Human Resources Department

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HANDBOOK FOR SUPPORT STAFF


GLOSSARY

ANNIVERSARY MONTH
Your anniversary month is determined by your starting date with the College. If you started on the First through the fifteenth of the month, the month you started is your anniversary month. If you started work after the fifteenth of a month, the following month is your anniversary month. For example, if you started your employment with the College on August 3, then August is your anniversary month. If you started on August 18, then September is your anniversary month.

ANNIVERSARY YEAR
The time between your anniversary month in one year and your anniversary month in the next year. For example, if your anniversary month is August, one anniversary year would be from August 1, of the current year to July 31, of the following year. You earn vacation and sick leave credits during each anniversary year. A total of one year's vacation eligibility may be carried forward into the next anniversary year.

ANNUAL HOURS ASSIGNMENT (AHA)
The number of hours budgeted and authorized for a position in a fiscal year.

* A full-time Plant Operations employee has an AHA of 2080 hours a year.

** Many full-time Staff Associate have an AHA of 1755 hours a year or 1820 hours a year.

AVERAGE WORK DAY
For biweekly employees, the Annual Hours Assignment divided by 260. 260 is five days a week times 52 weeks a year. The average work day is the average number of hours an employee is appointed to work per day over a 52 week period. Average Work Day is used to determine benefits such as vacation and sick leave accumulations for some employees.

APPOINTMENT LETTER
The letter the Human Resources Office sends to new employees outlining, pay, benefits, and other conditions of employment. Also the letter sent annually to each support staff employee indicating changes in pay or benefits for the next year if the employee continues employment with the College.

AT WILL EMPLOYMENT RELATIONSHIP
The relationship between the College and an employee which permits the employee and/or the College to end the employment relationship with or without notice, with or without cause.

COBRA
The Consolidated Omnibus Budget Reconciliation Act of 1986. This federal law required the College to offer continuing enrollment in health benefit plans to employees leaving the College and/or to dependents under certain conditions (e.g., divorce, full-time student graduates from College, etc.)

CONTRACT EMPLOYEE
An employee who enters a signed and contracted relationship of employment with the President for a specific term. This term applies to faculty.

EMPLOYEE
Throughout this handbook, the word "employee" refers to support staff employees who are non-exempt employees covered under the hourly pay section of the Fair Labor Standards Act.

INTRODUCTORY STATUS
A period of 90 days (or up to 400 hours for part-time employees) occurring immediately following employment or reassignment to introduce the employee to the College and/or the new position. May be extended for an additional 90 days upon supervisory recommendation and Human Resources approval.

MEDICAL LEAVE
A period when an employee is not working because of illness or injury after exhausting all sick leave and vacation benefits. The employee is responsible for requesting continued health benefits coverage through the Human Resources Office and must pay the full premium cost during an unpaid medical leave.

NON-CONTRACT EMPLOYEE
An employee who is employed in an at will relationship with no assurance of a specific length of employment. This category includes non-exempt employees and administrative managers.

NON-EXEMPT EMPLOYEE
An employee who is covered by the Fair Labor Standards Act and receives overtime pay for work performed in excess of 40 hours per week. This includes Staff Associates, Plant Operations and Campus Safety & Security staff.

NON-PAY STATUS
A pay period during which an employee receives no pay. In most instances, during such a period the employee is responsible for 100% of the cost of continuing benefits premiums. This includes the cost the College usually pays during a period of active employment.

PAY CREDIT
Sick leave, vacation or other accrued credits for which an employee may be paid as these types of days are used.

PAY STATUS
A pay period during which an employee receives pay for any reason, including vacation, sick leave, holiday, etc.

POLICY
Guidelines for decision making which ensure consistency with overall plans and goals.

PROCEDURE
A defined set of steps or required actions.

REGULAR STATUS
The status of an at-will employee following a satisfactory introductory period of employment. Accrued vacation days begin to be available for use after attaining regular status.

RULE
A requirement for certain action or restraint from action.

REGULATION
A legal requirement.

SEPARATION LETTER
A letter detailing terms, dates, and benefits when employment ends.

SICK LEAVE CREDIT
A day (or Average Work Day) added to an employee's sick leave bank. Each employee earns 10 sick leave credits per year.

SUPPLEMENTAL RETIREMENT ANNUITIES
Additional voluntary accounts that employees may use to set aside extra money for retirement beyond the funds contributed by the College.

TEMPORARY EMPLOYEE
A person appointed to a position for a specified period, normally no more than six months. No benefits, including paid leaves, are available to temporary employees.

* Refers to Plant Operations employees

** Refers to Staff Associates