Discrimination and Harassment - Grievance Procedure
The college is committed to ensuring that all employees receive fair and equitable treatment. Employment actions, demeaning remarks, implied or explicit threats, slurs, innuendoes, gestures, demeaning jokes, stories, pictures, objects or activities directed at employees or students which reflect upon race, color, religion, gender, pregnancy, sex, ethnic background, national origin, genetic information, disability status, parental or marital status, age or sexual orientation will not be tolerated.
Toward this end, the District Board of Trustees and its employees share a joint responsibility to actively and conscientiously seek a means of resolving complaints of discrimination and harassment through due process, without fear of reprisal. A grievance procedure is available to all employees who have reason to believe they have been discriminated against or harassed.
An employee who wants to file a complaint of discrimination or harassment should promptly report the matter to the Equity Officer within sixty (60) working days of the alleged incident. In the event that the alleged party is the Equity Officer, the employee should report their complaint to the Vice President for their department.
Hard copies of board policy and administrative procedures, Equal Access/Equal Opportunity, Prohibition of Harassment, Sexual Harassment and Discrimination and Harassment Grievance for Employees, are located in the Learning Resources Centers. These policies and procedures can also be accessed at www.CF.edu and www.inside.cf.edu.
Complaints related to college operations or general working conditions are addressed under the Employee Complaints Administrative Procedure.
Discrimination, Harassment and/or Sexual Harassment and Child Abuse
All college employees are required to report any discrimination, harassment and/or sexual harassment they have observed or learned about. All college employees are required to report any child abuse, abandonment or neglect committed on college property or during a college sponsored event they have observed or learned about. Failure of an employee to immediately notify the equity officer or an appropriate individual of suspected or actually disclosed allegations of discrimination, harassment and/or sexual harassment, child abuse, abandonment or neglect constitutes a violation of their individual accountability to support the Equal Access/Equal Opportunity policy of the college and to comply with federal and state laws. Such violations may be subject to disciplinary actions, up to and including termination.
Employee Complaints - Grievance Procedure
The College is committed to the fair resolution of employee concerns. General employee complaints can include concerns an employee has about the college, its operations or working conditions. A complaint is defined as a dissatisfaction that occurs when an employee believes that any decision, act or condition affecting the employee is illegal, unjust or creates unnecessary hardship. An Employee Complaints procedure is available to all employees who have a grievance. Employees can raise concerns and make reports without fear of reprisal. An employee who has a complaint should report concerns, verbally or in writing, to the immediate supervisor within thirty (30) working days from the date the employee becomes aware of the act or omission giving rise to the complaint.
The Employee Complaints administrative procedure can be accessed at www.CF.edu and inside.cf.edu.
Complaints related to discrimination, harassment and/or sexual harassment based on race, color, ethnicity, religion, sex, pregnancy, age, marital status, national origin, genetic information, sexual orientation, gender identity, veteran status or disability status are addressed under the Discrimination, Harassment and /or Sexual Harassment Complaint Procedure for Employees and Students Administrative Procedure.
Attendance and Punctuality
District Board of Trustees policy requires good attendance and punctuality on the part of employees. Unauthorized or excessive absences or tardiness will not be tolerated and may result in disciplinary action, up to and including termination. Employees should notify their supervisor, as far in advance as possible, whenever they are unable to report for work or know they will be late. Such notification should include a reason for the absence or lateness and an indication of when the employee can be expected to return for work. If the supervisor is unavailable, employees should contact the Human Resources Office. If it becomes necessary for an employee to remain away from work because of illness, accident, or any other reason, the supervisor must be notified promptly. In the case of an extended unforeseeable absence, you may be asked to complete forms and submit medical certifications as appropriate during your leave. Improper use of sick leave, failure to present medical certification when required, excessive absenteeism, tardiness, unauthorized absence, or failure to notify your department when you are unable to report to work, may result in disciplinary action or termination.
More information about the requirement for medical documentation can be found under Medical Examinations.
Medical Examinations
The college may refer employees for psychological or substance-abuse treatment and, with reasonable suspicion, for drug or alcohol testing. Responsibility for the payment of medical exams and for medical care rests with the employee, as does the selection of the physician or counseling agency unless otherwise noted in District Board of Trustees policies.
Should an employee be unable to perform his or her duties at full capacity because of what appears to be an illness or disorientation of any kind, the supervisor or other appropriate authority may request that the employee return home and/or see a physician. The employee will be charged sick leave during such action.
In the case of an extended unforeseeable absence, an employee may be asked to complete forms and submit medical certifications as appropriate during their leave.
A note from a physician may be required if:
- An employee has been absent for an extended period of sick leave. A supervisor may require medical certification to be provided after three missed workdays in a 30-calendar day period for sick leave; after 10 consecutive days of absence for sick leave, the employee must submit a medical certification before any additional use of sick leave credits can be authorized.
- An employee has been absent due to illness or injury under the Family and Medical Leave Act (FMLA). An absence of three or more consecutive days may qualify an employee for job-protected leave under the FMLA. (See section titled Family and Medical Leave Act.)
- An employee has a habitual record of absence, in the opinion of their supervisor, whether or not it is for an extended period of time.
- In the opinion of a supervisor and/or co-workers, an employee shows signs of not having recovered sufficiently from an illness or injury, to the extent that the employee’s safety and health and that of others around them are threatened.
- An employee has been absent due to illness or injury in the line of duty and workers’ compensation rules mandate doctor’s permission before returning to work.
- There appears to be other sufficient reason for an employee’s supervisor to require a physician’s note.
Conduct of Employees
To ensure orderly operations and provide the best possible work environment, CF expects employees to follow rules of conduct that will protect the interests and safety of all employees and the college.
It is not possible to list all the forms of behavior that are considered unacceptable in the workplace. Reasons for suspending or terminating employment include, but are not limited to, the following:
- Unsatisfactory performance or conduct
- Theft or inappropriate removal or possession of property
- Falsification of records, files or any college documents
- Illegal use of alcohol or drugs
- Illegal possession, distribution, sale, transfer or use of alcohol or drugs in the workplace, while on duty, or while operating employer-owned vehicles or equipment
- Fighting or threatening violence in the workplace
- Negligence or improper conduct leading to damage of employer-owned or customer-owned property
- Insubordination or other disrespectful conduct
- Violation of safety or health rules
- Sexual or other unlawful or unwelcome harassment
- Possession of dangerous or unauthorized materials, such as explosives or firearms, in the workplace
- Excessive absenteeism or any absence without notice; or excessive tardiness
- Unauthorized absence from work station during the workday
- Unauthorized use of telephones, mail system or other employer-owned equipment
- Unauthorized disclosure of business “secrets” or confidential information
- Violation of college policies and procedures
- Refusal to perform job duties
- Sleeping on the job
- Cash shortage of funds for which the employee has responsibility.
Progressive Discipline
It is in CF’s best interest to ensure fair treatment of all employees and make certain that disciplinary actions are prompt, uniform and impartial. The major purpose of any disciplinary action is to correct the problem, prevent reoccurrence, and prepare the employee for satisfactory service in the future.
Disciplinary action may call for any of these four steps: verbal warning, written warning, suspension with or without pay or termination of employment. The action taken depends on the severity of the problem and the number of occurrences. There may be circumstances when one or more steps are bypassed.
Progressive discipline means that, with respect to most disciplinary problems, these steps will normally be followed: a first offense may call for a verbal warning; a second offense may be followed by a written warning; and a third offense may lead to a suspension. Further offenses may lead to termination of employment.
CF recognizes that there are certain types of employee problems that are serious enough to justify either a suspension, or, in extreme situations, termination of employment, without going through the usual progressive discipline steps. By using progressive discipline, most employee problems can be corrected at an early stage, benefiting both the employee and CF.
Drug and Alcohol Use
College of Central Florida is committed to providing a campus and workplace environment free from the abuse and the illegal use of alcohol and drugs. To enhance this commitment, the college has adopted and implemented a policy and procedure to prohibit and prevent the use of illicit drugs and the abuse of alcohol by employees.
Standards of Conduct: As a condition of employment, the following standards of conduct apply to employees:
- Employees are prohibited from engaging in the unlawful manufacture, distribution, possession, or illegal use of drugs and/or alcohol on college property, CF Foundation properties, and during college activities.
- Employees are prohibited from reporting to work while under the influence of illegal use of drugs and/or alcohol.
- Employees shall notify the college of any criminal drug statute conviction for a violation occurring in the workplace or during college sponsored activities no later than five (5) days after such conviction.
Sanctions: The college will impose sanctions on employees for any violation of the college’s drug-free campus and workplace policy consistent with state and federal law.
College of Central Florida Sanctions: The following sanctions may be imposed for violating the drug-free campus and workplace policy:
- Manufacture, Possession, Sale, Delivery or Illegal use of Drugs - Sanctions may include completion of an appropriate rehabilitation program, random drug testing, suspension or termination.
- Subsequent Drug Violation - Employee will be terminated.
- Possession, Sale or Consumption of Alcohol - Sanctions may include completion of an appropriate rehabilitation program, random testing, suspension or termination.
- Subsequent Alcohol Violation - Employee will be terminated.
State Sanctions: Possible state sanctions for possession or distribution of controlled substances/drugs as described in Section 893.03, Florida Statutes, range from a first-degree misdemeanor (up to one-year imprisonment and up to a $1,000 fine) to a first-degree felony (up to 30 years imprisonment and up to a $10,000 fine). Trafficking in drugs is punishable by a prison term between 3-25 years and a fine between $25,000-$500,000. A drug conviction may also result in forfeiture of driving privileges and federal financial aid.
Federal Sanctions: Possible federal sanctions for illegal possession or drug trafficking range from 1-20 years in prison and between $1,000-$8,000,000 in fines. Additional sanctions may include forfeiture of personal and real property, denial of federal benefits, a civil fine up to $10,000 and loss of ability to possess or purchase a firearm.
Drug Testing: The college may require submission to drug or alcohol testing:
- by a primary candidate as a condition for full-time employment
- when there is a reasonable suspicion that the employee has engaged in illegal use of drugs and/or alcohol; and/or when an employee has participated in a drug/alcohol rehabilitation program as a condition of continued employment
- when an employee is involved in a workman’s compensation injury.
The college will consider an employee’s or primary candidate’s refusal to submit to drug or alcohol testing as an unsatisfactory test result.
Health Risks: Illegal use of drugs and alcohol abuse can cause marked changes in behavior and endangers the health, safety, and morale of the abusing employee and their co-workers. Other risks are: impaired job performance; reduced potential; marital problems; conflicts with family members, friends and co-workers; criminal activity; malnutrition; seizures; loss of memory and concentration; and damage to lungs, liver, kidney, reproductive organs, respiratory systems, immune systems, and brain function.
Drug and Alcohol Counseling and Rehabilitation Programs: An employee may voluntarily seek assistance in overcoming an alcohol or drug problem. An employee may contact the Employee Assistance Program at 1-800-433-7916. Employees can find additional information about the EAP at inside.cf.edu, under Employee Benefits/Employee Assistance Plan. Assistance through the EAP is available 24 hours and is confidential. An employee who voluntarily seeks assistance through the EAP or another private rehabilitation program will not be required to submit to drug testing prior to participating in the EAP or rehabilitation program. An employee also will not be subject to disciplinary proceedings solely on the basis of voluntarily seeking help through the EAP or a rehabilitation program. However, the college may require an employee to submit to a follow-up drug test at least once a year for up to two years following alcohol or drug treatment.
For additional sources of information and assistance, contact:
- CF Human Resources Office: 352-873-5819
- National Institute on Drug Abuse Hot Line: 800-662-HELP
- Alcoholics Anonymous 24-Hour Help Line: 352-867-0660
- Employee Assistance Program: 800-433-7916
Personal Obligations
Employees should conduct their personal and financial obligations in such a manner as to prevent the involvement of the college. Upon receipt of a court order, wages shall be garnished. Employees having personal obligations with the college (outstanding library books or fines, parking fines, borrowed equipment, returned checks, delinquent co-signed loans, delinquent dependent fee waivers, etc.) are responsible for immediate settlement with the college. Pay may be withheld and other disciplinary action taken if such obligations are not met in a timely manner.
Conflict of Interest
There are several ways in which an employee may be involved in what is considered to be a conflict of interest to their employment at the college. Primary among these are:
- selling goods or services to the college (equipment, supplies, books, instruments, promotional materials, etc.)
- engaging in outside business or other activities (i.e., political activities, volunteer counseling, etc.) during college work hours
- using the college’s name, logo, seal, facilities, services or equipment
- faculty members accepting payments in any form for tutoring their own students.
Confidentiality
Employees should exercise extreme caution and the utmost discretion in discussing or releasing confidential information. The right to privacy of an employee or student is protected to some extent by federal or state laws, but these have limitations. In regard to employee records, evaluations may not be shared with a person not directly involved in the evaluation process nor may information concerning the employee’s conduct, disciplinary actions, or other matters of an extremely personal nature, regardless of whether or not the information has been placed in a sealed envelope/file. Such information may be released only upon permission of college president or court order.
Unpublished telephone numbers or addresses may not be released except in bona fide emergency and only to the appropriate officials of the college or to law enforcement or court agencies. Transcripts may not be reviewed by anyone other than college officials if stamped by the issuing institution with these or similar words: “Do not release to third party without student’s permission.” All other information on file (applications, references, verification of employment, certifications and licenses, salaries, contracts, and other records related to employment) is open for public inspection.
The college is reluctant to release any information concerning an employee by telephone and prefers that such requests be in writing. The Human Resources Office will not release employment data without a written authorization and release signed by the individual who is the subject of the inquiry.
For students, confidentiality is protected under the 1974 Family Educational Rights and Privacy Act. This law is specific about what information may or may not be released concerning a student and defines directory information, which may be unconditionally released without prior consent of a student unless written notice is filed with the Registrar’s Office asking that this not be done. One of the most frequent telephone calls received is a request for transcript copy. Transcripts are released only upon written consent of the student and payment of the required fee.
The Human Resources Office may request to have a transcript released from the Registrar’s Office for an employee or potential employee. The employee must sign the request.
The spreading of rumors or gossip about CF, its employees, or its students, is considered to be a breach in confidentiality and is grounds for disciplinary action.
Involvement in College Activities/College Engagement Committees
Employees have the opportunity to assist in the development, promotion and governance of the college through committee membership. In most instances, time is allowed during normal duty hours for this service. All faculty members and administrators are assigned to a committee at the start of the academic year each fall. If an employee is not in this job category and wishes to volunteer for committee service, the employee should tell their supervisor. The president publishes a list of committees annually entitled the “College Engagement Committees.” It is available to all employees online at inside.cf.edu/manuals.
All employees are encouraged to attend and/or participate in activities and programs sponsored by the college.
Personal Appearance
During business hours, employees are expected to present a clean and neat appearance and to dress according to the requirements of their positions.
Uniforms are provided for public safety, maintenance and custodial staff. The college may require employees in other designated departments to wear uniforms.
Employee Directory
The CF telephone directory is available at inside.cf.edu/fonebook.htm. The directory can be accessed by employee name or department on inside.CF.edu under Directories. This is an excellent reference tool for employees. Changes in office telephone numbers and/or locations should be reported to the Information Technology Department.
Personal Property
The college assumes no responsibility for the loss or damage of a staff member’s personal property. Employees should refrain from bringing personal items of value to the work place. Safeguard and attend to belongings in offices, classrooms and laboratories.
College Property
Equipment and vehicles essential in accomplishing job duties are expensive and may be difficult to replace. When using property, employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards and guidelines.
Proper care of all college-owned property will ensure better operation and reduce maintenance and replacement costs. Misuse of equipment or property impacts upon the effective operations of the work unit and the services we provide. An employee who loses or damages college equipment or property may be required to reimburse the college for its cost. The failure of an employee to reimburse the college may result in action being taken under the policy for collection of funds owed to the college by employees. In the event that an employee is terminated or voluntarily leaves the college’s employ, the entire amount of the debt will be deducted from the employee’s final paycheck. No college-owned property is to be used for other than official college business.
Upon approval by the department head and notification to the vice president of Administration and Finance, an employee may be authorized to take college-owned equipment home to perform official college business.
Please notify the supervisor if any equipment, machines, tools, or vehicles appear to be damaged, defective or in need of repair. Prompt reporting of damages, defects and needed repairs could prevent deterioration of equipment and possible injury to employees or others. The supervisor can answer any questions about an employee’s responsibility for maintenance and care of equipment or vehicles used on the job.
The improper, careless, negligent, destructive or unsafe use or operation of equipment or vehicles, as well as excessive or avoidable traffic and parking violations, can result in disciplinary action, up to and including termination of employment.
Employees are responsible for all CF property, materials or written information issued to them or in their possession or control. Employees must return all CF property immediately upon request or upon separation of employment. Where permitted by applicable laws, CF may withhold from the employee’s check or final paycheck the cost of any items that are not returned when required. CF may also take all action deemed appropriate to recover or protect its property.
Keys
Keys for offices and other areas are issued by Plant Operations when authorized by the vice president, dean or director responsible for an area. Employees who are issued keys are personally responsible for them and must return them to their supervisor when they are no longer needed or upon termination of employment. Failure to return keys will result in a lost key charge to the employee.
Business Travel
CF will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by the immediate supervisor on appropriate college forms available at inside.cf.edu/forms.
Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor.
When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed at the current state reimbursement rate.
When travel is completed, employees should submit completed travel expense reports. Reports should be accompanied by receipts for all individual expenses.
Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.
Distracted Driving
In the course of conducting business on behalf of College of Central Florida, employees are often required to operate moving vehicles. These vehicles include, but are not limited to, automobiles, motorized carts, golf carts, lifts, mowers, boats and landscaping equipment. Likewise, employees often utilize (for College or personal reasons) portable electronic devices which include, but are not limited to, cell phones, two-way radios, tablets and laptops. The operation of both a portable electronic device and a moving vehicle simultaneously greatly increases the risk of accidents and should be avoided in all cases except where an approved hands-free adapter is in use, allowing use of the portable device without distraction of the vehicle operator.
During the course of business, when operating a company vehicle (or personal/rental vehicle for company purposes) or driving on company property, employees must pull over safely to the side of the road or another safe location in order to use cell phones or other portable electronic devices.
Employees will not engage in the following while driving:
- Operating a cellular phone, computer/laptop, text messaging device, two-way radio or any portable electronic device without the use of a hands-free adapter
- Prohibited actions include answering or making phone calls, engaging in phone conversations, accessing social media sites or internet searches, reading or responding to emails, instant messages, tweets and text messages, or any other activity that can occur on a portable electronic device that is not hands-free and diverts attention from driving.
The above guidelines do not apply to a motor vehicle operator who is performing official duties of an authorized emergency vehicle (law enforcement, fire service or emergency medical services), reporting an emergency or criminal/suspicious activity to law enforcement authorities, receiving messages related to safety (emergency, traffic, weather alerts or radio broadcasts) or using a device in a hands-free manner for communication or navigation purposes.
Violations will be considered a serious matter and may be subject to disciplinary action, up to and including termination of employment. Additionally, violations of Florida distracted driving laws can result in motor vehicle citations and fines.
College Vehicle Usage
A college vehicle may be used when traveling on official college business. Travelers using a college vehicle are required to have a valid driver’s license and fill out the log provided with the vehicle. An employee’s personal automobile insurance will be considered the primary insurance when using a college vehicle. College vehicles are not to be used for personal business, either on or off campus.
Telephone, Computer and Network Use
CF provides a wide variety of communication tools and information technology resources for college students, faculty, and staff. Those resources are intended for the legitimate business of the college. Employees should be familiar with Board Policy 3.25 - Appropriate Use Policy/Information Technology Resources and accompanying Administrative Procedure - Appropriate Use of Information Technology Resources. College policies and procedures are located on inside.CF.edu under Manuals and Procedures.
All college-supplied technology, including computer systems, equipment, and college-related educational and work records, belongs to the college and not to the Users. Users should understand the college routinely monitors use patterns, and Users should observe appropriate discretion in their use and maintenance of such college property.
Network Access: An employee will receive a user ID and a password that will allow access to various systems. Instructions for use on communication systems including phones, voicemail, user IDs and passwords, email security, and two-factor authentication, can be located on inside.CF.edu under Department Sites/Information Technology.
CF licenses the use of its computer software from a variety of outside companies. The college does not own this software or its related documentation. Unless authorized by the software developer, neither the college nor its employees and students have the right to reproduce it.
Use Limitations. With regard to use on LANs (Local Area Networks) or multiple machines, CF employees and students shall use the software only in accordance with the license agreement.
Reporting. CF employees and students that are aware of any misuse of software or related documentation within the college shall notify their supervisor or, in the case of students, the appropriate faculty member or college official.
Disciplinary Action. Because all the computer systems and software, as well as e-mail and Internet connections are the property of the college, all college policies apply to their use and are in effect at all times. Any user who abuses the college-provided access to e-mail, the Internet, other electronic communications, or the wireless and hardwired networks, including social media (in instances where a user is authorized to maintain a college educational or business related social media account), may be denied future access, and, if appropriate, be subject to disciplinary action up to and including termination from employment or expulsion from enrollment, within the limitations of any applicable federal, state or local laws.
College Communication and News Media Information Dissemination
Marketing and Public Relations performs an important role in shaping the image of the college and facilitates communication between the college and its stakeholders - students, employees and the community. The goal of this office is to present factual information about the college’s overall operation. Services provided include advertising, printing and publications, proofreading, social media and college brand identity.
Employee News and Events: CF Insider, an online news blog, is updated several times each week and is available at CFInsider.org. News and events are shared through CF Insider with faculty, staff and retirees. A broadcast with highlighted items is distributed via email. CF Insider also includes Board Reports, a summary of CF District Board of Trustees meetings, employee-specific announcements from the Office of Human Resources, campus happenings, and professional development opportunities.
Email Signature: Your email signature is often an opportunity to make a good first impression as a representative of the college. A standard, consistent, and clean email signature facilitates communications with our constituents: students, colleagues, and community members. CF requires that all employees utilize an approved format for email signatures for @cf.edu email accounts. Email signature guidelines can be located at inside.CF.edu under Department Sites/Marketing and Public Relations.
Media Relations: The Marketing and Public Relations Department is charged with releasing all official news stories about college activities and providing the college community and the public with complete information on all matters of interest. Direct questions or requests for interviews from the media should be directed to the Marketing and Public Relations Office, 352-873-5845.
For complete information refer to the CF Brand and Style Guide at inside.cf.edu/departments/marketing.
Printing/Duplicating
Most college publications, brochures, etc., are produced through Marketing and Public Relations; consult with department staff to order publications. College stationery is ordered through CF Printing Services. Departmental or division approval is required to order business cards or name badges through the Marketing office. Business card request forms and name badge request forms are available at inside.cf.edu/forms, under Marketing and Public Relations.
Children in the Workplace
Bringing children to the workplace is not permitted as normal procedure. This policy is not only for the welfare of children but for fellow workers, as well. Some workplaces are not safe for children. Children may also disrupt the work environment.
Tobacco Free College
CF strives to promote the health and wellness of its students and employees as well as a safe, comfortable environment for all who work, study, conduct business, or visit the college. Therefore, it is the policy of the Board (CF Policy 3.28) that CF shall be a “Tobacco Free College.”
Effective January 2014, tobacco of any kind, in any form is prohibited at CF. This includes but is not limited to cigarettes, cigars, pipes, inhalers, vaporizers and electronic smoking-simulated instruments. Snuff, chewing tobacco and other tobacco products are also prohibited.
All CF employees, students and visitors will be asked to adhere to the tobacco-free policy while on CF property in Marion, Citrus and Levy counties. The policy includes students living and visiting College Square residence center as well as individuals working or visiting organizations leasing space on CF property. Parking areas are included in the tobacco-free ban. More information can be found in the Administrative Procedure for Tobacco Free College.
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