TIME SHEETS:

• Breaks, Lunches, Absences: 
  • Under Texas law, there is no requirement for an employer to provide a meal period or break to its employees. Instead, employers must adhere to the requirements of the federal Fair Labor Standards Act (FLSA), which also does not mandate a meal or rest break.
• Fair Labor Standards Act:
  • While lunch breaks are not mandatory, the federal Fair Labor Standards Act stipulates some general rules regarding lunch breaks, and Texas state law mirrors these laws. Essentially, a break of 30 minutes or more constitutes a lunch break, and federal and state law do not require employers to compensate employees for this time when employees are not engaged in work while eating. If an employer provides a break shorter than 30 minutes, it must be paid.
• Time Theft or Falsifying time:
  • Moving time around between pay periods or imputing, deleting, manipulating work that is contrary to what actually occurred could be considered time theft or falsifying time.
• Pay Cycles
  • We operate on payroll Lag. This means that the time you worked from the 1^st to the 15^th of a given month is not paid out to you until and 1^st of next month. On the Employee Tab below you can find access to the Web Time Entry Q&A link that will provide the total payroll calendar. 
    • Web Time Entry Location Download Location
      • Log into ACES
      • Click on Employee Tab
      • Scroll down to find Web Time Entry
  • Contact Payroll
    • Any assistance with payroll related items can be submitted to the following email and payroll will reach back out with guidance.  
      • Email: Dst-bannerpayroll@alamo.edu

DRESS CODE & IDs:

• Policy Guideline: D.4.3.1 (Procedure) Personal Appearance and Uniforms
  
  • D.4.3.1 (Procedure) Personal Appearance and Uniforms
    Responsible Department: Human Resources
    Based on Board Policy: D.4.3 - Personal Appearance and Uniforms
    Approved: 4-28-09
    Last Amended: 5-29-17
    All College District employees are expected to arrive for work in season-appropriate, professional attire. Every employee is expected to exemplify the professional conduct and standards of appearance of their discipline/profession for students. Faculty members should present the standard of dress appropriate for jobs in the discipline taught. Staff and Administrators should maintain a standard of dress appropriate for the profession they have been hired to practice.
    Some basic essentials of appropriate dress include the need for the individual and for clothing/uniform to be neat and clean.
    Managers and supervisors have a responsibility to determine a professional standard of dress for their work area. Management may make exceptions for special occasions.
    The College or Alamo Colleges District ID badge should be carried at all times while on duty. Supervisors are responsible for ensuring each employee has an ID badge while on duty and is accessible or worn visibly based on the requirements of the department and job.
    Employees who do not meet the professional standard may be sent home to change and will not be paid for time off. An employee who is unsure of dress standards that are appropriate for the particular workplace should check with his/her manager or supervisor for clarification.

Title VII:

• What is covered by Title VII?
  • Title VII is a provision of the Civil Rights Act of 1964 which prohibits discrimination in virtually every employment circumstance on the basis of race, color, religion, gender, pregnancy, or national origin. In general, Title VII applies to employers with 15 or more employees.
  • In education this means that when you apply to college you are reviewed based on your actual merits and not ranked because you are or are not a member of a particular race, religion, or sex. When applying to college, Title VII provides all students with a fair and equal chance at acceptance.
• What is covered by Title IX?
  • No person shall on the basis of sex, be excluded from participation in, be denied the benefits of, be treated differently from another person, or otherwise be discriminated against in any interscholastic, intercollegiate, club or intramural athletics offered by a recipient, and no recipient shall provide such athletics separately on such basis.
  • Title IX protects students from sexual harassment in educational programs or activities operated by recipients of federal funding. The protection against sexual harassment derives from the general prohibitions against sex discrimination contained in the Title IX common rule.

FERPA (FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT):

• Basic FERPA Definition
  • The Family Educational Rights and Privacy Act (FERPA) is a federal law that affords parents the right to have access to their children’s education records, the right to seek to have the records amended, and the right to have some control over the disclosure of personally identifiable information from the education records. When a student turns 18 years old, or enters a postsecondary institution at any age, the rights under FERPA transfer from the parents to the student (“eligible student”).
  • Generally, schools must have written permission from the parent or eligible student in order to release any information from a student's education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):
    • School officials with legitimate educational interest;
    • Other schools to which a student is transferring;
    • Specified officials for audit or evaluation purposes;
    • Appropriate parties in connection with financial aid to a student;
    • Organizations conducting certain studies for or on behalf of the school;
    • Accrediting organizations;
    • To comply with a judicial order or lawfully issued subpoena;
    • Appropriate officials in cases of health and safety emergencies; and
    • State and local authorities, within a juvenile justice system, pursuant to specific State law.
• Directory Information:
  • Schools may disclose, without consent, "directory" information such as a student's name, address, telephone number, date and place of birth, honors and awards, and dates of attendance. However, schools must tell parents and eligible students about directory information and allow parents and eligible students a reasonable amount of time to request that the school not disclose directory information about them. Schools must notify parents and eligible students annually of their rights under FERPA. The actual means of notification (special letter, inclusion in a PTA bulletin, student handbook, or newspaper article) is left to the discretion of each school.
• What is Directory Information for FERPA?
  • FERPA defines directory information as information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed.
• Items not covered by FERPA
  • FERPA does not protect the campus police records.
  • The U.S. Supreme Court also ruled that FERPA does not protect student homework or classroom assignments — just education records permanently maintained by a central custodian.
• CAUTION
  • When in doubt don’t hand it out – check with a supervisor. It is not your responsibility as a student employee to decide what FERPA covers when it is unclear.

POLICIES FOR ALL EMPLOYEES TO NOTE:

Each Policy below should be briefed to student employees so they are aware there are situations that can end employment.

• Policy Guideline: D.4.7.1.Ex (Exhibit) Notice of Drug-Free Workplace Requirements
  • Responsible Department: Human Resources
    Based on Board Policy: D.4.7 - Drug and Alcohol-Free Workplace
    Approved: 4-28-09
    Last Amended: 11-10-16
    DRUG-FREE WORKPLACE REQUIREMENTS
    The College District prohibits the unlawful manufacture, distribution, dispensation,
    possession, or use of controlled substances, illegal drugs, inhalants, and alcohol in the
    workplace.
    The College District shall establish a drug-free awareness program to inform employees
    about the dangers of drug abuse in the workplace; the College District’s policy of
    maintaining a drug-free workplace; any available drug counseling, rehabilitation, and
    employee assistance abuse programs; and the penalties that may be imposed upon
    employees for drug abuse violations.
    Employees who violate this prohibition shall be subject to disciplinary sanctions. Such
    sanctions may include referral to drug and alcohol counseling or rehabilitation programs
    or employee assistance programs, termination from employment with the College
    District, and referral to appropriate law enforcement officials for prosecution.
    Compliance with these requirements and prohibitions is mandatory and is a condition of
    employment in any federal grant. As a further condition of employment in any federal
    grant, an employee shall notify the College District (the employee’s immediate
    supervisor or other administrator) of any criminal drug statute conviction occurring in the
    workplace no later than three calendar days after such conviction. Within ten days of
    receiving such notice—from the employee or any other source—the College District shall
    notify the granting agency of the conviction.
    Within 30 calendar days of receiving notice from an employee of a conviction for any
    drug statute violation occurring in the workplace, the College District shall either (1) take
    appropriate personnel action against the employee, up to and including termination of
    employment, or (2) require the employee to participate satisfactorily in a drug abuse
    assistance or rehabilitation program approved for such purposes by a federal, state, or
    local health agency, law enforcement agency, or other appropriate agency.
    [This notice complies with notice requirements imposed by the federal Drug-Free
    Workplace Act 41 U.S.C. 702 and notice requirements imposed by the Texas Workers’
    Compensation Commission rules at 28 TAC 169.2.]
    Legal Reference - TACC Policy Reference Manual
    DH(LEGAL) - Employee Standards of Conduct
    DI(LEGAL) – Employee Welfare
    DI(EXHIBIT) – Employee Welfare
• Policy Guideline: D.4.11 (Policy) Notification of Misdemeanor and Felony Offenses
  • Responsible Department: Human Resources
    Board Adoption: 4-28-09
    Last Board Action: 7-25-17
    1 of 2
    Employees Who are Arrested, Charged or Convicted
    Notice of Charge or Arrest
    An employee who is arrested for, or otherwise charged with any of the following shall notify the
    immediate supervisor of the arrest or charge and shall provide a description of the specific offense
    for which the employee is arrested or charged within three business days of the arrest or charge:
    1. an offense classified as a felony under the Texas Penal Code or federal law;
    2. an offense involving moral turpitude as defined in Policy D.4.9;
    3. operating a motor vehicle while intoxicated as described in Texas Penal Code Chapter 49
    (DWI); or
    4. any offense involving inappropriate use or disclosure of identifying information of another
    person (including students) without the other person’s consent.
    “Arrest” or “arrested” includes being subject to an arrest warrant and appearing or surrendering
    in court under an arrest warrant.
    If the immediate supervisor is not available, the employee shall report the event to the next-level
    administrator, and so on until an administrator in the employee's chain of command is notified within
    the three-day period. If no supervisor or administrator is available to notify the employee shall notify
    the Associate Vice Chancellor for Human Resources and Org. Development within the three-day
    period.
    A violation of this procedure may subject an employee to disciplinary action up to and including
    termination.
    Notice of Resolution of Charge or Final Conviction
    In addition to the notification of charge or arrest, an employee entering a plea of guilt or no contest
    for which a finding of guilt is entered (including pleas of guilt that are withheld by the Court in
    deferred adjudication plea arrangements or other probated sentence pleas) or otherwise found guilty
    of any of the offenses listed above, shall notify the immediate supervisor within three business days
    of the plea or finding of guilt and the details of the specific offense related to the plea or finding of
    guilt.
    Supervisors and Others Who Are Notified
    A supervisor, next-level administrator, or other administrator who receives the notices described
    above shall immediately notify the Associate Vice Chancellor for Human Resources and Org.
    Development and the General Counsel.