Attendance

Effective Date: 06/01/95
 
Purpose:
To establish standards and to encourage all employees to meet their work schedule.
 
Policy:
All employees are expected to be at work on time for their scheduled work period. The employee's supervisor must be informed prior to the beginning of the work period of any absence or variance from the established work schedule expect in unusual circumstances.
 
Consecutive absences of three (3) work days may be considered voluntary termination, unless prior to the beginning of the fourth day the employee has notified his/her supervisor of the reason for the absence, and if required, has obtained the supervisor's approval of such absence.
 
Supervisors may require the presentation of a physician's return to work statement and/or doctor's excuse when absenteeism is excessive or when the employee has been absent because of a serious illness or injury.
 
Unexcused absences or repeated tardiness or failure to report absences may subject the employee to disciplinary action.
 
Last updated 20 July 2000
 
 

College Bulletin Boards

Effective Date: 06/01/95

Purpose:

To provide a highly visible method for the College to communicate official information, notices and College news to employees.

Policy:
Centenary College will maintain bulletin boards on campus to post official College notices.

The Finance & Administration Office will be responsible for the posting and security of these bulletin boards.

Material posted on College bulletin boards must have prior approval of the Vice President for Finance & Administration.

Posted information will be dated and scheduled for removal to ensure that only current material is being displayed except for statutorily required permanent postings.

Last updated 20 July 2000

 

Conflict of Interest

Effective Date: 06/01/95  Revised: 10/1/99

Purpose:
To provide guidelines for the employment of faculty, exempt staff, and staff non-exempt employees outside of Centenary College and other activities that might result in a conflict of interest between and/or among employees and other agencies and the College.

Policy:
It is the intention of Centenary College to avoid any conflicts of interest between and by members of the faculty and staff employees and outside agencies with the College. To assist in this goal, employees who are engaged in additional employment, whether as an employee or an independent contractor, outside the employ of the College should so indicate in writing to their department head.

Any addition or change in the outside employment status of employees must be submitted in writing to the appropriate head. Prior to engaging in new outside employment, written approval should be given by the department head. Copies of both the request and the department head approval should be forwarded to the Finance & Administration Office for inclusions in the personnel files.

In those few instances where outside employment creates or could create a conflict of interest, the faculty or staff member must decide whether or not to remain in the employ of Centenary College. Likewise, any other potential conflict of interest situation must be addressed individually between the employee and his or her department head in writing, and the same procedure noted above will apply.

From time to time it becomes necessary, due to the significance of the potential conflict of interest, that both the department head and the President must be made aware of and approve an action of a faculty or staff member. For example, actions that could result in potential conflicts with the NCAA, AAUP, etc., must be approved by both the department head and the President.

Last updated 20 July 2000

 

Construction and Contractor Requirements

Effective Date: 09/01/01
 
Purpose:
To protect Centenary College employees and students while construction projects are in progress on campus. The enclosed procedures are required of all contractors in addition to the instructions and agreements between the College and the Contractors.
 
Policy:
The following list of requirements shall be met by construction companies and contractors and their employees while they are engaged in construction projects on the Centenary College campus:
 
1. All employers are prohibited from allowing employees to work on campus who have been convicted of violent crimes (it shall be the responsibility of the company or contractor to determine whether their employees are eligible to work on campus).
 
2. Employers shall not knowingly allow person(s) who have outstanding criminal warrants to work on campus.
 
3. All companies and contractors who employ work release persons as employees are to furnish the Department of Public Safety with all names of such persons employed under the Work Release Program.
 
4.  All companies and contractors are to provide the Department of Public Safety and the Director of Facilities Services with the name of the individual in charge of the construction site. A telephone number should also be included.
 
5.  Construction companies and contractors are required to submit the full names of their employees’ social security numbers and date of birth to the Department of Public Safety, 2911 Centenary Blvd., Shreveport, LA 71134. Periodic updates are expected as employees are terminated and employed. Updated information may be faxed to the Department of Public Safety at (318) 869-5722.
6.  Construction companies and contractors are to park their business and personal vehicles in authorized areas only. The Department of Public Safety will coordinate all parking with the Project Supervisor.
 
7. Temporary parking permits are required for ALL personal and business vehicles.
 
8. When appropriate, construction sites shall be properly fenced and "No Trespassing" signage shall be displayed.
 
9. Construction employees are not permitted to enter college buildings unless it is directly related to their job duties.
 
10.  While working, construction employees are to obey all laws as well as the rules and regulations of Centenary College when they are on campus.
 
11.  Students, faculty, and Staff of Centenary College are not to be disturbed or in any way disrupted in their lawful pursuits. Construction employees are to refrain from any unsavory or unwanted comments towards students, faculty, staff, and visitors to campus.
 
12.  Construction companies and contractors shall secure all property and equipment to reduce theft and other crimes of opportunity.

Continuous Service Credit

Effective Date: 3/1/99
 
Purpose:
To establish a systematic method of computing the length of service for faculty, exempt staff and non-exempt staff employees so as to provide a basis for service awards, leaves of absence and as an aid in reduction and restoration of force.
 
Policy:
Each faculty, exempt staff and non-exempt staff employee shall have "continuous service credit" with the College dating from the first date of his/her unbroken regular full-time service. The continuous service credit of an employee shall be broken under the following conditions, and when so broken, such employee shall be, for all purposes, considered a new employee if and when rehired with the exception* stated below:
 
1. Discharged for cause.
2. Voluntary resignation which shall include absence in excess of three (3) consecutive working days without reporting.
3. Any unauthorized absence after the time limit of an authorized vacation or other approved absence unless satisfactory evidence of inability to report to work is shown.
4. Failure to report to work after notification of restoration of force.
5.  Failure to report for reinstatement within ninety (90) days following discharge from the military service.
 
Exception:
Should a faculty, exempt staff or non-exempt staff employee leave the College in good standing and is subsequently re-employed that employee's continuous service credit shall be adjusted to reflect credit for prior service. (Example: Employee A was originally employed on1-1-70, leaves the College 1-1-80 and is re-employed 1-1-85. By adjusting for prior service the newly established continuous service credit date is 1-1-75.)
 
Bridged Service:
An employee must be re-employed full time at Centenary College for one full year before they are eligible for bridging of the years of previous full time service. Personnel records will be be checked, and providing the service is verified, approval to change the official service date (bridge the service) will be given by the Vice President for Finance and Administration at the one year anniversary date. Documentation will be sent to the employee, Payroll for input into the computer records, and a record kept in the Personnel files.
 
The Payroll Office will adjust any changes in vacation eligibility the bridged service may effect. The calculation of Retirement eligibility will use the bridged service date.
 
Last updated 20 July 2000
 

Drug-Free Workplace

Effective Date: 06/01/95
 
Purpose:
This policy is designed to address a primary concern relative to the health and welfare of all members of the Centenary College community: prevention of the illicit use of drugs and controlled dangerous substances.
 
Policy:
It is the policy of Centenary College to provide its employees with a drug-free environment. To maintain this policy:
 
1. no employee is permitted to manufacture, distribute, dispense, possess, or use an unlawful controlled dangerous substance, as defined by federal or state law, on the property of Centenary College;
2. any employee found in violation of Item 1 of this policy will be suspended without pay pending completion of a recognized drug rehabilitation program or terminated from employment at Centenary College if convicted under a criminal drug stature;
3. any employee found in violation of Item 1 of this policy as a second occurrence will be terminated at Centenary College; and
4. each employee shall be made aware of this policy.
 
Last updated 20 July 2000
 
 

Employment of Minors

Effective Date: 06/01/95
 
Purpose:
To provide guidelines concerning age restrictions and conditions of employment of minors.
 
Policy:
No persons under the age of fourteen (14) may be employed by Centenary College.
Minors who are between the ages of fourteen (14) and eighteen (18) may be employed under the following conditions:
 
1.  This employment must not interfere with the minor's health or well-being.
2.  If the minor is enrolled in school, this employment may not be during those hours when the minor is required to attend classes.
3.  The employment must conform to the periods and conditions of employment as specified in the Child Labor Provisions of the Fair Labor Standards Act.
 
Minors must not be employed in connection with any of the prohibitive work activities outlined in the Child Labor Provisions of the Fair Labor Standards Act or appropriate State of Louisiana Labor Law.
 
The provisions of this policy shall not apply to any minor who:
 
1.  has graduated from high school or has the equivalent of a high school diploma; or
2.  is or has been lawfully married, or is a parent.
 
Copies of documents to support these exceptions must be in the minor's personnel file maintained by the Finance & Administration Office.
 
Before any minor is employed, the College will obtain from the minor a verification of age by requiring the minor to provide the College with an age certification provided by the last school attended.
 
Last updated 20 July 
 

Employment of Relatives

Effective Date: 06/01/95
 
Purpose:
To prevent conflict of interest in decision-making due to factors of kinship in reporting relationships.
 
Policy:
Employment of relatives is permitted; however, no employees shall be placed in a position which involves supervision of the job performance or work activities of his or her relative.
 
Should marriage subsequent to employment result in an employee directly supervising the job performance or work activities of a relative, that situation must be remedied by either an intradepartmental or interdepartmental transfer of at least one of the employees. Should this not be possible other appropriate action must be taken to remedy the situation.
 
For the purpose of this policy "relative" shall mean a parent, foster parent, parent-in-law, child, spouse, brother, foster brother, sister, foster sister, grandparent, grandchild, son-in-law, brother-in-law, sister-in-law, or any other family member living in the same household.
 
Last updated 20 July 2000

 

Facilities Reservation

Effective Date: 04/01/97
 
Purpose:
To outline a procedure for Faculty, Staff, and Students to reserve College facilities.
 
Policy:
All campus facilities belong to the College and are available free of charge to all Centenary College Faculty, Staff, and Students. All facilities must be reserved through the Facilities Coordinator. Requests are subject to availability and are processed on a first come, first serve basis. Requests for facilities and equipment should be made at least one week prior to the event. Requests received by the Thursday a week prior to the event will be included on the “Weekly Schedule of Events”. Any request for use of a facility or equipment, which provides less than 48-hour response time from the Facilities Coordinator or Facilities Services, is subject to the scheduling and availability of personnel who handle those requests.
 
1. Contact the Facilities Coordinator to complete a Facilities Request Form for the classroom, auditorium, sports field or facility you wish to reserve. If the requested facility is available all equipment (TV/VCR, tables, chairs, etc.) may be scheduled at this time with the Facilities Coordinator. Requests should be as specific as possible. If the desired facility is not available the Facilities Coordinator will work with you to select an alternate location.
2.  If any changes need to be made to a prior facilities request contact the Facilities Coordinator for revisions.
 
Last updated 20 July 2000
 

Garnishments

Effective Date: 06/01/95
 
Purpose:
To provide a means of equitably handling garnishments against College employees.
 
Policy:
Centenary College does not assist creditors in collecting personal debts from employees except legally required by garnishment proceedings. A garnishment is a court order attaching an employee's earnings to satisfy a debt which he/she has incurred.
 
When a garnishment order is issued to the College by the Court, a Finance & Administration Office representative shall contact the employee and arrange for financial counseling if appropriate.
 
Should the College continue to receive garnishments of the wages of an employee, disciplinary action may be taken.
 
Last updated 20 July 2000
 
 

Hiring Policy and Procedure for Staff

Effective Date: 08/23/2011
 
Purpose:
This policy and procedure serves as the basic guideline for all hiring practices. Initial employment, employee compensation, training/development and subsequent promotion opportunities are extended to all qualified individuals.
 
Policy:
The College will engage in an open recruitment process for filling new positions and locating replacement personnel. Our recruitment and hiring practices will advance our goal of building a staff committed to the mission of the College.
 
Job descriptions for newly created staff positions will be developed by the hiring department in collaboration with Human Resources, reviewed for Fair Labor Standards Act compliance (typically exempt vs. non-exempt) and assigned a title prior to submission of the Request for Search form as described below. Staff positions will be announced posted on the College’s employment website prior to external recruiting.
 
It is essential that the Vice President for Finance and Administration have an opportunity to review position vacancies prior to recruitment. It is his/her responsibility to review classifications and salary ranges to vacant positions to ensure fiscal accountability.
 
Procedure:
To facilitate the recruitment of candidates, the following procedures must be followed. The Hiring Process Checklist should be utilized as these procedures are completed and should accompany all paperwork in the approval process.
 
1. A "Request for Search" form will be completed and submitted to Human Resources. All necessary authorizations will be secured by the hiring department prior to submitting the form to Human Resources for posting and prior to the search.
2. A written notice (posting) of the position will be posted on the Human Resources web site for a minimum of three (3) days.
3 Any posting on the website or in outside publications will include appropriate diversity and equal hiring opportunity language.
4. Appropriate outside advertising, if necessary, will be coordinated by the hiring department and the Human Resources Department for staff positions, and by the hiring departments and the Provost’s Administrative Assistant for faculty positions.
5. The hiring department will conduct phone and campus interviews.
6. Reference and background checks will be conducted on final candidates whom are
being considered for a position with the College prior to verbal offers of employment. Once a determination of final candidate(s) is made (typically no more than 2-3 candidates), the hiring department will have said candidate complete a Release of Information Form. The hiring department will submit the completed Release of Information Form to Human Resources for the background to be processed. Human Resources will communicate to the hiring department a candidate’s eligibility for hire.
Once the hiring department is notified of a candidate’s eligibility for hire, they can begin to negotiate an acceptable salary with the candidate.
NOTE: It is the policy of the College to conduct a background check before making an offer of employment. This will be limited to checking criminal convictions, felony charges, state and national sex offender lists, and terrorist watch lists. In the event a particular position involves routine access to large sums of money, a credit check will also be required. The background check and reviewed by only the person(s) designated at the College. The designee will share this information with the hiring supervisor only when it is relevant to the job performance. All candidates will be informed of their right to review the check for accuracy. If the background check uncovers information that is potentially disqualifying, the candidate will be informed and given the opportunity to respond. Results of this check will remain confidential unless essential for the College’s legal defense in a lawsuit involving the candidate.
7. Once a salary has been negotiated with the candidate, the hiring supervisor will complete an "Employee Action Form" (see Hiring Process Checklist) to authorize the final salary offer and hire approval. Once the Employee Action Form has all required signatures for approval, then the hiring department can determine a start date with the candidate which may not be prior to the date of the last signature on the Employee Action Form. This form will also be used to place the new employee on the payroll system. All necessary authorizations will be secured by the hiring department prior to submitting the form to Human Resources for final processing.
New hires cannot begin work and cannot be processed for payroll and benefits prior to a completed and approved Employee Action Form being submitted to Human Resources for final processing. No offer of employment is official until this step in the process is complete.
8. Once the Employee Action Form is complete and on file in the Human Resources Department, the Director of Human Resources will generate a letter of employment for written confirmation of the terms of employment.
9. The hiring department will coordinate an appointment with the Director of Human Resources, in advance of the new employee’s hire date, for the new employee orientation process to be conducted with the Director of Human Resources.
10. Rejected candidates will be promptly contacted by the hiring department.
 
 
 

Key Management

Effective Date: 06/01/95
Revised: 06/16/05
 
Purpose:
To protect the members of the College Community and property through the effective management of facilities' keys issued to employees and students/student workers.
 
Policy:
The Department of Public Safety in its role of campus guardian has the primary responsibility for the College's Key Management System. All persons receiving keys to facilities at Centenary College must sign a key receipt form for each key received. Faculty, staff, and student employees may retrieve and sign for keys from the Department of Public Safety between the hours of 9:00am- 12:00 pm, 1:00 pm-5:00pm or through appointment, Monday through Friday. Students should obtain keys for residence halls from the Office of Residence Life.
 

Residence Life

Check In
1. All students who live on campus will receive an exterior residence hall key and an individual room key.
2. Prior to the start of the school year, the Department of Public Safety will provide keys for all residence hall rooms to the Assistant Director of Residence Life.
3. The Assistant Director of Residence Life is responsible for tracking residence hall key assignments in the College's Key Management Computer Program.
4. All students are required to complete and sign a Key Receipt form.
 
Lock Outs
1. If students lock themselves out of the residence hall or their rooms, they may call their RA to let them in.
2. If unable to contact the RA, they may call the Department of Public Safety.
3. The first two lock outs are free. Each following offense will cost the student $5.
 
Lost Key
1. If a student loses a key, he or she may request a new one from the Assistant Director of Residence Life.
a. The student will be charged a $50.00 fine for an interior room key.
b. The student will be charged a $600.00 fine for the loss of an exterior door key.
c. In the event that a student loses both keys the maximum fine will be $600.00.
2. The Assistant Director of Residence Life will submit a key request work order for any door lock changes and replacement keys which can be found online at http://www.centenary.edu/dps/key
 
Check Out
1. Students must return their residence hall and room keys to their RA upon checking out from the Residence Halls.
a. Any key not returned will be treated as a "Lost key."
2. The R.A. will return all keys to the Assistant Director of Residence Life.
3. The Assistant Director of Residence Life will return all residence hall keys as a set to the Department of Public Safety to be reissued to the Conferences and Facilities Coordinator prior to the onset of summer camps.
 

Student Organizations

Receiving Keys
1. Student Organizations may apply for keys through the Director of Student Involvement.
a. The Director of Student Involvement will determine if a key is necessary and to whom it will be assigned.
b. The Director of Student Involvement will then submit a key request work order.
 
Lost Keys
1. If a student losses a key, they may request a replacement key from the Director of Student Involvement.
a. The student will be charged for the repining/replacement of locks affected by the lost key(s) and for replacement keys for all other Centenary College employees and students who have keys to those locks.
b. The maximum charge will be $600.00.
 
Turning In Keys
1. All Organizations must turn in keys at the end of each academic year to the Director of Student Involvement.
a. If a student will remain over the summer and has a valid need to access their campus organization's office he/she may request an exemption from the Director of Student Involvement.
b. The Director of Student Involvement must in turn notify the Director of Public Safety of any student granted an exemption to ensure that the student is not charged for a lost key and that the Department of Public Safety is aware of any students who will have access to campus facilities during the summer months.
2. The Director of Student Involvement will turn all student organization keys in to the Department of Public Safety at the end of the school year.
3. Any key not returned will be treated as a "Lost key."
 

Employees

Key Issuing Procedures
1. Only permanent College employees will be issued keys. Temporary employees must follow the guidelines for contractors.
2. Once an employee is hired, their supervisor will submit a key request work order to the Department of Public Safety via the online request form.
a. The form should list the doors which keys are needed for, the name of the recipient, and the recipient's contact information.
 
Key Request Work Orders
1. Key Request Work Orders should be completed online at http://www.centenary.edu/dps/key.
2. Upon receipt of the key request work order, the Department of Public Safety will review the order and determine if there are any security concerns.
a. In the event of security concerns, the Director of Public Safety will meet with the initiator of the request and attempt to resolve any concerns.
b. If these concerns are unresolved, the Director of Public Safety and the initiator of the request will meet with the Executive Staff member of the division in question who will make a decision regarding the key request in question.
3. After reviewing and approving the request, the Department of Public Safety will direct the campus locksmith to make the key.
4. The keys are delivered to and signed for by the Director of Public Safety.
5. The Director of Public Safety notifies the originator of the request that the key order is ready.
6. The originator of the request notifies the appropriate recipients that they may retrieve keys from the Department of Public Safety.
7. The recipient must sign a Key Receipt Form indicating that:
a. They understand their responsibilities under the College policy and agree to abide by the policy.
b. The remedies have been discussed with them.
c. They have received the key(s).
 
Lost Keys
1. The employee is responsible for all Centenary College keys in his or her possession.
a. Employees in need of a replacement key must process the request through their supervisor.
b. Any employee who loses keys will be charged for the repining/replacement of locks affected by the lost key(s) and for replacement keys for all other Centenary College employees and students who have keys to those locks.
2. The maximum charge will $600.00 and may be payroll deducted over a period of time if necessary.
 
Key Control
1. Employees may only take home the keys necessary to access their office or workstation. This typically would consist of a key to their individual office and possibly a key to the exterior door of the building where their office is located.
a. The only exceptions to this are members of the campus emergency response team listed below:
President
Provost
Vice President for Finance and Administration
Dean of Student Life
Director of Public Safety
Director of Facility Services
Director of Residence Life
Director of Information Technology
2. All other keys should be kept at Centenary College.
a. Full time employees who live in the residence halls may take their keys anywhere on campus.
b. These employees, however, may not take any college keys off campus except the keys to their office, residence hall and apartment.
3. Departments such as Facilities, IT and DPS whose employees routinely need access to master keys or keys to multiple buildings must meet the following requirements:
a. When the keys are not in use, they should be stored in a central location with controlled access.
b. Employees must return these keys prior to "clocking out" for the day.
4. Departments who have departmental keys available for general employee, student or contractor use are responsible for ensuring that the recipient follows all campus regulations.
a. These keys must be signed in and out on a daily basis.
b. Exception: Construction project managers may keep any necessary keys for the duration of the project to ensure that the College is not impeding the timely completion of the project.
 
Lending Keys to Associates, Friends, Students etc.
1. Keys to Centenary College facilities may not be loaned or given to persons who are not associated with the College or who are not approved for access to a specific area.
2. Non-Centenary entities using campus facilities may only obtain a key from the Conference and Facility Office and/ or the Department of Public Safety to ensure that the group meets all College requirements, such as liability insurance.
3. Violations of this policy
a. Employees or students who lend, give, or duplicate keys to Centenary College facilities will be charged for the repining/replacement of locks and the reissuing of keys.
b. In addition, the employee will not be issued keys to any facilities on the Centenary College campus for a period of one (1) year from the date of the infraction.
 
Key Return Procedures
1. Keys must be returned upon the employee's termination.
a. "Termination" is defined as the voluntary or involuntary separation of the employee from the College's employment, and includes the employee's resignation or retirement, the employee's dismissal by the College, or the employee's death.
b. If the employee terminates employment, the employee must return all keys to the Director of Human Resources before 5:00pm on his or her last working day. The employee's last paycheck will be issued after all College property is returned and all monetary charges are collected.
-- If issued keys are not returned this will include the cost of repining/replacing the locks and replacement keys for all other Centenary College employees and students who have keys to those locks.
c. If the employee is terminated by the College, and is given two weeks' notice, the requirements of point b apply; however, if the employee is dismissed immediately, the unit head or supervisor will escort that employee to the Human Resource Office in order that the employee may return all college property including keys.
d. If the employee terminates employment without returning to the College and keys are not returned within two (2) working days of termination, locks will be repined/replaced and all associated costs will be deducted from the employee's last paycheck.
e. In the event of an employee's death, the employee's immediate supervisor will be responsible for returning the employee's keys to the Director of Public Safety when the employee's personal property is removed from his or her office. If keys are not returned within two (2) weeks from the date of the employee's death, the locks to which the employee had access will be repined/replaced; all costs incurred will be charged to the department in which the employee worked.
f. Keys are issued to specific individuals and therefore should not be reissued to other employees or kept by the department.
2. The Director of Public Safety will return the keys to the college locksmith who will verify that the keys are in good working order before the keys are reissued. No keys will be reissued without a new key request.
 
Student Workers
Student Workers will follow the same guidelines as full-time employees.
 

Conference and Facility Coordinator

Issuing Keys
1. The Conference and Facility Coordinator is responsible for tracking all keys issued by his/her office to individuals or groups for access to campus facilities.
 
Lost Keys
1. If a camp participant loses a key, the organization sponsoring the camp will be charged for the repining/replacement of locks and new keys for all students/employees who have keys to those locks.
2. The Conference and Facility Coordinator is responsible for submitting a Key Request Form to have the locks changed and replacement keys made.
 
Returning keys
1. After the completion of summer camps (generally by August 1st), the Conference and Facility Coordinator will return all residence hall keys to the Department of Public Safety.
2. The Department of Public Safety will have the college locksmith check all the keys and locks before turning them over to the Assistant Director of Residence Life.

Leased Vehicles

Effective Date: 09/02/97
Revised: 09/01/01
 
Purpose:
To maintain an accurate inventory of College-leased vehicles.
 
Policy:
In order for an employee of the College to lease a vehicle for College business, that employee must be on the Approved Driver’s List in the Business Office.
 
Authorized drivers must obtain a Lease Vehicle Approval Form from the Administrative Assistant to the Comptroller in the Business Office. Such forms must be completed by the employee and signed by the Treasurer. This form is to be taken to the dealership or agency from which the car is being leased. No dealership or agency will be permitted to lease a car without this form.
 
After the car is received, the employee should bring a copy of the lease or rental agreement to the Administrative Assistant to the Comptroller in the Business Office. The insurance company will be notified of this addition to the Centenary’s fleet of vehicles. Employees who lease vehicles for the College-approved trips must come to the Administrative Assistant to the Comptroller to get a copy of the insurance card and brochure which detail the steps that must be taken in case of an accident. If an employee chooses to lease a vehicle without authorization, coverage is not afforded for that individual nor is the College responsible for any lease costs.
 
Those employees who drive College leased vehicles without the proper authorization will assume all costs and penalties associated with any accident or citation received during their operation of said vehicles. The College will not pay any citations incurred by authorized drivers.
 
The Administrative Assistant to the Comptroller should be notified when the leased vehicle has been returned.
 
Employees who are already driving a College leased vehicle are subject to this new policy.
 
Last updated 16 November 2001
 

Mileage Reimbursement Policy

Effective Date: 10/01/05
Revised: 1/1/2017
 
Purpose:
To provide for the appropriate reimbursement to employees for expenses incurred in the use of personal vehicles on College business.
 
Policy:
The rate of 53.5 cents per mile is to be used for reimbursement requests for all mileage incurred on or after January 1, 2017
 
The College will reimburse employees for the use of their personal vehicle used for College business. Reimbursement will be at the effective date and rate published in this policy.
 
Mileage reimbursement is meant to cover only those miles incurred above and beyond the employee’s normal commute to his/her place of business. For example, if the normal commuting round trip is 20 miles, and the employee goes on a trip that covers 75 miles, only the incremental 55 miles are reimbursable. The number of days should also be taken into account. If the 75 miles in the above example were incurred over three business days, then the incremental reimbursable miles would be 15 (75 – (3 * 20)).
 
Reimbursement requests should indicate the points of travel and the miles eligible for reimbursement. Mileage reimbursement requests should be sent to Accounts Payable either separately or as part of a larger travel reimbursement request.
 
Human Resources will update the policy website to reflect this change in rates.
 
Last updated 6 February 2017

 

Motor Vehicle Drivers

Effective Date: 02/01/96
Revised: 9/1/01
 
Purpose:
To exercise diligence in the selection of drivers for the College-owned, -leased or personal vehicles for students and employees who are required to drive on College business.
 
Policy:
1. In order for a student or employee of the College to drive a leased or College-owned vehicle on College business, that student or employee must be at least 21 years of age. Exceptions must be approved in writing by the Risk Manager.
2. Before driving a College-owned or leased vehicle, the student or employee must be on the Approved Driver's List, which is maintained by the Department of Public Safety.
3. To become approved drivers, students or employees must present a valid, current driver's license and proof of personal automobile insurance to the Department of Public Safety. If they will be driving a vehicle with seating for 15 or more people (bus or van), they must have a valid Class C driver's license (state law). Copies will be made of these documents and kept in the personnel files in the Office of Public Safety for the employees, and risk management files in the Department of Facilities Services for the students.
4. Authorized drivers must have on file a copy of their Motor Vehicle Record, which shall be obtained from their state of primary residence. In order to obtain this record, the employee or student must obtain and complete a signed Release Form from the Department of Human Resources. Upon completion, employees’ and student's releases will be sent to and maintained by the Office of Public Safety. Both employees and students will forward the releases to the Director of Human Resources so that the applicant’s driving record can be checked in their primary state of residence. Departments are responsible for any charges associated with these requests.
5. Motor vehicle records will be examined according to the "Driving Standards Motor Vehicle Record Review," provided by Southern Research company. Any combination of the listed violations which totals 7 or more points in the last 36 months will disqualify the applicant as a driver for the College. This means the employee or student will not be covered under the College's automobile insurance policy and will not be allowed to drive College-owned or -leased vehicles on College business.
6. Students or employees who drive their own vehicles as participants (athletes, coaches, professors, student-presenters) in College-sponsored, -required or -endorsed academic or athletic functions which are held off-campus, such as intramural or NCAA/TAAC sports events, workshops or conferences, must be informed that their insurance is primary. The College's insurance will be in force for excess coverage if the employee or student has received approval from the Risk Manager to drive to such a function in lieu of using transportation provided by the College. If a student or employee chooses to drive without authorization when transportation is provided by the College, excess coverage is not afforded to that individual. Students and employees who drive personal vehicles to sports' events as observers ("fans") are not insured under the College's automobile liability policy.
7. The Approved Driver's List for students will be updated each Fall and Spring semester, for May Module and for Summer School sessions. The Approved Driver's List for employees will be updated on an as-needed basis. Departments are responsible for keeping the College apprised of any changes to their selection of approved drivers.
8. Those employees or students who drive College-owned or leased vehicles without being on the Approved Driver's List will assume all costs and penalties associated with any accident or citation received during their operation of said vehicle. Any approved driver who is cited for any vehicle operations' violation (speeding, parking violations, reckless operation of a motor vehicle, seat-belt violations, driving under the influence, etc.) while driving a College-owned or leased vehicle will be responsible for all costs associated with such incidents and will be immediately removed from the Approved Driver's List.
9. Students or employees who lease vehicles for College-approved trips must come to the Administrative Assistant to the Vice President for Finance & Administration to get a copy of the insurance card and a brochure which detail the steps which must be taken in case of an accident.
10. When an approved driver is involved in an accident, the driver's supervisor / instructor / coach must be notified immediately. An accident form must be filled out and sent to the Risk Manager. It is the driver's responsibility to obtain an accident report, and a copy of that report must be sent along with the accident form to the Risk Manager within 24 hours of the accident. On weekends or after hours, notify Security (5000), which will then notify the appropriate person.
11. The Risk Manager will file claims for auto-related accidents with the insurance company.
12. Deductible amounts in auto-related accidents will be charged to the Department's travel account.
13. Employees and students who are already on the Approved Driver's List are subject to this new policy. Any employee or student currently on the list whose Motor Vehicle Report disqualifies him or her from driving for the College will be removed from the list immediately.

Last updated 16 September 2015
 

Personnel Files and Release of Information

Effective Date: 06/01/95
 
Purpose:
To assure that accurate and complete personnel data are maintained and to monitor the release of information from personnel files.
 
Policy:
A separate file containing complete personnel data for each employee is maintained in the Finance & Administration Office. An employee may at any time schedule an appointment with a representative of the Finance & Administration Office to review his/her file.
 
Each file should contain the following documents:
  • Employment Application or Vita
  • Pre-employment Investigation Reports
  • Periodic Performance Appraisal Instruments
  • Attendance Record
  • Salary Increase History
  • Job Classification
  • Personnel History
 
All requests for employment verification or job references received by departments should be sent to the Finance & Administration Office for handling. Except in unusual circumstances, the Finance & Administration Office should release only the information that has been authorized for release by the employee. Copies of requests for release of information from a personnel file should be maintained in the individual personnel files.
 
Last updated 20 July 2000
 

Performance Appraisal

Effective Date: 06/01/95
 
Purpose:
To provide regular College employees with the opportunity to discuss job performance with supervisors in order to enhance effectiveness as Centenary employees and to facilitate both the establishment and the accomplishment of goals and objectives.
 
Policy:
Supervisors should conduct annual progress reviews with all employees who report to them. The appraisal instrument completed in the process should be discussed with each employee. The completed forms for staff employees should be forwarded to the Finance & Administration Office for inclusion in the employee's personnel record.
 
At the beginning of the appraisal period, employees and supervisors should jointly develop a statement of goals and objectives to be accomplished during the appraisal period. Periodic assessment of progress during the appraisal period is appropriate.
 
Last update 20 July 2000

 

Probationary Period

Effective Date: 06/01/95
Revised: 10/1/99
 
Purpose:
To establish a period of time to determine if newly hired regular staff non-exempt employees can perform the duties required in their assigned positions.
 
Policy:
All newly hired regular staff non-exempt employees, including those converting from temporary or student status to regular appointments, shall serve one probationary period of ninety (90) calendar days in an active pay status with the College beginning with the first date of regular status. Each regular non-exempt staff employee shall have his/her work performance evaluated during the probationary period. The Finance and Administration Department will furnish the supervisor of the probationary employee a copy of the Probationary Period Performance Appraisal form which is to be completed prior to the completion of the probationary period by the supervisor. This completed form should be returned to the Finance and Administration office for inclusion in the employee's personnel record. During this probationary period, the employee does not have access to the grievance procedure and the employee is subject to discharge without recourse. The employee will accrue both sick time and annual leave as a regular employee but may not be paid for time off until removal from probationary status. If time is taken off as a result of illness or for personal business the probationary employee’s pay will be docked.
 
Last updated 20 July 2000
 

Reduction in and Restoration to Employment

Effective Date: 06/01/95
 
Purpose:
To provide a consistent and equitable method of reducing and recalling to employment the exempt staff and the non-exempt staff work force due to staff adjustments.
 
Policy:
When it becomes necessary to reduce the number of employees in the work force consideration should be given to:
(1) relative employment dates of those affected,
(2) reports of job performance and
(3) qualifications to perform the remaining work.
 
Notification of a reduction in force shall be given to the affected employees as far in advance of the reduction as possible. The Finance & Administration Office shall make every effort to transfer affected employees to other departments where vacancies exist and/or shall be in contact with area employers to assist in the outplacement of terminating employees.
 
An employee whose job has been affected by reduction in force shall retain restoration rights to his/her position for a period of one (1) year from the date of reduction. When a restoration of forces occurs employees should be restored taking into consideration the same criteria used to determine the reduction in force.
 
The Finance & Administration Office will maintain a list of all employees who have been laid off. It is the responsibility of each employee to furnish the Finance & Administration Office with his/her proper mailing address and to keep such address current at all times. An employee shall be recalled to employment by certified letter. If an employee rejects an offer of employment, or refuses a referral at the same classification he/she held at the time of lay-off, he/she loses all rights of restoration.
 
Last updated 18 July 2000
 

Staff Classification

Effective Date: June 1, 2009
 
Purpose:
The intent of this policy is to formalize existing College classification practices and to ensure compliance with applicable state and federal laws, namely the Fair Labor Standards Act (FLSA), and to provide for accurate records and proper time reporting.
 
Policy:
The Fair Labor Standards Act, as amended, classifies staff positions as either "exempt" or "non exempt”. The classification of a position determines how a staff member may be paid, among other things, for hours worked in excess of forty (40) hours per week and whether or not they are subject to the minimum wage and overtime provisions of the Fair Labor Standards Act.
 
1. Exempt staff members are salaried and are exempt from the minimum wage and overtime provisions of the Fair Labor Standards Act. Exempt staff members are not entitled to overtime compensation for hours worked in excess of 40 hours in a regular work week.
 
2. Non exempt staff members are paid on an hourly basis and are subject to the minimum wage and overtime provisions of the Fair Labor Standards Act. Non exempt staff members are entitled to overtime compensation for hours worked in excess of 40 hours in a regular work week.
 
In compliance with the FLSA, the Department of Human Resources determines which positions will be classified as exempt or non exempt.
 
Last updated June 1, 2009

Status of Employment

Effective Date: 06/01/95
 
Purpose:
To establish employment conditions and define categories of employment which will determine applicability of personnel policies.
 
Policy:
Employment at Centenary College occurs within one of the following five employee categories:
1. Student - one whose primary reason for being at the College is to be enrolled in academic course;
 
2. Academic Staff - one whose primary appointment is to engage in academic instruction;
 
3. Exempt Staff - one who holds a position of executive, administrative or managerial responsibility or one that requires recognized professional achievement either by formal training or equivalent experience;
 
4. Non-Exempt Staff - one who is neither primarily engaged in academic instruction nor charged with administrative or managerial responsibility, and who is not primarily a student;
 
5. Volunteer Staff - one who performs regular assignments for the College and receives no regular wage for their services.
 
Each employee is also assigned to one of the following employee designations:
 
1. Regular - one whose term of employment is expected to last for at least twelve months (and eligible for continuation); an academic year where one is paid over a twelve month period satisfies the twelve month requirement;
 
2. Temporary - one whose term of employment is expected for a specific period. When such appointments are made the anticipated termination date should be specified.
 
Employees are further assigned a percent of full-time effort and identified as either full-time or part-time as follows:
 
1. Full-time - employees who are classified as either exempt or non-exempt staff and who work the following hours:
Administrative employees - 40 hours per week.
 
2. Part-time - employees who are classified as either exempt or non-exempt staff and who work less than the following hours:
Administrative employees - 30 hours per week.
 
Last updated 20 May 2015
- See more at: http://www.centenary.edu/policies/personnel/employment/statusof%20employment#sthash.50ZNI9gg.dpuf

Temporary Staffing

Effective Date: 04/15/16
 
Purpose:
To provide guidelines for hiring staff on short-term needs basis for a specific period of time.
 
Policy:
Hiring managers may use a company or an agency to provide staffing to meet short-term needs, i.e. for long term projects or for filling in for regular employee on leave.
 
In order to do so, the hiring manager must:
1. Receive prior approval of his or her cabinet member and the Vice President for Finance and Administration. (In the case of Finance and Administration, the President must counter-sign the approval.);
2. Use a company or staffing agency that is pre-approved by the Director of Human Resources and which appropriately pre-screens employees for the nature of the work required;
3. Must demonstrate sufficient budget resources to cover the costs associated with the contract;
4. Submit the contract for approval and signature by the Vice President for Finance and Administration or the President;
5. Terminate the contract within one year’s time and within the same fiscal year.
6. If temporary has worked for Centenary (not just a specific department) for 12 consecutive months, the contract must be terminated; and the temporary cannot be hired into another temporary appointment with Centenary. No individual contracted for temporary staff purposes may continue doing work for the college in any department beyond twelve months.
 
Procedure:
1. The department will submit an approval form and create a purchase order for an approved vendor.
2. The department is responsible for submitting a full description of the job skills/sets they require in the temporary.
3. The vendor will provide resumes of potential temporaries.
4. Temporary will be paid an hourly rate based on the skill set requested by the department. Hourly rates are decided by a salary schedule developed by the Director of Human Resources.
5. Assignments may be terminated by the department at any time. If an assignment is terminated due to an inability to perform the assigned tasks, the hiring department will be assigned another temporary to complete the task.
 
 

Use of the Fitness Center

Effective Date: 04/26/2001
 
Purpose:
The Centenary Fitness Center is designed primarily for use by the campus community. This usage takes precedence over any requests from non-affiliated groups. It is, however, in the interest of the institution to allow some non-affiliated usage of the facilities during periods of low utilization, school holidays or in other cases where it is in the interest of Centenary College. The following practices and procedures will govern this use.
 
Policy:
1. All non-Centenary groups wishing to use the facility must:
a. Submit a written request to the Director of the Fitness Center and the Conference and Facilities Coordinator listing date, time and number of participants.
b. Provide proof of insurance of at least one million dollars that names Centenary as an additional insured.
c. Make the request one-month in advance of the planned activity.
2. The Director of the Fitness Center in consultation with the Conference and Facilities Coordinator will determine the appropriateness of each request taking into account:
a. The priority afforded the campus community with regard to its normal hours and use of the Fitness Center.
b. Whether the activity will interfere with scheduled activities of the campus community.
3. The Director of the Fitness Center will make a final determination in consultation with the Dean of Student Life and where appropriate the Vice President for Finance and Administration.
4. The Conference and Facilities Coordinator will determine the appropriate fees utilizing:
a. Prevailing rates and the specific requests.
b. In addition to the rental fee, the group will be responsible for paying the actual cost for any additional staffing required. Overtime rates may apply as appropriate.
5. The Director of the Fitness Center will notify those making the request of the final decision and of the charges.
6. Denied requests may be appealed to the Administrative Council and there is no further appeal.
7. Any unusual requests will be taken to the Administrative Council to be reviewed for approval or denial.

Last updated 3 May 2001