Category: Employment Policies and Procedures

Staff Handbook

Promotion

Definition of Promotion

College for Creative Studies defines a Promotion as a move to a job with greater responsibility which may either fall within the same pay band or include an elevation to a higher pay band (e.g. a move from Professional Support 2 to Professional Support 3). To assure all employees are treated equitably, it is the College’s policy that all employees will be evaluated for promotion in accordance with the follow criteria:

  • Promotions must meet or address a need within the college/business unit.
  • When considering an employee’s experience and education, the employee must meet at least the minimum requirements outlined in the job description, evaluation criteria, and skill assessments.
  • The College and/or department unit funds promotions. Promotions are based on the College’s strategic and operational plans and must meet or address a critical need within the College. The appropriate departmental budget must be able to support the promotion.

Promotion Policy

College for Creative Studies believes in providing opportunities for employees to advance within the College. Promotion opportunities to positions of higher responsibilities for existing staff members will be limited only by the individual’s ambition, attitude and qualifications in experience, education and capabilities. Promotions may come in the form of reclassification, reorganization or through competitive recruitment.

Approved promotions go into effect once the approval and selection process is complete. All promotion requests will be submitted by the applicable department supervisor to the Director of Human Resources.

In accordance with the applicable laws and the College’s commitment to access, equity and diversity, the College does not discriminate against any employee for employment or promotion on the basis of age, color, citizenship status, covered veteran status, disability, gender, gender identity and expression, genetic information, national origin, marital status, race, religion, sexual orientation, or for any other reason protected by federal, state, and county laws and regulations. The College also prohibits retaliation against employees who, in good faith, bring complaints regarding perceived discrimination.

CCS is committed to providing equal employment opportunities for all employees and applicants.

Confidentiality will be maintained at all times during this process, where appropriate.

Promotion Criteria

Promotions come with greater job expectations and the addition and/or expansion of significant duties and/or key areas of responsibility.

When considering a promotion, the first two items to review are:

  • Does a need exist within the college for a higher-level position?
  • Is there money available in the budget to fund a promotional increase?

In addition, the supervisor must assess a staff member’s readiness for a promotion. To ensure an employee is ready to take on additional responsibility, a promotion must be supported by performance, experience and/or education. When considering an employee’s performance, managers should consider a mix of criteria that reflect the larger picture of an employee’s work.

An employee is required to meet the following criteria to be considered for a promotion and should be submitted with the Memorandum of Support:

  • Meet at least the minimum required qualifications on the position description and have a skill set that matches the requirements of the position description as determined by their supervisor.
  • Is in good standing and shows high and sustained performance levels in at least the two most recent review cycles.
  • If there has been any record of past disciplinary or performance issues, there is documented evidence to support that said issues have been resolved.
  • Has demonstrated steps taken to gain new skills and continued growth in their career.
  • Has demonstrated personal motivation and willingness for an increase in level and responsibility.

College for Creative Studies will not consider promotion requests due to the following:

  • Based on a manager’s subjective opinion unsupported by performance evaluations.
  • Based solely on an employee’s length of service with the College.
  • Based solely on an employee’s completion of a degree or addition of a new skill.
  • Request is based on discrimination, fraternization, favoritism or nepotism.
  • Employee is on a performance improvement plan.

Managers should keep records of important accomplishments that they might want to consider when it is time to promote one of their team members. To help support an employee’s readiness, managers should begin supporting an employee through mentorship and with education on additional duties delivery.

Employees can be promoted in the following ways:

Job posting: employee applies for an open position and is offered the position upon application and completion of the recruitment process.

Career promotion: department supervisor determines the need within the department, and employee has a demonstrated history of performance and ability to manage increased duties or workload, but the purpose of the job itself is not majorly changed. This can either be a recent vacancy or a newly created position. For Example: Admissions Counselor to Senior Admissions Counselor.

Promotion Process

Job Posting or Transfer to Another Department

  1. When a vacancy occurs within a department, the department Supervisor along with the Vice President of that division and the Human Resources Director should assess opportunities for cross-functional or interdepartmental realignment in the department.
  2. If cross-functional or interdepartmental realignment in the department is not appropriate, the department supervisor should submit the updated job description, along with a Position Request Form outlining recommended salary and job title with a Memorandum of Support recommendation detailed in the comments section via Docusign.
  3. The Human Resources department will perform a review of the position description, appropriate job classification, and recommended compensation taking into consideration CCS’ salary band structure and internal equity for the Position Review Committee (PRC) review. For full consideration of new position requests, all of the following must be included:
    • The type of request (new position, increased job duties, change in compensation to an existing position, or replacement position.
    • Comments in the Memorandum of Support section on the Position Request Form that addresses promotion criteria.
    • Information regarding work station/space for employee and funding plan from evaluating the impact on CCS’ budget.
    • Additional details as needed by Human Resources and/or PRC.
  4. After review by Human Resources, the CCS’s Position Review Committee (PRC) which includes the Vice President of Finance, appropriate Vice President or Dean, and Director of Human Resources, will determine if the recommendation should be supported, modified, or denied. The Committee membership is subject to change periodically.
  5. If the recommendation is approved by the PRC, the job vacancy is posted internally for seven calendar days and is open to all eligible employees of the College.
  6. The position may be posted externally to ensure fairness and equity in the process.
  7. Employees who are interested in a posted position should follow procedures noted in the job posting for applying for positions.
  8. If an internal applicant is interviewed, offered a position in another department and accepts the offer, their current supervisor will be notified of the employee’s application, job offer and employee’s acceptance by HR.
  9. HR will work with both supervisors and the employee on a transition timeline, when necessary.
  10. This process will be updated as determined by the Leadership Team to assess effectiveness, equitable execution and delivery. In the event that modifications are made, updates will be circulated accordingly.

Career Promotion

  1. Department Supervisors wishing to recommend a promotion for an employee because of a vacancy or a change in job duties being performed should review and revise the employee’s job description in accordance with that employee’s actual job duties, making note of major changes in responsibility that would warrant consideration of a promotion. Promotions should be considered at evaluation time or when deemed necessary.
  2. The department supervisor should submit the updated job description, along with a Position Request Form outlining recommended salary and job title with a Memorandum of Support recommendation detailed in the comments section via Docusign.
  3. The Human Resources department will perform a review of the position description, appropriate job classification, and recommended compensation taking into consideration CCS’ salary band structure and internal equity for the PRC review. For full consideration of Career Promotion requests, all of the following must be included on the Position Request Form:
    • The type of request (promotion or job change), increased job duties, change in compensation and any other relevant information.
    • Comments in the Memorandum of Support section on the Position Request Form that addresses promotion criteria.
    • Information regarding work station/space for employee and funding plan from evaluating the impact on CCS’ budget.
    • Additional details as needed by Human Resources and/or PRC.
  4. After initial review by Human Resources, the CCS’s Position Review Committee (PRC) which includes the Vice President of Finance, appropriate Vice President or Dean, and Director of Human Resources, will determine if the recommendation should be supported, modified, or denied. The Committee membership is subject to change periodically.
  5. After PRC concludes the review process, the supervisor will be notified of the decision by HR.
  6. This process will be updated as determined by the Leadership Team to assess effectiveness, equitable execution and delivery. In the event that modifications are made, updates will be circulated accordingly.

Position Review Committee

The Position Review Committee (PRC) at CCS includes the Vice President of Finance and the Director of Human Resources.

The PRC meets weekly to consider new requests and works toward resolving requests that require further deliberation and analysis. From time to time, the PRC may ask for additional information regarding the request. Monthly, the committee clearly communicates status updates to managers with outstanding position requests.

HR will be responsible for initiating job offers, with consultation from the appropriate department supervisors. Employees can choose to accept or decline offers without repercussions in their current position.

The President may, from time to time, promote an employee or create and fill a position without a recruitment procedure in consultation with the Leadership Team.

Pay Changes

All changes in pay should be consistent with the College’s compensation guidelines. Salary offered for a new position will be determined primarily on the employee’s qualifications for the new position and CCS’ Salary Band structure.

Individuals receiving a change in salary related to a promotion are not eligible for a merit increase if that merit increase occurs within six months of the promotion/salary increase. For example, if merit increases are effective on October 1, an employee that has received a promotion/salary increase on or after April 1 of that year will not be eligible. This does not apply to an employee who has made a lateral job change that did not include a salary increase.

Administrative Staff Teaching at the College

Full-time exempt staff may, from time to time, with permission from their direct supervisor and the appropriate Dean, teach classes in the degree, PreCollege and Continuing Studies, and Community Arts Partnerships Programs. Full-time exempt staff may teach classes in these programs provided the classes do not interfere with their primary responsibilities and scheduled work times. Full-time exempt staff may only teach classes outside their regular position responsibilities and contracted hours and may in no way compromise the student experience. Exempt staff may teach 3 courses per year but may not exceed more than 9 credits (2/1 or 1/2).

Full-time non-exempt staff may, from time to time, under special circumstances and with permission from their direct supervisor and the appropriate Dean, teach classes in the degree, PreCollege and Continuing Studies, and Community Arts Partnerships Programs. Full-time non-exempt staff may teach classes in these programs provided the classes do not interfere with their primary responsibilities and scheduled work times. Full-time non-exempt staff may only teach classes outside their regular position responsibilities and contracted hours and may in no way compromise the student experience.
Part-time staff may teach classes as long as the combined number of hours per week do not exceed 29 and with permission from their direct supervisor and the appropriate Dean. Part-time staff may teach provided the classes do not interfere with their primary responsibilities and work times. Teaching may in no way compromise the student experience.
Follow the instructions on the Staff Teaching at the College Request Form and Instructions page. The form should be completed two weeks before the class is due to begin.

Remote Work Arrangement (RWA) Guidelines

General Information and Guidelines for CCS Staff

(July 2021)

Overview

The College for Creative Studies (CCS) is committed to providing an in-person learning environment with face-to-face experiences for students and employees. An energetic in-person campus is necessary to learning and creating an engaging and dynamic campus culture. The College also recognizes the benefits of offering a remote work option for up to two days per week to some of its employees under appropriate circumstances and has established the Remote Work Arrangement (RWA) Guidelines. By allowing for remote work arrangements, CCS may be able to retain valued employees, attract quality applicants, increase productivity, improve morale, and optimize use of office space.

The RWA option is a six (6) month temporary pilot program, subject to be continued as is, with modifications or discontinued.

Guidelines

All academic and student support offices must be open and staffed for in-person assistance Monday through Friday during regular business hours. Supervisor approval is necessary for all RWA requests. Supervisors must provide, in writing on the RWA Request Form, their decision to approve or deny an RWA request. The form must be sent to the HR office upon approval or denial. Any such decision should be based on the guidelines set forth below.

Guidelines for Supervisors

  1. Supervisors must determine an employee’s suitability for an RWA based on:
    • The nature of the employee’s position and the need for face-to-face interaction with students, co-workers, faculty, and clients/customers or vendors. Some positions do not qualify for RWA due to the nature of the work performed.
    • How student/faculty/staff/external partner interaction may be affected by an employee’s RWA.
    • The likelihood the employee will be able to perform the essential functions of the position while on an RWA at the same or higher level of performance as when not on an RWA.
    • The employee’s performance and disciplinary history. Employees with current performance or disciplinary concerns may not be eligible for an RWA.
  1. Remote Work Arrangements cannot exceed two days per week. RWAs are subject to be continued/discontinued, suspended, or modified at any time at the discretion of the supervisor. RWAs can also be discontinued if the College changes or terminates its policy with regard to RWAs.
  2. Supervisors should be careful to avoid unfairly distributing work to other employees in order to accommodate another employee’s RWA. An employee on an RWA is responsible for performing all of their own job duties.

Guidelines for Employees Seeking a Remote Work Arrangement

All employees should discuss their potential eligibility for an RWA with their supervisor. Eligible employees are required to submit the Remote Work Arrangement Form to their supervisor for consideration.

Employees Who Seek an RWA Must Comply with the Following:

  1. If working remotely, understand the expectations to perform your job duties remain the same as if you are working from your office (e.g., attend meetings remotely, interface with your co-workers as required, be responsive during established work hours, and complete assigned work timely).
  2. An RWA should not cause additional work for co-workers or your supervisor.
  3. Be available to work in person on campus if requested.
  4. Remote working cannot be used as an alternative method to provide dependent care. Employees need to ensure that dependent care responsibilities do not interfere with their agreed upon work schedule or completion of work.
  5. Employees accept responsibility for maintaining the security and confidentiality, if required, of all work-related information, data, documents, and other materials kept at their remote workplace or stored on personal electronic equipment. In the event of a breach of security or if CCS information is lost or stolen, the employee will immediately report the incident to their supervisor.
  1. For remote work, familiarize yourself with remote access and accessing your voicemail from off campus.

Extreme Winter Weather and Other Emergency Closures

In the event of a campus closure due to severe weather or other emergencies, the process for an employee working under an RWA is the same as it is with employees under a non-RWA. If the campus is closed, employees are not expected to work unless they have been identified by their supervisor as a critical infrastructure worker.

Part-Time Administrative Staff Benefits

Part-time administrative staff are defined as working fewer than 30 hours per week for up to 50 weeks per year.  Part-time staff are eligible for the following limited number of benefit programs.

Tax Sheltered Annuity Plan (403b) – employees receive a 3% contribution from the College to their tax sheltered annuity plan.  Employees can contribute pre-tax from their paycheck up to the maximum allowed by the Internal Revenue Service.

Paid Time Off (PTO) – Part-time employees who work at least 10 hours a week accrue 1 PTO day per month worked.  Employees may carry over up to 1 PTO day per month worked each year.  The PTO days that accrue are the same length as the employee’s workday.  For example, employees who work four hours a day will accrue one four-hour PTO day each month.

Tuition Remission – Employees are eligible for a part-time tuition waiver.  Part-time administrative staff must be regularly scheduled for a minimum of 20 hours per week and are eligible for up to a half-time tuition waiver.

Pre-Paid Legal

The College provides two voluntary benefit plans for employees.  The Family Legal Plan provides for services such as creating a will, traffic violations, home purchase, civil suits, document review, and attorney consultations.  Identity Theft Shield provides for Credit Report Analysis and Monitoring, Identity Theft Restoration, and protection against crimes and unauthorized credit use in your name.

Employee Assistance Program (EAP)

The College provides access to an Employee Assistance Program (EAP), which is currently through an outside organization called Ulliance.  Ulliance provides confidential assistance to employees and family members to help resolve any concerns that may affect the employee’s personal or work life.  Services are provided for such concerns as family and children problems, marital and relationship conflicts, stress or other emotional difficulties, grief and loss issues, and alcohol or other drug use.  Ulliance also provides assistance with legal issues, financial concerns, elder care referrals, and child care resources.  Ulliance’s role is to guide the employee and family members in finding whatever type of assistance is needed, either by providing that service directly, or connecting with an organization that can help.  Ulliance is an outside vendor under contract to the College.  The College pays for the services of Ulliance, up to limits set forth in its agreement with Ulliance.  However, individuals providing services for Ulliance do not work for the College, and the College disclaims any liability related to the provision of services by Ulliance or any other EAP provider with whom the College may contract.

Holidays

The college provides fourteen (14) paid holidays annually for full-time employees as follows: New Year’s Day, Martin Luther King Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve Day, Christmas Day, (3) three seasonal days, and New Year’s Eve Day.  College offices are closed on all these days.

Unemployment Insurance

This insurance provides a continuation of a certain portion of your salary in the event you lose your job through no cause of your own.  If your employment is terminated, you may be eligible to receive unemployment compensation from the state. If it is your choice to leave CCS, generally you will not be eligible for benefits.  If your termination was the choice of CCS, you may be entitled to receive unemployment benefits, depending on the circumstances.

Life Insurance and Accidental Death and Dismemberment

Full-time employees are eligible to participate in the group life insurance plan on the first of the month following thirty days employment.  CCS pays 100% of the premium.  The amount of the insurance is two times the employees’ annual salary, rounded to the next highest thousand.  The same amount of coverage is applied to accidental death and dismemberment coverage.  Employees have optional supplemental life insurance and dependent life insurance plans available.