Employment Relationship
Under Florida Law, employment contracts that do not specify a definite term of employment are terminable “at-will.” The employee or CF can end the employment relationship at any time for any reason, other than those prohibited by law. Employment contracts that specify a definite term of employment are not terminable “at will.” Both parties must abide by the terms of the agreement.
Employment Categories
All positions are established by the District Board of Trustees at the recommendation of the college president.
Each employee is designated as either NON-EXEMPT or EXEMPT from federal and state wage and hour laws. NON-EXEMPT employees are entitled to overtime pay under the specific provisions of federal and state laws. EXEMPT employees are excluded from specific provisions of federal and state wage and hour laws.
In addition to the above categories, each employee belongs to one of the following employment categories:
- Regular full-time employees are those who are not in a temporary or part-time status and who are regularly scheduled to work CF’s fulltime schedule and participate in all approved employee benefits programs.
- Part-time employees are those who are not assigned to a temporary or full-time status and who are regularly scheduled to work 25 hours or less per week. While they do receive all legally mandated benefits (such as Social Security and Workers’ Compensation insurance), they do not participate in the regular benefits program established for full-time employees unless otherwise specified.
- Faculty positions are officially designated by the District Board of Trustees as instructional. The primary and predominant duties of such positions involve direct instructions, library or learning resources support services, academic advisement, career advisement and student support services. Faculty positions include full-time and part-time faculty, temporary full-time faculty, department chairs, program managers and adjunct instructors.
- Administrative positions are officially designated by the District Board of Trustees. The primary and predominant duties of such positions involve the principal executive and managerial decision-making functions and responsibilities of the college. The duties of such positions shall include: (1) planning, directing, developing, organizing, and utilizing college personnel, material, financial, and facilities resources; and (2) directing, scheduling, managing and supervising other employees. Administrative positions include the president, vice president(s), associate vice president(s), dean(s), associate dean(s), executive director(s) and director(s).
- Professional positions involve oversight of specific operations of the college and generally provide services of a highly technical or specialized nature. Employees in these positions may supervise others. Examples of positions classified as Professionals include Coordinators and Managers. The professional classification also includes some directors.
- Technology positions provide services in the Information Technology department. The primary duties of such positions require specialized training, experience or certifications that relate directly to an advanced knowledge and competence in a highly specialist or highly technical field. Technology positions include Programmer, PC/AV Technician, and Information Technology Manager.
- Career Service positions involve support functions that are essential to the effective operation of the college. Career Service positions may be further classified as administrative support, specialist, instructional and student support, technical support, and plant and facilities support.
- Other: This classification shall include all personnel requirements not defined above. Examples may include services of temporary employees and student workers.
Job Descriptions
A job description is developed for each position at the college upon authorization of a new position by the District Board of Trustees. The description includes major responsibilities, prerequisites (qualification standards), illustrative duties, the primary location of the job, and the title of the supervisor. Job descriptions are available for review online at www.CF.edu/hr. Employees may print a copy of their own descriptions from this link as well. As work assignments change, the description should change. For questions about a job description, an employee should talk with his or her immediate supervisor and/or the director of Human Resources.
Contracts
The District Board of Trustees appoints all personnel upon recommendation of the president. The college reserves the right to assign and transfer these personnel within the assigned level of employment to meet the needs of the college.
Employment contracts are issued to faculty and administrators. The college annually submits contractual arrangements and salary schedules for all personnel to the District Board of Trustees. Salaries for all employees are determined according to the salary schedule.
Personnel Records
CF maintains a personnel file on each employee. Personnel files are located in the Human Resources Office.
The personnel file includes such information as the employee’s job application, resume, records of training, documentation of performance appraisals, official transcripts and/or placement papers, work experience verification/references, signed loyalty oath, drug-free statement, salary increases, and other employment records. The W-4 form is filed in the Payroll Office. The Payroll Office maintains all leave requests and records. With the exception of evaluations, all personnel records are subject to state and internal audits.
Personnel files are the property of CF. Access to the information they contain is restricted. Generally, only supervisors and management personnel of CF, who have a legitimate reason to review information in a file, are allowed access. Employees may request to view their personnel file by contacting Human Resources.
Public Records
Under the Florida Sunshine Law, the contents of an employee’s personnel file are public records, with the exception of evaluations. Public records that are not confidential include employment applications, supporting data and employment history. Public records within a personnel file may be inspected and examined by any person upon request, at a reasonable time, under reasonable conditions, and under the supervision of the director of Human Resources or another designated Human Resources representative. Copies of non-confidential records will be provided upon request by the college’s records management liaison officer and upon payment to the college of the appropriate fee.
In many cases, compliance with public records requests will require the cooperative efforts of more than one College department. Any and all College departments receiving a request for the production of records should promptly notify the Chief Fiscal Officer of the College, who is designated as the Records Management Liaison Officer (RMLO). The vice president of administration and finance serves as the RMLO. For more information, see the Administrative Procedure for Public Records - Access.
Student Records
CF is required by federal and state laws to protect the confidentiality of student educational records, which contain academic and personal information. Employees must be careful not to inadvertently release information concerning a student or their academic records. The laws are specific concerning how and under what circumstances disclosure can be made. Therefore, if an employee is faced with a request for disclosure, the employee should consult their supervisor or department head prior to taking any action.
Employee Photo ID Card
All employees are requested to obtain an employee photo ID card. The card will be provided to you free of charge and is used to identify college employees. ID cards may also be used to utilize free services associated with the college. Some examples are checking out of items in the college’s Learning Resources Center, admission to the Appleton Museum of Art and most CF sporting events. Photo ID cards may be obtained from the following locations:
- Public Safety Office (located in front of the Bryant Student Union), Ocala Campus
- Public Safety Office, Wilton Simpson Citrus Campus
- Business Office, Jack Wilkinson Levy Campus
Employment Reference Checks and Background Investigations
To ensure that individuals who join CF are well-qualified and have a strong potential to be productive and successful, it is the policy of CF to check the employment references of all applicants.
All employment verification inquiries from current or former employees, prospective employers of current or former employees, governmental agencies, or other organizations such as financial or lending institutions, are to be directed to the Office of Human Resources for an official College response. The Human Resources Office will only respond in writing to those reference check inquiries that are submitted in writing. Responses to such inquiries will confirm only dates of employment, wage rates, and position(s) held. No employment data will be released without a written authorization and release signed by the individual who is the subject of the inquiry.
Level II background investigations, which include fingerprinting, will be conducted on all new employees and current staff in accordance with Board Policy 6.05. Hiring and continued employment will be contingent on a per-case review of the background results. If a disqualifying event is reported on the background results, the college allows a five-day appeal process to submit a written letter of explanation and request for exemption from disqualification to be reviewed by an appeals committee. For more information, see Administrative Procedure for Criminal Background Screenings.
In addition to checking for criminal history, a credit report may be requested for potential employees in the Business Office. Supervisors may request that the Human Resources Office secure credit reports for other positions.
All offers of employment and continued employment are contingent upon a successful background and reference check. New hires and current employees who have been found to have falsified their employment application’s criminal or background history may experience adverse action up to and including termination of employment.
Personal Data Changes
It is the responsibility of each employee to promptly notify CF of any changes in personal data. Personal name changes, mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of an emergency, educational accomplishments, insurance beneficiaries and other such status reports should be accurate and current at all times. This information is necessary in order to keep personal data current and to adjust insurance coverage and other pertinent benefit information. If any personal data has changed, notify the Human Resources Office by completing a Personnel Change Request form. This form may be submitted electronically at inside.cf.edu/forms, under Human Resources. Human resources will also accept a signed memo in lieu of electronic submission.
Observation Period for Full-Time Employees
Career service, professional and technology employees serve an observation period of 90 calendar days during which their skills, qualifications and performance on the job are closely evaluated. The observation period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. The college uses this period to evaluate employee capabilities, work habits and overall performance. Either the employee or the college may end the employment relationship at will at any time during the observation period, with or without cause. (Board Policy 6.06 - Observation Period for Career Service and Professional Employees). Appointment to Regular status following the completion of the Observation Period does not create an employment contract or term.
Employees who are promoted or transferred within CF must complete a new observation period of the same length with each reassignment to a pay grade or position in which the employee has not previously served.
During observation periods, employees are permitted to receive benefits, including insurance. Employees on 90-day observation accrue vacation leave; however, this leave is not available for use until the 90-day observation has been successfully completed, except for emergency circumstances approved by the president. Earned sick leave may be used during the observation period when required because of illness.
As circumstances warrant, the observation period may be extended at the discretion of the supervisor.
Employees who are under the 90-day or extended Observation Period are not eligible to apply or transfer to vacant/posted positions within the college until the observation period is ended and regular appointment status has been approved.
Performance evaluations of all employees are done annually and are discussed in the section titled Performance Review.
Employment Application
CF relies upon the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in the exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.
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