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Organizational Unit: Human Resources

Overview

The Human Resources department serves as the personnel office of the College and handles employment functions as well as payroll and benefits for faculty, staff, and students. It works with both academic and administrative departments to advise on employment matters to ensure uniform compliance with policies and procedures of the College as well as applicable federal and state regulations. The department serves as the primary interface with benefit providers to recommend changes, enroll eligible employees, and resolve service issues that may arise. It also serves as a resource for employees to assist in resolving concerns related to employment as well as payroll and benefits. Human Resources coordinates the Workers' Compensation program and works with state agencies on matters related to unemployment compensation.

Organization

  • Human Resources Manager [849], Janice Tallon [857]
    • Payroll and Benefits Coordinator [851], Teresa Hough [1531]

Mission and Goals

Best Practices: The Human Resources Manager is a certified Professional in Human Resources (PHR) and is currently pursuing the Senior Professional in Human Resources (SPHR) certification through the Human Resources Certification Institute. The department follows the guidelines provided by both professional and regulatory agencies as shown in the following table.

Department Guidelines Web Site
Internal Revenue Service (IRS) Tax Payments
Tax Filing
Form W2
Form W4
www.irs.gov
United States Citizen & Immigration Service
(USCIS)
Hiring
I-9 Verification Form

 

www.uscis.gov/graphics/lawsregs/handbook/hand_emp.pdf

U. S. Department of Labor
(DOL)
Wages
Health Plans
Retirement Plans
Unemployment
FLMA
FLSA
www.dol.gov
State of South Carolina Tax Payments
Tax Filing
www.myscgov.com
Equal Employment Opportunity Commission
(EEOC)

Recruitment
Hiring
Employment

Title VII Civil Rights Act of 1963
ADA of 1967
ADEA of 1967
EPQ of 1963


www.eeoc.gov
Occupational Safety & Health Administration Work Place Safety Issues
Log 300
www.osha.gov
Human Resource Certification Institute
(HRCI)
H. R. Certification Board www.hrci.org
Society for Human Resource Management
(SHRM)
H. R. Association www.shrm.org

 

2003-4 Mission, Goals, and Objectives [1088]

2003-4 Budget Proposal [1087]

Effectiveness Improvements 1998-2003 [1414, p 2]

 

Description


Human Resources is charged with providing employment and payroll/benefits services to the College community.

  • Assists hiring managers and search committees with position descriptions, job advertisements, screening of applicants, and letters of offer. It is important that all hiring managers and search committee members understand the rules of recruitment when advertising, interviewing, or following up on references. It is also important that position descriptions be current and used as a tool in the selection process as well as for informing candidates being interviewed. Letters of offer are issued by Human Resources and are based on terms approved for the position. For some positions, Human Resources provides a full service by preparing advertisements, receiving applications/resumes, and screening applicants who may qualify for interviews.
  • Enrolls new employees in compliance with federal and state regulations. This service is vital to the success of the college and must be carried out in a timely manner. Verification of legal status and right to work is now more than ever critical for the protection of the college. The Human Resources Manager also participates in faculty orientation at the beginning of the academic year.
  • Provides payroll services for all segments of the college community. Payrolls are processed bi-weekly and monthly for faculty, staff, and student interns. Faculty have the option of receiving their payroll either on a 9-month or 12-month schedule. In addition, adjunct faculty and assistant coaches are paid mid-term and end-term.
  • Enrolls employees in benefits programs as they become eligible and assists individuals with questions or problems they may encounter with a specific benefit item. Enrollment must be done on a specific schedule in advance of effective date and requires that each benefit be explained and appropriate documents provided to the employee. With a wide range of employer-provided and supplementary benefits available, the task of tracking eligibility and enrollment is not insignificant.
  • Serves as an advocate for employees to resolve work related problems and counsels supervisors on the handling of performance-related issues as well as performance evaluations. The Human Resource office sees one of its most important functions as mediating between supervisors and employees in cases of disagreement. In such cases, the office provides guidance, ensures that the concern is documented, and seeks to foster a positive atmosphere to allow for a resolution of the problem that is satisfactory to both parties.
  • Enrolls work-study students and provides payroll services for them. While the work-study program is coordinated by others, it still requires a payroll enrollment process in Human Resources. Time sheets for authorized hours are submitted weekly and payroll is processed bi-weekly for these student workers.
  • Prepares tax reports on employee withholdings for the Internal Revenue Service and South Carolina Department of Revenue and issues payment on the schedule required. This is a most important document that helps ensure that each employee is credited with federal and state withholdings.
  • Coordinates the Workers' Compensation program and follows up on safety concerns and job related injuries. Follow-up, whether or not medical treatment is required, may involve discussions with the employee and supervisor (or others who may have important information), consultation with medical professionals to arrange treatment, and/or coordination with the insurance company's claims representative. By providing this service we can ensure that appropriate treatment is given and risks of future accidents can be reduced.
  • Prepares and distributes W-2 statements at the close of each calendar year. The accuracy of these documents is important to each employee in filing taxes.

Coker College Employment Practices

This description of Coker College Employment Practices encompasses three phases of the College's relationship with employees. Those stages are the recruitment, the employment period, and the employment separation.

Recruitment

Coker College realizes that having employees who are competent and experts in their field of teaching for faculty members and in their ability to perform the day to day administrative duties for staff members is valuable to the College; therefore, the recruitment of the right individual is imperative and the focal point of the search. The recruiting process is divided into three stages: recruiting, interviewing, and selecting the best applicant.

Recruiting begins with the preparation of a job description for a newly created position, or the re-evaluation of the job description for a current position, to determine the knowledge, skills, and abilities the ideal candidate should demonstrate. Knowledge refers to the facts or the information the individual has learned through either education or work experience and is measured based on educational degrees. Skill refers to the level of expertise the employee should possess. Ability refers to the aptitude of the individual to execute the duties of the job. In combination, the results of this evaluation guides in the creation of the job advertisement and provides the assessment criteria for the candidates.

The next step invoves verifying the available budget dollars, which is important in the goal of maintaining budget integrity, and evaluating the fair market value of the position.

Once this foundation is prepared, then the search process starts. Faculty positions follow The Policy on Recruitment and Selection of Faculty Selection 130.10 of the Faculty Handbook. In the case of staff salaried positions, a search committee aids in the interviewing and selection of the candidates. The search committee maintains compliance with the guidelines set forth by the Title VII Civil Rights Act, the Age Discrimination in Employment Act, the Rehabilitation Act and the Americans with Disability Act, the Pregnancy Discrimination Act, and the Immigration Reform and Control Act. The committee is charged with checking references to prevent a situation of negligent hiring.

When the right person is found, the Department Head will initiate the Recommendation for Employment (RFE) and submit it for approval signatures. An offer is then made to the candidate. The RFE is submitted to the Human Resources Office to generate a Letter of Offer to send to the candidate.

 

Employment Period

New Employee Orientation:

New employee orientation serves to familiarize newly hired staff and faculty with the accepted policies and procedures to ensure their general understanding of the College operation. This is an important transition time, as it gives the new employee an awareness of how they fit into the organization.

Benefits:

Benefit eligibility is described in each manual, and the Human Resource Office facilitates benefit enrollment for all new full time employees. Health insurance and life insurance benefits are offered to all new employees the first day of the month following full time status. Retirement benefits are offered on the employee's first anniversary. Long term disability benefits are offered on the second anniversary.

Staff employees are granted vacation and sick leave; the number of such days granted is determined by the employee's years of service.

Employee Performance Evaluation:

Performance evaluation provides important feedback regarding whether or not the employee's work fulfills the expectations of the College. The Human Resource Office provides the standardized evaluation forms and offers mediation services.

Faculty members are evaluated by their Department Chair and by their students. These appraisals are shared with the Dean of the Faculty and then with the College President to be used during periods of promotion and tenure.

Staff members are evaluated several times during the first six months and each year thereafter, unless there is evidence that the employee needs additional feedback.

Faculty Promotion and Tenure:

Full time faculty members have four different positions of rank. These ranks are Lecturer, Assistant Professor, Associate Professor, and Professor. The promotion process is addressed in detail in the Faculty Handbook in Section 130.30 [509, p 40].

Tenure is granted in accordance with the Section 130.20 Policy on Tenure in the Faculty Handbook [509, p 38], by-laws of Coker College, and with AAUP policy.

Staff Promotion:

Staff members can be promoted when they apply for jobs that require a higher level of responsibility, or when the College needs to add a new position and a staff member appears to have the knowledge, skills, and abilities to fill this position.

Attendance:

Employees are expected to be on the job during assigned work hours. If the employee is unable to report to work when expected, he/she must notify the direct supervisor as soon as possible to allow for a replacement.

Harassment:

Coker College employees are expected to show respect for their colleagues. It is important that all employees feel safe and comfortable as they perform their duties and do not fear any form of discrimination or harassment. An employee who experiences any incident of discrimination or harassment is encouraged to report such incident to a supervisor or the Human Resources Office.

Drug Free Workplace:

Coker College is a drug free workplace.

Grievance Procedure:

The Faculty Handbook states: "The policy on grievance procedure is developed in the By-Laws of Coker College" (Section 130.53) [509, p 53]. These guidelines may be used when there are concerns over salaries, assignment of teaching duties, assignment of space or other facilities, and propriety of conduct, unless the matter is involved in Dismissal Proceedings.

The Employee Complaint Policy (Section 200.18) in the Staff Handbook is a three phase process. When a concern arises, the employee must begin by notifying the direct supervisor. If the problem remains unresolved, the employee appeals to the next level of supervisor. If a resolution is not found at the second level, the College President becomes involved. His decision is binding.


Safety:

It is important for all College employees to follow safety guidelines when appropriate and to maintain a safe work environment for themselves, other employees, and students. Employees are expected to report any safety hazard in their work area so it can be corrected. When an employee is injured, he/she report it to the supervisor and the Human Resources Office immediately. See Section 3.10.6 for more on safety.


Employment Separation

Employee Resignation or Retirement:

Employees are expected to inform their supervisor and the Human Resources Office when they plan to resign or retire. The notification allows preparation for the employee's departure.

Dismissal:

The Faculty Handbook explains College policy on dismissal and non-reappointment of faculty members (see Section 130.51 Policy on Dismissal and Section 130.50 Non-Reappointment) [509, p 51] [509, p 50].


Discipline:

The Staff Manual explains Coker College policy on discipline and offences (see Section 200.07 Policy on Discipline) [528, p 14].

Exit Interview:

The Human Resource Office conducts an exit interview with every employee who is leaving to discuss the employee's last day and the cessation of benefits. COBRA is offered as an option to continue health insurance coverage, and the employee is told the anticipated date for the payment of the final check.

This meeting also provides an opportunity for the employee to make suggestions about changes in the work environment and new equipment, to benefit potential future employees.

Reference Documents Cited
IDTypeSourceTitleDescription
509HTML DOC PDF Fac. Senate: Advocacy CommitteeFaculty HandbookFaculty handbook outlines rights and responsibilities of faculty, including tenure, promotion, faculty senate, committees
528HTML DOC PDF Office: BusinessStaff Manual as of August 2003Staff Manual or Handbook
849HTML DOC PDF Office: BusinessJob Description for the Human Resources ManagerResponsibilities and duties of the Human Resources Manager
851HTML DOC PDF Office: BusinessJob Description for the Payroll Benefits CoordinatorResponsibilities and duties of the Payroll Benefits Coordinator
1087XLS Office: BusinessHuman Resources Budget Worksheet 2003-04Budget worksheet for human resources for 2003-04
1088HTML DOC PDF Office: BusinessHuman Resources Mission, Vision, Goals, 2003-04Planning document for effectiveness with mission, goals, and objectives for human resources for 2003-04
1414DOC PDF Office: BusinessHuman Resources Office Description and Effectiveness ImprovementsDescribes the functions of the Human Resources Office and improvements made 1998-2003
1531DOC PDF Office: BusinessTheresa Hough, RésuméRésumé for Theresa Hough

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