< Previous16.9 Travel Faculty and Staff members will be reimbursed for authorized personal expenses incurred while on pre-approved official trips away from the College, as outlined in the UA- PTC Travel Procedures. Approved by Staff Senate: January 14, 2019 workshop. All expenditures are subject to prior approval by the unit head and the Chancellor. During the first month of each academic year, the unit head will inform unit personnel about the funds available and procedures for requesting funds. Criteria to be considered in evaluating requests will include relevance to unit or professional responsibilities, the applicant’s role in the activity (e.g., presenting a paper), equitable distribution of professional development opportunities, and anticipated demands on the divisional budget. Within two weeks after completion of a professional development activity, the applicant is expected to complete a follow-up report and submit the report to his or her supervisor. Thereport should be shared with others on campus that might benefit from the information. A presentation may be done through the Professional Development Institute in lieu of a report. 16.6 Professional Memberships Full-time employees of UA-PTC are encouraged to participate in professional organizations relevant to their responsibilities at the local, state, and national levels. Faculty and staff may request funding for professional memberships through the annual budget process. Faculty and staff are requested to select the least expensive membership option (individual or institutional); depending on how many UA-PTC personnel want to participate. 16.7 Purchasing The purchasing of equipment, supplies, printing, services, or rental of equipment and facilities must be executed in accordance with all applicable state and federal statutes in an efficient and business-like manner. An approved purchase order is required prior to any purchase. The Vice Chancellor for Finance serves as the College purchasing agent. 16.8 Room Reservations and Scheduling Approved by Staff Senate: January 14, 2019 Employees should contact the Purchasing Department prior to making any travel arrangements. Travel Policy and Guidelines are found in the UA-PTC Policies Website under 321 Travel at http://mediaserver.uaptc.edu/policies/300-Business-and-IT/321- travel-policy.pdf UA-PTC has vehicles that may be reserved for travel and should be the first option considered. If a UA-PTC vehicle is not available employees should use the Car Rental vs. Mileage Reimbursement Calculator to determine which is the best option. Mileage will be reimbursed per mile at the maximum allowed for state employees when traveling by personal auto and when properly approved and reported. Travel reimbursement must be reported no later than 60 days after travel occurred. All mileage is to be computed from campus; home-to-college is not to be included. Meals and lodging are to be reimbursed at actual cost within the limits set by state travel regulations. Receipts are required for all expenses except meals. In order to be reimbursed for meals, the trip must have an overnight stay. 16.10 Use of College Name The name and logo of UA-PTC is not to be used on publications, brochures, correspondence, or any other document which is not an official document of UA-PTC without the consent of the Chancellor. The Employee Exit Checklist form is available on the Human Resources website at . Approved by Staff Senate: January 14, 2019 17 Separation from Employment 17.1 Dismissals Termination for Convenience According to UA- PTC Policy 405.4.1 Employment Periods, all staff employees of the College, whether full-time, part-time, extra help or otherwise, may be terminated at any time or be dismissed for cause under procedures specified in Academic Rule 405.1.2. Termination for convenience is effected through the giving of notice, in writing, of that action at least thirty (30) working days in advance of the date the employment is to cease. The Chancellor will approve procedures to be followed by the College for utilization in the processing of personnel action forms for each employee or for such other system or method of electronic or data entry record keeping or automated information system of employees. The procedures will be designed to indicate for each employee the employee’s title, salary amount and the fact of current employment with the College subject to this academic rule on employment periods. The procedures will also provide a means for communicating this information to employees. 17.2 Employee Exit Procedures Upon separation of employment, existing employees must complete the check-out procedure by obtaining approval from the appropriate departments to verify that all accounts are paid in full and that any supplies, keys, or other materials issued to them have been returned. In addition, employees who transfer from one department to another must return all keys and supplies to the department from which they are separating. All supervisors should use an Employee Exit Checklist form, which may be found on the Human Resources website here to ensure all exiting employees have completed the necessary steps when leaving the college. The form should be emailed to three (3) business days before the employee’s last day of employment. Approved by Staff Senate: January 14, 2019 17.3 Exit Interviews The exit interview process is a private and secure way for Human Resources to collect information from exiting employees. It provides insight into the overall working environment within the employee’s department, the supervision within the employee’s department, and the overall experience the employee had at UA- PTC, as well as the effectiveness of the college’s policies and procedures. The exit interview process is used for all UA- PTC staff members who leave the college voluntarily. Exiting employees are encouraged to participate in the survey to identify areas of opportunity for improvement. A representative from Human Resources will contact the exiting employee to provide information and the options available for the exit interview process. 17.4 References When the College is contacted by prospective employers seeking information about former faculty and staff, the College will release the following data: the positions formerly held and the dates of employment. Pay information will not be released unless the College receives written authorization. 17.5 Resignations The college strives to maintain good working conditions. Instances of personal or job dissatisfaction should be discussed with the supervisor and/or Human Resources before the employee considers resignation of employment. When resigning or retiring from a position at UA-PTC, employees should submit a letter or resignation, stating the reason for the resignation, at least two weeks prior to the effective date of resignation. The letter of resignation is to be submitted to both the supervisor and Human Resources. Following acceptance of the employee’s resignation, the supervisor will complete the ePAF form. If an employee voluntarily terminates employment with proper notice and the employee’s work record has been satisfactory, the employee may be considered for reemployment. Position Description Form Approved by Staff Senate: January 14, 2019 18 Appendices and Forms 18.1 Forms ADA Accommodation Form Background Check Form Code of Computing Practices Concurrent Employment Form Concurrent Employment Form Employee Change of Data Form Employee Exit Checklist Injuries at Work Procedures Job Description Form New Employee Checklist New Employee Checklist for Supervisors New Hire Request Form Off-Campus Use of Property Organizational Charts Part-time Teaching Request Form Approved by Staff Senate: January 14, 2019 Position Request Form Sexual Misconduct, Harassment, and Discrimination Policy Transfer Request Form Tuition Waiver Form for Spouse/Dependent Tuition Waiver Form for Employee Approved by Staff Senate: January 14, 2019 18.2 Campus Locations Main Campus 3000 West Scenic Drive North Little Rock, AR 72118 Phone: (501) 812-2200 Fax: (501) 812-2316 Driving Directions to Main Campus Main Campus Map (PDF) Little Rock-South 13000 Interstate 30 Little Rock, AR 72210 Phone: (501) 812-2200 Fax: (501) 812-2316 Driving Directions to Little Rock-South Business and Industry Center 3303 East Roosevelt Road Little Rock, AR 72206 Phone: (501) 907-6670 Fax: (501) 907-6673 Driving Directions to Business and Industry Center Aerospace Technology Center 1600 West Maryland Avenue North Little Rock, AR 72120 Phone: (501) 835-5420 Fax: (501) 834-7859 Driving Directions to Aerospace Technology Center Adult Education Center 16936 I-30 Benton, AR 72019 Phone: (501) 778-3235 Fax: (501) 778-0511 Driving Directions to Adult Education Center Approved by Staff Senate: January 14, 2019 18.3 Discrimination and Harassment Investigation and Response Procedures These procedures are intended to apply to Title IX/Civil Rights grievances involving student allegation of employees, employee allegation against student, student-on- student allegation, employee allegation against employee, and campus visitor/guest allegation against student, employee, or other campus visitor. All other grievances by students, employees, or guests will be addressed through other conduct procedures. The college benefits from formal and informal procedures that encourage prompt resolution of complaints and concerns raised by members of the college community. A.Informal Complaint Resolution Before pursuing the formal complaint process, every reasonable effort should be made to constructively resolve issues with students, faculty, staff, or administrators. Whenever possible and safe, the problem or complaint should first be discussed with the individual involved in the complaint. If satisfactory resolution is not reached after discussion with the individual, the complainant should contact the individual’s direct supervisor to resolve the complaint. The supervisor will make the Title IX Coordinator aware of the complaint and action taken. If these efforts are unsuccessful, the formal complaint process may be initiated. The college does not require a complainant to contact the person involved or that person’s supervisor if doing so is impracticable, or if the complainant believes that the conduct cannot be effectively addressed through informal means. B.Formal Complaint/Grievance Procedures 1.Responsibility to Report Any student, faculty member, staff member, administrator, or visitor to the campus who has experienced or witnessed sexual harassment is strongly encouraged to report it. The college must know about incidents of sexual harassment in order to stop them, protect victims, and prevent future incidents. It is the responsibility of college faculty, administrators and supervisors to report complaints of sexual harassment that they receive and of possible sexual harassment of which they become aware. When there is a relationship that involves legally recognized professional confidentiality between the complainant and the person to whom the harassment is reported, the report may be withheld at the request of the complainant. 2.NotificationApproved by Staff Senate: January 14, 2019 Students, faculty members, administrators, staff members, or visitors to the college are strongly encouraged to report allegations of discrimination or harassment to the Title IX Coordinator or his or her deputy. A report of sex discrimination or harassment should be made as soon as possible after the incident in order to facilitate an effective response. The longer a report is delayed, the more difficult it will be for the college to investigate. A person who raises a complaint may discuss with the Title IX Coordinator any situation believed to constitute sexual discrimination or harassment. Reports may be made by the person experiencing the discrimination or harassment or by a witness. Persons wishing to file an online complaint may submit the complaint via email at TitleIX@uaptc.edu. Submissions may also be made in writing or in person to any Title IX Coordinator or Deputy Coordinator. Upon receipt of the complaint/grievance, the Title IX compliance officer will open a formal case file and notify the investigating officer and, at the appropriate time, notify the respondent and complainant. The Title IX Coordinator is the Dean of Student Affairs and the Human Resources Generalist. 3.Investigation The assigned deputy will determine how many investigators are needed and will designate the appropriate number for the complaint. The lead investigator will confer with the Title IX Coordinator or his or her deputy on accommodations for the complainant or other necessary remedial short-term actions. The Title IX compliance officer will apprise the Vice Chancellor for the appropriate division of the grievance, or if the grievance is against a student, the Dean of Student Affairs. The deputy (or Investigation Team) will: a.Identify the correct policies allegedly violated; b.Conduct an immediate initial investigation to determine if there is reasonable cause to charge the respondent(s); 1.If there is insufficient evidence to support reasonable cause, the grievance should be closed with no further action. c.Meet with the complainant to finalize the grievance. d.Prepare the notice of charges on the basis of initial investigation. e.Develop a strategic investigation plan which may include a witness list, an evidence list, an intended time-frame, and an order of interviews for all witnesses, including the respondent.Because the original finding and sanction are presumed to have been decided reasonably and appropriately, the party requesting an appeal must show error. The ONLY grounds for appeal are as follows: Approved by Staff Senate: January 14, 2019 f.Conduct a thorough, reliable and impartial investigation. Witnesses may or may not be given notice prior to the interview. g.Complete the investigation promptly, and without unreasonable deviation from the intended timeline. h.Make a finding on the case, based on a preponderance of the evidence which indicates that it is more likely than not that a policy violation has or has not occurred. i.Prepare a complete report on the investigation and its findings to present to the Deputy. Following the investigation, a Letter of Determination will be sent to the affected parties. a.The individual (s) alleged to have committed discrimination or harassment may accept the findings; accept the findings in part and reject the findings in part; or reject all findings. b.The complainant will also be notified of the outcome of the investigation. If the findings indicate that it is likely that the alleged discrimination or harassment has not occurred, the investigation should be closed. If the complaint is against a student, the sanction will be determined by the Vice Chancellor of Student Services in consultation with the Dean of Students and the investigative team. If the complaint is against a UA-PTC employee, the Vice Chancellor for the appropriate division, in consultation with the Deputy for Employees and the Dean or Director of the appropriate division, will determine the sanction. UA-PTC will act to end the discrimination, prevent its recurrence, and remedy its effects on the person who filed the complaint and on the UA-PTC community. I.Appeal Procedures Any party who files an appeal must do so in writing to the Title IX Coordinator within five days of receiving the Letter of Determination. Acceptable means of appeal submission include email, facsimile, hand delivered notification, or postal delivery. The Title IX Coordinator will share the appeal with the other concerned parties. The original finding and sanction will stand if the appeal is not timely or substantively eligible, and the decision is final. Next >