Board Policy Manuals are available for your convenience at the following locations:

President's Office, Administration Building	Business Office, Administration Building	Payroll Department, Administration Building
Dean of Instruction's Office, Administration Building	Athletic Director's Office, Physical Education Building	Fine Arts Building, Secretary's Office
Outreach Office, Learning Resource Center	Public Information Office, Student Union	Humanities Building, Secretary's Office
Business & Industry, Student Center	Personnel Office, Administration Building	Technical Center, Secretary's Office
Student Services, Student Center	Physical Plant Department	Adult Learning Center, Secretary's Office
Residence Halls Office, Shelden Hall	Learning Resource Center

Board Policy revisions are coordinated through the President's Office. (back to top)

Dodge City Community College is committed to a policy of non-discrimination on the basis of race, gender, national origin, religion, age, and disability as required by applicable laws and regulations under the Title VI Civil Rights Act of 1964, Title IX regulations of 1972, Section 504 of the Social Rehabilitation Act of 1973, Americans with Disabilities ACT (ADA) of 1990 and Family and Medical Leave Act (FMLA) of 1993. (back to top)

Employees of Dodge City Community College represent the College both on and off the job site. Since personal conduct influences the general public's opinion of the College, it is suggested that the employee serve as a proud and positive ambassador for Dodge City Community College. Community relations is everyone's responsibility. Courtesy and cooperation are essential to the successful operation of the College. Every employee is expected to be courteous and helpful to students, visitors, and colleagues. (back to top)

Dodge City Community College relies on the good judgment of its employees to choose attire suitable for their position. The personal appearance of the employees not only reflects upon the College's standards, but also the employee's pride and interest in his or her job. Fundamental standards in regard to dress require that apparel and general appearance be neat, clean and appropriate. Good judgment and suitable discretion are expected, since all employees are placed in a position of being an example to the students. Questions should be referred to the employee's supervisor. At certain times of the year, the President will designate "optional" dress in support of community events such as Dodge City Days in late July/early August. (back to top)

All College personnel enjoy the rights and privileges of any free citizen in matters of a political nature. Employees shall not use time for which College pay is received, College property, students, school equipment or materials for the purpose of solicitation, promotion, election, or defeat of any candidate for public office or of passage or defeat of any election issue. The use of the College name in any activity must have prior approval from the President or designee. (back to top)

No employee may engage in any activity either within or outside the College which is in conflict with his/her primary duty to the College. Ethical conduct of all employees is a matter of vital importance and the best interests of the College must be the only consideration when dealing with matters which might constitute a conflict of interest.

1. Has an outside interest or employment which encroaches on an employee's time and/or energy to the point where he/she is unable to devote his/her full abilities to the performance of assigned duties.

2. Engages in any activity which may be construed to be a detrimental reflection upon the College.

3. Enters into a contract or agreement with another institution of higher education which is in direct competition with the College.

4. Engages in any activity which interferes with decisions and/or judgment which must be rendered in discharging his/her responsibilities at the College.

5. Uses College facilities and/or materials in any commercial venture for which the employee receives remuneration.

6. Requires any classroom material, including books and software, from which the

Sexual harassment of any person on campus is a violation of College policy, and constitutes cause for discipline, up to and including termination. Refer to Board Policies 431 and 840. (Appendix C) (back to top)

The Dodge City Community College Board of Trustees recognizes that the use or distribution of illegal drugs constitutes a hazard to the emotional, social, and physical health of all employees and is a threat to a positive campus learning environment. Realizing that drug and alcohol abuse has become an epidemic in our society and that such abuse could have an impact on Dodge City Community College, the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the College workplace. Refer to Board Policy 836. (back to top)

Dodge City Community College Board of Trustees recognizes that the abuse of alcohol and the use of controlled substances constitutes a hazard to a positive learning environment. Realizing that alcohol and other drug abuse has become an epidemic in our society, Dodge City Community College is firmly committed to an educational program for employees and students which provides information that reinforces and promotes healthy, responsible living, respect for community laws; campus regulations; the individual's responsibility within the community; and the social, emotional, ethical and physical well-being of all members of the academic community. Because the abuse of alcohol and other drugs is a problem that is not associated with a singular socio-economic group or age level, Dodge City Community College will not tolerate violation of any part of the Drug Free Institution of Higher Education Policy by an employee or student. Refer to Board Policy 838. (back to top)

Dodge City Community College is committed to maintaining and promoting a healthy environment for all College students and employees. Because communicable diseases, Acquired Immune Deficiency Syndrome (AIDS) and AIDS Related Complex (ARC) may affect such an environment, the DCCC Board of Trustees is committed to a program to protect and maintain the health of its employees and the students who attend the institution. Refer to Board Policies 429 and 834. (back to top)

As an educational community concerned for the health of its members, Dodge City Community College supports a tobacco-free environment.

(a) Use of tobacco products in any building owned or operated by Dodge City Community College is prohibited except as outlined in this policy.

(b) Use of tobacco products in any vehicle owned or leased by Dodge City Community College is prohibited.

(c) Use of tobacco products at any College sponsored event or activity held in any building on or off campus is prohibited except in designated areas.

(d) Smoking will be permitted in individual rooms of the Residence Halls in designated buildings only. There will be no smoking in any public lobby in the Residence Halls.

(e) "Tobacco products" include cigarettes, cigars, pipes, or any other lighted smoking equipment, chewing tobacco, or snuff.

(f) Disposal of tobacco products shall be in designated receptacles located outside the buildings of the Dodge City Community College campus.

Safety and the prevention of accidents are the responsibilities of every employee. Please protect yourself and other employees from on-the-job hazards, strive to prevent fires and accidents, and practice safety at all times. Please immediately report potentially unsafe conditions or accidents to your supervisor. Issues also related to safety, health, and security should be directed to the Director of Physical Plant and/or the Coordinator of Security. All personal injuries or property damage must be reported immediately to the Director, Business Services. (back to top)

The Business Office is staffed from 8:00 am. to 5:00 p.m. daily. However, during the first week of classes at the Fall Semester and Spring Semester, the scheduled hours will be extended. Extended hours will be posted and listed in "Conq Quotes."

Paychecks are distributed on the 25th day of each month, or on the preceding work day if the 25th falls on a weekend or holiday. The December paycheck will be issued on the last day of classes before Christmas break.

Upon completion of all contractual obligations, an employee working under a less than twelve month contract may receive the balance of the compensation due if a written request is submitted to Payroll prior to April first. The balance of compensation due will be paid at the end of the Spring semester under the provisions of and in accordance with KSA 74-4940. Please refer to Board Policy 812.

Employees may take advantage of automatic payroll deductions for IRA's, tax sheltered annuities, savings plans, court orders, etc., as authorized by the President through the College's payroll deduction process. The only requirement for automatic payroll deductions is that there must be at least three participants for any deduction plan. The employee must file an authorization form with the Payroll Office for each automatic payroll deduction requested.

The TIAA-CREF (403b) plan is available to all full-time employees. Upon two continuous years of employment at DCCC, or upon written confirmation of two years of employment with an educational institution immediately prior to employment with DCCC, the College provides a contribution as determined annually by the Board of Trustees. Employees who do not meet the two year eligibility requirement may participate in the plan but are not eligible for the College contribution. Contact the Payroll or Personnel Office for additional information.

Time sheets are due by noon on each Monday and on the first working day following the 13th day of each month. If the due date falls on a holiday the time sheets will be due by noon the following day. Absence forms are to be attached to the time sheet covering the period for which the absence occurred. In the absence of the employee, the supervisor should attach a copy of the absence form without the employee's signature. The employee should forward the original absence form to the payroll department upon returning to work.

Compensatory time is earned only when the employee has actually worked over 40 hours in a Sunday through Saturday work week. Compensatory time is recorded on the time sheet as it is earned. A leave form must be attached to the time sheet when compensatory time is used.

Part-time employees will receive time cards covering the period from the 11th of the month through the 10th of the following month. Time cards and are due in the payroll department at noon on the 11th of the month unless notified otherwise.

It is the responsibility of each supervisor that accurate time sheets for all hourly employees are delivered to the Payroll Office by the specified deadline.

Inter-account transfers are used for purchases from Central Stores. These may be obtained from building secretaries or the Central Stores Office along with an inventory list of items carried in Central Stores. These forms must be signed by the appropriate supervisor and an account number designated. Central Stores will then fill the order and return the pink copy to the originator with the cost of purchases. (See Appendix A)

Requisition forms may be obtained from the Business Office or the secretaries of each building. These forms are used for off-campus purchases. They must be completed with appropriate information: originator, building, date, vendor, item description quantity, amount of purchase, account number, and signed by the originator, appropriate division chair, Dean or the President. Forward completed form to the Business Office for signature by the Director of Business Services.

An emergency requisition (Walk-Through Requisition) is to be processed only in the event that an off-campus purchase:

No walk-through requisitions will be processed unless the purchase is an absolute emergency.

Purchase orders are generated after a requisition has been approved (except in the event of a "Walk-Through"). Central Purchasing or the Business Office will mail a copy of the purchase order to the vendor listed on the requisition. A copy of both the requisition and the purchase order is then filed in Central Purchasing and one in the Business Office. The originator receives a copy of the purchase order at the time of ordering. Items requested on purchase orders are delivered to central receiving, it is then delivered to the appropriate building secretary, occasionally invoices may be mailed directly to the originator, in these instances, invoices should be forwarded on to the Business Office immediately. Requisitions for purchases over $1,000 require telephone quotes from 3 vendors, if available.

No official may make a purchase in the name of the College exceeding ten thousand dollars ($10,000) for any single item or single group of items without competitive bids and

A Dean or the President must authorize issuance of credit cards. Applications are available at the Business Office. The individual will be notified when the card is received in the Business Office.

Credit limits are requested at $2,500 unless instructed otherwise by a Dean or the President.

Credit cards will be used for food, registrations, lodging and gasoline only. All lodging credit card receipts will be supported by an original itemized lodging receipt. Credit receipts for gasoline must have the vehicle unit number and state license tag number of the college vehicle.

Credit cards renew annually in September. The Business Office will notify individuals to turn in their old card and pick up their new card.

A Dean or the President must authorize the issuance of a telephone credit card and will notify the Business Office to issue a card and number to an employee. When employment ends, the card must be returned to the Director of Human Resources during the exit interview.

The College assigns an asset number and affixes a control sticker to all fixed asset items with a purchase price of at least $250. These stickers are affixed as the items are received in Central Stores. If a fixed asset is delivered directly to you and requires a number, please send Central Stores a written notice.

One of the control features of the Fixed Assets Inventory is to record the campus location of individual items. As items are moved to a different location, please notify Central Stores by memo identifying the asset number, brief item description and the new location to which the asset will be located. (back to top)

College vehicles may be reserved by calling the Physical Plant office, preferably as far in advance as possible. Employees will be asked for a destination, purpose of the trip, departure time and estimated return. If the departure is scheduled when the office is closed (before or after hours, weekends or holidays) employees will need to make arrangements to pick up the travel packet.

The travel packet will consist of a travel report, keys, and a Dodge City Coop Card-Trol card. This card will correspond with the number of the vehicle. The card can be used at various Dodge City Coop locations in the area. These locations are Dodge City, Jetmore, Hanston, Howell, Ensign and Haggard. The user of the College vehicle is expected to fill the gas tank prior to returning it to Physical Plant. If the returned vehicle is in need of extensive interior cleaning, the individual using the vehicle will be charged cleaning costs. Completion of the trip report with beginning and ending mileage, fuel account number and driver's signature is required. Please also note any deficiencies or necessary repairs in the space provided in the trip report.

When returning the vehicle to the College, if it is after hours, park the vehicle outside the gate and put the travel packet in the yellow key drop box located outside the gate. If the vehicle is returned during regular office hours, park it inside the gate and return the travel packet to the office. (See Appendix A, Vehicle Scheduling Guidelines, College Vehicle Trip Report, Travel/Expense Voucher).

Use of College vehicles is a privilege. Attention should be given to operating vehicles in accordance with College regulations and state law at all times. All infractions will be the responsibility of the individual to whom the vehicle is checked out, including payment of any and all vehicle violations (tickets). (back to top)

Requests to use conference rooms or other College facilities should be submitted to the Facilities Coordinator, extension 333, e-mail facshed, or FAX 227-9275. Requests to schedule the Board Room or the Administration Building North Conference Room should be submitted to the President's Office, extension 249.

The College welcomes the use of its facilities by campus and outside groups and can provide meeting space, performance areas and equipment. Special requests to accommodate individuals with disabilities should be made in advance. There will be no charge for facilities and equipment when used by recognized organizations having a direct affiliation with the College. A rental fee will be charged for facilities and equipment when used by groups not affiliated with the College. The College provides its facilities and equipment as a service to the public and reserves the right to deny access as it deems appropriate.

Food service arrangements must be handled by the user directly with Great Western Dining Service. (316) 227-9282 or (316) 227-9276 or 1-800-742-9519 extensions 282/276. (back to top)

All keys will be issued by Physical Plant upon receipt of a work order, signed by the President, a Dean or Associate Dean. A record of keys issued to each employee is retained in Physical Plant. Each employee is responsible for the security of keys in his/ her possession and for returning all keys to Physical Plant prior to the required exit interview with the Director of Human Resources.

The College phone system is for official business. Personal calls should be kept to a minimum. Telephone access codes are assigned by Business Office. Use of College telephones will be monitored on a regular basis. Telephone extension rosters and the DCCC employee telephone lists are available from the Public Information Office.

Voice mail is now available to employees and students and may be checked from anywhere in the United States. To set up your voice mailbox and receive training, contact Dannah Dieker, Business Office, ext. 210. Voice mail is not intended to replace good customer service. Calls should be answered promptly and messages returned as soon as possible. Greetings should be changed before holidays, extended absences from campus and whenever appropriate. (back to top)

Authorization from the President is required to fill all existing and new positions. The Position Disposition Form is used to obtain approval of the appropriate Dean and the President prior to the Director of Human Resources advertising any position. This form specifies the type of position, account number, budget information, job description, screening committee and advertising area. Contact the Director of Human Resources for detailed procedures. Dodge City Community College is an Affirmative Action/Equal Opportunity Employer. Refer to Notice of Non-discrimination in the Policies and Procedures Section.

All new employees and student employees are required to complete Bloodborne Pathogens training as appropriate to the risk exposure of their position. Supervisors should make sure training is conducted prior to new employees assuming positions.

The College will make the Hepatitis B vaccine and vaccination series available to any employee whose position falls within the employment categories identified as having potential exposure. The vaccine is offered after the employee has received training on Bloodborne Pathogens and within 10 working days of an employee's initial work assignment. Upon request, the College will make the Hepatitis B vaccine and vaccination series available to other employees within 24 hours of possible exposure.

Vaccines will be administered by the Ford County Health Department. Any employee that initially declines may request the vaccination series at a later time.

Building site coordinators have been appointed in each building to maintain appropriate containers for disposal of needles or sharps, provide and make readily available protective equipment for employees when there is occupational exposure and to provide forms for employees to properly record incidents.

The official personnel file for each employee is the property of the College and will be kept at all times within the Personnel Office. All official employment forms such as contracts, evaluations, and application materials will be kept on file. Employees may review their files and request insertion of employment information at any time.

In order for the College to maintain accurate records, it is important that the Personnel Office be notified promptly of any changes in name, address, phone number, and name of individual to contact in case of an emergency. Upon completion of additional College coursework, the employee should forward a copy of the transcript to the Personnel Office.

Employment can not begin until the required personnel procedures and personnel forms are completed and all documentation is on file in the Personnel Office.

All new employees must come to the Personnel Office, immediately upon reporting to work, for orientation procedures. The following documents and procedures (as required by category of employment) should be completed in the Personnel Office prior to reporting to the work location:

The Mentor Program has been developed to bring new employees into the DCCC organization in a positive, welcoming manner. Supervisors will assign mentors to new employees. This program is intentionally unstructured, allowing for interaction on an informal basis as the mentor and new employee feel appropriate. Mentor activities might include campus tours; introductions to the President, department heads or colleagues; walk through of routine procedures such as employee identification card, payroll procedures, parking, departmental procedures and attending College social functions, in-service, faculty meetings, games, etc. The mentor should not become involved in an employee's work performance or supervisor/employee relationship.

All new full-time and part-time classified employees will be employed for a training period of 60 calendar days, with the provisions of extending the training period for another 30 or 60 days with the approval of the supervisor and the Personnel Office.

1. Five (5) working days prior to the end of the initial training period, the immediate supervisor will conduct a written performance evaluation instrument for classified employees.

2. A written recommendation, along with the completed evaluation instrument, will be submitted to the Personnel Office two (2) working days prior to the termination date of the training period. The recommendation, based on the individual's job performance, will request the full or part-time employment status be continued, or that the training period be extended 30 or 60 days, or that he/she be terminated from employment at the end of the training period.

4. If the employee is to be terminated, the Personnel Office will prepare the necessary termination materials. In addition, the Personnel Office will schedule an exit interview with the employee. Refer to Board Policy 811.

Should any employee be rated unacceptable or marginal on a written evaluation, the supervisor may recommend that the employee be placed on training. Determination of training status and the length (not to exceed 60 calendar days) will be made by the Personnel Office at the supervisor's request and consultation with the appropriate administrative staff. Notification of training will be given in writing to the employee at meeting of the supervisor, employee and Director of Human Resources.

Specific recommendations to reach acceptable levels of performance will be in writing. A time schedule will be established to determine progress. This progress will be reviewed with the employee during the probationary period.

Prior to the conclusion of this training period, the supervisor will prepare a written evaluation which will be discussed with the employee. This will be forwarded to the Personnel Office with a recommendation to either restore the employee to regular status or to terminate the employee. If the recommendation is for termination of employment, the Personnel Office will prepare the necessary termination materials, meet with the employee and supervisor and schedule an exit review with the employee.

Performance evaluations for professional staff are covered by the Negotiated Agreement. Refer to Board Policy 811.

In compliance with K.S.A. 72-9002, 72-9003 and 72-9004, procedures established by the College and on file with the State Department of Education, all employees will receive an annual written performance evaluation consisting of a statement of goals, self evaluation and an evaluation by the supervisor. Subordinate evaluations may be distributed to employees to evaluate their supervisors and may be submitted anonymously to the supervisor's evaluator. Administrative and Program Technical employees will be evaluated twice annually, the first two years of employment and once a year thereafter.

Evaluations will be reviewed with the employee and the employee will be given the opportunity to add written comments. Employees should receive a copy of their completed evaluation. The original evaluation form, signed by both the supervisor and the employee will be forwarded to the Personnel Office, by the established deadline, and will become a permanent record in the employee's personnel file. Evaluations are conducted during the months of February and July.

Supervisors may conduct an evaluation at any other time during the year when they feel it is necessary. If the standard form is not used for additional evaluation, other written documentation concerning performance should be forwarded to the Personnel Office for the employee's official file. Any material that serves as an evaluation of an employee's performance must be discussed with that employee and signed by both parties. This procedure does not apply to faculty. Refer to Board Policy 809

Any employee may pursue a job-related complaint through the following process. Com- plaints must be brought in writing to the attention of the employee's immediate supervisor within twenty (20) working days from the date of the occurrence of the event giving rise to the complaint, or twenty (20) working days from the date that the employee should reasonably become aware of the event. Within ten ( 10) working days after presentation of the complaint, the immediate supervisor or designee will respond in writing to the employee.

In the event the complaint has not been satisfactorily resolved at this level, the employee may pursue the process, in written form, to the next level of authority within three (3) working days. The response from this administrative level will be given in writing no later than ten (10) working days after receipt of the written complaint. This time frame will be followed at all subsequent administrative levels through the President or designee.

All complaints reaching the President or designee through the line of administrative authority will be finally adjudicated by the President or designee. Complaints which come to the attention of members of the Board of Trustees will be referred to the President for resolution. Refer to Board Policy 808. Grievance/Complaint forms are available at the Personnel Office.

All employees are expected to advise their supervisors and the Director of Human Resources in writing, no less than two weeks in advance, of any intention to terminate their employment. Employees will be required to return all College keys, credit cards, College employee I.D. cards, any other College property in their possession and pay any outstanding debt to the College during the exit interview. Grade books are the property of the College and must be returned to the Dean of Instruction.

All employees are required to perform an exit interview with the Director of Human Resources on their last day at the College.

The Faculty Handbook has been developed as a guide for faculty and is available through the Dean of Instruction's Office, in the Administration Building. The Outreach Faculty Handbook is available from the Associate Dean of Instruction for Outreach at the LRC.

On-campus staff development activities are planned for employee groups throughout the year. The Dean of Instruction schedules periodic professional development sessions for College employees. The subject matter ranges from general interest to specific skills-oriented workshops. These activities are offered at no cost to employees. Supervisor approval should be obtained prior to attending an event during the normal work hours. (back to top)

Parking is not permitted in entrance or exit drives. Service drives are to be used by service vehicles only. Visitor parking, indicated with appropriate signs, is reserved for visitors to campus. Except as otherwise posted, the speed limit is 15 miles per hour on campus roads and driveways.

A parking sticker is required and should be placed in the lower left corner of the rear window. Stickers are available in the Student Services Department.

Certain areas are marked for specified parking such as handicapped, visitor, motorcycles and bicycles. Other vehicles parking in these areas will be subject to being ticketed and/or towed at the owner's expense. Designated areas are available for reserved parking through the office of Safety and Security. These are identified with the name of the individual who has paid a reservation fee which will be applied to the designated scholarship. Vehicles belonging to other than the registered owner of the space are subject to being ticketed and towed at the owner's expense.

Automobiles that are improperly or illegally parked, including those without a proper parking permit, are subject to being ticketed and/or towed at the owner's expense. Institutional fines are payable in the Business Office in the Administration Building. To appeal an institutional traffic penalty:

b. Complete the Traffic Appeal Form and return it to the Student Government Association Office.

c. The Appeal will be heard at the following meeting of the Traffic Appeal Board. (back to top)

These guidelines are for publications that will be seen by the public (e.g. brochures, posters, flyers, programs, cards, tickets, signs, ads, etc.). See appendix for a Public Information Request Form. The guidelines are not for classroom materials.

B. Average time lines (from submission to the Public Information Office to final copies in hand) are:

C. Check with the Copy Center Manager as to what copy paper is in stock. A request for paper not kept in stock needs to be made at least six weeks before the project deadline.

2. Complete a Public Information Request Form and submit project to the Director of the Public Information Office. Correct and complete copy should be:

Clips: Clips is a monthly newsletter containing information from the Board of Trustees meetings. Everyone is urged to use the newsletter as a campus-wide means of communication. Clips is distributed via e-mail through the campus computer network. It is also available over the Internet at http://www.dc3.edu/clips.html.

Photograph Requests: All photographs to be used via news media are to be requested through the Public Information Office. The Dodge City Daily Globe prefers a minimum of two days notice prior to the event. Last minute photo requests are difficult to meet, but the Public Information Office will assist as much as possible. A one week notice is desired. In addition, the Public Information Office is interested in knowing about events that would make possible photographs for future College Catalogs or View Books.

Press Releases (Newspaper) and Public Service Announcements (Radio/TV): All information for a news release or public service announcement is to be submitted to Public Information Office Director. Approximately five days should be given before the news release is to be mailed. Preferences on where news releases are to be sent should be indicated.

Ads & Flyers: Information for newspaper ads and flyers (posters) should be submitted to the Public Information Office Director. Serious thought should be given to determine the necessity and frequency of ads.

Speaker's Bureau: Once the Speaker's Bureau pamphlet is mailed to clubs and organizations, the program chairperson is encouraged to telephone the Public Information Office to schedule a speaker. However, if Dodge City Community College participants listed in the Speaker's Bureau publication are individually contacted, please notify the Public Information Office. A confirmation of the presentation is sent to the club and the presenter, and one copy remains in the Public Information Office. Continuance of the Speaker's Bureau program will depend on its usefulness to the community.

Campus Entrance Marquee Procedures: All requests for messages on the marquee must be submitted to the Public Information Office. Messages will be typed and forwarded to Maintenance for changing the marquee messages as needed. Keep in mind that there are three lines available with only 15 characters, including spaces, per line on each side of the marquee.

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Employee Handbook

Dodge City Community College