Human Resources Policy

PURPOSE

The purpose of this policy on Human Resources is to ensure effective and efficient personnel practices and programs that support a diverse employee workforce and an inclusive and engaged working community.

POLICY

The College and its Board of Trustees (“Board”) are committed to supporting a highly qualified, professional, talented, inclusive and diverse workforce within its faculty, staff and administration. The College is committed to ensuring a safe, healthy, and caring working environment for its employees. The Office of Human Resources leads and supports fair, equitable and inclusive processes in all office operations and employment practices. These include recruitment, screening, hiring, onboarding, retention, employee relations, training and development, investigations, employee records, labor relations management and compliance, classification, promotion, transfer, termination, salary, compensation and benefits, recognition, and programming.

The Board delegates to the President the responsibility for developing Human Resources procedures consistent with this policy. The Office of Human Resources will be responsible for implementing the policy in all Human Resources programs, services, and activities.

Approved: November 2022
Approved by: Board of Trustees
Category: Human Resources
Scheduled for review: November 2024
Responsible Office(s): Human Resources

Procedures

Human Resources General Procedures

1. Overview

The purpose of this procedure is to ensure effective and efficient practices of employment and personnel matters in accordance with the policy on Human Resources that supports a diverse employee workforce and an inclusive and engaged working community. This procedure has been written in a manner so that it will not conflict with the collective bargaining agreements between the College and its unionized employees. If there is a conflict between this provision and any collective bargaining agreement, the provisions of the collective negotiations agreement will prevail for represented employees. Nothing in this provision or the collective bargaining agreements will prevail over established federal and state law and other relevant laws and regulations

2. Statement of AT-WILL Employment

Except where otherwise provided by collective negotiations agreement, statute, regulation, or resolution by the College’s Board of Trustees, employment with the College is AT-WILL, which means that it is for no definite period, and may be terminated by either the employee or the College at any time, with or without cause, with or without prior notice. The College will comply with all Federal and State legal requirements related to notice and an opportunity to be heard in the event of discipline or dismissal. Neither this provision, nor any College policy, procedure nor communication will create any right for any employee or guarantee employment for any period. No representative of the College may enter into any agreement or make any representations to alter this status or otherwise create contractual obligations. Only the College’s Board of Trustees may enter into binding commitments, and only when such commitments are in writing and are adopted by the College’s Board of Trustees in accordance with law.

3. Affirmative Action and Equal Employment Opportunity Statement

The College is an equal opportunity and affirmative action employer and is committed to the principles of affirmative action in the recruitment, admission, and retention of students and in the recruitment, employment, training, tenure, assignment, and separation of all faculty and staff. In accordance with existing New Jersey statutes and Federal law, no person at the College shall be discriminated against on the basis of race, color, class, sex, religion, creed, age, lifestyle, disability, marital status, affectional or sexual orientation, ancestry, national origin, veteran’s status, or union membership. Equal access to employment opportunities and educational programs is extended to all qualified persons. Decisions on employment are made on the basis of the qualifications of an individual for the particular position being filled. Specifications for any position must be related to the job to be performed. Decisions on promotion and tenure are similarly made on the basis of the qualifications of an individual as they relate to the requirements of the position. All personnel policies including those for compensation, benefits, transfers, and faculty and staff development programs are administered without regard to race, color, sex, religion, age, disability, national origin, or other protected status. These policies apply to all employees and all applicants in every office of the College. The College will employ affirmative action to accomplish goals and objectives set up in the College’s Strategic Plan through effective leadership by supervisors; fair and non-discriminatory personnel policies and the application of these policies. The College firmly adheres to the conviction that every employee has the right to be treated with dignity and respect.

4. Employment Matters

Mandatory Training
The College is required to inform and train employees on institutional obligations under the applicable Unit of Education and Unit of Labor laws and regulations on harassment, sex discrimination, and discrimination in employment and education programs. Employees receive training related to Diversity, Equity, and Inclusion, Title VII and Title IX at the time of hire and at various times during the school year.

Background Checks
The College may conduct reference, educational, and background checks on new employees. Criminal background checks shall be conducted in accordance with law. Employees who have falsified information on their employment application may have their offer retracted or be disciplined up to and including immediate termination. Applicants who have provided false information may be eliminated from further consideration for employment. Final appointment and continuation of employment is contingent upon successful completion of a background investigation and provision of official transcripts to support the educational background.

Identification Cards
Employees are issued Identification Cards on the purposes of employment. The Office of Human Resources directs new employees to the Office of Public Safety and Security that issues and administers the card. The purpose of this card is to provide evidence of employment. Identification cards are the property of the College and all employees are required to return their cards upon termination of employment.

Introductory Period
The first ninety (90) working days of employment serve as an introductory period for new employees. This provides the supervisor with the opportunity to assess an individual’s skills and abilities in meeting the job requirements. At this time, introductory employees may be terminated by the College without such termination being subject to the grievance and arbitration provisions of their respective collective bargaining agreements. Satisfactory completion of the introductory period does not change the at-will status for employees not covered by a collective bargaining agreement.

Hiring of Former Employees
An employee who voluntarily terminates employment, and who leaves in good standing with a satisfactory work history with the College, may be eligible to be considered for rehire provided they make proper application for an appropriate vacancy. If rehired they will again start as a new employee and must serve the appropriate probationary period, regardless of the time period between termination and rehire. No credit for the past service shall be extended to a rehired employee in terms of seniority, medical coverage, vacations, or sick leave except as set forth in writing or provided by a collective bargaining agreement.

Employment Verification
The College takes steps to protect the privacy of each employee. Verification of specific employment information will be provided for the purposes of establishing credit, bank loans, apartment rentals, or other matters, at the request of current or past employees. Confirmation of employment dates, status, and job title will be provided upon request. The release of information pertaining to employment dates, status, job title, earnings and current salary will be issued only with the employee’s written permission. The College will not release any information relating to the evaluation of work performance or employment references. Organizations who wish to verify the employment of a current or past employee may email verification requests to the Office of Human Resources. The requests must have the signature of the individual signifying approval for release of the information. The College will provide federal, state and local government agencies any employee information required by law. It will also honor any valid subpoenas, court orders, and requests for information from unions pursuant to a collective bargaining agreement.

Employee Development and Performance Review
A formal evaluation process is designed to assist the employee in outlining professional development, improving performance, and establishing goals based on job responsibilities of the employee. Although there will be a formal evaluation, this does not prevent any employee from discussing any questions or concerns with their immediate supervisor at any time. Bargaining unit members should reference collective bargaining agreements for specifics regarding performance evaluations. Details regarding the Employee Development and Performance Review process are available on the HCCC Website: https://www.hccc.edu/administration/hr/faculty-staff-development.html.

Outside Employment
Full-time employees may engage in outside employment only if the outside employment does not: constitute a conflict of interest; occur at a time when the employee is expected to perform their assigned duties; or diminish the employee’s efficiency in performing their primary work obligation at the institution.

Professional Conduct
Professional conduct of employees is necessary for the orderly operations of any institution and for the benefit and protection of the rights and safety of all students and employees. Employees are required to comply with all College policies and procedures, and be courteous and considerate in all encounters with students, visitors and fellow employees.

To avoid any appearances of partiality, compromise and/or abuse of power, no College employee may have a social, romantic or sexual relationship with a College student for whom they have a current supervisory, instruction/tutoring or advising role, even when the relationship is consensual. Such documented behavior will be considered in employment decisions and could lead to disciplinary action in accordance with the collective bargaining agreements and at-will employment provisions.

Nepotism
The College prohibits the hiring of any applicant who would be directly or indirectly supervised by a relative. For the purpose of this provision, relatives include spouse, child, father, father-in-law, mother, mother-in-law, grandparent, grandchildren, sister, sister-in-law, brother, brother-in-law, son-in-law, daughter-in-law, aunt, uncle, cousin, nephew, niece or any other person who occupies such a position in the family, or a person living in the same household. To alleviate potential conflict, an employee who has the power to appoint, reappoint, or confirm the appointment or reappointment of, approve a change in status of, evaluate performance for salary increment, promotion, or dismissal of subordinates or subordinates of subordinates, may not hire, supervise, or otherwise manage relatives in the same unit or division where a conflict may exist. No employee may refer a relative directly for a job vacancy; however, the employee may inform a relative about the application process for a position listed on HCCC Careers. If, during the course of employment at the College, any employees become related, the College reserves the right to review the situation on a case-by-case basis and make job reassignments as practicable. Nothing in this provision shall preclude a member of the immediate family of a supervisor from being employed in an area not supervised directly or indirectly by that supervisor. An employee who uses their influence to interfere with the supervision of a relative in another unit and who knowingly or unknowingly shares confidential information with a relative in another unit will be in violation of this provision.

Personal Appearance
It is important that all employees representing the College present a professional impression to the public, students, and colleagues. Every employee is a reflection of the College, and, therefore, an appropriate, neat, orderly and professional appearance consistent with the functions of the unit and position is expected.

Code of Ethics
It is essential that the conduct of all employees of the College hold the respect and confidence of its students, the County of Hudson, the State of New Jersey and the educational community at every level. All employees of the College must, therefore, avoid conduct which is in violation of the public trust or which creates justifiable impression among the public that such trust is being violated.

No trustee, officer or employee shall have any interest, financial or otherwise, direct or indirect, or engage in any business or transaction or professional activity which is in substantial conflict with the proper discharge of their duties.
No trustee, officer or employee shall use their official position to secure unwarranted privileges or advantages for them or others.
No trustee, officer or employee shall act in their official capacity in any matter in which they have a direct or indirect personal financial interest that might reasonably be expected to impair their objectivity or independence of judgment.
No trustee, officer or employee shall undertake any employment or service, whether compensated or not, which might reasonably be expected to impair their objectivity and independence of judgment in the exercise of their official duties.
No trustee, officer or employee shall accept any gifts, favors, services, or other things of value under circumstances from which it might be reasonably inferred that such gifts, services, or other things of value were given or offered for the purpose of influencing them in the discharge of their official duties. Nevertheless, trustees, officers, and employees, during the course of their official duties, may accept meals which are offered as a part of a meeting or event so long as all attendees of such meeting or event are also provided such meals. In the event that a sponsor of a meeting has pending business with the institution in such a manner on which the trustee, officer or employee must act in the exercise of their duties, during the time that said matter is pending, no trustee, officer, and employee shall accept any meals from any such sponsor.
No trustee, officer, or employee shall knowingly act in any way that might reasonably be expected to create an impression or suspicion that he or she may be engaged in conduct that is in violation of his or her trust as a public trustee, officer or employee.
No trustee, officer or employee shall use or allow to be used their public office or employment or any information not generally available to members of the public for the purpose of securing financial gain for themselves or others with whom they are associated.
No trustee of the College shall, during their tenure at the College or for a period of one year next subsequent to the termination of the office of that trustee:
1. Be awarded any contract which is not publicly bid; and/or,
2. Appear to represent, or negotiate on behalf of, any other party before the College.
No trustee, who is a voting member of the board, shall be eligible to accept employment as an employee of the College for a period of two years following resignation or expiration of their term.
Full-time employees of the College must consider the College their primary employer. As such, they must be available and able to perform all of the required duties of the position outlined in the existing job description. Outside employment must not interfere with an employee’s work hours and/or job performance.
Any violation of this Code of Ethics shall be addressed:
1. By the bylaws of the College or the Laws of the State of New Jersey in the event of a trustee;
2. By the terms of such agreement in the event of an officer or an employee of the College not subject to a collective bargaining agreement.

Collective Bargaining Units
The College is committed to the fair and impartial treatment of all employees. Employees are free to speak to their supervisor, or to any member of the management team, to raise questions and get answers. Every employee is treated as an individual and as an important participant in the operation of the College. Individual consideration in the employee-supervisory relationship provides the best climate for maximum development, team work, and the attainment of our goals. The College provides good working conditions, fair wages, and benefits, impartial treatment, and personal respect. Employees, if not designated confidential employees, are eligible for membership in one of (4) bargaining units. The four bargaining units representing employees are as follows: HCCC Academic Administrative Association; HCCC Support Staff Federation; HCCC Professional Association; and HCCC Adjunct Faculty Federation.

Each bargaining unit negotiates separately with the College. Regulations and procedures vary for each group of employees and are not necessarily the same for everyone working at HCCC. Names of new employees may be forwarded by the Office of Human Resources to the presidents of each of the four bargaining units and are available from the Board of Trustees Agenda and Minutes. Collective bargaining unit affiliation may also be noted in the hiring and onboarding process and offer letter. Employees who join the union are encouraged to review the collective bargaining agreement that pertains directly to them and that is available on the HCCC website. Employees should consult their collective bargaining agreement for any questions concerning rights and responsibilities or if they are unclear about anything outlined in the Employee Handbook. Supervisors of employees in bargaining units should first contact the Office of Human Resources before initiating any counseling or corrective action.

Employee Travel
Employees may be reimbursed, within established guidelines, for expenses incurred in connection with approved travel on behalf of the College. Travelers seeking reimbursement should incur the lowest reasonable travel expenses and exercise care to avoid the appearance of impropriety. If a circumstance arises that is not specifically covered in the travel policies, the most conservative course of action should be adopted. Travel for staff must be authorized in advance. Travelers should verify that planned travel is eligible for reimbursement before making travel arrangements. Upon completion of the trip, and within 30 days, the traveler must submit required supporting documentation to obtain reimbursement of expenses. For more details, refer to the Accounting Travel Reimbursement Policy and Procedure: https://www.hccc.edu/abouthccc/policies/dept/accounting-finance/accounting-travel-reimbursement-policy.html.

5. Attendance and Leaves

Attendance Overview
The College expects all employees to assume diligent responsibility for their attendance and promptness. Every employee is expected to report on time as scheduled. The College recognizes there may be times when absences or tardiness cannot be avoided. In such cases it is the employee’s responsibility to contact their supervisor directly and in a timely manner. Any employee who fails to report absences will be subject to disciplinary action up to and including termination. Bargaining unit members should reference collective bargaining agreements for specifics applicable to employment classification. A no call/no show lasting five (5) working days may be considered job abandonment and may be deemed an employee’s voluntary resignation of employment.

Attendance Records and Time Reporting
To ensure compliance with applicable federal and state laws and regulations, all employees are required to complete the appropriate time reporting form which is then submitted to the immediate supervisor for signature approval. Employees must show an accurate record of the hours worked. If an employee fails to record the information correctly, or if there is an error, it is their responsibility to notify their supervisor. An approved absence request form should be attached to the timesheet for planned absences.

Overtime
In accordance with applicable federal and state laws and regulations, all employees are classified as either exempt (those supervisory, administrative, and professional positions not covered by the provisions of the Fair Labor Standards Act or NJ Wage and Hour Act and not subject to payment of overtime) or non-exempt (those positions covered by the provisions of the Fair Labor Standards Act or NJ Wage and Hour Act and subject to payment of overtime).

Supervisory Personnel may authorize overtime when it is not possible to adjust staffing to cover emergency situations or heavy workload periods. No employee is authorized to work overtime unless approved by their immediate supervisor. Overtime worked shall be recorded on a time sheet and signed by the immediate supervisor. Bargaining unit members should reference collective bargaining agreements for specifics applicable to employment classification.

Sick Leave
The College recognizes that some absences are unavoidable. Employees are reminded, however, that all absences have a considerable effect on their unit and the College, and are asked to keep all unplanned absences at a minimum. Although negotiated clauses pertaining to absences because of illness, injury and other reasons are found in the collective bargaining agreements of specific employee groups, the following practices pertaining to absences must be followed by all employees unless otherwise amended by the employee’s collective bargaining agreement:

When an absence from work is known in advance, or when an absence is anticipated to be more than a few days, the employee shall notify their immediate supervisor as far in advance as possible and shall supply a doctor’s note indicating the reason for the absence and the anticipated duration of the absence. This note shall be forwarded to the Office of Human Resources.
The employee shall report unexpected absences on the day of the occurrence to their immediate supervisor in a timely manner. Calls placed to co-workers to report an employee’s absence are not acceptable.
Employees returning to work from an absence of five (5) or more days may be required to provide a doctor’s note indicating the dates of the illness and their approval of the employee’s ability to return to full and unrestricted duties. The College may, however, require a medical certification of an employee’s absence at any time.
All supervisors must maintain and correctly record all absences on the employee’s attendance sheet.

Paid Sick Leave for Part-time Employees
Employees not covered by a collective bargaining agreement or the statutory sick leave provision will accrue up to a maximum of 40 hours of sick time at the rate of one hour for every 30 hours worked. Employees, including Part-time employees, may not use accrued sick time until after the 120th day of their first day of employment. No partial day leave will be granted. The Benefit Year will run from July 1 to June 30. No more than 40 hours may be used in any given benefit year. It may be taken for the following reasons:

Personal - Diagnosis, care or treatment of, or recovery from, an employee's own mental or physical illness, including preventive medical care.
Family - Aid or care for a covered family member during diagnosis, care or treatment of, or recovery from, the family member's mental or physical illness, including preventive medical care. Covered family members include: spouse, children, parents, foster parents, siblings, grandparents, grandchildren, step-parents, step-children, in-laws, domestic partner or other persons who occupy such position within the family, or a person living in the same household.
Circumstances related to an employee's or their family member's status as a victim of domestic or sexual violence (including the need to obtain related medical treatment, seek counseling, relocate or participate in related legal services).
Public Health Emergency Closure of an employee's workplace or of a school/childcare provider of an employee's child because of a public official's order relating to a public health emergency.
Time to attend a meeting requested or required by school staff to discuss a child's health condition or disability.

Employees with foreseeable absences should complete an Absence Request Form at least seven days before the planned absence. Absences of three (3) or more consecutive work days require either a doctor’s note or an original letter addressed to the College from an official or administrator providing an explanation for the absence. The College reserves the right to require documentation for any absence covered by the law. Medical certifications and/or fitness for work certifications may be requested at the discretion of the principal administrator of the Office of Human Resources to verify an illness or to ensure that the employee has sufficiently recovered to return to work. For approval, the absence must be related to the reasons permitted by the New Jersey Paid Sick Leave Law.

Workers’ Compensation
All employees of the college are covered by Workers’ Compensation Insurance. Such insurance shall provide compensation for lost time, medical expenses, surgical expenses, etc. It is the responsibility of the employee to report a work-related illness or injury to their immediate supervisor and the Office of Public Safety and Security within twenty-four (24) hours of the occurrence. The employee, along with their supervisor, must complete an Employee Accident Report which may be obtained from the Office of Public Safety and Security. The Office of Public Safety and Security will notify and forward all documentation to Human Resources. In case of a work-related injury requiring medical attention beyond first aid, medical care visits will be arranged for the employee by the Office of Human Resources. Normally, employees must be treated by a doctor approved by the College and the insurance carrier. Failure to be examined by an approved physician may result in claims being disputed by the insurance carrier.

Vacation Days
HCCC grants vacation time to all full-time employees based upon the accrual rates listed in each of the collective bargaining agreements. Vacation should be taken in increments of no less than one-half day, and must be approved in advance by the immediate supervisor. Employees may utilize the Absence Request Form in a sufficient amount of time and submit it to their immediate supervisor for approval. Vacation can be approved or denied based on business needs.

If you become ill during your scheduled vacation time, you may request to charge the time off to sick days, with the submission of a doctor’s note, and be able to retain the vacation days for another time. If a holiday observed by the College falls during your scheduled vacation period, you will be credited with having taken the holiday rather than using vacation time. All vacation time accrued during one fiscal year must be taken during the next fiscal year. The approval of the immediate supervisor and the Office of Human Resources must be obtained for any vacation days to be carried over to the next fiscal year. This time must then be used in the subsequent calendar year.

Upon leaving the College, any employee will be compensated for each unused accrued vacation day. Vacation time is not accrued until the 25th day of any month. Bargaining unit members should reference their respective collective bargaining agreement for specific details regarding vacation leave.

Holidays
The College observes official and floating paid holidays during the year. This schedule is announced prior to the beginning of the calendar year, and varies slightly, depending on the employee’s collective bargaining agreement. Part-time employees are not eligible for paid holidays; however, with the supervisor’s prior permission part-time employees may make up the time on an alternate day within the week in which the holiday falls. Floating holidays will be pro-rated during the first year of employment for eligible employees based on the date of hire. Floating holidays may be taken on the official day of the particular holiday, or may be taken as a paid day off at another time scheduled by mutual agreement between the employee and supervisor. Floating holidays may not be carried over into the next fiscal year. When a holiday falls on a weekend day, it is observed on the following Monday. To be eligible for holiday pay, you must work your regularly scheduled workday before the holiday, and the day after the holiday if scheduled to work, unless excused by the supervisor as a scheduled vacation day or personal day, or other paid or unpaid day. If the absence is due to illness, you may be asked to provide a doctor’s note.

Holidays observed by the College include:

Independence Day
Labor Day
Columbus Day (Floating)
Diwali
Election Day (Floating)
Veterans Day (Floating)
Thanksgiving Day
Day after Thanksgiving
Christmas Eve
Christmas Day
One week between Christmas and New Year’s Day
New Year’s Day
Day After New Year’s Day (Floating)
Martin L. King, Jr.’s Birthday
Presidents’ Day/Weekend*
Good Friday
Eid al-Fitr
Memorial Day
Juneteenth (Floating)

*Weekend for members of HCCC Academic Administrative Association and HCCC Support Staff Federation only as applicable. Bargaining unit members should reference collective negotiated agreements for specifics applicable to employment classification.

Personal Days
Full-time employees are eligible to use three personal days. These days may be used in conjunction with vacation days, sick days, or holidays, and may require the supervisor’s approval. An Absence Request Form must be completed to request use of a personal day. Personal days are pro-rated based on date of hire for year one of employment and may not be carried over to the next fiscal year. Bargaining unit members should reference their respective collective bargaining agreement for specific details regarding personal days.

Bereavement
All regularly appointed employees are eligible for leave with pay in the event of the death of a member of the immediate family. Employees may be granted paid time off up to (5) working days. The “immediate family” includes: spouse, children, parents, foster parents, siblings, grandparents, grandchildren, step-parents, step-children, in-laws, domestic partner or other person who occupies such position within the family, or a person living in the same household. If, at the time of the bereavement, the employee is on any type of leave other than vacation, the employee is not eligible for paid bereavement leave. Bargaining unit members should reference collective negotiated agreements for specifics applicable to employment classification.

Jury Duty
The College encourages each and every employee to perform his/her civic duty when contacted to report for jury service. Upon receipt of notification to serve on a jury, the employee shall provide a copy of the summons to his/her immediate supervisor and Human Resources. A College employee who is summoned to court to perform jury duty or who is subpoenaed to appear in court relative to matters in which the employee has no personal or financial interest is entitled to receive his or her regular pay, provided that the employee remits to the College any payment received for appearing in court. A verification of service should be attached to the employee’s timesheet upon release from jury duty. If jury duty is cancelled, the employee is required to report to work.

Military and National Service Leave
An employee who leaves their position for extended compulsory active duty in the military service of the United States during a state of war or national emergency, or for periods of required military training, shall be granted a military leave without pay for the duration of their commitment in accordance with the terms of applicable laws. Bargaining unit members should reference collective bargaining agreements for specifics applicable to employment classification.

Personal Leave of Absence
An employee in good standing may apply for a personal leave of absence under certain circumstances, which may include military or reserves duty as well as other personal reasons. Request for a personal leave of absence should be made to the supervisor and supervising Cabinet member for review and approval with consultation by the Office of Human Resources. If approved, the leave may be paid using the employee’s accrued time off. If any portion of the leave is unpaid, the employee will be responsible for paying the premiums for health insurance to the College. Bargaining unit members should reference collective bargaining agreements for specifics applicable to employment classification.

Family and Medical Leave
Through the Federal Family and Medical Leave Act of 1993 (FMLA) and the New Jersey Family Leave Act (NJFLA), eligible employees may be entitled to family and/or medical unpaid leave for up to (12) weeks in a 24 month period. The FMLA allows 12 weeks in a 12-month period. These leaves usually overlap. The purpose of the leave shall be for the employee to provide care made necessary by reason of the birth or adoption of a child, or for the care of immediate family members (spouse, child or parent) who have a serious health condition. The Federal Act allows leave for the employee’s own serious health condition. An employee is eligible for such leave if she/he is employed for at least twelve (12) months or not less than one thousand (1,000) hours. If leave is foreseeable, the employee shall provide 30-day notice to their immediate supervisor and the Office of Human Resources in a manner that is reasonable and practicable. Any period of family leave must be supported by a certification issued by a duly licensed health care provider. During this leave, health benefits will remain in place and will be paid by the College. If approved, the leave may be paid using the employee’s accrued time off. If any portion of the leave is unpaid, the employee will be responsible for paying the premiums for health insurance to the College. Complete details concerning eligibility and further information shall be provided by the Office of Human Resources.

New Jersey Family Leave Insurance
Employees may be eligible for salary continuation benefits during certain family leaves. This benefit is provided by the State of New Jersey. The law allows employees to receive salary benefits for up to six weeks in a twelve month period if the employee is absent from work to care for: (1) a newborn child; (2) a newly-adopted child; or (3) a family member with a “serious health condition.” Generally, a serious health condition is an illness or injury which requires either inpatient care or continuing medical treatment or supervision by a health care provider. To be eligible, an employee must have worked 20 or more base weeks in the 12 months preceding the week in which the family leave began. Employees are required to give reasonable advance notice of the leave and attempt to schedule leave so as not to unduly interrupt the College’s operations. An employee’s application for Family Leave benefits will be evaluated by the New Jersey Unit of Labor and not by the College.

Employees must use up to two weeks of available sick, vacation or other paid time off provided by the College before being eligible to receive any benefits from the State. This period will count as part of the six weeks of benefits available to the employee. For example, if an employee uses one week of sick time, he or she will only be eligible for a maximum of five weeks of family leave benefits.

6. Separations, Discipline and Discharge

Discipline and Discharge
HCCC enforces policies, procedures, practices, rules, and regulations in a fair manner. Discipline may include, but is not limited to verbal warning, written reprimand, and suspension with or without pay, disciplinary probation and termination. Bargaining unit members should reference collective bargaining agreements for specifics regarding discipline and discharge. Supervisors of bargaining unit members must contact the Office of Human Resources before initiating counseling or corrective action. The unacceptable behaviors listed below are guidelines and are not all-inclusive. Employees who engage in any of the behaviors listed below will be subject to disciplinary action up to and including termination. The list is not intended to change the “at-will” status of employees not covered by a collective bargaining agreement.

Dishonesty of any kind including theft or misappropriation of money, supplies, or equipment.
Falsification of records.
Violation of College safety and security procedures.
Failure to report work-related accidents and injuries promptly.
Violation of College drug and alcohol policy.
Reporting to work or working under the influences of intoxicants or illegal substances.
Violation of harassment and/or discrimination policies.
Sexual misconduct.
Verbal (including spreading rumors), written, cyber and/or physical bullying and intimidation.
Willful destruction, defacement or the removal of College property without authorization.
Insubordination or refusal to comply with instructions from a supervisor.
Disorderly conduct, abusive language or fighting on College premises.
Smoking in any place other than authorized areas.
Falsifying or knowingly misrepresenting College paperwork/documents.
Distributing the College’s intellectual property without permission.
Possession of firearms or other dangerous weapons on College premises.
Violation of College policies and procedures.

Involuntary Separations
Involuntary separation or termination of employment is a management-initiated recommendation for dismissal with or without cause, including the inability of an employee to perform the essential functions of their job with or without a reasonable accommodation. An employee may also be discharged for any legal reason, including but not limited to: misconduct, tardiness, absenteeism, unsatisfactory performance or inability to perform. Before any action is taken to involuntarily discharge an employee, the supervisor must request a review by the Office of Human Resources and the Supervising Cabinet member. A recommendation of a separation action may be submitted to the President, who may recommend the action to the Board of Trustees for review and approval.

Voluntary Separations
Employees who decide to leave their employment at the College must submit a written resignation letter to their supervisor at least two or three weeks before their last day, as stated in the collective bargaining agreement that belongs to the employee. To allow for transitioning your responsibilities, days off may not be approved during your final weeks. A resignation letter is also needed for retirement. The separation date will always be the last day worked and the individual will be paid for any accrued unused vacation time they have earned. Before leaving the College, the Office of Human Resources will provide an opportunity for an exit interview to study its overall working conditions and to evaluate the effectiveness of its personnel policies. At this time, detailed information regarding medical coverage, pension information, final paycheck, etc. may be discussed. Employees must return all College owned property (keys, computer equipment, ID cards, etc.) to their supervisor prior to leaving HCCC. Bargaining unit members should reference collective negotiated agreements for specifics regarding voluntary separation.

7. Safety and Security

Security
Security officers are on duty throughout the day and late into the night according to scheduling of classes and College functions. Security is here to protect property, students, visitors, and employees, and is charged with the primary responsibility for the protection of the College community and its property. It is the responsibility of everyone at the College to maintain a safe environment.

Smoking
Smoking, including cigarettes, cigars, pipe tobacco, and use of electronic cigarettes, is prohibited at all times on the College campus, including in all of its buildings, laboratories, classrooms, private offices, balconies, vestibules, loading docks, and/or any other campus property as well as within close proximity to or causing obstruction of any building entrance, covered walkway or ventilation system. Signs will be posted at each building’s entrance and displayed in prominent, visible areas to inform all individuals entering or occupying HCCC property that smoking is prohibited. Compliance with this provision is a shared responsibility of all Hudson County Community College staff, faculty, and visitors. The success of this policy will depend on the courtesy, respect, and cooperation of all members of the campus community. Employees interested in smoking cessation programs may contact the Office of Human resources.

Drug-Free Workplace
HCCC prohibits the unlawful possession, use, distribution, dispensation, sale or manufacture of controlled substances on College premises. Employees are prohibited from reporting for or being at work while under the influence of alcohol or illegal drugs. Violation of this provision may result in disciplinary action up to and including termination. Faculty and staff must obey applicable Federal, State, and local laws concerning drugs and alcohol and are subject to criminal and civil penalties. Any employee convicted of a drug-related offense must notify the College no later than five days after such a conviction.

Weapons
HCCC prohibits the possession, use or storage of weapons on College premises. Weapons covered by this policy include, but are not limited to, firearms, firearm ammunition, air pistols, air rifles, fireworks, incendiary devices, and any knife or other item or implement intended for use as a weapon. Violation of this provision will result in disciplinary action up to and including termination.

Workplace Violence
HCCC will not tolerate any workplace acts or threats of physical violence, including but not limited to intimidation, harassment and/or coercion, that involve or affect the College, its visitors or its employees. Employees who are aware of any acts of physical violence or threats are encouraged to report this information to their supervisor and the Office of Public Safety and Security.

Safety In the Workplace
HCCC complies with all applicable Occupational Safety and Health Administration (“OSHA”) regulations and makes every effort to be sure that the workplace is as safe and free from hazards as is possible. Any unsafe or hazardous condition should be reported immediately to your supervisor.

New Jersey Safe Act
Subject to eligibility requirements, the New Jersey Security and Financial Empowerment Act, commonly known as the "NJ SAFE Act," allows an eligible employee to take 20 days of unpaid leave during a 12-month period in the event the employee or the employee's child, parent, spouse, domestic partner or civil union partner is a victim of domestic violence or sexual assault.

To be eligible for leave under the NJ SAFE Act, an employee must work with the College for at least 12 months and have worked 1,000 hours or more during the preceding 12-month period. Unpaid leave under the NJ SAFE Act must be taken within one year of the incident of domestic violence or sexual assault and may be taken intermittently with College approval in intervals of no less than one day. The purpose of the law to is allow employees who are assault victims or are caring for family members who are victims to have time to engage in the following activities associated with the incident without fear of losing their jobs: (1) seeking medical attention for, or recovering from, physical or psychological injuries; (2) obtaining services from victim assistance programs; (3) receiving psychological or other counseling; (4) relocating or taking other steps to increase the safety of themselves or the victim; (5) seeking legal assistance; and (6) participating in civil or criminal court proceedings related to the incident of domestic or sexual violence.

If the need for leave under the NJ SAFE Act is foreseeable, employees are required to give written notice to the Office of Human Resources as far in advance as is reasonable and practical under the circumstances. The College may request documentation supporting the need for leave. Employees can satisfy this requirement by providing a copy of any applicable restraining order; a letter from the prosecutor; documentation of the conviction of the assailant; medical documentation of the victim; a certification from a certified Domestic Violence Specialist or Rape Crisis Center employee; or a certification or other documentation from a social worker, clergy member, shelter worker or other professional who assisted the victim.

8. Parking

Parking Overview
The purpose of this provision is to provide the Hudson County Community College community with guidance on established parking areas, permits and regulations, and to ensure the proper and effective use and control of the available parking spaces. They are based on municipal ordinance, state motor vehicle regulations, and are designed to benefit the College community. The College reserves the right to change/modify this provision in order to accommodate changing parking needs. Limited parking is available. The Office of Public Safety and Security will patrol all College property for the purpose of enforcing traffic and parking policies. The college does not assume liability or responsibility for damage or theft of any vehicle or its contents while parked on College owned or leased properties. Parking is a privilege given to employees on a first- come, first-served basis, with spaces reserved for College administration.

Registration of Vehicles
All motor vehicles parking on campus must be registered with the Office of Public Safety and Security. Applicants must possess a current driver’s license, vehicle registration card, and HCCC photo ID. Multiple vehicles may be registered, but only one permit (hang tag) will be issued. Only the person who is registered for the permit may use it. If your permit (hang tag) is lost or stolen, a replacement fee may be assessed. If the permit is lost or stolen, the permit holder must file a report before obtaining a replacement permit. Alleged false reporting will be investigated as a criminal matter.

Parking Regulations
All vehicles must properly display a valid parking permit. Validation occurs during permit issuance from July to September. A notification will be sent indicating time, date and location. All drivers and vehicles must be in conformance with state driver’s licensure, registration and insurance regulations. Motor vehicle accidents occurring on campus should be reported to the Office of Public Safety and Security immediately. The Security Unit will provide information and assistance to the motorists involved. Parking only in marked spaces is permitted. Parking in driveways, sidewalks, or fire zones is not permitted. Vehicles found blocking or parked against the flow of traffic will be towed at owner’s expense. The lack of readily available designated parking space is not an excuse for a violation of any parking regulation. Any vehicle found to be in violation will be issued a parking citation or warning. Parking privileges will be taken away from repeating violators. The speed limit on campus property is (5) miles per hour. All vehicular traffic will yield to pedestrians; they have the right of way.

Handicapped Parking
Handicapped parking has been designated throughout the campus. These areas are marked with handicapped signs. These spaces are typically located in the lots and rows closest to the building. Drivers using parking designated for disabled persons must display a valid state-issued placard, license plate, or other form of identification recognized by the state or national authority. Permits must be displayed in your vehicle facing outward at all times when you are parked on campus. A copy of the Disabled Person ID card issued by the Motor Vehicle Commission authorizing use of the Handicap Parking should be provided to the Office of Public Safety and Security. For the purpose of keeping updated information, physician approval of disability must be provided to the Office of Public Safety and Security. The unauthorized use of these spaces will result in a fine. The vehicle may also be towed at owner’s expense.

Violations
The college reserves the right to take parking privileges away, immobilize (boot), or to remove and impound abandoned vehicles or any vehicles found on campus that have three or more parking violations or repeatedly violate parking regulations; with an unauthorized, altered or revoked permit; without a license plate; with an expired license plate/vehicle registration; loaning parking tags to non-employees; parking in driveways, fire lanes or entrance apron, reserved or service vehicle spaces and reserved lots; blocking a loading dock or trash dumpster; parking in such a way as to constitute a hazard to vehicular or pedestrian traffic, emergency exits or to the movement and operation of emergency equipment. In addition, vehicles may be subject to summons by the police unit. The owner will be responsible for costs involved in removing, impounding and storing such a vehicle, including any expenses charged by the towing company as a “show-up” fee or service fee.

9. Communications

Postings by Employees
Employees who choose to use or contribute to online social media are not only impacting their personal image, but may be potentially impacting the image of the College. The purpose of this provision is to provide reasonable guidelines for online behavior for employees of the College. This provision is not intended to, nor will it, restrict a union representative’s rights to communicate with its unit members in accordance with law, and it is not intended to restrict communications or dissuade discussions among employees about wages, terms, and conditions of employment or working conditions otherwise protected by law.

Employees must not engage in communication which adversely affects the College’s professional image or confidentiality obligations. Employee’s statements or actions, even if not otherwise connected to the College, may be seen by others who will make judgments about the information that is shared. An employee’s position in the College could thus be impacted by the personal internet activities. This provision applies, but is not limited to, use of multimedia and social networking websites, forums or job boards for posting information that is in any way related to the College, its employees, students, visitors, the public or your employment. All of these activities on these sites are referred to as “Internet postings” in this provision and include comments, videos and images. When posting a point of view, employees should neither claim nor imply that they are speaking on behalf of the College. Employees may not use the College’s logos or trademarks in their postings without express written permission from the College President.

The College prohibits social media/internet postings that include, but are not limited to: disparaging comments against the College, co-workers, managers, students or the public; disparaging or negatively focusing on College services; revealing confidential and private information about the College, its employees or its students; harassing, offending, threatening, discriminating against, bullying or intimidating other employees or vendors/visitors or students of the College; appealing to racial, ethnic, gender or similar prejudices/stereotypes; or comments that are maliciously false. Employees’ internet posting(s) should reflect their personal point of view, not the point of view of the College. If the employee identifies themselves as a College employee in any manner on any internet posting or blog, comments on any aspect of the College’s business, or posts a link to the College, they must include the following disclaimer in an openly visible location: “The views expressed on this post are mine and do not necessarily reflect the views of the College or anyone associated/affiliated with the College.” Internet postings may not violate any other applicable College policy, including but not limited to Anti-Harassment and Non-Discrimination, Code of Ethics and Code of Conduct, and Confidentiality. Violation of this provision may result in disciplinary action up to and including termination from employment.

Solicitation
HCCC does not allow solicitation of any kind to take place in the College. In order to minimize personal inconvenience and interference with orderly operations, no persons shall sell, solicit, or promote anything, including subscriptions, pledges, memberships, or other types of support for any drives, campaigns, causes, or organizations anywhere on College property. Distribution or circulation of leaflets, pamphlets, circulars, cards, or other literature is not permitted during working time or in work areas, unless specifically authorized by the President.

Inclement Weather
In cases of severe snow storms or other dangerous weather conditions, the President will make the decision to declare the College closed or to move classes, programs, and services to remote operations. If the decision is made to close or delay opening, this is excused paid time. However, if an employee has previously scheduled leave time on a day that subsequently becomes an emergency closing day, the employee will remain under the type of leave scheduled. If the decision is made to remain open, all employees are expected to make every reasonable effort to report to work but should not compromise their safety or the safety or others. If employees cannot report to work due to inclement weather, they must notify their supervisor in a timely manner and the absence will be charged as a personal day or accumulated vacation unless other arrangements are approved by the supervisor.

Contact with Media
The Office of Communications and designated representatives serve as the official and primary Hudson County Community College spokesperson, and conveys the official College position to members of the media corps. Inquiries from the media about all programming, events and issues – and those that are of a sensitive/controversial nature – should be referred to the Office of Communications. In the event of a crisis or emergency situation, the Office of Communications will handle all contacts with the media, and will coordinate the information provided from the College to the public. In these situations, all campus offices must refer contacts from the media to the Office of Communications to ensure accurate and concise information is provided to the media.

10. Privacy and Confidentiality

Right to Monitor
All College-supplied technology and College-related work records belong to the College and not to the employee. HCCC monitors use of the College-supplied technology. Inappropriate or illegal use of communications may be subject to disciplinary action up to and including termination of employment.

Confidential Information
Your work at the college may give you access to academic, personnel, or budgetary information that is considered confidential. Improper use or disclosure of such information is a violation of College policy and will be subject to disciplinary action up to and including termination.

Student Information
As a College employee, one may have access to or knowledge of information pertaining to a student or students on the campus. ALL information on private matters regarding students should be considered confidential, NEVER to be disclosed to others, not even to other employees, unless such disclosure is clearly in the student’s educational interest, is a matter of health and welfare, or otherwise constitutes an exception under the Family Educational Rights and Privacy Act of 1974 (FERPA). Employees should contact the Dean of Student Affairs for clarification, if needed. Information about students, employees, and internal relationships in the College may only be released to outside parties by designated College personnel, within limits set by the College policy and in compliance with Federal and State regulations. Any employee failing to comply with this policy may be subject to disciplinary action in accordance with collective bargaining agreements and at-will employment provisions.

Use of College Property and Facilities
College property, including computers, electronic mail, telephones, long-distance access lines, photocopying machines, faxes, other equipment and materials, and voice mail are to be used for conducting College business. A minimal amount of nominal personal use that does not conflict with other policy and procedures is not punishable. The College mail service may be used only for College purposes. Unauthorized, disruptive personal use of equipment or supplies may be grounds for termination.

Employees may use College equipment and supplies only for work-related purposes. College bulletin boards contain important information and official notices and may not be used for private or commercial activities. The College mail service may be used only for College purposes. Although certain codes exist to restrict access to computers, voice mail, and electronic mail messages, employees should not assume that such messages are private and confidential or that the College or its designated representatives will not need to access and review this information. The College reserves the right to monitor voice mail or electronic mail messages and to access information contained on College provided property. College vehicles must only be used only for College business and not for private or commercial activities. Use of a College vehicle for College business outside of Hudson County must be preapproved by the Executive Director of Public Safety and Security.

Approved: October 2024
Approved by: Cabinet
Category: Human Resources
Scheduled for Review: October 2027
Responsible Office(s): Human Resources

Position Review Procedure

Overview
The purpose of this procedure is to ensure effective and efficient practices pertaining to requests for employee position review or title reclassification in accordance with the policy on Human Resources that supports a diverse employee workforce and an inclusive and engaged working community. The employee reclassification process provides employees with the opportunity to request a position review when a substantial change in job responsibilities in an existing position held by employees may make the position eligible for reclassification or other changes, and/or when an employee believes a review is warranted for any other reason.
Request
Employees or supervisors may request a position review in writing to the Vice President for Human Resources or designee when they believe a review is warranted. Employees are encouraged to discuss the request with their immediate supervisor and Supervising Cabinet Member before submission to the Office of Human Resources. Employees or supervisors should provide supporting documentation of the change in the scope of work, level of responsibility, authority, or other relevant materials. Documentation may include a current and a proposed job description, listing any new or additional job duties, and any other relevant information.
Review
The Office of Human Resources will review the request and any supporting documentation, with consultation from the immediate supervisor and the Supervising Cabinet Member. A review will determine whether the proposed reclassification merits consideration. A documented change in job duties may not necessarily warrant a reclassification nor constitute work beyond the original classification's scope.
Recommendation
Informed by the supporting information provided, the Office of Human Resources may recommend no changes in job title or responsibilities, the need for a reduction in volume of work or the assignment of additional staff, or that the new or proposed duties are beyond the scope of the assigned job responsibilities of the original classification, supporting a title and/or position reclassification. The Office of Human Resources will also assess any appropriate salary adjustment. The employee will have an opportunity to meet with all relevant parties to review the recommendation.
Approval
The Office of Human Resources will make a recommendation to the President. Informed by the feedback received from the Office of Human Resources and in consultation with the Supervising Cabinet Member, the President will recommend any resulting action to the Board of Trustees for Board review and approval.

Approved: January 2024
Approved by: Cabinet
Category: Human Resources
Scheduled for Review: January 2027
Responsible Office(s): Human Resources

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