CSI Employee Policies and Procedures Manual
 
 

2. EMPLOYMENT

2.01 CSI HUMAN RESOURCE PHILOSOPHY (Added: 9/92)

CSI is committed to a quality working experience for all staff by:

  • Providing a flexible, productive working environment
  • Encouraging relationships based on trust, courtesy, and mutual respect
  • Valuing each employee for the particular knowledge and skills he or she contributes to the College
  • Fostering a level of caring for individuals that is above and beyond the professional level
  • Supporting continuous development of the individual through lifelong learning
  • Promoting employee involvement in meeting the challenges of a growing and changing College community
  • Working together to make the College successful

2.02 EQUAL EMPLOYMENT OPPORTUNITY AND AFFIRMATIVE ACTION POLICY (Rev: 1/15)

The College of Southern Idaho is an equal opportunity/affirmative action institution. The College seeks to ensure that all of its policies and procedures are in conformity with, but not limited to, the Civil Rights Act of 1964 as amended, Title IX of the Education Amendments of 1972, Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973 as amended, and all other state and federal non-discrimination statutes.

The College is committed to providing leadership in extending equal opportunities to all individuals. Accordingly, the College will continue to make every effort to provide those rights to all persons regardless of race, color, religion, gender, age, sexual orientation, national origin, pregnancy, or disability. Decisions affecting the education, employment or access to services and facilities of faculty, staff, and students will be based only on performance and legitimate occupational and educational criteria.

This policy applies to all members of the College community including students, faculty, staff, administrators, vendors, and participants in college-sponsored activities. The policy also applies to all applicants for admission and all applicants for employment.

All faculty, administration, and staff will not discriminate in any personnel action, including but not limited to recruitment, appointment, promotion, training, separation, or terms and conditions of employment. Every step will be taken to ensure equal opportunities for all. Any employee found to have engaged in discriminatory conduct, including harassment, is subject to disciplinary action, up to and including termination of employment.

The Board of Trustees and the Administration of CSI recognize that discrimination can subvert the mission of the College and threatens, in both obvious and subtle ways, the careers of students, faculty, and staff. It is the responsibility of each and every member of the College community to ensure that meaningful, equal employment and educational opportunities exist and to take positive, aggressive steps to ensure equal opportunities for everyone.

For more information please also see 6.01 Unlawful Workplace Discrimination, Harassment, and Human Trafficking Policy and Complaint Procedure.

2.03 RECRUITING, HIRING, AND JOB POSTING PROCEDURES (Rev: 12/17)

New and replacement positions will be advertised through the Human Resources (HR) Department. CSI encourages professional development of our employees, facilitating internal hires when practical.

Internal Hire: In most instances, a job announcement will be sent by email to all employees and posted on the CSI Employment Website as internal only for at least one week. This provides an opportunity for current employees that wish to move to another position with the same classification to apply; i.e., Administrative Assistant I to another Administrative Assistant I. Application will be made to the job announcement through the Applicant Tracking System (ATS). When an employee applies and is selected to another position in the same pay grade this may result in a pay increase. Deviations from this policy must be approved.

Promotion
: When a classified employee applies and is selected to a position in a higher pay grade, CSI will account for experience, compression, and market factors in assigning a salary. However, supervisors must consider and compare the hourly rates of other employees in the same pay grade. HR will assist with this process.

External Hire: All applicants must apply through the ATS system. An applicant is someone who applies for a specific job opening and meets the job's minimum requirements. Unsolicited applications for instructional positions will be acknowledged by HR and forwarded to the proper department chair where they may be retained towards potential part-time faculty positions. Head Start has separate recruitment and hiring processes and may follow a different process.

Idaho Law provides veteran's preference be given to individuals who have been in active service of the United Stated during a recognized war period or other recognized conflicts as defined by federal law. Veteran's preference is also provided for individuals who have served on active duty in the armed services at any time, have been discharged honorably, and who have a present service connected disability of 10% or more. Veteran's preference is considered into the final outcome of the interview process and may improve a veteran's position on a list of qualified candidates. Preference is given only for initial appointment and not for promotions. Veteran's preference does not mandate an interview or guarantee employment. To be eligible for veteran's preference you must be a resident of Idaho when the application for employment is made.

It is important that the supervisor of any new employee immediately forward the details of hiring to HR. It is also important that the new employee both successfully pass a background screening and complete the necessary payroll forms in HR. Both these actions must take place before a new employee can receive a paycheck.

The College of Southern Idaho is an equal opportunity employer.

The college subscribes to the policy of providing equal educational and employment opportunities, services, and benefits to students and employees without regard to race, color, religion, gender, age, sexual orientation, national origin, pregnancy, or disability in accordance with the Civil Rights Act of 1964 as amended, Title IX of the Educational Amendment of 1972, Section 504 of the Rehabilitation Act of 1973 as amended, and the Americans with Disabilities Act of 1990.

2.04 HIRING QUALIFICATIONS FOR FACULTY (Rev: 1/06)

All full-time academic instructional staff members should hold a master's degree in the field in which they teach or a bachelor's degree in the field in which they teach and documented experience in that discipline, which may be deemed equivalent to a master's degree by the selection committee in that discipline and/or by the administration. Technical faculty must possess the necessary certifications, licenses and experience to meet PTE certification.

2.05 CONSENSUAL RELATIONSHIPS POLICY (Added: 12/01; Rev: 4/12)

In order to foster healthy professional relationships at all levels of the institution, it is the policy of the College of Southern Idaho that no employee shall enter into or continue a romantic or sexual relationship with a student or employee over whom she or he exercises academic, administrative, supervisory, evaluative, counseling or other authority. 

Romantic and/or sexual relationships between supervisors and employees and between instructors or staff and students involve power differentials and raise serious concerns about the validity of the consent, as well as concerns about conflicts of interest, abuse of power, and sexual harassment. What might appear to be consensual, even to one of the parties involved, may in fact not be so, when one of the individuals involved in the relationship is in a subordinate position to the other.

Within this context, giving praise or criticism, providing performance evaluations, assigning grades, making recommendations for further studies or future employment, or conferring other benefits may diminish the student or subordinate’s actual freedom of choice. Moreover, others may be affected by such behavior because it places the instructor or supervisor in a position to favor or advance a student or employee’s interest at the expense of others.

This policy recognizes that circumstances may develop that place one party to an existing romantic or sexual relationship in a position of authority over the other. It further recognizes that, despite this policy, consensual romantic or sexual relationships may develop in existing relationships of authority. Therefore, if a prohibited consensual relationship exists or arises, either the consensual relationship must end or the relationship of authority must be eliminated. The employee in the position of authority must disclose the romantic or sexual relationship to his or her immediate supervisor or to the next level supervisor. If the parties are unable, or do not agree, to immediately end the romantic or sexual relationship, the supervisor must take prompt and appropriate action to end the relationship of authority.

Therefore, an employee shall report immediately to his or her supervisor the following:

  1. Existing consensual relationships with a student for whom the employee is in a position to exercise authority. Examples include, but are not limited to, a student in a current class, a student intern, work study student, or student advisee.
  2. Existing consensual relationships with a subordinate employee over whom the supervising employee exercises authority. An employee who is the subordinate employee in a consensual relationship also is encouraged to report that relationship to the supervisor of the individual with whom he or she is involved.
  3. Existing relationships between either a student and employee or subordinate and supervisor that is known or made known to a CSI employee.

Within fifteen (15) working days of receiving a report of a consensual relationship, the supervisor shall consult with his or her supervisor and/or the HR Director to develop a plan to manage or eliminate conflicts of interest and mitigate adverse effects on the involved parties and other third parties. This plan shall document in writing the actions that shall be taken, including one or more of the following actions:

  1. Transferring supervisory, decision-making, evaluative, academic, and/or advisory responsibilities;
  2. Providing an additional layer of oversight to the supervisory role;
  3. Transferring one of the individuals to another position; and/or
  4. Taking any other action reasonably necessary to manage or eliminate the actual or potential conflict of interest and/or mitigate adverse effects.

Every effort should be made to preserve confidentiality, sharing names and pertinent information only with individuals directly involved in these actions and only as necessary.

If an employee has a consensual relationship with another employee who is not a subordinate, then he or she shall refrain from participating in or influencing votes or decisions that may reward or penalize that employee (such as votes or decisions regarding rank and/or promotion).

A violation of this policy may lead to disciplinary action, as permitted by College policy, up to and including termination of employment.

Retaliation against persons who report concerns about Consensual Relationships is prohibited and constitutes a violation of this policy.

2.06 NEPOTISM POLICY (Added: 2/00)

Persons who are employees of the College who also happen to be related by family or marriage or are living in the same household, shall not be placed in the same direct line of supervision under which one relative is responsible for supervising the job performance or work activities of another related person. In the event that persons who are currently employed by CSI, and are in the same line of direct supervision, become related by marriage, or are living in the same household, one of said persons shall be reassigned.

2.07 CONTRACTS

Most regular full-time faculty and staff at CSI receive an annual contract.  All contracted personnel will receive a contract by mail on or before May 15.  Employees hired after April 1 will not receive a contract until the following contract year. Employees who are funded by grants/soft money will not be issued an employment contract. The contract outlines the title and position to which the individual staff member is appointed and gives the salary and the term of the appointment.

2.08 PERSONNEL RECORDS PROCEDURES (Rev: 5/17)

The College of Southern Idaho makes every effort to protect employees' privacy rights and interests and prevent inappropriate or unnecessary disclosures of information from any worker's file or record.  While complying with its governmental reporting and recording-keeping requirements, the College strives to ensure that it handles all personal and job-related information about employees in a secure, confidential, and appropriate fashion in accordance with the procedures outlined below.

Payroll and benefits records, including annual and sick leave, are retained in the HR. Annual and sick leave are also listed on the payroll check stub and online through MyCSI.  All paper-based documents relating to personnel records are retained by HR, with the exception of some affiliated programs, who maintain their own personnel records. Files are considered confidential and are only accessible to authorized personnel who have a valid, demonstrable employment need for specific information. All medical information relating to an employee is kept in a separate Medical Records System file in HR and maintained as set forth in federal regulations.

The following guidelines will apply to personnel and payroll records:

  1. Official personnel and payroll files contain records that are accurate, necessary, appropriate and relevant for College business.  No documents that are anonymous or based on hearsay may be placed in the personnel file with the exception of student evaluations and peer performance surveys.
  2. To ensure the files are accurate, complete and up-to-date, the employee may review their file, in the presence of authorized personnel and within the office in which the records are housed.  The College reserves the right to remove certain sensitive documents, such as letters of reference or management planning documents.
  3. An employee may request in writing an amendment of any record pertaining to that employee. Within ten days of the receipt of the request, the custodian of the files will correct any portion of the file which the individual establishes is not accurate, relevant, or complete; OR inform the individual of the refusal and reasons for the refusal to amend in accordance with the request, as set forth in Idaho Code, Sections 9-342, 343, and 344.
  4. Material cannot be copied without the prior approval of the President or the Director of Human Resources. 
  5. To ensure that personnel files are up-to-date and contain accurate and complete information, employees are asked to notify their supervisors and Human Resources of any changes in personal information such as name, address, telephone numbers, marital status, benefits, or emergency contacts.
  6. The official files may include, but are not limited to, the following items: Employment applications, resumes, cover letters, payroll and salary information, job classification information, references, accident reports, warnings/reprimands/probationary reviews, commendations when submitted by the employee or the supervisor, information on previous experience, training or education, job related materials, such as published articles, grievance files, performance evaluations and plan for development (IDP) forms, student evaluations, peer performance surveys, and benefits eligibility information

Personnel Records Exempt from Disclosure.

The College will, other than to the employee as noted above and to supervisors and others involved in reviews and performance evaluations, or when complying with governmental reporting and record-keeping or legal investigations, refuse to disclose to third parties all personnel records of a current or former employee other than public service or employment history, classification, longevity, gross salary and salary history, status, workplace and employer. Personnel files will not be made available to those outside the College, unless written permission is obtained from the employee.  Exceptions to this rule:

  • Public information, routinely contained within the Telephone Directory, electronic newsletter, or on the CSI Web site
  • Request by federal, state or local law enforcement agencies where expressly provided for by law
  • Requests for information to protect the legal interests of the College

3. File Maintenance and Retention.

A. The College must maintain personnel files under such conditions as are necessary to ensure the integrity and safekeeping of the files, and may establish additional policies and procedures for the maintenance of personnel files.

B. Personnel files must be retained in accordance with the following minimum guidelines for record retention.

  1. All applications for a vacant position must be retained for a minimum of one year following the appointment of a person to the position.
  2. Any personnel files related to and involving legal action must be retained indefinitely.
  3. Personnel files must be retained for a minimum of three years following severance of an employment relationship with the College.  A summary record of employment relationships must be kept indefinitely.

Questions or issues about the applications or enforcement of these record-keeping measures should be addressed to the Director of Human Resources.

2.09  EMPLOYEE ORIENTATION (Rev: 1/12)

The Human Resources Department offers an orientation to the conditions of employment for all new full-time employees upon hiring.  This orientation covers matters contained within the CSI Policies and Procedures Manual such as days and hours of work, compensation, benefits, leave, and other issues related to employment rights and responsibilities.  New employees are then introduced to their work place and the specific duties outlined on the job description for the position by their supervisor.  In addition to an orientation to the College policies and procedures and work site, HR offers a new employee orientation program frequently throughout the year.  A general orientation to the history and mission of the college, student services processes and professional development and performance evaluation are addressed at this time.

2.10 PLAN FOR DEVELOPMENT PROCEDURE (Rev: 1/05)

Please also see information on Employee Performance Evaluations.

Regular full- and part-time employees and adjunct faculty are offered an opportunity annually to develop an Individual Development Plan (IDP).  The IDP is shared with the supervisor or department head of the employee's unit or department.

The goal of the Plan for Development process is to encourage the communication of goals among individuals, and to assist, when possible, in providing resources to help meet professional and personal goals while concurrently meeting the strategic and operational goals of the College.  Each of us seeking continuous development of ourselves leads to the continuous development of CSI.

For further information, please see the Institutional Planning site.

2.11  EMPLOYEE IDENTIFICATION CARDS (Rev: 1/15)

The CSI Staff picture Identification Card identifies you as a full-time employee of CSI for the purposes of gaining passes to all eligible sports events on campus, participating in events sponsored by the Student Information Office and attending all other functions sponsored by CSI. All full-time employees are entitled to receive a picture I.D. card.  The card may be obtained and validated in the Admissions Office or at the Mini-Cassia off-campus center in Burley. Validation stickers need to be obtained each term: fall, spring and summer from any CSI Center.

2.12 HOURS OF WORK (Rev: 1/06)

Administrative offices are open from 8 a.m. to 5 p.m., Monday through Friday.

All twelve-month employees are expected to work the regular workweek except on holidays declared by the President of the College.  Any deviation from this policy must be requested on a regular leave slip prior to leave time.

2.13  STAFF WORK BREAKS

It is the intent of the College that all staff take or are offered the opportunity to take one fifteen-minute break within each four-hour work shift.  For most staff this would be one fifteen-minute break in the morning and one fifteen-minute break in the afternoon.

Breaks are meant to be an opportunity to take care of personal business, relax, and to get away from the employee's work station.  Breaks are not intended to be lumped together and taken at one time, used instead of a lunch hour, or forfeited in lieu of reduced work hours.  Breaks are to be arranged with your supervisor.

2.14 EMPLOYMENT PERIODS (Rev: 7/08)

The following employment periods apply to all employees of the College.  Other contract periods may exist as agreed between the employee and supervisor and as approved by the President.

Faculty:

  • Eleven-month faculty--209 days--instructional contracts are scheduled as approved by the program and/or supervisor and do not include holidays or vacation leave.
  • Ten-month faculty--189 days--instructional contracts are scheduled as approved by the program and/or supervisor and do not include holidays or vacation leave.
  • Nine and one-half month faculty--179 days--instructional contracts are scheduled as approved by the program and/or supervisor and do not include holidays or vacation leave.
  • Nine-month--170 days--instructional contracts are scheduled as approved by the program and/or supervisor and do not include holidays or vacation leave.

Non-Faculty:

  • Twelve-month non-faculty--260 days--contracts are for the period starting July 1 and ending the following June 30 and include holidays and sick and vacation leaves.
  • Other non-faculty work periods may exist as agreed between the employee and supervisor and as approved by the President and will include sick leave, but will not include vacation leave or holiday pay. The actual days worked will be clearly identified for each employee not working the full 260 days per year.

2.15 LEGAL HOLIDAYS  (Rev: 2/00)

The College observes ten legal holidays:

1. New Year's Day
2. Martin L. King, Jr. - Idaho Human Rights Day
3. Presidents' Day
4. Memorial Day
5. Fourth of July
6. Labor Day
7. Columbus Day
8. Veterans Day
9. Thanksgiving
10. Christmas

When one of these falls on Saturday, the preceding Friday will be observed as the holiday; on Sunday, the following Monday will be observed or such other day as may be prescribed by law.

Regular full-time employees, unless specifically scheduled, do not work holidays and receive their regular monthly salary.  Regular part-time employees' holiday pay will be prorated according to their regularly scheduled work hours.  All other employees do not receive holiday pay.

2.16 STAFF EMPLOYMENT STATUS (Rev: 1/05)

Your employment at CSI may fall under one of these categories:

  • Full-time regular - twenty hours or more per week on a regular basis and expect to be employed for five months or more.  Full-time regular employees receive Workers' Compensation, Retirement, Health Insurance, Life/Disability and FICA.
  • Full-time temporary - twenty hours or more per week and expect to be employed for less than five months.  Employees receive Workers' Compensation and FICA.
  • Part-time regular - less than twenty hours per week on a regular basis and expect to be employed for twelve consecutive months or more. Employees receive Workers' Compensation and FICA. (Excludes work study and peer tutor positions.)
  • Part-time temporary - less than twenty hours per week and expect to be employed for less than five months.  Employees receive Workers' Compensation and FICA.

2.17 CONFLICT OF INTEREST POLICY AND ETHICAL CONDUCT AND DISCLOSURE STATEMENT (Rev 2/18)

Conflict of Interest Disclosure Statement

Purpose

To provide guidelines for identifying, evaluating, and managing potential or actual Conflicts of Interest.

Scope

Applies to all administrators, employees, and persons acting as Public Servants in the interest of the College, including but not limited to community members on college committees, advisory board members, and CSI board of Trustees. 

Responsible party

Director of Human Resources

Definitions

Conflict of Interest: Any official action or any decision or recommendation by a CSI employee or a person acting in a capacity as a Public Servant, the effect of which would be to the private pecuniary benefit of the person or a member of the person’s household, or a business with which the person or a member of the person’s household is associated.

Family Member: Any person with whom an employee or Public Servant has a familial or guardianship relationship, including but not limited to a parent, guardian, step-parent, child, step-child, son-in-law or daughter-in-law, sibling, step-sibling, spouse, aunt, uncle, niece, nephew, cousin, grandparent, grandchild, mother-in-law, father-in-law, brother-in-law, sister-in-law, or any persons living in the same household.

Financial Interest: Anything of monetary value received or held by any member of the College community or a member of his/her family, whether or not the value is readily ascertainable, including, but not limited to: salary or other payments for services (e.g., consulting fees, honoraria, or paid authorships for other than scholarly works); any equity interests (e.g., stocks, stock options, or other ownership interests); and the value of intellectual property rights and interests (e.g., patents, trademarks, service marks, and copyrights), royalties or other income received from such intellectual property.

Public Servant: Any person participating as an advisor or consultant to the College, including volunteers.

Employees who are in a Position to Influence or Comnmit CSI Resources: CSI considers the following to be in a position to influence or commit CSI resources: CSI Trustee, President, Vice President, Dean, Department Chair, Director, Coordinator, Grant Manager/Principle Investigator, and any other position determined to be in a position to influence or commit CSI resources.

Significant Financial Interest: One or more of the following interests of a CSI employee or other Public Servant, or a Family Member of the aforementioned, that reasonably appears to be related to his/her institutional responsibilities:

Where the Financial Interest (including remuneration received in the preceding 12-month period and equity) exceeds $5,000 or equals or exceeds 5% ownership (i.e., as the actual or beneficial owner of more than 5% of the voting stock or controlling interest), for any one enterprise or entity when aggregated for any member of the College community and his/her Family Members.  

The following additional items:

  • Any equity interest in a non-publicly traded entity.
  • Any intellectual property and interests (e.g., patents, copyrights), for which income has been received in the preceding 12-month period.
  • The occurrence of any reimbursed or sponsored travel. This travel shall be disclosed for the subsequent twelve months, and where non-previously-disclosed reimbursed or sponsored travel takes place the employee or Public Servant shall disclose it within 30 days. Travel disclosures shall include: the purpose of the trip, the identity of the sponsor, the destination and the duration. Travel that is sponsored or reimbursed by a federal, state, or local government, a U.S. institution of higher education, or an academic medical center, academic teaching hospital, or a research institute that is affiliated with an institution of higher education, is excluded from the travel reporting requirements.

The following are not included in the term Significant Financial Interest:

  • Income from investment vehicles, such as mutual funds and retirement accounts, provided these accounts are managed by a third party.
  • Salary, royalties, or other payments made by CSI

Policy statement

CSI encourages and supports outside interactions of its faculty, staff, and student employees with federal, state, and local governments, community organizations, non-profit groups, and business and industry as important parts of their research, teaching, and community engagement activities. However, maintenance of the public’s trust is critical to the mission and reputation of CSI. It is vital that employees and Public Servants of CSI demonstrate that they hold themselves to the highest ethical standards, including the disclosure of their participation in any activity that will result in their financial, professional, or personal benefit and may be construed as a Conflict of Interest.

CSI’s approach to identifying, evaluating and managing potential Conflicts of Interest does not attempt to illustrate all possible situations that require disclosure. All employees and Public Servants are expected to be vigilant and ethical in all dealings in order to ensure any potential conflicts are addressed quickly and appropriately.

Procedures

Conflicts of Interest for Employees/Public Servants

A Conflict of Interest arises when an employee or Public Servant may benefit personally from dealings with an entity or person conducting business with the College, including indirect benefits such as to family members or businesses with which the person is closely associated. A Conflict of Interest also arises when an employee’s or Public Servant’s personal interests or relationships may compromise his/her professional judgment in the discharge of his/her duties and responsibilities.

CSI employees have an obligation to conduct college-related business transactions and other duties assigned to them without actual or potential Conflicts of Interest. Neither employees nor Public Servants may review, approve, or make any decision relating to a College transaction that may financially benefit themselves or their family members. In accordance with this policy, all employees and Public Servants shall take all necessary precautions to avoid any actual or potential Conflicts of Interest and to disclose any actual or potential conflicts that may exist. An employee or Public Servant who believe that he/she may be in a Conflict of Interest situation must work through Human Resources. If it is determined that there is an actual or potential Conflict of Interest, the employee or Public Servant shall comply with the reporting requirement set forth below.

Conflict of Interest Principles

Conflicts of Interest are situational and can arise under many different circumstances. This policy does not attempt to provide an exhaustive list of every possible situation but provides requirements for CSI employees and Public Servants to avoid, minimize and manage a real or potential Conflict of Interest. If an employee or Public Servant ever feels that he or she is or may appear to be conflicted in a given situation, it is appropriate to report that real or potential conflict as provided below so that the situation may be reviewed, and a management plan may be developed if necessary.

Employees with administrative responsibilities should be aware of the potential for Conflicts of Interest when making CSI business decisions. Employees who have duties involving procurements, sale of goods, negotiation or development of contracts or who make decisions affecting CSI assets, including intellectual property and licenses, should be particularly conscious of Conflicts of Interest. In general, when employees or their family members have a financial interest in a business, they must acknowledge that a Conflict of Interest exists if that business has a relationship with CSI. CSI employees may not review, approve or make any decision related to a CSI transaction that may financially benefit the employee or his or her family members.

Conflict of Interest Training

All full-time employees who are in a position to influence or commit CSI resources must complete training on this Policy regarding disclosure and Conflicts of Interest prior to beginning work and annually thereafter. Each employee must also complete training within a reasonable period of time if this Policy is substantively amended in a manner that affects the requirements of employees, if the employee is new to the college, or if it is determined that the employee has not complied with this Policy or with any applicable management plan related to his/her activities.

Conflict of Interest Disclosure

Annual Reporting

Employees

  • All employees who are in a position to influence or commit CSI resources must complete and submit a Conflict of Interest Disclosure Form (hereafter called “Annual Disclosure”) within thirty (30) days of hire and annually thereafter. The purpose of the Annual Disclosure is to solicit information that allows the College to determine whether an employee has a potential Conflict of Interest, financial or other, as defined in this policy. When the College determines that the information submitted indicates that a Conflict of Interest does exist, the College may require the employee to submit additional information and explanation regarding that conflict.
  • In addition to annual disclosure, certain situations require ad hoc disclosure. All full-time employees who are in a position to influence or commit CSI resources must disclose a conflict of interest that arises during the year within thirty (30) days of discovering or acquiring the Conflict of Interest.

Public Servants

Public Servants serving on college committees, boards, or advisory groups may be required to submit an Annual Disclosure form, if so required in committee charters or bylaws.

Even if not required to submit an Annual Disclosure, all employees and Public Servants must submit an ad hoc notification if an actual or potential Conflict of Interest, financial or other, arises within 30 days of becoming aware of the actual or potential Conflict of Interest.

Review and Notifications.

The disclosure of a Conflict of Interest, financial or other, will be reviewed promptly by Human Resources for a determination of whether it constitutes a Conflict of Interest. Human Resources may seek legal guidance regarding the actual or potential conflict of interest from CSI’s legal counsel. If a Conflict of Interest, financial or other, exists, the Human Resource Director will meet with the employee and the employee’s supervisor within thirty (30) calendar days to address the conflict. The Human Resource Director will report Conflicts of Interest, financial or other, or non-compliance with this policy to President’s Cabinet, for mitigation.

Administration and Record-Keeping

Human Resources will administer this policy and maintain records of all filed disclosure forms and associated documents, including, but not limited to, documentation of actions taken by college administrators and committees to eliminate, reduce and/or manage Conflicts of Interest. All such records will be retained for a period of three years following completion or termination of the activity that prompted the filing of the disclosure form. In the event of any sanction, copies of such records will be provided to Human Resources and maintained as part of the employee file.

Violations of Policy

Sanctions

Failure to comply with this policy may subject an employee to corrective action, up to and including dismissal. Additional sanctions may apply under applicable State Board of Education policies and state and federal law. Violations of this policy must be reported to Human Resources.

Reviews

An employee may request a review of a decision regarding a Conflict of Interest by the President. All requests for review shall be initiated in writing within five (5) business days of decision notification. A request for review shall set forth pertinent facts. The employee will be notified of the President’s decision within ten (10) business days of the request for review.

Frequently Asked Questions

Q. Who does this policy apply to?

A. All employees and Public Servants of the College of Southern Idaho.

Q. Who is required to submit and annual disclosure?

A. All full-time employees and Public Servants who are in a position to influence or commit CSI resources are subject to this policy. These positions could include, but are not limited to CSI Trustee, President, Vice President, Dean, Department Chair, Director, Coordinator, and Grant Manager/Principal Investigator.

Q. I am not required to submit an annual disclosure due to my position. However, I feel that I have a possible Conflict of Interest. What should I do?

A. All employees are required to report an ad hoc notification within 30 days of becoming aware of the actual or potential Conflict of Interest.

Q. Are all significant financial interests considered a Conflict of Interest?

A. No, many significant financial interests do not create a Conflict of Interest. You are required to disclose all significant financial interests that reasonably appear related to your professional responsibilities to the College, as defined by your department or job description. The College is responsible for determining whether the significant financial interest creates a Conflict of Interest. 

Q. How do I determine whether a significant financial interest is related to my professional responsibilities and must be reported?

A. When in doubt disclose, but if your financial interest is clearly not related to your professional responsibilities then you do not need to disclose it. The disclosure requirement is not designed to capture information on all of your outside interests.

Examples of financial interests that do not need to be disclosed. If a psychology professor owns more than $5,000 of stock in an oil company, it is not related to that professor’s professional responsibilities and need not be disclosed. Likewise, if a professor of political science earns $15,000 a year from residential rental property income, they do not need to disclose is as that is clearly not related to their professional responsibilities.

Examples of financial interests that need to be disclosed. If an employee’s daughter owns 10 percent of a paper supply company that wishes to bid for CSI contracts, and that employee makes purchasing decisions for his or her department, that interest must be reported.

Q. Who decides if my financial interests qualify as Conflicts of Interest?

A. The Human Resource Office will review all Conflict of Interest disclosure forms and will determine if a Conflict of Interest exists.

2.18 OUTSIDE EMPLOYMENT  (Added: 2/00)

The College recognizes the value to its students and personnel and to the citizens of the state arising from the many types of consulting and other external experiences. Such activities can contribute to the quality of instruction, enhance the professional competency of an individual, and bring credit to the institution. These activities also provide valuable services to businesses, industry, professional groups, public and private organizations, local, state, and federal governments as well as provide important links between the College and the community.

As defined herein, the policy does not apply (a) to normal short-term professional activities such as participation in symposia, accreditation visits, speaking engagements, exhibitions, or recitals, even though honoraria may be received for such participation; or (b) when the faculty (employee) is not within the term of his or her contract period or is on leave.

The proposed outside professional employment or continuing business activity must meet the following conditions:

  1. Must not interfere with assigned duties or responsibilities;
  2. Must not constitute a conflict of interest by misuse of the College position for personal profit or compete with the education, research, or public service programs of the College in a manner which would be determined by the supervisor to be detrimental to the College;
  3. Is subject to prior approval of the President or his designee;
  4. Must not be undertaken with the claim that the individual is officially representing the institution as an official representative of the institution in connection with the outside professional employment or continuing business activity;
  5. Must have prior institutional approval and provide for compensating the College at the rates established by the College if involving the use of College equipment, facilities, or services.

2.19  EMPLOYEE POLITICAL ACTIVITY (Rev: 7/08)

Political activities undertaken by any college employee must reflect the employee's own private life and feelings and not be representative of the College. Before making political commitments, it is advisable for an employee to discuss the situation and implications with his or her supervisor and the President. Additionally, faculty members shall not solicit, actively support, or proselytize for any political candidate within the classroom or on the campus and thereby abuse his or her special position of influence.

Any employee of the College of Southern Idaho who is elected to or appointed to any public office which requires that employee to be away from his or her job at the College for more than three weeks per semester shall be required to tender a resignation or apply for a leave of absence with no assurance that a position with the College will be available should the employee decide to return to the College; or said employee must apply to the administration for relief from this policy.

2.20  CSI REDUCTION IN FORCE (RIF) POLICY (Added: 12/01)

The College of Southern Idaho highly values the contributions of employees and attempts to provide regular employment. However, in the event it becomes necessary for the College to reduce the work force because of economic conditions, reorganization, changes in needs or technologies, programmatic considerations, or other circumstances, this policy establishes procedures to ensure fair and equitable treatment. The decision to retain or separate an employee due to a reduction in force will follow from a fair and systematic consideration of the current and future needs of the College relative to the employee’s skills, knowledge, performance and productivity. Length of service will be considered but may receive less weight in the determination, depending on the needs of the College. Consistent with the at-will employment practices and policy, nothing in this policy negates the College’s right to terminate any employee for any reason or for no reason.

PURPOSE
This reduction in force procedure for employees provides equitable treatment for the layoff of employees when reduction in force becomes necessary. A reduction in force decision should be reached only after measures such as attrition or a hiring freeze on vacant positions, limits on purchasing and travel, and job sharing and work schedule alternatives have been considered.

A reduction in force (layoff) may take the form of elimination of jobs, reduction in percent effort, and/or reduction in salary. This policy is not to be used in the case where the employee is subject to termination for unacceptable conduct or performance problems and is currently on a performance improvement plan. It is important for units to manage unsatisfactory performance issues separately from the reduction in force process, although overall performance is a reduction in force consideration.

This policy applies to regular exempt and nonexempt employees working at least 20 hours a week. In addition, employees classified as instructional personnel, as defined in the Faculty Handbook, shall be subject to those pertinent sections within the faculty handbook. Administrative employees classified as Director or above are not covered under this policy and are subject to employment decisions made by the President and/or the Board of Trustees. Positions funded by sponsored funding, such as grants, are considered a type of term employment, conditioned upon specific funding and may have a defined end date and are not subject to this RIF policy.

Termination due to a reduction in force will be considered a final separation from that position at CSI. An employee who loses his/her position during a reduction in force will have no recall rights to the same or similar position. Human Resources will provide assistance to place the affected employee elsewhere within the College, if a similar available position is vacant and if the employee is qualified for the position. Consistent with normal recruiting and staffing practices, affected employees will be considered for any openings, should they apply.

The College will ensure that there is full compliance with EEO commitments, laws, and College policy when implementing a reduction in force. Race, color, gender, age, religion, creed, national origin, marital status, Vietnam Era veteran status, disabled veteran status, or disability are never a consideration in identifying an employee for reduction in force.

REDUCTION IN FORCE COMMITTEE
The President and his Administrative Council will serve as the Reduction in Force (RIF) Committee. The committee will determine the work and positions that are affected. This committee will counsel departments on exploring alternatives to an imposed reduction in force, explain proper procedures for applying the reduction in force policy and recommend exceptions to this policy.

PROCEDURES

Determining Priorities for Reductions
When a campus-wide reduction in force is ordered, the Reduction in Force Committee will designate in which departments or functions the reductions will occur. The President may elect to combine small offices, or include the entire campus in some classifications. A reduction in force decision requires an evaluation of the need for particular positions and the relative value of specific employees so that the College can continue to provide the highest level of service possible with a reduced work force.

When conditions necessitate a reduction in force, the committee will first determine if the work functions or activities can be eliminated. If so, the job of the individual(s) performing the work functions or activities will be terminated and the individual may be separated from service at the College.

If work functions or activities cannot be eliminated, employees may be subject to reduction in force by job classification on the basis of current and future needs of the College and on the employee’s skills, knowledge, performance and productivity, length of service (up to 10 years), and extenuating circumstances. However, when a reduction in force creates or elevates an operational need, an employee’s unique qualifications or skills for the position(s) remaining after reduction will be considered.

After the reduction in force determination is made, the department head shall prepare a written report that outlines the reasons supporting a reduction and the function(s) to be altered/eliminated. Before announcing or implementing an elimination of work or reduction in force that results in the termination of an employee, the affected area or department will review its written report, including position and classifications, names of employees to be terminated, reason for reduction in force and assessment of the reduction in force’s impact on EEO profile, including adverse impact analysis, with Human Resources. Written documentation relating to the identification of an employee for reduction in force must be retained for three years.

The President has final approval of all RIF plans.

RIF Notification
An administrator or supervisor, along with the Director of Human Resources, will notify the employee as far in advance as possible, but an employee must be notified a minimum of two weeks prior to the termination date.

An employee who has received notice of a reduction in force may elect to leave the College prior to that date. For purposes of salary and record keeping, the date of departure will then become the termination date.

Affected employees who continue to work during the two-week notice period may be given time off for job counseling and job interviews. HR will assist in providing job search information and assistance to the affected employee.

Each employee terminated by a reduction in force will also receive written reduction in force notification. The notice must include separation dates, direction for obtaining benefit information, eligibility for unemployment insurance benefits and appeal rights.

Appeal
If an individual who has been notified of layoffs has reason to believe the action was not in accordance with this policy, he/she has ten (10) working days from the date of layoff notification to appeal the decision to Human Resources using the Grievance Process as outlined in the Employee Handbook.

BENEFITS
In accordance with College policy, an employee terminated because of a reduction in force will receive payment for accrued vacation. In addition, non-exempt employees will be eligible for paid compensation time.

No payment will be made for sick leave. Sick leave balance at the time of layoff will be restored if the employee is rehired by the College to a regular full-time position within twelve (12) months.

All College benefits will be continued through the remainder of the calendar month in which the layoff occurs.

Health insurance coverage will be handled in accordance with College policies and all applicable laws. Medical, dental, and vision insurance plans may be continued in accordance with COBRA, which in general allows for coverage continuation for 18 months beyond the termination date at the expense of the employee.

Retirement plan benefits will be provided according to the terms of the retirement plans.

Employees terminated as a result of reduction in work force may be eligible for unemployment insurance benefits. Eligibility is determined by the applicable state agency, not the College.

A CSI employee who is receiving tuition benefits for the employee and/or spouse prior to the day of separation will continue to receive the benefit through the end of the semester in which the separation occurs. The College will honor an approved tuition benefit request for the staff member’s dependents during the remainder of the academic year for which the student is currently enrolled.

Employees who leave the College in good standing will be eligible for rehire. Past performance will be considered when a former employee applies for rehire.

2.21 EMPLOYEE PERFORMANCE EVALUATION POLICY (Added 11/11)

The CSI Performance Management System (PMS) provides ways to bring out the best in employees and allows the College to meet its goals at the same time. Performance evaluations develop and motivate employees by ensuring their activities are both linked to their goals and to the Mission of the College of Southern Idaho.

Through the PMS, job responsibilities, expectations, and development activities are identified and agreed upon. These are linked to the goals of the department and the College so that each employee's work is connected to the mission. Frequent communication provides feedback and support to the employee regarding his or her performance.  Additionally, performance management provides a set of tools for the ongoing process of workforce planning, employee coaching, feedback, and development.

Performance Management is a continuous and ongoing process for supervisors and employees of the College. Performance Evaluation meetings may be conducted and Performance Evaluation Forms submitted to the HR Department throughout the year; e.g., on the anniversary of an employee's date of hire, and are due to the HR Department annually for the purpose of contract consideration.  Faculty undergo a four-part evaluation process each year for the first three years of employment and then are evaluated every third year. 

CSI's Performance Management System is developed to provide a mechanism for creating and maintaining ongoing communication between the supervisor and employee. This system focuses on helping our employees achieve his/her best workplace performance. To that end, the College's system is designed to accomplish the following goals:

  1. Creating a review of the job description and responsibilities;
  2. Setting performance expectations;
  3. Keeping performance on target;
  4. Realigning performance if necessary; and
  5. Ensuring a comprehensive performance evaluation meeting takes place.

The Performance Management Process is supported with an online training that will assist managers in: reviewing established job expectations, reviewing employee performance standards, establishing new performance expectations, summarizing individual job performance, assigning an overall rating, and coaching on the steps to conduct the evaluation meeting along with establishing employee Individual Development Plans (IDPs).

In addition, this training helps the College and supervisors meet the provision of Idaho Code Section 12.67-5309.7 that states, "All supervisors who evaluate state employees shall receive training in the evaluation format and process to assure fairness and consistency in the evaluation process."

2.22 EXEMPT AND NON-EXEMPT STATUS

Exempt status refers to the provisions of the Fair Labor Standards Act (FSLA) of 1938. The FLSA established a national minimum wage, guaranteed 'time-and-a-half' for overtime in certain jobs, and prohibited most employment of minors in "oppressive child labor," a term defined in the statute. An amendment in 2004 requires that an exemption to overtime be predicated upon actual job function and not job title. Employees with job descriptions that do not include managerial functions are considered non-exempt.

Exempt employees fall into the categories of executive, administrative and professional. Executive and administrative categories require the employees to perform management duties or general business operations as their primary function. Professional employees perform work requiring knowledge of an advanced type in a field or science or learning customarily acquired by a prolonged course of specialized intellectual instruction. Specific distinctions are made by law to determine FSLA status.

Please refer any questions you may have about FLSA status to the HR office.

2.23 PRE-EMPLOYMENT CRIMINAL BACKGROUND CHECK

PRE-EMPLOYMENT BACKGROUND CHECK POLICY
In an effort to secure the safety and well-being of campus community members and institutional assets, the College of Southern Idaho seeks to ensure that potential employees have no history of criminal convictions or poor judgment relevant to employment.
Policy

Background checks shall be required prior to employing faculty, professional and classified employees, except as provided below. This policy applies regardless of whether or not a competitive recruitment process is used.

Applicability

  • As a condition of hire, background checks are required of all full-time applicants offered a position which is expected to last five (5) months or longer, except for student employees. In addition, in the event that an initial employment period of less than five (5) months is subsequently extended to exceed five (5) months, a background check must be completed at the time employment is extended.
  • Background checks are required for positions of less than five (5) months which are safety or security sensitive, such as Security employees, Child Care Center teachers, and Resident Assistants in the residence halls.
  • Background checks may be required at the discretion of the hiring authority for any student employee or any employment appointments that are less than five (5) months which include safety or sensitive duties such as handling currency, accounts payable, having access to sensitive computerized databases or laboratories, or having access to a master key.
  • Background checks may be required for employees obtaining safety or sensitive duties, such as a change in positions or significant change in duties as determined by supervisors.
  • 'Employees who have a completed background check on file and experience a break in service in employment will not be required to have an additional background check if they have been in an active work status within 18 months.
  • A background check may be required at the discretion of the hiring authority if the employee begins working in a different department or college and/or different job capacity that include safety or sensitive duties such as handling currency, accounts payable, having access to sensitive computerized databases or laboratories, or having access to a master key.

Procedures:

1. Notification

Written notification of the requirement to successfully pass a Background check will be given during advertisement and/or at time of application.

2. Initiation of check

Background checks will be initiated only by Human Resources or by other departments to whom that responsibility has been formally delegated by Human Resources. Background checks may only be initiated once a completed and signed Authorization for Pre-Employment Background check form has been submitted.

3. Background checks

Background checks will include, at a minimum, a multi-state criminal background check including felonies and misdemeanors, a social security trace, and a National Sexual
Offender Registry check. Background checks may also include a credit check (conducted in compliance with the Fair Credit Reporting Act), driver history check, and credentials verification for applicants. Background checks conducted by the US Department of Homeland Security for international, non-citizen job candidates as part of the visa process may be considered adequate for the purposes of this policy if the candidate has not previously resided in the United States.

4. Conditional Offer of Employment

The Background check must be completed before employment begins, except as provided below. Any offers made before a background check has been completed shall be expressly conditional upon successful completion of the Background check. 

Employment may begin prior to completion of the background check only as a conditional offer of employment and when the hiring authority establishes to the satisfaction of Human Resources there is a compelling need. In such cases, Human Resources will provide the hiring authority with condition of hire language.

Conditional offers shall be withdrawn if the results of the background check are deemed to disqualify the applicant for the position (regardless if conditional employment began).

5. Results of background check

Results from a background check will be considered in the following manner.

If the background check reveals criminal records or other serious misconduct (other than minor traffic violations), Human Resources shall make an initial determination as to whether the Background check results would disqualify the candidate for the position.

The group's consideration shall include, but not be limited to, the following factors:

  • Number of offenses or misconduct and the circumstances of each
  • Length of time between the offense or misconduct and the application for employment
  • Other employment history
  • Evidence of applicant's rehabilitation efforts
  • Severity of the offense or misconduct
  • The relevance of the offense or misconduct to responsibilities of the position

To the extent required by the Fair Credit Reporting Act (FCRA), applicants will be informed, in writing, notice of adverse information discovered in the background check and given an opportunity to respond. Upon conclusion of the review, written notice will be sent to the candidate regarding the employer's decision of eligibility for the position.

All results of the Background check will remain confidential, will be maintained by Human Resources or Authorized Initiators, and will be disclosed only to authorized employees who have a need to know in the performance of their job assignments.

Failure to disclose criminal convictions requested during the application process may result in disqualification for employment or termination of employment.

Disqualification of a candidate based on information discovered in the Background check is not subject to grievance or appeal by the candidate.

6. Responsibility for Costs

The hiring authority will be responsible for the costs associated with the Background check. The investigation will be conducted by a qualified vendor approved by the University to conduct such investigations.