PERSONNEL PROCEDURES:
Completing the Hiring Process

On this page: Employee Benefits | Guidelines for Employment of Part-Time Faculty | New-Hire Checklist | Payroll & Timecards |

Guidelines for Employment of Temporary Part-Time Faculty

1. Employment of a new temporary part-time faculty member must be processed for Governing Board approval. Salary will be based on class and step placement on the appropriate faculty salary schedule for temporary employees.

   a. Part-time faculty must complete a Withholding Tax Statement (W-4), PERS/STRS Retirement Information Sheet, Loyalty Oath and must submit a current tuberculosis clearance.

   b. All part-time faculty must be processed for fingerprint clearance.
       

2. Temporary (part-time) faculty members should be assigned 60 percent or less of an FTE in any given semester. It is not permissible to exceed the limit in one semester and then “balance it out” during the following semester.

   a. Note that “long term” substitutes must be counted in the percentage; however, “day-to- day” substitutes need not be included.

   b. Concurrent assignments at other colleges in the District are counted when computing total load.

   c. Faculty members teaching short-term courses or performing other academic services may balance their load over the weeks in a semester.
       

3. If an emergency occurs which requires the use of a part-time faculty member for more than 60 percent, the Dean or Division Chair should submit a written request with District Human Resources to waive the 60 percent limitation. District Human Resources will forward the request to United Faculty for concurrence. If the request is granted, the college managers need to be certain that the faculty member does not exceed 60 percent during any of the following five semesters. Strict adherence to this policy is necessary to avoid having to employ a part-time faculty member who has not gone through the standard selection process, as a regular faculty member (as per Ed. Code limitations).
       
4. Calculating and Monitoring Load for Temporary Faculty: Temporary faculty members are hired to teach classes for not more than 60% of the hours/week measured against full-time equivalent for regular employees having comparable duties. This calculation projects the temporary employees’ total yearly assignment to that of the regular full-time employee by semester and by year.

   a. Excluded from calculation is substitute service on day-to-day basis; “day-to day” is substitute employment for a position temporarily and intermittently vacated by another faculty member.

   b. Excluded from calculation is service as classified employee, provided that services rendered as classified employee can be clearly and convincingly distinguished from service rendered as a faculty member.

   c. Excluded from calculation is service rendered as a tutor, as tutoring is distinguished from classroom instruction.

   d. Excluded from calculation is voluntary non-teaching service, such as meeting with students, etc.

   e. Excluded from calculations is service rendered pursuant to the “Other Certificated Services” schedule, so long as duties are clearly and convincingly distinguished from classroom teaching duties and not counted towards FTE teaching load.

   f. Excluded from calculation is any assignment worked during Summer Session.

   g. Service rendered in excess of 60% but less than a full term (semester or year) may, pursuant to a contract, not qualify for reclassification as permanent employee.

   h. Calculation equals FTE by semester annualized by addition of fall and spring.

   i. With exception of #9 item g above, FTE cannot be greater than 60% for any one semester.

   j. Cooperative Education instruction is to be included in calculation.
   
   Education Code Section 874000, 87482.8
       

Hiring Checklist for All Faculty

After approval by the Governing Board of the District, all newly-hired faculty must complete the following tasks:

Employee Benefits

The Contra Costa Community College District offers a comprehensive package of benefits. The benefits vary slightly for full-time versus part-time employees; please refer to your bargaining unit agreement for details.

The District offers medical insurance, a vision plan, dental insurance, life insurance, an employee assistance program, and retirement -- either PERS (Public Employees’ Retirement System) or STRS (State Teachers’ Retirement System). Regular employees who work less than 50% time are not included in PERS or STRS.

If you have questions. contact the CCC Human Resources specialist in the Business Services Office at x4208. If they are unable to help you, they may refer you to the District human resources.

Leave Provisions

The Contra Costa Community College District offers employees various forms of leave from work, such as administrative leave to attend conferences and workshops, sick leave, and leave for bereavement, jury duty, and various others. See your bargaining unit contract for information. All leaves (except sick leave) must be approved in advance by your supervisor, with submission by the employee of a “Request for Leave” form. All leaves, except jury duty, come out of accrued sick leave.

Payroll

Paychecks cannot be issued until the employee has been hired. In order to be hired, all hiring paperwork must be submitted to the campus personnel office, or campus payroll office for student employees.

Checks for part-time instructors, “AC” contract for regular instructors, certificated other, classified hourly and overtime, and students may be picked up on the 10th day of the month at the Payroll Office until 4 p.m. If the 10th falls on a weekend, paychecks may be picked up on the Friday before the 10th. Employees must show identification and sign for their checks.

The payroll office is located in the Applied Arts (AA) Building, Room 201.

Direct Deposit of Paychecks: All employees are eligible for direct deposit of their paychecks. Request the appropriate form and submit the completed form to Campus Payroll in the Business Services Office in AA-201.

Time Cards for Part-Time Faculty: Paychecks will be delayed if time cards are submitted incomplete, inaccurate, or late. To avoid any inconvenience, all employees are encouraged to follow the procedures and time lines posted in the Campus Payroll window.

Types of Time Cards:

Pay By The Course - Full Term Courses

The Pay By The Course system has been in effect since Fall 1996 and is designed to pay the instructors of full term courses (18 weeks) in five equal payments for the semester. The five equal payments are calculated from the ‘Total Pay Hours’ from the course file. These payments will be issued on the 10th of each month. Payments begin with the 10th of the second month of the semester and ending with the 10th of the month following the end of the semester.

In order to initiate this payment process an “Instructor of Record Verification Card” must be completed with both instructors and Division Dean’s signature on file in the Campus Payroll Office. It is the responsibility of the division and the instructor to ensure that the Campus Payroll Office receives each verification card by the official first day of each semester. If an instructor is starting the semester on or after the first day of the semester it is due on their start date. Depending on the start date the instructor may only receive four equal payments beginning with the second 10th of the month following the beginning of the semester.

The division is responsible for generating the Verification Card but it is the responsibility of the instructor to sign for accuracy. Once submitted, if there are any changes, a CORRECTED Verification Card must be submitted immediately. This especially includes cancelled classes. (Please assure that the total pay hours for flex times performed and classes met are noted). The total pay hours must be accurate because this is what is used to verify fraction payments.

Exception: There are some full term courses that per the division’s request are paid through Hourly Time Reports. This usually occurs when there are Split or Term courses taught. If there are any questions or doubts regarding a specific situation contact either the Division or the Campus Payroll Office.
    

Short-Term & Irregular Courses

All Short Term (less than 18 weeks) & Irregular courses (more than 18 weeks or Division special requests) require an Hourly Time Report with “actual hours” to be submitted to Campus Payroll by 4 p.m. on the corresponding deadline date will be paid on the 10th of the following month. Short-term classes include summer classes. A list of Deadline Dates is available outside the Campus Payroll Window. Please note that there is approximately two weeks of projections time at the end of each month. If Hourly Time Reports are not received by the deadline dates the hours will not be paid until the following pay day.
 

Last updated: 15 January 2008

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