Ch. 5 Classified Personnel

5.P.01 Purpose

Policy

The purpose of this chapter is to provide policies for the planning, hiring, employment, development, and guidance of a high quality corps of classified staff at Lake Washington Institute of Technology. The board policies in this chapter are created primarily to provide direction for the maintenance of professional technical employees of the college. They apply as well to classified staff covered by the terms and conditions of collective bargaining agreements where such provisions are supplementary to and not in conflict with those agreements.

Administrative procedures adopted in support of these board policies are intended to give guidance to all classified staff, but not to supersede any collective bargained agreement provisions adopted by the board. Classified groups employed by the college are:

  1. Professional-technical employees.
  2. Classified employees represented by the Lake Washington Institute of Technology Federation of Classified Employees.
  3. Classified employees represented by the International Union of Operating Engineers.
  4. Classified employees represented by the Public, Professional & Office-Clerical Employees and Drivers Union.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.01 Definitions

  1. "Classified" means those positions which are not designated by the president as "administrative" and which are not included within the "faculty" by state statute or provisions of the faculty bargained agreement.
  2. "Administrative unit" means each department within the institution and includes all of College District 26.
  3. "Position description" means the listing and explanation of duties and responsibilities assigned to a particular employee of the college. The position description is the basis for the employee's planning and evaluation of performance each year. Postings, or position announcements, are derived from the information in a position description. Position descriptions may be amended at the discretion of the president or his or her designee.
  4. All professional-technical employees have duties and responsibilities in common. The general duties and responsibilities of each professional-technical employee include:
    1. Plan, organize, and administer the activities of his or her work station efficiently.
    2. Keep informed on new developments relating to his or her function and maintain a creative and experimental attitude toward change.
    3. Assist to maintain in the unit a climate which encourages the development of personnel, the retention of competent personnel, and a high level of morale.
    4. Maintain a reporting relationship to the immediate supervisor, keeping the supervisor informed of activities of the unit, apprising the supervisor particularly of major or unusual developments, and seeking his or her advice and counsel.
    5. Promote an integrated effort in the administration of the college by cooperating with other staff through the coordination of activities and programs.
    6. Maintain effective relations with faculty, students, community, and other educational institutions.
    7. Interpret board policies, college regulations, procedures, and programs accurately and constructively.
    8. Serve on committees, cabinets, and councils as directed by board policies, college regulations and procedures, the immediate supervisor, or the college president.
    9. Attend professional meetings as approved or directed by the immediate supervisor.
    10. Perform any other duties assigned or delegated by the immediate supervisor or the college president.
    11. Complete the payroll exception time report form when necessary and submit it to the personnel office.
  5. In addition to those general responsibilities identified in item 4, the general duties and responsibilities of each exempt professional-technical employee with managerial responsibilities include:
    1. Plan, organize, and administer the activities of his or her office efficiently.
    2. Recommend the organizational structure and staffing complement of his or her unit.
    3. Recommend the selection of personnel for the unit.
    4. Establish and maintain in the unit a climate which encourages the development of personnel, the retention of competent personnel, and a high level of morale.
    5. Recommend the budget for his or her office or division and, within limitations or approvals established by the board or president, administer the unit budget.
    6. Ensure that staff who report to him or her complete payroll exception time report forms when necessary and submit them to the personnel office.

June 7, 1995

5.A.51 Collective Bargaining Groups

  1. The Lake Washington Institute of Technology Federation of Classified Employees, Local 4787/WFT/AFT/AFL-CIO, has been designated as the collective bargaining representative for the bargaining unit comprising all full-time and regular part-time clerical staff, instructional assistants, and technical aides.
  2. The International Union of Operating Engineers, Local 286, has been designated as the collective bargaining representative for the bargaining unit comprising custodial, grounds, and maintenance staff.
  3. The Public, Professional & Office-Clerical Employees and Drivers Local Union 763, affiliated with the International Brotherhood of Teamsters, has been designated as the collective bargaining representative for the bargaining unit comprising food service staff.

June 7, 1995

5.A.59 Position Descriptions

  1. The chart of the college's organization structure may be found in the Staff Handbook. Professional-technical staff member positions assigned administrative duties are listed below, and position descriptions follow. An asterisk (*) denotes an FLSAexempt position.

    Assistant Director, Admissions*
    Buying Assistant
    Career Specialist
    Career Specialist Assistant
    Communications Coordinator/Website Manager
    Computer and Network Maintenance Technician
    Computer Technician
    Conference Manager*
    Dental Consultant
    Director, Admissions and Registration*
    Director, Budget Services*
    Director, Campus Services*
    Director, Computer Services*
    Director, Dental Programs*
    Director, Financial Aid*
    Director, Library Services*
    Director, Otteson High School*
    Director, Personnel Services*
    Director, Student Services*
    Director, Women's Programs*
    Financial Aid Assistant
    Grant Writer
    Graphic Arts Technician
    Interpreter
    Manager, Bookstore*
    Manager, Child Care Centers*
    Manager, Food Service*
    Manager, Payroll Services*
    Program Coordinator
    Program Specialist
    Project Specialist
    Registrar*
    Sales Representative*
    Supervisor, Accounting Services*
    Supervisor, Clinical*
    Supervisor, Purchasing Services*
    Training Specialist
  2. Represented staff member positions are listed below, and position descriptions follow. All such positions are non-exempt.

    Accounting Technician I
    Accounting Technician II
    Accounting Technician III
    Administration Secretary I
    Administration Secretary II
    Administration Secretary III
    Administration Secretary IV
    Building Equipment Mechanic
    Clerk/Cashier
    Custodian
    Custodian (Graveyard)
    Custodian Assistant
    Custodian Assistant (Graveyard)
    Food Service Technician I
    Food Service Technician II
    Food Service Technician III
    Food Service Technician
    Probationary Groundsperson
    Head Custodian I
    Head Custodian I (Central Supply)
    Head Custodian I (Graveyard)
    Head Custodian II
    Head Custodian III
    Instructional Assistant I
    Information Technician
    Media Technician
    Office Assistant
    Payroll Technician
    Personnel Technician
    Registration Technician I
    Registration Technician II
    Financial Aid Technician/Accounting Technician II
    School Secretary I
    School Secretary II
    School Secretary III
    School Secretary IV
    Technical Aide
    Word Processor
  3. Temporary or occasional staff member positions are listed below, and position descriptions follow. These positions do not accumulate nor are they entitled to use any of the leaves described in this chapter. They are normally hired on an hourly basis.

    Child Care Substitute
    Craftsperson
    Custodian Assistant Substitute
    Custodian Substitute
    Dental Hygienist
    Dentist
    Food Service Technician Substitute
    Food Service Technician/Temporary on Call
    Groundsperson Substitute
    Instructional Assistant Substitute I
    Interpreter
    Laborer Substitute
    Professional-Technical Substitute (Non Supervisory)
    Professional-Technical Substitute (Supervisory
    Secretary Substitute
    Summer Grounds Helper
    Technical Aide Substitute
    Work Study

May 23, 1997

5.P.03 Hiring

Policy

Recognizing the importance of the services provided by Lake Washington Institute of Technology, the hiring of competent, highly qualified, effective, and diverse classified staff is a primary goal. In accordance with this goal, the president will establish professional recruitment and hiring practices to secure for the college qualified candidates.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.03 Employment Process

  1. A posting consistent with the position description and personnel requisition form are prepared by the administrative unit head, approved by the appropriate vice president or president, and submitted to the personnel services office.
  2. The personnel office advertises the position, receives applications and conducts testing (if necessary), and forwards packets of qualified applications to the administrative unit head responsible for the position. The evaluation of applications and setting of interviews is conducted by the administrative unit head upon receipt from the director of personnel services.
  3. An ad hoc interview committee may be named by the administrative unit head, with the advice of the director of personnel services, to interview the finalists and prepare a recommendation to the administrative unit head.
  4. The administrative unit head makes reference checks and prepares a recommendation to the vice president or president.
  5. The successful candidate may be interviewed by the vice president or president.
  6. The personnel services office verifies references as necessary, and prepares an offer of employment letter and accompanying paperwork.
  7. This process may be modified on a case-by-case basis with the approval of the responsible vice president or president.

June 7, 1995

5.A.43 Promotion

  1. The personnel services director will determine when to establish an internal applicant list for a vacant classified position. This determination is based upon the position opening, collective bargaining agreement provisions, and affirmative action policy and procedures.
  2. When a classified position opens within the district, the personnel services office may advertise the vacancy to establish an internal applicant list, and notifies all current classified employees through the college Bulletin. The personnel services director may elect to extend the advertising period in order to permit an adequate number of existing staff to apply for an opening.
  3. Classified staff desiring promotion to a vacant position must complete and submit a signed college application to the personnel services office by the closing date specified on the college Bulletin.
  4. Classified employees applying for promotion must meet the minimum qualifications of the position to be considered.
  5. Applicants whose applications demonstrate adequate qualifications and satisfactory evaluations normally will be scheduled for interviews with the personnel director, screening committee, and immediate supervisor responsible for the position.
  6. Applicants who are successful in receiving an appointment to a new position within the college are required to complete a ninety-day probation period as described in the provisions of 5.A.07.

June 7, 1995

5.A.45 Transfer/Reassignment/Voluntary Demotion

This procedure provides opportunity for classified staff to transfer within, move laterally, or voluntarily demote to other classified positions within the college. Each vacant position in the classified service will be opened to all regular status classified staff for transfer, lateral movement, or voluntary demotion.

  1. Transfer
    Transfer is a staff member-initiated change from one classified position to another in the same classification without a break in service. (Reassignment is a management initiated movement from one position to another in the same classification.)
    1. Any regular status staff member wishing to be transferred to an open position in a new classification must submit a written application to personnel services.
    2. Staff must meet the minimum qualifications, and if required pass the appropriate examination for the desired position.
    3. The personnel director will determine the eligibility of staff making such requests and either place the staff member's name on the appropriate applicant list or notify the employee of the basis for not doing so.
    4. Staff selected for a transfer will be required to complete a ninety-day probationary period.
  2. Reassignment
    Reassignment is a management-initiated movement resulting in appointment to a position in another class which has the same salary or salary range as the staff member's current classification.
    1. Any regular status staff member reassigned to an open position is not required to submit a written request to the personnel services office.
    2. The personnel services director determines whether a staff member is eligible for reassignment to a new position based upon the qualifications of the staff member.
    3. Reassigned staff are not required to complete a probationary period.
  3. Voluntary Demotion
    Voluntary demotion is a staff member-initiated request to accept an open position in a classification with a lower salary or salary range than the staff member's current classification.
    1. Any regular status staff member wishing to voluntarily demote to an open position must submit a request in writing to personnel services.
    2. Staff must meet the minimum qualifications for the desired position.
    3. The personnel services director will determine the qualifications of the staff making such requests and either place the qualified staff member's name on the appropriate applicant list or notify the staff member of the basis for not doing so.
    4. Staff approved for voluntary demotion are not required to complete a probationary period.
  4. Certification of Names From Eligibility Lists
    1. The names of all regular staff on any of the above applicant lists for a particular opening will be referred to the immediate supervisor of the open position.
    2. The supervisor has the option to interview or not interview transfer/reassignment/voluntary demotion candidates.
  5. Salary
    Transfer/reassignment/voluntary demotion staff will not receive a salary increase for the change in assignment.
  6. Vice President Approval
    Transfer/reassignment/voluntary demotion requires the approval of the vice president into whose area of responsibility the staff member would move, or in whose are of responsibility the staff member will remain, prior to the action being final.

June 7, 1995

5.A.57 Resignations

Letters of resignation should be submitted to the staff member's immediate supervisor with a copy to personnel services with a minimum of two weeks notice. Letter of resignation originals should be forwarded to the personnel services office with either a personnel requisition form to begin the replacement process, or a personnel status change form.

June 7, 1995

5.P.05 Compensation

Policy

It shall be the policy of the board of trustees that classified staff be compensated commensurate with their job responsibilities as determined by the president. The president shall also determine in accordance with applicable statute, rules, and, where applicable, bargained agreement, the methods of payment of classified staff.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.05 Compensation

  1. The president establishes classified staff salaries, subject to collective bargaining where applicable, and job specifications. New classified staff are assigned to the first step of a salary range if one exists, except where alternate placement is approved by the president, and is, where applicable, consistent with bargaining agreement provisions.
  2. Annual salary increases (cost of living) for classified staff are provided in accordance with legislative authorization and funding, State Board authorization and rules, board of trustees adoption, and, when applicable, ratification by a collective bargaining unit.
  3. Incremental salary increases for classified staff, where provided for collective bargained agreements or board policy, are implemented in accordance with legislative authorization and funding, State Board authorization and rules, board of trustees adoption, and, when applicable, ratification by a collective bargaining unit.
  4. Classified staff are paid on a monthly salary basis.
    1. Regular employees working twelve (12) months per year shall be paid in semi-monthly payments consistent with OFM regulations. The semi-monthly payment, excluding overtime, shall be one-half (1/2) of the monthly salary. Regular employees working less than full-time (40 hours per week) shall be paid a percentage of the monthly salary based upon the percentage of fulltime work regularly assigned.
    2. A regular employee working less than full-time (less than 40 hours per week), assigned extra time on a temporary basis, shall be compensated based on an hourly rate calculated by dividing by 174 his or her monthly salary. An eligible regular employee assigned over-time shall be compensated at one and one-half times the rate calculated by dividing by 174 his or her monthly salary.
  5. Leave without pay deductions from a classified staff member's salary shall be calculated in accordance with OFM regulation 4.3.2.2.4.

June 7, 1995

5.A.53 Retirement Programs

  1. All eligible classified employees, except for professional-technical employees, must participate in Public Employee's Retirement System (PERS), unless they have previously established membership in Washington Teachers' Retirement System.
  2. All eligible professional-technical employees must participate in TIAA/CREF, unless they have previously established membership in Washington Teachers' Retirement System or PERS.
  3. If a staff member has established membership in PERS prior to October 1, 1977, then he or she will then be on Plan I and make a contribution of a percentage of gross salary, as directed by law. If the staff member has never been a member of PERS and is being hired after October 1, 1977, then he or she will be enrolled in Plan II and make a contribution of a percentage of gross salary, as directed by law.
  4. Effective September 1, 1984, the staff member's contribution is tax deferred for both Plan I and Plan II members.

June 7, 1995

5.P.07 Evaluation

Policy

The board of trustees recognizes the need to develop and maintain a highly effective classified staff.

As part of the development of the classified staff, a yearly evaluation of all classified staff shall be conducted by the appropriate supervisor which provides timely, effective, and written feedback on the staff member's performance, and shall address the attainment of specific and measurable goals established for the fiscal year.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.07 Evaluation and Probationary Period

Evaluation is a necessary process by which the performance of all employees in the college are measured against a set criteria. It is intended to help staff members to grow and develop as well as to ensure a high level of performance.

  1. Professional-Technical Classified Staff Evaluation
    1. Timeline
      Each professional-technical staff member will be evaluated annually. At least two conferences should be scheduled during the year. An initial conference should be held between the supervisor and the staff member by July 30 at which time the goals and performance standards for the position are reviewed and clarified.
    2. Performance Standards
      Each year the established position description should be reviewed and updated as necessary. The updated position description should be used in the July conference and will be, in addition to applicable biennial or annual goals, the basis for evaluation throughout the year.
    3. Summary Format
      A summary evaluation will be completed by the staff member's supervisor and signed by the staff member. This summary must be submitted to the personnel services office by June 30.
  2. Classified Staff Evaluation
    1. Timeline
      Each classified staff member will be evaluated at least once yearly. An initial conference should be held between the supervisor and the staff member at which time the goals and expectations for the position are reviewed and clarified.
    2. Performance Standards
      Each year the position description established for this staff member's position should be reviewed with the staff member. The position description will be, in addition to applicable biennial or annual goals and specific duties which are the responsibility of the staff member, the basis for evaluation throughout the year.
    3. Evaluation Format
      A written evaluation will be completed by the staff member's supervisor, using a form prepared by the college, and signed by the staff member. The evaluation form be submitted to the personnel services office by June 30.
  3. Probationary Period
    1. New classified staff are placed on a ninety work day probationary status from the first day of employment.
    2. During the probationary period, two performance evaluations are conducted by the immediate supervisor.
      1. The evaluation is performed by the immediate supervisor and discussed with the staff member.
      2. The first evaluation shall be completed on or before the forty-fifth work day of employment. The second evaluation shall be completed on or before the ninetieth day of employment.
      3. The staff member must sign the evaluation form to acknowledge the fact that he or she has had the opportunity to read the evaluations and comment on their content.
      4. The evaluation form is then submitted to the personnel services office for inclusion in the staff member's personnel file.
    3. After the probationary period, an annual performance evaluation is completed by the immediate supervisor, shared with and signed by the staff member, and then submitted to the personnel services office for inclusion in the staff member's personnel file.
    4. Should the staff member be hired within ninety work days prior to the end of the fiscal year, either the mid-point or final probationary period evaluation may also serve as the annual evaluation.

June 7, 1995

5.P.09 Leave Provisions—Generally

Policy

Classified leave regulations are authorized by the board of trustees in accordance with RCW 28B.50.140. Classified staff leaves will be administered in accordance with the provisions of this chapter, unless specifically identified otherwise in an applicable collective bargained agreement.

  1. The president shall develop administrative procedures to implement this leave policy.
  2. Leave accrual and use proration shall mean a percentage based upon an employee's percent of full-time employment. Additionally, it shall mean an employee who is not in pay status for any reason for greater than ten (10) days per month shall not accrue leave; otherwise the entire month's accrual shall be credited to his or her account.
  3. Where a leave authorized in this chapter by board policy is not included in the terms and conditions of a collective bargaining agreement applicable to a classified employee, such leave is not available to that employee.
  4. Where a leave authorized in this chapter of board policy is included in the terms and conditions of a collective bargaining agreement applicable to a classified employee, such leave is available to that employee in accordance with the terms and conditions of the agreement rather than the board policy.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.09 Leaves Provisions—Generally

Classified leave regulations are authorized by the board of trustees in accordance with RCW 28B.50.140. Classified staff leaves will be administered in accordance with the following provisions, unless specifically identified otherwise in an applicable collective bargained agreement.

June 7, 1995

5.P.11 Vacation Leave

Policy

  1. Full-time classified staff accrue vacation leave at the rate of 12 days per year during the first year of continuous employment. Thereafter, accrual rates increase, to a maximum of 22 days per year in accordance with the following provisions:
    1. Exempt and non-exempt professional-technical staff with administrative duties:
      First year 12 days (1.000 day per month)
      Second year 17 days (1.417 days per month)
      Third year 22 days (1.833 days per month)
    2. Staff working less than full-time accrue vacation leave on the same prorata basis as their weekly employment schedule bears to a full-time schedule of forty hours per week.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.11 Vacation Leave

  1. Prior to taking annual leave, the employee completes a personnel leave request form and submits it to his or her immediate supervisor for approval.
  2. For leave of more than two days, at least two weeks' advance notice of the intention to take leave should be given to the immediate supervisor.
  3. For leave of more than three weeks, at least two weeks' advance notice of the intention to take leave should be given to the immediate supervisor and the president of the college must also approve the personnel leave request form prior to submission to personnel services.
  4. If the leave is approved, the personnel leave request form is signed by the immediate supervisor and submitted to the personnel services office. If the request is denied, the Personnel Leave Request form is signed by the immediate supervisor and returned to the employee with reasons for denial noted in writing.
  5. In scheduling leave, classified staff should take care to avoid times of peak activity within their work area.
  6. Upon return to work, and no later than the next payroll date, the staff member must complete a payroll exception time report form and submit it to his or her immediate supervisor for approval. It is then submitted to the payroll services office.

June 7, 1995

5.P.13 Personal Leave

Policy

  1. Classified staff are eligible for up to two (2) days of personal leave with pay per year for the purpose of conducting family or business obligations which cannot be scheduled during non-working hours.
  2. Personal leave shall not accrue from year to year.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.13 Personal Leave

  1. Personal leave at full salary shall be available for employees for urgent and necessary legal, business, household, religious, or serious family obligations (e.g. wedding or graduation in the immediate family, parent-teacher conference, serious illness in the immediate family) which require absence during school hours. Personal leave shall not be used for recreation or any other activities that could otherwise be accomplished outside of school hours or on weekends.
  2. Requests for personal leave should be made at least twenty-four (24) hours before taking such leave. The general nature of the personal leave shall be provided by the employee and such leave shall be subject to the approval of the employee's supervisor, and approval of the director of personnel services.
  3. Prior to taking personal leave, the staff member completes a personnel leave request form and submits it to his or her immediate supervisor for approval.
  4. If the leave is approved, the personnel leave request form is signed by the director of personnel services. If the request is denied, the personnel leave request form is returned to the employee with reasons for denial noted in writing.
  5. Upon return to work, and no later than the next payroll date, the employee must complete a payroll exception time report form and submit it to his or her immediate supervisor for approval. It is then submitted to the payroll services office.

June 7, 1995

5.P.15 Sick Leave (Illness and Injury)

Policy

  1. Full-time classified employees accrue sick leave at the rate of one day for each month of completed service.
  2. Employees working less than full-time accrue sick leave on the same prorata basis as their employment schedule bears to a full-time schedule.
  3. Sick leave shall be allowed a classified employee up to the amount of the earned balance under the following conditions:
    1. Because of, and during, illness, disability or injury which has incapacitated the employee from performing required duties.
    2. By reason of exposure to a contagious disease during such period as attendance on duty would jeopardize the health of fellow employees or the public, and the condition is verified by appropriate health officials.
    3. For the purpose of medical, dental or optical appointments if arranged in advance with the employing official or his or her designee.
    4. For the above reasons if applicable to an employee's dependent minor child.
  4. Attendance Incentive Program
    1. In January of the year following any year in which a minimum of sixty (60) days of leave for illness or injury is accrued, and each January thereafter, any eligible classified staff member may exercise an option to receive remuneration for unused leave for illness or injury accumulated in the previous year at a rate equal to one (1) day's monetary compensation for each four (4) full days of accrued leave for illness or injury in excess of sixty (60) days. Leave for illness or injury for which compensation has been received shall be deducted from accrued leave for illness or injury at the rate of four (4) days for every one (1) day's monetary compensation: Provided, that no classified staff member may receive compensation under this section for any portion of leave for illness or injury accumulated at a rate in excess of one day per month.
    2. At the time of separation from college employment due to retirement or death an eligible classified staff member or the staff member's estate shall receive remuneration at a rate equal to one (1) day's current monetary compensation of the classified staff member for each four (4) full days accrued leave for illness or injury.
    3. The provisions of this policy shall be administered in accordance with state law and applicable state rules and regulations.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.15 Sick Leave (Illness and Injury)

    1. When the need for sick leave arises, the employee should immediately contact the office of his or her immediate supervisor to explain the circumstances. It is not necessary to submit a personnel leave request form for occasional illnesses of five or fewer days in duration.
      1. Sick Leave Use
        1. No deduction in pay will be made, up to the total number of days of accrued sick leave.
        2. For emergency leave use deductions from accrued sick leave will be charged to compensable days.
        3. For all other sick leave, deductions from accrued leave will be charged against compensable days until such account is exhausted.
        4. Persons absent beyond the total number of days of accrued sick leave will have their pay deducted at the per diem of their monthly salary rate for each day of absence.
        5. In the event a person is absent beyond the total number of days of accrued sick leave, annual leave days will be deducted from his or her annual leave balance up to the amount accrued. Upon exhaustion of annual leave accrued, his or her pay will be deducted at the per diem of his or her monthly salary rate for each day of absence. The classified employee may elect to retain the annual leave days and have the per diem deduction occur upon the exhaustion of the sick leave balance.
      2. Maximum Accrual
        Pursuant to applicable statute, each classified employee's sick leave allowance will accumulate from year to year without limit.
    2. Upon return to work, and no later than the next payroll date, the employee must complete a payroll exception time report form and submit it to his or her immediate supervisor for approval. It is then submitted to the payroll services office.
    3. For extended illnesses in excess of five days, the employee should submit a request for temporary disability leave with the appropriate accompanying information, such as a written statement or medical certificate explaining the nature of the disability. The college reserves the right to call for a doctor's certificate of illness for any number of days.
    4. Upon return to work, and no later than the next payroll date, the employee must complete a payroll exception time report form and submit it to his or her immediate supervisor for approval. It is then submitted to the payroll services office.
    5. Attendance Incentive Program
      1. In January of each year, and at no other time, a classified employee whose year-end sick leave balance in the compensation account exceeds 60 days may choose to convert sick leave days accrued in the previous calendar year which have not been used during the year to monetary compensation.
        1. The number of days converted may not exceed one day per month worked.
        2. Any employee who chooses to convert sick leave days must submit a written request to the personnel services office by January 31. (Forms are available in the personnel services office.)
        3. No sick leave days may be converted for compensation which would reduce the calendar year-end balance in the compensation account below sixty days, except by reason of separation due to retirement or death.
        4. Monetary compensation for converted compensation days will be at the rate of one full day's pay for every four days converted. Partial days of eligible sick leave will be converted on a pro-rata basis. The amount of the employee's full day's pay will be based on the employee's salary at the time of conversion and in accordance with applicable OFM regulations.
        5. All converted days will be deducted from the employee's compensation account balance.
      2. Eligible employees, at the time of separation from state service due to retirement because of age or physical disability, or the estate of a deceased eligible employee, may elect to convert all eligible, accumulated, unused compensable sick leave to monetary compensation.
      3. Days cashed in upon death or retirement will include all compensable days as herein defined which have not previously been cashed in.
      4. Compensation for unused sick leave will be excluded from computations of retirement allowance; therefore, no contributions are to be made to the retirement system for such payments, nor will such payments be reported as compensation for retirement purposes.
      5. An employee who separates from classified service for any reason other than retirement or death shall not be paid for accrued sick leave.
      6. Re-granting of Leave
        Sick leave accumulated at Lake Washington Institute of Technology prior to leaving the employment of the college will be re-granted to an employee if the employee is re-employed by College District 26 within five years.

June 7, 1995

5.P.17 Emergency Leave

Policy

  1. In the event the spouse, child or immediate family of a classified employee is ill or injured and the presence of the employee is required at the place of illness or emergency, or the employee is confronted with other emergency events which require time away from assigned duties and which are beyond the control of the employee or which cannot reasonably be anticipated or avoided, he or she may be granted leave with full pay for not more than three (3) days per fiscal year, except as otherwise provided by law, which may be extended in unusual cases by decision of the president.
  2. Use of emergency leave shall result in a deduction from accrued sick leave
  3. Emergency leave shall not accrue from year to year.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.17 Emergency Leave

  1. In order to use emergency leave, the situation confronting the employee shall be of such a nature that generally pre-planning is not possible, one which is serious, essentially unavoidable and of importance. Convenience is not considered reason for emergency leave.
  2. Examples of situations which qualify for emergency leave are:
    1. Serious illness in the immediate family.
    2. Upon return to work, and no later than the next payroll date, the staff member must complete a personnel leave request and payroll exception time report form and submit it to his or her immediate supervisor for acknowledgment and approval. The leave request is then submitted to the personnel services office for approval. Legal or business obligations that cannot be conducted at another time and require the employee's attendance.
    3. Birth of his child for a male employee.
    4. Threat to an employee's property (flooding, storm, fire, etc.)
    5. Extension of bereavement due to special circumstances such as travel conditions and/or distance.
    6. Other emergency events which require time away from assigned duties and which are beyond the control of the employee or which cannot reasonably be anticipated or avoided and fall under the definition above.
  3. The staff member must inform his or her supervisor and shall at that time identify the situation and request emergency leave.
  4. Emergency leave, without any deduction from salary, may be determined and granted by the president for days in excess of three days in extreme and unusual circumstances unless prohibited by law.
  5. Upon return to work, and no later than the next payroll date, the staff member must complete a personnel leave request and payroll exception time report form and submit it to his or her immediate supervisor for acknowledgment and approval. The leave request is then submitted to the personnel services office for approval.

June 7, 1995

5.P.19 Child Care Leave

Policy

  1. Classified employees may request long-term child care leave without compensation for the purpose of care for an infant or a medically ill dependent child. Leave for such purpose will be for not more than one (1) calendar year and limited to one spouse for each occasion and/or child, and will be exclusive of any temporary disability leave granted for child birth.
  2. Long-term (greater than sixty work days) child care leave will be without compensation and employer paid benefits except that the employee will retain all seniority and benefits accrued: Except, that child care leave may become family leave, in which case benefits are paid for twelve (12) weeks. Seniority will not accrue during such leave.
  3. Classified employees who have been granted temporary disability leave for child birth reasons may apply for and may be granted further leave under child care leave or family leave.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.19 Child Care Leave

  1. Prior to taking child care leave, the request for such leave is to be made in writing to the immediate supervisor using the personnel leave request form. Such request, when possible, will be made at least thirty (30) calendar days in advance of the proposed starting date of the leave and clearly state the intended purpose and duration of the leave.
  2. If the child care leave granted is less than sixty (60) work days, the staff member will be assigned to the same position occupied before the leave.
  3. If the child care leave granted is for more than sixty (60) work days, the staff member will be returned to the same or equivalent position when one becomes available, in accordance with family leave rules.
  4. If the staff member fails to return at the expiration of the leave without a written medical reason, this lack of action will terminate his or her right to return to employment with the college.

June 7, 1995

5.P.21 Family Leave

Policy

In accordance with the Family and Medical Leave Act (P.L. 103-3), and in addition to any other leave provisions applicable to classified staff, every employee shall have the right to take up to a combined total of twelve (12) weeks of leave without pay per fiscal year in connection with (1) the birth and first year of care of a child; (2) the adoption or foster parent placement of a child; (3) the serious health condition of an employee's spouse, child, or parent; and (4) the employee's own serious health condition. When medically necessary, leave may be taken intermittently or on a reduced leave schedule (a leave schedule which reduces the number of hours per workday). The taking of leave intermittently or on a reduced leave schedule shall not reduce the total amount of leave to which the employee is entitled. The following provisions apply to this leave policy:

  1. A classified employee shall be eligible to use the provisions of this policy if he or she was employed or compensated for twelve hundred and fifty (1250) hours or more during the immediately preceding fiscal year.
  2. A serious health condition means an illness, injury, impairment, or physical or mental condition that involves continuing treatment by a health care provider or inpatient care in a hospital, hospice, or residential medical care facility.
  3. A "parent" means a biological parent or de facto parent. A "child" means a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is (1) under eighteen (18) years of age; or (2) eighteen (18) years of age or older and incapable of self-care because of a mental or physical disability.
  4. While a classified employee is on family and medical leave, the college and the employee shall continue to make their respective contributions to the employee's benefit so that he or she shall continue to receive benefits just as if he or she were not on leave.
  5. When foreseeable, the classified employee must provide thirty (30) days notice of the date when the leave is to begin, unless circumstances dictate otherwise, in which case the employee shall provide such notice as is practical.
  6. The college may require the classified employee to provide certification from his or her health care provider, or a family member's health care provider as to (1) the date that the condition commenced, (2) the duration, (3) the necessity for the administrator's leave, and (4) the classified employee's inability to perform his or her job functions. Upon return to work, the college may require the employee to provide certification from his or her health care provider that he or she is able to resume work.
  7. The classified employee shall return to the position held when the leave commenced, or to an equivalent position if the previous position no longer exists.
  8. If the classified employee chooses not to return to work for reasons other than a continued serious health condition, the college may recover from him or her the premium that the college paid for his or her health coverage.
  9. Family and medical leave shall not accrue from year to year.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.21 Family and Medical Leave

  1. When the need for family and medical leave arises, the employee should immediately contact his or her immediate supervisor to explain the circumstances.
  2. The employee must complete a personnel leave request form prior to taking the leave and submit it to the immediate supervisor for approval. It is then submitted to the personnel services office for approval.
  3. In cases where family and medical leave is used, the employee will return to the position from which the leave was taken. In cases where his or her position no longer exists, he or she will return to a similar position for which he or she is qualified.

June 7, 1995

 

5.P.23 Temporary Disability Leave

Policy

  1. Classified employees who are unable to perform the functions of their position for medical reasons may request short-term disability leave. Temporary disability leave may be granted for illness, injury, surgery, or because of pregnancy or childbirth and may only be granted for the period of actual disability and up to one (1) year.
  2. Upon expiration of temporary disability leave, the employee will be assigned to the same position occupied before the leave if the leave does not go beyond sixty (60) work days. Any employee who returns from a temporary disability leave which exceeds sixty (60) work days will be assigned to the same or equivalent position, when one becomes available.
  3. A classified employee on approved temporary disability leave and in pay status will continue to accrue sick leave. Employees granted temporary disability leave may apply any accrued sick leave to the period of temporary disability leave.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.23 Temporary Disability Leave

  1. Temporary disability leave shall be granted for a reasonable period to a regular staff member who is precluded from performing his or her job duties because of a disability (including those related to pregnancy or childbirth). The disability and recovery period shall be as defined and certified by a licensed health care provider, subject to a second opinion at the college's expense.
  2. The staff member will notify his or her immediate supervisor in writing as to the nature of the expected disability, the beginning date, and the expected duration, as verified by a qualified physician, using the personnel leave request form. If possible, such notification will be made at least thirty (30) calendar days prior to the starting date of the leave. The actual starting date of the leave will be determined through cooperation of the supervisor, staff member, and the staff member's physician. The college may require a doctor's written certification that the staff member is able to continue to work during that period between the request for the leave and its commencement without jeopardizing the staff member's health or the safety of others.
  3. Expiration of the temporary disability leave will be when the staff member's attending physician confirms the ability of the staff member to resume the duties of the assigned position and upon having given ten (10) days written notice to the staff member's supervisor and the director of personnel services.
  4. Disability leave may be a combination of sick leave, vacation leave, personal leave, leave without pay, and leave of absence without pay and shall be granted at the written request of the employee. Except as described in item 5, the combination and use of paid and unpaid leave during a disability leave shall be per the choice of the staff member.
  5. Where a staff member chooses not to use family leave provisions, he or she shall be allowed to use eight hours of accrued paid leave per month for up to four months during a disability leave without pay to provide for continuation of state employees insurance board benefits. The college shall designate on which day of each month the eight hours paid leave will be used.
  6. If the staff member fails to return at the expiration of the leave without a written medical reason, this lack of action will terminate his or her right to return to employment with the college.

June 7, 1995

 

5.P.25 Bereavement Leave

Policy

  1. Leave up to a maximum of five (5) days per bereavement shall be granted in the event of a death in the immediate family.
  2. All approved bereavement leave requests shall be granted without deduction from accrual type leaves.
  3. Bereavement leave shall not accrue from year to year.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.25 Bereavement Leave

      1. Bereavement leave is intended for bereavement in a staff member's immediate family, which is defined as the staff member's spouse, the staff member's or staff member's spouse's children (including adopted children, step-children, and children in the custody of and residing in the home of the staff member), parents, siblings, grandparents, grandchildren, or any relative living in the household.
      2. Normally such leave would be granted for a maximum of five days. Requests for extension may be considered by the president.
      3. When the need for bereavement leave arises, the staff member should immediately make contact with his or her immediate supervisor to explain the circumstances.
      4. Upon return to work, and no later than the next payroll date, the staff member must complete a personnel leave request and payroll exception time report form and submit it to his or her immediate supervisor for acknowledgment and approval. The leave request is then submitted to the personnel and payroll services offices for approval and processing.
      5. Bereavement leave shall not be deducted from either the employee's accumulated sick leave or annual leave balances.

June 7, 1995

5.P.27 Civil Leave

Policy

  1. Leave of absence with pay may be granted to classified staff to serve jury duty, as trial witnesses, or to exercise other subpoenaed civil duties, except for absences due to the staff member's status as a party in litigation with the college.
  2. Staff shall remit to the college all compensation received for such civil duty, exclusive of expenses incurred.
  3. Civil duty leave shall not accrue from year to year.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.27 Civil Leave

  1. A classified staff member called to serve on jury duty, as a trial witness, or exercising other subpoenaed civil duties, except for absences due to the staff member's status as a party in litigation with the college, must complete the personnel leave request form requesting civil leave in advance of the leave. The leave request is submitted to his or her immediate supervisor for acknowledgment, and then forwarded to the director of personnel services for approval.
  2. The staff member must remit to the college all compensation received for such duty, exclusive of actual expenses incurred. Such remittance should accompany the submission of the payroll exception time report(s) submitted at the conclusion of the leave.

June 7, 1995

5.P.29 Military Leave

Policy

  1. Classified staff who are members of the Washington National Guard or of the Army, Navy, Air Force, Coast Guard, or Marine Corps Reserve of the United States are entitled to military leave not to exceed fifteen (15) days each calendar year when ordered to active duty for training. Such leave is in addition to other leaves listed above and shall be with pay. (RCW 38.40.060 and 73.16.030 - .061)
  2. Such classified staff are eligible for leaves greater than the fifteen (15) days per year of military leave; such additional leave shall be without pay.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.29 Military Leave

  1. In the event a classified staff member is notified of his or her requirement for military service, then he or she must contact the immediate supervisor to make arrangements for the leave. Such leave requests must be approved by the supervisor, and approved by personnel services.
  2. Classified staff members shall be entitled to leave with pay not to exceed fifteen working days in any one calendar year for active duty in the National Guard, Army, Air, Marine, or Naval Reserve forces of the United States for annual field training or otherwise discharging reserve obligations.
    1. Military leave shall be in addition to any vacation leave to which the staff member is entitled and shall not result in loss of benefits, privileges, or pay.
    2. During military training leave, the staff member may receive normal base pay.
    3. Staff required to appear during working hours for a physical examination to determine physical fitness for military service shall receive full pay for the time required to complete the examination.
  3. Classified staff shall be entitled to military leave of absence without pay for service in the armed forces of the United States or the state, and to reinstatement to their former positions or to positions in the same class, upon application to the director of personnel services within ninety calendar days after the expiration of military service in accordance with applicable statute.
  4. Upon return from approved military leave with pay, the staff member must submit payroll exception time reports for the leave period.

June 7, 1995

5.P.31 Professional Meetings and Conferences Leave

Policy

    1. Classified staff may be granted leave for attendance at official institutes, conferences, and/or professional meetings. Such leave shall be determined by the staff member's supervisor.
    2. The purpose of such leave must be to add to the classified staff member's professional capabilities.
    3. The staff member's regular duties shall not suffer unduly or disproportionately to the benefits anticipated from the leave activity.
    4. Leave for professional meetings and conferences does not accrue from year to year.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.31 Professional Meetings and Conferences Leave

  1. In the event a classified staff member wishes leave for a professional meeting or conference, he or she must contact the immediate supervisor to make arrangements for the leave. Such leave requests must be acknowledged by the supervisor on a travel authorization form.
  2. Classified staff members shall be responsible upon return from the professional meeting or conference to file a report with their immediate supervisor appropriately informing him or her of the benefits of the activity.

June 7, 1995

5.P.33 Leave Without Pay (Short Term)

Policy

  1. Classified staff are eligible for leave without pay for short-term absences from assigned duties.
  2. Leave without pay from assigned duties may be granted for up to sixty (60) work days.
  3. Leave without pay may be allowed for any of the following reasons:
    1. Conditions applicable for leave with pay;
    2. Child care leave; and
    3. Leave for government service in the public interest except that classified staff shall receive normal pay for military leave of absence in accordance with 5.P.29.
    4. Leave without pay shall not accrue from year to year. Accrual type leaves shall not accrue during leave without pay use in accordance with 5.P.09(2).
  4. Upon expiration of leave without pay, the employee will be assigned to the same position occupied before the leave if the position still exists. Any employee who returns from a leave without pay, and whose position no longer exists, will be assigned to the same or equivalent position when one becomes available.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.33 Leave Without Pay (Short Term)

  1. Prior to taking leave without pay, the staff member completes a personnel leave request form and submits it to his or her immediate supervisor for approval.
  2. Leave without pay shall be used to extend other forms of leave, and shall normally be granted so as to immediately follow the leave which it acts to extend. Leave without pay may be allowed to accommodate annual work schedules of classified staff employed in cyclic year positions. Leave without pay shall not be used for recreation or any other activities that could otherwise be accomplished outside of school hours or on weekends.
  3. The general nature of the leave shall be provided by the staff member and such leave shall be subject to acknowledgment by the employee's supervisor and approval of the director of personnel services.
  4. If the leave is approved, the personnel leave request form is signed by the immediate supervisor and submitted to the personnel services office. If the request is denied, the personnel leave request form is signed by the immediate supervisor and returned to the employee with reasons for denial noted in writing.
  5. Upon return to work, and no later than the next payroll date, the employee must complete a payroll exception time report form and submit it to his or her immediate supervisor for approval. It is then submitted to the payroll services office.

June 7, 1995

5.P.35 Leave of Absence (Long Term)

Policy

  1. Leaves of absence, without pay and benefits for up to twelve (12) months, may be requested by classified staff. Leaves of absence shall be for periods in excess of sixty (60) work days.
  2. The staff member will notify the president or his or her designee in writing thirty (30) days prior to the end of the leave regarding his or her intent to return to the college. Failure to provide such notice shall be notification that the staff member has resigned.
  3. A classified staff member who returns from a leave of absence will be reinstated in a vacant position for which he or she is qualified and that is equivalent in duties and salary to that held at the time the request for leave of absence was approved; provided that if a staff member refuses an offer of such employment, the college is released from all obligation under this policy.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.35 Leave of Absence (Long Term)

  1. Application for a leave of absence must be made sixty (60) days prior to the commencement of the leave, using a personnel leave request form. A written definite plan for the use of such leave must be presented at the time leave is requested except in cases of an emergency nature. The plan must detail the expected value of the leave.
  2. The written leave request shall be subject to acknowledgment by the employee's supervisor and approval of the director of personnel services.
  3. A classified staff member returning from a leave of absence will be reinstated in a vacant position for which the staff member is qualified and that is equivalent in duties and salary to that held at the time the request for leave of absence was approved; provided, that if a staff member refuses an offer of such employment, the college is released from all obligation under this section. A classified staff member may choose to be reinstated in a vacant position for which he or she is qualified, but which is of less status and pay; provided that should he or she voluntarily accept a position of less status and pay in order to expedite a return to active pay status, he or she shall forfeit all other rights guaranteed in this paragraph.
  4. Leaves of absence shall not exceed twelve months except for educational leave, which may be allowed for the duration of actual attendance, and leave for government service in the public interest. Leave of absence without pay may be extended for an additional twelve months upon signed request of the staff member and signed approval of the president.
  5. Vacation leave and sick leave credit does not accrue during a leave of absence which exceeds ten working days in any calendar month, except as provided otherwise by federal or state statute.
  6. The staff member will notify the director of personnel services in writing thirty (30) days prior to the end of the leave regarding his or her intent to return to the college. Failure to provide such notice shall be notification that the staff member has resigned.

June 7, 1995

5.P.39 Union Business Leave

Policy

Classified staff represented by a collective bargaining agent recognized by the board are eligible for union business leave as provided by applicable collective bargaining agreements.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.39 Union Business Leave

  1. Prior to taking union business leave, the eligible classified staff member completes a personnel leave request form and submits it to his or her immediate supervisor.
  2. Requests for union business leave must be made before taking such leave. The leave request shall be subject to the approval of the staff member's supervisor, and approval of the director of personnel services.
  3. If the leave is approved, the personnel leave request form is signed by the director of personnel services. If the request is denied, the personnel leave request form is returned to the employee with reasons for denial noted in writing.
  4. Upon return to work, and no later than the next payroll date, the staff member must complete a payroll exception time report form and submit it to his or her immediate supervisor for approval. It is then submitted to the payroll services office.

June 7, 1995

5.P.41 Classified Training and Development of Higher Education Personnel

Policy

The board of trustees is committed to the development and training of classified employees to increase job effectiveness and promotional opportunities. Classified employee training and development programs shall be created and maintained. The programs shall be developed by a committee which includes classified representation and shall be coordinated by the director of personnel services.

The program will be supported by budget allocation on a annual basis. The program will be designed to:

  1. Enhance knowledge and skills of all classified staff;
  2. Provide opportunities for classified staff to gain the skills necessary for successful performance of job descriptions;
  3. Provide training which will result in the most effective and economic assignment of staff for accomplishing institutional goals; and
  4. Provide opportunities for classified staff to gain the skills necessary for upward mobility.

Adopted February 12, 1992
Revised June 21, 1995

Procedures, Forms, and Documents

5.P.49 Unauthorized Absences

Policy

A staff member may be presumed to have resigned his or her position when there has been an absence without authorized leave from the job for a period of three consecutive working days.

Adopted June 21, 1995

Procedures, Forms, and Documents

5.A.49 Unauthorized Absences

  1. Absence without authorization from the immediate supervisor will be treated as leave without pay and may be grounds for disciplinary action.
  2. A staff member may be presumed to have resigned his or her position when there has been an absence without authorized leave from the job for a period of three consecutive working days.
  3. After three days, a notice acknowledging the presumption of resignation shall be sent by certified mail to the last known address of the employee with copies to the director of personnel services and the president. Within seven calendar days after the date of such notice being served, the staff member may petition the president in writing for reinstatement upon proof that the absence was involuntary or unavoidable.
  4. If a regular staff member petitions within the seven calendar days and is not reinstated, notification shall be given to the staff member advising of the right to appeal the decision under chapter 34.05 RCW.

June 7, 1995