|
Policy: 5.3 Benefits
Adoption Date: June 26, 2023 Revised
INSURANCE
All full‑time employees eligible to participate in TRS or ORP are eligible for insurance benefits through the Employees Retirement System of Texas (ERS). Some coverage may be covered under the IRS Code 25 cafeteria plan. Information concerning these plans and other employee benefits may be obtained from the Human Resources office. Employees or eligible dependents will have the option to convert medical and dental coverage to individual policies at their own expense upon termination of their relationship with the district. The policies will be administered according to the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA). Insurance benefits paid for and provided by the HCJCD cannot be continued throughout the summer months following a resignation if the employee does not continue receiving compensation through the summer months.
RETIREMENT PROGRAMS
All full‑time employees (with the exception of return-to-work retirees) are required to belong to the Teacher Retirement System of Texas (TRS) or to the Optional Retirement Plan (ORP). Part-time employees belonging to TRS through another employer are required to include their college earnings in the retirement plan. Persons intending to withdraw from the retirement program may initiate withdrawal procedures upon receipt of the final paycheck. A supplemental retirement program is available for those who wish to participate. The Financial Benefits Committee monitors the program.
The employee can withdraw the personal contribution to TRS when he/she is no longer a college employee. However, if an employee remains with the college for a minimum of five (5) years, he/she has a vested interest and is entitled to receive the benefits from it upon retirement. Complete information regarding the Teacher Retirement Program is available in the Human Resources office or online @www.trs.texas.gov.
Those persons eligible for the ORP may enroll with any carrier approved by the State of Texas and the district. Only those companies shown on the List of 403(b) Certified Companies on the Teacher Retirement System web site will be considered for approval. If a company is removed from the TRS list, they will immediately be removed as an active carrier. Only those employees using that carrier at the time they become inactive may continue to use the carrier. A complete list of approved ORP carriers is available in the Human Resources Office. The district chooses to limit each carrier’s representatives, including brokers, to two (2) per city based on site location. The district and the carrier will mutually approve agents. The carrier or its respective agents may be removed from the active list by action of the Financial Benefits Committee at any time. Employees transferring form other schools are required to select an ORP carrier from the district’s list.
Return-to-work TRS retirees may be subject to a TRS Care and/or pension surcharges based on their retirement date. More information regarding TRS surcharges can be found on the TRS website.
RETIREMENT PLANNING
District employees considering retirement should give advance notice so that the Human Resources Office may provide assistance in obtaining information associated with retirement benefits (insurance & annuities).
TAX‑DEFERRED ANNUITIES
Under the provision of public law, an employee of the college may be eligible to purchase a tax‑deferred retirement annuity. While the annuity is being purchased, the employee does not pay current income taxes on the amount deducted from his/her salary for the annuity premium. Taxes will be paid on the deferred annuity at the time of withdrawal.
If the employee signs an agreement for a tax-sheltered annuity program, his/her current salary is reduced by whatever amount is stated on the agreement. This is defined as a reduction rather than a deduction to comply with the current tax regulations. Interested employees may obtain information on annuity programs, including a list of approved carriers, from the Human Resources office. A carrier may be removed from the active list by action of the Financial Benefits Committee at any time. Only those companies shown on the List of 403(b) Certified Companies on the Teacher Retirement System web site will be considered for approval. If a company is removed from the TRS list, they will immediately be removed as an active carrier. Only those employees using that carrier at the time they become inactive may continue to use the carrier.
SOCIAL SECURITY
All full-time employees are covered by Social Security. The necessary salary deductions are made each month and members are entitled to all benefits of the plan.
WORKERS’ COMPENSATION
All district employees are covered by workers’ compensation insurance while in the course and scope of their duties for the district. Workers’ compensation insurance pays for medical bills resulting from injuries or illness an employee incurs while in the course and scope of his/her duties with the District. Workers’ compensation also pays a partial salary continuation benefit for time lost from work as the result of an eligible work-related injury or illness. The length and amount paid are governed by State law. For injuries resulting in long term or permanent disability, the employee may be eligible for other payments as governed by State law.
Reporting Responsibility:
Any employee who experiences an on-the-job injury is required to notify his/her supervisor and the Chief Human Resources Officer as soon as possible after the incident occurs. The employee is required to complete the Injury Report and submit it to the Chief Human Resources Officer. If the employee is unable to report the injury or complete the Injury Report, the supervisor and/or co-worker should report the incident immediately to the Chief Human Resources Officer.
Lost Time:
It is the policy of the district that if an employee is disabled or unable to work because of an occupational accident, the employee shall be compensated as follows: Employees will be paid by the college during the seven-day “waiting period” as defined by workers’ com- compensation if the employee has accrued sick leave or vacation to cover the period. If the employee does not have accrued sick leave or vacation to cover the seven-day waiting period, that period will be without pay. An employee eligible for worker’s compensation wage benefits shall indicate whether he or she chooses to receive workers compensation benefits or use available paid leave until such benefits are exhausted. Employees receiving pay under the workman’s compensation program will not receive salary compensation from the college during the period that they are being paid by workers’ compensation, this includes any compensation for holidays that occur during that period.
LEGAL SERVICES
The Board of Trustees may authorize legal service for employees who are sued for actions that occur in the performance of their assigned duties. Information may be obtained from the Chief Human Resources Officer. Employees are encouraged to consider legal insurance available through for the Texas Community College Teachers Association.
EDUCATIONAL AND WELLNESS BENEFITS
Employees eligible for participation in the college insurance and retirement plans (as defined by the Employee Retirement System) may take advantage of several fringe benefits outlined below:
Credit Classes
Tuition costs may be waived for Trustees, employees and part-time employees eligible for ERS insurance benefits for a total of 6 hours per semester. Trustees, employees and part-time employees eligible for ERS insurance benefits are required to pay course fees, student service fees, building use fees, lab fees, as well as books, kits, or other supplies required for a class. Trustees, employees and part-time employees eligible for ERS insurance benefits that have resigned or whose tenure/employment is not expected to continue through the semester are not eligible to participate in either the Tuition Waiver or the Trustee/Employee Dependent Scholarship program.
Eligible dependents, as defined by the Employee Retirement System and/or the U.S. Department of Education Financial Aid Program, may be provided a scholarship to cover a portion of the cost of enrolling in courses for credit. In-District eligible dependents will receive a $150.00 scholarship and Out-of-District eligible dependents will receive a $180.00 scholarship will be applied before other aid. The eligible dependent is required to pay appropriate tuition, course fees, student service fees, building use fees, as well as books, kits, or other supplies required for a class.
Classes taken for audit purposes only cannot be covered through this program.
Trustees, employees, and part-time employees eligible for ERS insurance benefits or dependents who withdraw from all classes or fail to achieve a 2.0 semester grade point average (GPA) on courses paid in whole or in part from the Employee Scholarship program will be required to self-pay for courses the next semester. The Employee Scholarship will be reinstated once a Trustee, employee, or part-time employee eligible for ERS insurance benefits or his/her dependent(s) complete a semester of course work with a 2.0 GPA or above.
Non-Credit/Continuing Education Classes
Trustees, employees and part-time employees eligible for ERS insurance benefits may enroll in continuing education classes at 50% of the standard tuition and fees unless otherwise notified. Dependents of Trustees/, employees/, and part-time employees eligible for ERS insurance benefits are not eligible for the tuition reduction for continuing education classes. Students will be required to pay for books, kits, or other supplies required for class.
Fitness Center
Trustees, full-time employees, part-time employees, or retired employees and their dependents over the age of 18 may use the fitness center at no charge. Trustees, full-time employees, part-time employees, or retired employees using the Fitness Center under this arrangement will not receive college credit. Trustees, full-time employees, part-time employees, or retired employees wishing to receive credit may enroll under the Employee Scholarship program described above. Eligible dependents may enroll in the Fitness Center for credit under the Trustees/employee scholarship program.
Full-time non-employees of Howard College whose employer requires them to office on a Howard College campus will be given a discounted rate of $75 per year. The discounted rate does not apply to dependents of the full-time non-employee. All full-time non-employees wishing to receive college credit may apply and enroll as a Howard College student.
EMAIL USAGE
Retired employees have access to Howard College’s Microsoft Outlook email.
EMPLOYEE COUNSELING
Benefits are available through the insurance program for employees that are having difficulty in coping with a personal problem.
STAFF DEVELOPMENT INCENTIVE PROGRAM
The college has a voluntary staff development incentive program. The program has two categories: Wellness and Student/Community. Information about the program requirements are distributed each June. All full-time employees may participate in the staff development program.
The reward of each employee that completes the staff development program will be one vacation day. Employees that meet the requirements of the staff development program will receive the award in the month of June. Awards do not have to be used that fiscal year and can be carried forward. Awards can accumulate and can be used for vacation, personal or sick leave purposes. A single award cannot be used in increments but must be used in its entirety due to record keeping procedures. The employee must submit the form to claim the time as well as enter the time in the online time keeping system. Employees should inform supervisors of intentions to use staff development awards as an addition to regular leave in any given year. Lost forms will not be reissued. Upon leaving the institution, unused staff development forms cannot be submitted as a claim for reimbursement.
CHILDREN AT WORK
Employees should not bring children to the site and leave them unattended while involved in work or site business during regular working hours. Children should not attend work with their parents. In the event of a temporary, unusual circumstance, an employee should discuss the issue with the respective cabinet member. On the Big Spring site, a childcare center is available for employee’s children depending on space.
PREGNANT WORKERS FAIRNESS ACT (EFFECTIVE JUNE 27, 2023)
The Pregnant Workers Fairness Act (PWFA) provides consideration of reasonable accommodations to employees who have known limitations related to pregnancy, childbirth, or related medical conditions, unless the accommodation will cause the employer an “undue hardship”. An employee seeking a PWFA accommodation should contact the Chief Human Resources Officer at 432-264-5100 to begin the interactive process.
RIGHT TO EXPRESS BREAST MILK IN THE WORKPLACE
Effective September 1, 2015, per HB 786, the college will make reasonable accommodations for the needs of employees who express breast milk for one year after the child’s birth. A reasonable amount of break time will be provided. One 15-minute break during each half of the work shift will be allowed with pay. The employee must submit leave for any additional time taken. A location will be provided that is shielded from view and free from intrusion from other employees and the public.
The Providing Urgent Maternal Protections of Nursing Mothers Act (PUMP Act) requires an employee notify the college if they believe the college is out of compliance in providing breaks for a nursing mother. The employee must give the college 10 days to come into compliance before making any claim of liability against the district. An employee with concerns should contact the Chief Human Resources Officer at 432-264-5100.
EMPLOYEE HOUSING POLICY: TEMPORARY RELOCATION AND TRAVELING FACULTY ACCOMMODATION
Policy Statement
Howard College residence spaces are foremost for student housing purposes and should not be viewed as community housing at large. The housing needs of students are the priority and temporary accommodation for employees will be considered if space is available during times of housing shortages, for quick relocations or for unique situations as addressed below. Because becoming part of the community as soon as possible is valued, these relocation accommodations are provided on a temporary basis and should not be viewed as long-term solutions.
In unique situations such as hard-to-hire teaching specialties for the rural areas, and when in the best interest of the institution, long-term on-campus housing accommodation for traveling faculty living on campus during the week who are maintaining housing outside of the area will be considered and potentially offered dependent upon available space. This type of provision will be reviewed on an annual basis as space is available. If housing is not available, and when in the best interest of the institution, hotel stays will be provided in the local community as part of the employment package. This policy outlines the terms, conditions, and procedures for requesting employee housing, including applicable fees and the duration of occupancy. All arrangements are governed in accordance with the Employee Housing Contract, which must be signed prior to occupancy.
Policy Overview
Temporary housing may be made available to full-time employees who are newly hired, relocating to the Big Spring area and experiencing a transitional housing need. Long-term housing can be offered to traveling faculty who will maintain residence in another community and will be living on campus during the week when in the best interest of the institution. Housing is assigned based on eligibility and available space and is not guaranteed. Housing accommodations are in designated dorm rooms on the Big Spring campus or village housing on the SWCD campus and are intended to serve as short-term, transitional living arrangements for those relocating and longer-term to be reviewed on an annual basis for those faculty maintaining residence in another community and living on campus during the week.
Because space is limited, campus housing will be assigned on a first-come, first-served basis. For those relocating, the maximum duration of occupancy is six (6) months, and all residents must vacate at the end of their approved term or upon separation from the College, whichever occurs first. Requests for extensions beyond six months may be reviewed on a case-by-case basis and are subject to availability and approval by the President. For those traveling faculty maintaining residence in another community and living on campus during the week, a 12-month period will be allowed and renewal of the next year reviewed on an annual basis. Requests by supervisors to offer housing for employees as part of the employment process/package should be made to your immediate supervisor for submission to the campus housing administrator to determine if housing space is available.
Fees and Terms of Use
The monthly rental rate for an employee dorm room on the Big Spring campus is $400.00, an additional laundry fee of $12.50 per month will also be charged. The monthly rental rate for the employee at SWCD villages is $1000.00, there is no access to laundry area for SWCD villages. All housing fees are due by the 5th of each month, as detailed in the Employee Housing Contract. The employee is financially responsible for any damage beyond normal wear and tear. Occupants are expected to maintain the unit in good condition, adhere to all campus policies, and comply fully with the terms of the housing agreement.
Housing is intended solely for the use of the employee and their immediate family, if applicable. Pets, alcohol and smoking are strictly prohibited. These housing accommodations are not permanent residences and should not be viewed as such.
For safety and liability reasons, recreational equipment such as but not limited to trampolines, above-ground pools, and play structures, or any other type of unauthorized items, equipment, or structures is strictly prohibited on college-owned residential properties. Additionally, no interior or exterior alterations may be made to any college-owned building. This includes the addition or removal of items or structures on the surrounding grounds. Any exceptions must receive prior written approval from the Chief Operations & Safety/Security Officer or the College President. Failure to comply with this policy may result in removal of the unauthorized equipment or modifications at the resident’s expense and may lead to disciplinary action or termination of housing privileges.
Handguns are allowed in accordance with Policy: 4.18 Concealed Carry of Handguns on Campus.
Howard College reserves the right to modify, suspend, or discontinue this policy at any time, with appropriate notice, based on institutional needs and space availability. The College assumes no responsibility for personal injury or damage to a resident’s personal property resulting from the installation, placement, or use of unauthorized use of recreational equipment, or any other type of unauthorized items, equipment, or structures, or from any unauthorized modifications, alterations, or additions to college-owned buildings or grounds.
TELEWORK
Background and Purpose
Howard College offers limited telework arrangements in alignment with Senate Bill 2615 (89th Legislature). As stated in the bill analysis for SB 2615, “The COVID-19 pandemic led to widespread adoption of remote work policies in many fields, including higher education. While certain institutions of higher education maintain remote work options, the bill sponsor has informed the committee that students and faculty may benefit from in-person collaboration and access. A 2019 study published in The Review of Higher Education demonstrated that engagement with faculty and peers positively impacts student outcomes among a nationally representative sample of community college students. C.S.S.B. 2615 proposes to standardize telework policies for public institutions of higher education by requiring in-person work for most roles with certain exceptions.” Telework eligibility differs based on employee classification as outlined in Senate Bill 2615. This policy is designed to mirror the intent of the bill’s author and the ultimate legislation.
Full-time telework arrangements are offered with the intent of the arrangement being the primary job of the employee during the assigned work hours as agreed upon in the job design. Arrangements must be approved by the employee’s supervisor, the respective Cabinet member and the President. Any unreported secondary work conducted during the agreed upon hours is grounds for immediate revocation of telework privileges and possible termination. Current employees considered for full-time telework must have no active disciplinary actions and have completed six consecutive months of service with performance rated “Solid Performer” or higher. The same consideration will be used for new employees considered for full-time telework using the current reference check method for new hires. Full time telework arrangements will be reviewed annually by the President. Telework may be granted, modified, or withdrawn at the College’s discretion.
Classified Employee: Full-Time Telework Eligibility
Classified Employee: Employee located on the CEO, Executive Cabinet, Exempt, Non-Exempt, Interpreter Salary Schedules.
There are some classified employee positions that are teaching but are not faculty members of the college that can be considered for telework. Classified employees may be considered for full-time telework if they:
a) demonstrate the ability to work independently,
b) have a strong understanding of their role and responsibilities,
c) manage time effectively,
d) have a record of completing tasks thoroughly and efficiently,
e) hold a position that does not require regular in-person presence or direct interaction with students, staff, or administrators.
Faculty Employees: Full-Time Telework Eligibility
Faculty Employee: an employee located on the Faculty Salary Schedule.
Faculty members may only telework under the conditions authorized by Senate Bill 2615. These include:
a) short-term as noted in situational arrangements detailed in the section that follows,
b) employed in a teaching position if currently assigned to teach only a course or program that has been approved for remote instruction through the college’s academic oversight or faculty governance procedures, and that are designated as either distance education or dual credit offerings provided by the college,
c) employed as a faculty member and is on a temporary research assignment located off the college campus; or
d) employed as a faculty member who provides telehealth services as part of the employee’s assigned clinical, research, or instructional duties.
This policy does not prohibit an employee of the college from providing instruction for a dual credit course or program either at the campus of a school district or open-enrollment charter school, or by telework if required for the course or program.
Refer to Policy 6.5 – Faculty Teaching Load and Pay for further instructional expectations.
Equipment, Security, Workspace, Visitor Restrictions, & Compliance Requirements
Full-time telework employees are provided college issued laptops and licensed software for the performance of work-related duties. The off-site workspace must have reliable high-speed internet, be a private space free from distractions, and meet all data security and FERPA compliance requirements. Employees are financially responsible for loss or damage to college issued equipment resulting from negligence, as well as for providing and maintaining their own desk, workspace furniture, and home utility services. The home office is designated solely for the performance of assigned duties for Howard College and must remain secure and free from access by individuals who are not employees of Howard College. No clients, vendors, customers, family members, friends, or other third parties may enter or utilize the home office space. Prior to telework authorization, employees must provide their supervisor with their telework address, office space measurements and verification that the workspace is free from hazards. Howard College will require confirmation through photographs, video call inspections, or other verification methods that the home office meets required safety, security, and confidentiality standards. These provisions are mandatory to ensure compliance with the college’s general liability and workers’ compensation insurance requirements, and failure to comply may result in disciplinary action, up to and including termination.
Out-of-State Employment
Telework is limited to Texas residences; out-of-state arrangements are not permitted.
Performance Monitoring
Supervisors evaluate output, adherence to deadlines, and work quality using the same metrics applied to on-site work. Failure to maintain satisfactory performance, responsiveness, or security compliance will result in corrective action up to and including mandatory return to campus or dismissal. Full-time teleworkers must have a bi-annual evaluation performed by the Supervisor and submitted to Human Resources.
Employees’ Eligibility for Situational Telework
Situational telework refers to telework arrangements approved to address extraordinary circumstances. This policy does not apply to late starts, early releases, and/or temporary weather days. Refer to Bad Weather Days for further information.
Eligibility for situational telework applies to all employee classifications; however, these arrangements are not universally applicable and depend on the nature of the employee’s role.
This type of telework may be granted during an employee’s medical recovery such as temporary illness, a temporary or permanent medical condition or disability requiring the institution to make a reasonable accommodation under state or federal law or events that directly interfere with the employee’s ability to work in person as determined by the President, such as inclement weather, fire, enemy attack, civil disturbance, power failure, cyber-attack, epidemic, riot, or any condition that poses a danger to the employee’s physical health or safety or prevents the employee from performing their assigned duties at the college.
Arrangements must be approved by the employee’s supervisor, the respective Cabinet member, and the President in writing, and will be reviewed and reauthorized every 30 days or as otherwise determined by the President.
During situational telework, work hours are not charged against the employee’s leave balance; however, all time worked must be documented and submitted in compliance with college time and attendance procedures.
Work Hours, Availability, Tracking, and Travel
Full-time and situational teleworkers must be logged into college networks for the full scheduled workday, respond to supervisor calls within fifteen minutes and emails within two hours. Full-time classified teleworkers are required to input time worked in the official payroll/time-and-leave system in the form of a time sheet clock-in. Overtime for non-exempt or compensatory time may not be earned unless expressly pre-approved in writing. In addition to travel required to conferences and other related events for the position, teleworkers may be required to travel to the main campus for scheduled events, training, meetings, or other work-related obligations. Such travel is at the discretion of the supervisor and should be considered a condition of the telework agreement. Employees must make necessary arrangements to attend when notified in advance. Per diem for required travel originating from the agreed-upon home base will be administered in accordance with Policy 4.2 F. Per Diem and Partial Per Diem Expenses.
Leave and Attendance
Full-time and situational teleworkers follow the same leave policies (Policy: 5.6 Leaves of Absence) as on-site employees, leave must be entered and approved utilizing the college leave tracking system.
Termination or Suspension of Telework Privilege
The College may suspend or terminate a telework agreement at any time, with or without cause, by written notice to the employee. Employees must report to their campus worksite within three business days after receiving such notice unless otherwise directed.
Authority and Review
Supervisors are responsible for departmental coverage and compliance. This policy will be reviewed annually and amended as needed to ensure alignment with operational demands, accreditation standards, and statutory requirements.
|
