PERSONNEL HANDBOOK
(CLASSIFIED STAFF AND FACULTY)
Abraham Baldwin
AGRICULTURAL COLLEGE
A unit of the
University System of Georgia
Updated July 1, 2006
PERSONNEL HANDBOOK
(CLASSIFIED STAFF AND FACULTY)
Abraham Baldwin
AGRICULTURAL COLLEGE
A unit of the
University System of Georgia
Updated July 1, 2006
TABLE OF CONTENTS
PART I
YOUR
EMPLOYER................................................................................................ 1
PART II
WORKING
AT ABAC........................................................................................... 1
You
and Your Job.................................................................................... 1
PART III
EMPLOYMENT POLICIES................................................................................. 2
Drug
Free Workplace Policy................................................................... 2
Standards
of Conduct................................................................. 2
Legal
Sanctions............................................................................ 2
Health
Risks.................................................................................. 2
Counseling
and Treatment........................................................ 2
Campus
Sanctions...................................................................... 2
Smoking
Policy......................................................................................... 2
Civil
Rights/Affirmative Action............................................................... 2
Handicapped
Discrimination................................................................. 3
Sexual
Harassment................................................................................. 3
Appointment
Status................................................................................. 3
Employment
of Relatives........................................................................ 4
Physical
Examinations........................................................................... 4
Commercial
Drivers Licenses................................................................ 4
Loyalty
Oath.............................................................................................. 4
Security
Questionnaire........................................................................... 4
Probationary
Period................................................................................. 4
Performance
Evaluations....................................................................... 5
Salary
Adjustments and Increases....................................................... 5
Working
Hours.......................................................................................... 6
Breaks........................................................................................................ 6
Time
Records............................................................................................ 6
Overtime/Compensatory
Time............................................................... 6
Payday....................................................................................................... 7
Direct
Deposit............................................................................................ 7
Job
Opportunities..................................................................................... 7
Resignation............................................................................................... 7
Layoff ......................................................................................................... 8
Dismissal,
Demotion or Suspension.................................................... 8
Employees
Affected by Reorganization, Program
Modification
or Financial Exigency........................................... 9
Grievance
Procedures............................................................................. 9
PART IV
RESPONSIBILITIES
OF EMPLOYMENT...................................................... 10
Personal
Conduct.................................................................................. 10
Safety ....................................................................................................... 10
Attendance.............................................................................................. 10
Garnishment
of Pay.............................................................................. 11
Outside
Activities.................................................................................... 11
PART V
EMPLOYEE
BENEFITS.................................................................................... 11
Vacation
(Annual Leave)...................................................................... 11
Sick
Leave with Pay.............................................................................. 11
Immediate
Family Defined…………………………………………….11
Sick Leave Credit Toward Retirement................................................ 12
Sick
Leave Without Pay........................................................................ 12
Educational
Leave Without Pay.......................................................... 12
Military
Leave With Pay......................................................................... 12
Ordered
Military Duty................................................................. 12
Leave
of Absence...................................................................... 13
Emergency
Leave of Absence................................................ 13
Payment
of Annual Leave....................................................... 13
Sick
Leave for Maternity Reasons...................................................... 13
Family
& Medical Leave........................................................................ 13
Personal
Leave...................................................................................... 14
Voting 14
Court
Duty............................................................................................... 14
Selective
Service and Military Physical Examination..................... 14
Other
Leave............................................................................................. 14
Holidays................................................................................................... 14
Retirement............................................................................................... 15
Life
Insurance......................................................................................... 16
Social
Security........................................................................................ 16
Health
Insurance................................................................................... 16
Dental
Insurance................................................................................... 17
Retired
Employee Insurance............................................................... 17
Long
Term Disability Insurance.......................................................... 17
Flexible
Spending Accounts................................................................ 17
Tax
Deferred Annuities......................................................................... 17
Workers’
Compensation....................................................................... 17
Unemployment
Compensation........................................................... 18
Gratuities................................................................................................. 18
PART VI
ITEMS
OF INFORMATION............................................................................... 18
Information
on AIDS.............................................................................. 18
Identification
Card.................................................................................. 18
Automobile
Registration and Parking................................................ 18
Telephone
Service................................................................................. 19
Campus
Electronic Mail........................................................................ 19
Soliciting/Canvassing........................................................................... 19
Library
Privileges.................................................................................... 19
Athletic
Events and Facilities............................................................... 19
Fishing
–
Food
Services......................................................................................... 19
Continuing
Education and Life Long Learning............................... 20
Tuition
Assistance Program (TAP)...................................................... 20
PART VII
SUMMARY
OF BENEFITS................................................................... 21
PART VIII
For
More Information............................................................................. 22
STUDENT
MEDICAL EMERGENCY PROCEDURES................... 22
PART IX
CAMPUS
COORDINATORS............................................................... 23
YOUR EMPLOYER: ABRAHAM BALDWIN AGRICULTURAL COLLEGE
Abraham
Baldwin Agricultural College (ABAC) is a
The
college opened its doors as the
The
college offers 55 two-year programs of study, including 40 college transfer
programs and 15 career technological programs.
As a
As
a new member of ABAC’s staff, you are an important part of this
institution. ABAC’s policy is to give
equal opportunity to all employees and applicants for employment without regard
to race, creed, color, sex, age or national origin. ABAC’s objective is to seek employees of the
highest quality available, and to select these employees on the basis of
ability, experience, training, intelligence, and character in accordance with
the requirements of each position and the needs of the college.
The
general purpose of ABAC is to meet the educational, vocational, intellectual,
physical and cultural needs of its students through a broadly based
curriculum. Regardless of position or
title, from President on down, we are all part of the same team and must all do
our job well to insure that this purpose is accomplished.
The
Human Resources Office has prepared this booklet so you will better understand
ABAC’s personnel policies and procedures and our employee benefits. We also want to give you a basic overview of
what to expect as an employee. If you
ever have questions, refer to your supervisor or call the Human Resources
Office at 391-4888 or visit the office in Tift Hall, Room 21.
WORKING AT
ABAC
You and
Your Job
As an employee of ABAC, whatever your job may be, you
can be proud to be a part of this important educational institution. You should
also feel confident that you were selected for your job because you posses the
important qualifications to carry out the duties and responsibilities of the
position.
EMPLOYMENT
POLICIES
Drug Free
Workplace Policy
ABAC hereby prohibits unlawful drugs and alcohol in
the workplace or at any off campus sponsored event. Unlawful drugs and alcohol are also prohibited
by Georgia and Federal laws including the Drug Free Workplace Act of 1988 and
the
Standards of Conduct
Unlawful possession, use, or distribution of illicit
drugs and alcohol by students and employees on our campus or at any off campus
sponsored event is prohibited.
Legal Sanctions
It is against various Federal and
Health Risks
Drug and alcohol abuse causes physical and emotional
dependence. It also creates significant
health problems, interferes with memory, sensation, and perception. Drugs and alcohol distort experiences and
cause loss of self control that can lead users to harm others as well as
themselves.
Counseling and Treatment
The
Campus Sanctions
Staff members who violate these drug free policies
will be disciplined (consistent with State and Federal laws). Discipline may include suspension,
rehabilitation, termination, referral for prosecution, and ineligibility for
future employment. (See also Dismissal,
Demotion, and Suspension in these policies.)
Tobacco/Smoking
Policy
ABAC does not allow the use of tobacco in any form in
any building that has classrooms and/or administrative offices. In addition, there is to be no smoking within
at least twenty-five (25) feet of the entrance to any building on campus.
Civil
Rights/Affirmative Action
ABAC will comply with the provisions of Title VI
clause of the Civil Rights Act of 1964 as amended. It is the policy of ABAC to employ people of
the highest quality available based on ability, experience, training,
intelligence, character, and physical fitness according to the requirements of
each position and the needs of the college.
No applicant for employment will be excluded because
of race, color, sex, age, religion, handicap, Veteran’s status, creed or
national origin. Furthermore, no
employee will be denied the benefits of, or be subjected to discrimination
under any program or activity conducted by ABAC based on such criteria. This policy pertains to all facets of
employment including promotions, upgrading, reassignment, and compensation as
well as layoffs, demotions, and termination.
Additionally, the college will intensify its efforts of informing
minorities of employment opportunities and other benefits of working for the
college.
Handicapped
Discrimination
ABAC does not discriminate in admission or access to,
or treatment of employment in, its programs or activities under Section 504 of
the Rehabilitation Act of 1973 or the Americans with Disabilities Act of
1990. The Vice President for Student and
Enrollment Services has been designated as the coordinator of college services
to the handicapped. Any questions or
other matters related to the handicapped should be referred to this
office. (391-5130)
Sexual Harassment
Sexual
Harassment of employees or students in the University System is prohibited and
shall subject the offender to dismissal or other sanctions after compliance
with procedural due process requirements.
(See ABAC Policy Manual for policy details.) The following individuals have been
designated for the reporting of any incidents of sexual harassment.
FACULTY: V.P. and Dean of Academic
Affairs 391-4780
Tift Hall,
Room 27
STAFF: Director of Human
Resources 391-4888
Tift Hall,
Room 21
STUDENTS: V.P. for Student and Enrollment
Services 391-5130
J.
Director
Health Services 391-5035
Appointment Status
Employees
classified as staff are those employees performing non-faculty functions. There are two types of employment at ABAC:
regular and temporary.
1.
Regular status
includes those employees receiving appointments for a period of more than six
months.
2.
Temporary status
includes those employees who are employed for a period of less than six months,
or working less than ½ time. Temporary
employees may work full time or less.
Employment of Relatives
Relationships
by family or marriage shall not give advantage or disadvantage in employment
provided the individual meets and fulfills the college appointment and
promotion standards.
No
individual shall be employed in a department or unit under the supervision of
an immediate relative who has or may have a direct effect on the individual’s
progress, performance, or welfare. For
purposes of this policy, relatives include husbands, wives, parents and
children, brothers, sisters, and any in-laws of those mentioned.
Physical Examinations
If
you are to be employed in Public Safety, a physical examination is required.
Commercial Drivers License
Employees
who are required to have a Commercial Drivers License as part of their duties
are subject to drug and alcohol testing.
This includes pre-employment, post accident, and random testing for both
alcohol and drugs.
Loyalty Oath
The
State General Assembly passed an act which requires “all persons who are
employed by and are on the payroll of and the recipient of wages, per diem,
and/or salary of the State of Georgia, or its departments and agencies” to take
a loyalty oath. If a person does not
sign the oath, the act then instructs that “such person’s name to be taken from
the payroll and such person shall not be permitted to receive any payment from
the State.”
Security Questionnaire/Background Check
As
a condition of employment, every employee of ABAC must complete and sign a
security questionnaire and authorize a background check.
Probationary Period
All
staff employees of ABAC are required to serve the first six (6) months of
employment on a provisional basis. The
primary purpose of a provisional appointment is to allow your supervisor to
evaluate your performance and determine if you should continue to work with the
college. The provisional appointment
also gives you a chance to find out if your job is interesting and rewarding
and if you will be happy in your new position.
It
is recommended that the initial evaluation occur at the end of three (3) months
in order to give the employee an opportunity to show improvement prior to the
expiration of the probationary period.
This review should be based upon their job description. The employee will be given the opportunity to
speak with their supervisor about the job, how it is being performed and how it
can be performed more effectively.
If
an employee is not to be continued, notification in writing prior to the end of
the six (6) months period will be made, and he or she may be terminated at that
time without right of appeal.
Performance Evaluation
Your
supervisor will evaluate your job performance before six (6) months of
employment and every year thereafter.
This review will be based on your job description. You will be given the opportunity to talk to
your supervisor about your job and how you are performing.
This
program is designed to recognize your individual contributions and to improve
your understanding of your job duties and responsibilities. Take this opportunity to discuss any problem
area or to ask any questions you may have.
Areas to be evaluated will include adjustment, capability, productivity,
efficiency, potential for future development, punctuality, and attendance. Considerations for promotions, transfers,
demotion or retention will be based on these evaluations.
Salary Adjustments and Increases
Salary
adjustments may occur whenever a salary increase is approved by the Board of
Regents, our governing body. Appropriate
adjustments will be made to employees’ salaries in positions affected as funds
are made available. This action should
not be confused with a promotion or similar action where there is a change in
an employee’s responsibility.
Salary
increases are normally made on the basis of merit, providing funds are made
available to the Board of Regents from the state appropriation allocated by the
Georgia Legislature. The decision to
increase your salary is made after considering your record for the previous
year as reflected in the performance evaluation. The prevailing salary scale within your
particular job classification must also be considered.
It
should be stressed that salary increases are not automatic.
Employees
who have worked for ABAC for six (6) months or longer, may have their salaries
adjusted, with supervisors’ approval, for academic/professional achievement as
follows: $300 for a GED; $600 for non-academic
professional certificate or license, i.e., CPS/CAP; $900 for an associate’s
degree; $1200 for a bachelor’s degree; $1500 for a master’s degree; $1800 for a
specialist degree; and $2500 for a doctorate.
Coursework should have been completed while employed at ABAC. The degree must be completed and the official
transcript and/or copy of certificate/degree on file in the Human Resources office. The adjustment will become effective
immediately. Adjustments will be limited
to one event, first of its kind.
Working Hours
Most
college employees work a five day, 40 hour week from 8:00 am to 5:30 pm, Monday
through Thursday and 8:00 am to 3:00 pm Friday, with one hour for lunch. The work week begins Saturday at 12:01 am and
ends at midnight Friday.
It
may be necessary, however, for a department to schedule employees to work a 40
hour week consisting of designated hours other than the normal schedule. Your supervisor will explain your work
schedule.
Breaks
If
an employee’s work situation permits, his/her supervisor may authorize two 15
minute breaks, one in mid-morning and one in mid-afternoon. At break period you may leave your work area,
although where it is necessary to have someone on duty at all times, care
should always be taken to see that your work assignments are covered. The needs of the job must be met first, and
in some areas breaks are not possible.
It is not possible to forego breaks to accumulate extra time off in the
future.
Time Records
State
and Federal laws require records be kept of all time worked by nonexempt
employees. See your supervisor about
your time reporting requirements.
Overtime/Compensatory Time
ABAC
is covered by the Fair Labor Standards Act (Wage and Hour Law) and is committed
to the fair and equitable payment of time worked.
Who
is Eligible?
Employees who are covered by the Fair Labor Standards
Act. At ABAC, eligible employees are
those paid on the bi-weekly payroll which includes staff and students.
Who
is Not Eligible?
Employees who are exempt from the Fair Labor
Standards Act. At ABAC, this includes
faculty, administrative and professional employees. Exempt employees are paid monthly and do not
receive overtime pay.
Normal
Work Week
Covered employees are normally expected to work a
five day 40 hour week with one hour a day for lunch. The work week begins Saturday at 12:01 a.m.
and ends at midnight Friday. Some
departments (such as public safety) may need to adopt a different work
schedule.
If an employee is required to work more than their
normal hours early in a work week, then they may be granted time off within the
same work week in an equal ratio to the extra hours worked so that the work
week does not exceed 40 hours, even though the regular work schedule is
changed.
Overtime/Compensatory
Time Payment
Employees may not work more than 40 hours a week
unless prior approval has been given by their supervisor. If employees are required to come in early,
stay late, or stay during lunch, that will be considered time worked.
Hours worked in excess of 40 hours per week will be
paid at one and one-half times the employee’s regular rate. In lieu of payment for approved overtime
work, compensatory time may be granted at the rate of one and one-half hours of
compensatory time for each hour of overtime work. Approved compensatory time is subject to a
maximum accumulation of sixty (60) hours and must be expended by the end of the
succeeding calendar quarter, and no carryover at the end of June is allowed.
The employee has a choice of compensatory time or
overtime pay for hours worked over 40 hours in any work week.
Payday
Paychecks
for salaried personnel are issued on the last working day of each month, unless
otherwise specified by official notice.
Hourly employees are paid every other Friday. When you receive your paycheck, make sure the
proper deductions have been made. If you
find an error, notify the Payroll Office in Tift Hall. (391-4868)
Direct Deposit
Direct
Deposit is available for paychecks, travel expense reimbursements, and Flexible
Spending Account reimbursements.
Job Opportunities
The
Human Resources Office will notify employees of available positions by various
means including posting notices on official bulletin boards, in the campus
newsletter, “Focus”, on the ABAC website, and advertising in the local
newspapers of surrounding counties. Our
supervisors are encouraged to promote from within whenever possible.
Resignation
Employees
who resign for any reason should give their supervisors or the Human Resources
Office as much notice as possible.
Minimum notice is two weeks, but a longer or shorter period of time may
be agreed upon in writing between the supervisor and the employee. An employee with proper notice is entitled to
all benefits due. It will be necessary
to meet with the Human Resources office prior to the last day of work in order
to get pertinent benefit information. The
Human Resources office must receive a copy of the resignation letter.
Layoff
From
time to time it becomes necessary to reduce the work force at the college. Layoffs are required when personnel
reductions are necessary. Affected
employees are given sufficient notice so they may seek employment elsewhere.
Dismissal, Demotion or Suspension
1.
2. Dismissal, demotion or suspension of
classified employees may be effected by the employee’s immediate
supervisor when the supervisor determines that the employee’s
performance of duty or personal conduct is unsatisfactory.
3.
Any employee who
is convicted of the unlawful manufacture, distribution, sales, use, or
possession of marijuana, a controlled substance, or other illegal or dangerous
drug, or who admits guilt of any such offense in a court proceeding, shall be
suspended for not less than two months or dismissed after compliance with
procedural requirements set forth below.
Such employee shall be required as a condition of re-employment
following suspension to complete a drug abuse treatment and education program
approved by the President of the institution.
4.
The employee
shall be informed in writing of the reasons for the action taken and granted a
reasonable opportunity (not less than five (5) working days) to respond to the
next highest authority prior to the effective date of the action; provided,
however, that under emergency circumstances when immediate action is necessary,
the employee may be forthwith dismissed, demoted or suspended, with or without
pay, by the immediate supervisor, pending a review by the next highest
authority.
5.
Any such
employee shall also be entitled to the procedural protections of a hearing
before a Board of Review convened upon request made within fifteen (15) working
days following the adverse personnel decision of his immediate supervisor,
provided that the Board of Review hearing may take place either before of after
the effective date of the personnel decision in question. (See Grievance Procedures.)
6.
An employee who
has been dismissed or suspended without pay and is later reinstated shall be
entitled to recover back pay unless the President or his designee determines
otherwise.
7.
If, prior to
arrest for an offense involving a controlled substance, marijuana, or other
dangerous drug, an employee notifies his or her immediate supervisor that he or
she illegally uses a controlled substance, marijuana, or other dangerous drug,
and is receiving or agrees to receive treatment under a drug abuse and
education program approved by the institution President, such employee shall be
retained by the institution for up to one year as long as the employee follows
the treatment plan. Retention of such
employee shall be conditioned upon satisfactory completion of the program. The employee’s work activities may be
restructured if, in the opinion of the immediate supervisor, it is deemed
advisable. No statement made by an
employee to a supervisor or other person, in order to comply with this policy
shall be admissible in any civil, administrative or criminal proceeding as
evidence against the employee. The
rights herein granted shall be available to a System employee only once during
a five-year period and shall not apply to any such employee who has refused to
be tested or who has tested positive for a controlled substance, marijuana or any
other dangerous drug.
Employees Affected by Reorganization,
Program Modification or Financial Exigency
Staff
employees who are terminated, demoted, or otherwise adversely affected by
reorganization, program modification or financial exigency, as approved or
determined by the President of an institution or his designee, shall not be
governed by the procedures described in Dismissal, Demotion or Suspension of
the Handbook and Appeals. Such employees
shall, however, have the right of appeal to the Board of Regents as provided in
Article IX of the Bylaws of the Board of Regents.
Grievance Procedures
In
the day-to-day operation of your area or department, problems,
misunderstandings and difficulties sometimes occur. While consideration, cooperation and common
sense can solve most of these situations, a few do require special attention.
INFORMAL
PROCEDURE – Mediation
What
is mediation? It is an informal
voluntary attempt to arrive at a mutual agreement that works in both parties’
best interests that is assisted with the help of a specially trained mediator,
whether from the ranks of employees or external, as needed. For more information or to use mediation call
the Director of Human Resources, Alternate Dispute Resolution Campus Liaison,
at 391-4888.
FORMAL
PROCEDURE
The
college has established a formal grievance procedure for handling the wide
variety of problems or inequities that inevitably occur. If you believe that you have a legitimate
complaint, you should feel free to discuss it with your supervisor. If that does not prove satisfactory to you,
the normal procedure is then to go to your department head and next to the
Affirmative Action Officer. If it
becomes necessary to use formal grievance procedures, refer to ABAC’s Policy
Manual. The Affirmative Action Officer
will assist you if you wish. (391-4890)
Staff
employees terminated prior to the completion of the six month provisional
period do not have the right to appeal.
RESPONSIBILITIES OF EMPLOYMENT
Personal Conduct
As
an employee of ABAC, you are expected to provide reasonable effort and
productivity as well as adhering to published rules and regulations, and to
accepted customs and standards of courtesy, conduct and cooperation.
The
following are examples of actions which are unacceptable to the college and may
result in disciplinary action or discharge:
Safety
The
prevention of accidents is primarily an individual responsibility. If any unsafe working conditions are
detected, report them to your supervisor, Safety Officer, and the Public Safety
Office immediately. The college strives
to develop and maintain safe working conditions and encourages you to work
carefully and safely.
Attendance
Your
supervisor will tell you about your daily work schedule and lunch period. You will be expected to report for work on
time and remain on the job until official quitting time unless you have been
excused by your supervisor. Violation
of this rule may result in termination of employment.
Garnishment of Pay
The
college considers the acceptance and settlement of just and honest debts to be
a mark of personal responsibility. The
college is required by state law to accept and process garnishments served by
officials of the court.
Outside Activities
As
an employee of ABAC, you should avoid actual or apparent conflict of interest
between your job and outside activities.
EMPLOYEE BENEFITS
Vacation (Annual Leave)
ABAC
provides paid vacations for all regular employees. Employees working full-time, other than
temporary employees, earn vacation at the rate of one and one-fourth (1¼)
working days per month for the first five (5) years of employment, one and
one-half (1½) working days per month for the second five (5) years, and one and
three-fourths (1¾) working days per month for each year after the completion of
ten (10) years of continuous service.
If you are working one-half time or more but less than full-time and are
other than a temporary employee, you earn and accumulate vacation time in an
equivalent ratio to your percentage of time employed. Earned vacation may be accumulated up to a
maximum of forty-five (45) days, or 360 hours, per calendar year. Employees shall be compensated for up to
forty-five (45) days, or 360 hours, of accumulated vacation time upon
termination of service from the college for any reason.
Earned
vacation shall be taken at times mutually acceptable to the employee and
his/her immediate supervisor. When an
employee’s effective date of employment is on or before the 15th day
of the month, he/she will earn leave for that month. Employees terminating prior to the 15th
day of the month will not accumulate annual leave for that month. (An employee’s termination date for purposes
of establishing vacation, sick and holiday leave will be his/her last working
day, and leave will not be accumulated after that date.)
Sick Leave with Pay
For
all regular full-time employees of the University System of Georgia, sick leave
shall be accumulated at the rate of one (1) working day per calendar month of
service. Regular part-time employees
working one-half time or more will accumulate sick leave in an equivalent ratio
to their percentage of time employed.
Sick leave for employees shall be cumulative.
Sick
leave may be granted at the discretion of the institution and upon approval by
the supervisor for an employee’s absence for any of the following reasons: