On these occasions during the year Highline College closes its campus offices one hour early at 4 p.m.:

• The day before the Thanksgiving holiday
• The day before the Christmas holiday
• The day before the New Year’s Day holiday

Exceptions to this are any services required for the operation of evening classes, security and maintenance. Those areas will maintain regularly scheduled hours.

For information about emergency closures, see Suspended Operations procedures.

The Highline College Board of Trustees herein reaffirms its policy of equal employment regardless of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, genetic information or status as a disabled veteran or Vietnam era veteran.

The Board is committed to affirmative action for Native Americans/Alaskan Natives, Asians/Pacific Islanders, Blacks, Hispanics, women, persons age 40 and over, persons with disabilities, disabled veterans, and Vietnam era veterans.

This policy applies to all levels and in all segments of the College involving both academic and staff employees. The goal of the College is to ensure that there is truly equal opportunity for everyone. To this end, all matters relating to compensation, benefits, transfers, layoffs, return from layoff, college sponsored training, education, tuition assistance, social and recreation programs will be free of discriminatory practices without regard to race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability or status as a disabled veteran or Vietnam era veteran. The College, consistent with the Genetic Information Nondiscrimination Act (GINA), will not obtain any genetic information (including family medical history) from applicants or employees. It is the obligation of the Board, administration, and other supervisory personnel to ensure that faculty and staff at all levels carry out the intent and the spirit of this Equal Employment Policy and Affirmative Action Program. The President of Highline College has the overall responsibility for assuring that the equal employment opportunity program is carried out, and has designated the Executive Director of Human Resources, (206) 592-3320, as the Affirmative Action Officer for Highline College. It is the Board’s intent that this policy be carried out as a positive commitment by Highline College staff at all levels.

The President, on an annual basis, will publish a statement to all staff expressing commitment to this policy.

Report discrimination to:
Executive Director of Human Resources MS 99-200
P.O. Box 98000
Des Moines, WA 98198-9800
(206) 592-3320

Instructions: Ergonomic Assessment

Please contact Human Resources for information on how to complete a request for ergonomic assessment.

Additional Information

Highline College uses Solutions Northwest, specifically Janet DeLapp as an ergonomist. HC has used them in the past and received very good results.

After receiving request for an Ergonomic Assessment, Highline College Human Resources will contact Solutions Northwest to request an assessment and provide background information. Highline College then provides Solutions Northwest with employee’s work phone number to contact employee to schedule a mutually convenient time for an assessment. Solutions Northwest contact information is below for your information. The cost for the assessment is paid by HC from an established budget.

After the assessment is done, Solutions Northwest sends the report to HC / HR Department for review. The report is then forwarded to the employee and employee’s supervisor. Once the employee has had an opportunity to review the report, the next step is to discuss the options with employee’s supervisor and determine what adjustments can be made and / or what equipment may need to be ordered. If everyone agrees HC will make the order.

Any adjustment or equipment costs will go through the department budget. Any equipment should be ordered by Dianna Thiele. Her contact information is also listed below. HC’s preferred provider for ergo equipment is Creative Office and the contact person is Joe, his contact information will be on the assessment report. Both Solutions Northwest and Creative Office do a good job of recommending solutions that are cost efficient.

Please contact Human Resources at (206) 592-4065 if you have any further questions or concerns.

Solutions Northwest, Inc.
(Tax ID: #93-1266288)
Janet DeLapp, MS, CDMS, CPE
120 State Avenue NE – PMB #397
Olympia, WA 98501-8212
Phone: (360) 236-8748
www.solutionsnw.com
janet@solutionsnw.com

Dianna Thiele
Highline College Purchasing
dthiele@highline.edu
Phone: (206) 878-3210

Purpose

The federal Family and Medical Leave Act (FMLA) provides job protected leave and benefits coverage entitlements to employees who meet FMLA eligibility requirements. The entitlements and eligibility requirements are described below.

Family Member Definition

The FMLA has its own definition of “family member”. For purposes of the FMLA, Highline College has adopted a common definition for “family member” that is more inclusive. Highline College’s definition is as follows:

Family member means the employee’s spouse or same or opposite sex domestic partner, child, parent, grandparent, grandchild, sister, or brother. Family member also means individuals in the following relationships with the employee’s spouse or domestic partner: child, parent, or grandparent. It also includes those persons in a “step” relationship.

FMLA Eligibility

Generally, a qualifying leave (see next section) will be covered by the FMLA if an employee has worked for Highline College or the State of Washington at least 60% FTE for at least one year, and has not already used the annual 12 week FMLA leave entitlement.

More specifically, an employee is covered by the FMLA if they meets the following eligibility requirements:

• Has completed 12-months of cumulative state service (or 52 weeks if the work is intermittent); and,
• Worked for the state at least 1,250 hours*, including overtime, in the 12 months immediately preceding the date the FMLA leave will begin. (Working for the “state” includes University employment.) Except for military leave, paid and unpaid leave is not counted as part of the 1,250 hours*; and,
• Has not already used the current year’s 12 week FMLA leave entitlement.

*Hours worked are not counted for overtime exempt professional staff and for excepted classified staff. These employees are automatically considered to have worked 1250 hours unless the work records clearly reflect otherwise (for example – a 50% FTE employee will normally not have worked 1250 hours in a 12 month period).

Employee Leave Entitlements

The FMLA guarantees that an eligible employee can have job protected time off work as follows:

1. Up to 12 workweeks of job protected time off work per year because of:
   • A serious health condition
   • A family member’s serious health condition
   • Parental leave to care for a newborn or newly adopted or placed child. (NOTE: for birth mothers, any period of pregnancy related temporary disability is not deducted from the 12 week parental leave entitlement)*
   • Because of any qualifying exigency arising out of the fact that the employee’s family member is on active duty (or has been notified of an impending call or order to active duty) in the Armed Forces in support of a contingency operation.

and/or

2. If the employee is an eligible family member or next of kin the employee can have up to 26 workweeks of “Service Member Family Leave” during a single 12-month period to care for a covered service member who is:
   • Undergoing medical treatment, recuperation, or therapy
   • Otherwise in outpatient status, or
     • Otherwise on the temporary disability retired list, for a serious injury or illness.

If FMLA covered leave is taken under A and B above, the combination of leave taken may not exceed 26 work weeks in a 12 single month period. Where medically necessary leave may be taken on an intermittent basis or as a reduced work schedule

Husband and Wife: The combined number of workweeks of leave to which both that husband and wife may be entitled under “A4” and “B” above may be limited to a combined total of 26 workweeks during the single 12-month period.

*We do not allow employees to use sick leave for Parental leave (baby bonding), unless the incident qualifies for sick leave (recovery time after delivery, well baby doctor visits, actual illness of the child, etc.)

Employee Notice and Certification Requirements

Employees are expected to give at least 30 days notice of the need for leave, where the need for leave is foreseeable; or,

For leave under A4 in the preceding row of this table, when the need for is not foreseeable the employee must provide as much notice as is “reasonable and practicable”.

Employers may require certification for the reason for taking FMLA covered leave. Contact the Human Resources Department for forms and assistance.

Use of Paid Leave

If the employee has paid leave or a personal holiday that the employee is eligible to use, the employee can choose to use it while on FMLA leave. If the employee has compensatory time available, the employee may be allowed to use it but the time on compensatory time is not deducted from the employee’s FMLA leave entitlement. This is because compensatory time is not “leave” but is overtime pay that is being taken as time off.

Appropriate accumulated leave balances shall be used first, after which leave without pay shall be granted. If an employee has accumulated vacation or sick leave balances that can be used for the duration of the twelve (12) week period, additional unpaid Family and Medical Leave will not be granted.

Use of donated shared leave is normally covered by the FMLA, providing the employee meets the FMLA eligibility criteria.

Intermittent Leave or Working a Reduced Schedule

The FMLA guarantees an employee the right to take FMLA covered leave intermittently or as part of a reduced work schedule when medically necessary.

For parental leave, the supervisor may require that leave be taken in one continuous period of time away from work. Under state law, a birth mother’s period of temporary pregnancy-related disability is not deducted from the 12-week FMLA leave entitlement.

Unpaid Leave

Under the FMLA, the employee is guaranteed time away from work. However, if the employee does not have available paid leave, the time off is taken as leave without pay.

Benefits Entitlements

During a leave covered by the FMLA, Highline College pays the employer-paid portion of medical benefits coverage for up to 12 workweeks or up to 26 workweeks for “B” in “Employee Leave Entitlements” above. The employee is responsible for any insurance co-payments, extra premiums to cover family members, life insurance, long term disability insurance, parking fees, or other payroll deductions.

For employees whose leave extends beyond the FMLA-covered period, employer paid medical benefits coverage is continued as long as the employee is in pay status for at least eight (8) hours during each month of leave. Employees who do not have appropriate paid leave to use may self pay in order to continue basic medical benefits coverage.

Return to Work Rights

The FMLA entitles an employee to return to the position held prior to the leave or to a position that is virtually identical (i.e. job title, work location, salary, work hours etc.).

Rolling “Twelve-month” Period

The “twelve-month” period used to determine when an employee is entitled to twelve (12) weeks of unpaid Family and Medical Leave will be determined by using a rolling twelve (12) month period measured forward from the date an employee’s first Family and Medical Leave begins.

For example, if an employee took eight (8) weeks of Family and Medical Leave beginning on January 3, 2000, s/he would be eligible for only another four (4) weeks prior to the period ending January 2, 2001. On January 3, 2001, the employee would be eligible for another twelve (12) weeks. If the second occurrence began April 5, 2000, the employee would not be eligible again until April 5, 2001.

Employee’s Responsibilities During Leave

During leave it is the employee’s responsibility to:

1. Time and Leave Reporting

While on FMLA/FLA leave the employee is responsible to report their time and leave each pay period.  Failure to do so may result in an over payment to the employee and will require the employee to work with the payroll department in the development of a repayment plan.

2. Communicate with Supervisor

The employer is interested in the employee’s progress and well-being.

Employee shall follow all college, department, and/or supervisor policy and procedures for reporting any absence from work.

During FMLA/FLA leave employee is responsible to provide weekly contact with their supervisor (unless other arrangements have been made with employee’s supervisor).  The employee should provide medical updates and/or any information regarding their anticipated date of return.

3. Medical Release to Work

If FMLA/FLA leave is due to employees own serious health condition, an employee must provide a medical release to their supervisor upon returning to work.  The medical release must include information regarding the employee’s ability to return to work with or without restrictions or modifications to the duties and responsibilities of their position.

An employee will not be allowed to work if they have not provided the appropriate medical release.   Work includes working from home, working part time, like checking emails.

To assist the employee’s medical provider in making this determination, a job description and the physical requirements of the employee’s job can be obtained from the Human Resources Department, if it has not already been provided.

 

Statement of Policy

Highline College and the State of Washington are committed to the safety and well-being of their employees. The Department of Labor & Industries (L&I) maintains industrial insurance through the Washington State Fund to protect both workers and employers from the financial impact of a work-related injury or occupational disease. It pays for an injured worker’s approved medical, hospital and related services that are essential to his/her treatment and recovery. An injured worker who is temporarily unable to work may also receive partial wage replacement payments.

Definitions

Job-Related Injury: An injury that is sustained while you are on work time, doing College business. You do not have to be on College property to sustain a job-related injury.

Occupational Illness: An illness you develop as a result of your job.

Steps to Take if You Are Injured

1. File an Accident Report with the College: Visit the Public Safety website to retrieve the injury report form and contact the Public Safety staff for clear instructions on how to complete the accident form. This is the formal report you make to Highline College as your employer. In cases of emergency, this can be done later, however it is a necessary step. Your claim can be denied if this step is not taken.
2. File an L&I claim, (obtainable from the treating physician): File your claim with L&I by completing a Washington State Fund Report of Industrial Injury or Occupational Disease. This form is provided by the physician who treats you. Be sure to advise your doctor that the injury or illness is work related. Usually a doctor will help you fill out the form when you are first seen for your workplace injury or condition. It is your responsibility to make sure it is filed.
3. After you complete the “worker section” and the doctor completes the “doctor section” of this form, the doctor will forward the applicable copy to Labor and Industries and to Highline. Be sure you receive your copy of this form.

Processing Your Claim

L&I will receive your claim form and begin processing. Your claim will be assigned to a claims manager whose name and phone number will appear on each notice you receive from L&I. Your claim number originates from the report you completed at your doctor’s office and is present on each piece of correspondence you receive from L&I. If you should call your claims manager, be sure to have your claim number handy.

Benefits vary, depending on the injury. They can include paid health care, partial wage replacement (time loss) and other services to aid you in your recovery and return to work. Once a claim is accepted, the benefits and level of service you are entitled to are set by the state Legislature and administered by L&I.

Good communication between your doctor and your claims manager is essential to the smooth delivery of benefits. Your doctor must clearly explain the medical findings and restrictions that keep you from working. Your claims manager needs medical reports from your doctor with a current treatment plan.

If you are off work due to your injury, stay in regular contact with your supervisor. Let him/her know how you are doing and when you expect to return to work. If you are unable to do your job or portions of your job, discuss the possibility of other work you may be able to do during your recovery.

Time Loss

An employee who sustains a work-related illness or injury that is compensable under the state workers’ compensation law may select time-loss compensation exclusively or leave payments in addition to time-loss compensation. Employees who take sick leave, vacation leave or compensatory time during a period in which they receive time-loss compensation will receive full sick leave, vacation leave or compensatory time pay in addition to any time-loss payments.

For additional information visit the Labor and Industries website or download the Workers’ Guide to Industrial Insurance Benefits.

Policy Statement

It is the policy of the Highline College Human Resources Department to ensure that all employees complete the I-9 Employment Eligibility Verification form no later than three (3) business days from their first day of employment.

By federal law the Human Resources Department will verify original employment eligibility documents and assure that all I-9 forms are completed correctly and in their entirety.

Scheduled Leave of Absence

• Employees must request planned leaves in advance and must receive approval in the time and absence database.
• Staff should give as much notice as possible when requesting vacation, personal holiday, and sick leave so the department can make arrangements for work coverage.
• Staff must work with their supervisor to devise a plan for coverage when taking a leave of absence. Supervisors are responsible for ensuring that coverage is provided and that workloads are fairly distributed.

Unscheduled Leave of Absence

In addition to the provisions of the college’s collective bargaining agreements-

• All employees must promptly notify their supervisor on the first day of sick leave and each day after, unless there is mutual agreement to do otherwise.
• Manager/departments may specify the preferred means of communicating with employees, such as email, phone call, or text message.
• Exempt and classified staff must enter their time off into the time and absence database before the end of the pay period.
• If an employee’s is out for three consecutive days, if it is otherwise determined that the employee has used sick leave excessively, or if the employee has a pattern of absences falling on days before and after holidays, weekends, and vacation days, the employee’s supervisor may request that the employee provide a doctor’s note.
• Supervisors should attempt to contact employees who fail to notify them of their time off or absences. Unauthorized time off or absences may result in disciplinary actions.
• Unauthorized absences for three (3) consecutive days is considered job abandonment and may be separated from their position.
• Sick leave is a benefit provided to employees to cover wages during absences set forth in WAC WAC 357-31-130 and WAC 296-128-630. Sick leave shall be used for the following reasons:
  1. An employee’s mental or physical illness, disability, injury or health condition that has incapacitated the employee from performing required duties; to accommodate the employee’s need for medical diagnosis, care or treatment of a mental or physical illness, injury or health condition; or an employee’s need for preventive medical care.
  2. By reason of exposure of the employee to a contagious disease when the employee’s presence at work would jeopardize the health of others.
  3. When the employee’s place of business has been closed by order of a public official for any health-related reason, or when an employee’s child’s school or place of care has been closed for such reason.
  4. To allow an employee to provide care for a family member with a mental or physical illness, injury or health condition; care of a family member who needs medical diagnosis, care or treatment of a mental or physical illness, injury or health condition; or care for a family member who needs preventive medical care.
  5. For family care emergencies per WAC 357-31-290, 357-31-295, 357-31-300 and 357-31-305. Family care emergencies are defined as follows:
     • Minor/dependent child care emergencies such as unexpected absence of regular care provider, unexpected closure of child’s school, or unexpected need to pick up child at school earlier than normal.
     • Elder care emergencies such as the unexpected absence of a regular care provider or unexpected closure of an assisted living facility.
  6. When an employee is required to be absent from work to care for members of the employee’s household or relatives of the employee or relatives of the employee’s spouse/registered domestic partner who experience an illness or injury, not including situations covered by subsection (4) of this section.

 Contact Human Resources for information about Family Medical Leave Act (FMLA) eligibility.

The college shall be responsible for maintaining personnel files for its employees and for establishing appropriate regulations related to employee access and rights of employers and employees. The executive director of human resources shall be responsible for all personnel files and ensuring limitations of access to the personnel file by unauthorized persons. Human Resources are expected to maintain discretion regarding sensitive and confidential matters and materials.

In order to be in compliance with Washington State Law and current RCWs we have revised the procedures below.

 

Purpose

This policy affirms the commitment of the Highline College to provide reasonable accommodations for applicants or employees with disabilities in order to ensure equal terms, benefits, privileges, and conditions of employment.This policy sets forth the provisions for meeting reasonable accommodation requirements of State and Federal law.This policy shall not be construed as providing rights or obligations greater than those provided by applicable laws.

Definitions

Equal Employment Opportunity: An opportunity to perform the essential job functions or to enjoy equal benefits and privileges of employment available to a similarly situated employee without a disability.

Essential Functions: The essential functions of a job are those job duties that are so fundamental to the position that the individual cannot do the job without being able to perform them.A function can be essential if, among other things, the position exists specifically to perform that function, there are a limited number of other employees who could perform the function if it were assigned to them, or the function is specialized and the incumbent is hired based on his/her ability to perform it.Essential functions are not the marginal functions of the job.

Disability: “the presence of a sensory, mental or physical impairment that:(i) is medically cognizable or diagnosable; or (ii) exists as a record or history; or (iii) is perceived to exist whether or not it exists in fact.A disability exists whether it is temporary or permanent, common or uncommon, mitigated or unmitigated, or whether or not it limits the ability to work generally or work at a particular job or whether or not it limits any other activity within the scope of this chapter.”RCW 49.60.040 (25).

Qualified Individual with a Disability: A person with a disability who meets the skills, experience, education, and other job-related requirements of the position held or desired and who, with or without reasonable accommodation, can perform the essential job functions.

Reasonable Accommodation: Modification or adjustment to a job, work environment, policy, practice, or procedure that enables a qualified individual with a disability to perform the essential functions of the position.There are three categories of reasonable accommodations:

• modifications or adjustments to a job application process to permit an individual with a disability to be considered for a job;
• modifications or adjustments necessary to enable a qualified individual with a disability to perform the essential functions of the job; and
• modifications or adjustments that enable employees with disabilities to enjoy equal benefits and privileges of employment.

Undue Hardship: Highline College does not have to provide reasonable accommodations that would impose an undue hardship on the operation of Highline College.An undue hardship means that a specific accommodation would require significant difficulty or expense.This determination is made on a case-by-case basis considering factors such as the nature and cost of the accommodation and the impact of the accommodation on the operations of Highline College.

Highline College Shall Provide Reasonable Accommodations For Persons With Disabilities

Highline College will provide reasonable accommodations required by law to the known physical, mental and sensory impairments of otherwise qualified individuals with disabilities on a case by case basis.Reasonable accommodations will be provided to enable an employee with a disability to enjoy terms, benefits, privileges and conditions of employment equal to those enjoyed by similarly situated non-disabled employees.

Requesting Reasonable Accommodation

Generally, the employee should inform Highline College that they has an impairment and that there is a need for an accommodation.The request may be made either verbally or in writing and should be made to the employee’s immediate supervisor, a supervisor or manager in the immediate chain of command, or the Human Resources Department. The request for accommodation does not need to contain specific terms or use the phrase “reasonable accommodation.” A family member, health professional, or other representative may request a reasonable accommodation on behalf of the employee with a disability.Where possible, Highline College will confirm with the person with a disability that they in fact wants a reasonable accommodation.

The Need Or Request For Reasonable Accommodation Will Not Adversely Affect An Individual’s Employment Opportunities

The need for a reasonable accommodation shall not adversely affect the consideration of an individual with a disability for employment, training, promotion, travel, participation in projects, committees, developmental work assignments, or any opportunity to enjoy equal terms, benefits, privileges, and conditions of employment, including an employee’s career development.

The Interactive Process

The reasonable accommodation process is interactive and requires cooperation and communication between the individual requesting an accommodation and Highline College.Employees actively participate in the accommodation process by communicating their needs and interests, attending any meetings that may be necessary to discuss the accommodation request, and providing any necessary medical documentation as discussed below.

Medical Verification of the Disability and Resulting Limitations

When an applicant or employee makes a request for a reasonable accommodation and the disability and/or the need for reasonable accommodation is not obvious, Highline College may request that the applicant or employee provide information from his/her health care professional related to the diagnosis and the impairment(s) and the functional limitations resulting from the impairment(s) as they relate to the performance of the essential functions of his or her position.Such information will be secured on the employee’s own time, and at their own expense.

Highline College May Obtain An Independent Medical Examination

Highline College may determine that it is necessary to obtain additional medical information in order to properly evaluate and respond to a request for reasonable accommodation when the information submitted by the employee is insufficient or does not clearly explain the nature of the impairment or the functional limitations caused by the impairment as they relate to the performance of the essential functions of his or her position , or does not otherwise clarify how the requested accommodation will assist the employee to perform the essential functions of the job or to enjoy the benefits and privileges of employment.Under such circumstances, Highline College may require the applicant or employee to obtain a medical examination, at Highline College’s expense, from a qualified independent health care provider selected by Highline College.The purpose of such examination shall be limited to determining the existence of a disability and the functional limitations caused by the disability that may require reasonable accommodation.

Information About An Individual’s Disability Will Be Treated As Confidential

All information regarding the presence, or nature of an employee’s or applicant’s disability will be treated as a confidential medical record and shall be maintained in a secure file separate from the employee’s personnel file with access restricted to designated personnel on a need to know basis.

Reasonable Accommodations Will Be Provided In Every Stage Of The Recruitment, Application, And Selection Process

Qualified applicants with a disability shall have an equal opportunity to be considered for a job.Notification of the right to make an accommodation request and information on how to initiate such a request will be included with all announcements, bulletins and recruitment efforts.

Individuals Will Be Consulted Before Reasonable Accommodation Is Offered

In all cases, the applicant or employee will be consulted before a reasonable accommodation is offered.In determining what reasonable accommodation to offer, Highline College will evaluate a request, taking into consideration the individual’s specific disability and their existing limitations, the essential duties of the position, the barriers to job performances and assess how an accommodation may overcome these barriers.

Highline College may consult with other knowledgeable sources to identify potential accommodations and assess how effective each would be in enabling the individual to perform essential job functions.After considering the preference of the individual with a disability, Highline College will select the accommodation to be provided.

When Unable To Accommodate An Employee In His Or Her Present Position, Highline College Will Attempt To Accommodate The Employee Through Reassignment To Another Vacant Position Within Highline College

Reassignment is a form of reasonable accommodation that must be provided, absent undue hardship, to an employee who, because of a disability, can no longer perform the essential functions of the position they holds, with or without reasonable accommodation.Reassignment is only available to employees, not applicants.Reassignment will only be made to a vacant position for which the employee qualifies.The employee is qualified if they satisfies the requisite skills, experience, education and other job related requirements of the position, and the employee can perform the essential functions of the position with or without a reasonable accommodation.

Reassignment means that the employee with a disability is offered the vacant position without competing for it.The vacant position must be at the same pay range or lower.If an employee is reassigned to a position at a lower pay range, the employee’s salary will be adjusted downward to the pay range for the new position.

Highline College’s Responsibility Is Limited To Accommodation(s) That Do Not Create An Undue Hardship On The Operations Of The Department

If an accommodation would impose an undue hardship, Highline College will do the following:

1. Consider whether there are alternative accommodations’ that would not impose such hardship.
2. Provide written justification, signed by the Director of Highline College or designee, for the decision not to provide an accommodation because of undue hardship.

Denials of Reasonable Accommodation

When Highline College denies a request for reasonable accommodation, Highline College will notify the individual in writing of the denial and reasons for such denial.

Employees Who Believe They Have Not Been Provided With Reasonable Accommodation Have Several Options For Dispute Resolution

Any person with a disability who was denied reasonable accommodation or who feels discriminated against in the application of this policy may file a formal complaint with the Washington State Human Rights Commission (HRC) and/or the United States Equal Employment Opportunity Commission (EEOC).

RECRUITMENT & ASSESSMENT PROCEDURE

To the extent that this policy addresses terms or provisions covered under collective bargaining agreements for represented employees, the terms of the collective bargaining agreement will control for those represented classified employees.

PURPOSE

Highline College is committed to a recruitment and assessment process that yields excellent employees that continually enhance all aspects of college mission and operations. This procedure is one tool to use in conjunction with the college’s equal opportunity employment policy, applicable federal and state laws, Chapter 357 WACs and other board policies and college operational procedures.

 RESPONSIBILITIES

1. Process
   The college’s chief human resources officer or designee is charged with administering the recruitment and assessment process.
2. Position Approval
   A hiring supervisor shall receive the appropriate internal approval in consideration of budget, position allocation, position function and staffing approval prior to requesting recruitment. To initiate a staff recruitment, a staffing request form must be submitted, approved and received by human resources prior to recruitment.
3. Position Description
   Prior to recruiting a staff or faculty position, the hiring supervisor must submit an accurate, updated position description to human resources for review and approval. Human Resources will perform a review of the position description to ensure that the position is appropriately allocated.

RECRUITMENT AND OUTREACH

1. The chief human resources officer or designee shall have the authority to terminate or extend recruitment as determined appropriate or necessary to ensure achievement of policy and procedural integrity.
2. Prior to creating a job announcement, the hiring supervisor coordinates the recruitment plan with human resources. The hiring supervisor and human resources consider the competencies and requirements of the particular position in order to ensure the most effective, efficient, and useful method of recruitment for the position.
3. Where appropriate, the college will identify and utilize target recruitment resources to recruit applicants with specialized skill sets to fill positions that require such skills to perform the minimum competencies of the position.
4. The use of supplemental applications (exams) and the options of interview and selection will be discussed with the appropriate supervisor by human resources staff as soon as possible after a recruitment need is identified.
5. When considering the appropriate recruitment strategy, the college will first consider utilization of historically underrepresented populations, required competencies, the availability of those competencies within the college’s existing workforce, and the need for diversity of experience, knowledge and skills.

CERTIFICATION OF APPLICANT POOLS

Depending on the position, there may be an active pool of applicants available from a previous recruitment. To receive applicants from a pool, the hiring supervisor must follow the position approval and position description requirements as described above. Human Resources will certify applicant pools in accordance with the college’s certification procedure.

JOB ANNOUNCEMENT

Human Resources will post job announcements for all open-competitive recruitments on the college’s jobs website. All recruitments will be open for a minimum of 10 calendar days.

APPLICANT ASSESSMENT (EXAMINATIONS)

1.  Human Resources is responsible for assisting supervisors with the development and/or review of assessment methods.
2. All pre-employment assessments, including but not limited to, written or oral exercises, written or oral examinations, and oral panel interviews, must be based upon job-related competencies required to perform the position successfully. Pre-employment assessments must be administered uniformly unless a reasonable accommodation is requested and granted. A person with a visible disability, which might interfere with his/her ability to do the job may be asked to demonstrate how they would do specific, job related tasks (WAC 357-16-085).
3. Human Resources office is responsible for the coordination and preparation of reasonable accommodation needs for applicants requesting assistance (WAC 357-16-090).
4. Upon request to their supervisor, employees must be released to participate in state of Washington assessment and interview processes (WAC 357-16-105).

APPLICATION SCREENING

1. The chief human resources officer or designee will screen applications against the position’s minimum competencies to ensure only those candidates meeting the minimum competencies are forwarded for consideration to the screening committee.
2. All screening methods must be based upon the required competencies and requirements of the position and may include, but are not limited to, reviewing resumes, interviewing applicants, utilizing supplemental applications (exams) and/or written or oral exercises. Screening criteria will be reviewed and approved as appropriate and job-related in advance by the Human Resources office.
3. Screening committees will be comprised of a chair and other subject matter experts, with specific representation appropriate to the position vacancy. The hiring supervisor shall make committee appointments and may serve as committee chair. Attempts will be made to ensure gender and racial diversity of the committee. Attempts will be made to include at least one screening committee member from outside of the hiring unit/department.
4. The screening committee will be advised by a representative of the human resources office about comprehensive, unbiased, open and inclusive screening procedures, processes and protocols.
5. All conflicts or potential conflicts must be disclosed prior to the screening committee’s consideration of candidates. The Human Resources representative will determine whether the conflict or potential conflict disqualifies a committee member from participating in any of the steps of the screening process.
6. Screening committee members are responsible for protecting the confidentiality of all information made available or produced during the screening process. In accepting committee membership, each member assumes the responsibility to guard candidate name and status, the outcome of committee evaluations, and the content of committee deliberations. Violations will be cause for removal from the screening committee and potentially termination of the screening process for that position.
7. The college may decline further consideration of an applicant at any point in the process for not meeting the established competencies, not providing all application materials, or not being able to satisfy other requirements such as shift or geographic availability.

INTERVIEWS

1. All interview processes and methods are discussed, reviewed and implemented with the assistance of the human resources office.
2. Once Human Resources releases a candidate pool, the hiring supervisor reviews and considers the applicants for the position. The screening committee chair and hiring supervisor are responsible for ensuring that the interview process is fair and objective.
3. The hiring supervisor and human resources will coordinate and schedule interviews for those candidates considered most qualified for the position.

SELECTION, REFERENCE CHECKS AND JOB OFFER

1. The hiring supervisor and screening committee members determine the candidate who best meets the requested competencies to have reference and background checks completed on and to be recommended to the hiring authority to fill the vacancy.
2. The hiring authority may decide form the committee to recommend one or more finalists for a final interview with the hiring authority. The hiring authority can ask that references be done on more than one applicant before making an offer.
3. Human resources will coordinate reference and background checks as needed. The reference and background checks may include but is not limited to:
   ApplicationWork historyEducationQualificationsExperienceReferencesCriminal history

   The hiring supervisor may examine personnel files of applicants who work or have worked at the college and are under consideration for the departmental vacancy.

4. Upon approval from the president, the chief human resources officer or designee can make a binding offer of employment to an applicant. This offer is conditional pending receipt of an acceptable pre-employment criminal history background check. No other types of offers will be recognized as binding upon the college. The human resources office shall notify the screening committee of any accepted offer of employment. The chief human resource officer or designee will notify the candidates interviewed but not selected for the position.

NOTIFICATION TO APPLICANTS

Human Resources will notify each eligible applicant that applied for the position of the status of the position (i.e., filled, on hold, readvertised).

Human Resources will provide a letter signed by the chief human resources officer or designee confirming the appointment to the candidate who has been extended and accepted an offer of employment.

DOCUMENT RETENTION

The Human Resources office is to maintain all recruitment documents (e.g., interview questions, notes) in accordance with approved records retention schedules.

To help ensure the safety and well-being of faculty, staff, students, and the general public, the College is committed to maintaining a campus environment that serves to minimize the hazards associated with large congregations of people. As an institution of education, we provide below the procedures for staff and student to apply for a legal Order of Protection in the event of unwanted, illegal attention.

Process to Apply for a Restraining Order

The person applying for a Protection Order must go to the county prosecutor where the harassment is taking place, which for our purposes is the Regional Justice Center located at 401 4th Ave North in Kent. The person would go to Suite 2B in the RJC. They have advocates available to help with the paper work and walk him/her through the process.

They should be prepared with dates (approximate dates work) and actions, words, or behavior, that warrant a no contact order. The person should also be prepared with the name, address, phone number and birth date of the offender, if possible. If there was a witness to the harassment and/or threat, a signed affidavit from the witness should be taken to the court as well. In this case, an affidavit is a signed, written statement where a person attests to the facts of the situation. Granting the Temporary Order is at the discretion of the commissioner or judge.

It is the responsibility of the person requesting the order to have the person served with the notice. The King County Sheriff Office will handle the service when they have time. Most orders are served by a friend over 18 or professional servers. Professional Servers cost $75.00 and up. If the jurisdictional police agency is unable to serve the no contact order (they can usually serve it within 24-48 hours and immediately if a residence is shared) then anyone over 18 can. Process servers may be found in the phone book.

The college may reimburse the employee for the cost of the professional server if the problem is college related and takes place on college property. You can apply for reimbursement by contacting the Executive Director of Human Resources.

After the respondent (the person who has allegedly been harassing or threatening you) has had an opportunity to respond in court, an Order for Protection is issued for however long the court deems appropriate.

The College also can issue a no-trespass letter, enforceable by the Des Moines Police department if the offender is not a student or employee. For a student, the Vice President for Student Services may send a letter and/or meet with the student and forbid a student from contacting or being in the vicinity of a complainant while on campus.

In any situation that is potentially dangerous to life, please call the Police (9-911) and intended victim first, then the Public Safety office, and the Counseling Center or EAS program for emotional support.

George Curtis
Public Safety Sergeant
(206) 592-3762
gcurtis@highline.edu

Gloria Koepping
Health and Safety Committee Chair
(206) 592-3353
gkoepping@highline.edu

The Return of Highline College Property

All property belonging to Highline must be returned before the employee’s last day of employment. Clearance by signature must be obtained by the following departments:

Administrative Technology (AT) checks for outstanding technological equipment such as laptops, PDA’s etc.

Network Services obtains SCAN card and deactivates number; disables AUDIX account.

Webmaster notified to remove online directory listings.

Security checks for outstanding keys, parking permits, etc.

Office of the Financial Services checks for procurement, travel cards and any outstanding debt owed to the college.

Instructional Resources checks for outstanding library materials, media equipment, etc.

If a signature is missing from any department, the employee must physically clear his or her record with that department to prevent collection action.

Once the employee returns all college property and the form is completely filled out, it must be submitted to Human Resources (99-200) prior to the employee’s final day of work.

Exit Interview

The separating employee is invited to schedule an exit interview with Human Resources (HR).  The exit interview is designed to obtain information about the departing employees experience at Highline College. If the employee chooses to participate in the exit interview, the information will not be shared with the immediate supervisor; however, the information will be summarized and reported to administration in order to help improve the quality of work life at Highline.

The employee is encouraged contact HR to schedule a meeting. The meeting will be with the Assistant Director of HR (or other HR personnel) to personally discuss any positive or negative issues they may have experienced while working at Highline College.

Separation Procedures for the Supervisor

1. Employee notifies supervisor of departure.
2. Obtain resignation letter from employee.
3. Forward a copy of the resignation letter to Human Resources (HR).
4. Obtain and complete the separation and clearance form with your employee.

Guidelines for Filling Out the Separation Clearance Form

1. Initiate this form at least one week prior to the employee’s departure from the college.
2. The supervisor fills out the top part of the Separation Clearance form with their departing employee.
3. Employee’s SID may be obtained from Human Resources, if needed.
4. Form may be filled out electronically (by email, for example) or physically (hand carry).
5. Cleared by: Signatures are obtained by the employee from the department listed upon return of college property, notification of separation and/or clearance of employee account.
6. If the supervisor chooses to collect the employee’s college property it is the responsibility of the supervisor to distribute the property back to the appropriate department(s) and obtain appropriate departmental “cleared by” signatures.
7. Ensure the employee fills out the “Forwarding Address” section of the form for W2 issuance.
8. You and your employee sign the designated areas of the Separation Clearance Form.
9. Supervisor returns completed form to the Human Resources department (MS 99-200) prior to employee’s last day to ensure proper issuance of final check.

Sexual Misconduct Disclosure
Washington state law and Highline policy prohibits the college from hiring candidates for staff and faculty employment who do not complete and sign a sexual misconduct declaration prior to their start of employment.

Beginning on October 1, 2020, prior to official offer of employment for staff or graduate student employment, the college is required to ask final candidates who are not already college employees to sign a statement disclosing whether the final candidate:

• Is the subject of any substantiated findings of sexual misconduct in any current or former employment
• Is currently being investigated for sexual misconduct at any current employer
• Has left a position during an investigation into a violation of any sexual misconduct policy at any current or past employers

For any positive response, final candidates are required to provide an explanation of the situation.

The sexual misconduct declaration authorizes the final candidate’s current and past employers to disclose to the college any sexual misconduct committed by the candidate and make available to the college copies of all documents in the previous employer’s personnel, investigative, or other files relating to sexual misconduct, including sexual harassment, by the applicant. The declaration releases the candidate’s current and past employers, and employees acting on behalf of that employer, from any liability for providing the information in the sexual misconduct declaration.

Failure to provide complete and accurate information will result in disqualification from employment and withdrawal of any offer of employment.

Sexual misconduct definition

Sexual misconduct, includes, but is not limited to, unwelcome sexual contact, unwelcome sexual advances, requests for sexual favors, other unwelcome verbal, nonverbal, electronic, or physical conduct of a sexual nature, sexual harassment, and any misconduct of a sexual nature that is in violation of the postsecondary educational institution’s policies or has been determined to constitute sex discrimination pursuant to state or federal law.

Employer policies defining sexual misconduct include, but are not limited to, anti-harassment and discrimination policies, Title IX policies, and policies adopted in compliance with the Jeanne Clery Act.

Reference checks: contacting employers

Highline College may conduct additional reference checks of current and former employers to disclose to the college information, if any, regarding sexual misconduct committed by the final candidate, and to make available all documents and information in the candidate’s current or former personnel, investigative, or other files relating to any sexual misconduct, including sexual harassment. Final candidates may be requested to execute any additional forms required by their current or former employer(s) to release to the college such information.

Impact to the hiring process
Highline HR recruiters will request that all final external candidates to staff and faculty positions complete the sexual misconduct declaration prior to official offer of employment. The hire will not be finalized until the completed and signed declaration is received.

Final candidates whose official offer of employment has been approved prior to October 1, 2020, but whose hire date occurs on or after October 1, 2020 are not required to complete the declaration.

Resources

• RCW 28B.112

As related to snow or other weather-related emergencies and utility outages.

The College’s procedures for closure due to adverse weather conditions, utility (heat, electricity, water, etc.) outages or natural disasters are:

1. Notification of the College’s closure will be by written communication when advance notice permits; personal or telephone communication by your immediate supervisor; and/or announcements on KOMO, KING, KIRO, KMPS, KIXI, KLSY, KSTW, and KJR. A web announcement is posted at FlashAlert. Radio announcements of class closures will not necessarily indicate that all College operations are closed. If all operations are suspended (the college is closed) notification to employees will be by one or more of the following methods:
   1. Personal or telephone communication by your supervisor if the emergency occurs during normal working hours.
   2. Telephone communication to each employee’s last known telephone number if the emergency occurs outside working hours. This will be by “Telephone Tree”, a system of relayed messages in which the senior people call their immediate subordinates, who in turn call the people they supervise, and so on until each individual has been notified. Be sure to have available at home the current telephone number of everyone who reports directly to you.
   3. An employee may also call (206) 878-3710 for an announcement on the college’s telephone system regarding canceled classes or college closure. This message will be posted as soon as possible after the decision is made, usually early in the morning if snow or closure occurs at night. Announcements about changes in evening operation will be posted by mid-afternoon.
   4. Employees can sign up HC Alerts for emergency alerts sent via cell phone text message.
2. Affected employees will have the following options for the duration of the closure:
   1. Employees scheduled and not required to work during a late start, an early closure or total suspended operations will have no loss in pay for all late starts, early closures and the first day of total suspended operations.
   2. The following options will be made available to the affected employees who are not required to work for the balance of the total suspended operations:
      1. Vacation leave;
      2. Personal holiday;
      3. Personal leave;
      4. Accrued compensatory time (where applicable)
      5. Sick leave once all vacation leave, personal holiday, personal leave, or compensatory time is exhausted or none is available;
      6. Leave without pay; or
      7. Makeup lost time during the workweek.
3. All other employees:
   1. Vacation leave, personal holiday; or
   2. previously earned compensatory time or leave without pay
4. Temporary Employees – When prior notice has not been given, individuals released until further notice after reporting to work will be compensated for hours worked on the first day of the closure.
5. Faculty members may be asked to provide additional time to assist students in making up the class time missed. Additional information on handling the lost time will be provided by the Vice President for Academic Affairs.
6. Whenever weather or power/mechanical related circumstances require the College to close early, the College President will announce the decision through normal administrative channels. Employees will be credited for completing their regularly assigned shifts and those employees not on the job will be on leave for the entire shift.
7. When the College is not closed, but a classified/exempt/administrative employee is unable to make it to work, they may use vacation leave, previously earned compensatory time, personal holiday, and/or leave without pay.

To view the complete policy, visit our Title IX – Non-Discrimination and Sexual Harassment Prevention Policy.