Procedure

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.

All full-time instructional personnel shall work a minimum of forty (40) hours per week.  The minimum hours may not fall within a typical 8:00 a.m. – 5:00 p.m. work week and shall include days and/or evenings, weekdays and/or weekends. Full-time instructional personnel work schedules shall normally be scheduled five (5) days per week, with a minimum of thirty (30) hours per week on campus. Instructional personnel are expected to participate in college functions (such as division meetings and committee meetings) outside the scheduled thirty (30) hours on campus. Upon completion of the Curriculum and Continuing Education class schedules for each semester, a “Faculty Workload Worksheet” form shall be completed and submitted to the appropriate Division Dean. The instructor’s proposed schedule shall be presented in terms of total contact hours or total instructional hours along with any course reduction requests.  The instructor’s thirty-hour weekly schedule shall be prominently displayed at or near his/her office door using a “Faculty Locator” form. The Division Deans will submit copies of the completed “Faculty Workload Worksheet” and the “Faculty Locator” form to the Vice President for Academic Affairs for filing and other dissemination.

 Total Workdays per Academic Year: Nine (9) months instructional personnel shall work one hundred seventy-five (175) days beginning in August and ending in May of the academic year with varying start and end dates. Nine (9) months personnel may receive adjunct work assignments during the Summer term. Twelve (12) months instructional personnel shall work two hundred sixteen (216) days per academic year. Total workdays will include instruction days, workdays (as set before, during, and at the end of the Fall, Spring, and/or Summer semesters), and graduation. In addition to hours spent on class preparation/finalization, workdays may consist of convocation; campus-wide, faculty, and/or division meetings; professional development; and advising/registration. A faculty calendar outlining workdays will be provided each academic year.

Instructional Workload:  For full-time instructional personnel and Program Coordinators, a minimum workload per semester is 18-22 contact hours per week or 288-352 instructional hours per semester. For Department Heads, a minimum workload is 12 contact hours per week or 192 instructional hours per semester. Exceptions must be approved by Department Head, Dean, and Vice President for Academic Affairs. Instructional personnel may be assigned to teach in any location, time, and/or discipline (subject to credentials). In the event that a minimum workload, as specified above, does not develop for a full- time instructor, the College may assign the instructional personnel to assist with assignments outside of his/her academic field.  In the event the required instructional workload exceeds the mandatory 30 hours on campus, adjustments may be made to work schedule.  Adjustments must be approved by the Department Head, Dean, and Vice President for Academic Affairs. The College may provide overload pay based on student and college needs and must be approved by Dean and Vice President. Overload pay will require additional hours on campus above and beyond the required 30 hours.

A “Faculty Workload Worksheet” shall be completed each semester upon completion of the Curriculum and Continuing Education class schedules to determine workload using the calculation method below. The “Faculty Workload Worksheet” shall be reviewed/revised after the semester’s registration period ends. Any reduction or overload requires prior approval of the Division Dean. Workloads should be calculated as follows:

1. Total contact hours with a minimum of 18-22 contact hours per week; or total instructional hours with a minimum of 288-352 instructional hours per semester;

2. Work-based Learning Experience workload will be calculated at one-half (1/2) hour or eight (8) instructional hours per student enrolled per semester.

3. Clinical Instruction (where students receive direct instruction throughout the clinical experience) will be loaded based on total contact hours as defined by the NCCCS Combined Course Library.

4. Clinical Supervision and Practicums (where faculty maintain contact with students while students are supervised by site personnel) will be loaded based on two (2) clock hours per visit per number of students and divided by sixteen (16) to calculate weekly contact hours. Clinical and practicum visits will be performed as follows:

a.  Each student scheduled for a 48 hour clinical experience will be visited in person two times during the clinical experience.

b. Each student scheduled for a 96 hour clinical experience will be visited in person three times during the clinical experienc

c. Each student scheduled for a 144-240 hour clinical experience will be visited in person four times during the clinical experience.

d. Each student scheduled for more than 384 hours clinical experience will be visited in person five times during the clinical experie

5. Other types of instruction, such as independent studies, supervising WBL students, supervising lab techs, supervising work-study students, etc. will not count in faculty workload.

6.  Travel time to off-campus instructional, work-based learning, clinical, or practicum sites shall be determined based on actual hours spent in travel as approved by the 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. Based on the College’s needs, faculty work schedules shall normally be scheduled five (5) days per week, with a minimum of thirty (30) hours per week on campus or off-site locations to include a minimum of four (4) hours per day. The thirty (30) hours will include contact or instructional hours, approved travel time, a minimum of five (5) office hours, and other hours on campus.  Instructional personnel may be expected to participate in college functions outside their scheduled thirty (30) hours on campus. Workdays, when classes are not in session, will be a minimum of six (6) hours per day on-campus. An exception to this is Last Chance Registration when advisors are expected to be available during the specified times. The Division Dean must approve any additional exceptions to the above.

Office Hours: Instructional personnel shall designate a minimum five (5) hours per week as office hours. Office hours should be posted each semester so that students may know where and when a faculty member is available.  Instructional personnel shall post actual hours and not operate entirely by appointments.  Office hours should be scheduled adjacent to class hours, when possible, 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 advance by the Division Dean.  A “Faculty Locator” form shall be completed each semester showing office hours, class hours, and other hours on campus. The form shall be displayed near the instructor’s office and submitted to the appropriate Division Dean.

Duties: 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 students assistance at convenient 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 program Academic regalia will be required for formal events.

In addition, full time instructional personnel may be expected to:

1. 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.
   6. Other duties as approved by the Division Dean.

 Absences: When an instructor must be absent, he/she must notify his/her immediate supervisor as soon as possible.  If he/she is unable to reach the supervisor, he/she must contact the Division Dean.  If at all possible, the instructor shall make arrangements to have the class covered.  Class time lost due to instructor absence 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.

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.

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]

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.

[_/su_spoiler]

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.

[_/su_spoiler]

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).

[_/su_spoiler]

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

[_/su_spoiler]

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.

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.