PART II. EMPLOYMENT GUIDELINES
A. Employee Handbook
The Blackhawk Technical College (BTC) Employee Handbook (Handbook) is intended to provide guidance regarding the College's policies and operating procedures along with information pertaining to benefits offered to eligible full-time employees Procedures that are applicable to a specific employee classification are either noted in the relevant section of this Handbook or the appendices at the end of this Handbook.
The College believes this Handbook will serve as a useful resource throughout employment with BTC. The Handbook and College policies and procedures apply to all employees of BTC. It is the responsibility of every employee to be aware of and abide by existing policies and operating procedures.
The Handbook is not able to answer every question or anticipate every situation. For that reason, the College may interpret, reinterpret, change, supplement, or rescind any part of this Handbook or any of its other policies from time to time as it deems appropriate, with or without prior notice. At times there may appear to be a conflict between the Handbook and BTC policies and procedures. Should any employee have a question, please contact the Human Resources Department (HR Department) for clarification.
Nothing in this Handbook or in any of the College's policies, practices, or representations to or about its employees is an express or implied contract. Additionally, please understand that no supervisor, administrator, manager, individual College Board member, or representative of the College has the authority to enter into any agreement with any individual for employment for any specified period or to make any promises or commitments contrary to the foregoing. Only the District Board itself can do this. Further, any employment agreement entered into by the College will not be enforceable unless it is in writing and approved by the Board.
Blackhawk Technical College’s Policy and Procedure Manual is available on the College’s website. An electronic copy of the manual can be accessed throughout the Handbook by clicking under “Relevant Links ”
B. Employment Status
This Handbook is not intended to create a contract of employment, express or implied, or evidence of a contract of employment, between the College and any one, or all, of its employees. Only the District Board (the "Board") has the authority to enter into such contracts. Any such agreement must be in writing and signed by an authorized representative of the Board and the employee.
Except as required by the laws of the state of Wisconsin, every employee of the College serves as an at-will employee. As such, the College cannot guarantee any employee continued employment for any definite period of time. Employees have the right to depart from employment at any time, for any reason or no reason, and the College retains the same right to end employment at any time, as allowed by applicable law.
C. Confidentiality
Student information and personal health information that employees obtain as a result of their employment with the College is confidential and protected by law unless such information has been designated as directory data The law, combined with respect for students and employees, requires that these issues are only discussed with employees who need to know the information Any requests for individual or College records will be referred to the appropriate administrator.
D. Nondiscrimination
The College is committed to equal opportunity in educational programs, employment, and all access to institutional programs and activities. The College, and each individual who represents the College, shall provide access to its services, classes, and programs without regard to an individual’s legally protected status.
Legally protected status is defined as: sex or gender, national origin, religion, age, gender identity, gender expression, race, color, genetic information, sexual orientation, disability, military and veteran status, pregnancy and any other protected class established by applicable state, federal, or local law. The President/District Director shall establish College procedures and processes that ensure all members of the College community can present complaints regarding alleged violations of this policy and have their complaints heard in accordance with state and federal laws regarding nondiscrimination.
No College funds shall be used for membership, or for any participation involving financial payment or contribution on behalf of the College or any individual employed by or associated with it, to any organization whose membership practices are discriminatory on the basis of sex or gender, national origin, religion, age, gender identity, gender expression, race, color, genetic information, sexual orientation, disability, military and veteran status, pregnancy and any other protected class established by applicable state, federal, or local law.
E. Equal Opportunity
The College desires to build a community in which opportunity is equalized and a climate of acceptance is fostered, with the inclusion of students and employees from a wide variety of backgrounds. The College recognizes that diversity in the academic environment fosters cultural awareness, mutual understanding, and respect, and provides suitable role models for all students.
Equal opportunity will be provided in accordance with federal, state, and local nondiscrimination laws and executive orders. An Equal Opportunity/Affirmative Action Plan for equal opportunity in employment and education will be monitored by the District’s Equal Opportunity Officer appointed by the President/District Director. All administrators, supervisors, and employees are responsible for the implementation of the Equal Opportunity/Affirmative Action Plan and adherence to all nondiscrimination and equal opportunity policies and procedures.
The College will seek assurance from all contractors and suppliers of products and services that they do not discriminate. The purchase of products and services from women, minority and disabled business owners will be encouraged.
Questions should be directed to the BTC Equal Opportunity Officer at 6004 S. County Road G, P.O. Box 5009, Janesville, WI 53547-5009, (608) 757-7773.
Relevant Links
BTC Policy and Procedure Manual
• Policy E-219 – Nondiscrimination
• Policy E-220 – Equal Opportunity
F. Discrimination and Harassment Reporting
The College is committed to providing an academic and work environment that is free from discrimination and harassment. The College will not tolerate unlawful discrimination, harassment, or retaliation against a person who files a report or participates in the investigation of a report relating to discrimination or harassment by an employee, student, customer, or vendor.
Employees discriminating against other employees, students, or non-employees will be subject to corrective action under appropriate College employment procedure. Students discriminating against other students, employees, or non-employees will be subject to discipline under the applicable student code of conduct. The College will take necessary corrective action to remedy instances where discrimination or harassment is determined to have occurred. All employees are mandatory reporters of harassment and discrimination and are obligated to report harassment to appropriate College officials.
For sexual harassment under Title IX, reports should be made in accordance with Procedure E-222.2 – Responding to Harassment Based on Sex Under Title IX.
Use of this procedure does not preclude the right of a person to also file a complaint with the Equal Rights Division of the Department of Workforce Development, the Department of Education’s Office for Civil Rights, the U.S. Equal Employment Opportunity Commission or the U.S. Wage and Hour Division in the Department of Labor or any other administrative or law enforcement agency with jurisdiction over the complaint. Most non-discrimination laws have a time limit of 180 to 300 days for filing a complaint.
Reporting Procedure
Step 1: File a Report. If a person believes they were subject to an act of discrimination or harassment as defined in this procedure, they may report the discrimination or harassment to the College’s Equal Opportunity Officer within 300 days of the date of the alleged discrimination or harassment. The report may be oral or written; however, the College encourages written reports. Reports may be submitted online at blackhawk.edu.
Step 2: Notification of Rights. Upon receiving the report, the Equal Opportunity Officer will inform the reporting party of their rights under state and federal law. This will include outlining external resources that are available through the Wisconsin Department of Workforce Development and the Equal Employment Opportunity Commission, if applicable.
Step 3: Determination of Validity. The Equal Opportunity Officer will review the report to determine if it is valid under this procedure. Validity does not concern whether an unfair act has occurred but whether the report pertains to conduct that is governed by this procedure. If the report is determined not to be valid under this procedure, the matter
will be closed, and the Equal Opportunity Officer will refer those involved to any appropriate College resources. If the report is determined to be valid under this procedure, the Equal Opportunity Officer will investigate the merits of the report.
Step 4: Investigation. The Equal Opportunity Officer will conduct a prompt, fair, and impartial investigation of the report that will include, but will not necessarily be limited to, interviews with the reporting party, responding party, and appropriate witnesses; fact and information gathering; and review of documentary evidence. The Equal Opportunity Officer will attempt to complete their investigation within thirty (30) calendar days from receipt of the report. However, the investigation period may be extended if the Equal Opportunity Officer determines an extension is necessary in order to complete a proper investigation. The Equal Opportunity Officer will inform the parties of any extension.
Step 5: Determination of Responsibility. Within ten days of completion of the investigation, the Equal Opportunity Officer will issue a written determination to both parties regarding whether an act of discrimination or harassment has occurred. This deadline may be extended by the Equal Opportunity Officer if they determine that an extension is necessary in order to prepare the written determination. The Equal Opportunity Officer will make their determination using the preponderance of evidence standard, which means that the Equal Opportunity Officer will base their decision on whether they find it is more likely than not that an act of discrimination or harassment occurred. If the Equal Opportunity Officer finds it is more likely than not that an act of discrimination or harassment occurred, their written determination will also impose appropriate corrective action, up to and including termination of employment or expulsion, as applicable.
Step 6: Appeals. There are two options for a party who wishes to appeal the determination of the Equal Opportunity Officer: investigation appeals and corrective action appeals.
a. Investigation Appeals. Either the reporting party or the responding party may request an investigation appeal of the investigator’s decision by submitting a written request for an investigation appeal to the Equal Opportunity Officer within five business days of receiving the Equal Opportunity Officer’s decision. An investigation appeal may be filed on either of the following grounds: (1) that the appealing party believes the Equal Opportunity Officer failed to comply with this procedure and that the failure materially affected the outcome of the investigation, or (2) that there is new evidence, unknown or unavailable during the original investigation, that materially affects the Equal Opportunity Officer’s original determination. All investigation appeals will be reviewed by the President/District Director or designee. Decisions on investigation appeals will be issued within ten business days of receipt of the appeal request. However, this
deadline may be extended if it is determined that an extension is necessary in order to make a proper decision on the appeal.
b. Corrective Action Appeals. Either the reporting party or the responding party may request a corrective action appeal by submitting a written request for a corrective action appeal to the Equal Opportunity Officer within five business days of receiving the Equal Opportunity Officer’s decision. A corrective action appeal may be used when the requesting party does not contest the Equal Opportunity Officer’s determination of whether an act of discrimination or harassment occurred but does wish to appeal the specific sanction imposed. Corrective action appeals will be reviewed by the Executive Director – Student Services if the requesting party is a student or the President/District Designee if the requesting party is an employee. Decisions on investigation appeals will be issued within ten business days of receipt of the appeal request. However, this deadline may be extended if it is determined that an extension is necessary in order to make a proper decision on the appeal. The sanction being appealed will remain in effect during the appeal.
Reporting Party Rights
Reporting parties of discrimination or harassment have the right to:
• Be notified of existing resources for counseling, health, mental health, victim advocacy, legal assistance, visa and immigration assistance, student financial aid, and other services available within the College and in the community.
• Be notified about options for, available assistance in, and how to request changes to academic, transportation, and working situations or protective measures regardless of whether the reporting party chooses to report to local law enforcement.
• Report to law enforcement authorities and be assisted by the College in doing so.
• Decline to report to law enforcement.
• File a complaint with the U.S. Department of Justice and/or U.S. Department of Education Office for Civil Rights.
• Exercise rights as detailed in Chapter 950 of the Wisconsin Statutes when reporting to a Wisconsin law enforcement agency.
• Apply for crime victim compensation, which can help pay for unreimbursed expenses that are the result of crimes causing personal injury or death, including
lost wages, counseling, medical costs, and replacement of property held as evidence.
Reporting Party and Responding Party Rights
The College shall provide assistance to the reporting and responding parties, including access to copies of nondiscrimination laws and regulations, related guidelines, and other relevant material supplied to the College by the federal government. In addition, the Equal Opportunity Officer shall provide consultation in the use of this reporting procedure.
Neither the reporting party nor the responding party shall arbitrarily delay action of the reporting procedure.
Non-Retaliation
Retaliating directly or indirectly against a person who has in good faith submitted a report, made a report, or participated in an investigation is strictly prohibited. Retaliation includes, but is not limited to, pressuring the person to drop or not support their report or to provide false or misleading information; engaging in conduct that may reasonably be perceived to adversely affect that person’s educational, living, or work environment; threatening, intimidating, or coercing the person; or otherwise discriminating against any person for exercising any rights or responsibilities under this procedure. Retaliation may exist regardless of whether the report is ultimately found to have merit. Any retaliation will be treated as a violation of this procedure.
Administration of Procedure
Records shall be kept of each report in the office of the Equal Opportunity Officer. Such records shall be maintained in a confidential manner and for a minimum of three years after the resolution of the complaint.
It is the primary responsibility of the Equal Opportunity Officer to ensure the effective implementation, processing, recordkeeping, and notification required by this procedure. The President has appointed Kathy Broske, Executive Director of Human Resources/CHRO, as the Equal Opportunity Officer.
If the Equal Opportunity Officer is named in the report or implicated by the allegations in the report, the report should be filed with the College’s Title IX Coordinator. The investigation will be conducted by the Title IX Coordinator or assigned to another staff member or external person under contract with the College.
Definitions
Discrimination: A difference in treatment in any service, program, course, or facility provided by the College that is based on a person’s legally protected status.
Equal Opportunity Officer: Employee designated by the College’s President who has the responsibility for coordinating this procedure. Kathy Broske, Executive Director of Human Resources/CHRO, is the College’s Equal Opportunity Officer.
Harassment: Unwelcome conduct based on a person’s legally protected status where (1) enduring the conduct becomes a condition of continued employment/enrollment, or (2) the conduct is sufficiently severe or pervasive to create a work/learning environment that a reasonable person would consider intimidating, hostile, or abusive. The conduct may include, but is not limited to, offensive jokes, bullying, slurs, epithets, or name calling; physical assaults or threats; intimidation, ridicule, or mockery; insults or putdowns; offensive objects or pictures; and interference with performance. The term harassment, as used in this procedure, shall at all times be interpreted consistent with applicable law. Sexual misconduct is another form of harassment that is prohibited by this procedure. Sexual misconduct includes non-consensual sexual intercourse, nonconsensual sexual contact, sexual exploitation, interpersonal relationship violence, sexor gender-based stalking, sexual harassment, rape, acquaintance rape, sexual assault, dating violence, and domestic violence.
Protected Status: Legally protected statuses include sex or gender, national origin, religion, age, gender identity, gender expression, race, color, genetic information, sexual orientation, disability, military and veteran status, pregnancy and any other protected class established by applicable state, federal, or local law.
Report: A complaint alleging the occurrence of an act of discrimination or harassment as defined under this procedure.
Reporting Party: A person who files a report. A reporting party can be, but is not necessarily limited to, an applicant for employment with the College, a college employee, an applicant for admission to a program or course at the College, or a college student.
Responding Party: The person who the reporting party has alleged to have violated this procedure.
Relevant Links
BTC Policy and Procedure Manual
• Procedure E-221.2 – Discrimination and Harassment Reporting
• Procedure E-222.2 – Responding to Harassment Based on Sex Under Title IX
G. Disability Accommodation
The College is committed to complying fully with the Americans with Disabilities Act (ADA) and all other applicable federal, state, and local laws by ensuring equal opportunity in employment for qualified persons with disabilities. The College is also committed to not discriminating against any qualified employee or applicant because they are related to or associated with a person with a disability.
The College also provides reasonable accommodations for qualified individuals with disabilities in accordance with applicable federal, state, and local laws. A qualified individual with a disability may make a request for a reasonable accommodation to their supervisor or Human Resources. The Reasonable Accommodation Request Form is located on the employee intranet. All employees are expected to cooperate in a disability accommodation situation.
H. Criminal Charge and Conviction Records
Pre-employment criminal charge and conviction records checks are completed on all full- and part-time employees of the College. Caregiver background checks are also performed on all applicable staff (e.g., Health Sciences, Public Safety, and Early Childhood Education).
It is the responsibility of all employees to notify the College of any criminal charges or convictions of felonies, misdemeanors, or other noncriminal offenses that occur during the course of their employment with the College. Failure to notify the College may be cause for termination. The College will determine if there is a need to assign an employee to administrative leave pending the outcome of an investigation. In accordance with State law, criminal charges or convictions will not be used or considered unless they are substantially related to the circumstances of the particular job. Unexcused absences from work caused by an arrest or conviction may be cause for termination.
Anyone who leaves employment and returns to employment within twelve months shall, upon return, inform the College of any criminal charges or convictions occurring during the time period they were not employed with the College. When an employee has not worked for more than twelve months, a criminal charge and conviction records check will be completed before the individual returns to employment
Relevant Links
BTC Policy and Procedure Manual
• Policy C-220 – Criminal Charge and Conviction Records Checks
• Procedure C-220.1 – Criminal Charge and Conviction Records Checks
I. Violence in the Workplace Prohibited
The College is committed to providing a safe and healthy work environment free from intimidation, threats, or acts of violence. The College will not tolerate threats or acts of violence directed by an employee toward others Violence is defined to include, but is not limited to, physical assault, aggressive behavior (either physical or verbal), intentional destruction of the College's property, intimidation through verbalized or implied threats, fighting on or off the College's premises during work time (regardless of who instigates the altercation), or destruction of another's property on the College's property or while on college business Any reported threats or acts of violence will be investigated and will be grounds for corrective action, up to and including termination.
Do not assume that any threat or act of violence is not serious Any employee who believes they have been threatened with violence, has been a victim of an act of violence, either related to or on the job, or is aware of another individual who has been subjected to or threatened with violence must report this information to their supervisor, to another supervisor, or to the College President as soon as possible The College will investigate such reports and take action appropriate to the situation. When necessary, the College will cooperate with local law enforcement agencies. The College will not retaliate against any employee who in good faith reports a potential instance of workplace violence.
Relevant Link
BTC Policy and Procedure Manual
• Policy H-220 – Campus Safety and Violence Prevention
J. Computer Use and Security
The BTC computer and network systems are the sole property of the College. They may not be used by any person without the proper authorization of the College. BTC computer and network systems are for college instructional and work-related purposes.
Computer users must respect copyrights and licenses to software and other online information. Software protected by copyright may not be copied except as expressly permitted by the owner of the copyright or otherwise permitted by copyright law. In addition to software, all other copyrighted information (text, images, icons, programs, etc.) retrieved from computer or network resources must be used in conformance with applicable copyright and other law. Copied material must be properly attributed. Plagiarism of computer information is prohibited in the same way that plagiarism of any other protected work is prohibited.
All college software must be procured in accordance with the College’s procurement policies and procedures. Users may not install personally owned software (including media players, screensavers, games, etc.) to information technology resources owned by the College. Information Technology Services staff are the only persons authorized to copy or install software programs to network servers. The installation of freeware, shareware, open source, and trial programs will not be permitted on college computers unless approved by Information Technology Services. When illegal or unauthorized software is found, it will be removed by Information Technology Services staff.
The College reserves the right to monitor all use of the BTC computer and network systems to assure compliance with computer use policies and procedures. Users should be aware that they have no expectation of privacy in the use of BTC computer and network resources. The College will exercise this right only for legitimate college purposes, including but not limited to ensuring compliance with computer use policies and procedures and the integrity and security of computer and network systems.
Information security includes protection of the confidentiality, integrity, and availability of college information. The College’s Information Security Program is intended to protect the confidentiality, integrity, and availability of the data employed within the College while providing value to the way we conduct business. The College’s Information Security Officer (Director - Information Technology Services) has the authority and responsibility to ensure compliance with applicable information security requirements.
When logged onto the BTC computer network, computer users are responsible for ensuring the security of computer resources, including never providing access to unauthorized users and ensuring that workstations are not left unsecured.
All employees should understand their responsibilities for complying with the College’s Information Security Program, use college information resources in compliance with all information security policies and procedures, and seek guidance from the Information Security Officer (Director - Information Technology Services) for questions or issues related to information security.
All users have the right to be free from any conduct connected with the use of BTC computer and network resources which discriminates against any person on the basis of sex or gender, national origin, religion, age, gender identity, gender expression, race, color, genetic information, sexual orientation, disability, military and veteran status, pregnancy and any other protected class established by applicable state, federal, or local law.
No user shall use the BTC computer and network resources to transmit any message, create any communication of any kind, or store information which violates any college policy or procedure regarding discrimination or harassment, or which is defamatory or obscene, or which constitutes the unauthorized release of confidential information.
A user of college information resources who is found to have violated computer use and/or security policies or procedures will be subject to disciplinary action, including but not limited to loss of information resources privileges, disciplinary suspension or termination of employment, or civil or criminal legal action.
The above is excerpted from E-610.1 Acceptable Use of College Computer Equipment and Systems, E-610.2 Software Licensing and Installation for College Computers, and E-610.3 Information Security. For complete information pertaining to computer use and security, please review the procedures in their entirety in the BTC Policy and Procedure Manual.
K. Use of Social Media
When using social media for professional or personal reasons, employees should never represent themselves as a spokesperson for the College. If the College is a subject of the content an employee is creating, the employee should make it clear that they are an employee of the College and the views expressed do not represent those of the College.
Employees also should adhere to the following guidelines. Violation of these guidelines is subject to disciplinary action.
• Use of the College’s logos, school trademarks and photos must not be used without permission from the Executive Director - Marketing and Communications.
• All content posted should not violate FERPA and HIPAA laws.
• Content that includes discriminatory remarks, harassment, and threats of violence or similar inappropriate or unlawful conduct is not permitted.
• Images of students and employees should not be used without consent.
Relevant Link
BTC Policy and Procedure Manual
• Policy G-640.1 – Social Media
L. College Workspaces and Personal Property
College workspaces are provided for the performance of position responsibilities Employees will have no expectation of privacy with respect to any item or document stored in or on college workspaces or property If necessary, the College may, at any time, conduct a search of its property, regardless of whether the searched areas are locked or unlocked.
The College encourages employees to use good judgment in proper and secure storage of necessary personal property. The College does not assume any responsibility for loss, theft, or damage to an employee's personal property The College is not liable for vandalism, theft or damage to employee cars parked on school property.
PART III. HOURS OF WORK
A. Hours of Work/Flexible Work Options
Hours of operation for Central Campus, the Advanced Manufacturing Training Center (AMTC) and the Monroe Campus are published on the college intranet.
Normal working hours for college administrative hourly and salaried employees consist of five (5), eight (8) hour days scheduled in accordance with the hours of operation. All employees will take a minimum of a 30-minute unpaid meal period for each eight-hour shift Other rest breaks and meal periods must be approved by a supervisor.
Instructional faculty work hours will be determined by the instructional supervisor The timing of the work hours will be developed by considering the needs of students, interests of instructors, department resources, and the best interest of the overall College.
The College provides flexible work options as part of a supportive and inclusive environment. Examples of flexible work options include flexible schedules, compressed work weeks, open campus, and remote work. Flexible work options do not modify the College’s normal hours of operation or minimize a supervisor’s authority to schedule and establish work schedules that provide coverage within the department. Flexible work requests are evaluated on a case-by-case basis and approved by college leadership.
Departments have the option to work a summer hours schedule whereby employees may work 9-hour days (plus a 30-minute meal period) Monday – Thursday and four (4) hours on Friday morning.
The College may establish different hours of work and/or work schedules as needed On such occasion, the College will attempt to provide a 48-hour notice to the affected employees The College and its supervisors also have sole discretion to schedule all work hours, breaks, and meal periods.
Relevant Link
BTC Policy and Procedure Manual
• Policy C-350 – Flexible Work
• Procedure C-350.1 – Flexible Work Options
B. Academic Calendar
The academic calendar will be set by the College annually for the purpose of planning and communication. Academic calendars are accessible on the employee intranet (Academic Calendar Committee page)
Relevant Links
• Academic Calendar 2023-2024
• Academic Calendar 2024-2025
C. Inclement Weather
In the case of severe inclement weather, it is the College’s practice to close facilities but to remain open for business. When this occurs, employees will be expected to work remotely. When inclement weather is predicted, employees should plan ahead to ensure that they will be able to provide services and work effectively from a remote location. Supervisors should work with employees to determine typical work assignments on days when the employee is working remotely due to inclement weather. Faculty should work with their supervisor to develop a plan for continuation of student instruction.
Employees who are unable to work remotely should use vacation or personal leave, if eligible, or take the day without pay
In the event an employee has prescheduled leave days and is unable to work remotely on a day when College facilities are closed due to inclement weather, leave time will be charged to the employee.
Employees can receive College closure information through SafeAlert text messaging, local radio and television broadcast media, or by visiting blackhawk.edu.
When College facilities remain open during inclement weather, supervisors should ensure that sufficient staff are working on campus to provide regular services and support to the College Community consistent with departmental continuity business plans. However, no one is asked to risk personal injury in order to report to work. Employees who do not report to work in this situation may work remotely with supervisor approval, use vacation or personal leave, if eligible, or take the day off without pay.
D. Other Emergency Conditions
In conjunction with local health and/or public safety authorities, the College may decide to close a building or take other emergency measures in order to safeguard the health and welfare of employees, students, and the public Examples of emergency conditions include power outages, damage to a college building, a natural disaster, or a quarantine imposed by health officials. Under such circumstances, employees will typically be expected to work remotely. However, the College may choose to authorize paid leave for employees.
Relevant Link
• Policy E-150 – Inclement Weather
BTC Policy and Procedure Manual
• Procedure E-150.1 – Inclement Weather Communication Plan
PART IV. WORK ASSIGNMENTS
A. Temporary Assignments/Involuntary Transfer
When necessary, employees may be temporarily and/or permanently transferred to different jobs or promoted to meet immediate or long-term operational needs. These assignment changes will be based on the employee's relative ability, experience, and other qualifications
Temporary assignments will normally not exceed one (1) year in duration and employees will typically receive their regular rate of pay for the time spent on a temporary assignment.
An employee considered for an involuntary transfer to another position will be given advance notice, provided a reason for the transfer, and offered an opportunity to discuss the impact of the transfer.
B. Position Vacancies
When the College determines that a vacancy or new position will be filled, a notice will be posted of such vacancy or new position The posting will include the date by which the position is to be filled, title of position, and requirements of qualified candidates. Current employees who meet the position qualifications are encouraged to apply for the vacant or new position All employees who apply for a position will be notified of the selection outcome.
Designated internal postings will be posted for five (5) working days. Current employees may complete an online application through the applicant tracking system during the time of the posting. After the fifth working day of the posting, the hiring manager and Human Resources will review the qualifications of internal applicants. Based on the internal candidate pool, the decision may be to proceed with an interview of internal applicants; however, there is no guarantee that any or all internal candidates will be selected for an interview. If there are no qualified internal candidates for the position, the College will post the position externally and begin the search for external applicants.
When a position is posted internally and externally simultaneously, internal applicants who meet the qualifications of the position are encouraged to apply and will be considered within the applicant pool based on their qualifications When internal candidates are selected to interview, they will participate in an interview process structured for the position.
Hiring decisions will be based on the qualifications, experience, and ability of the applicants. The College is committed to a hiring process that supports the goals of equal opportunity and diversity and provides equal consideration for all qualified candidates.
C. Performance Reviews
Work performance for full-time employees will be reviewed on an ongoing basis, and supervisors and employees are strongly encouraged to discuss job performance and goals throughout the year. The evaluation process for administrative hourly and salaried employees includes a mid-year review. Formal summative evaluations will occur annually and as needed. If an employee believes that a performance review is needed and/or past due, the employee should discuss the matter with their immediate supervisor or the Human Resources Department. Newly hired employees may receive a formal evaluation after six months of employment.
D. Separation of Employment
Voluntary Separation of Employment - Resignation
Notice
The College expects advance notice when an employee decides to resign. The advance notice depends on the employee's job classification; administrative hourly positions are expected to provide a two (2) week minimum notice, administrative salaried positions are expected to provide a thirty (30) day notice, and faculty are expected to provide a ninety (90) day notice prior to the start of the next semester. When an employee does not provide proper advance notice, this information may be shared in an employment reference or verification
Payment of Employee Leave Benefits
Employees who terminate employment and provide appropriate advance notice are eligible for the amount of vacation time earned, but not taken The amount of earned vacation time is determined by the amount of time actually worked during the year in which the employee terminates employment Vacation pool days, if applicable, are not paid out at termination Employees may not use vacation during the notice of resignation period for purposes of extending the termination of employment effective date.
If the advance notice includes a holiday at the end of the notice period, the College will consider that appropriate notice has been given. However, since the termination date is established as the last day worked, holiday pay will not be granted.
Voluntary Separation of Employment – Retirement Notice
Employees hired before July 1, 2023, who elect to retire and are eligible for health insurance premium contribution continuation at retirement are required to notify the College six (6) months in advance of their anticipated retirement date. Faculty retirement dates should coincide with the end of the spring or fall semester. The retirement date will be recorded as the official last day of work.
Payment of Health Insurance Premium Contribution Benefits for Employees Hired before July 1, 2023
Upon retirement on or after age 55, the College will contribute the amount designated during the open enrollment period for each calendar year of the family or single coverage premium payment based on the employee's full-time, benefit-eligible years of service to the College Employees with twelve (12) years of full-time service to the College will receive three (3) years of paid health insurance; employees with fifteen (15) years of full-time service will receive four (4) years of paid health insurance; employees with eighteen (18) years of full-time service will receive five (5) years of paid health insurance After age 65, any health insurance provided is coordinated with Medicare
Involuntary Separation of Employment – Staff Reduction
The College may need to reduce the number of employees employed by the College due to a lack of work and/or funds, or for conditions beyond our control The College may also reduce the number of employees for reasons of efficiency of operation or changes in the nature of the work to be performed. The College will make decisions for staff reductions based on the affected area(s) of services or instructional programs, the qualifications and experience of the employees in the affected area, performance of assigned job duties, and the service time of employees
Employees in positions that are subject to staff reduction or layoff due to loss of funding are eligible for the amount of vacation time earned, but not used The amount of earned vacation time is determined by the amount of time actually worked during the year in which the position is eliminated.
Involuntary Separation of Employment – Termination
Employees terminated for cause may not be eligible for a vacation payout
PART V. EMPLOYEE RECORDS
A. Employee Information
Each employee is responsible for reporting changes in marital status, dependents, legal name, residence and mailing addresses, phone numbers, direct deposit information, emergency contacts, and any information that may affect their tax withholdings or benefits This information is necessary as it may affect the employee's compensation, dependents' eligibility for health insurance, and other important matters. To update any of this information, please notify the Human Resources Department.
B. Personnel File
Any employee wishing to review their personnel file must submit a written request to the Human Resources Department. The College will provide an employee access to their personnel file as required by applicable law Certain personnel records may be excluded from this review, as determined by law. Should an employee want copies of their personnel file, minor requests will be accommodated Copies of complete files or of significance may result in a charge for the related costs.
PART VI. WAGES AND PAY PRACTICES
Blackhawk Technical College strives to pay competitive wages and salaries aligned to market, maintain equitable internal compensation practices, and comply with all applicable wage and hour laws. As a result, the College has adopted the practices described below.
A. Base Wages
Salary and wage schedules for faculty, administrative hourly and administrative salaried employees are located on the employee intranet (Financial and Human Resources, Compensation and Payroll).
Employees will receive compensation in an amount determined by the College, with consideration for the employee's experience, performance level, job duties, and level of responsibility within the College.
Employees with an overall performance rating of Improvement Needed and/or employees who are placed on a performance improvement plan are not eligible for annual pay increases.
B. Workweek and Payday
The payroll week for employees paid by time entry is Sunday through Saturday. Nonexempt employees and part-time faculty will receive compensation in bi-weekly payroll deposits every other Tuesday. If the payday falls on a holiday, employees will be paid on the preceding business day.
Exempt employees are paid on a bi-monthly schedule on the 15th and 30th of each month. If the payday falls on a holiday or weekend, exempt employees will be paid on the preceding business day.
C. Direct Deposit of Paychecks
Payment of wages will occur through direct deposit for all employees. Employees may select a financial institution of their choice for direct deposit. To change a direct deposit authorization, employees should complete a new direct deposit form, available on the Compensation and Payroll intranet page. The form must be submitted via interoffice mail or emailed to Payroll from the employee’s BTC email account.
D. Deductions from Paychecks
Deductions will be made from an employee's paycheck as required by law, including federal and state withholding taxes and any garnishments or other deductions. These deductions will be itemized on the check stub If there are any questions about the amounts shown on the paycheck or how they were calculated, employees should contact Payroll.
E. Error in Pay
Every effort is made to avoid errors in paychecks If any employee believes an error has been made, they should contact their supervisor immediately. The College will review the concern and take steps to ensure that all necessary corrections, if any, are made by the next pay period.
F. No Impermissible Deductions
The College will not make deductions from the pay of exempt employees because of variations in the quality or quantity of their work, nor will any other impermissible deductions be made from pay under federal or state wage and hour laws If an employee believes they have been subjected to an impermissible pay deduction, the employee must promptly report the pay deduction to their supervisor, and the College will review the concern. If the College determines that an impermissible deduction has been made from an exempt employee's pay, the employee will be reimbursed, in full, for the improper deduction.
G. Recording of Hours – Non-Exempt Employees
All hours worked must be recorded through the time reporting process and timesheets should be approved by the immediate supervisor. It is the responsibility of the employee to accurately record their hours worked, vacation, sick leave, personal leave, and other absence data each pay period. Under no circumstances is a non-exempt employee expected or permitted to work, regardless of date, time, or location, without being paid for time worked. Employees should work their normally scheduled hours as directed by their supervisor and may not work outside those hours without advance approval from their supervisor.
The College intends to enforce and abide by the Fair Labor Standards Act, as well as all applicable federal and state wage rules and laws. If you believe you have been erroneously underpaid or overpaid for the work you have performed, you are strongly urged to contact Human Resources as soon as possible. Errors, unless unduly delayed in being reported, will be corrected.
H. Overtime Pay – Non-Exempt Employees
Overtime will be paid at time and one-half (1½) for all time worked over forty (40) hours in any work week by a non-exempt employee. Paid holidays and approved vacation will be considered hours worked for the purpose of computing overtime pay; use of sick or personal leave will not be considered. All overtime must be approved by the supervisor before it is performed.
In lieu of pay, full-time, non-exempt employees may elect, with supervisor approval, to bank overtime earned as compensatory time. Compensatory time may accumulate up to a maximum bank of 40.5 hours of time available at any one time. Compensatory time will be taken at times approved by the employee's immediate supervisor. If an employee has unused earned compensatory time at the end of the fiscal year, it will be paid out.
PART VII. PAID AND UNPAID TIME OFF
A. Holidays
College observed paid holidays will be considered workdays in the determination of leaves of absence, overtime pay, or accrual of vacation and sick leave.
Full-time, 12-month employees typically observe eleven (11) paid holidays during the year; school year employees observe six (6) holidays. Holidays designated with an (*) do not apply to school year employees:
New Year’s Day
Martin Luther King, Jr., Day
Labor Day
Christmas Day
Thanksgiving Day New Year's Eve* Memorial Day* Day after Thanksgiving Floating Holiday+
Independence Day*
Christmas Eve*
When a holiday falls on Saturday, it will be observed on Friday When a holiday falls on Sunday, it will be observed on Monday. When Christmas Day or New Year's Day fall on Saturday, those two-day holidays will be observed on Thursday and Friday of their respective weeks.
+Occasionally, the determination of the annual academic calendar results in an unscheduled holiday. When this occurs, full-time administrative hourly and salaried staff may designate one day during the fiscal year as a Floating Holiday. When administrative hourly and salaried staff are eligible for a Floating Holiday, this will be communicated at the start of the fiscal year.
All College facilities will be closed for the period between Christmas and New Year's. The three business days between the designated Christmas Day and New Year’s Eve holidays will also be paid days off for 12-month employees. Employees with an alternate workweek schedule (for example, Monday is a scheduled day off) can opt for another day off in the workweek with agreement by the supervisor.
For payment of holiday pay when terminating employment, please refer to the Separation of Employment section of the Employee Handbook.
B. Sick Leave
Full-time employees are eligible for sick leave, with pay, for specific absences due to the illness, injury, or medical/dental appointment for the employee or an immediate family member* Absences due to the illness, injury, or medical/dental appointment for the employee or an immediate family member* will be deducted from the cumulative sick leave balance. Unused sick leave can accumulate to one hundred forty (140) days.
The following applies to annual sick leave for each employee classification:
• Twelve (12) month employees will accumulate one (1) sick day per month of employment.
• School year employees will be granted ten (10) days of sick leave each school year. The ten days of sick leave will be credited at the start of the school year.
o If a school year employee misses any part of their assignment (i.e., classroom assignment, office hour, etc.) on a given day, a half day of sick leave will be deducted.
o If a school year employee misses their entire assignment on a given day, a full day of sick leave will be deducted.
• Sick leave must be used in one-half day or full day increments for exempt employees; non-exempt employees may use this leave in hourly increments.
Notification and Usage
Employees need to notify their supervisor in advance for scheduled medical/dental appointments or procedures and submit the leave report/time entry record in Banner upon return to work from an illness or an injury.
The College may require a Certification of Health Care Provider if the absence exceeds five (5) consecutive workdays, applies to leave as defined under the Federal and/or Wisconsin Family and Medical Leave Act (FMLA) or as deemed necessary in other cases where abuses of sick leave may be occurring Leave designated as FMLA will run concurrent with the employee's eligibility for similar leave.
The intent of sick leave is to provide a paid benefit when an absence is due to the illness, injury, or medical/dental appointment of the employee or immediate family member* Any employee requesting or claiming such leave for purposes other than as intended will be subject to corrective action and/or termination.
*The immediate family will be defined as the employee's spouse/domestic partner, the employee or employee's spouse/domestic partner's children, or the employee or employee's spouse/domestic partner's parents. The aforementioned immediate family will include "step" family members.
Employees will not be compensated for accumulated sick leave when they retire or when employment terminates.
Sick leave will not accrue during an approved unpaid leave of absence.
C. Family and Medical Leave
It is the policy of the College to comply with all applicable state and federal laws relating to leaves of absence. All employees should read the Family and Medical Leave information posted on employee bulletin boards and on the Employee Leave and FMLA intranet page found under the Financial and Human Resources tab.
Under the Wisconsin Family and Medical Leave Act (FMLA), an employee who has been employed by the College for at least 1,000 hours in the preceding fifty-two (52) weeks and employed for at least fifty-two (52) consecutive weeks is a “qualifying employee” for Wisconsin family and/or medical leave.
During a 12-month calendar year period, a qualifying employee under the Wisconsin Family and Medical Leave Act may take:
• up to two (2) weeks of unpaid leave for a serious health condition of the employee that makes the employee unable to perform the essential functions of their position.
• up to two (2) weeks of unpaid leave for the care of a spouse, domestic partner, child, or parent of the employee if they have a serious health condition, or
• up to six (6) weeks of unpaid leave for the birth of a child, or for the placement of a child with the employee for adoption or foster care.
Under the Federal Family and Medical Leave Act, an employee who has been employed by the College for at least 1,250 hours in the preceding twelve (12) months and employed for at least twelve (12) months is a “qualifying employee” for federal family, medical and/or military family leave. During a 12-month period, a qualifying employee under the Federal Family and Medical Leave Act may take:
• up to twelve (12) weeks of unpaid leave for a serious health condition of the employee that makes the employee unable to perform the essential functions of their position, or
• up to twelve (12) weeks of unpaid leave for the care of a spouse, child, or parent of the employee if they have a serious health condition, or
• up to twelve (12) weeks of unpaid leave of the birth of a child, or for the placement of a child with the employee for adoption or foster care, or
• up to twelve (12) weeks of unpaid leave for a “qualifying exigency” arising out of the fact that the spouse, child, or parent of the employee is on active duty or has been notified of an impending call to active duty in support of a contingency operation, or
• up to twenty-six (26) weeks of unpaid leave for a spouse, child, or parent or next of kin of a covered service member who is recovering from a serious illness or injury sustained in the line of duty on active duty.
The employee’s entitlement to leave for the birth, placement, or adoption of a child must be taken within twelve (12) months of the event. More than a total of twelve (12) weeks of family or personal medical leave and/or twenty-six (26) weeks of military family leave in any 12-month period may exhaust the right to reinstatement to a job and can result in termination of employment. The College calculates FMLA leave on a “rolling” 12-month period measured backward from the date of each FMLA usage.
An employee taking FMLA leave must give reasonable advance notice (thirty (30) days) and must schedule the leave so that it does not unduly disrupt college operations. If the leave is unanticipated, an employee must give notice immediately and specify whether the leave is for FMLA purposes. Employees may substitute, for portions of Wisconsin FMLA leave, paid or unpaid leave of any other type provided by the College for which they qualify and have already earned. The College will require employees to use such paid leave to cover Federal FMLA absences
The College will require certification from a health care provider if employees request a leave of absence to care for a child, spouse, domestic partner, or parent with a serious health condition, or military family leave. In addition, updated healthcare provider certifications are required for continuous and intermittent leave. For continuous leave, employees are required to furnish an update at least every thirty (30) days. For intermittent leave, an update will be required at least every six (6) months.
When an employee requests military family leave, they will be required to provide certification that the spouse, child, or parent is on active duty or has been notified of an impending call to active-duty status. In addition, if the leave is for an employee’s own serious health condition, they will be required to provide a Return-to-Work Release Form from their health care provider. The College may also require a second opinion, or if the first two opinions differ, a third opinion from a health care provider at the College’s expense.
While on family and medical leave or military family leave, employees are entitled to continue health insurance coverage as if they were actively at work.
If paid leave is substituted for unpaid leave, the employee portion of the health plan premium will be deducted from the employee’s paycheck. If leave is unpaid, employees must pay their portion of the premium. The employee’s health care coverage will cease if the premium payment is more than thirty (30) days late.
If an employee fails to return to work for a minimum of thirty (30) days following family and medical and/or military leave, they will be responsible for 100% of the cost of the health insurance premiums at the point the leave became unpaid.
Certain key employees, as outlined under Federal and Wisconsin FMLA, may not be eligible for reinstatement to their jobs or equivalent positions following a leave if reinstatement would cause the College serious hardship. All other employees returning to work from FMLA will be reinstated to the same or an equivalent position.
D. Worker’s Compensation
An employee who is absent from work due to an injury caused by the performance of their work is entitled to apply for benefits under the Worker’s Compensation Law. The employee must utilize the BTC Personal Injury/Illness Report Form, available on the employee intranet (Employee Resources, Safety and Security), to report the injury to the Human Resources Department within 24 hours.
Employees who claim compensation for absence due to a work-related injury will be allowed to supplement the amount of the Worker's Compensation received by drawing from their accumulated sick leave balance. The supplemental pay plus the Worker's Compensation will not exceed the employee’s normal earnings. This supplemental pay will be reduced to days and/or the nearest day in determining the number of days of sick leave that will be charged against the sick leave balance.
Before the employee is allowed to resume normal or modified-duty work, the employee shall submit the Return-to-Work Release Form located on the employee intranet (Benefits, Employee Leave) to the Human Resources Department indicating the employee’s ability to return to work and identifying any work restrictions.
E. Personal Leave
Full-time employees may be granted up to a maximum of four (4) days of paid personal leave, for the purpose of attending to personal business that cannot be conducted outside the employee's typical work hours This leave must be used in one-half day or full day increments
The College does not require a detailed explanation of the need for personal leave; however, the following examples represent appropriate use of personal leave:
• Serious illness of a family member
• To attend a funeral
• Graduation of a family member
• Wedding of a family member
• Judicial or legal obligations
• Religious observations or ceremonies
• Inclement weather
Any employee requesting or claiming personal leave for purposes other than the intent of this leave will be subject to corrective action and/or termination.
If an employee wishes to take personal leave, written notice to the supervisor is required at least three (3) working days in advance of the date of the leave. In the event of an emergency where advance notice cannot be made, the employee will need to make all reasonable efforts to report the absence to their supervisor as soon as practicable and, upon return to work, submit the leave report/timesheet
F. Bereavement Leave
Full-time employees are eligible for bereavement leave A maximum of five (5) days leave, with pay, will be granted in the event of the death of the employee's spouse/domestic partner or children A maximum of three (3) days leave, with pay, will be granted in the event of the death of the following family member(s) of the employee or the employee's spouse/domestic partner: parent, brother, brother-in-law, sister, sister-in-law, grandchild, or grandparent The aforementioned immediate family will include "step" family members.
Additional time may be granted upon written request to the President/District Director or designee, with a copy to the immediate supervisor; such additional leave will be without pay. In all cases, bereavement leave will not be counted as sick leave, nor deducted from any accumulated sick leave.
G. Military Leave
A full-time employee ordered to serve active military service for a specified period of time will be placed on leave of absence without pay. The exact date on which the leave is to begin will depend upon individual circumstances and should be mutually agreed upon by the employee, supervisor, and Executive Director of Human Resources
When the employee returns from military service, the College will offer reemployment in the former job, if available, or in a job of similar status and pay, if the following eligibility requirements are met:
1. Must have been a regular full-time employee.
2 Must have left the job due to an order to serve active military service A short period of time off between the last working day and entry into military service does not void this requirement.
3. Must receive a certificate of satisfactory completion of military service, other than dishonorable discharge.
4. Must apply for reemployment within the following time limits for leaves:
• If less than 31 days, report to work the next regularly scheduled workday after receiving adequate travel and rest.
• If 31 to 180 days, return to work within 14 days after completion of service.
• If more than 180 days, return to work within 90 days after completion of service.
5. Must be able to perform the duties of the former position.
6. The College's circumstances have not drastically changed, which would prevent its ability to offer reemployment.
Military Reserves
Full-time employees in the National Guard, Air Force Reserve, Army Reserve, Naval Reserve, or Marine Reserve will be allowed time off, not to exceed one month, for training purposes Employees will need to notify their immediate supervisor at least two weeks prior to the last day of work. The supervisor will notify the Executive DirectorHuman Resources of the last day of work and expected return date.
H. Jury Duty
Any full-time employee receiving a summons for jury duty or subpoenaed to participate in legal proceedings before any judicial or quasi-judicial or administrative body regarding matters relating to Blackhawk Technical College will need to immediately inform their immediate supervisor of such fact and the time, date, and court where the employee is to report. Any full-time employee selected for jury duty, or subpoenaed to participate in a legal proceeding, will be paid their normal salary or wages for time missed. The employee should turn their jury duty check over to Accounting. Subsistence, travel, or other allowances paid do not need to be turned over to Accounting. If the employee is excused or released from jury duty/legal proceeding prior to the halfway point of their daily schedule on any workday, the employee will return to work for the remainder of their work schedule.
I. Extended Leave of Absence
Upon request, the President/District Director may grant a full-time employee a leave of absence, without pay or employer-paid benefits, for a period not to exceed one (1) year An employee requesting an unpaid extended leave of absence must have exhausted eligible paid leave, if applicable, prior to requesting and receiving authorized unpaid leave.
In the event the extended leave of absence is for the employee's or an eligible family member's serious health condition, the leave will run concurrent with the employee's eligibility for similar leave rights under the Federal Family and Medical Leave Act and the Wisconsin Family and Medical Leave Law.
PART VIII. BENEFITS
The College provides a comprehensive employee benefits package designed to enhance employee welfare and wellbeing A general description of each of these benefits is set forth below These benefits are subject to change from time to time at the College’s sole discretion, with or without notice. Complete details of the benefits are set forth in the plan documents In the event of a conflict between the description of the benefits in this Handbook and the plan documents, the plan documents will prevail.
A. Health Insurance and COBRA
The College offers group health insurance to eligible employees. The College will determine annually the amount paid by the employer Any portion of the premium not covered by the College must be paid by employees electing insurance coverage. Employees who separate employment from the College may continue health and dental insurance coverage through COBRA.
For health insurance continuation as an early retirement benefit, please see requirements in the Separation of Employment section of the Employee Handbook.
B. Dental Insurance
The College offers group dental insurance to eligible employees The College will pay the premium for dental insurance for full time employees.
C. Term Life Insurance
The College will pay the individual premium of each full-time employee who elects to participate in the Life Insurance Program.
D. Wisconsin Retirement System
Employees pay an amount equal to one-half of the statutorily required contribution to the Wisconsin Retirement System Employee contributions will be deducted pre-tax.
E. Long-Term Disability Insurance
The College provides long-term disability insurance for full-time employees. When an employee is continuously disabled for ninety (90) calendar days, they move to long-term disability status if they are eligible for benefits. The College will pay the premium for long-term disability insurance for employees
F. Liability Insurance
The College provides insurance coverage for eligible employees as a comprehensive general liability insurance policy. Any changes in policy coverage will be communicated to all eligible employees prior to implementation.
G. Vision Insurance
The College offers supplemental vision insurance. Participation in the plan is voluntary with premiums determined annually.
H. Pet Insurance
The College offers pet insurance. Participation in the plan is voluntary with premiums determined annually.
I. Flexible Spending Account
The College offers a Flexible Spending Account (FSA) program, as provided by Section 125 of the Internal Revenue Code, to eligible employees. The program allows employees to pay for certain eligible medical, dental, and dependent care expenses with pre-tax dollars through payroll deduction. Participation in the program is voluntary with maximum contribution limits determined annually.
J. Employee Assistance Program (EAP)
The College provides immediate and confidential help for work, health, or life concerns to eligible employees through the EAP benefit program.
K. Tuition Assistance for BTC Credit Courses
Employees may take a credit course offered at Blackhawk Technical College with some requirements. Enrollment in the course cannot displace a tuition-paying student. The course must improve job-related skills, and the employee must obtain approval from their supervisor and Human Resources prior to registering for the course. The College will reimburse the employee for tuition fees; the employee is responsible for other course fees Satisfactory completion of the course is required.
For more information about tuition assistance, visit the Benefits page on the employee intranet.
PART IX. SAFETY
A. Smoking
Per Policy E-340, smoking, the use of tobacco products, and the use of electronic cigarettes is permitted in designated areas only. All employees and visitors who smoke or use these products are expected to be considerate of those who do not and to abide by the following rules:
1. Refrain from use anywhere within the College's facility; and
2. Properly dispose of hot matches, ashes, and cigarette butts in ashtrays, never on the ground or in trash receptacles.
B. Weapons Prohibition
The College regulates the possession and use of weapons on campus and, for the purpose of safety, prohibits the possession of weapons in campus buildings, in areas where outdoor classroom activities are held, and in locations where College-sanctioned events are held. Certified law enforcement officers and authorized campus Armed Security Officers are exempt from this prohibition. See Policy H-230 for more information.
C. Drug and Alcohol Use
Employees under the influence of alcohol or illegal drugs while at work will be subject to corrective action procedures. The College may conduct drug or alcohol testing for employees where required or warranted unless otherwise prohibited by federal or state law. See Policy E-343 for more information.
D. Emergency Procedures Guide
Per Policy H-229, the Emergency Procedures Guide provides employees with guidelines for responding in emergency and crisis situations. During an emergency, the wellbeing and safety of students and employees is of paramount importance. This plan is intended as a tool to assist employees as they respond to emergency situations and should not be viewed as a step-by-step procedure. It includes a number of checklists that can be used as a guide when responding to emergency situations. While the guide has been developed to cover a wide range of emergency and crisis possibilities, it cannot address every type of emergency event. Every situation is different and requires staff to act reasonably and responsibly given their best judgment. All employees are encouraged to become familiar with these guidelines so prompt action can be taken to protect students, employees, and facilities.
The Emergency Procedures Guide is available in each department and on the Campus Safety and Security page on the intranet. A quick reference emergency procedures guide (commonly referred to as the "waterfall") is posted in each work area.
Relevant Links
BTC Policy and Procedure Manual
• Policy E-340 – Smoking/Tobacco
• Policy E-343 – Alcohol
• Policy H-229 – Emergency Preparedness
• Policy H-230 – Weapons Free Facilities
PART X. EXPECTATIONS
A. Attendance and Punctuality
Reliable and punctual attendance is critical to meet the operational expectations of each department and division in the College. In addition to decreasing performance and increasing operating costs, absences and tardiness can disrupt work schedules and place a burden on co-workers, who may have to assume additional responsibilities. Excessive absenteeism and/or tardiness may lead to corrective action, up to and including termination of employment. Please note that an employee's unexcused absence record will be considered for performance reviews, promotions, transfers, and other employment actions.
Absenteeism is defined as an unexcused absence from the workplace during a scheduled workday. Tardiness is defined as arriving to work ten (10) or more minutes late. Failure to provide adequate notice of absence or tardiness may result in corrective action, up to and including termination. If you must be late or absent, you must notify your supervisor at least thirty (30) minutes before the beginning of your scheduled shift in the manner specified by your department supervisor. If you cannot contact your supervisor, inform the administrative assistant of your department as soon as possible. If you do not call during regular business hours, you should leave a message stating that you will be late or absent and the reason(s) for being late or absent. If you are unable to call in yourself because of an illness, emergency, or for some other reason, be sure to have someone call on your behalf. The person you designate must also follow these procedures.
If you are absent due to an illness of five (5) or more consecutive workdays or return to work with a work restriction, you must provide your supervisor with a written doctor's excuse or a return-to-work authorization upon your return to work. The College reserves the right to request written excuses at our discretion, such as in the case of repeated occurrences of short-term absences.
Unexcused absence from work for three (3) consecutive workdays without notifying your manager, as described above, will be considered a voluntary resignation.
If you are using vacation time and want to extend such time off, you must seek approval from your supervisor in writing, so they receive your request at least three (3) working days prior to the expiration of your scheduled vacation. Employees who fail to provide adequate notice be required to use vacation/personal leave time and will be subject to corrective action, up to and including termination.
This policy applies to absences and tardiness to and from scheduled meal periods.
B. Job Performance
The College will generally follow the steps outlined below, but under certain circumstances may, in its sole discretion, deviate from these steps.
In the case of job performance deficiencies, an employee will first receive notice from their supervisor. If job performance does not improve, the employee may be placed on a performance improvement plan, which will include specific goals to be met within a specific time frame Should the employee fail to meet the requirements of the plan, they will be subject to termination.
In addition, employees who fail to meet minimum competency standards established by federal and/or state law or by the College will be subject to termination.
C. Training Policy
The College will pay for any training expenses incurred by an employee for attending professional development required by the College for job-related training programs approved by the College.
The suitability, acceptability, and scheduling of training programs will be determined by the supervisor, in their sole discretion. All requests to attend any training sessions must be approved by the supervisor prior to attendance The College will not pay for expenses incurred for attending non-approved training sessions.
For certain training sessions, the College may require the employee to sign an agreement specifying the employee's and the College's responsibilities.
Any books, handbooks, or other program materials paid for by the College are property of the College and must be returned to the College when employment is terminated. Employees may opt to purchase the above materials themselves, or reimburse the College for said materials, in which case the employee will retain the materials so purchased.
D. Professional Appearance
The personal appearance of employees impacts the College environment and the business image that the College presents to students and visitors. During hours of operation or college programs/activities, employees are expected to dress according to the requirements of their role, which is typically business casual. Some positions and/or specific activities may require casual dress, uniforms, or safety- or industry-specific attire, as determined by the supervisor. Employees should consult their supervisor for direction and clarification regarding appropriate attire/appearance.
E. Standards of Conduct
The College expects employees to maintain a professional environment that supports student learning and provides a collaborative atmosphere for faculty and staff. To meet this objective, the College has established the following guidelines for the protection of its employees, property, and business interests, but no such list can ever be complete or encompass every possible scenario. The College has always maintained the highest standards of service As a result, the College expects that employees will exercise good judgment and common sense in their day-to-day conduct.
The following are areas of inappropriate conduct and some examples that will warrant corrective action, up to and including termination of employment. These areas and examples are not intended to be an exhaustive list of inappropriate conduct; these actions merely provide a basis for understanding unacceptable behaviors The severity of the corrective action will be determined by the College, in its sole discretion and in accordance with Corrective Action for Misconduct
Failure to Perform
1. Insubordination, including the physical or verbal refusal of a direct order, lack of cooperation, or failure to follow instructions or perform work requested by a supervisor.
2. Unreliable or poor performance, as determined by college and supervisor standards.
3. Unexcused or excessive absenteeism.
Violence/Threatening Behavior
4. Improper treatment of a fellow employee, manager, student, or non-employee, including the use of abusive or offensive language
5. Carelessness, willfully defacing or destroying College property, or endangering human safety.
6 Fighting, physically threatening others, or starting a disturbance on college property.
Falsification/Deceit
7 Disclosure or removal of college records or property without proper approval.
8. Falsifying records or other acts of dishonesty.
Violation of Policy
9. Violating safety rules or policies.
10 Violation of any other College policy.
The above guidelines are not intended to be all-inclusive, and the College reserves the right to take corrective action for improper conduct not specifically listed here. Questions regarding standards of conduct should be directed to the Human Resources Department
F. Corrective Action for Misconduct
The College will generally follow the corrective action steps outlined below, but under certain circumstances may, in its sole discretion, deviate from these steps based on the facts and circumstances surrounding a particular act of misconduct or another situation. In this regard, the College will treat all employees equally in the application of this policy. Supervisors are encouraged to inform all employees in their department/division of conduct requirements and provide consultation for potential violations.
When an act of misconduct occurs, the following corrective action steps may be taken:
1. The employee will be provided with a written warning of the first offense.
2. Upon a second violation in the same category of conduct, the employee will be suspended without pay The duration of the suspension will be at least one (1) day, but not more than thirty (30) days. The College reserves sole discretion to determine the appropriate length of the unpaid suspension, based on the severity of or circumstances surrounding the offense.
3. Upon the third violation in the same category of conduct, the employee will be terminated.
The College may, in its sole discretion, waive specific corrective action for a given employee, and in that case the employee will be notified of said waiver. In such case, the waived corrective action will be deemed to have been imposed, for purposes of this policy Failure to take corrective action for an employee in one case will not preclude corrective action of that individual or another employee for the same or similar offense under other circumstances.
For the purposes of corrective action, all infractions will be considered as current during a three-year period following the occurrence of the infraction.
G. Complaint Resolution Procedure
The purpose of this procedure is to comply with Wisconsin State Statute 66.0509 and to provide the exclusive internal method for resolving all employee complaints concerning discipline, termination, and workplace safety.
The complaint resolution procedure can be found on the employee intranet under Financial and Human Resources, Talent Management.
Procedure Guidelines
1. The objective of the complaint resolution procedure is to resolve issues in an expedient manner by working through the process at each step available.
2. Employees may choose to seek guidance from Human Resources in determining submission of a complaint or during the process of resolution.
3. The complaint must be filed by the affected employee(s) (i.e., one employee may not file on behalf of another).
4. The individual(s) filing the complaint must propose a specific remedy.
5. The issue and proposed remedy must be under the reasonable control of the College
6. The Complaint Resolution Form must be utilized to initiate the complaint and the Complaint Appeal Form must be utilized to appeal a response.
Procedure Definitions
1. "Employee" includes individuals employed by the College.
2. "Termination" means a discharge from employment for rule violations, poor performance, or other acts of misconduct The term "termination" will not include certain personnel actions, including but not limited to: voluntary quit; layoff or failure to be recalled from layoff at the expiration of the recall period; retirement; job abandonment, "no-call, no-show", or other failure to report to work; or termination of employment due to medical condition, lack of qualification or license, or other inability to perform job duties
3. "Discipline" means an employment action that resulted in suspension, with or without pay, or demotion "Discipline" does not include oral or written reprimands; terminations, layoffs, or workforce reduction activities; performance evaluations or reviews; documentation of employee acts and/or omissions in an employment file; actions taken pursuant to an ordinance created under sec. 19.59(1m); non-disciplinary wage, benefit, or salary adjustments; and change in assignment or location
4. “Workplace safety” means conditions of employment affecting an employee’s physical health or safety, the safe operation of workplace equipment and tools, safety of the physical work environment, personal protective equipment, workplace violence, and related training.
5 "Days" used in this policy and procedure means workdays, excluding holidays, as defined in the Handbook.
Complaint Representation
An employee may be represented at all stages of the complaint procedure by a representative of their own choosing.
Consolidation
of Complaints
Complaints of the same type, and with similar fact situations, may be consolidated at the discretion of the Administration.
Limitations
1. A complaint that is subject to the jurisdiction of a governmental body or specific procedure by other Wisconsin Statutes will be governed by those statutes and not the Complaint Resolution Procedure.
2. A complaint that is subject to any other Policy or Ordinance for formal or information investigation or dispute resolution procedures may not be brought forth under this Policy.
3. Complaint Resolution meetings/hearings held during the employee's off-duty work hours will not be compensated.
Complaint Resolution Procedure Steps:
Step One – Informal Resolution
Employees are requested to meet with their immediate supervisor to discuss conflicts in the performance of their work activities, District policy, procedure, or processes If a conflict occurs, the employee will promptly attempt to resolve the issue by an oral discussion with their immediate supervisor, within twenty (20) workdays of the time when the employee knew or should have known of the cause of such conflict In the event of a complaint, the employee will continue to perform their assigned tasks and seek conflict resolution in accordance with this procedure.
Step Two – Written Complaint
If the conflict cannot be resolved through an informal meeting with the employee's immediate supervisor, a written complaint may be filed with the immediate supervisor no later than seven (7) workdays from the date the employee met with the supervisor in Step 1. The employee is not required to informally meet with individuals other than their immediate supervisor before proceeding to Step 2.
The written complaint must be submitted from the employee directly to the immediate supervisor and must be signed and dated by the employee. The complaint must state the specific issue and propose a remedy
The immediate supervisor may schedule a meeting to review the matter within seven (7) workdays of receiving the complaint The immediate supervisor will provide a written response within seven (7) workdays of receiving the complaint or within seven (7) workdays of the Step 2 meeting, whichever is later.
Step Three – Appeal to Human Resources
The written response provided in Step 2 above will be final unless the employee files a written appeal to the Executive Director of Human Resources no later than seven (7) workdays of the date of the response required in Step 2 above The employee is not required to file a written complaint with individuals other than their immediate supervisor before proceeding to Step 3.
The written appeal must be submitted from the employee directly to the Executive Director of Human Resources and must be signed and dated by the employee The complaint must state the specific issue and propose a remedy.
The Executive Director of Human Resources may schedule a meeting to review the matter within seven (7) workdays The Executive Director of Human Resources will provide a written response within seven (7) workdays of receiving the complaint or within seven (7) workdays of the meeting, whichever is later In the event that the Executive Director of Human Resources has already reviewed the matter as the supervisor in Step 2 above, the provisions of this paragraph do not apply, and the next step is an appeal to the President.
Step Four – Appeal to President
The written response provided in Step 3 above will be final unless the employee files a written appeal to the President no later than seven (7) workdays of the date of the response required in Step 3 above.
The written appeal must be submitted from the employee directly to the President and must be signed and dated by the employee. The complaint must state the specific issue and propose a remedy.
The President may schedule a meeting to review the matter within seven (7) workdays. The President will provide a written response within seven (7) workdays of receiving the complaint or within seven (7) workdays of the meeting, whichever is later In the event that the President has already reviewed the matter as the supervisor in Step 2 above, the provisions of this paragraph do not apply, and the next step is an appeal to the Impartial Hearing Officer.
Step Five – Appeal to Impartial Hearing Officer
The written response provided in Step 4 will be final unless the employee files a written request with the Office of the President no later than seven (7) workdays of the date of the response in Step 4 above for a hearing before an impartial hearing officer.
The College will provide a hearing officer from an approved list determined by the College Administration. The hearing will be conducted as soon as practicable and may or may not be transcribed, subject to the hearing officer's discretion Witnesses may also present information but only in-person and written documents may also be submitted, subject to the hearing officer's discretion No factual conclusions may be based solely on hearsay evidence. The College Administration carries the burden of production of evidence and the burden of proof in cases involving termination of employment or employee discipline The hearing officer may request oral or written closing arguments and replies. The hearing officer will provide a written decision. The hearing officer will have no authority to direct, but may recommend, the expenditure of College funds to remedy an issue.
Step Six – Appeal to District Board
The decision of the impartial hearing officer will be final unless the employee files with the Office of the College President a written request for the decision to be reviewed by the District Board no later than seven (7) workdays of the date of the decision issued under Step 5 above
The District Board will review the matter as soon as practicable and in accordance with its procedures for public participation The District Board will examine any records produced at the hearing before the impartial hearing officer and determine whether a rational basis exists for the written decision The Board will give appropriate deference to the decision of the hearing officer A simple majority vote of the District Board membership will decide the appeal; will be final and not subject to further review. The District Board's written decision must contain a decision as to whether the complaint is sustained, denied, or modified.
Timelines
The time limits set forth in this Complaint Resolution Procedure will be considered substantive Failure of the employee to file and process the complaint within the time limits set forth herein will be deemed a waiver and a settlement of the complaint. The number of days indicated at each level should be considered a maximum The time limits specified may, however, be extended by the mutual consent of the College and the employee.
APPENDICES
APPENDIX A
A. Administrative Hourly Staff Provisions
Vacation
Administrative hourly employees earn vacation days per fiscal year (July 1 – June 30) according to the following schedule:
1 year
days (prorated) 2 years
years
years
years
years
years
days
days
days
days
days
Vacation days during the first year of employment will be prorated based on the first day of employment.
Regular part-time employees who become full-time will be given prorated credit for previous continuous service time.
All vacation time must be scheduled and approved in advance by the employee’s supervisor and reported in the time reporting system upon return to work. Typically, vacation time shall be granted in the order of request, but every effort will be made to rotate scheduled vacation through a department. For vacation requests of five (5) consecutive workdays or greater, employees should request vacation at least thirty (30) days in advance of the desired vacation time. However, vacation time may be granted with less notice at the supervisor's discretion.
Vacation time does not accrue. However, employees may carry over a maximum of ten (10) days of their current year's vacation balance by submitting a request to their supervisor and copying Human Resources on the request. Carryover vacation will be lost if not used during the following fiscal year.
Vacation must be used in one-half (1/2) or full day increments.
For payment of earned but unused vacation when terminating employment, refer to the Separation of Employment section of the Employee Handbook.
Premium Pay
Call-in Pay – Full-time, non-exempt employees called in to work at a time other than their regularly scheduled hours will receive at least two (2) hours of work and pay at one and one-half (1½) times their regular pay rate. The College will require the employee to work the full two (2) hours. This provision will not apply to any employee who starts work early and continues into regularly scheduled hours or who continues past their regularly scheduled hours.
Full-time, non-exempt employees who are contacted at a time other than while they are working who perform work without coming on to the campus will receive a minimum of fifteen (15) minutes of pay at one and one-half (1½) times their regular pay rate.
Call-in Pay on Holidays or Sundays – Full-time, non-exempt employees will be paid a premium pay rate of double time for all time worked on paid holidays and Sundays. Holiday call-in pay will be in addition to holiday pay when applicable.
Shift Premium – Full-time, non-exempt employees whose regular shift begins between 1:00 p.m. and 6:00 p.m. will receive shift premium of $1.00 per hour for all hours worked during the shift.
The shift premium will also be paid for hours worked between 6:00 p.m. and 6:00 a.m. to employees whose regular shift includes hours worked during that time frame.
Short-Term Disability Insurance
The College offers short-term disability insurance. Participation in the plan is voluntary with premiums determined annually.
