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Procedure

03.01.030.a Work Week

 

 

 

 

The normal work schedule consists of five (5) eight-hour days for a total of forty (40) hours per week.  Work schedules may vary according to job requirements.  Certain work assignments are directly involved with maintaining safe and uninterrupted operation of the College’s physical plant, facilities, and property.  Employees with such assignments may be required, as a condition of employment, to accept a flexible work schedule involving being “on call” or “on stand-by” in the event of emergency situations.

Neither titles nor positions may be used in determining an employee’s exemption status.  An employee’s exemption status is based on assigned duties, responsibilities, and (in some instances) rate of pay.  Questions concerning exempt and non-exempt status are to be referred to the Director of Human Resources.

Exempt Staff

Generally, employees in the following categories are exempt and shall not earn overtime compensation or compensatory time:  Executive, Administrative, Managerial, Professional Non-Faculty, and Instructional Faculty.

Exempt employees will work the normal work schedule as defined above unless otherwise required for the responsibilities but are not eligible for overtime compensation or compensatory time.   At the recommendation of the supervisor(s) with approval by the President, an exempt staff may be paid for additional duties outside their normal responsibilities.

Instructional Faculty

All full-time instructional personnel shall work a minimum of forty (40) hours per week.  Upon completion of the Curriculum and Continuing Education class schedules for each semester, the Division Deans shall project a teaching load for each member of his/her division.  The instructor’s schedule shall include contact and credit hours as well as office hours.  Faculty work schedules shall normally be scheduled five (5) days per week, with a minimum of thirty (30) hours per week on campus.  Teaching loads shall be based on the College’s needs and in accordance with the Full-Time Equivalent (FTE) formula during day and evening hours.  The Division Deans will submit copies of the completed class and office schedules to the Vice President for Academic Affairs for filing and other dissemination.  The instructor’s thirty-hour weekly schedule shall be prominently displayed at or near his/her office door.

Workloads
  • Work Units: Teaching assignments are scheduled (and workloads are expressed) as “work units”.  For full-time instructional personnel and Program Coordinators, a minimum workload is eighteen (18) work units per semester and for academic Division Deans, a minimum workload is three (3) work units per semester.  These work unit designations are the required minimums and not averages.  Alternative assignments shall be assigned when a full-time instructional member and/or Program Coordinator’s workload falls below the eighteen (18) work unit minimum.  Work units are calculated as follows:
  1. One organized lecture/seminar contact hour = one (1) work unit;
  2. One organized lab, shop, physical education activity, skills lab, reading lab, studio based drama course, or clinical semester contact hour = two-thirds (2/3) of a work unit;
  3. One field internship contact hour = one-half (1/2) of a work unit; and
  4. Individual instruction (TBA classes) where the number of student credit hours generated and divided by 10 = number of work units.

For instructional faculty, the range of a full-time teaching load is based upon the calculation of work units which depends upon the nature of the assignments, committee appointments, quasi-administrative duties, and other assigned responsibilities.  Faculty may be assigned to teach in any location, time, and area. In the event that a work unit load does not develop for a full-time teacher, it is agreed that the College may assign the faculty member to assist with professional level assignments outside of his/her academic field.

  • Contact Hours: Semester contact hours are designated in the current General Catalog for each course offered.  Other contact hours may be determined and a work unit value assigned for activities that include, but are not limited to:  an excessive number of students, a large number of new preparations, an excessive number of advisees, special assignments, excessive demands on an instructor’s time for a particular course, Work Based Learning instruction/supervision, FTE over-production, excessive off-campus obligations, unusual class assignments, and program coordination.  These assignments will be made each semester by request from Division Deans and with the concurrence of the Vice President for Academic Affairs.
  • Office Hours: Instructional personnel shall post office hours each semester so that students may know where and when an instructional member is available.  Instructional personnel shall post actual hours and not operate entirely by appointments.  Instructional personnel are to spend a minimum of thirty (30) hours per week on campus distributed over a five-day period.  The thirty (30) hours will include class hours, a minimum of five (5) office hours, and other hours on campus.  Office hours should be scheduled adjacent to class hours for the convenience of students.  Office hours shall not be scheduled before 7:30 a.m. or after 10:00 p.m. unless approved in advanced by the Division Dean.  A “Faculty Locator” form shall be completed each semester and submitted to the appropriate Division Dean.
  • Work Week: Instructional personnel work week, which includes instruction, preparation, office hours and service to the College, shall be a minimum of forty (40) hours per week.  As part of the normal five (5) day work week and consistent with the instructional employee’s job description, all full-time instructional personnel are expected to:
  1. Serve as an advisor to select group(s) of students;
  2. Assist students during all designated registration periods;
  3. Maintain scheduled office hours and a presence on campus to provide student’s assistance a convenience times;
  4. Engage in professional development activities;
  5. Attend all College-wide and applicable program area meetings; and
  6. Participate in appropriate graduation ceremonies, convocations, and other College events and programs.  Academic regalia will be required when these are formal events.
  • Other: In addition, full time instructors may be expected to:
  1. Sponsor student organizations;
  2. Serve on College committees;
  3. Assist in recruitment and personnel committee matters;
  4. Assist part-time instructional personnel and new instructional personnel; and
  5. Work with various aspects of the College community in meetings the educational needs of the College’s service area.
  • Overload Pay: The College does not provide overload pay beyond schedule adjustments.
  • Absences: When an instructor must be absent, he/she must notify his/her Division Dean as soon as possible.  If he/she is unable to reach the Division Dean, he/she must contact the Vice President of Academic Affairs.  If at all possible, the instructor shall make arrangements to have the class covered.  Class time lost to an instructor being absent must be made up to assure student completion of course objectives.  All instructors’ absences shall be accounted for in accordance with College leave policies and instructors shall complete the required forms.[_/su_spoiler]

Non-Exempt Staff

Generally, employees in the following occupational categories are not exempt and may earn overtime or compensatory compensation:  Technical and Paraprofessional, Secretarial and Clerical, and Skilled Crafts and Service Maintenance.

  1. Each employee shall coordinate a work schedule with his/her immediate supervisor. With approval of the supervisor, an employee may alter a work schedule for a limited time to accommodate peak work hours.
  2. Within each workday, employees may be allowed two 15-minute breaks away from their work stations.

Overtime Pay

No overtime salary pay shall be granted to any non-exempt employees from state or local funds budgeted to the College without the President’s prior written approval or unless required by law.  In lieu of overtime pay and in accordance with this policy, equivalent compensatory leave will be granted for work in excess of forty (40) hours per week. [_/su_spoiler]

Calculation of Overtime/Compensatory Time:

Non-productive time off such as vacation, holiday, inclement weather, bonus, and sick days will not be counted as actual time worked for purposes of calculating overtime/compensatory time.

When a non-exempt employee works more than one non-exempt job for the College, overtime pay will be calculated based on the combined hours worked. The department responsible for overtime payment shall be the department for which the employee worked hours over and above her/his scheduled hours.

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Compensatory Leave:

The following rules apply to all non-exempt employees regarding the accrual and use of compensatory leave:

  1. The immediate supervisor must approve all time over forty (40) hours worked by an employee prior to the employee working overtime.
  2. Employees shall receive compensatory time for all hours physically worked over forty (40) hours in a week at a rate of one and one-half (1.5) times those hours worked above forty (40) hours. If an employee is asked or is required to work during an emergency situations (i.e., power failure, etc.) and/or when the College is closed (i.e., holidays, weekends, etc.), the employee shall earn a minimum of three (3) compensatory hours.
  3. The employee is responsible for accurately and honestly recording hours worked on a time record and in accordance with College policy and practice. The Employee’s supervisor shall review and approve time records at the conclusion of each period to determine that all recorded overtime hours are accurate.
  4. Any compensatory leave in excess of forty (40) hours must be used within a thirty (30) day period except in extreme circumstances and with the approval of the employee’s immediate supervisor and appropriate Dean and Vice President. If an employee fails to use any compensatory leave in excess of forty (40) hours within the thirty (30) day period of earning such leave, the appropriate Vice President shall require the employee to use the leave at a time determined by the Vice President.
  5. Employees are required to use compensatory time prior to using annual, bonus or sick leave. Holiday, sick hours, vacation hours, compensatory hours and other leave hours granted by the College may not be counted towards the forty (40) hour week in order to accumulate compensatory time.
  6. The employee’s immediate supervisor must approve compensatory time. An employee who has accrued compensatory time and requests the use of such time must be permitted to take the time within a reasonable period after making the request if the use of the compensatory time does not unduly disrupt the College’s operations.
  7. In the event an employee leaves his/her employment with the College, the employee must, to the extent possible, exhaust all compensatory time before the last day of employment. If an employee holds compensatory time after leaving his/her employment, such time will be paid to the employee in accordance with the Fair Labor Standards Act and federal regulations. The College pays hours worked in quarter hour increments and therefore compensatory time less than .25 will not be paid out.  Compensatory time may not be used to extend dates of retirement, resignation or other forms of severance from the College.
  8. Compensatory time shall be accumulated in quarter hours.
  9. Work from home must be pre-approved in writing by the Appropriate Vice President in order to be counted as part of the forty (40) hour workweek and/or compensatory leave.
  10. Failure to follow the requirements set forth in this procedure is grounds for disciplinary action, up to and including non-renewal or termination.
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Lectures, Meetings, Training, and Travel Time (Non-Exempt Employees)
  1.  Attendance at lectures, meetings, and training programs is counted as working time when the training is directly related to the employee’s job and is designed to make the employee handle his/her job more effectively.  Attendance at lectures, meetings, and trainings must be pre-approved by the employee’s immediate supervisor.
  2. The employee’s time spent traveling to and from the meeting or training session is considered work time when the travel occurs during the regular hours of the employee’s workday.  This includes travel time during normal working hours on nonworking days as well. Thus, if the employee works from 8:00 a.m. to 5:00 p.m. from Monday through Friday, the travel time during these hours is work time.  (The one-hour lunch break is not counted.)  Generally, time spent in travel outside of regular working hours is not considered work time, unless the employee is working during the travel.  Supervisors should consult with the Human Resources Department to ensure proper recording of time worked for travel.
  3. Home to Work Travel: An employee who travels from home before the regular workday and returns to his/her home at the end of the workday is engaged in ordinary home to work travel, and is not considered work time.
  4. Home to Work on a Special One Day Assignment in Another City: An employee who is given a special one day assignment (meetings, lectures, conferences, training, etc.) in another city and returns home the same day, the time spent in traveling to and returning from the other city is considered work time.  If the travel requires leaving earlier or returning pass the normal work day hours, that time is also compensable.  The time the employee would normally spend commuting to the regular work site is not compensable and the employee’s lunch break should be deducted from the hours on the one day assignment, unless the lunch hour included lecture.
  5. Travel Away that requires Overnight Stay: Travel that keeps an employee away from home overnight is considered work time when it cuts across the employee’s workday.
    1. Example A:  No travel time should be recorded if the time commuting involves the employee’s normal work day.  The employee would be compensated as though he/she worked those hours.  If however, the travel involves after normal work hours, the time (minus the normal commute time from home to work and back from work to home) should be counted as compensatory.
    2. Example B:  If an employee travels on a weekend to a conference/meeting designation (and is not necessary), that time is not compensatory unless the employee drives to the designation.
  6. Travel Away that does not require Overnight Stay: If employees wish to travel after normal work hours to the training designation the day before, there are certain criteria that must be met in order for the travel is to be counted as compensatory.
    1. Example A:  If a special assignment begins the following day at 10 a.m. and the commute time is two hours beyond a normal work day, there will be no additional compensatory time counted.  Thus, if it is a three hour commute and the start time was 10 a.m., one hour in addition to a normal 8 hour day would be compensatory.
    2. Example B:  If a special assignment begins the following day at 8 a.m. and the commute time to the designation is two hours, two hours should be counted as compensatory.
  7. Assignments given in training sessions to be completed outside of working hours are compensable hours.  However, if time is allotted for assignments during regular working hours, this time is not considered compensable time.  No more than four (4) compensable hours may be used outside working hours, each day, for assignments.
  8. An employee’s attendance at meetings, workshops, training programs and similar activities will not be counted as work time if attendance is voluntary and has not been approved by the employee’s supervisor and the employee does not perform any productive work during that time. If, however, the employee works on College assignments during some of the time, those hours would be compensatory.
  9. Employees shall earn compensatory time for any overtime earned during lectures, meetings, and training programs in accordance with Section II (B).
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Recordkeeping

It is the College’s responsibility to maintain annual records of hours worked by non-exempt employees. It is the employee’s responsibility to record time on the Record of Hours Worked and Leave Taken Form  and the supervisor’s to verify that the time report is accurate. Time reports are to be filed with the Business Office

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Part-Time Instructional Workload

Part-time regular and part-time temporary employees shall work twenty-nine (29) or less hours per week.  For part-time instructional employees, hours worked per week shall be based on a ratio of contact hours and out-of-class preparation hours and shall be based on all outstanding contracts with the College.  It shall be the part-time employee’s responsible to make sure that he/she does not exceed the twenty nine (29) hours per week limit.  Failure of the part-time employee to stay with the weekly hour limit will result in disciplinary action which could include termination.  All contracts are inclusive of prep time and all other hours.

Part-time conditions of employment are specified by one or more appropriate part-time employee contracts.  Part-time positions are temporary, limited to the inclusive dates of the contract(s) and carry no obligations or expectations (stated, implied or assumed) that employment will be continued beyond the termination date of the contract.

Part-time instructors’ contact information shall be contained on course documents, the supplemental course documents and the course syllabus, if applicable.  Part-time instructors are provided free College email accounts and are encouraged to utilize this service as additional means of ensuring student contact.

Use of Non-Instructional Personnel for Teaching

Authorization to use non-instructional College personnel for teaching in Curriculum or Continuing Education courses must be obtained from the appropriate Division Dean and approved by the President. Non-instructional exempt staff approved for teaching courses for additional pay will teach these courses at a time beyond regular weekly work hours. The rate of pay for teaching for non-instructional staff should be comparable to what a part-time instructor with comparable background and experience would earn, but may not exceed the rate of pay that full-time faculty would earn.

Non-exempt personnel are not eligible for additional pay, but may volunteer to teach as part of their regular work hours with approval of their supervisor and the appropriate vice president. Non-instructional staff members must meet the qualifications established by the College to teach in Curriculum or Continuing Education programs.

Individuals whose duties include a combination of instructional and non-instructional activities, either on a temporary or regular basis, must meet the credential requirements for teaching positions, as well as the minimum requirements for their other work duties. Authorization for such dual assignments must be obtained by the appropriate supervisor, the appropriate Division Dean, and the Vice President for Academic Affairs with approval of the President.