Policy IV-C: Policy on Employment

Policy for Employment of Contracted Personnel

The Board of Trustees shall employ a Chancellor of the college for a term not to exceed three years. Other employees, including faculty, administrators and professionals, may be employed by the Board of Trustees under the terms of a contract upon recommendation of the Chancellor. Every employee, including those employed under contract, serves the Board subject to assignment by the Chancellor.

(See Guidelines and Procedures, Section 4-18)

(Effective March 2, 1981; Revised January 16, 2007; Reviewed February 5, 2008.)

Policy for Employment of Non-Contracted Personnel

Noncontracted employees, including adjunct faculty, classified staff and professional staff who have not been given a contract, will serve at the will of the Board of Trustees upon recommendation of the Chancellor. These at-will employees may be terminated for any reason or for no reason so long as it is not an illegal reason upon the recommendation of the Chancellor and approval by the Board of Trustees.

(Effective March 2, 1981. Revised June 3, 1985; July 11, 1988; February 3, 1992; and May 2, 1994; Reviewed February 5, 2008.)

Policy for Filling Vacancies

Declared full-time vacancies may be filled under the following conditions:

  • The position must be budgeted or authorized by the Chancellor and/or Board of Trustees.
  • The administration must approve the advertisement and posting of the position.
  • All posting and advertising must be through the Human Resources Office.
  • The position must be posted a minimum of ten days for classified staff, twenty days for professional non-contracted positions and thirty days for all contracted positions.
  • All applicants must apply through the Human Resources Office during the posting period.
  • Initial applicant screening must be coordinated through the Human Resources Office.
  • The Chancellor is responsible for recommending to the Board of Trustees the employment of all full-time employees.

Because no employee is employed to fill a specific position or assignment, the Chancellor of the San Jacinto College District shall have the right to assign an employee such duties as the Chancellor deems proper. An employee may be assigned or reassigned additional duties for which he or she is professionally certified or otherwise qualified to perform, at whatever campus deemed necessary. Generally, a new assignment or reassignment will not result in a reduction in compensation. Likewise, the Chancellor has the authority to promote a current employee into a position that results in an increase in compensation. The Chancellor will present assignment, reassignment and promotion recommendations to the Board of Trustees for ratification. A vacant position resulting from a promotion must be posted unless the position has been eliminated through reorganization.

Part-time and temporary employees may be employed without a formal posting following fair non-discriminatory employment practices.

(See Guidelines and Procedures, Section 4-1)

(See Screening Committee Guidelines, Section 4-1a)

(Effective March 2, 1981. Revised October 4, 1982; July 11, 1988; May 2, 1994; November 6, 1997; Reviewed February 5, 2008.)

Policy for Interviewing and Recommending Full-Time Contracted Personnel

There shall be on each campus of the college, a personnel committee charged with the responsibility of interviewing qualified applicants for full-time contracted personnel vacancies for the purpose of formulating a recommendation to the district office.

(Effective March 2, 1981. Revised June 5, 1984, and February 3, 1992.)

Policy Concerning Assignment to Acting Positions

From time to time employees may be assigned duties on an acting basis to assist in the orderly coordination of the college district. An employee may be assigned to an acting position for up to six (6) months. All acting assignments must be ratified by the Board of Trustees. Requests to continue an employee in an acting status beyond six (6) months must be brought back to the Board of Trustees for authorization. All assignments of this nature shall be at the will of the Chancellor and are not to be considered as permanent. The employee may receive a stipend as deemed appropriate for the duties. The employee assigned to any position may be reassigned to another position or returned to his or her former employment upon recommendation of the Chancellor or his/her designee.

(Effective March 2, 1981. Revised July 11, 1988, February 3, 1992 and October 6, 1997; Reviewied February 5, 2008.)

Policy for Faculty Transcripts and Certificates

New faculty members are required to have official transcripts of all college credit and copies of appropriate certificates or licenses on file in the district Human Resources Office prior to the first day of employment. In addition, all technical education faculty members must have an approved Statement of Qualifications on file in the district Human Resources Office prior to the first day of employment. Any offer of employment to a new faculty member will be contingent upon the timely receipt of these documents.

If these documents cannot be provided prior to the scheduled first day of employment, a request may be made of the district Human Resources Office to submit them within 45 days. Until these documents are submitted, the new faculty member will be employed on a day-to-day basis and shall not have any contractual expectancy of employment. Failure to provide these documents within 45 calendar days can result in the termination of the day-to-day employment relationship.

Any employee who is required to hold a state license, registry or certificate in order to be qualified as an instructor and lets the license, registry or certificate lapse or expire, will immediately become ineligible for employment and subject to immediate termination.

Faculty members are to keep their files current and are to update them when applicable. The update will include new official transcripts as well as copies of current documents referred to in the preceding paragraph. Failure to provide these documents upon request could result in a faculty member not being considered for future employment or may result in a proposal for immediate dismissal.

(See Guidelines and Procedures, Section 5-10)

(Effective March 2, 1981. Revised August 9, 1982,; May 5, 1986; and July 11, 1988.)

Policy on Medical Examinations

The college reserves the right to require an employee to undergo a medical examination (physical or mental) to secure a licensed practitioner's certification that the employee can perform his or her essential job functions whenever circumstances indicate this to be an item of concern. The exam will be used solely for the purpose of determining if there is a condition that interferes with the employee's performance of his or her assigned duties. Such required examinations shall be conducted by a licensed practitioner selected by the college, and such examination shall be paid for by the college.

(Effective March 2, 1981. Revised June 1, 1992.)

Policy on New Employee Medical Examination

New employees with job classifications of maintenance employees, police officers, cafeteria workers, child care employees, printing employees and bookstore employees will be required to undergo a physical examination prior to their first day of employment to determine if they are fit to perform the essential functions of their job. This will be done by a licensed practitioner selected by the college and paid by the college.

Questions concerning this policy should be directed to the district Human Resources Office who will make all arrangements for the medical examination.

(Effective March 2, 1981. Revised March 5, 1984, and June 1, 1992.)

Policy on Nepotism

An applicant, whether internal or external, shall not be hired by the District in any full-time, part-time, or temporary position when the applicant would directly or indirectly be supervised by, or be supervisory to, a current district employee who is related to the applicant within the third degree of consanguinity or second degree by affinity as defined by the state nepotism statues.

The applicant shall not be related by blood within the third degree, or by marriage within the second degree to a person in a direct or indirect supervisory relationship as defined by this policy.

For the purpose of this policy, "direct or indirect" supervision exists when the applicant or the current employee would, under an existing policy or procedure, be required to approve an employee action or would have authority over terms or conditions of employment of the other.

(See Guidelines and Procedures, Section 3-7)

(Effective March 2, 1981. Revised June 3, 1985; June 1, 1992; May 6, 1996)

Policy on Duty Hours

All employees shall work hours as determined by the administration for the particular position for which they were employed.

If it is necessary to perform the functions of his or her job description or to perform other duties as assigned by his or her supervisor or college administrator; the employee will be expected to work beyond the minimum schedule as set out by the administration.

(See Guidelines and Procedures, Section 3-3)

(Effective March 2, 1981. Revised March 7, 1983, and June 1, 1992.)

Policy Relative to Work During Inclement Weather

During inclement weather and/or high water, all employees are expected to report for their regular duties. Employees who fail to report for duty will have one day of accumulated sick leave or one day's pay deducted for every day missed under this policy. This policy is not in effect when administration cancels classes or closes the school.

(See Guidelines and Procedures, Section 3-6)

(Effective March 2, 1981. Revised June 1, 1992.)

Policy on Conflict of Interest/Outside Employment

Outside employment by college employees shall not be allowed to interfere with his or her assigned duties and responsibilities to the college. This includes the solicitation of business for profit, consulting, or other activities.

(See Guidelines and Procedures, Section 3-1)

(Effective March 2, 1981. Revised May 2, 1994.)

Policy on Professional Trips

The individual campus President will be responsible for recommending for approval or disapproval of all budgeted travel requests to the Executive Vice Chancellor and Chancellor for final approval. Non-budgeted travel requests will be submitted and approved or disapproved on an individual basis.

Full-time faculty members may apply to attend one or up to two seminars or workshops for professional development in a subject matter area per year for up to two days for each seminar or workshop without loss of pay. In order to qualify, the program offered must be on an educational topic, and the employee's attendance must benefit the college. Travel which is undertaken at the direction of the college administration shall not be limited, and upon approval of the Executive Vice Chancellor and Chancellor, the college may pay the reasonable expenses associated with the travel.

(See Guidelines and Procedures, Section 3-8)

(Effective February 12, 1981.)

Policy for College Officials Serving on Committees, Commissions, Boards or Agencies

When a college employee is to be off from his/her job to serve on a district or regional or state board, committee or commission, the following criteria must be met:

  • Permission must be obtained from the campus President and the Chancellor or Executive Vice Chancellor.
  • Committee or commission must be of benefit to the college as determined by the campus President and Chancellor or Executive Vice Chancellor.
  • Committee or commission must be related to the employee's area of expertise or college-related in some manner.
  • Information regarding frequency of meetings, amount of release time needed, cost of travel for serving, and length of service must be submitted prior to the final appointment of the employee.

(See Guidelines and Procedures, Section 3-14)

(Effective October 4, 1982.)

Policy on Teaching Classes Outside Normal Duties

A full-time contracted instructor may teach an overload not to exceed 96 contact hours per semester above the normal instructional assignment. The teaching of an overload is voluntary. The categories of courses that may be taught as an overload include credit, non-credit and business and industry classes.

Any overload for department chairmen must receive prior approval by the Vice President of Instruction.

Other qualified non-teaching employees may teach class(es) not to exceed 96 contact hours per semester as adjunct faculty, provided that teaching the class(es) does not interfere with the employee's primary duties or work schedule.

The campus Vice President of Instruction must approve any exceptions.

(See Guidelines and Procedures, Section 5-11)

(Effective March 7, 1981. Revised May 2, 1994, March 6, 2000.)

Policy Concerning Extra Service Agreements

Occasionally, a full-time employee is needed to complete a non-teaching extra assignment outside the scope of the employee's normal responsibilities. In such a situation, by way of general consensus of the Chancellor and by way of this Board approved policy, the Board of Trustees of San Jacinto College District authorizes usage of the Extra Service Agreement. This agreement calls for additional pay when the assignment is outside the scope of the individual's regular duties and work schedule, with allowances in the work schedule not to affect the normal duties of the employee.

Procedures related to this policy will be overseen and revised as necessary by the Human Resources Office of the District. All agreements must remain in compliance with personnel guidelines and applicable federal or state law.

The designated term of an Extra Service Agreement shall not exceed one year. Application for approval of work done under an Extra Service Agreement must be made early enough so as to acquire all necessary approving signatures as well as Board approval before activity or service begins. In no case will extra pay be given retroactively as this could be deemed a violation of state law. {Article III, Section 53 of the Texas Constitution; Attorney General Opinion # MW-68 (1979); and Attorney General Opinion # JM-1113 (1989)}

This policy may be amended by the approval of the Board of Trustees of San Jacinto College District with the recommendation of the District Human Resources Office.

Re: Human Resources Guidelines; 4-6 Extra Service Agreements

(Effective May 4, 1998; Reviewed February 5, 2008.)