< Previousmaltreatment, is immune to suit and to civil or criminal liability for making the report. Likewise, College policy prohibits retaliation against any person who makes a good-faith report of child maltreatment. Information on who is a mandated reporter and defining child maltreatment is provided in Appendix Approved by Staff Senate: January 14, 2019 College may immediately suspend without pay or terminate an employee. Failure or refusal to cooperate in or interference with an internal investigation is grounds for discipline up to and including immediate termination. 7.23 Mandated Reporter UA-PTC places strong emphasis on maintaining a safe and secure environment for children. This policy/procedure briefly summarizes critical steps to ensure the protection of children on campus or participating in programs that may be connected with the College and to comply with applicable legal requirements and existing institutional policies. Reporting Suspected Child Maltreatment If any UA-PTC employee or volunteer reasonably suspects or observes child maltreatment, he or she should immediately do the following, (and must immediately do the following if a mandated reporter): A. Report, as required by State law, the suspected maltreatment to the State’s Child Abuse and Neglect Hotline at 1-800-482-5964. The hotline is toll-free and is staffed 24 hours per day. (In a non-emergency situation only, a report form is available at the web site: http://www.arkansas.gov/reportARchildabuse/report_child_abuse.html and may be faxed to 1-501-618-8952.) B. Report the suspected maltreatment to the UA-PTC Office. This must occur immediately after contacting staff at the Hotline. After receiving a report of suspected maltreatment, the or an appointed designee will promptly coordinate an appropriate response with the Chancellor, state officials and local law enforcement, as appropriate. In addition, the Chancellor will notify the appropriate manager for any program, location or employee involved in the allegations. Again, immediate action is essential to protect children present on the UA-PTC campus or those children participating in programs that may be connected with the College and is required by law for mandated reporters. Arkansas law prohibits any person from prohibiting or requiring prior permission for any mandated reporter to make a report of suspected maltreatment. A person, acting in good faith, who makes a report of suspectedApproved by Staff Senate: January 14, 2019 . Failure to report child maltreatment by a mandated reporter may have civil or criminal consequences. Background Checks UA-PTC has policies requ iring certain types of background checks for all positions. It is important for all units and programs or personnel involving care or supervision of minors review and ascertain whether they have identified all positions through the central registrar (including part-time positions) that must be subjected to criminal background checks as part of the hiring process. Camps and Other Programs, Activities, or Locations Involving Minors Various College departments/programs either operate, host programs, or permit third parties to use campus facilities involving minors, such as camps. All areas should carefully review the diverse programs that they operate or host which includes participation by minors and/or locations that they control which are frequented by minors to determine whether additional training or protocols may be needed to foster a safe environment for children. For information on Mandated Reporter training, contact Professional Development or visit Mandatory Training on the Professional Development page of the UA-PTC website at https://www.uaptc.edu/pdi/mandatory_training. 7.24 Recording Ethics Recording Ethics UA-PTC does not permit the recording of conversation surreptitiously. The concealed recording of conversations among administrators, faculty, students, or staff constitutes grounds for dismissal. UA-PTC takes security and confidentiality of personnel and student information records seriously, a UA-PTC employee is prohibited from recording (i.e. video or audio) another employee, contracted personnel, or student. Video recording of any campus constituent may only be conducted by the UA-PTC Public Safety team and operated through authorized UA-PTC security cameras. Any personal video camera device that an employee operates to conduct surveillance of another employee, contracted personnel, or student on campus is strictly prohibited. In addition, any audio recording of a fellow employee is prohibited unless the second party is informed of the intention to record prior to the conversation.Approved by Staff Senate: January 14, 2019 •Interviews •News release •Publics mailings, flyers, advertisements •Use of logo •Speaking engagements All requests from the media for information concerning legal or controversial issues will be referred to the Chancellor. 7.26 Political Activities According to GPD-9 of January 1986, state employees can, should, and are encouraged to participate in the election process so long as assistance to candidates is rendered on the employee’s own time, and state property is not involved. Employees are not to endorse candidates, including the Governor, in their official capacity as state employees. A person’s status as an employee of the state is public knowledge. Public endorsements of a candidate can easily be interpreted as endorsements of an official capacity. Arkansas state law prohibits state employees from devoting time or labor during usual working hours toward the campaign of candidates for office or for the nomination to an office. Political banners, posters, or literature should never be allowed to be displayed on or in any state office. Political bumper stickers or decals should never be displayed on or in state cars. 8 Employee Records 8.1 Access Adequate Personnel records will be maintained by Human Resources. An employee may review their official personnel file after submitting a request to Human Resources. The review must take place within five (5) business days from the date of the request in the presence of a Human Resources staff member to assure the file is not altered. 7.25 Media Policy UA-PTC has an obligation to keep the public fully informed and to practice open disclosure. At the same time, news releases and public interviews must be handled in a thoughtful manner to assure the accuracy and appropriateness of statements released to the public. All inquiries from the media should be referred to the Director of Public Relations and Marketing in advance regarding any media coverage which mentions the College, this includes but is not limited to the following: Approved by Staff Senate: January 14, 2019 • Performance evaluations and disciplinary actions files for transfer or promotion • Date hire, job title, date termination and rehire eligibility • Information specifically authorized by the employee in writing • Information as required by law 8.3 Retention The U.S. Equal Employment Opportunity Commission (EEOC ) Regulations require that employers keep all personnel or employment records for one year. If an employee is involuntarily terminated, their personnel records must be retained for one year from the date of termination. Under Age Discrimination in Employment Act (ADEA) recordkeeping requirements, employers must also keep all payroll records for three years. Additionally, employers must keep on file any employee benefit plan (such as pension and insurance plans) and any written seniority or merit system for the full period the plan or system is in effect and for at least one year after its termination. Under Fair Labor Standards Act (FLSA) recordkeeping requirements applicable to the Equal Pay Act (EPA), employers must keep payroll records for at least three years. In addition, employers must keep for at least two years all records (including wage rates, job evaluations, seniority and merit systems, and collective bargaining agreements) that explain the basis for paying different wages to employees of opposite sexes in the same establishment. These requirements apply to all employers covered by Federal anti-discrimination laws, regardless of whether a charge has been filed against the employer. 8.2 Confidentiality The College respects the privacy of its employees and ensures the best effort in limiting the use and distribution of private information to those with legitimate business needs for the information. In certain circumstances, the College may be required by law to provide confidential employee information to outside entities. The Freedom of Information Act (FOIA) allows confidential employee information to be released to authorized persons for the followi ng purposes, but is not limited to the following: Employees become eligible to receive career service recognition payments on their careerservice credit date. Employees who have received career service payments in Approved by Staff Senate: January 14, 2019 9 Employee Benefits 9.1 Benefit Eligibility and Open Enrollment On the first day of the month following hire date, full-time employees are eligible for the following benefits: health insurance, prescription drug plan, dental insurance, vision insurance, life insurance, and short-term disability. Full-time employees must enroll into voluntary life insurance and dependent life insurance within the first 30 days to receive benefits. On the first day of employment, full-time employees are eligible for the following benefits: optional long term disability, optional accidental death and dismemberment, TIAA-CREF, Fidelity, Credit Union and PTC Bookstore. Other benefits includes identity theft protection ID Watchdog, Prepaid Legal Service, UAMS Employee Assistance Program (EAP) and leave. Additional information can be found in the “Health Insurance” section of this document. For detailed information, visit the benefits section of the Human Resource page on the UA-PTC website. Each year during the month of November, UA-PTC conducts an Open Enrollment period for all benefits. During this time, employees may elect to make changes to their existing benefits coverage which will take effect on January 1 of the New Year. For example, if someone has “employee only” coverage and wishes to change to “family coverage”, they may make this change during the month of November. During the course of the year, employees may make changes to their benefits due to "qualifying events". Qualifying events may occur due to change in marital status, the birth or adoption of a child, a change in the spouse’s job, etc. If you feel you have a qualifying event and would like to make a change, please contact Human Resources. Specific details regarding all forms of insurance coverage are available from Human Resources. 9.2 Career Service Recognition UA-PTC non-faculty employees will become eligible for annual careerservice recognition payments upon completion of ten (10) or more years of state service in either elected positions or classified or non-classified regular full-time position or positions. Years of Service Annual Payment: 10 through 14 years of state service $800 15 through 19 years of state service $1,000 20 through 24 years of state service $1,200 25 or more years of state service $1,500Approved by Staff Senate: January 14, 2019 previous biennium(s) will receive payments on their career service credit date or their increase eligibility date, whichever occurs first within the fiscal year. Payments to non-classified employees will be made on the anniversary of the employee’s latest hire date. 9.3 Employee Group Health, Prescription Drug, and Dental Benefits Health Insurance All full-time employees of UA-PTC are eligible to participate in the group health insurance plan with the College. Health Insurance is effective the 1st day of the month following your hire date. Failure to enroll in a timely manner will result in non- coverage for the employee and their dependents. Coverage can be added within one month (31 days max) of 1. Initial eligibility as a new hire; 2. A change in status to benefits-eligible; 3. A qualifying life event; or 4. During an announced open enrollment period. For detailed information, visit the benefits section of the Human Resource page on the UA-PTC website. Prescription Drug Plan As a part of the offered Health Insurance plan, a prescription drug plan is provided by Medimpact. They can be contacted at either http://www.medimpact.com/ or 800-788- 2949. Dental Plan UA-PTC offers Dental Insurance through Blue Cross/Blue Shield. Benefits become effective the month following original hire date for new employees. Vision Plan Superior Vision insurance is available for full-time employees and their dependents. Plan information may be viewed at http://www.superiorvision.com. Privacy Practices Uses and Disclosures for Payment and Health Care Operations. The University of Arkansas Health and Dental Plans do not disclose Protected Health Information unless required by law. However, we do use Protected Health Information for payment and for health care operations. Payment: We will use Your protected health information to administer Your health benefits policy, which may involve the determination of eligibility; claims payment; utilization review and care management; Medical Necessity review; coordination of 9.5 Life Insurance Life Insurance is provided to the full-time employee at 1 times your annual salary up to $50,000 through The Standard Insurance Company at no cost to the employee. Approved by Staff Senate: January 14, 2019 care, benefits and other services; and responding to complaints, appeals and external review requests. We may also use protected health information for purposes of premium billing, and the determination of premium rates and co-payments, deductibles, co-insurance and other cost sharing amounts. Health Care Operations: We will use your protected health information to support other business activities, including the following: • Health claims analysis. • Premium determination and administration of reinsurance. • Risk management. • Transfer of eligibility and plan information to business associates (for example, Pharmacy Benefit • Management -PBM’s- for the management of pharmacy benefits). • Other general administrative activities, including data and information systems management and customer service. We will not disclose protected health information to any University of Arkansas Employee unless required by law. We will, however, provide minimal protected information necessary to allow payroll to pay the monthly premium for Your group health enrollment (for example, name, identification number, and family coverage status). The College complies with all federal regulations concerning the protection of personal health information. For additional information on the HIPAA Notice of Privacy Practices, visit https://benefits.uasys.edu/ 9.4 Flexible Benefit/IRS Section 125 Plan A 125 program is an opportunity to increase your spendable income by reducing your taxable income. When you authorize UA-PTC to include you in the plan, certain expenses will be withdrawn from your check before taxes rather than after taxes. This lowers your Federal, State, and Social Security withholdings and, thereby, increases your spendable income. Examples include health insurance premiums and flexible spending deductions. Voluntary Annuity All employees (full-time and part-time) may exercise the option of carrying a voluntary Approved by Staff Senate: January 14, 2019 Additional life insurance is available to purchase. Employees may contact Human Resources for information about coverage limitations and rates. 9.6 Long Term Disability Long-term disability in the amount of $20,000 is 100% paid by UA-PTC, and is effective the 1st day of the month following your hire date. Additional coverage may be purchased by the employee at their expense. 9.7 Short Term Disability Short term disability coverage up to $45,000 is paid by UA-PTC. Coverage is for twelve weeks from the date of the incident. There is a 14 day waiting period, and employees are required to utilize their leave until it is exhausted. Employees who are taking leave for maternity reasons have different requirements and limits and should contact the Office of Human Resources for information specific to their situation. Additional coverage may be purchased by the employee at their expense. 9.8 Continuation of Insurance (COBRA) Employees should be made aware of their rights under the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) and other regulations regarding conversion of employee benefit programs and should review their options regarding retirement programs. A COBRA notice will be sent to the last home address on file from Human Resources. 9.9 Retirement Plans The UA System offers a 403(b) retirement plan through TIAA-CREF and Fidelity. The employee must contribute 6% of their salary and UA-PTC contributes at a rate of 10%. For those employees hired prior to July 1, 1991, the UA-PTC contributes at a 12% rate. Participation in one of the plans is mandatory and must occur within 30 days of the employee’s start date. This plan vests in two years for those employees who joined UA- PTC after February 1, 2017. Alternate Retirement Plan (Arp) Employees electing the ARP must contribute 6 percent of their gross salary, with the College contributing 12 percent for employees hired prior to July 1, 1991, and 10 percent for employees hired after July 1, 1991. This plan vests in two years. 9.11 Social Security Benefits Social Security is an important part of every employee’s retirement benefit. The employee’s contribution for Social Security and Medicare is matched by the college. Approved by Staff Senate: January 14, 2019 annuity. This option will be unmatched and may not exceed the federally established limitation. This is voluntary and the College does not match contributions. Please visit Human Resources if you are interested in setting up a voluntary annuity. Arkansas Public Employees Retirement System The College contributes to the Arkansas Public Employees Retirement System at a rate of 12.46 percent of the member’s gross salary. All new employees first hired on or after July 1, 2005 are contributory. All new employees must contribute an additional 5 percent of their gross salary. Member contributions to this fund are tax sheltered. This plan vests in five years. This plan is not open to any new employees unless they are already enrolled in this plan at another UA System campus prior to transferring to UA- PTC. Arkansas Teacher Retirement System The College contributes to the Arkansas Teacher Retirement System at a rate of 14 percent of the member’s gross salary. All new employees must contribute an additional 6 percent of their gross salary. Member contributions to this fund are tax sheltered. This plan vests in five years. This plan is not open to any new employees unless they are already enrolled in this plan at another UA System campus prior to transferring to UA- PTC. 9.10 Retirement Loans UA-PTC employees who are enrolled in the Alternate Retirement Plan may be authorized by the College to take a loan secured by their retirement plan accumulations, under the following conditions: • The retirement plan must be vested (ARP’s vest after two years); • Loans can be taken against accumulated employee contributions only; • The maximum loan is $50,000; and, • Loans can be used for home mortgages, educational expenses, and emergencies only. Loans will be authorized only if the employee arranges for direct repayment of the loan to the company. The College will not participate in collecting loan payments. 10.2 Discounts The following discounts are offered to UA-PTC employees: Approved by Staff Senate: January 14, 2019 9.12 Unemployment Benefits When an individual ceases to be an employee of UA- PTC, any unused annual or holiday leave as of his/her last duty date will be liquidated by a lump sum payment not to exceed thirty working days, or 240 hours. Final payment will include all monies due up to and including the last day of work, which will be the employee's date of termination, subject to any applicable setoffs or withholding. An employee who receives terminal pay for unused annual and holiday leave, may not return to state employment until the number of days for which he/she received additional compensation has expired. When an individual dies while an active employee, his/her estate or beneficiary will be paid any amount due for unused holiday and annual leave up to sixty days or 480 hours. Employees are not entitled to payment of accrued and unused sick leave when they terminate their employment; however, upon retirement or death, classified employees, or their beneficiaries, will receive compensation for accumulated unused sick leave in accordance with the provisions of Ark Code Ann. § 21-4-501. With respect to non- classified employees or their beneficiaries, payment of compensation for accumulated unused sick leave is at the discretion of the campus or unit, in accordance with the provisions of Ark Code Ann. § 21-4-505. 9.13 Voluntary Unmatched Annuity All employees (full-time and part-time) may exercise the option of carrying a voluntary annuity. This option will be unmatched and may not exceed the federally established limitation. This is voluntary and the College does not match contributions. Please see the Human Resources if you are interested in setting up a voluntary annuity. 10 Other Benefits and Services 10.1 Credit Union All members of the workforce are eligible to participate in the credit union. Employees interested in enrolling can complete an application through Human Resources or online on the Credit Union’s website. Next >