temporary
Temporary staff can work either full-time or part-time schedules that typically do not exceed six (6) months of employment. Employment that exceeds 6 months should have prior approval of the supervisor and the Director of Human Resources. Hours are reported on a time sheet and staff are paid monthly. Temporary staff are not eligible for the College's benefit program, except as required by federal or state law.
2.3.4 On Call
On call staff work irregular schedules on a continuing basis and are typically scheduled less than 1000 hours per year. Hours are reported on a time sheet and staff are paid monthly. On call staff are not eligible for the College's benefit program.
Consistent with the Fair Labor Standards Act, all Colorado College staff are identified as either non-exempt or exempt for pay purposes. Non-exempt staff are eligible for overtime pay. Exempt staff are not eligible for overtime pay. The status of each position is identified in the job description and position announcement.
The standard work week at Colorado College begins 12:00 a.m. Sunday and ends at 11:59 p.m. Saturday. The College's normal hours of operation during the academic year are 8:30 a.m. to 5:00 p.m. Monday through Friday. Summer hours are 8:30 a.m. to 4:00 p.m. and begin Memorial Day and continue for twelve weeks. Since certain departments operate 24 hours a day, staff work schedules are varied and are determined based on the needs of individual departments.
An unpaid lunch period of not less than 30 minutes or more than 60 minutes is provided for staff who work more than six hours for the entire day. It should fall approximately mid-way through the staff member's work day.
Break periods for individuals working 7.5 or more hours/day are included as paid work time and will not exceed 15 minutes each morning and afternoon. Staff who work a reduced schedule over the summer will be eligible for one break in the morning each day.
The College operates on a fixed budget, and most departments do not have a budget allocated for overtime pay. It is the supervisor's responsibility to organize the workload in such a way that overtime work will be minimal. All overtime work must be approved by supervisors prior to the hours being worked. Supervisors must ensure they have adequate resources within their budgets to cover overtime expense.
Non-exempt staff will receive overtime pay at time and one-half their regular rate of pay for all hours worked in excess of forty (40) during a given work week. Non-exempt staff whose normal work week is less than 40 hours will be paid at their regular hourly rate of pay for hours worked up to 40 hours per week. Hours worked over 40 in a given work week will be paid at time and one-half of the employee's regular hourly rate of pay.
2.8.1 New Staff
In order to give a supervisor the opportunity to evaluate the new staff member's ability to perform his/her job and work effectively, that person's performance will be monitored closely during their initial ninety (90) days of employment. During this period, new staff are responsible for demonstrating the qualifications, skills and work habits necessary to perform their jobs. At the end of the 90 day period Human Resources will send a Staff Performance Appraisal to be completed by the staff member and supervisor and returned to Human Resources. The performance appraisal should indicate whether the new staff member has successfully completed the New Staff Trial Period. Subject to approval by the Director of Human Resources, the supervisor may request an extension of up to an additional sixty (60) days to further evaluate the staff member when performance does not meet minimal acceptable standards. At the end of the trial period, based on the performance evaluation and the recommendation of the supervisor, the staff member may be retained in the position or terminated.
During their trial period, new staff do not have recourse to the appeal procedures in matters affecting their employment except in cases of alleged discrimination.
2.8.2 Promoted or Transferred Staff
The length of the trial period for staff promoted or transferred within the College is also ninety (90) days. At the end of ninety (90) days, based on the supervisor's evaluation, the staff member may be retained in the position, transferred or terminated. If a promoted or transferred staff member does not prove to be satisfactory in the new position during the trial period and if the staff member is transferred back to his/her former position, it will be at the salary held prior to the promotion or transfer.
When regular full-time and part-time individuals have terminated their employment with the College and are rehired by the College into another regular full-time or part-time position, credit will be given for previous service if their first period of employment was at least twelve (12) months. Returning employees will be given an adjusted service date which will bridge the two periods of employment. Former on call and temporary staff will be treated as new employees and will earn benefits as new employees from their date of rehire.
2.10 EMPLOYMENT LETTERS/SALARY NOTICES
All staff will receive an employment letter at the time of initial hire. The letter will outline the terms and conditions of employment. Each year in the late spring, staff will normally receive an annual salary increase notice. Staff will also receive an employment letter if they are transferred or promoted to another position.
Orientation is an important part of becoming familiar with your job at Colorado College. Your supervisor or their designee is primarily responsible for your orientation. Additional information will come from your Staff Handbook, fellow employees, Human Resources and an orientation meeting for new staff, held in the fall and spring semesters. Individual written invitations are sent to new staff as well as notification on e-mail.
Staff members will be given a copy of their job descriptions during their new employee orientation. The position description will identify information such as: position title, department, supervisor, educational requirements, experience, skill, equipment used, supervisory responsibility and essential duties. Employees' success at the College will be measured based on their ability to carry out the duties and responsibilities identified in their position descriptions.
The College complies with federal and state record-keeping requirements and keeps accurate and updated information on all staff in Human Resources files. Information maintained includes, but is not limited to: applications for employment, resumes, typing tests, payroll information, employment and salary letters, performance and attendance records, performance appraisals, letters of commendation and complaint, disciplinary actions, benefit enrollment and change information and termination records. Medical, worker's compensation, immigration, FMLA and special investigation records are kept separate from the employee's Human Resource file.
Staff are permitted to make arrangements to review their Human Resource files during regular work hours and within reason may request copies of pertinent information.
2.14 CONFIDENTIALITY OF EMPLOYMENT RECORDS
It is the College's position to respect individual privacy and to maintain in confidence all information and records pertaining to staff to the extent practicable. No private information or personal data about individuals will be shared inside or outside the College without the employee's consent. Only individuals maintaining the data or who have a legitimate business need to know will have access to employment records. The College cooperates with federal or state agencies performing investigative functions, however, personal information will only be provided when they are entitled by law to such information.
Staff of Colorado College may accept employment outside the College as long as it does not interfere with their normal work schedule, affect their work performance or represent a conflict of interest. Individuals should receive approval from their supervisor prior to accepting outside employment.
Staff who are 60 years of age or older and have 10 years of regular full time or part time service at the College are eligible for retirement.
2.17 TERMINATION OF EMPLOYMENT
Although you may resign at will, the College requests that you give at least two (2) weeks advance notice, in writing to your supervisor. Your resignation letter should include the reason you are leaving and your termination date which is your last day of work.
Exit interviews are required upon termination of employment with the College. You should schedule an appointment with Human Resources to review your Exit Interview Questionnaire, benefits, return your handbook, Colorado College I.D., keys and other College property you may have. Arrangements for clearing any outstanding debts with the College and receiving final pay will be made at this time.