To define the parameters of and confirm the at-will nature of employment at CWI
Applies to all employees of CWI.
Except as otherwise provided by policy or agreed to in a writing approved by CWI’s President or Board of Trustees, all employees of CWI are at-will employees. Accordingly, employment may be terminated with or without cause or notice. Only a written contract expressly authorized by the President or Board of Trustees can alter the at-will nature of employment at CWI. All provisions of CWI’s policies and all provisions of the Faculty Handbook shall be interpreted in a manner consistent with this policy. In the event of any irreconcilable inconsistencies, the terms of this policy shall prevail.
The purpose of CWI’s policies is to establish a safe, efficient and cooperative working environment, to establish the responsibilities and level of performance expected of all CWI employees and to explain benefits provided to CWI employees. CWI’s policies are not to be construed as a contract of employment nor do they create contractual terms of employment. They are not intended to specify the duration of employment or limit the reasons for which an employee may be discharged. These policies create no rights, contractual or otherwise, on behalf of employees of CWI. CWI may, at its sole discretion, alter or amend this policy or portions thereof at any time without prior notice to or consent by its employees.
No employee or representative of CWI has authority to enter into any written or oral agreement, express or implied, which modifies the at-will nature of employment at CWI without approval of the President or Board of Trustees. No contract of employment with CWI will be valid unless it is expressly approved by the President or Board of Trustees and is signed by and contains the name of the specific employee who would be benefited/obligated by the contract.
To establish guidelines for faculty contracts and teaching appointments.
Applies to all faculty of CWI.
The purpose of this policy is to provide guidelines that address the nature and terms of employment for faculty members at CWI.
Adjunct Faculty shall be appointed and serve pursuant to a Letter of Teaching Appointment (LTA) signed by the adjunct faculty member and the Provost. The terms of the LTA shall govern during the applicable term; however, employment of adjunct faculty is at-will, and, upon written notice, the adjunct faculty member may be terminated with or without cause. An LTA shall not automatically renew, and adjunct faculty shall have no expectation of continued employment under an LTA. Nothing herein shall be construed as conferring any contractual right or property interest in the employment of adjunct faculty. Additional information regarding Adjunct Faculty appointments is found in INST 030 - Adjunct Faculty Compensation.
A CWI employee in a non-exempt primary position is not allowed to fill an adjunct faculty position unless approved by the Provost and Chief Human Resources Officer. An employee’s non-exempt status, when it is the primary position, requires all subsequent work completed by the employee for CWI to be designated as non-exempt and paid hourly per the Fair Labor Standards Act (FLSA).
A CWI employee in a non–teaching, exempt position can fill an adjunct faculty position under INST 160 - Overloads – Exceptional Teaching Assignments.
Full-time Faculty shall be appointed and serve pursuant to an employment contract, signed in accordance with ADMIN 150 – Authorized Signature Policy. Employment contracts for faculty members shall be issued annually for the period of one (1) year. Full-time faculty contracts denote the dates of the obligated working days for that year, as outlined in HR 340 - Faculty Compensation Policy. CWI may prorate compensation in the event the faculty member is hired for less than a standard contract term. Full-time faculty may teach under an LTA for any session/semester not covered by the full-time contract.
Further, full-time faculty members shall be either on non-renewable contract status or renewable contract status as addressed below.
CWI reserves the right to non-renew the term of a faculty member’s non-renewable contract with or without cause. Faculty members who are on non-renewable contract status are not entitled to administrative review of a decision by CWI to non-renew their contract except to the extent provided in HR 130 – Complaint Process for CWI Employees Policy. Faculty members whose contracts are terminated prior to the expiration of the contract term may avail themselves of the due process procedures set forth in HR 140 – Employee Corrective Action.
Notices of non-renewal, when applicable, will be issued to faculty members on non-renewable contract status no later than May 15 of the current academic year. Employment contracts will be issued to all returning faculty no later than July 1 of the current academic year. Faculty members on non-renewable contract status to whom contracts have been issued must return their signed contracts to CWI within thirty (30) days of the contract issue date, preceding the expiration of the term of the current contract. The failure to do so will be interpreted as the decline of the offer of another contract.
Faculty members in good standing who have completed at least three (3) years of service shall be eligible for renewable contract status.
Eligible faculty members may be placed on renewable contract status upon execution of a contract for the year following approval of their renewable contact, and thereafter shall have the right to automatic renewal of their contract for the ensuing year unless there is a termination during the current contract term or a non-renewal in accordance with HR 140 – Employee Corrective Action.
Employment contracts will be issued to faculty members on renewable contract status no later than July 1 of the current academic year. The execution and return of the contract to CWI shall constitute notice of the faculty member’s acceptance of renewal. The failure to return a signed contract to CWI within thirty (30) days of the contract issue date will be interpreted as the declination of the right to renewal or of the offer of another contract. The renewal or termination of contracts for faculty members on renewable contract status is subject to the termination provisions set forth below.
Any contract automatically renewed under the terms of this policy shall be for the same length as that stated in the current contract, i.e. generally one year, and at a salary no lower than that specified therein.
Exceptions to the thirty (30) day contract acceptance deadline must be approved by the Provost.
To provide guidelines governing certain relationships between employees and students.
Applies to all CWI employees and students. This policy does not apply to the spouse of an employee under circumstances where the spouse is a student at CWI.
A “relationship” for purposes of this policy includes, but is not limited to:
Relationship of authority: when one individual in a relationship between two or more people has the power to exercise influence, or the legitimate right to make decisions, carry out actions, or direct others within the relationship. Examples include but are not limited to circumstances where a student is enrolled in a faculty member’s class or subject to an employee’s supervision.
CWI faculty and staff assist CWI in meeting its mission of providing a quality higher education for its students. Students should be assured that the relationships they develop with employees are built upon the highest ethical principles of the education profession. Maintaining professional relationships and mutual respect and trust between employee and students is key to CWI’s success.
Employee and student relationships give rise to actual or apparent conflicts of interest, favoritism and bias and thereby undermine the real or perceived integrity of the academic environment. A relationship where an employee has academic, administrative, supervisory, evaluative or other authority or influence over a student raises concerns about objectivity, fairness and exploitation. These relationships may harm others in the academic environment and give rise to third party complaints resulting from real or perceived instances of undue access or advantage and/or restricted opportunities. Such relationships impair or otherwise undermine the ongoing trust needed for effective teaching, learning and professional development. Accordingly, CWI has adopted the following guidelines to address certain relationships between employee and students.
To facilitate the maintenance of an alcohol and drug free workplace and establish the parameters of CWI’s drug and alcohol testing program.
Applies to all employees of CWI.
ILLEGAL SUBSTANCE: any drug, substance or immediate precursor as listed in Schedules I through V of Section 202 of the Controlled Substances Act, 21 U.S.C. § 812, as now exists or may be later amended or updated, including but not limited to amphetamines (including methamphetamines), barbiturates, opiates (including heroin, morphine and codeine), marijuana, THC, cocaine, hallucinogens and phencyclidine (PCP). For purposes of this policy, the term “Illegal Substance” does not include prescription drugs which are properly possessed and/or taken under the supervision of a licensed health care professional.
REASONABLE SUSPICION: circumstances related to an employee’s conduct, appearance, or behavior which, when taken as a whole, afford a reasonable basis to believe that an employee is under the influence of a controlled substance or alcohol or that he or she has otherwise violated the provisions of this policy. Circumstances which could give rise to a finding of reasonable suspicion include but are not limited to:
MEDICAL REVIEW OFFICER: a licensed M.D. or D.O. with knowledge of drugs, testing methods and drug abuse disorders. CWI will utilize the services of a Medical Review Officer (MRO) to interpret, evaluate and monitor its drug testing program. The primary responsibility of the MRO is to review and interpret positive test results obtained through CWI’s drug testing program. Before a test is considered to be verified positive, the MRO must review confirmed positive test results and determine whether a legitimate alternative medical explanation could account for the positive results. As part of the review, the MRO or his/her designee may interview the affected employee, in person or by telephone. The MRO will then make the determination as to whether a test is a verified positive drug test and report his/her determination directly to CWI’s Executive Director of Human Resources.
CWI has a strong commitment to provide a safe, efficient, and productive environment for both its employees and its students. In keeping with this commitment, CWI has a strict policy of maintaining an alcohol and drug free workplace which requires that all employees report to work fit to perform their jobs and prohibits the use, possession or being under the influence of alcohol or illegal drugs during working hours, on CWI property, or while on CWI business at any time. In furtherance of this policy, CWI has adopted the following guidelines for the purpose of maintaining an alcohol and drug free workplace and establishing the parameters of CWI’s drug and alcohol testing program.
The following are strictly prohibited and may subject any employee who is found to have committed any such violation to corrective action, up to and including termination for misconduct:
Off the job illegal drug use or an employee’s conviction of a charge of illegal sale, use or possession of any illegal substance while off-duty will also be considered a serious breach of the intent of this policy. Such incidents will be treated similarly to substance abuse on CWI’s premises. Employees must notify CWI of any criminal drug statute conviction within five (5) days after the conviction. Similarly, employees who must maintain a valid driver’s license to perform their job must notify CWI of any citation or conviction for any traffic offense involving alcohol or drugs, whether on the job or off duty, within five (5) days of the citation or conviction. Failure to do so may result in corrective action up to and including termination. For purposes of this policy, “conviction” means a plea or finding of guilt or the imposition of a withheld judgment by any applicable judicial body.
Employees must report to CWI’s Executive Director of Human Resources their use of prescription drugs if the use of the prescription drug may adversely affect their ability to perform their job or pose a significant risk of harm to the employee or others. It is the employee’s responsibility to determine, in consultation with his or her physician, whether the use of the prescription drug may adversely affect his/her ability to perform his/her job or pose a significant risk of harm to the employee or others. Employees taking over-the-counter medications which could impact judgment or job performance may also be compromising their fitness for duty. Instructions provided by the manufacturer for such medications should be strictly followed.
In furtherance of this policy, CWI has adopted the following guidelines regarding alcohol and drug testing (“substance test”):
On occasion, employees may entertain persons during work hours or after work hours as representatives of CWI. For example, these occasions may include dinners and business conferences. On any such occasion, only the moderate and limited use of alcoholic beverages is acceptable. In addition, with the express approval of CWI’s President, alcohol occasionally may be served at social events sponsored by CWI. Only the moderate and limited use of alcohol is acceptable at CWI-sponsored social events, and employees are expected to always conduct themselves in a responsible and professional manner.
It is a condition of employment that employees abide by CWI’s policies regarding illegal substances and alcohol in the workplace. The failure to do so may result in corrective action up to and including termination for misconduct.
CWI reserves the right to suspend the employment of any employee during the pendency of a substance test. Unless otherwise required by law, any such suspension shall be without pay. However, if the test is confirmed to be negative, CWI will reinstate the employee and will reimburse the employee for any lost wages during the period of the suspension.
Upon receipt of a verified or confirmed positive substance test result which indicates a violation of this policy, or upon refusal of an employee to submit to a substance test, CWI may, at its sole discretion and without limitation, use the test result or refusal as the basis for corrective or rehabilitative action, which may include one or more of the following:
Requests for substance testing, test results, and communications surrounding the investigation of substance abuse or received by CWI through its substance testing program will be treated as confidential; access to any such information will be limited to those persons who have a legitimate need to know.
CWI strongly encourages employees who believe they have an alcohol or drug dependency or a problem with alcohol or drugs to voluntarily seek treatment and/or rehabilitation, before it is discovered through a violation of this policy. Employees should contact CWI’s Human Resources Department for information as to what assistance may be available for this purpose. All inquiries of this nature will be treated as confidential and only those persons with a legitimate need to know will be made aware of any such inquiry. Employees should be advised, however, that voluntarily disclosing an alcohol or drug dependency or a problem with alcohol or drugs or seeking assistance for any such dependency or problems does not relieve the employee from job expectation requirements or preclude CWI from taking corrective action for any violation of this policy.
To provide guidelines for the proper reimbursement of interview expenses incurred by applicants for employment.
Applies to all applicants for employment at CWI.
CWI may reimburse candidates for employment for their authorized, one-time, on-site interview expenses. Exceptions outside of guidelines must be approved by the supervising Vice President prior to issuing the invitation to interview. Expense Pre-Approval form with Vice President’s approval is required for exceptions before bringing final candidate for a campus visit.
To provide guidelines for proving reimbursement for moving expenses.
Applies to all departments of CWI.
CWI generally does not provide moving expenses for new hires except for special recruiting efforts and difficult hiring conditions. However, moving expenses may be provided pursuant to the following guidelines. Exceptions outside of guidelines must be approved by the supervising Vice President prior to confirmation with new hire. The maximum moving expense reimbursement for any employee will not exceed ten (10) percent of the new employee’s annualized salary. The President may approve exceptions to this maximum on a case-by-case basis prior to confirmation with the new hire.
To secure the safety and well-being of campus community members and institutional assets by providing for background checks on new employees, current employees applying for or being transferred into a new position and, where applicable, volunteers.
Applies to new employees and current employees being transferred into a new position and, where applicable, volunteers.
Applicant: An individual applying for a position at CWI. Applicants can be new to CWI or current employees applying for or being transferred into a different position.
Background Screening: A background screening consists of one or more verification processes, including a Criminal Conviction Check, credit check and/or motor vehicle check.
Criminal Conviction Check: A review of an employee’s background to include criminal records (misdemeanor or felony convictions), sex offender registries and the OFAC (Office of Foreign Assets Control of the U.S. Department of Treasury) Terrorist Watch list.
Fair Credit Reporting Act: The Fair Credit Reporting Act (FCRA) as codified at 15 U.S.C. § 1681, et seq. The FCRA is enforced by the U.S. Federal Trade Commission (FTC) and is designed to promote accuracy and ensure the privacy of the information used in consumer reports and investigative consumer reports. The FTC treats criminal background checks as investigative consumer reports.
Personally Identifiable Information: The combination of an individual’s first and last name plus one or more of the following:
Volunteer: A person not employed by CWI but who voluntarily performs a service on behalf of CWI.
Student: Anyone enrolled as a student at CWI. For purposes of this policy, “student” includes all student employee positions.
In an effort to secure the safety and well-being of campus community members and institutional assets, CWI conducts background screenings on new employees and current employees applying for or being transferred into a new position may require a current background screening, and, where applicable, volunteers. Background checks shall be conducted in compliance with the Fair Credit Reporting Act (“FCRA”) and must be completed before the individual may commence employment or voluntary service.
To establish guidelines for ensuring that CWI’s personnel files are complete and that new hires are provided necessary information related to their employment at CWI.
Applies to all individuals accepting employment at CWI and supervisors and managers who are responsible for new hires.
The Human Resources Department is responsible for ensuring that applicable pre-employment screening processes such as background checks and substance testing have been completed before a new hire may begin work.
Further, new hire forms must be received by the Human Resource Office on or before the first day of employment. Accordingly, managers and supervisor should confirm with Human Resources that CWI’s pre-employment process has been completed before a new hire begins work.
Employees must be 18 years of age or older at time of employment. Exceptions will be made for individuals 16 and older who are enrolled as CWI students and working as a work-study or student employee. Certain jobs may require at least 18 years of age due to safety and the nature of the job.
The following pre-employment forms must be completed before the employee may begin work for CWI:
Each new hire will be provided a copy of or access to CWI’s Policy Manual. It is the responsibility of the employee to familiarize him/herself with the contents of the Policy Manual and to acknowledge its receipt in writing. CWI reserves the sole right to add, change or rescind any policy, practice or operational procedure at any time without prior notice to or consent by CWI’s employees. As appropriate, periodic updates and/or changes will be communicated to employees.
While generally established by CWI’s Administration, the work week may vary slightly depending upon the needs of the respective department. New employees should be advised of the parameters of their work week upon commencement of employment. The work week is approximately 40 hours per week depending on the employee's department. All personnel must secure approval from the appropriate supervisor before committing themselves to other assignments during their regular hours.
To establish guidelines for the release of employee information in response to requests from external parties.
Applies to all requests for employee information from external parties.
It is CWI’s policy to respond to reference requests only on a limited basis. In general, any such responses will be limited to dates of employment, positions held and salary. CWI may provide substantive reference information if authorized by the employee or former employee and such authorization includes a release of any liability related to the disclosure of any such information.
All requests for information regarding current or former employees must be referred to the Human Resources Department. Information given by phone will be limited to verification of employment dates, position title, and salary. In response to written requests (e.g., mortgage applications), information such as salary, dates of employment, and job position may be provided, if an authorization signed by the employee is provided to CWI. Representatives of government or law enforcement agencies, in the course of their business, may be allowed access to file information. Personnel documents may be provided in response to a legal subpoena or court order. Such cases will be handled on an individual basis. All employee files are the property of CWI.
A former employee may contact individuals working for CWI to seek letters of recommendation and/or permission to use such individuals as references. Individuals responding to such a request should understand that if they provide a reference, they must act in their individual capacity and not as agents for CWI, and that any such letters of recommendation shall not be on CWI letterhead.
If a former employee requests an official reference from CWI, the request should be forwarded to the Human Resource office.
To provide guidelines for the maintenance of and access to employee personnel records.
Applies to all CWI employees and prospective employees.
Personnel records: name-linked files of and documents related to potential, current and former employees of CWI.
CWI recognizes that it has an obligation to individuals who apply for or who are employed by CWI to protect their personal information. Further, CWI recognizes its obligation to provide for the maintenance of and access to employee personnel records pursuant to applicable law. Accordingly, this policy sets forth guidelines for the proper maintenance of and access to personnel records.
CWI’s official personnel records will be kept in the office of Human Resources. These personnel records shall include all records of employee performance evaluations, employee status, and other relevant materials related to the employee's service with CWI. Each employee shall have the right to review all materials placed in his/her official personnel file at any reasonable time. Copies of materials in an employee’s official personnel file are available to that employee without charge. Personnel files shall not be removed from the premises except as necessary for CWI purposes.
Applicant interview notes will be maintained by the hiring manager for a minimum of three (3) years.
CWI’s official personnel files consist of an individual’s employment-related information including: employment applications, offer letters, fully executed employment contracts, compensation information and changes, personnel changes, performance evaluations, formal performance-related communications to employee, formal disciplinary documents, policy acknowledgements, and separation documents.
Employee benefit files are also maintained in the office of Human Resources and are sept separate from the official personnel file. Benefit files include but are not limited to: employee benefit enrollment forms, benefit elections, benefit declination forms, beneficiary designations, leave requests and leave donations.
Supervisors are not permitted to maintain duplicate personnel records or personally identifiable information contained in personnel or benefit files, such as social security numbers, I-9 information or health information/provider documentation. Supervisor documentation, not including the foregoing, may be maintained in hard copy or digital format in supervisor files.
Personnel information and personnel records will only be provided to outside parties with consent from the employee, when deemed necessary by CWI’s legal counsel, pursuant to court order or proper subpoena or as otherwise authorized by law. CWI reserves the right to disclose the contents of personnel files to outside state or federal agencies, to its insurance carrier or its agents for risk management purposes, or to its lawyers when necessary for defending itself against allegations of unlawful conduct.
Upon receipt of a subpoena for the production of personnel records, an appropriate CWI official, in consultation with CWI’s legal counsel shall: (i) make every reasonable effort to immediately notify the person affected by the subpoena and confirm such notice in writing; and (ii) gather the information requested by the subpoena for response. Employee personnel records are considered to be private and confidential. Only personnel with a legitimate need to know shall have access to employee personnel records.
Each employee shall be provided an opportunity to contest the contents of his/her official personnel file at any time. The employee must file a written objection and explanation, which will be included in the file along with the objectionable material. In the sole judgment of the supervising official, after consultation with CWI’s legal counsel, any offending material may be removed upon a showing by the employee that it is false or unfairly misleading. In general, there should be a presumption that materials are to remain in personnel files accompanied by the employee’s written objection and explanation to provide a complete employment history of each individual.
To establish processes to ensure that CWI’s payroll is accurately and timely processed in accordance with state and federal law and CWI policy.
Applies to all CWI employees.
Exempt: Salaried employees who are exempt from the overtime requirements of the Fair Labor Standards Act.
Non-Exempt: Hourly employees who receive time and a half pay for any hours worked over forty (40) in a work week.
Fair Labor Standards Act (FLSA): Federal law which establishes minimum wage, overtime pay, recordkeeping, and child labor standards affecting full-time and part-time workers in the private and public sector.
It is the policy of CWI to establish processes to ensure payroll is justified, calculated, and authorized both accurately and timely in accordance with state and federal law and CWI policy. The Payroll Department, under the direction of the Vice President of Finance and Administration, issues salary and wage payments to employees. Salaries, wages, payroll taxes, and associated benefits constitute a significant portion of CWI’s overall expenditures. CWI has established payroll systems and processes to promote compliance with all applicable statutes and regulations and with its own fiscal management responsibilities and objectives.
All employees are classified as Exempt or Non-Exempt for purposes of complying with the FLSA. Certain employees are exempt from the overtime requirements of the FLSA because they perform work that qualifies for the professional, executive, or administrative exemption. As such, exempt employees are not eligible to receive overtime pay. Employees who are not exempt from the overtime requirements of the FLSA shall be paid overtime for hours worked in excess of forty (40) hours in the work week.
The work week for all employees begins at 12:00 a.m. on Sunday of each week and concludes at 11:59 p.m. of the succeeding Saturday. Regular office work hours are 8:00 a.m. to 5:00 p.m. Some departments may have extended hours to meet the needs of their students. There may be times when it is in the best interest of both the employee and CWI to arrange a flexible work schedule for an individual. The employee and their supervisor should discuss the feasibility of a flexible work schedule, document the arrangement, and seek approval from the appropriate vice president. The original documentation should then be submitted to Human Resources. It may not be possible to accommodate flexible work arrangements in some departments or for some positions.
An unpaid lunch break is required if an employee works six (6) or more hours in a day. Under normal circumstances, employees are required to take a minimum of thirty (30) minutes for a lunch break but are allowed up to one (1) hour for a lunch break. The scheduling of this break is to be determined by the department head. In addition to a lunch break, for most employees, an additional fifteen (15) minute rest period is permitted each morning and afternoon. The scheduling of these breaks will be determined by the department head and cannot be used for early release or coming in after normal starting time.
CWI understands that there are times when an employee will have unanticipated absences. If it is necessary to be absent from work due to sickness or for any other personal reason, the employee must notify their supervisor before the start of their scheduled workday if possible, or as soon thereafter as possible. The supervisor must also be contacted on each additional day of absence. An employee who is out sick for three (3) or more consecutive workdays may be required to provide a physician's note to their supervisor. An employee’s failure to notify their supervisor of an absence for three (3) consecutive days will be considered a voluntary resignation.
Eligibility for compensation during a campus closure, when physical and remote work services are unavailable is determined by the individual’s role at CWI; however, in most cases exempt and non-exempt employees are eligible to receive closure pay. Individuals working at CWI through a Temporary Employment Agency, as an Independent Contractor, or as a Work Study Program participant, are not eligible for compensation.
In the event CWI is entirely closed for the day, all employees scheduled to work that day will receive their full salary for their normal hours worked. Employees who have scheduled vacation or other leave on a day when CWI closes must use their accrued vacation or sick leave time to receive compensation.
If the entire campus is closed for a delayed start or early release, exempt staff and faculty will be paid for the full day if they work at all on that day. In the event of a delayed start or early release, non-exempt employees will receive their full day’s pay if they arrive by the delayed start time or are working prior to the early release time. Those who arrive before the delayed start time or work beyond the early closure time will not be approved for additional pay unless they work beyond their normally scheduled hours and have their supervisor’s approval.
If a delayed start time or early release occurs during a part-time employee’s regular work time, they will receive their regular day’s pay. Not all closures are campus-wide.
It is the responsibility of each hourly employee to properly record time that they have worked daily and/or taken as vacation, sick leave, holiday, or otherwise. Recording time for another employee or having another person record an employee’s time is prohibited. Working “off the clock,” i.e., failing to record time worked, is also prohibited. Each time sheet, electronic or paper, shall bear the signature of the employee with a statement verifying its accuracy and a counter signature by a supervisor indicating that the hours claimed were actually worked. These records shall be retained as required by CWI’s Records Retention policy consistent with state and federal law. Exempt employees are required to document time worked for accountability and benefit purposes. Any employee with concerns about their compensation, rate of pay, payroll status, deduction, etc. should communicate such concerns to their immediate supervisor or, if appropriate, the Payroll Department.
Employees are paid on the 10th and 25th of each month. If the 10th or 25th falls on a weekend or holiday, the paydays are earlier. Paychecks compensate employees for work performed from the 1st through the 15th and the 16th through the end of the month.
It is the obligation of each employee to monitor the accuracy of each paycheck received. Information shown on the employee’s paycheck stub is provided for information only. Employees are obligated to call to CWI’s attention any discrepancies in payroll practices, whether to the advantage or disadvantage of the employee. If the employee has been underpaid, CWI will pay the employee the difference as soon as possible. If the employee has been paid in excess of what they have earned, the employee will need to return the overpayment to CWI as soon as possible. No employee is entitled to retain any pay in excess of the amount they have earned according to the agreed-upon rate of pay. Any pay discrepancies should be brought to the attention of the Payroll Department.
In accordance with Idaho Code § 45-609 or its successor, no payroll deductions will be made from an employee’s paycheck unless authorized in writing by the employee or as required by law.
To establish expectations for employee conduct while at work and/or while representing CWI.
Applies to all employees of CWI.
CWI requires all employees to act in accordance with all state, federal, and local laws, and regulations. Further, employees are expected to be of high moral and ethical character and utilize judgment to avoid even the appearance of impropriety.
Similarly, employees are expected to conduct themselves in a manner that is helpful and productive, and which does not reflect adversely upon CWI. Employees must recognize that public employees are subject to additional public scrutiny in their public and personal lives because the public's business requires the utmost integrity and care. In order to accomplish the goals of CWI as a public education institution, each employee is expected to scrupulously avoid personal behaviors which would bring unfavorable public impressions upon CWI and its officials. In order to accomplish such a goal, each employee must continuously receive acceptable or higher performance reviews and comply with conduct and performance expectations established by CWI. By way of example and without limitation, employees shall:
Employees should refrain from the following behaviors:
Violations of this policy should be brought to the immediate attention of the employee’s supervisor or HR. Instances of fraud or abuse will be brought to the immediate attention of the President or Vice President of Finance and Administration. External independent auditors may be brought in to investigate any issue at the discretion of the President or the Board of Trustees.
Interference with a review or investigation of this type is prohibited and is also subject to the same corrective action. Interference includes, but is not limited to, such things as failing to cooperate with auditors or investigators; restricting access to CWI employees or property; and the destruction, alteration, or removal of documentation relating to the review or investigation.
Employees who engage in conduct of the nature described above, or that CWI considers unacceptable or inappropriate, or who violate any CWI policy or procedure presently in force or later established by CWI, may be subject to corrective action up to and including termination, depending on the severity and/or frequency of the offense. Whether corrective action is taken in a given instance and what type of corrective action is appropriate, are subject to the discretion of CWI. Nothing contained in this policy creates due process or contract rights on behalf of any employee or limits or modifies the at-will nature of employment with CWI.
Although CWI does not tolerate retaliation against any individual making a report in good faith, a process has been implemented that allows an employee to make a report, anonymously if desired, through CWI’s Ethics Hotline.
To establish and provide guidelines for CWI’s employee performance management process.
All CWI employees who work on an ongoing basis are covered by this policy.
CWI believes that employee performance management is critical for maximizing individual performance to achieve business results. This involves a continuous exchange of timely, accurate feedback between managers and employees throughout the year in order to set performance expectations, monitor progress, and evaluate results, as well as a more formal evaluation process which generally will be conducted on an annual basis. With respect to CWI’s more formal evaluation process, employees are to be evaluated according to their position descriptions in a systematic, fair manner on a calendar basis. The Human Resource Department provides the format supervisors are to use as well as training to maintain a high level of effectiveness among supervisors in conducting performance evaluations.
Supervisors are required to conduct annual performance evaluations with all covered employees who report to them. The performance evaluation period will be established by Human Resources.
Employees will complete a self-evaluation for his or her supervisor prior to the evaluation meeting.
Supervisors will complete the performance evaluation document for each employee. All performance evaluations will be maintained in the employee’s personnel file.
Supervisors should conduct periodic progress reviews to ensure employees continue to meet job expectations and are on track for completing agreed upon goals.
All staff employees (director level and below) assigned to a new position must complete a 90-day introductory period. The purpose of the introductory period is to allow employees time to become acquainted with their duties, responsibilities, and work environment, and to demonstrate their ability to perform their job. It also allows CWI to determine whether continued employment is in its best interests. Upon completion of the introductory period, the employee’s supervisor will conduct a performance evaluation to determine whether employment should be continued. At CWI’s option, the introductory period may be extended if CWI determines that additional time is necessary to evaluate an employee’s performance or otherwise determine if continued employment is appropriate.
Completion of the introductory period does not affect the at-will nature of employment at CWI. At any time during or after the introductory period, CWI may terminate an employee’s employment with or without cause or notice.
Rehired employees are required to complete an introductory period in the same manner as any other new employee unless the employee’s break in employment is less than 90 calendar days.
To provide a process for addressing employee complaints about performance evaluations, job assignments, compensation, corrective action, or any other terms and conditions of employment.
Applies to all employees of CWI.
It is CWI’s intent to create and maintain a work environment of stability and growth, where employees are respectfully treated, where performance is objectively measured, and where deficiencies are fairly addressed. CWI recognizes, however, that misunderstandings may arise, or circumstances may occur when an employee believes that they have not been treated fairly or in accordance with CWI’s policies and procedures. Accordingly, this policy provides employees a process for addressing concerns and/or complaints about their employment at CWI.
A complaint by any employee who believes they have been the victim of discrimination, harassment, or retaliation prohibited by law or CWI policy shall be addressed and resolved in accordance with CWI’s Respectful Community Policy.
Neither this policy nor the guidelines set forth below create any due process or contract rights, express or implied, on behalf of any employee or limit or modify the at will nature of employment at CWI.
A concern or complaint subject to these guidelines may relate but is not limited to: relationships with colleagues, supervisors and/or students; communications; interpretations of policy; findings of policy violations; job duties and responsibilities; assignments; performance evaluations; compensation; work conditions; corrective actions and safety and environmental concerns.
The timelines established below may be extended or waived for good cause or by mutual agreement. In the event a deadline is extended by a CWI party receiving a complaint, that party shall notify the employee in writing of the reason for the extension and set a new deadline for when the employee may expect a response. Further, in order to provide a fair and efficient application of this policy, CWI reserves the right to modify the processes described below as necessary.
CWI promotes an “Open Door” environment for effective communications, giving employees the ability to address concerns, questions, and ideas with their supervisor and through the supervisory chain. If possible, employees should first informally discuss and attempt to resolve their concern with their direct supervisor immediately or as soon as possible following the situation giving rise to the concern. If the employee is uncomfortable discussing the concern with their direct supervisor or, because of the nature of the concern, it would not be appropriate to do so, the employee may take their concern to the next level of supervision or directly to Human Resources.
If the concern is not or cannot be resolved informally, the employee may file a written complaint with their supervisor, or, in the alternative, with the next level supervisor or Human Resources if the complaint directly involves the employee’s supervisor. The complaint should include a statement of the issue, the facts related to the complaint and, if applicable, the identification of any individuals who may have relevant information concerning the complaint.
Upon delivery of the complaint to the appropriate party (“Responding Party”), the Responding Party should meet with the employee within five (5) business days of receipt of the complaint to discuss the employee’s complaint. The Responding Party then has ten (10) business days to provide options for resolution or any other outcome, in writing, to the employee. The employee should notify the Responding Party, in writing, as to whether the issue has been resolved. If so, no further action is needed.
If the employee is not satisfied with the recommended options or other outcome, the employee may take their complaint to the next level of supervision within five (5) business days of receiving the response. This process should be repeated for each available higher-level supervisor up to the level of Executive Vice President or Provost. At each level of supervision, the Responding Party has ten (10) business days to respond. Except as otherwise provided herein, the decision of the Executive Vice President or Provost shall be final.
If the employee is uncomfortable taking their complaint to a supervisor or, because of the nature of the complaint, it would not be appropriate to do so, the employee may take their complaint to a higher level of supervision or to Human Resources. A complaint about or related to CWI’s Executive Vice President or Provost should be taken directly to the College’s President or to the Vice President of Human Resources. A complaint about or related to the President should be taken to the Chairperson of CWI’s Board of Trustees or the Vice President of Human Resources.
In those instances where the employee has taken their complaint to Human Resources, the decision of the Vice President of Human Resources shall be final. In those instances where the complaint relates to the Executive Vice President or Provost, the decision of the President shall be final. If the complaint is about or related to the President, the decision of the Chairperson of CWI’s Board of Trustees shall be final.
Employees may appeal a final decision of the Executive Vice President or Provost within ten (10) business days of receiving the decision by submitting a written notice of appeal to the Vice President of Human Resources. However, the basis for any such appeal shall be limited to the following grounds:
The Vice President of Human Resources may determine that the consideration of additional evidence is appropriate. He/she may also refer the matter back to the Executive Vice President or Provost for further consideration. Otherwise, the Vice President of Human Resources shall issue their decision within ten (10) business days of receiving the employee’s appeal. The decision of the Vice President of Human Resources shall be final.
CWI recognizes that employees who have been discharged may take issue with their separation from employment. Unless otherwise provided by applicable CWI policy, employees who have been discharged may utilize this complaint procedure by submitting a written complaint to the Vice President of Human Resources within ten (10) business days of receiving notice of discharge. The complaint should include a statement of the issues, the facts related to the employee’s complaint, and the identification of any individuals who may have relevant information concerning the complaint. The Vice President of Human Resources, or their designee, shall review or conduct an investigation of the complaint to the extent they deem necessary and within fifteen (15) business days of receipt of the complaint, the Vice President of Human Resources shall issue their decision in writing to the employee. The decision of the Vice President of Human Resources generally shall be final. Individuals in positions equal to or above the level of Vice President, as identified in CWI’s organizational structure, should submit their complaint to the Chairperson of CWI’s Board of Trustees. The Chairperson of the Board of Trustees shall issue their decision within fifteen (15) business days of receipt of the complaint. The decision of the Chairperson of CWI’s Board of Trustees shall be final.
An employee may appeal the decision of the Vice President of Human Resources by submitting a written notice of appeal within five (5) business days of the receipt thereof to the President. However, the basis for any such appeal shall be limited to the following grounds:
The decision of the President shall be final.
Complaint procedures regarding the termination or non-renewal of a contract for faculty members are set forth in CWI’s Separation from Employment Policy.
Retaliation against any employee for initiating or participating in CWI’s complaint procedures is prohibited. Thus, complaints made in good faith pursuant to this complaint process will not jeopardize any employee’s job status or working conditions. However, employees are expected to avoid pursuing complaints in ways that are disruptive to the workplace or their own work performance. Commencement of this complaint process shall not affect the effective date of a discharge. However, should a determination be made that the discharge should be reversed, the employee may be reinstated with back pay.
To provide guidelines for addressing employee performance deficiencies and/or conduct issues.
Applies to all employees of CWI.
CWI expects its employees to meet its performance expectations and to conduct themselves in accordance with its standards of conduct as expressed in CWI’s HR 110 - Employee Conduct policy as well as other applicable policies and procedures. Employees who fail to meet performance expectations or engage in unacceptable conduct shall be subject to corrective action up to and including termination of employment.
The following progressive disciplinary steps may be utilized to improve performance and address employee conduct issues:
While the use of the above-mentioned progressive disciplinary steps is recommended, it is not required. CWI reserves the right to take any corrective action it deems appropriate based on the facts and circumstances of each case.
All disciplinary actions, including verbal warnings, should be documented in writing and include (1) a factual description of the conduct giving rise to the disciplinary action; (2) the policy or other workplace expectation implicated, (3) the date(s) of the conduct giving rise to the disciplinary action; (4) the date of the disciplinary action was imposed; and (5) reference to any prior disciplinary action(s) based on the same or similar employee conduct. A recommendation by a supervisor for suspension, probation, demotion, or termination must be discussed with the Executive Director of Human Resources and approved by the appropriate Dean, Assistant Vice President, Vice President, or the Provost.
If an employee is currently on or has been on any formal corrective action within the previous six (6) months, the employee is ineligible to transfer to an internal position within CWI and is ineligible for a merit pay increase.
Nothing contained in this policy limits or modifies the at-will nature of employment at CWI or creates contractual or due process rights on behalf of any employee who is not employed pursuant to a limited term or renewable contract.
The following actions apply to faculty members who are employed pursuant to a non-renewable or renewable contract.
Non-Renewable Contract Status
No Offer of Subsequent Contract
Faculty members who are on non-renewable contract status and who are notified that they will not be offered a contract for the following term are not entitled to a statement of reasons upon which the decision for such action is based. Further, faculty members who are on non-renewable contract status are not entitled to administrative review of a decision by the College to non-renew their contract except to the extent that a faculty member seeks review of whether written notice was received in accordance with applicable time requirements. In such a case, the review will be concerned only with the manner and date of notification of non-renewal. The faculty member must request such a review in writing within fifteen (15) days of receipt of the written notice of non-renewal. In addition, in the event that a faculty member who is on non-renewable contract status alleges that the non-renewal was the result of discrimination prohibited by law, any such allegation shall be addressed in accordance with the College’s policies and procedures for addressing discrimination in the workplace as set forth in HR 130 - Complaint Process for CWI Employees. Such access to the College’s complaint process does not, nor is it intended to, create any due process or contract right, express, or implied, in continued employment after the expiration of the contract term.
Disciplinary Action during Contract Term
In the event that CWI seeks to take disciplinary action to suspend without pay, reduce pay, demote or discharge a faculty member who is on non-renewable contract status prior to the expiration of their contract term, such action shall be in accordance with the following Due Process Procedures based on “Adequate Cause.”
Renewable Contract Status
Disciplinary Action during Contract Term and Non-Renewal
In the event that CWI seeks to take disciplinary action to suspend without pay, reduce pay, demote or discharge a regular faculty member on renewable contract status prior to the expiration of their contract term or to terminate upon expiration of the current contract or to renew the contract at a reduced salary, such action shall be in accordance with the following Due Process Procedures based on Adequate Cause.
Adequate Cause includes the following:
Due Process Procedures
Prior to making a decision to impose leave without pay, reduction in pay, demotion, termination or non-renewal (for faculty on renewable contract status), CWI’s Due Process Procedures must be followed. This means that CWI must provide the faculty member notice and an opportunity to respond before a decision is made to carry out the disciplinary action as well as appeal rights subsequent to the decision.
If the faculty member accepts the opportunity to respond, the faculty member may submit written response to or request an in-person meeting with the supervisor and Human Resources (HR).
CWI’s Decision
After the faculty member responds, declines to respond, or waives the opportunity to respond, the management authority, consisting of the supervisor, HR, and the appropriate Dean, Vice President or the Provost, shall make and implement a decision within ten (10) working days.
A letter of disciplinary action will be sent to the faculty member explaining the decision. The letter of disciplinary action will either impose, modify, or revoke the contemplated action.
Immediate Action Pending a Decision
A faculty member may be placed on administrative leave pending a decision on a contemplated action if the allegations underlying the contemplated action involve safety concerns, fraud, theft, or there is otherwise reason to believe that faculty member is unable to perform assigned duties. Such administrative leave shall be approved by the Provost and Vice President of Human Resources prior to placing the faculty member on immediate administrative leave.
Resignation in Lieu of Discipline
In the event a faculty member chooses to resign from CWI before a decision regarding discipline has been taken, the disciplinary process shall be suspended. Documentation of the unresolved disciplinary matter will be included in the faculty member’s personnel file.
Appeal Procedures for Suspension Without Pay, Reduction in Pay, and Demotion
A faculty member who is subject to a decision to suspend without pay, reduce pay, or demote, as set forth above, may file a written appeal with CWI’s Vice President of Human Resources within five (5) working days of receipt of CWI’s decision.
If it is determined that there was not good cause for the suspension, reduction in pay or demotion, the faculty member shall be entitled to payment for wages lost as a result of the disciplinary action.
Appeal Procedures for Termination or Non-Renewal
A faculty member who is terminated during the contract term or whose renewable contract is not renewed at the end of a term, is granted the following appeal rights. The faculty member may ask for an appeal on the decision to terminate or non-renew by filing a written request for a hearing with CWI’s Vice President of Human Resources within fourteen (14) working days of receipt of CWI’s decision.
To provide guidelines and applicable procedures regarding the separation from employment of employees of CWI.
Applies to all employees of CWI.
Employees may leave CWI for a number of reasons such as reductions in force (RIF), retirement, resignation, and termination. The purpose of this policy is to provide guidelines for addressing certain issues which may arise from a separation from employment and to delineate certain procedures which may be applicable depending on the status of the employee separating from employment.
Voluntary resignations should generally be made in writing by the employee. Oral resignations should be documented in writing and confirmed with the employee. All resignation documents will be included in the employee’s personnel file.
Employees who have an unexcused or unauthorized absence of three (3) consecutive working days or more may be considered to have abandoned their position and therefore resigned.
CWI’s retirement procedure shall comply in all respects with federal and state law respecting mandatory retirement and the obligations established by the Public Employees Retirement System of Idaho (PERSI).
Separation Date
Unless otherwise agreed upon in writing, the following separation dates apply.
Faculty on a contract of less than 12-months, that have fulfilled their contract, will have a separation date equivalent to the end of current fiscal year as defined in contract. In the event the faculty requests an earlier separation date, a written request must be submitted to Human Resources.
Faculty on a 12-month contract and all staff employees will have a separation date equivalent to their last day worked. Employees may not take vacation leave to extend their separation date.
While the decision to commence employment is consensual, the same is not always true when the employment relationship is terminated. Unless otherwise provided by contract in accordance with applicable policy, employment at CWI is at-will and reserves the right to terminate the employment relationship at any time with or without cause or notice. Regardless of whether the termination is voluntary or involuntary, the employee is required to return all property owned by CWI to their supervisor or Human Resources prior to departure.
A reduction in force may occur when CWI finds it necessary to reduce its work force because of a decrease in student enrollment, the elimination of a particular program or service, the consolidation of jobs, the elimination of certain job functions, the closure of a facility, the reduction of revenue, or other business reasons. Any such reduction in force is permanent unless expressly stated by CWI in writing to be temporary. Unless otherwise provided by CWI’s policies, employees who are included in a permanent reduction in force have no right to be recalled.
If it becomes necessary to decrease its workforce, CWI will select those persons for layoff based on its assessment of the College’s needs, as well as other factors related to the work force including:
When demonstrated skill and efficiency in performing the particular work available and the other job-related factors identified above are relatively equal, length of service generally will be used as the determining factor in selecting those employees to be retained.
Termination as the Result of the Declaration of a Financial Exigency or for Curricular Reasons
The President may discharge a faculty member on any contract status or renew the contract of a faculty member on a renewable contract status at a reduced salary as the result of the declaration of a financial exigency or for curricular reasons.
Financial Exigency
A financial exigency means a bona fide, imminent financial crisis, the result of which is a current or projected absence of sufficient funds to reasonably maintain current programs and activities at a level sufficient to fulfill the College’s educational goals and priorities and which cannot be reasonably alleviated by means other than a reduction in the employment force. For purposes of this policy, the term financial exigency shall apply with respect to the termination or modification of contractual rights of employees, whereas a reduction in force applies to CWI staff who are not employed pursuant to a contract.
Curricular Reasons
Curricular Reasons include:
When a faculty member on renewable contract status is terminated as the result of a financial exigency or for curricular reasons, CWI will attempt to relocate the faculty member to another existing vacant position for which the faculty member is qualified. The final decision with respect to relocation is within the discretion of CWI’s President. Upon determining that termination of one or more faculty members on renewable contract status is warranted because of a financial exigency or for curricular reasons, the President shall decide which faculty member(s) should be terminated based upon an assessment of the educational programs of the department or division in question and the best interests of the institution pursuant to the financial exigency guidelines.
Reinstatement Rights
When the employment of a faculty member on renewable contract status is terminated because of a financial exigency or for curricular reasons, the position may not be filled by a new appointee with the same area(s) of specialization as the terminated faculty member for a period of at least three (3) years from the effective date of the termination, unless the terminated faculty member has been offered reappointment in writing to the position at the previous rank and salary and has not accepted the appointment within thirty (30) days after the offer is extended, or, under extenuating business circumstances, within five (5) days of the offer being extended. Adjunct faculty members or faculty members who are not on renewable contract status are not afforded any reinstatement rights in the event their employment is terminated because of a financial exigency or for curricular reasons.
Notice/Administrative Review
Upon the determination that termination of one or more faculty members is required because of a financial exigency or for curricular reasons, CWI will provide each affected faculty member to be terminated with written notice of the intended action as well as an opportunity for administrative review as set forth in the Separation from Employment guidelines (Layoff Hearing Procedure)
Each employee who voluntarily terminates from employment with CWI is encouraged to complete either an in-person or electronic exit interview with Human Resources.
To describe CWI’s compensation program for CWI’s staff/non-faculty employees.
Applies to all staff/non-faculty employees at CWI, with the exception of the Office of the President.
On Duty Employee: An employee who is required to remain on call on CWI’s premises or so near the workplace that they cannot use their time freely.
On Call Employee: An employee who is able to use their time freely and is not performing a specific assigned task for CWI while waiting to be engaged for work duties.
CWI recognizes the significant role that its workforce plays in fulfilling its mission. As an employer, CWI understands that maintaining a competitive compensation philosophy is critical to its goal of delivering a quality educational experience. Thus, CWI strives to provide compensation for its employees so as to attract qualified applicants, retain employees committed to public service, and motivate employees to maintain the highest standards of performance. With such a goal in mind, CWI compensates employees in accordance with decisions by the Board of Trustees as budgets are set. Pay for any given position is subject to the annual budgetary process and as such may be subject to increase, reduction, or status quo maintenance for any time period. CWI’s Board reserves the right to make budget adjustments, and consequently direct pay adjustments, during the course of the budget year in order to manage cash flow or to deal with other circumstances that justify or require change in CWI’s expenditures.
CWI is committed to providing affordable access to quality teaching and learning opportunities for the residents of its service area. In fulfilling its mission, CWI strives to foster an environment that embraces respect for the worth of each employee and to pursue the same in its total rewards package which includes salary, benefits, policies, and procedures. CWI desires to attract, retain, and motivate employees through a total rewards system that is equitable internally, competitive externally, aligned with State guidance, and affordable within CWI’s budget. This total rewards package is guided by the following principles:
Each employee is responsible for monitoring the status of hours worked in each work period. Overtime for non-exempt employees will be allowed only when authorized by the appropriate Vice President, or when absolutely necessary in an emergency. The work week for all employees begins at 12:00 a.m. (midnight) on Sunday of each week and concludes at 11:59 p.m. of the succeeding Saturday. In accordance with the Fair Labor Standards Act, for employees whose job classifications are non-exempt, pay for hours actually worked in excess of forty (40) in a work week will be computed at one and one-half (1 ½ ) times their regular rate of pay for the overtime hours worked. All paid, non-work time (sick, vacation or paid personal time, bereavement, holiday, CWI declared days of closure, etc.) will be paid at the employee’s regular rate of pay.
CWI provides a five (5) percent shift differential to non-exempt employees who are scheduled to work four (4) or more hours after 6:00 p.m. If an employee works four (4) or more hours after 6:00 p.m., they will be compensated an additional five (5) percent of their regular rate of pay for all hours worked that shift.
Overtime hours worked during the specified shift will be paid at one and one-half (1 ½ ) times the regular rate.
An On Duty employee whose work obligations prevent the employee from using their time freely will be compensated for on-duty time as time worked.
An On Call employee whose work obligations do not prevent the employee from using their time freely and is merely waiting to be engaged for work, even if available by telephone as needed, is not compensated for on-call time. If an On-Call employee must carry a paging device such as a beeper or cellular phone, and the employee is relieved of their duties, the on-call time is unpaid.
When called to work, time must be logged in 15-minute increments. When called in, employees will be compensated for a minimum of three (3) hours.
Non-exempt employees are paid for their time attending CWI required lectures, meetings, and training programs. This time is counted as work time. Hours spent in authorized travel on official business is considered time worked and is compensable as follows: Time spent on approved travel during the employee’s regular working hours and in the regular workweek is considered hours worked. Business approved travel will be paid for a minimum of eight (8) hours for travel taking place in a normal workday if the employee’s travel takes them completely away from their normal work, or actual travel time if greater than eight (8) hours. Actual travel outside of the normal workday (e.g., weekends) will be paid for actual time traveled.
Home to work on a special one-day assignment in a different city or location: An employee who regularly works at a fixed location and is given a special one-day assignment in another city or location and returns home the same day will be paid for their time spent in traveling to and returning from the other city/location, except the time the employee would normally spend commuting to and from their regular work location.
Job openings should be posted internally and externally, with exceptions to be approved by President’s Cabinet (PC).
Promotions may or may not be accompanied by a change in pay.
Reclassifications requested during the year should be an exception and must be vetted for relevant and critical business need and require consideration and final approval by PC. Positions reclassified to higher levels should be posted but there are exceptions driven by critical business continuity requirements. Any such exceptions must be approved by the unit Vice President and PC.
An employee’s base salary may not exceed the maximum of the salary range of their job. If receiving an annual merit increase causes the employee’s base annual salary to exceed the maximum of their pay range, the employee will receive a one-time lump sum payment equaling the annualized total of their merit in excess of their salary range maximum on the second pay period in July and faculty will receive their payment on the second pay period of August.
It is expected that an employee will occasionally perform duties above and beyond their position and pay level with no additional pay or reduction in pay. Interim assignments typically occur when a position becomes vacant or temporarily unfilled. Managers may ask or direct a qualified employee to perform the additional duties and responsibilities on an interim basis. Depending on the scope and nature of the interim assignment employees may continue to complete some or all of their existing responsibilities. Typically, the interim duties are being performed for longer than one (1) month but less than twelve (12) months. Interim duties assigned are temporary and not intended to become a regular assignment.
A temporary increase to an employee’s pay may be provided for taking on the interim assignment, however it is not required. Interim assignments and the amount of the temporary salary adjustment must be approved by the appropriate Vice President or Provost in advance of any discussions or written communication with the employee. The following guidelines apply to all interim assignments:
Employees (Non-Managers) who fulfill additional work responsibilities for a considerable amount of time outside their standard job responsibilities may be eligible to receive a bonus of five-hundred dollars. Managers of employees that meet the below eligibility criteria may propose that the employee be recognized to their Executive Operations Team (EOT) member. The EOT member will work with their Vice President in making the final determination.
Eligibility:
• Covering a position’s duties in addition to their own regular job responsibilities, when a co-worker is out on approved medical leave for three (3) weeks or more.
• Taking on the majority of job responsibilities for a vacant position that has gone through one (1) or more failed searches for a replacement.
• Completing two compressed jobs; no duties have been removed from the employee’s primary position in order for them to complete the additional essential functions of the second position.
Ineligible Criteria:
• Work divided among multiple employees and the impact to the daily workload is minimal for each individual.
• To cover for an employee on vacation.
• Managers who take over managing programs, division, department or supervisory responsibilities (separate procedure for these scenarios).
• Employee is compensated for the extra work with an overload payment.
Once approved by EOT and Vice President, a stipend form will need to be completed and submitted to Human Resources for the Employee Recognition bonus.
CWI reserves the right to change general compensation for any reason deemed appropriate. Compensation may also be adjusted based upon job performance and the availability of funds to maintain a solvent CWI budget. Hours worked may be reduced or employees may be laid off as necessary to meet budgetary constraints or as workload changes.
To define various classifications of employees at CWI for purposes of determining certain obligations and benefits associated with employment at CWI.
Applies to all employees at CWI.
Employee: Any individual currently compensated through the CWI payroll.
Faculty: Any employee engaged in instruction for credit.
Staff: Any employee working in a Non-Faculty position (includes Teachers engaged in instruction for non-credit).
Student Employee: A student employee is a part-time hourly employee who is concurrently enrolled at CWI for credit. Thus, the employment is interim or temporary in nature and is incidental to the pursuit of an educational program.
For varied reasons, employee status must be organized by classification or category in order to administer employee policies and benefits or otherwise address employment issues. It is generally the responsibility of the supervisor, in consultation with Human Resources, to assure that an employee is properly classified for purposes of each issue or benefit type.
The classification of the position employees hold with CWI may affect the status of obligations or benefits associated with their employment. The primary classifications of employees are below. Employees should refer to CWI’s benefits policies for benefit information.
Employees who regularly work forty (40) hours a week for five (5) months or more.
Employees who regularly work less than forty (40) hours a week on a regular basis.
Employees employed to work for short periods of time or those employees who have no regular weekly schedule but who are called periodically to work on a “fill-in” or “as needed” basis. If work needs to be performed on a temporary basis, e.g., for periods of time less than 5 months, whether full-time or part-time, managers are encouraged to work with Human Resources to find the best source of temporary help, e.g., CWI temporary employees, staffing agencies, or consultants. Individuals in positions funded by one or more grants are considered temporary employees.
In accordance with the Fair Labor Standards Act, each job position is classified exempt or non-exempt. Each employee will be notified at the time of hire whether his/her position is exempt or non-exempt. Non-exempt employees will receive overtime pay at the rate of pay of one and one half (1 and ½) times their normal rate of pay for hours worked over forty (40) in a work week. Exempt employees are not eligible for overtime pay.
To delineate and describe the benefits provided to CWI’s employees.
Applies to all benefit-eligible employees.
Full Time: Employees who regularly work forty (40) or more hours a week and are expected to be employed for at least five (5) continuous months.
Part Time: Employees who work less than forty (40) hours a week on a regular basis.
Part-Time and Benefit-Eligible: Employees who regularly work twenty (20) and thirty-nine (39) hours a week and are expected to be employed for at least five (5) continuous months.
Benefits Eligible: Full-time faculty and staff who work twenty (20) or more hours a week and are expected to be employed for at least five (5) continuous months.
Immediate Family Member: Parents, spouse, domestic partner, parents, grandparents, children, grandchildren, brothers, sisters, parents-in-law, children-in-law, grandchildren-in-law, brothers-in-law, and sisters-in-law.
Serious Health Condition: An illness, injury, impairment, or physical, or mental condition that involves inpatient care, or continuing treatment by a health care provider, including incapacity and treatment on at least one occasion which results in a regimen of continuing treatment under the supervision of the health care provider, pregnancy or prenatal care, chronic conditions that require periodic visits (at least twice a year) for treatment by a health care provider, or permanent or long-term conditions that require multiple treatments.
Depending on job classification and hours worked, in addition to compensation, CWI employees are accorded a number of benefits. At the discretion of CWI, these benefit offerings may be changed or terminated.
Each benefit offering is subject to the specific terms of any applicable benefit plan, insurance policy and/or official resolution of the Board.
Sick leave is provided to benefit-eligible employees in accordance with the following accrual schedule:
| Faculty Contract Length | Sick Accrual Rate per Month on Contract | Total Sick Hours Accrued per Academic Year |
|---|---|---|
| 9 - 9.5 month | 8 | 72 |
| 10 month | 8 | 80 |
| 11 month | 8 | 88 |
| 12 month | 8 | 96 |
Sick leave may be used in the event of the employee’s illness or the illness of an immediate family member as defined above.
Employees should notify their supervisor of the need for sick leave as soon as practical for the employee to do so before the start of the employee’s shift. Employees may be asked to provide documentation showing the necessity of sick leave. Negative sick leave balances are not permitted unless authorized by an appropriate Vice President. Should an employee have a negative sick balance upon separation of employment, CWI may deduct the advanced sick leave from their final paycheck. Employees are not entitled to payment for unused sick leave upon separation of employment.
Vacation leave is provided to all benefit-eligible employees. Vacation leave accrues from the start of employment as described below:
| Non-Exempt Months of Service | Vacation Accrual Rate per Hour Worked | Approx. Total Vacation Days Accrued per Year |
|---|---|---|
| 0-24 | .0577 hours | 15 |
| 25-72 | .0692 hours | 18 |
| More than 72 | .0808 hours | 21 |
Accrued vacation leave may be carried over from year to year. However, vacation leave will only accrue up to a maximum of two-hundred forty (240) hours. When the maximum accrual is reached, no further leave will accrue until the employee uses vacation leave so as to fall below the maximum. Negative vacation leave balances are not permitted unless authorized by the appropriate Vice President. In situations where employees request time off without sufficient accrued vacation leave, the additional time must go through the Unpaid Leave of Absence process set forth below. Upon separation of employment, unused accrued vacation leave will be paid in a lump-sum payment at the employee’s current hourly rate of pay.
Vacation leave accrued by employees whose compensation and benefits are funded by grants or special projects funding may need to be taken each year and not carried into the next fiscal year. In addition, accrued vacation leave paid to these employees upon separation of employment may be limited to those hours accrued during the term of the grant or special projects funding. Each case will be reviewed to ensure alignment with grant compliance and current business conditions.
Vacation leave is to be scheduled in advance and with the consent of the responsible department supervisor. Efforts will be made to accommodate the preference of the employee in vacation scheduling, but first priority will be the orderly functioning of affected departments.
CWI’s leave donation program allows CWI employees to donate vacation, sick, or personal days to employees who have exhausted their own leave balances and will otherwise be without pay during an approved leave of absence for qualifying reasons as described below. Participation in the program is entirely voluntary. Employees should not solicit other employees to participate in this donation program.
Benefit eligible employees are eligible to receive a leave donation ("Vacation Donation Leave") if CWI approves an FMLA or personal leave of absence and the employee meets the following criteria:
Hours will be donated to the requesting employee on a pay period to pay period basis, based on the employee’s shortage of accrued leave and the number of Leave Donation hours available in the Leave Bank. Depending on the total hours in the Leave Bank, employees receiving donated leave from the Leave Bank will receive hours based on the total hours requested. In the event, there are several requests and the cumulative total being requested exceeds the balance of available hours, the available hours will be divided equally between all eligible employees not to exceed the maximum number of hours needed to make the employee whole. Hours added to the employee’s sick leave balance may not exceed the policy maximum.
Leave Donation hours will be approved in increments (blocks) of four (4) hours or more. If the Leave Bank has a total balance of four (4) hours or less, no hours will be disbursed to employees.
Leave Bank donation reminders will be emailed to employees with high accrued vacation leave balances throughout the year in an effort to sustain a balance of donated hours.
Staff and Faculty on 12-month contracts must meet the following criteria to donate accrued vacation leave.
Faculty on less than a 12-month contract may donate unused personal days if they meet the following criteria:
Donated leave will be converted to sick leave on an hour-for-hour basis and will be used at the receiving employee’s current rate of pay.
Employees who wish to donate leave to the Leave Bank must submit a Leave Donation Form to Human Resources. Human Resources will determine if the employee meets the criteria to donate and will transfer the approved donated hours to the Leave Bank.
Employees may donate leave directly to another employee who is eligible for donated leave.
The Budget Office will coordinate with the cost center of the receiving employee to ensure funds are available to cover any increase in expense.
The names of employees donating leave will be kept confidential to the extent possible. This confidentiality is intended to preclude any repercussions for employees who choose not to donate leave, as well as for those who do donate. The reason for an employee’s leave of absence and the nature of the employee’s own serious health condition or the serious health condition of their family member will also be kept confidential.
Pursuant to the Uniformed Services Employment and Reemployment Rights Act (“USERRA”), any employee absent from work because of service in the uniformed services of the United States will be granted a military leave of absence without pay during such absence. The uniformed services of the United States include the Armed Forces (U.S. Army, Navy, Air Force, Marine Corps, Coast Guard, Space Force, and the reserves of each) and the Army and Air National Guard when engaged in active duty for training, inactive duty training, or full-time National Guard duty.
Unless precluded by military necessity, or otherwise impossible or unreasonable, employees must provide to CWI advance written or verbal notice of each pending service as far in advance as is reasonable under the circumstances. CWI requests that the notice and a copy of military orders be provided to CWI at least thirty (30) days prior to departure for service when it is feasible to do so.
For employees who are entitled to military leave under USERRA to attend required annual training as part of the Reserves or the National Guard (typically a two-week period), during such leave, up to a maximum of two weeks, such employees shall receive as compensation the difference between their regular CWI pay and any compensation received from the military during the leave.
For all other military leave, an employee may use earned vacation during the leave, if available and if the employee so desires. Otherwise, the leave shall be without pay.
While on military leave for thirty (30) consecutive days or more, an employee who is covered by CWI’s medical insurance plan may elect to continue their current coverage under the plan, including coverage for any of the employee’s family members on the plan, at CWI’s expense. This coverage will be available to the employee for the lesser of (i) the day when the employee completes military service; (ii) a period of twenty-four (24) months beginning thirty (30) days after the date on which the employee’s leave of absence begins; or (iii) the day after the date on which the employee fails to apply for or return to their position of employment pursuant to the requirements of USERRA. Thereafter, if the employee returns to employment with CWI, the employee’s coverage under and the cost of CWI’s medical insurance plan will revert to the coverage and cost the employee had immediately prior to the military leave. Employees who are on military leave for less than thirty (30) days, and who is currently covered by CWI’s medical insurance plan, may elect to continue their current coverage under the plan while on the leave.
An employee who qualifies for military leave under USERRA shall, upon his or her completion of service in the uniformed services, generally be reemployed by CWI provided that:
Should an employee fail to return to work upon completion of military service, or make application for reemployment as required by USERRA, the employee will be considered to have voluntarily resigned from CWI.
Any employee who has been reemployed by CWI after serving time in the uniformed services of the United States will be eligible for all benefits provided by CWI, consistent with the employee’s job classification, hours worked, and seniority that the employee would have attained had he or she not been absent from work for military service. Employees on military leave shall continue to accrue sick leave and vacation leave while on military leave.
CWI officially observes eleven holidays (88 hours), as follows:
Full-time benefit-eligible employees shall receive eight (8) hours of compensation for each holiday even though they do not work. If the normally scheduled workday exceeds eight (8) hours employee may claim vacation hours to complete the normally scheduled workweek hours. Part-time, benefit-eligible employees will receive holiday pay on a pro-rated basis. Full-time faculty with a contract of fewer than 12 months are not eligible for holiday pay.
Holidays that fall on a Saturday shall be observed on the preceding Friday. Holidays that fall on a Sunday shall be observed on the succeeding Monday. CWI will maintain business hours on the day before Thanksgiving and during the week between Christmas and New Year’s Day to maintain limited service to the public. The Executive Operations Team will formalize what the ‘limited-service hours’ will be for their divisions prior to each holiday season. The Division Managers are responsible for staffing their departments to meet the needs of their customers (the public, students, etc.) during this week when volumes are low and should communicate employees’ schedules appropriately. The holiday schedule may be changed at any time by the President. This policy does not apply to part-time non-benefit eligible employees.
The employee’s employment status and work schedule will determine how an employee is paid Holiday Pay. Departments that must have employees working on the above-mentioned dates shall request prior approval from the President or appropriate Vice President.
Up to five (5) days of paid bereavement leave shall be provided to benefit-eligible employees for a death in the family (spouse, domestic partner, parents, grandparents, children, grandchildren, brothers, sisters, parents-in-law, grandparents-in-law, children-in-law, grandchildren-in-law, brothers-in-law, and sisters-in-law).
Bereavement days will be paid for days that the employee is normally scheduled to work. Time taken does not need to be taken consecutively. Additional accrued vacation leave or an unpaid leave of absence may also be approved.
Employees may be granted a leave of absence without pay for justifiable reasons such as illness not otherwise covered by CWI’s Family and Medical Leave (FMLA) policy, emergencies, or other compelling reasons, or to participate in constructive or educational activities as determined and approved by the employee’s supervisor. Unless otherwise provided by law, employees who are not benefit-eligible are not eligible for an unpaid leave of absence. Employees are required to use their accrued vacation and sick leave before going into unpaid status during an approved leave of absence.
CWI will make every reasonable effort to hold open the position of an employee on an approved leave of absence. However, unless otherwise required by law, CWI retains the right to fill the position if it becomes necessary to do so. Failure to return to work from a leave of absence will be considered a voluntary resignation.
Full-time faculty are entitled to the following:
Educational Release Time: Release time granted for the purpose of attending approved conferences, seminars, school-related activities, etc., as approved by the Provost, are counted as days of service to CWI.
Professional and Extended Leave: Leave with pay may be granted to faculty and staff members for the purpose of attending conferences and professional meetings, provided arrangements are approved in advance. Travel expenses and per diem allowances may be allowed pursuant to CWI ADMIN 060 – Travel Policy. Extended professional leave may be granted for periods of up to one year to full-time faculty who have completed at least three years of service at CWI. Extended professional leave is without pay and is intended to assist the faculty member in completing training at an institution of higher education or other approved school. Extended professional leave must be approved by the President.
To be eligible for FMLA benefits, prior to any leave request, the employee:
Entitlements: The FMLA provides an entitlement of up to twelve (12) weeks of job-protected, unpaid leave during any 12-month period to eligible, covered employees for the following reasons: (i) birth and care of the eligible employee's child, or placement for adoption or foster care of a child with the employee; (ii) care of an immediate family member who has a serious health condition; (iii) care of the employee's own serious health condition which renders the employee unable to perform the functions of the position; or (iv) a qualifying exigency arising out of an employee’s immediate family member’s active duty or call to active duty. In addition, as addressed in more detail below, an employee who is the immediate family member or next of kin of a covered member of the Armed Forces and needs leave to provide care for the service member who has a serious injury or illness incurred in the line of duty may be entitled to up to twenty-six (26) weeks of leave in a 12-month period.
The FMLA also requires that the employee's group health benefits be maintained during the leave. The 12-month period is determined using a “rolling” 12-month period measured backward to the date an employee first uses any FMLA leave.
If all eligibility requirements are met, the employee is covered under the FMLA. He or she may request up to 12 weeks of leave during which CWI will continue the employee's benefits (employer portion only). If the employee does not return to work, CWI may recover from the employee the premium(s) that were paid for the employee’s medical coverage unless the employee does not return because of: (i) the continuation, reoccurrence, or onset of a serious health condition of the employee or the employee’s family member who would otherwise entitle the employee to leave under the FMLA; or (ii) circumstances beyond the control of the employee. Total combined FMLA leave for employee spouses who both works for CWI is 12 weeks if the leave is for reasons other than the employee’s own personal serious illness.
Concurrent Use of Accrued Leave and Worker’s Compensation Required: Employees are required to use any accrued paid vacation and sick leave (if applicable) concurrently with any FMLA leave. If paid leave accruals are less than 12 weeks, the employee may take the remainder of FMLA leave as unpaid leave. Employees will continue to accrue leave while utilizing their paid sick and vacation leave. They will cease to accrue vacation and sick leave during any unpaid portion of their leave. Any lost time related to a workers’ compensation claim will also run concurrently with any FMLA leave.
Employee Obligations: Employees are required to give thirty (30) days advance notice, or as much time as practical when the need for FMLA leave is foreseeable. If advance notice is not possible, the employee should give CWI notice of the need for leave as soon as possible. CWI reserves the right to request medical certification supporting any leave. If CWI has reason to doubt the validity of the medical certification, it may require a second opinion at its expense. If the two opinions differ, CWI may request a third opinion, at its expense, from a health care provider mutually agreed upon by CWI and the employee. The third opinion shall be binding and final. CWI may also require a doctor's fitness for duty report prior to the employee returning to work which addresses the employee’s ability to perform the essential functions of their job. Leave may be denied if these requirements are not met. The decision to allow an employee to return to work will be solely CWI’s in compliance with the provisions of the Family and Medical Leave Act. Should a doctor not find the employee fit to return to duty, the employee will not be allowed to return to work.
Contact Human Resources to discuss your rights and obligations for the continuation of any current benefits you are receiving. Employees must make arrangements for payment of their portion of their benefit costs or discontinuation of those benefits will occur.
To request a leave, employees should complete the FMLA Leave Request form and submit it to Human Resources. If the employee is unavailable to request leave, the supervisor should notify Human Resources on the employee’s behalf or a friend or family member may notify Human Resources on the employee’s behalf.
Intermittent Leave Requests: FMLA leave may be taken intermittently or on a reduced leave, scheduled to allow the employee to care for a sick family member, or for an employee’s own serious health condition, when medically necessary. If an employee needs intermittent leave or leaves on a reduced hours basis that is foreseeable, CWI may, in its sole discretion, temporarily transfer the employee to another job with equivalent pay or benefits that better accommodate that type of leave. In the circumstance of birth or placement of a child for adoption or foster care, intermittent leave is only available if approved by the employee’s supervisor and the Executive Director of Human Resources. To the extent possible, employees requesting intermittent leave or reduced hours should schedule their leave so as to disrupt operations as little as possible. Employees must communicate their absences to their supervisor on a regular basis or as otherwise required by applicable CWI procedures.
CWI’s Rights and Obligations: CWI has the right to determine whether the employee is or is not an “eligible employee” under the Act. CWI also has the right to place an employee on FMLA leave without the employee’s consent should CWI determine that the employee meets the eligibility requirements under the Act.
CWI will return the employee to the same or an equivalent position after returning from FMLA leave, subject to the terms of the Family and Medical Leave Act. The only exception may be for individuals who, under the provisions of the FMLA, are considered to be a "key employee" whose extended absence would cause "substantial and grievous economic injury". CWI reserves the right to require periodic notices (determined by CWI) of the employees or their family member's FMLA status and the employee’s intent to return to work.
The National Defense Authorization Act: On January 28, 2008, the FMLA was amended by the National Defense Authorization Act. This amendment provides an entitlement of up to twenty-six (26) weeks of unpaid leave during a single 12- month period to an eligible employee who must care for a covered servicemember who has a serious injury or illness incurred in the line of duty. CWI may require the request for this type of leave to be supported by medical certification.
The National Defense Authorization Act also provides twelve (12) weeks of FMLA leave to an employee for qualifying exigencies arising out of the employee’s spouse, child, or parent’s active-duty call or call to active duty with the Armed Forces. No serious medical condition is required for this type of leave. CWI may require the request for this type of leave to be supported by a certification that the service member is actually on active duty or has been called to active duty. CWI employees shall provide prior notice when the need for this type of leave is foreseeable.
If you have any questions about your rights under FMLA please contact the Human Resources Office.
Eligible CWI employees may use up to eight (8) weeks of paid parental leave due to the birth, adoption, foster care or kinship placement of a child. The purpose of this is to enable the employee to care for and bond with a newborn, newly adopted child, or newly placed child in foster care or kinship care. Paid parental leave shall run concurrently with leave under the Family and Medical Leave Act (FMLA), as applicable. Any leave taken under this policy that falls under the definition of circumstances qualifying for leave due to the birth, adoption, foster care or kinship placement of a child, will be counted toward the twelve (12) weeks of available FMLA leave. An employee will be eligible for paid parental leave even if the employee has otherwise exhausted their FMLA time prior to the birth or placement of the child. If an employee becomes eligible for FMLA while on paid parental Leave, the employee must apply for and use FMLA.
Eligibility Requirements: To be eligible for Paid Parental Leave benefits, the employee must meet the following criteria:
In addition, employees must meet one (1) of the following criteria:
Use of Paid Parental Leave
Limitations on Use of Paid Parental Leave
Compensation of Paid Parental Leave
Request and Approval to Use Paid Parental Leave
CWI reserves the right to change, condition, or terminate any benefits set forth in this section. No employee shall acquire any rights in any current or future status of benefits except as the law otherwise requires.
Employees who had a mandated change of FLSA status on July 1, 2016 from an exempt to a non-exempt status will remain as legacies in their existing leave and retirement plans while in their existing positions. If an employee chooses to apply to another non-exempt position and accepts the position, they will be moved to the corresponding vacation leave and retirement plans.
All employees shall receive benefits as required by law to include Worker’s Compensation insurance. All other benefits are to be determined by CWI.
Health insurance is available to employees and family members subject to the terms and conditions of CWI’s health insurance plan and any applicable health insurance policy. Employees are encouraged to contact the Human Resource Office to learn about sign-up and claims procedures. Other insurance offerings including life insurance, disability insurance, vision insurance, and supplemental income protection may be available at the employee or CWI’s expense. The Human Resource Office should be contacted for additional information about any of these benefits. Any such offerings are subject to change at any time.
All benefit-eligible non-exempt employees must participate in the Public Employee Retirement System of Idaho (PERSI). PERSI mandates withholding a percentage of an employee's gross salary for pension purposes, which is presently exempt from Federal and State income taxes, and CWI matches this with an additional contribution. Contact the Human Resource Office for further information.
Full-time faculty and exempt staff are automatically enrolled in the Optional Retirement Plan (401a) selected by the State Board of Education and administered by a third party vendor. After employment with CWI, benefit-eligible faculty and exempt staff, must participate in the ORP to serve as their retirement carrier or they may choose to stay with PERSI if they are already vested in that plan. Contributions to the employee’s retirement plan are made by CWI and the employee. Investment choices are the responsibility of the employee, and plans are portable. Contact the Human Resources Office for further information.
As one way to show appreciation to our employees, CWI offer a Years of Service recognition program as follows:
The Employee Assistance Program (EAP) is a short-term counseling and referral service provided to all benefit eligible employees. The program addresses marital, child or other family problems, persistent anxiety, abuse of alcohol or other drugs, stress problems, depression, grief, or other distracting concerns.
Employees and their immediate family members may participate in counseling sessions in accordance with the terms and conditions of CWI’s contract for such services.
Leave will be granted, and full pay provided to employees asked to testify either in a deposition or in court on behalf of CWI or otherwise subpoenaed to testify in a deposition or in court, called to serve as a witness in court in matters specifically related to CWI operations. Further, leave will be granted, and full pay provided to employees called to serve on jury duty when the jury time required interferes with their regularly scheduled work shift.
Employees of CWI who receive medical benefits and who separate their employment may be eligible to continue those medical benefits at the employee’s sole cost and expense for a limited time in accordance with the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA). If you have any questions regarding your right to continue your health coverage after separating from CWI please contact Human Resources.
To provide guidelines and procedures to be followed in the determination and declaration of a financial exigency and to define circumstances where adverse employment action may be necessary for curriculum reasons.
Applies to all employees of CWI.
Financial exigency: a bona fide, imminent financial crisis, the result of which is a current or projected absence of sufficient funds to maintain current programs and activities at a level sufficient to fulfill CWI’s educational goals and priorities and which cannot be alleviated by means other than a reduction in force.
The Board recognizes that it may become necessary to curtail, modify or eliminate some of the programs under its governance due to unfavorable economic conditions. The Board further recognizes that under such circumstances CWI may be compelled to take certain adverse employment actions to ensure that it can fulfill its purposes and goals. Such action may be necessary in the event of a financial exigency or for curricular reasons. The purpose of this policy is to provide guidelines to be followed in the determination and declaration of a financial exigency and to define the circumstances where adverse employment action may be necessary for curricular reasons. The effect of those circumstances on CWI’s procedures is provided in its Separation from Employment Policy.
In the event it is necessary to curtail, modify or eliminate programs at CWI, the Board of Trustees may declare a financial exigency. A financial exigency shall exist only upon Board declaration, and the responsibility and authority to make such a declaration rests solely with the Board.
Potential responses to a declared financial exigency include:
This policy does not apply to the following:
The Board also recognizes that it may become necessary to take adverse employment action for curricular reasons. Curricular reasons include:
Students enrolled in a program that is closed, relocated or discontinued pursuant to a financial exigency plan or because of curricular reasons should be given notice thereof as soon as is practical. Arrangements should be made for enrolled students to complete affected programs in a timely manner and with minimum interruptions.
To provide guidelines for the provision of professional development opportunities for CWI employees.
Applies to all CWI Non-Temporary Employees.
Religious Organizations: Entities which (i) are organized for a religious purpose; (ii) are engaged in activities consistent with and in furtherance of such a purpose; and (iii) hold themselves out to the public as a religious organization. Entities that have religious affiliation, but that are organized for a primary purpose other than religion (hospitals or educational institutions) are not considered religious organizations for the purposes of meeting professional development criteria.
Eligible Employees: Employees of CWI that are not (i) Temporary; (ii) Work Study students.
CWI is committed to professional growth and development for eligible employees. Through the annual budget process, CWI shall allocate resources specifically for professional growth and development. Use of these funds must be related to the employee’s professional growth objectives and be approved by their direct supervisor in advance.
All eligible employees should work with their supervisor as part of the annual evaluation process to establish professional goals and the means by which to achieve them. This interactive process encourages communication between employees and supervisors concerning the intent and goals of professional development, as well as encouraging more flexible and creative exploration of the most effective professional development possible. Participation in professional development activities should have a positive impact on individual performance, student success, or institutional stability.
Expenses associated with approved professional development including registration fees, travel, salary, and associated expenses will be funded 100% by the employee’s department.
Supervisors will review each professional development request against established criteria and available budget. Those requests that receive priority based on that criteria will be covered 100% by the faculty member’s department. Faculty who do not receive approval for 100% funding may re-submit their request for partial funding if there is budget available.
Professional growth and development funds may be used for, but are not limited to, the following:
CWI cannot use public funds to pay for development sponsored and or offered by a religious organization. For professional development sponsored or offered by a religious organization, employees may request time off with pay from their direct supervisor (see Vacation Leave policy). If time off is approved, any and all costs associated with the event including but not limited to registration, travel, and food are the responsibility of the employee.
To provide guidelines for employees who wish to engage in or are engaging in outside employment.
Applies to all CWI employees.
CWI recognizes that employees may engage in outside employment of a professional and personal nature. CWI further encourages the sharing of professional knowledge with the community at large. However, employees owe their primary employment responsibility to CWI. Accordingly, the engagement in employment or independent contractor relationships outside of CWI by employees is subject to the following guidelines.
Employees owe their primary employment responsibility to CWI. Employees are expected to fulfill, to the best of their abilities, the responsibilities established in their respective job description. No employee may undertake outside employment that interferes with the employee’s assigned duties or creates a conflict of interest. For purposes of this policy, a conflict of interest includes but is not limited to any situation in which the employee may be viewed as providing services normally offered by CWI, which may otherwise be detrimental to CWI’s mission or operations or which may involve or allow for the disclosure of confidential information. When the primary professional loyalty of the employee is not focused on CWI, a conflict of commitment exists. Conflicts of commitment are prohibited and must be immediately resolved by the employee and his/her immediate supervisor. Employees are required to disclose to CWI any such outside employment, the employer and the work involved with that employer at the time such employment begins or upon hire by CWI, whichever comes first.
Outside activities in an employee’s discipline or area of specialization are encouraged to the extent that they contribute to the improvement of teaching skills, provide a needed professional service and/or advance the cause of CWI/community relations.
Employees engaging in private consulting must inform clients that they are acting as a private consultant and that CWI is not a party to any applicable contract, nor is it liable, or responsible for the employee’s performance. Employees must secure approval from the appropriate Vice President for any professional private consulting activities which require absence or involve unusually demanding commitments.
Administrative approval for consulting by employees will be granted only when the proposed activity is compatible with the employee’s professional competence, will not impair the performance of the employee’s assigned duties, does not involve the use of college supplies, equipment, or facilities, and is not contrary to CWI’s best interest.
The name, ĢƵ, and its logo are the exclusive property of CWI and should not be used as a part of claims, advertisements or the content of any private consulting report. CWI stationary or letterhead should be used only for official CWI business.
Whenever possible, CWI will look to the expertise of its own employees first. Consulting services that are performed as part of an employee’s regularly assigned duties are not a basis for additional compensation. Additional compensation for employees may be authorized for consulting services that are clearly beyond the employee’s assigned duties. Each instance of extra compensation is subject to the President's approval before the work is performed and payment can be made.
To recognize significant contributions made to CWI by former Board of Trustee members and long‐term employees.
Applies to former Trustees who have demonstrated exemplary service and faculty/staff members who have completed a minimum of 15 years of service to CWI or are otherwise deemed to be worthy of emeritus status.
CWI desires to recognize those individuals who have provided outstanding service and who have significantly contributed to furthering the mission of CWI.
Trustee Emeritus is an honorary designation awarded to former trustees who have demonstrated exemplary contributions to the College. At least one of the following criteria must be satisfied for appointment to Trustee Emeritus status:
A former trustee becomes eligible for appointment to Trustee Emeritus status after the November election at which the candidate’s seat is filled by another trustee. The process for nomination for Trustee Emeritus status is as follows:
Faculty Emeritus status is an honor awarded to full-time faculty members upon retirement who have a history of distinguished service to CWI. Faculty Emeritus status is not given as a matter of course and is reserved to those faculty members who have made significant contributions to CWI’s mission and/or exhibited scholarly excellence in the individual’s field of study. At least one of the following criteria must be satisfied for appointment to Faculty Emeritus status:
A faculty member must apply for emeritus status through an application provided by the Faculty Senate. Applications are submitted to the Faculty Senate for review. Applications must be accompanied by a recommendation from the candidate’s department chair and/or dean in addition to three (3) individuals outside the candidate’s individual program. If approved by the Faculty Senate, the application will be forwarded to the Provost for recommendation to the President. The President shall make a recommendation to the Board, who shall have final approval on Faculty Emeritus status. After Board approval, and if timely submitted to the Board of Trustees, emeritus status will be publicly awarded and recognized at commencement.
Staff Emeritus status is based upon significant meritorious contributions to CWI. At least one of the following criteria must be satisfied for appointment to Staff Emeritus Standing:
A staff employee becomes eligible for appointment to emeritus status once the date of retirement has been formally established. Staff applications for emeritus status must be initiated by:
Applications are submitted to the Staff Senate for review. Successful applications will be forwarded to the Executive Vice President of Operations for recommendation to the President. The President shall make a recommendation to the Board, who shall have final approval on Staff Emeritus status. After approval, emeritus status will be publicly awarded and recognized.
Individuals granted emeritus status shall, subject to any subsequent modification or termination of this policy, be entitled to receive the following:
Emeritus status shall not disqualify a person from accepting paid employment with CWI.
To provide guidelines for the proper utilization of volunteers at CWI.
Applies to all departments or programs at CWI utilizing volunteer services
Volunteer: a person who performs services and/or engages in activities on behalf of or for the benefit of CWI without promise, expectation or receipt of compensation. The term “volunteer” does not include CWI students participating in activities that are part of a course or program in which the student is enrolled.
Official Guest: a person who has been invited to a CWI facility or function for a specific purpose that benefits CWI’s mission. Examples include but are not limited to visiting scholars, dignitaries, donors or potential donors, public officials and guest speakers.
CWI recognizes the contribution of volunteers in its pursuit of its mission and the provision of educational services to its students. CWI also recognizes that it is critical that the utilization of volunteers be in compliance with applicable law and that certain guidelines be followed when volunteers provide services on behalf of CWI.
Volunteer services generally are limited to humanitarian, educational or public services purposes. Anyone including alumni, students, parents and former CWI employees may serve as volunteers on behalf of CWI. Official guests of CWI are not considered volunteers. However, a current CWI employee who is non-exempt under the Fair Labor Standards Act may not volunteer in any capacity in which he or she is employed at CWI nor perform any volunteer work that is similar to or related to the employee’s regular work at CWI. Non-exempt employees must receive written approval from the Human Resources Department before engaging in volunteer work for CWI.
CWI volunteers must abide by all applicable CWI policies and procedures, including but not limited to those relating to safety, confidentiality, use of technology, harassment, and drug and alcohol use. Volunteers are not subject to the Fair Labor Standards Act and are not considered employees for any purpose. Volunteers receive no compensation or benefits for services rendered. Volunteers must be under the supervision of a CWI employee at all times.
Parental/guardian consent is required for all volunteers who are under the age of 18. To give consent, a parent/guardian must fill out, sign and return CWI’s Volunteer Form. CWI reserves the right to require a criminal background check for volunteer positions or activities. Thus, volunteers may be required to sign a consent form for a criminal background check.
CWI recognizes three types of activities for which a department or program may wish to use volunteers. Each type of activity is based on the complexity, duration and relative risk of injury to both the volunteer and other people and property which may be affected and are as follows:
Volunteers are prohibited from engaging in any Category three activities
The identification of activities which fall in each category above is not exhaustive but rather is intended to provide guidelines and examples when considering volunteer engagements. Questions regarding these guidelines should be direct to the College’s Risk Management Department. If an activity could fit in more than one category it shall be placed in the higher category.
Volunteering is limited to the premises on which the activity takes place. Each department or organizer utilizing volunteers for an activity must comply with the application procedure listed below. They must also provide the volunteer with every form required for the activity so that the volunteer is able to comply with the procedures set forth below.
A supervisor of the department or program utilizing a volunteer must provide the volunteer with, and the volunteer must complete, the following forms:
The department or program utilizing the volunteer must retain all completed lists of volunteers and related forms for three years. If an individual is a returning volunteer, but the break in service is greater than one (1) year, all applicable forms and processes must be completed again.
Volunteer service at CWI is non-contractual. CWI may terminate the services of any volunteer at any time without prior notice. Any CWI employee serving as a volunteer who violates any CWI policy or procedure will be subject to corrective action up to and including termination.
To provide protection for employees reporting the existence of any waste of public funds, property or manpower or the violation or suspected violation of applicable law in accordance with the Idaho Protection of Public Employees Act.
Applies to all employees of CWI.
Pursuant to the legislative intent underlying the enactment of the Idaho Protection of Public Employees Act, CWI encourages its employees to report any waste of public funds, property or manpower or any violation or suspected violation of applicable law. In furtherance of this policy, CWI has adopted the following guidelines for employees reporting conduct of such a nature.
CWI prohibits retaliation against any employee who:
For purposes of this policy, an employee reports in good faith if there is a reasonable basis in fact for the communication. Good faith may be lacking where the employee knew or reasonably ought to have known that the report is malicious, false or frivolous.
Employees are encouraged to report the existence of any waste of public funds, property or manpower or any violation or suspected violation of applicable law. Any such report should be made at a time and in a manner which gives CWI a reasonable opportunity to correct the waste or violation.
In most cases, an employee’s supervisor is in the best position to address an area of concern regarding conduct addressed in this policy. However, if an employee is not comfortable speaking with his/her supervisor or is not satisfied with his/her supervisor’s response, the employee should report his/her concerns to CWI’s Vice President of Human Resources or CWI’s President. If the concern involves the Vice President of Human Resources, the employee should contact CWI’s President. If the concern involves CWI’s President, the employee should contact the Chairman of CWI’s Board of Trustees. CWI will conduct an appropriate investigation of any such reports and will take corrective action as appropriate to address the waste or violation.
Although employees reporting possible violations are protected by this policy, employees may choose to remain anonymous when making a report. Therefore, CWI has established an Ethics Hotline to serve as an additional mechanism to make report.
Employees working on federal grants and contracts are directed to CWI’s Notice to Employees for Enhancement of Protection from Reprisal for Disclosure of Certain Information, 41 USC 4712
To establish guidelines regarding political activity by employees on CWI’s campus. This policy is not intended to improperly prohibit or limit CWI’s employees from exercising their freedom of speech or political association.
Applies to all CWI employees.
CWI respects the rights of its employees as citizens to engage in local, state and national politics. However, because CWI is a public entity, and to ensure the orderly operations of CWI, compliance with the following guidelines is required regarding political activity by employees on CWI’s campus.
To provide guidelines related to the hiring, supervision and instruction of individuals whose familiar relationship with existing employees may create an actual or apparent conflict of interest.
Applies to all employees and prospective employees of CWI.
A Person Related by Family, Marriage or Domestic Partnership: a person with whom an employee has a current or former familial relationship, including a parent, step-parent, child, step-child, son-in-law or daughter in-law, brother, sister, spouse, aunt, uncle, niece, nephew, cousin, grandparent, grandchild, brother-in-law or sister-in-law, in a guardianship capacity, or persons living in the same household.
Influence: using one’s position to alter the outcome of the hiring of a person related by family, marriage or domestic partnership through coercion, bribery, threats, intimidation, and quid pro quo.
CWI hires individuals based solely on their qualifications and ability to carry out the duties of the available position. This policy serves to reinforce the CWI’s commitment to practices which create and maintain an academic environment free of conflicts and constructive working relationships and practices that are fairly, efficiently, and evenhandedly applied to all.
Any employee who violates this policy will be subject to corrective action, up to and including termination of employment.
To provide guidelines for identifying, evaluating, and managing potential or actual conflicts of interest.
Applies to all CWI employees and any person performing a governmental function on behalf of CWI, including but not limited to community members on college committees and advisory board members. Conflicts of interest related to members of CWI’s Board of Trustees are addressed in CWI’s Board of Trustee Handbook.
Conflict of Interest: A situation where an employee’s financial, professional, or personal interest compromises the employee’s professional judgment in the discharge of their duties.
Conflict of Commitment: Refers to an individual distribution of effort between the individual’s appointment at CWI and the individuals outside professional activities.
Family Member: Any person with whom an employee has a familial or guardianship relationship, including but not limited to a parent, guardian, stepparent, child, stepchild, son-in-law, daughter-in-law, sibling, stepsibling, 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 an employee or a member of their family, whether or not the value is readily ascertainable, including, but not limited to salary or other payments of 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); the value of intellectual property rights and interests (e.g., patents, trademarks, service marks, and copyrights), and royalties or other income received from such intellectual property.
Principal Investigator (PI): The individual(s) responsible for the technical and financial performance of a sponsored project. A PI can also be called a Project Director (PD) or a co-PI.
CWI employees have an obligation to conduct College-related business without actual or potential conflicts of interest or commitment. In accordance with this policy, employees shall take necessary precautions to avoid any actual or potential conflicts of interest and to ensure that their activities do not conflict with their obligations to the college and its welfare.
For effective administration of this policy, employees are required to disclose outside activities and interests, through the Conflict of Interest Disclosure Form, including financial interests, that might give rise to conflicts.
Other college policies address various types of conflicts of interest:
There are situations where judgment may differ as to whether there is or may be a conflict of interest, and employees may inadvertently place themselves in a situation where conflict exists. For this reason employees with a personal interest that may have or become a potential conflict of interest should seek advice and guidance by reviewing the specific circumstances with Human Resources or when applicable with the Sponsored Programs Office for conflict of interest under research sponsored projects.
Generally, a conflict of interest arises when an employee has a personal interest that may compromise the employee’s professional judgment. This personal interest is often identified as a financial interest, where an employee or a family member of the employee receives a financial benefit from dealings with an entity or person conducting business with CWI. However, personal interests giving rise to a conflict of interest may also involve family, social, or outside professional interests, including membership in or commitments to other organizations, which do not necessarily result in financial benefit.
Conflicts of interest may be direct, where the employee benefits personally, or they may be indirect, where family members or closely associated businesses of the employee benefit. Additionally, conflicts may be actual or potential and, in some cases, the conflict could present as an apparent conflict of interest, which can be just as harmful to the organization’s reputation. All conflicts of interest, whether actual or potential, real or apparent, must be avoided in order to preserve and maintain public trust.
This policy cannot address every situation in which a conflict of interest may arise. However, the guidelines in this policy provide examples of prohibited behavior that can assist employees to become aware of when an actual or potential conflict of interest is present. This policy also provides links to resources addressing unethical behaviors which are prohibited by law, and which carry civil and criminal penalties.
While all care should be taken to avoid a conflict of interest, CWI has provided a process by which employees can disclose actual or potential conflicts of interest. By disclosing the actual or potential conflict of interest, CWI can provide a management plan that allows CWI to continue its business transactions and other community relationships with the integrity and public trust that is essential to the effective operations of a public institution.
Self-dealing involves situations in which an employee can influence a college-related decision that may result in the employee or the employee’s family member realizing a personal financial benefit. Employees who have authority to enter business transactions on behalf of CWI must be particularly aware of the potential for self-dealing. Specifically, employees who exercise discretion with respect to procurement, sale of goods, negotiation, or development of contract, or who make decisions affecting CWI assets, including intellectual property and licenses, must avoid exercising such discretion in a manner that directly or indirectly provides a financial benefit to the employee.
Examples of self-dealing activities include the following:
CWI’s resources should not be used for personal gain. CWI personnel, laboratories, space, services, equipment, or intellectual property should not be used in connection with outside employment or for the personal benefit of a CWI employee without prior written authorization from the Vice President of Finance.
Similarly, CWI employees may not use CWI’s name for advertisement purposes except to the extent authorized by CWI. An employee may identify a factual association with CWI but shall take care that CWI’s name is not used in any way that implies endorsement or approval by CWI. Employees may not use any CWI logo or trademark for non-CWI activity without prior written approval from CWI’s Communications and Marketing Department.
Examples of improper use of CWI’s name or resources include the following:
An employee may not use or disclose confidential information gained by reason of the employee’s College-related activities with the intent to obtain a financial benefit for the employee or for any other person or entity, or for any purpose which may be detrimental to CWI.
A conflict of commitment occurs when an employee’s outside activities, including private consulting, business activities, external professional endeavors, pro bono work, or outside employment compromise or may compromise the employee’s ability to meet their obligations to CWI. For further explanation on when outside employment may constitute a conflict of commitment, please refer to HR 210 – Outside Employment Policy.
All employees 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 the Annual Disclosure, all employees must submit an ad hoc notification if an actual or potential conflict of interest arises as soon as becoming aware of the actual or potential conflict of interest and no later than thirty (30) days after becoming aware of the actual or potential conflict of interest.
Persons performing governmental functions on behalf of CWI, including those serving on college committees, boards, or advisory groups, may be required to submit Annual Disclosures and/or ad hoc notifications, if so, required in committee charters or bylaws or as directed by CWI.
The disclosure of a conflict of interest 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 the Office of General Counsel. If a conflict of interest exists, Human Resources will meet with the employee and the employee’s supervisor within thirty (30) calendar days to address the conflict. Interim measures to manage the actual or potential conflict of interest may be taken during the time period it takes to assess the conflict and establish a management plan.
CWI employees must comply with any applicable requirements regarding conflict of interests in their sponsored programs/projects agreements. Before a proposal is submitted to a sponsor or funding organization, employees acting in the capacity of Principal Investigators (PI) under the sponsored program are required to certify the appropriate disclosures of any significant financial interest related to the proposal.
When required by a sponsor or funding organization, and for those sponsored programs directly related to research activities, additional disclosures may be required and the Sponsored Programs Office in cooperation with Human Resources will be responsible for reviewing the possible conflicts of interest, making determinations if a management plan is needed, and reporting the conflict to the appropriate sponsor or funding organization prior to the expenditure of any sponsor funds. Please see Process and Guidelines for Conflict of Interest in Sponsored Programs.
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 at least three (3) years following completion or termination of the activity that prompted the filing of the disclosure form. For conflicts of interest related to sponsored programs/projects the retention period will be determined by the terms and conditions of the sponsored agreement. In the event any sanction, copies of such records will be provided to Human Resources and maintained as part of the employee file.
Failure to comply with this policy may subject an employee to corrective action, up to and including termination.
Violations of this policy must be reported to Human Resources or through the CWI Ethics Hotline.
Additional sanctions may apply under applicable State Board of Education policies and state and federal law and regulations. Employees must comply with all applicable statutes and rules governing conflicts of interest. For a complete list of applicable state law governing ethics in government, please review the following resources:
To establish guidelines for the update, review, and creation of CWI policy, and document necessary approval requirements and communication.
This policy applies to all CWI policies, excluding CWI governance policies.
Executive Operations Team (EOT): College Department leaders reporting to the President, Executive Vice President, Provost, and Vice Presidents.
Substantive change: A change to policy that is a significant modification or expansion in the nature and/or scope of the policy.
Non-substantive change: A change to policy that is a minor modification to an existing policy and is not intended to change the nature and/scope of the policy. Often a change is to provide greater clarification.
Responsible Department: Department with operation responsibility for a specific policy.
ĢƵ (CWI) is committed to ensuring that all CWI policies and procedures are updated as appropriate on an ongoing basis to assist in reducing risks associated with policy misinterpretation, non-compliance to CWI policies and procedures, and/or legal requirements.
Administrative policies will be reviewed on an ongoing basis by the responsible department, at a minimum of at least once every two-years. Responsible department will notify Human Resources when a policy has been reviewed but no updates or revisions are made.
A department or individual with a policy revision or a new policy shall work with the Executive Operations Team member who has over-sight of the subject area and will facilitate collaboration with stakeholders across the college.
As necessary, the Executive Operations Team member will provide a draft of the policy to legal counsel or others whose expertise will ensure that the draft policy does not conflict with various laws and regulations that govern the College for review.
After legal or other appropriate review has been completed, the Executive Operations Team member will provide a copy of the policy draft to HR to begin the approval process.
Human Resources will provide a draft of the new or revised policy to the Executive Operations Team for review and discussion.
Upon completion of the EOT review, the Vice President of Human Resources will provide a draft of the new or revised policy to Presidents Cabinet for final approval before publication.
Human Resources will publish changes or new policies on the CWI website after necessary approval is received.
New policies or substantive changes to an existing policy will be communicated to the students and employees through multiple communication channels (email, newsletter, etc.) after going into effect.
All policy updates, substantive and non-substantive will be published on the CWI website.
In certain circumstances, acknowledgement of a policy update or of a new policy may be necessary and will be communicated as appropriate.
To provide appropriate attire and grooming standards for employees.
This policy applies to all CWI employees.
CWI strives to maintain a workplace environment that functions well and is free from unnecessary distractions. As part of that effort, the College requires employees to maintain a neat and clean appearance that is appropriate for the workplace setting and for the work being performed. To that end, managers may determine and enforce guidelines for workplace-appropriate attire and grooming for their areas. As representatives of CWI, employees are encouraged to utilize this policy as a guideline and to always use their best judgement according to environmental circumstances.
Certain employees may be required to meet special dress, grooming and hygiene standards, such as wearing uniforms or protective clothing, depending on the nature of their job. Uniforms and protective clothing may be required for certain positions and may be provided to employees by CWI.
At the discretion of the department manager, in special circumstances, such as during unusually hot or cold weather, or on special occasions, employees may be permitted to dress in a more casual fashion than is normally required. On these occasions, staff members are still expected to present a neat appearance and are not permitted to wear ripped, frayed or disheveled clothing or athletic wear. Likewise, tight, revealing or otherwise workplace-inappropriate dress is not permitted.
Typically employees are able to wear relaxed attire while at work unless otherwise required by their manager. The following list is a guideline of appropriate and inappropriate attire under CWI’s relaxed attire standards. These are examples only. Managers may determine if an employee is dressed inappropriately for the workplace within this policy.
Some situations may require business casual attire based on the situation. Factors which may be considered in determining whether business casual attire is required include, but are not limited to the location and nature of the activity in which the employee is participating, the nature of the employee’s job and whether the employee’s interaction with the public dictates the use of more formal attire. For specific expectations regarding when to dress in a business casual manner employees should speak with their manager.
The following list is a guideline of appropriate and inappropriate attire under CWI’s business casual attire standards. These are examples only. Managers may determine if an employee is dressed inappropriately for the workplace within the policy.
CWI may limit natural or artificial scents that are or could be distracting or annoying to others.
Violations of this policy can range from inappropriate clothing items to offensive perfumes and body odor.
If an employee’s poor hygiene or use of too much perfume/cologne is an issue, the manager should discuss the problem with the employees in private and should point out the specific areas to be corrected. If the problem persists, managers should follow CWI’s normal corrective action process.
If a manager determines that an employee’s dress or appearance is not appropriate as provided in this policy, he or she may take corrective action and require the employee to leave the work area and make the necessary changes to comply with the policy. Employees who are directed to do so will be required to use vacation time or unpaid time off for such a purpose.
To delineate and describe the Educational Tuition Waiver Benefit.
Applies to all benefit-eligible faculty and staff.
Benefit-eligible: Full-time faculty and staff who work twenty (20) or more hours a week and are expected to be employed for at least five (5) continuous months.
Credit Courses: Courses that earn credit toward academic transfer or career and technical education programs upon successful completion.
Non-Credit Courses: Courses that are not offered for credit toward academic transfer or career and technical education upon successful completion. These courses are generally designed to obtain employment, retrain for new opportunities, or advance careers. Non-credit courses often include but are not limited to continuing education programs, workshops, seminars, and other learning opportunities that focus on providing skills and knowledge without the formal assessment or accreditation associated with a credit course.
Audited Courses: A credit course an eligible CWI employee enrolls in and attends without earning credits that can be applied toward an academic transfer or career and technical education program. Auditing a course is often done for personal enrichment or professional development, rather than to fulfill degree requirements.
Eligible Dependent: An employee’s spouse, unmarried child, stepchild, or foster child under the age of twenty-six (26).
CWI offers Educational Benefits to support the greater campus community. Eligibility for this waiver of educational tuition is contingent on meeting eligibility requirements and compliance with the terms contained in this policy. Any exceptions to this policy or the procedure must be approved in advance, and in writing, by the Chief Human Resources Officer
CWI EMPLOYEE TUITION WAIVER ELIGIBILITY
Benefit-eligible employees and their benefit eligible dependents as defined above may enroll in credit courses on a space-available basis. Benefit-eligible employees may enroll in non-credit courses and audited courses on a space-available basis.
Employees on an unpaid leave of absence (except for medical) or whose employment begins after the start of the semester in which the waiver is being requested are not eligible for the tuition waiver. Employees on nine- or ten-month contracts and their benefit eligible dependents may receive the tuition waiver for summer sessions provided the employee has worked the previous semester and has an employment contract for the following fall semester.
This tuition waiver benefit does not apply to:
NON-CWI EMPLOYEE TUITION WAIVER ELIGIBILITY
Current benefit-eligible employees of University of Idaho, Idaho State University, Lewis-Clark State College, North Idaho College, College of Southern Idaho, and full-time employees of Idaho State Board of Education, Career Technical Education (CTE) Division are eligible to request tuition waiver at CWI. The following limitations apply:
Employees or their benefit eligible dependents must complete the tuition waiver form and submit it to Human Resources each semester that they are requesting tuition be waived. If an employee wishes to take a course offered during the employee’s normal work schedule, supervisor approval must be provided in advance. If an employee and/or their benefit eligible dependents receive a tuition waiver and the employee subsequently separates from employment with CWI prior to halfway through the semester, the student may have to pay the full amount of tuition required for enrollment.
The cost to the employee will be $5 per credit plus a $20 nonrefundable registration fee per semester. Special course charges, such as activity and lab fees, must be paid by the employee by the due date for the term in which the student is enrolled and are not included in the tuition benefit. Each benefit eligible dependent (excluding employee) will be allowed to enroll in a maximum of six (6) credits per fall or spring semester and three (3) credits for summer classes. The maximum credits for a CWI employee are unlimited.
If the tuition reduction amount at any institution exceeds $5,250.00 in a year, the portion over that amount will become a taxable benefit to the employee, as required under IRS regulation (IRC 127)
Reciprocal Agreements allow CWI employees (household members NOT eligible) to take courses for reduced tuition at the following institutions:
Each institution has their own requirements, therefore it is the employee’s responsibility to check with the institution of choice for specific information and requirements.
To provide guidelines for telecommuting for work or utilizing a flexible work schedule.
Applies to all employees.
Telecommuting: Working part or entire scheduled work week at a non-CWI location.
CWI Essential Workers: Employees who are required by virtue of their position to have face-to-face interaction with CWI’s students, potential students, alumni, business partners, potential business partners, community members, fellow employees, state actors (including members of the Idaho legislature, state agencies, and other political subdivisions), or other individuals for whom services are being provided.
CWI’s purpose is to serve students, community, and each other. Faculty and staff have an obligation to be present on campus to provide an exceptional experience to all who come to learn, visit, or work on campus. CWI also understands the importance of being a relevant employer in the market and the importance of a modern telecommuting practice. Therefore, all CWI departments and their employees will have a physical presence and work schedule on campus that meets the college's needs while balancing the telecommuting requests of individual employees. Our employees may engage in a telecommuting or flexible work schedule if it is in alignment with the needs of students, community, and the institution’s mission.
A position will be assessed for telecommuting and flexible work schedule suitability based on the role’s responsibilities (i.e. need to work face-to-face with students, community, and fellow employees) and employee performance. Telecommuting allows employees to work at home, on the road, or at an alternative location for all or part of their regular workweek. A flexible work schedule allows employees to work a modified work schedule, which accommodates special circumstances while ensuring that the needs of the College are satisfied.
Unless otherwise required by law, telecommuting and flexible work schedules should not be considered an entitlement. They are not offered as a College-wide benefit, and in no way alter the terms and conditions of employment with CWI. All telecommuting and flexible work schedules are subject to CWI business needs and require approval from the employee’s manager and the manager's Executive Operations Team (EOT) member.
Informal telecommuting arrangements may be approved for circumstances such as inclement weather, special projects or business travel. These arrangements are approved on an as-needed basis only, with no expectation of ongoing continuance.
Other informal, short-term arrangements may be made for employees on family or medical leave to the extent practical for the employee and the organization and with the consent of the employee's health care provider, if appropriate.
All informal telecommuting arrangements are made on a case-by-case basis with manager approval, focusing on a balance between the business needs of the organization and employee needs. Such informal arrangements are not the focus of this policy and may be addressed in other College policies, e.g. CWI’s family and medical leave policy.
Either an employee or a manager can suggest a formal telecommuting work arrangement. However, unless otherwise required by law, the appropriateness of telecommuting will be determined by the employee’s manager and EOT member taking into consideration factors related to the position and employee such as:
• Employee suitability: Assessing the needs and work habits of the employee. In general employees should be on-campus more than remote and should not be remote on both Monday and Friday. Generally, there must be, on campus, an individual to cover all essential worker job duties of a particular position. If a single employee is the only one assigned those duties, then that employee must be on campus at all times. If a department has multiple employees fulfilling those duties, and there is adequate coverage to service all customer needs, remote work may be considered for an employee, subject to the requirements of this assessment.
• Employee tenure: Unless otherwise required by law, individuals requesting formal telecommuting work arrangements must have been employed with CWI for a minimum of 6 months of continuous, regular employment.
• Job responsibilities and nature of the work: Assessing if a position requires a physical presence to perform the job duties effectively; determining if the job is appropriate for telecommuting.
• Department needs: Must assess department and college needs necessary to support students, colleagues, and community members.
• Equipment needs: Employees will not be provided extra equipment to facilitate a telecommuting work arrangement outside of their regularly required equipment.
If the employee and manager agree, a telecommuting agreement will be completed and signed by the employee, their manager and EOT member. The agreement will provide that the telecommuting arrangement will be on a trial basis for the first three months and may be discontinued, at will, at any time at the request of either the employee or CWI. Further, the agreement will specify the number of days (no more than two days) of telecommuting allowed each week, the work schedule the employee will customarily maintain, and the manner and frequency of communication which should occur between the manager and the employee. The employee must agree to be accessible by phone or email within a reasonable time period during the agreed-on work schedule. Telecommuting should not be used in lieu of sick or vacation leave if an employee is scheduled to work on campus and is unable to do so.
During the telecommuting trial period, managers are encouraged to regularly evaluate the performance of the telecommuting employee through interaction by zoom, phone, and/or e-mail between the employee and the manager and may elect to have weekly face-to-face meetings to discuss work progress and problems. At the conclusion of the trial period, the employee and manager will have a discussion to evaluate the arrangement and make recommendations for continuance or modifications. The evaluation of the employee’s performance beyond the trial period will be consistent with that received by employees working on site at the College.
Employees entering into a telecommuting arrangement may be required to forfeit use of a personal office or workstation in favor of a shared arrangement to maximize the organization of office space needs per OP 070 – Space Use Policy.
Telecommuting employees will be expected to ensure the protection of proprietary College and student information accessible from their home or alternate work site. Steps include use of locked file cabinets and desks, regular password maintenance, and other steps appropriate for the job and the employee’s work environment. At no time should the employee provide their login or email password to anyone, not even family members.
Unless otherwise required by law, employees requesting the ability to telecommute will be responsible at their own cost for sufficient internet and phone access and necessary furniture and equipment beyond access to CWI’s work computer system. Employees in a telecommuting work arrangement will be provided with one work computer system. In the event CWI requests that an employee telecommute, the employee’s appropriate equipment needs (e.g. hardware and/or software) will be determined on a case-by-case basis and will require approval from the employee’s manager and EOT member in collaboration with IT. Equipment supplied by CWI will be maintained by CWI. Equipment supplied by the employee, if deemed appropriate by the College, will be maintained by the employee. CWI shall not be responsible for damage or repairs to employee-owned equipment. CWI reserves the right to make determinations as to appropriate equipment to be provided for a telecommuting employee and any such determinations are subject to change at any time. Equipment supplied by CWI is to be used primarily for business purposes in accordance with IT 000 - Information Technology Resource Use Policy. Telecommuting employees will be asked to sign an inventory of all College equipment provided to the employee. In addition, employees must agree to take appropriate action to protect any such equipment from damage or theft. Upon termination of employment, all CWI equipment must be returned to the College and the employee’s manager is responsible for ensuring this occurs.
Telecommuting employees must designate an appropriate work environment for work purposes. CWI will not be responsible for any costs associated with the initial set up of the employee’s home office or alternate work location.
Injuries sustained by the employee while at their home or alternate work location and in the course and scope of their work duties are normally covered by CWI’s workers’ compensation insurance. Telecommuting employees are responsible for notifying CWI of any such injuries in accordance with CWI’s workers’ compensation procedures. CWI is not responsible or liable for any injuries sustained by visitors to the employee’s worksite.
Telecommuting employees who are not exempt from the overtime requirements of the Fair Labor Standards Act will be required to record all hours worked in a manner designated by HR 100 - Payroll Policy. Hours worked in excess of those specified per day and per workweek require the advance approval of the employee’s manager, particularly to the extent that overtime will be incurred. Failure to comply with this requirement may result in the immediate cessation of the telecommuting agreement and disciplinary action up to and including termination. Exempt employees may be asked to track their work time for the purpose of insurance coverage or for the purpose of confirming when the employee is engaged in work on behalf of the College.
Non-exempt telecommuting employees who regularly work a portion of their schedule at a CWI location will not be compensated for travel time nor be entitled to mileage reimbursement from a non-CWI location to work. Non-exempt employees who regularly work entirely at a non-CWI location and are asked occasionally to work at a CWI location, either during the workday or as part of a special one-day assignment, will be compensated for travel time from the non-CWI location to work and may be entitled to reimbursement for travel expenses in accordance with CWI’s travel expense reimbursement policy ADMIN 060 - Travel and HR 160 - Compensation Policy.
The compensation of exempt telecommuting employees shall not be affected by the location of their work regardless of whether travel time is required. Exempt employees who regularly work a portion of their schedule at a CWI location shall not be entitled to reimbursement of expenses for travel from a non-CWI location to work. Exempt employees who regularly work entirely at a non-CWI location and are asked occasionally to work at a CWI location, either during the workday or as part of as special one-day assignment, may be entitled to reimbursement for travel expenses in accordance with CWI’s travel expense reimbursement policy ADMIN 060 - Travel and HR 160 – Compensation Policy.
The focus of any telecommuting arrangement is on job performance and meeting business demands. Prospective telecommuters are encouraged to discuss expectations of telecommuting with family members prior to entering into a telecommuting agreement and the trial period.
CWI employees will be considered for an alternative work schedule on a case-by-case basis in situations where creative work schedules may accomplish both work and personal goals, provide coverage for individual department operations, and serve the business interests of CWI. Alternative work schedules should have no adverse effect on productivity or the quality of the employee’s work performance.
Several alternative work schedule options may be available to employees, including but not limited to:
• Flextime, where an employee works eight hours per workday, but there is flexibility in an employee’s scheduled starting and ending times.
• 10-hour day, four-day workweeks, where an employee works 10 hours per workday, reducing the workweek to four days a week.
• 9-hour day, half-day during the workweek, where an employee works nine-hour workdays four days a week and four hours on another designated day.
Prior to a flexible schedule being approved, managers must ensure that the department will be adequately staffed during its core business hours, that non-exempt employees take at least a 30-minute lunch, and that the employee’s normal number of working hours per week remains the same. Approval of a flexible work schedule is at the discretion of the manager, in consultation with Human Resources. If approved, the flexible work schedule will be reflected in the timekeeping system and may be modified or discontinued at any time.
Unless otherwise required by law, the availability of telecommuting and other flexible work schedules may be discontinued at any time at the discretion of the employee’s manager. CWI will attempt to provide at least 30 days’ notice of such a change to accommodate any problems that may arise from the change for the employee. However, there may be instances when no notice is possible or less notice can be provided.
To provide guidelines to address: (i) the reinstatement of accrued but unused sick leave when an employee of CWI leaves employment by CWI and subsequently returns to employment with CWI; (ii) the transfer of accrued but unused sick leave when an employee leaves the employment of a state educational agency and is subsequently employed by CWI; (iii) the transfer of accrued but unused sick leave when an employee leaves the employment of a public school district and is subsequently employed by CWI; and (iv) the transfer of accrued but unused sick leave when an employee leaves the employment of a public entity other than a state educational agency or public school district and is subsequently employed by CWI.
Applies to all employees
Public education entity: Community colleges, public school districts, public charter schools and the Idaho Digital Learning Academy. (Idaho Code Section 67‐5302) State educational agency: The following state agencies and educational institutions supervised by the Idaho State Board of Education: (a) Boise State University; (b) Idaho State University; (c) University of Idaho; (d) Lewis Clark
State College; (e) Eastern Idaho Technical College; (f) Idaho Public Television; (g) the Division of Vocational Rehabilitation; (h) the Division of Career Technical Education; (i) the Office of the State Board of Education; and (j) the Department of Education. (Idaho Code Section 67‐5302)
CWI encourages public employees to seek employment with the College. Accordingly, in compliance with applicable law, CWI has adopted the following guidelines for the reinstatement or transfer of accrued but unused sick leave for employees who have left and then returned to CWI and employees who have left the employment of a state educational agency, a public school district or a public entity other than a state educational agency or public school district and are subsequently employed by CWI.
Employees who leave the employment of CWI and return to employment by CWI within three years of termination shall be credited with any unused sick leave accrued by the employee as of the date of termination, except to the extent that (i) the accrued but unused sick leave was transferred to a public school district or state educational agency on behalf of the employee; or (ii) the accrued but unused sick leave was otherwise utilized for any purpose provided by law (Idaho Code Section 67‐5333). Upon re‐employment by CWI, the accrual and use of sick leave shall be governed by applicable policies adopted by CWI.
Employees employed by CWI immediately after termination of employment with a state educational agency shall be credited with any unused sick leave accrued by the employee as of the date of termination. For purposes of this provision “immediately” shall mean that there has been no break in service between the employee’s employment with the state education agency and their employment by CWI. Upon employment by CWI, the accrual and use of sick leave shall be governed by applicable policies adopted by CWI. (Idaho Code Section 67‐53333A)
Employees of a public school district who are employed by CWI during the school year immediately following the year of termination of employment with the school district or within three school years immediately following the year of termination if the termination is due to a reduction in force, shall be credited with any unused sick leave accrued by the employee as of the date of termination. Upon employment by CWI, the accrual and use of sick leave shall be governed by applicable policies adopted by CWI. (Idaho Code 33‐1217)
Employees who leave the employment of a public entity other than a state educational agency or a public school district for employment by CWI shall not be credited with any unused sick leave accrued by the employee as of the date of the termination. (Idaho Code 67‐5333A)
The purpose of this policy is to establish CWI’s compensation program for CWI’s full-time faculty employees in accordance with state and federal law and CWI policy.
Applies to all full-time faculty employees at CWI.
Academic Year – For the purposes of this policy the Academic Year shall include the Fall and Spring Semesters as noted on the Academic Calendar in the CWI Catalog.
Additional Assignments – Responsibilities and assignments that are temporary and outside the Regular Duties of a faculty member. This work falls into one of the following categories:
Base Salary Period – Time period during which faculty is under obligation to the College for performing Regular Duties for which an employee is compensated with the employee’s base salary.
Faculty: Rank-eligible faculty who are contracted to teach in Academic Transfer or Career & Technical Education disciplines during the fall and spring semesters.
Faculty Contract – Document provided annually that outlines the responsibilities of faculty. All faculty contracts run from August 1 through July 31, but the obligated workdays vary by faculty type.
Faculty Coordinator: Rank-eligible faculty who are contracted to teach in Academic Transfer or Career and Technical Education disciplines during the fall and spring semesters and provide additional coordination duties.
Faculty Department Chair: Rank-eligible faculty who are contracted to teach a reduced load in Academic Transfer or Career and Technical Education disciplines during the fall and spring semesters and have additional supervisory and leadership duties.
Faculty Effort – the compensated time faculty members spend on college activities including teaching, Institutional Engagement, and Professional Development.
Independent Consulting and Outside Employment – Includes all professional services provided to or for a public or private entity that is not organizationally a part of the CWI. For work to count under this definition, the College is not party to any agreement, nor does it administer any related sponsored funding. Separate policies, HR 210 Outside Employment Policy and HR 270 and 280 Conflict of Interest, address these activities. Compensation in such circumstances is not considered in the IBS or as Supplemental Pay.
Institutional Base Salary (IBS): Annual compensation paid by CWI for an employee’s appointment of Regular Duties during the Base Salary Period regardless of: (i) fund source; or (ii) whether that employee’s time is spent on teaching, Institutional Engagement, or Professional Development. IBS excludes Independent Consulting and outside employment, supplemental pay compensation, bonuses and awards, honoraria, tuition reimbursements, and one-time payments.
Institutional Engagement: Meaningful contributions to the well-being of students, the College, and community through service-related projects, activities, and/or committee work that directly fulfill the mission of the CWI. Activities that fall into this service are noted in the Faculty Planning and Activity Reporting form (FPAR).
Intra‐College Consulting: Includes consulting and other professional services provided to, or for, organizational units within the administrative control of ĢƵ. Intra-college consulting, except in unusual situations, is a contractual obligation of the employee for which Supplemental Pay is not appropriate, with the exception noted in the policy below.
Periods Outside the Academic Year: Compensation for work performed by faculty members during periods not included in the Base Salary Period is allowable and will be at a rate not in excess of the IBS. Compensation for Periods Outside of the Academic Year is not considered Supplemental Pay.
Professional Development: Professional goals and development activities that have an impact on faculty performance, student success, or institutional stability. Activities that fall into this service are noted in the Faculty Planning and Activity Reporting form (FPAR).
Non-Teaching Duties: Duties included in Institutional Engagement and Professional Development, Non-Teaching Duties are included in the Regular Duties of faculty, generally approximating 25% of the full-time commitment.
Release Time: Time provided for projects other than teaching in place of the credit or contact hours typically assigned to a full-time faculty. Release Time is considered part of the Institutional Base Salary and additional compensation is not provided. Faculty responsibilities that require Release Time include, but are not limited to:
• Faculty Senate President (6 credits of Release Time in Fall and Spring Semesters – 12 total credits)
• Curriculum Committee Chair (6 credits of Release Time in Fall and Spring Semesters – 12 total credits)
• Faculty Senate Vice President (3 credits of Release Time in Fall and Spring Semesters – 6 total credits)
• Institutional Effectiveness Committee Representative (3 credits of Release Time in Fall OR Spring Semester – 3 total credits)
• Program Review Lead (3 credits of Release Time in Fall Semester – 3 total credits)
• Additional approved projects (credits vary)
Regular Duties: Responsibilities and assignments defined for an individual employee in a job description. Regular Duties consist of Teaching and Non-Teaching Duties as further outlined in the Faculty Handbook.
Supplemental Pay: Compensation paid to an employee when all the following criteria have been met:
1. It is payment in excess of the employee’s Institutional Base Salary;
2. It is paid in connection with Additional Assignments approved in accordance with the Procedures section
of this policy;
3. It is outside of the employee's job description;
4. Is paid from funds administered through the College payroll system; and
5. Services are rendered during the Base Salary Period.
Support and Teaching Faculty: Faculty who teach in the Math Solutions Center. Support and Teaching Faculty work under the administrative calendar, as outlined in their annual contracts. Support and Teaching Faculty are not rank-eligible and have different benefits as outlined in this and other policies.
Year-round Faculty: Rank-eligible faculty who are contracted to teach in Academic Transfer or Career and Technical Education disciplines and their base salary period includes the fall, spring, and summer semesters.
CWI recognizes the significant role that its workforce plays in fulfilling its mission. As an employer, CWI understands that maintaining a competitive compensation system is critical to its goal of delivering a quality educational experience. Thus, CWI strives to provide compensation for its employees to attract qualified applicants, retain employees committed to public service, and motivate employees to maintain the highest standards of performance. With such a goal in mind, CWI compensates employees in accordance with decisions by the Board of Trustees as budgets are set. Salary for any given position is subject to the annual budgetary process and as such may be subject to increase, reduction, or status quo maintenance for any time period. CWI’s Board of Trustees reserves the right to make budget adjustments, and consequently direct salary adjustments, during the budget year in order to manage cash flow or to deal with other circumstances that justify or require change in CWI’s expenditures.
CWI is committed to providing affordable access to quality teaching and learning opportunities for the residents of its service area. In fulfilling its mission, CWI strives to foster an environment that embraces respect for the worth of each employee and to pursue the same in its total rewards package that includes salary, benefits, policies, and procedures. CWI desires to attract, retain, and motivate employees through a total rewards system that is equitable internally, competitive externally, aligned with State guidance, and affordable within CWI’s budget. This total rewards package is guided by the principles outlined in HR-160 Compensation Policy.
Faculty create a professional development plan through the annual completion and review of the Faculty Planning and Activity Reporting (FPAR) form in accordance with accreditation expectations. Career & Technical Education (CTE) Faculty must create and maintain a professional development plan that meets requirements for the State Division of CTE. Funds are available, upon approval, to support these endeavors. Faculty participating in professional development requiring financial support submit a Professional Development Form for approval by the Department Chair and Dean, or their designees.
Faculty participating in an approved professional development activity outside of their Base Salary Period, are covered by CWI policies and processes including, but not limited to liability coverage, workmen’s compensation, and travel support. Time engaged in professional development activities outside of their Base Salary Period will not be compensated as time worked unless specifically approved by the dean, or their designee, in advance, for exceptional situations (simultaneous supervision of students and professional development at a national conference, for example). Upon approval, professional development requests may include opportunities during the Base Salary Period in which case faculty work with their supervisor to determine appropriate support for their students during the professional development activity.
A full-time faculty’s Institutional Base Salary may not exceed the maximum of the salary range of their job. If receiving an annual merit increase causes the employee’s Institutional Base Salary to exceed the maximum of the pay range, the employee will receive a one-time lump sum payment equaling the annualized total of their merit in excess of the salary range maximum on the second pay period in August.
Rank-eligible faculty at CWI are eligible for the following ranks:
Faculty advancement in rank is conferred through a process including faculty peer review and instructional administration review as noted in the Faculty Handbook.
The Provost, or their designee, works with Faculty Senate Leadership and President’s Cabinet to determine consistent and appropriate compensation within the resources available.
The distribution of effort amongst teaching, Institutional Engagement, and Professional Development may vary amongst faculty members and semesters. However, the distribution of effort should always balance the Institutional Engagement and Professional Development interests of individual faculty members with their responsibility to deliver credit instruction programs of high quality. This variation in the distribution of faculty effort is desirable because it allows optimization of faculty contributions to deliver high-quality programs.
Baseline professional expectations for all full-time, rank-eligible faculty members include teaching, Institutional Engagement, and Professional Development. Unless otherwise defined in school-specific Faculty Expectations documents, the standard teaching assignment is five, 3-credit courses per semester (15 contact hours), which is generally equivalent to 75% of the total faculty workload. The remaining workload is generally allotted to Institutional Engagement and Professional Development.
When an exception is needed, the alternate workload expectations are documented through the Special Projects Form. The Project Manager for Instruction records these alternate hours each term in the Teaching Appointment spreadsheet. Exceptions are managed under the following guidelines and may be compensated as Release Time or Supplemental Pay:
1. uniform application to all faculty members of the discipline;
2. joint development (by the faculty member and department chair) of the Special Projects Form that is then approved by the school dean and subject to review by the Provost; and
3. linkage of the Special Projects Form to the annual faculty evaluation.
Full-time faculty receive benefits as outlined in HR 180 Employee Benefits policy. Faculty receive two (2) personal days. Faculty Coordinators, Faculty Department Chairs, and Year-round Faculty receive three (3) personal days. Support and Teaching Faculty accrue vacation leave per pay period. Vacation leave is to be scheduled in advance and with consent of the responsible department supervisor. Vacation should be scheduled to provide the least disruption to the student learning experience.
All faculty are expected to maintain all teaching obligations during semesters in which they are teaching.
Compensation during the Base Salary Period for the performance of temporary Additional Assignments may be paid in excess of the Institutional Base Salary for all or part of that period if approval for compensation is obtained in accordance with this policy. The employee’s supervisor must ensure that any employee approved for Supplemental Pay continues to meet expectations in performance of their Regular Duties. In any event, the total amount of approved Supplemental Pay shall not exceed 30 percent (30%) of Faculty Effort above and beyond Regular Duties. (Example: Regular Duties may include 15 credits of teaching so Faculty Effort cannot exceed 21 credits of teaching in any semester.) Supplemental compensation by grants will also be limited by the grant award documentation.
A. Supplemental Pay for Teaching Overload: Pay for Overloads is covered in policy INST 160 Overloads – Exceptional Teaching Assignments.
B. Supplemental Pay from Special Projects: Compensation during the Base Salary Period for the performance of Special Projects under Additional Assignments approved by the Provost may be paid in excess of the Institutional Base Salary for all or par of that period if approval for compensation is obtained in accordance with the Procedures section of this policy. CWI’s office of Human Resources maintains the approval rats for common activities completed as Supplemental Pay. All other Supplemental Pay is compensated at the faculty’s IBS rate.
C. Work Not Considered Eligible for Supplemental Pay: The Assignments must be clearly in addition to the employee’s Regular Duties. Work normally conducted as part of the employee’s Regular Duties are not eligible for Supplemental Pay. Bonuses, one-time payments, and incentive pay are not classified as Supplemental Pay.
Prior to assuming Additional Assignments, excluding Overloads, Supplemental Pay requests must be:
1. Documented on a Special Project form;
2. Include clear expectations, deliverables, and accountability measures;
3. Identify an appropriate cost center and general ledger code which contains sufficient funds to cover the Supplemental Pay; AND
4. Be approved by the Provost, appropriate Vice-President, and/or designee. Approved Additional Assignments become stated expectations of work performed by the faculty and all processes and policies governing employee performance will be in effect during the Additional Assignment.
Compensation for grant-related projects is only allowed when:
• The prior approval of the CWI Grant office is obtained
• It is specifically provided for in the award document or provided in writing by the Program Manager of the sponsoring agency
• Time and Effort reporting is provided as required
CWI reserves the right to change general compensation for any reason deemed appropriate. Compensation may also be adjusted based upon job performance and the availability of funds to maintain a solvent CWI budget. Hours worked may be reduced or employees may be laid off as necessary to meet budgetary constraints or as workload changes.