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«March 2016  PREFACE  The Administrative Policies and Procedure Manual applies to all full time and part-time employees of Lamar State College-Port ...»

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Administrative Policy and 

Procedure Manual 

Lamar State College‐Port Arthur 

Member Texas State University System™ 


March 2016 


The Administrative Policies and Procedure Manual applies to all full time and part-time

employees of Lamar State College-Port Arthur. This manual is not a contract, and the

policies and procedures outlined in this document may be amended at any time. In the case

of conflict between this handbook and The Texas State University System™ Rules and Regulations shall prevail.

The Administrative Policies and Procedure Manual is available on the Lamar State College-Port Arthur website.

Lamar State College-Port Arthur is an equal opportunity/affirmative action educational institution and employer. Students, faculty, and staff members are selected without regard to their race, color, creed, gender, age, disability or national origin, consistent with the Assurance of Compliance with Title VII of the Civil Rights Act of 1964; Executive Order 11246 as issued and amended; Title IX of the Education Amendments of 1972, as amended; Section 504 of the Rehabilitation Act of 1973; Americans with Disabilities Act of 1990; Civil Rights Act of 1991; and Family Medical Leave Act of 1993.

Page 2 of 179 Contents  Section I: Introduction

Policy: 1.0 Administrative Policy And Procedure Manual

Policy: 1.1 Equal Opportunity Policy

Policy: 1.2 Mission Statement

Policy: 1.3 Accreditation

Policy: 1.4 Administrative Officers

Policy: 1.5 Office Of Human Resources

Policy: 1.6 Policy On Compliance

Policy: 1.7 Publication Of Policies

Section 2: Hiring Practices

Policy: 2.0 Nondiscrimination/Equal Employment Opportunity And Workforce Diversity

Policy: 2.1 Employment Of Persons With Disabilities

Policy: 2.2 Veterans Preference In Hiring

Policy: 2.3 Nepotism

Policy: 2.4 Outside Employment/Activities

Policy: 2.5 Nominations And Appointments

Policy: 2.6 Limitation On Contracts With Previous Employees............ 23 Policy: 2.7 Credential Evaluation

Policy: 2.8 Clear English Requirement

Policy: 2.9 Criminal Background Checks

Policy: 2.10 Selective Service Registration Or Exemption

Policy: 2.11 Volunteers

Section 3: Classification And Salary Administration

Policy: 3.0 College Employees

Policy: 3.1 Employment

Policy: 3.2 Salary Administration

Policy: 3.3 Differential Pay

Policy: 3.4 Minimum Wage, Overtime, And Compensatory Time......... 32 Policy: 3.5 Compensation

Policy: 3.6 Employee Performance Pay

Policy: 3.7 Student Social Security Exclusion

Policy: 3.8 Compensation Disaster Recall

Section 4: Attendance And Leave

Policy: 4.0 Attendance

Policy: 4.1 Annual Leave

Page 3 of 179 Policy: 4.2 Sick Leave

Policy: 4.3 Catastrophic Sick Leave Pool

Policy: 4.4 Leave Without Pay (LWOP)

Policy: 4.5 Extended Leave Without Pay

Policy: 4.6 Family Medical Leave Act (FMLA)

Policy: 4.7 Other Leaves And Absences

Policy: 4.8 Workers’ Compensation

Policy: 4.9 Return To Work

Policy: 4.10 College Closing

Policy: 4.11 Children In The Workplace

Section 5: Conditions Of Employment

Policy: 5.0 Ethics

Policy: 5.1 Standards Of Conduct

Policy: 5.2 Conflicts Of Interest

Policy: 5.3 Fraud

Policy: 5.4 Performance Rating Procedure

Policy: 5.5 Performance Evaluation

Policy: 5.6 Performance Rating Purpose

Policy: 5.7 Discipline For Staff

Policy: 5.8 Discipline For Faculty

Policy: 5.9 Grievance

Policy: 5.10 Termination Of Faculty And Staff

Policy: 5.11 Termination Of Administrator

Policy: 5.12 Use Of State Property

Policy: 5.13 Social Events With Alcohol

Policy: 5.14 Drug Free Workplace

Policy: 5.15 Tobacco Free Workplace

Policy: 5.17 Acquired Immune Deficiency Syndrome

Policy: 5.18 Electronic And Information Resources Accessibility........ 104 Policy: 5.19 Whistle Blower

Policy: 5.20 Release Of Employee Information (Open Records Act).... 107 Policy: 5.21 Sexual Misconduct Policy And Procedure

Policy: 5.22 Racial Harassment

Policy: 5.23 Prohibition Of Weapons

Policy: 5.24 Recognition Of Service And Retirement

Section 6: Employee Benefits

Policy: 6.0 Insurance

Policy: 6.1 Retirement Programs

Policy: 6.2 Employee Education And Training Plan

Policy: 6.3 Corporate Travel Charge Card

Policy: 6.4 Employee Assistance Program

Page 4 of 179 Policy: 6.5 Employee Health And Wellness Program

Policy: 6.6 Employee Tuition Assistance Plan For Spouses and Dependents

Section 7: Operation Policies

Policy: 7.0 Vehicle Safety And Fleet Management Plan

Policy: 7.1 Key Control Policy

Policy: 7.2 Fund Raising

Policy: 7.3 Hazard Communication Program

Policy: 7.4 Campus Program For Minors

–  –  –

1. Purpose of the Policies Manual.

The Administrative Policies and Procedures Manual is the official Lamar State College-Port Arthur human resources policies. Many policies cover both faculty and staff; some include student employees. The defined scope of each policy defines which employees are covered. There may be additional faculty policies which are beyond the scope of this manual.

The Administrative Policy and Procedure Manual is an effort to create a better understanding of the policies of the College. It should enhance personnel decisions, protect the rights of all employees and assure uniformity of action throughout the College. Each member of management is responsible for administering these policies in a consistent and impartial manner.

Nothing in the Administrative Policy and Procedure Manual creates an expressed or implied contract of employment. Employment is terminable at will so that both the College and its staff employees remain free to choose to terminate their work relationship at any time. The Administrative Policy and Procedure Manual cannot be construed as a contract express or implied, for any purpose whatsoever, in the event of conflict between the provision(s) of the Administrative Policy and Procedure Manual and The Texas State University System™ Rules and Regulations or other System policies, the System rules, regulations, and policies shall govern.

Policies in the field of Human Resources are subject to modification and further development in the light of experience. The Administrative Policy and Procedure Manual is subject to review and change by the President without notice.

2. Distribution of Policies and Procedures: The Administrative Policy and Procedure Manual will be issued to appropriate management and supervisory officials. Each department shall have at least one (1) copy. Employees shall have access to the department copy or may review the manual in the Human Resources Office. The person to whom the manual is issued shall be responsible for its safekeeping and maintenance. It is the responsibility of each employee to be familiar with the information contained in the Policies and Procedures Manual and any amendments. The Administrative Policy and Procedure Manual must remain on the premises and in the department at all times. These policies and procedures may be found on the Human Resources web site. The Texas State University System™ Rules and Regulations may be found in administrative offices.

3. Authority for Administrative Policies: The Administrative Policy and Procedure Manual has been approved by the President by the authority delegated by the Board of Regents and are hereby established as official policy for Lamar State College-Port Arthur.

4. Establishing New or Revised Policies: Standard policies concerning the relationship between the College and its employees will be written and made available to all concerned through inclusion in the Administrative Policies and Procedures. The President may direct that the policy be issued and administered as he/she directs.

5. The Office of Human Resources is responsible for disseminating all new or revised personnel policies. Each management official and supervisor who is furnished an Administrative Policy and Procedure Manual is responsible for keeping that manual current by including all changes as they are issued.

Page 6 of 179 Administrative Policy and Procedure Manual Lamar State College Port Arthur

–  –  –

1. Institutional Policy Statement Lamar State College-Port Arthur declares and reaffirms its policy of equal educational opportunity, and nondiscrimination in the provision of education, employment, and other services to the public.

–  –  –

1. Mission Lamar State College-Port Arthur, a member of The Texas State University System™, is an openaccess, comprehensive public two-year college offering quality and affordable instruction leading to associate degrees and a variety of certificates. The College embraces the premise that education is an ongoing process that enhances career potential, broadens intellectual horizons, and enriches life.

2. Core Values 2.1. Shared commitment by faculty, staff and administration to a mission characterized by student learning, diversity, and community involvement.

2.2. General education/core curriculum that develops the values and concepts that allow the student to make a meaningful contribution in the workplace or community 2.3. Academic and technical programs designed to fulfill our commitment to accommodate students with diverse goals and backgrounds, using a variety of delivery methods, on and off campus 2.4. Technical education programs that provide for the acquisition of the knowledge, skills and behavior necessary for initial and continued employment 2.5. Student achievement characterized by attainment of individual goals and measured by successful accomplishments and completion of curriculum 2.6. Co-curricular opportunities that develop social, financial and civic acuity 3. Principles

Lamar State College-Port Arthur operates in the belief that all individuals should be:

3.1. treated with dignity and respect;

3.2. afforded equal opportunity to acquire a complete educational experience;

3.3. given an opportunity to discover and develop their special aptitudes and insights;

3.4. provided an opportunity to equip themselves for a fulfilling life and responsible citizenship in a world characterized by change Page 7 of 179 Administrative Policy and Procedure Manual Lamar State College Port Arthur

–  –  –

1. President The President is the chief executive officer of Lamar State College-Port Arthur and is appointed by the Board of Regents. The President reports to and is responsible to the Chancellor of the Texas State University System™. Within the policies and regulations of the Board of Regents, and under the supervision and direction of the Chancellor, the President has general authority and responsibility for the administration of Lamar State College-Port Arthur. The President designates an executive officer to act for him/her in his absence from the campus.

2. Vice President For Academic Affairs The Vice President of Academic Affairs is the chief academic officer. The VPAA reports directly to the President and exercises broad leadership and administrative responsibilities over the administration of all academic programs, faculty development, and academic personnel issues.

Position responsibilities include the library, planning and assessment, institutional research and reporting, Information Technology Services, inmate instruction programs, small business development center, and developmental education and student success center. These responsibilities include planning, development, evaluation, policy initiation and implementation, and budget administration for all academic areas and support services. The VPAA supervises promotion and tenure review, academic standards reviews, faculty evaluation and development, faculty committee appointments and elections, faculty recognition, instructional support services, curriculum development and review, course inventory management, the academic calendar, and appeals concerning academic matters or personnel. The VPAA is the primary liaison with the Texas Higher Education Coordinating Board regarding academic matters and with accrediting organizations such as the Southern Association of Colleges and Schools. The VPAA assumes such other duties and responsibilities assigned by the President.

3. Vice President For Finance The Vice President for Finance is the chief financial and operating officer. The VP for Finance reports directly to the President and exercises broad leadership and administrative responsibility over the college’s financial operations. The Vice President is the chief accounting officer responsible for all financial activities includes appropriations requests, disbursements, tuition and fee collection, accounting, budget development, budget control, payroll, purchasing, inventory control, investment, and financial reporting. The Vice President works in coordination with appropriate system and state agencies with regard to fiscal matters. The Vice President assumes such other duties and responsibilities assigned by the President.

4. Dean of Student Services The Dean of Student Services is the chief student personnel officer. The Dean of Student Services reports directly to the President and is responsible for Financial Aid, Admissions and Records, Advising, Public Information, Student Activities, and Campus Security. The Dean coordinates media promotion for the college. The Dean coordinates the use of facilities, in relation to classes, curricular, and extra-curricular activities. The Dean is responsible for residency certification, certifying enrollment, and other appropriate reporting functions required by the Texas Higher Education Coordinating Board. The Dean assumes such other duties and responsibilities assigned by the President.

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