DEFINITION OF MANAGEMENT STAFF: Non-instructional staff who have supervisory, managerial, and/or policy development responsibilities. Titles typically include dean, associate dean, director, assistant director, manager, and assistant to the dean. Managers are typically exempt employees. Normally, management contracts are for twelve (12) months in duration

(July 1 – June 30).

MANAGEMENT RESPONSIBILITIES: It is the responsibility of management to perform their duties as outlined in the College-approved job descriptions, to work in support of the mission, goals, and objectives of the College, and to administer and follow the policies and procedures adopted by management and/or the Board of Education.

1. Full-time Contracts (90-100%)

   Full-time management contracts will be based on 256 days per fiscal year for the period July 1 through June 30. Vacation days and holidays are included in the 256 days. In addition, five non-contract days are to be used during the closure in December. These days are not included in the 256 contract days. Vacation, holidays, sick leave, contract leave, and professional growth funds will be at 100%. At the discretion of the appropriate dean and with approval by the College president, managers may request a contract for 90-99% of 256 days (i.e., 90% of 256 days = 230 days). The annual salary for less than 256 days will be pro-rated to the percent of the contract. The total number of non-contract days will be determined by subtracting the total contract days from 256. Family medical, dental, vision insurance, employee life insurance, and a 12-credit tuition waiver per quarter will be provided; vacation, holiday pay, sick leave, contract leave, and professional growth funds will be at 100%. PERS benefits will be provided in accordance with PERS regulations.

2. Reduced Management Contracts (75-89%)

   Reduced contracts will be at the discretion of the College president based upon the needs of the department at the request of the appropriate dean. Upon approval, managers with reduced contracts (75-89%) will work the appropriate number of contract days based on the percent of full-time, (i.e., 75% of 256 days =192 days). The annual salary will be pro-rated to the percent of the contract. Vacation days and holidays are included in the total number of contract days. The total number of non-contract days will be determined by subtracting the total contract days from 256. Family medical, dental, vision insurance, employee life insurance, and a 9-credit tuition waiver per quarter will be provided; vacation, holiday pay, sick leave, contract leave, and professional growth funds will be pro-rated to the appropriate percentage of a full-time contract. PERS benefits will be provided in accordance with PERS regulations.

3. Part-time Management Contracts (50-74%)

   Part-time contracts will be at the discretion of the College president based upon the needs of the department at the request of the appropriate dean. Upon approval, managers with part-time contracts (50-74%) will work the appropriate number of contract days based on the percent of full-time, (i.e., 50% of 256 days = 128 days). Vacation days and holidays are included in the total number of contract days. The annual salary will be pro-rated to the percent of the contract. The total number of non-contract days will be determined by subtracting the total contract days from 256. Individual medical, dental, vision insurance, employee life insurance, and a 6-credit tuition waiver per quarter will be provided. Vacation, holiday pay, sick leave, contract leave, and professional growth funds will be pro-rated to the appropriate percentage of a full-time contract. PERS benefits will be provided in accordance with PERS regulations.

4. Hourly Management Contracts (less than 50%)

   Managers with less than 50% contracts will be paid by timecard for hours actually worked. The hourly rate will be calculated by dividing the manager’s most recent annual salary by 256 days and the resultant daily rate by 8 hours. Less than 50% management contracts will not include college-paid insurance or paid leaves (such as vacation, sick leave, contract, or other paid leaves). Health insurance may be purchased at the employee’s expense through the College at the group rate. Holidays will be paid only if the manager works the same regularly scheduled days each week. Holiday pay will be based on the actual hours the employee would normally work on the day the holiday occurs. Managers without regularly scheduled workdays will not receive holiday pay. A 3-credit tuition waiver per quarter will be provided. PERS benefits will be provided in accordance with PERS regulations.

5. Renewal of Management Contracts

   Management staff shall be provided notice concerning their employment status no later than April 15 of each year for the forthcoming fiscal year. A notice of renewal shall include the number of days to be worked, percentage of assignment, starting date, job title, and projected annual salary. A notice of non-renewal will confirm that a manager’s contract will not be renewed for the forthcoming fiscal year.

   ARTICLE 2
   SICK LEAVE

1. Sick Leave Entitlement

   Full-time (90-100%) management staff are entitled to 12 days (96 hrs.) of sick leave annually, at full pay, which if not used, may accumulate from year to year without limit. In no event shall sick leave be less than that provided by state law for the employees of community Colleges. Sick leave for reduced contract and part-time (50-89%) management contracts will be pro-rated to the appropriate percent of full-time. There is no sick leave benefit for hourly management staff. Sick leave is not compensable upon resignation or termination.

2. Use of Sick Leave

   Sick leave may be used for personal illness, to care for a spouse, son, daughter, stepchild, parent, mother-in-law, father-in-law, domestic partner, or someone for whom the employee is the primary care provider. Sick leave may also be used for medical and dental appointments. A Leave Request should be completed by the employee prior to or immediately following the use of sick leave, signed by his/her supervisor, and forwarded to Payroll. Leave Request forms are available from HR or can be accessed on the RCC Y:Drive; Human Resources, Leave Request file.

3. Transfer In of Sick Leave

   New managers may transfer up to 20 days of unused sick leave from a previous position with a member of the Oregon Public Employees Retirement System (PERS). During the second year of employment with RCC, a manager may transfer an additional 20 days of unused sick leave.

ARTICLE 3
VACATION

1. Vacation Credit

   Vacation hours will be credited on an annual basis as follows starting July 1of each fiscal year or pro-rated for the remainder of the fiscal year for contracts starting after July 1:

   Full-time (90-100%) = 168 hrs. (14 hrs. per month)
   Reduced Contract (75-89%) = pro-rated to percent of contract
   Part-time (50-74%) = pro-rated to percent of contract
   Hourly (less than 50%) = no vacation credit
   
   A maximum of 208 hours may be utilized in any one year. This may include up to 40 hours of unused carry over vacation (see B. below).

   A Leave Request should be completed by the manager prior to the use of vacation, signed by his/her supervisor, and forwarded to payroll.

2. Carry-Over Vacation Days

   Full-time managers may carry up to 40 unused vacation hours into the following fiscal year upon approval of the College president. Any vacation days carried forward are not compensable. A maximum of 26 vacation days (208 hrs.) may be utilized in any one year. To carry over up to 40 hours of unused vacation, managers must forward a written request to the College president no later than June 30. An email request is preferred. The president will reply to the request and forward copies to HR, Payroll, and the manager marked "approved."

3. Payment of Vacation Upon Severance or Termination

   Upon severance or termination of a full-time management employee, such employee shall be paid for any unused vacation credit up to 21 days (168 hrs.) at their current rate of pay. Carry-over days are not compensable.

4. Vacation Payout for Promotion from a Classified to a Management Position

   When a promotion from a classified to a management position is authorized, the new manager will be paid for all remaining accrued classified vacation prior to the start of the management position OR some or all of the classified vacation time may be taken prior to the start of the management contract. Any remaining classified accrued vacation will then be paid out.

5. Vacation Payout When Moving from Management to Faculty Status

   When a manager moves into a faculty position, all remaining management vacation up to 168 hours will be paid out to the manager upon termination of the management contract and prior to the start of the faculty contract OR some or all of the vacation time may be taken prior to the start of the faculty contract. Any remaining accrued vacation will be paid out.

6. Vacation Payout When Moving from Management to Classified Status

   When a manager moves into a classified position, all remaining management vacation up to 168 hours will be paid out to the manager upon termination of the management contract and prior to the start of the classified appointment OR some or all of the vacation may be taken prior to the start of the classified appointment. Any remaining accrued vacation will be paid out.

   ARTICLE 4
   HOLIDAYS

Full-time management staff receive 11 paid holidays if the holiday falls within their regular contract period. These days are included in the standard 256-day management contract days. Reduced contract and part-time management staff receive holiday pay based on the percent of their contract. For hourly management staff, holidays will be paid only if the manager works the same regularly scheduled days each week. Holiday pay will be based on the actual hours the employee would normally work on the day the holiday occurs. Managers without regularly scheduled workdays will not receive holiday pay. The holidays are:

ARTICLE 5
CONTRACT LEAVE

Full-time management staff will be credited with a total of five (5) contract days (40 hrs.) per fiscal year. Reduced and part-time contracts (50-89%) contracts will be credited with contract leave based on the percent of their contract. Hourly management staff are not eligible for contract leave. These days are not cumulative from year to year and may be used for the following reasons:

• Bereavement.

• Contract leave may be used as sick leave when sick leave is not available.

• An unforeseen bona fide personal emergency created by circumstances beyond the employee's control.

• Personal business that cannot otherwise be scheduled on the employee’s own time.

• Such cause or reason as the dean or president in his/her free discretion may approve.

A Leave Request should be completed by the manager prior to or immediately after the use of contract leave, signed by his/her supervisor, routed to Human Resources for verification of College policy. HR will forward the form to payroll.

ARTICLE 6
LEGAL LEAVE

Any manager who is required to attend a court or a trial as a subpoenaed witness or a juror shall not suffer a reduction in pay because of such attendance. However, the manager must daily report to duty promptly after being excused by the court from further attendance during the manager’s contract day. Any remuneration received as a witness or juror’s fee shall be promptly endorsed to the College. A Leave Request should be completed by the manager prior to or immediately after the use of jury duty leave, signed by his/her supervisor, and forwarded to Payroll.

ARTICLE 7
NON-CONTRACT DAYS

Full-time management staff will have five non-contract days to be used during the College closure in December. Those with reduced and part-time contracts (50-89%)will have an additional number of non-contract days in addition to the five as mentioned above. (i.e., 90% contract = 25.5 + 5 non-contract days; 92% = 20.5 + 5 non-contract days). If additional non-contract days are used beyond the five used during the College closure, a Leave Request should be completed by the manager prior to or immediately after the use of non-contract days, signed by his/her supervisor, and forwarded to payroll.

ARTICLE 8
DISCRETIONARY LEAVE

Any manager may apply to the Board for an unpaid leave of absence for up to one year. Such applications must be in writing and must be submitted to the College president for recommendation to the Board in sufficient time to allow for adequate review. A response to any such request shall be given to the applicant as soon as reasonably possible and not less than thirty (30) days prior to the period for which the leave of absence is requested. The decision of the College in respect to granting or disallowing the request for unpaid leave shall be final. Requests shall be considered in good faith at the discretion of the Board, and shall not be arbitrarily denied without explanation or cause.

ARTICLE 9
LEGALLY REQUIRED LEAVE

The College hereby agrees to duly honor and comply with any leave of absence, paid or unpaid, specifically required by a state or federal statute or regulation and such reinstatement rights or privileges required thereby. See ORS 408.290 regarding benefits for employees on temporary active duty in the Armed Forces.

ARTICLE 10
FAMILY AND MEDICAL LEAVE

Eligible managers are entitled to take up to 12 weeks of paid or unpaid leave per year for family and medical leave under Family Medical Leave Act (FMLA) and the Oregon Family Leave Act (OFLA). Such leave will be consistent with federal laws and ORS 659.565. Check with the Human Resources Office for details. Eligible managers must have been employed at the College for at least 12 months and during the previous 12 months have worked an average of 24 hours per week or more (at least 1250 hours). All accumulated paid leave, including vacation, sick leave, and contract leave must be used within the period of the leave.

Managers who sustain an injury or illness compensable by Workers’ Compensation and who are unable to reasonably perform normal duties will be paid the difference, if any, between their temporary total disability compensation benefits received under the Workers' Compensation law and his/her regular salary. Payments of such difference shall extend no more than sixty (60) calendar days following the occurrence of the injury or illness. Whenever a manager receives a check from Workers’ Compensation, he/she shall endorse the check over to the College and will continue to receive his/her regular compensation from the College. Notify Human Resources and Facilities/Operations immediately when an accident or injury occurs.

Access to support of professional growth activity for full-time and reduced contract managers is by application to the appropriate dean, with approval by the president, or directly to the president if the request is from a dean or management staff reporting directly to the president. The Professional Growth Fund Request form should be used for this purpose. The form can be accessed on the Y:Drive in the Human Resources file under Request for Professional Development Funds.doc. A professional growth plan, approved by the dean and the president, should be in place prior to requesting professional growth funds. The plan should establish professional goals, outline activities, and have a timeline for achievement of the goals.

Requests will be reviewed, within the approved budget for management professional growth, according to the following guidelines:

1. Enrollment in Degree Granting Programs

Managers enrolled in degree-granting programs may apply for up to $1000 in matching funds toward tuition costs for that program. The College will support tuition costs on a one-to-one matching basis up to the maximum of $1000.

2. Conferences, Seminars, Training Sessions

Managers attending significant conferences, seminars, or training sessions related to the professional responsibility of that manager may apply for up to $700 of funding support for registration, travel, and related costs. Such activity would include, but is not limited to, meetings of national associations, e.g., the AACC, NACUBO, CUPA, etc.

3. Regional, Statewide, or Local Professional Training or Association Meetings

Managers participating in regional, statewide, or local professional training or association meetings may apply for up to $500 of funding support. Normally, no more than three administrators or managers will be supported to attend the same conference, seminar, or meeting.

4. Terms for Professional Growth Leave Requests

Professional growth leave requests, paid or unpaid, will be considered under the terms established for faculty professional growth leaves.

5. Funding Under More Than One Category

Managers may apply for funding support under more than one of the above categories, within an overall annual support maximum of $1500.

At the age of fifty-five (55) or over, a manager with fifteen (15) years or more of full-time service with the College may request an early retirement with continued health insurance benefits. Based on a recommendation from the College president and upon approval by the RCC Board of Education, the College-paid health insurance will include such coverage as is in effect at the time the manager retires and is subject to such changes in the insurance as may occur in the College-provided group insurance plan for medical, dental, and vision insurances until the retiree reaches the age of sixty-five (65) or is eligible for Medicare. Premiums will be capped at the rate in effect at the time of such early retirement. The retiree must pay any increase in premiums or the coverage will be discontinued.

Full-time managers are eligible for up to 12 credits (currently 9) per term tuition waiver. Reduced contract (50-89%) managers are eligible for up to 6 credits per term tuition waiver. Less than 50% managers are eligible for up to 3 credits per term tuition waiver. These credits can also be used by a member of the manager’s household, legal dependents, children or step-children not living in the manager’s household up to the age of 25 and may enroll with no tuition charge in lieu of the member.

The employee portion of PERS contributions (currently set at 6 percent), will be paid by eligible managers through payroll deductions. A PERS member handbook will be provided to all new management staff.

Managers on College business will be reimbursed for travel expenses as follows:

1. Meals

The standard allotment for meals shall be: Breakfast, $6; Lunch, $8; Dinner, $15; or other combination of the three meals not to exceed $29 per diem. If meal expenses exceed these amounts, it will be necessary to provide a receipt for reimbursement.

2. Mileage/Transportation

   Mileage will be paid at the maximum allowed by the Internal Revenue Service. If coach airfare is less than mileage cost, then the maximum paid for mileage will be the coach airfare amount. In lieu of mileage reimbursement, employees may use one of three fuel credit cards available in Business Services. All ground transportation including taxis trains, and buses are reimbursable with receipts.

3. Lodging

   Receipts are required for all lodging to be reimbursed at the actual cost. Arrangements for direct billing to the College by the place of lodging may be made through Business Services in advance by purchase order.

Managers will be placed on the Management Salary Schedule by the Dean of Human Resources in accordance with education, experience, and scope of responsibility. (See Appendix A).

Managers will be evaluated prior to July 1 of each fiscal year by his/her supervisor using the management evaluation form. Evaluations are useful to achieve desired work performance, receive ideas and suggestions for improvement, assist managers in professional development, correct performance problems, assist managers to develop additional knowledge, skills, and abilities for job advancement, and document shortcomings for possible discipline procedures that may be necessary. Management Evaluation forms are available in HR or can be accessed on the RCC Y:Drive in the Human Resources file under MGTEVAL.doc.

ARTICLE 19
GOVERNANCE AND DUE PROCESS

Managers participate in the development of policies, institutional governance, College planning, and budget development through their participation in the Administrative Team, President’s Council, the Executive Team and other College committees. Managers have the right to procedural due process in disputes related to contracts or the conditions of employment.

APPENDIX A
2000-01 MANAGEMENT SALARY SCHEDULE

(Based on 100%, 256-day annual contracts)

Criteria to determine group placement:

1. Education required – entry level
2. Years of experience
3. Knowledge, skills, and abilities
4. Scope of the manager’s responsibility
5. Reporting relationship
6. Supervision
7. Budget responsibility
8. Degree of contact with others
9. Confidentiality

A. Request to Fill a New Position

1. Complete the top portion of a Position Authorization form. These forms are available in HR or can be accessed on the Y:Drive in the Human Resources File under Position Authorization.doc.
   
2. Attach a copy of the job description or call HR to see if there is a current job description on file. Review job description for accuracy and make any minor changes if necessary.
   
3. Obtain dean’s signature and fill in account number. If it is a new classified position, put together a new job description for review and forward to the Dean of Human Resources. The dean will meet with the Reclassification Committee to review of the new position and placement within the classified groupings.
   
4. Forward the completed form with job description to Human Resources.
   
5. Human Resources will complete Section 2 and will follow the authorization sign-off as shown below:

POSITION AUTHORIZATION and PERSONNEL ACTION SIGN-OFF PROCEDURE

	CLASSIFIED	MANAGEMENT	FACULTY
EXECUTIVE TEAM REVIEW
New Positions	President	President	President
Promotions	Dean of Human Resources	Dean of Human Resources	Dean of Human Resources
Vacant Budget Positions (With changes to budget, i.e., part-time to full-time)	Dean of Human Resources	Dean of Human Resources	Dean of Human Resources
HUMAN RESOURCES REVIEW
Vacant Budgeted Positions (if filled as approved in budget process)	Dean of Human Resources	Dean of Human Resources	Dean of Human Resources
Transfers	Dean of Human Resources	Dean of Human Resources	Dean of Human Resources
Increase in Hours or Days (within budget)	Human Resources Manager	Human Resources Manager	Human Resources Manager
Routine Changes in Title, Demographics, etc.	Human Resources Manager	Human Resources Manager	Human Resources Manage

6. After the President or Human Resources have signed the authorization, the position will be opened internally or to the public.
   

7. Classified positions will be opened internally to all RCC employees for a minimum of five (5) working days. If qualified applicants are not found, the position will be opened to the public for a limited time.

8. Faculty positions will be opened to the public for a minimum of thirty (30) days. If the position is for a "fixed-term" it may be filled without a public opening for a fixed period of time, normally no more than one year.

9. Management positions may be appointed by the College president, opened internally, or opened to the public at the discretion of the dean and the president.

10. Human Resources will review the screening committee guidelines with each committee prior to interviews being conducted (see C. below).

B. Promotions/Transfers/Increase in Hours

Complete a Position Authorization form, filling in the name of the employee being promoted or transferred. If classified, fill in the increase in hours if applicable (which could change benefits). Once approved, HR will complete a Personnel Action form with the new information and forward it to the department for signatures/approval.

C. Screening Committees

Screening committees will be used for all positions and will be assigned by the Dean of Human Resources upon the recommendation of his/her supervisor or dean of the department where the vacancy occurs. Human Resources will send out a memo to the chair and committee members notifying them of their participation on the screening committee. All screening committees should meet with HR staff to review the screening committee guidelines, prior to interviews being conducted.

D. Resignations/Terminations/Retirements

All resignations should be in writing to his/her supervisor and copied to the president, dean, and Human Resources. HR will complete a Personnel Action form with the resignation letter attached. Positions cannot be opened until a signed resignation has been received. If the position is to be filled, a Position Authorization should then be completed and approved at the appropriate level.

Terminations are to be recorded on a Personnel Action form signed by the dean and employee with a reason for the termination shown in the details section. A Position Authorization form must then be completed and approved if the position is to be opened.

Retirements are also to be recorded on a Personnel Action form signed by the employee and dean. A Position Authorization form must then be completed and approved if the position is to be opened.

Once the appropriate administrator has approved the Position Authorization form, Human Resources will open the position.

E. Exit Interview

All resigning, terminating, or retiring employees are required to participate in an exit interview for administrative purposes. The employee/supervisor should contact HR to schedule the exit interview as soon as possible before departing.

 7/19/01 Draft.doc.