New Hire Orientation

1. New Hire Orientation Northshore Technical College Last Updated: 06/15/2010

2. Topics of Discussion • Welcome • Northshore Technical College Organization • Brief Overview • Safety Trainings • Safety Rules • ADA • Violence in the Workplace • Harassment • Drug-Free Workplace • Return to Work • Driver’s Safety Compliance • HR Training • FMLA • Outside Employment Disclosure

3. Northshore Technical College Organization • For over 75 years, Northshore Technical College campuses have served the various education needs of the residents of Ascension, St. Helena, Tangipahoa, Washington, and surrounding parishes. House Bill 505, which became ACT 506 of the 2005 Regular Legislative Session, required reorganization of the Northshore Technical College (NTC). The ACT outlines a study for the reorganization plan and establishes a March 2006 deadline for its implementation. Because of the System’s strong commitment to technical education and the important role that its plays in building a strong economic for the State, at the July 13, 2005 meeting of the Board, Kathy Sellers Johnson, Chair of the Louisiana Community and Technical College System (LCTCS) Board of Supervisors, formally appointed the NTC Ad-Hoc Committee. The NTC Ad-Hoc Committee was established to review and evaluate the organizational structure of the Northshore Technical College (NTC). In accordance with Legislative Act 506, Northshore Technical College emerged June 1, 2006 under the direction of Regional Director William S. Wainwright who also serves as Dean of the Sullivan Main Campus and supervises campus administrators at the Ascension, Florida Parishes, and Hammond Area Branch Campuses.

5. A MESSAGE FROM THE REGIONAL DIRECTOR Welcome to Northshore Technical College Northshore Technical College. Continued dedication to quality technical training, strengthening the Northshore Regional economy, and building “communities of practice” will continue to serve as strategic priorities. Successful partnerships with business and industry, post-secondary and secondary institutions, and local communities will serve as a road map to ensure the success of our college. I appreciate your continued support as we deliver quality training programs that meet the needs of the workforce for the 21st century.

6. Mission • The mission of Northshore Technical College is to provide relevant technical and academic education needed by individuals to make informed and meaningful occupational choices, to train and re-train individuals to qualify for employment in existing or potential occupational fields, and to mesh in a system of articulation with secondary and postsecondary technical colleges/higher education institutions to continue training and to upgrade skills and education credentials of the workforce.

7. Objectives • Northshore Technical College accomplishes its basic function and strives to attain its major concepts through achievement of the following primary objectives: • To provide students with educational experiences which will help them to be responsible, self-directing individuals. • To present programs that convey occupational-related information to enable individuals to develop occupational skills, positive attitudes, and effective safety habits. • To provide a learning-work environment which encourages the practice of effective safety habits. • To maintain relationships with area business and industrial communities for mutual growth by exploring together needs, methods, and technology.

8. Governing Board • The Board of Supervisors of the Louisiana Community and Technical College System (LCTCS) is the clearly defined, legally constituted governing board for the college. The LCTCS Board was established in the state constitution after a vote of the citizens of the state. Senate Bill Number 1, a joint resolution, and Senate Bill Number 2 of the First Extraordinary Session of 1998, which called for the amendments to the state constitution, set the effective date for the Board as July 1, 1999, and also list the changes which were made to the constitution and the Revised Statutes (RS) in order to set up the Board. LCTCS is composed of two divisions, the vocational-technical division (Northshore Technical Colleges) and the Community College division. The powers and duties of the LCTCS Board are established in the Louisiana constitution in Chapter 8, Section 7.1. The LCTCS Board operates under the Board of Regents, which oversees all public postsecondary education. The Board of Regents for Higher Education is established by the Louisiana constitution in Chapter 8, Section 5. • The LCTCS Board is composed of fifteen (15) members appointed by the Governor plus two (2) additional student members. The current members of the LCTCS Board can be found at the website: http://www.lctcs.edu .

9. ACCREDITATION Northshore Technical College campuses are accredited by the Accrediting Commission of the Council on Occupational Education (COE). Address of the COE: Gary Puckett, Executive Director Council on Occupational Education 41 Perimeter Center East, NE, Suite 640 Atlanta, GA 30346 PH: (770) 396-3898 or (800) 917-2081 FX: (770) 396-3790 Website: www.council.org

10. SERVICE AREA OF NORTHSHORE TECHNICAL COLLEGE • The Northshore Technical College System is a statewide technical and vocational education system composed of eight (8) regions with forty (40) college campuses consisting of a multicultural population encompassing much diversification in the ideas, traditions, values, skills, and arts. • Northshore Technical College campuses serve residents of St. Helena, Tangipahoa, Washington, and surrounding parishes.

11. PERFORMANCE STANDARDS • Northshore Technical College has made a commitment to students and to the community to provide the best service possible. In order to achieve this goal, the College has established certain standards that should help employees meet this commitment. Each employee of Northshore Technical College is expected to display a sense of professionalism and a feeling of loyalty to the College at all times. The responsibility for developing in students desirable attitudes and character traits, and developing their occupational skills and work habits, is incorporated into the College’s mission; therefore, it behooves every employee to make an earnest effort to instill in students the lessons that good public relations, loyalty to one’s employer and cooperation with one’s coworkers are character traits of the utmost importance in all fields of employment. While employed with the College, an employee should follow these guidelines. When an employee fails to meet these guidelines, a supervisor may choose to take disciplinary action. The guidelines should not be construed as complete and the employee should understand that additional standards may be expected.

12. Schedules • Work Schedule All employees, classified and unclassified, shall maintain a work schedule approved by campus administration. Instructors will utilize the time before and after classes in preparation for the next day’s instruction and/or other duties essential to the daily operation of the College and their respective programs. • Flexible Time From time to time it may be in the best interest of the College for an employee to work hours that are different from the established work week. In these instances, flexible time arrangements may be negotiated on a case-by-case basis between the supervisor and the employee.

13. STANDARDS OF CONDUCT • The employees of Northshore Technical College should always conduct themselves in a dignified and professional manner and must meet the requirements of the LCTCS Code of Conduct policy. Behavior which is incompatible with the mission and goals of the College will not be tolerated.

14. EQUAL OPPORTUNITY STATEMENT • In compliance with Title VI, Title XI, and Section 504 of the Rehabilitation Act of 1973, the Northshore Technical College campuses uphold the following policy: • Northshore Technical College campuses adhere to the equal opportunity provisions of federal civil rights laws and regulations that are applicable to this agency. Therefore, no one will be discriminated against on the basis of race, color, national origin (Title VI of the Civil Rights Act of 1964); sex (Title IX of the Education Amendments of 1972); disability (Section 504 of the Rehabilitation Act of 1973); or age (Age Discrimination Act of 1975) in attaining educational goals and objectives and in the administration of personnel policies and procedures. Anyone with questions regarding this policy may contact Mr. William S. Wainwright, Regional Director, at (985) 732-6640.

15. Payroll • In order to receive a payroll check, new Northshore Technical College employees must complete and submit the appropriate forms to the Office of Human Resources. The Office of Human Resources has all forms that must be completed by the new employee and his/her immediate supervisor in order to be paid. These forms include, but are not limited to, state and federal tax forms, general information forms, applications, and employment eligibility forms. It is important that the appropriate forms are completed thoroughly and correctly in order for new employee to be paid properly and in a timely fashion. • In addition, each employee must sign his/her bi-weekly timesheet at the end of each pay period in order to be paid.

16. Withholding Taxes • Federal Each employee is subject to pay federal withholding taxes based on the information provided on the Form W-4. Federal tax withholdings are taken in accordance with the most recent Internal Revenue Service Circular and are calculated based on annual earnings. It is important that all employees complete a Form W-4 in order to be paid properly. If a Form W-4 is not on file for an employee, the maximum tax deduction will be made from the employee's payroll check based on the Circular. • State Each employee is subject to pay state withholding taxes based on the information provided on the employee's Form L-4. The Form L-4 indicates the number of withholding exemptions and credits claimed. State tax withholding is taken in accordance with the most recently completed Form L-4 on file in the Office of Human Resources. State taxes will be withheld at the maximum amount allowed if no Form L-4 is on file. • FICA If an employee is subject to contribute to the FICA (Federal Insurance Compensation Act) system, which is the combined current social security tax rate and the current Medicare tax rate, the employee must pay the current percentage of his/her gross taxable wage base up to the current salary level established by Congress. • Medicare Taxes Employees who qualify for a state retirement plan must pay Medicare taxes. There is no limit on the wages subject to the Medicare tax, and, therefore, all covered wages are subject to the current Medicare tax rate. • Retirement Contributions Eligible employees are required to enroll in a state retirement system. Retirement benefits and contribution requirements for Northshore Technical College employees are mandated by the Teachers' Retirement System of Louisiana and the Louisiana State Employees' Retirement System (LASERS). The percentage contribution of each employee to his/her retirement plan is matched with a certain percentage by the College. Annually, the percentages for the State Retirement Plan, Teachers' Retirement Plan, and the Optional Retirement Plan (ORP) are set by each plan. For more specific information regarding retirement contributions, contact the Office of Human Resources.

17. Direct Deposit(LCTCS Policy 6.004) • Direct deposit of net pay is a fast, safe, proven and free service provided to employees by organizations. • All employees of all entities who are paid through the LCTCS Centralized Payroll will be required to participate in direct deposit of net pay to his/her financial institution. • The direct deposit hardship exemption requires completion of a Direct Deposit Waiver form and submission of such form to the centralized payroll office of the LCTCS. Notification of approval or denial of such a request will be made within seven working days of receipt of the Direct Deposit Waiver form. Hardship exemption considerations will mirror those put in place by the State Division of Administration. • NOTE: It will take 2 – 3 pay periods for your Direct Deposit to come into effect.

18. PERFORMANCE EVALUATION OF UNCLASSIFIED STAFF • Evaluation of all staff members will be performed annually by appropriate campus administration with assistance of department heads in supervisory positions. The evaluation process should provide a climate for encouraging each employee to reach his/her maximum potential. The goal of an evaluation is to ensure fairness and equity of performance appraisal through the establishment of mutual trust and open communication. • Implicit in evaluation is the idea that expectations are clearly defined, written, discussed and agreed upon the individual and the supervisor. The ultimate value of evaluation is overall improvement of the individual and the College. The College has adopted the LCTCS Professional/Administrative Evaluation and Planning Form for Unclassified Employees Form for its annual unclassified evaluation process.

19. PERFORMANCE EVALUATION OF FACULTY • PERFORMANCE EVALUATION OF FACULTY • The formal evaluation process is composed of three parts: • Self-Evaluation • Evaluation by immediate supervisor or department head • Evaluation by appropriate administrative personnel. • After all evaluation instruments have been completed, a meeting is held with the employee, the department head or immediate supervisor when applicable, and appropriate campus administration to review the evaluation. • A rating of Needs Improvement for the overall evaluation is used if the employee has met some requirements but there are areas where he/she needs improvement to meet requirements of the position, or where performance fluctuates between satisfactory and unsatisfactory. An overall rating of Needs Improvement requires that a Performance Improvement Plan be established for the employee with a follow-up performance evaluation required 90 days from the date of the Needs Improvement performance rating. • Evaluation of all faculty members will be performed at the end of each term by students in each instructor’s class. Appropriate campus administration will supervise the student evaluations and discuss them with the instructors.

20. PERFORMANCE EVALUATION OF CLASSIFIED STAFF (SERVICE RATINGS) • Annual Service Ratings are conducted on all permanent classified employees as required by the State of Louisiana Civil Service Rules.

21. COLLEGE POLICIES & Procedures • In accordance with the LCTCS Code of Conduct policy, employees shall adhere to all federal, state, and municipal laws and ordinances. They shall also adhere to all college and system policies and procedures, as well as other guidelines and rules of all regulating agencies or entities having jurisdiction over College activities. • REFERRAL STATEMENT PERTAINING TO NEW POLICIES ISSUED BY LCTCS The Louisiana Community and Technical College System is undergoing major revisions to all of its policies at this time. Northshore Technical College is part of this System. Due to this constant change, please refer to the following websites for current policies: • LCTCS policies: http://www.lctcs.edu/policies.html. • Click on links to departmental sections: Academic Student Services eLearning Facilities Finance Human Resources Information Technology • NTC Website policies: www.northshorecollege.edu/policies • Click on links to departmental sections: Academics Students Human Resources • NTC Website policies & Procedures: www.NorthshoreCollege.edu then click Administration Finance and Budget Information Technology Facilities and Property • All faculty and staff are requested to review these policies & procedures periodically.

22. Human Resources Northshore Technical College HR Team HR Website Timekeeping FMLA Outside Employment Annual Enrollment

23. Northshore Technical College HR TEAM • Marlise McCammon Director of Human Resources 985-732-6640 ext 154 • Amanda Hall HR Generalist (Payroll/Benefits) 985-732-6640 ext 156 • Amanda Tervalon HR Generalist (Staffing/Contracts) 985-732-6640 ext 155

24. Northshore Technical College HR Website • Northshore Technical College HR Web: http://www.NorthshoreCollege.edu > Human Resources • Helpful Items Found: • Career Opportunities • Employment Policies • Calendars- Holiday, Payroll • Benefit Information • Employee Handbook • HR Time and Attendance Procedure • HR Forms • Leave Slips • Address Change Form • Direct Deposit

25. Time & Attendance Procedure HR 001 • Reviews timekeeping responsibilities for Northshore Technical College Employees. • Employees should record attendance on the timesheet each day. • It is the employee’s responsibility to notify their supervisor when absent. Failure to do so may result in disciplinary action. • Absences should be reported on NTC Leave Slips. These slips must be approved by supervisor and attached to timesheet. • Failure to call or notify supervisor for unplanned sick will result in the hours absent being charged as unauthorized leave without pay, unless it is shown that it was medically impossible or impractical to notify the supervisor. • Employees are expected to complete timesheet and leave slips for unplanned sick leave taken once he/she returns to work. In the event that an employee takes unplanned sick leave at the end of the pay period, the supervisor will need to complete timesheet and leave slip. • When an employee has an unplanned absence for illness or injury that lasts more the 3 consecutive days, the supervisor will notify the HR Department. The employee may be required to provide HR with a medical release stating the employee is fit to resume duties. • FMLA request process will be initiated after 5 consecutive days of absence due to 1) birth of a child, or the placement of a child with you for adoption or foster care; 2) a serious health condition that makes you unable to perform the essential functions for your job; or 3) a serious health condition affecting your spouse, child, or parent, for which you are needed to provide care

26. Timesheets • Time and attendance for all Northshore Technical College employees will be reported on Bi-Weekly time and Attendance Record forms. Both employee and supervisor will sign this report certifying the correctness of the entries. • The following guidelines are to be followed with regard to Time and Attendance: • Timesheets and leave slips must be completed, accurate, and submitted to campus timekeeper by close of business on the Thursday prior to the pay period end date. Any corrections must be submitted to timekeeper by Monday morning. • 2. Leave slips should be completed immediately upon return to work if unanticipated leave is taken. If leave if taken at the end of a pay period, the Supervisor must complete leave slip. Employees will sign upon return to work. • 3. The Supervisor must sign all leave slips before they are turned in to the campus timekeeper. Unsigned leave slips will not be processed in the payroll system. • 4. All leave slips for leave taken during the pay period must be turned in to the timekeeper no later than the last day of the pay period. • 5. If you are away from campus on school business, please indicate your location and work hours on your timesheet. You must complete a travel authorization form and have it approved ANY time you are away from campus on school business. • 6. Any variation from standard work hours will require prior approval of the Supervisor with notification provided to the timekeeper. • 7. For instructors who have varying hours during clinical, etc., please show on the timesheet the times in and out and location for each day.

27. FMLA Family and Medical Leave Act of 1993

28. What Is FMLA? • FMLA is twelve (12) weeks of job protected leave during a twelve month rolling period for any of the following conditions:

29. FMLA Qualifying Conditions • The birth of a child and/or to care for the child • Placement of a child through adoption or foster care • The care of an employee’s spouse, child, or parent who has a serious health condition • The employee’s own serious health condition which prevents the employee from performing their essential duties

30. Requirements for Use of FMLA • The employee must provide thirty (30) days advance notice when the leave is “foreseeable”, unless it is medically impossible or impractical to provide such notice • The employee must provide medical certification for all FMLA requests due to a serious health condition of the employee or a covered family member • This medical certification must be returned to Human Resources within 15 calendar days of notice to use leave

31. FMLA Leave Usage • LCTCS Board of Supervisors requires that employees use available paid leave prior to using FMLA leave without pay • Paid leave time, as well as any unpaid leave used for any qualifying condition, will count toward the twelve weeks of FMLA leave

32. Intermittent FMLA • Intermittent leave is also allowed under FMLA, with the same requirements for medical certification and leave usage

33. FMLA Requirements – Appointing Authority • The appointing authority and/or their designated representatives may declare any leave taken after 3 days of absence for a serious health condition where the employee has been under the care of a healthcare provider to be FMLA leave • Any employee who has been on FMLA leave and/or absent from work due to illness for 5 or more consecutive days, MUST present a “Physician’s Release to Return to Work” prior to being allowed to resume their job duties

34. Insurance Premium Payments • Employees who have their health coverage with the state and are on FMLA leave without pay will have the employer portion of their premium paid by the agency. • It is the employee’s responsibility to work with human resources to arrange for payment of the employee portion of health care premiums, and any other benefit premiums for which continued coverage is desired.

35. Amendment to FMLAArmed Forces Personnel(Effective 1/30/2008) • The Family and Medical Leave Act will now permit a “spouse, son, daughter, parent or next of kin” to take up to 26 workweeks of leave to care for a member of the Armed Forces who is undergoing medical treatment, recuperation or therapy, or is otherwise in outpatient status or on temporary disability retirement for a serious injury or illness • When an employee’s spouse, son, daughter or parent has been notified of a call to active duty, and because of the family member’s call to duty the employee is needed to care for family members, or to attend to the needs of the military member that cannot be addressed due to the military member’s absence, FMLA leave is also permitted for up to 12 weeks

36. Returning from FMLA • Employees returning from FMLA must be returned to their former position, or an equivalent position with equivalent benefits.

37. Questions • If you have any questions regarding the Family and Medical Leave Act or LCTCS leave policies, please contact your Human Resources representatives.

38. Outside Employment Policy No. 6.018 By Amanda Hall

39. Definition of Outside Employment Employment with any non-LCTCS employer; Contracts to provide consulting, personal or professional services to non-LCTCS employer; Self-employment or operation of business. Outside employment shall be performed only outside of assigned working hours and responsibilities or during a period of paid or unpaid leave.

40. Outside Employment that will be considered for Approval General consulting, other outside employment or business activities. Serving as an expert witness in an area based upon the employee’s training and experience. Consulting by faculty and staff members of the LCTCS where the consulting services are related to the academic discipline or expertise of the faculty or staff member.

41. Outside Employment that will Not be Approved • An LCTCS employee may not receive compensation to assist in the passage or defeat of legislation during the fiscal year in which the legislation is pending in the legislature, except from the Louisiana Legislature or any department, institute or agency within the legislative branch. • Blanket approvals for outside employment will not be granted. • Employment or contractual relationships that are considered to be a violation of Louisiana Code of Governmental Ethics will not be approved.

42. Employee Responsibilities • Full-time employees contemplating outside employment or engaged in outside employment, on the effective date of this Policy, shall: • Disclose outside employment in accordance with the policies and procedures established herein. • Submit a list of all contracts or other agreements between the LCTCS and the outside employer in which the employee is involved on behalf of the LCTCS and/or and LCTCS institution.. • Provide notification to the outside employer that he/she accepts such employment as an individual and not, in any manner, as a representative of the LCTCS and/or LCTCS institution. • Comply with any other provisions of this policy.

43. Approval Levels • Chancellor Approval • President Approval • Chancellor or Designated Administrative Officer • Joint Appointments

44. Chancellor Approval Under the Louisiana Code of Governmental Ethics, certain outside employment requires review and approval by the Chancellor and may be approved only for academic, administrative and professional employees.

45. Chancellor Approval cont. • Employment that requires Chancellor approval: • Outside employment with an individual or entity seeking to do business with the employee’s unit within LCTCS. • Outside employment involving teaching that will result in LCTCS institution credit for the students, which will be conducted on LCTCS time or which will utilize LCTCS property or services. • Outside employment that ordinarily would be performed as part of the public service aspect of the LCTCS. • Outside employment yielding results that advance a theory of practice in the employee’s field. • Outside employment activity that could be accomplished by a contract through LCTCS. • Outside employment activity for an individual or entity that has substantial economic interests which may be materially affected by the way in which the employee performs his/her duties and responsibilities as an LCTCS employee.

46. Chancellor Approval for a Third Party • If such proposed outside employment is with a third party that is contracting with or is seeking to contract with the LCTCS and /or an affected LCTCS institution, the faculty or staff member shall remove himself or herself from any relationship in which he or she would: • Approve payments by the LCTCS and/or an LCTCS institution to the third party pursuant to any contract between the LCTCS and/or the LCTCS institution and the third party. • Evaluate any work performed by the LCTCS and the LCTCS institution pursuant to a contract between the LCTCS and/or an LCTCS institution and the third party. • Negotiate and/or approve any subsequent contracts between the LCTCS and/or the LCTCS institution. • Approve the purchase of LCTCS equipment pursuant to the contract with the third party in an amount in excess of $2,000.

47. Chancellor Approval Cont. • Outside employment requiring the approval of a Chancellor also requires a written agreement between the employee and the outside entity that shall contain the following explicit information: • General technical or specialized area of endeavor. • Specific employment or consulting activities. • Duration of employment agreement. • Estimated time in hours per week or days per month required for the employment. • Employee’s compensation rate and method of payment. • Statement that agreement is between employee and outside entity, that employee is not acting as an agent of the LCTCS and/or an LCTCS institution and that the LCTCS and the affected institution bears no liability in the relationship. • Statement that the use of the LCTCS and/or the LCTCS institution’s name in connection with the employment activities shall be only upon written authorization of the LCTCS and/or the LCTCS institution.

48. Chancellor Approval cont. • The outside entity and the employee shall negotiate and draft an agreement meeting all of the requirements herein. If the contract involves trade secrets and commercial or financial information obtained from the outside employer such information may be removed from the agreement before its submission for administrative review. • For such agreements, a Chancellor must certify to the following prior to the execution of any contract approved pursuant to this policy: • The outside employment activities are not within the employee’s duties and responsibilities to the LCTCS and/or the affected LCTCS institution for which the employee is being compensated by the LCTCS and/or the affected LCTCS institution. • The outside employment activities do not conflict, delay or in any manner interfere with instructional, scholarly and/or other services that the employee is obligated to perform for the LCTCS and/or the affected LCTCS institution. • The consulting activities to be performed are within the academic or professional discipline of the employee or are related to the area of expertise in which the employee is employed by the LCTCS and/or the affected LCTCS institution. • Following approval and execution, the appropriate Chancellor shall receive a copy of the executed agreement. Copies of approval forms, certifications and the executed agreement shall be kept in a permanent file by the Chancellor or his designee until at least three years beyond the expiration of the agreement.

49. Approval by the President • The following types of outside employment require review and approval by the President in addition to campus approval: • Outside employment involving public policy. • Outside employment of a Chancellor. • Outside employment or contracts by employees for professional, personal, consulting and social services with a department, commission, council, board, office, bureau, committee, institution, agency, government, corporation, or any other establishment of the Executive Branch of the State of Louisiana.

50. Approval by Chancellor or Designated Administrative Officer All other outside employment may be approved through normal administrative channels by the Chancellor or by a campus administrative officer designated by the Chancellor.