3.19 Contents

• 3.19.0 Hours of Work
 3.19.1 Attendance
• 3.19.2 Hiring Requirements
• 3.19.3 Paycheck Information
• 3.19.4 Probationary Period
• 3.19.5 Overtime
• 3.19.6 College Closings
• 3.19.7 Outside Employment
• 3.19.8 Alcohol and Other Drugs
• 3.19.9 Safety and Security in the Workplace
• 3.19.10 Layoff and Severance
• 3.19.11 Compensation
  • 3.19.11.0 VHCC Pay Practices Plan
• 3.19.12 Performance Management and Evaluation
   

3.19.0 Hours of Work DHRM Policy 1.25, Hours of Work

Generally, a full-time, salaried classified employee works a schedule of 40 hours per week. There are provisions for establishment of salaried classified positions that work from 20 to 39 hours per week. VHCC currently does not have any of these reduced hour salaried positions. The standard workday is eight hours. Unless otherwise indicated, official statements including policy and handbook references to “workday” mean an eight hour period. VHCC permits alternate or flex schedules in the summer months with supervisor approval. The summer flex schedules are coordinated by the VHCC Human Resource Office. The summer flex schedules are posted in the FYI section of the VHCC HR web page. Please contact the HR Office for more information. In addition, some department managers may develop special alternate work schedules necessary to meet departmental needs. Normally, administrative offices must ensure adequate coverage during core business hours.

For most jobs, an unpaid lunch break of at least 30 minutes is required. In addition, the college may provide two 15-minute breaks, one morning and one afternoon, which are part of the paid day. These breaks are optional and may not be used to cover missed time or to extend the lunch period.

3.19.1 Attendance – DHRM Policy 1.60, Standards of Conduct and DHRM Policy 1.25, Hours of Work

Employees maintain responsibility for reporting to work in accordance with the work schedule assigned by their supervisor and for notifying their supervisor as soon as possible when they expect to be late or absent. Employees should be aware of their department’s procedures for reporting absences. Failure to notify the supervisor appropriately may result in disciplinary action including termination.

3.19.2 Hiring Requirements – DHRM Policy 2.10 Hiring and VHCC Policy 3.4 Recruitment and Selection of Personnel

VHCC adheres to the above referenced policies in all full-time recruitments. The college is an Affirmative Action/Equal Employment Opportunity employer.

3.19.3 Paycheck Information – VHCC Human Resources Website

Standard pay periods for classified employees are the 10th through 24th of a month and the 25th through the 9th of a month. VHCC classified employees are paid twice a month, on the 1st and 16th following the end of the pay period. When paydays fall on weekends or holidays, paychecks normally are distributed and direct deposits normally are made the last workday before the regular pay date. New full-time employees are required to participate in direct deposit. Payline participation is encouraged. All classified staff are required to complete weekly time records and submit them to their supervisor for signatory approval. Those time records are to be turned in to the Payroll Office weekly. For more related payroll information, please go to the link above.

3.19.4 Probationary Period – DHRM Policy 1.45, Probationary Period

Classified state employees serve a probationary period of one year from their employment date. This is a trial period during which the agency and employee learn whether the employee is suited or the job. This time may be extended if the employee experiences absence(s) of more than 14 consecutive days and for certain other reasons.

The state’s grievance procedure is not available to probationary employees. However, if an employee believes discrimination has occurred in any condition of employment based on race, color, religion, national origin, sex, age, disability, or political affiliation, the employee may file a discrimination complaint through the Human Resource Office, with the Office of Equal Employment Services at DHRM, or with the federal Equal Employment Opportunity Commission. Please go to the following link for access: http://www.dhrm.virginia.gov/employeerelations.html  .

Employees are encouraged to consult the Human Resource Office for assistance with workplace issues during the probationary period and throughout their employment at VHCC.

3.19.5 Overtime – DHRM Policy 3.15, Overtime Leave and DHRM Policy 1.25, Hours of Work

Some classified positions involve occasional or periodic overtime hours. Employees must work overtime as required by their supervisors. Employees are designated as covered (non-exempt) by the federal Fair Labor Standards Act (FLSA) or not covered (exempt) by FLSA.

Non-exempt employees are normally compensated with leave or pay at time and one-half of their regular rate for hours worked over 40 during a workweek. Agencies may elect to grant overtime leave instead of overtime pay. This designation is noted on the overtime approval form. Overtime leave hours do not expire but there is a maximum number of overtime leave hours an employee may accrue. Employees receive pay for accrued overtime hours when leaving state service and payment may be approved at certain other times specified in the state policy.

Exempt employees typically are not compensated for working overtime. However, in unusual circumstances, agencies may choose to provide straight-time compensatory leave or pay.

All overtime worked by classified employees at VHCC must be approved in advance by the Vice President of Administration. The Request for Overtime form that is completed and submitted by the supervisor is available on the “f” drive under the Docs section.

3.19.6 College Closings – VHCC Policy 4.6.6, Emergency Closing

See the above referenced policy for specific information about VHCC’s policy. The HR web page includes a listing of dates of college closings for reference in completing time records at http://www.vhcc.edu/index.aspx?page=315 .

3.19.7 Outside Employment – DHRM Policy 1.60, Standards of Conduct

State employees’ primary obligation is to their state job. An employee must receive agency approval before taking an additional job, including self-employment. An employee who already has other employment when he or she enters state service, or transfers agencies, must inform the supervisor and seek approval to continue the other employment. An employee may be disciplined for outside employment that occurs during work hours; that is deemed to affect work performance; or may present a conflict of interest with the primary state employment.

3.19.8 Alcohol and Other Drugs – DHRM Policy 1.05, Alcohol and Other Drugs

The Commonwealth intends to maintain a workplace free from the adverse effects of alcohol and other drugs. Employees are forbidden to use these substances at the workplace or to come to the workplace while under the influence of these substances. In addition, employees are expected to notify their supervisors if they are convicted of violating any criminal drug law, either within or outside the work place, or if they are convicted of violating any alcohol beverage control law or law that governs driving while intoxicated, based on conduct occurring in the workplace. Violation of policies related to these matters can result in serious disciplinary action including termination.

3.19.9 Safety and Security in the Workplace – DHRM Policy 1.80, Workplace Violence and DHRM Policy 2.30, Workplace Harassment

In addition to the DHRM policies, VHCC offers a variety of resources in support of its commitment to workplace safety and security. The following links are available:

Campus Police: http://www.vhcc.edu/police
VHCC Workplace Violence Policy: http://www.vhcc.edu/index.aspx?page=312#6
Workers Compensation: http://www.vhcc.edu/index.aspx?page=309#5

A Workplace Violence brochure is available from the Human Resources Office. VHCC encourages employees to contact the Campus Police or the Human Resources Office with any safety and security concerns.

3.19.10 Layoff and Severance – DHRM Policy 1.30, Layoff; DHRM Policy 1.57, Severance Benefits; and DHRM Policy 1.65 Temporary Work Force Reduction

These state policies outline the procedures for agencies to follow and the rights of employees in workforce reduction situations.

Employees may be identified for layoff using a number of factors, including business needs, job functions, and employees’ length of continuous state service. Severance benefits are based on salary and length of continuous state service and may sometimes be used by eligible employees for enhanced retirement. Restricted employees (those paid from non-continuing sources of funds) and part-time employees should check these policies and consult the Human Resources Office to determine eligibility for layoff and/or severance benefits. Wage employees are not included in these policies.

3.19.11 Compensation – DHRM Policy 3.05, Compensation

The total compensation of classified employees includes both salary and the state’s benefits package. In addition to salary, classified employees are eligible to receive several kinds of paid time off, group health insurance (with a state contribution to the premiums), state-supported membership in the Virginia Retirement System, life insurance, short- and long-term disability coverage (for VSDP participants) and other benefits. Details regarding these benefits are included later in this section.

Classified positions are assigned to approximately 300 roles (titles) within about 60 career groups and seven occupational families. Each role is assigned to one of nine pay bands. Both the employee and the job are assessed for pay purposes using specified factors. Various pay practices are used to establish original salary and to guide the movement of salaries throughout the state employment. Agencies retain some latitude to develop salary administration plans within the framework set by DHRM policies. The VHCC Pay Practices Plan is outlined below.

The state does not guarantee any specific pay increases or any certain timetable for pay increases. Funds to support employee pay increases may be provided and earmarked by the Governor or the legislature, or may be identified by the agencies within their budget. The legislature and Governor may provide for general pay increases in some years. These typically are linked to the employee’s satisfactory performance.

3.19.11.0 VHCC Pay Practices Plan

1. Starting Pay
    
   1. DHRM/VCCS Requirement or Guideline
      Starting Pay is the starting salary for an individual not currently employed by the Commonwealth of Virginia. Starting pay for new employees or rehires is negotiable from the minimum of the pay band up to 15% above current salary not to exceed pay band maximum. All VCCS colleges have this authority. The president may delegate incremental levels of authority among college staff. Exceptions for starting pay more than 15% above current salary may be requested from the Chancellor. Required documentation includes application and/or resume.
   
    
   2. VHCC Plan
      Starting salary offer of 0-15% above current salary based on appropriate Pay Factors (see listing at end of document). Salary negotiated by Human Resources and department supervisor. Salary recommendation made by Human Resource Officer and VP of Administration and approved by President. Documentation will be completed and maintained.
       
2. Promotion
   
   
   DHRM/VCCS Requirement or Guideline
   Promotion is the movement of an employee to a different role in a higher pay band. This movement is the result of the employee applying for the position through the recruitment and selection process. Promotion increase is negotiable from minimum of new pay band up to 15% above current salary. Salary may not be below the minimum of the new pay band. All colleges will have this authority. The president may delegate incremental levels of authority among college staff. The president may request a lower level of authority in the delegated authority agreement. Required documentation includes application and/or resume.
    
   2. VHCC Plan
      As a general practice, VHCC will offer from 0-10% increase in salary for promotions based on appropriate pay factors. Amounts from 10-15% will be considered only in exceptional circumstances. Salary recommendation made by Human Resource Officer and VP of Administration and approved by President. Documentation will be completed and maintained.
       
3. Voluntary Transfers (Competitive-same or different Role in same pay band)

 
1. DHRM/VCCS Requirement or Guideline
   A voluntary transfer is employee-initiated movement to another position in the same or different role in the same pay band. The employee may seek the transfer through the recruitment and selection process. Increase is negotiable from minimum of pay band up to 15% above current salary not to exceed pay band maximum. All colleges will have this authority. The president may delegate incremental levels of authority among college staff. The president may request a lower level of authority in the delegated authority agreement..
    
2. VHCC Plan
   VHCC will offer from 0-10% increase in salary for higher level duties. For lower level duties, VHCC will decrease pay by 0-10%. There will be no change in pay if duties are at equivalent level of prior position. Recommendation made by Human Resource Officer and VP of Administration and approved by President. Documentation will be completed and maintained.
    
4. Voluntary Transfers (Non-competitive-same or different Role in same pay band)
   
 

1. DHRM/VCCS Requirement or Guideline
   A voluntary transfer is employee-initiated or agency-initiated movement to another position in the same or different role in the same pay band. The employee may seek the transfer through a non-competitive process. Increase is negotiable from minimum of pay band up to 10% above current salary not to exceed pay band maximum. All colleges will have this authority. The president may delegate incremental levels of authority among college staff.
    
2. VHCC Plan
   VHCC will offer from 0-10% increase in salary for higher level duties. For lower level duties, VHCC will decrease pay by 0-10%. There will be no change in pay if duties are at equivalent level of prior position. Recommendation made by Human Resource Officer and VP of Administration and approved by President. Documentation will be completed and maintained.
    
5. Voluntary Demotions
   
   
   1. DHRM/VCCS Requirement or Guideline
      A voluntary demotion is when an employee voluntarily moves to a different role in a lower pay band through the recruitment and selection process or through non-competitive means. Voluntary Demotion salary is negotiable from minimum of pay band up to current salary not to exceed pay band maximum. College has option to freeze salary above the maximum for 6 months. All colleges will have this authority.
       
   2. VHCC Plan
      VHCC will follow DHRM guidelines with salary recommendation made by Human Resource Officer and VP of Administration and approved by President. Documentation will be completed and maintained.
       
6. Temporary Pay (different role in higher pay band)

 
1. DHRM/VCCS Requirement or Guideline:
   Temporary pay can be provided to an employee who experiences a change in job duties and responsibilities for a specified period of time (i.e., assignment to a special project, reassignment during organization changes, etc). Temporary pay is not typically intended to cover recruitment periods, although depending on the expected length of recruitment, colleges may do so at their discretion. Temporary pay increase for a higher pay band is 0-15% above current salary not to exceed the pay band maximum. Time period should be established for receipt of temporary pay. All colleges will have this authority.
   


2. VHCC Plan
   As a general practice, VHCC will offer from 0-10% increase in salary for temporary pay in a different role in a higher pay band. Amounts from 10-15% will be considered only in exceptional circumstances. Salary recommendation made by Human Resource Officer and VP of Administration and approved by President. Documentation will be completed and maintained.
    
7. Temporary Pay (different role in same pay band)

 
1. DHRM/VCCS Requirement or Guideline
   Temporary pay can be provided to an employee who experiences a change in job duties and responsibilities for a specified period of time (i.e., assignment to a special project, reassignment during organization changes, etc). Temporary pay is not typically intended to cover recruitment periods, although depending on the expected length of recruitment, colleges may do so at their discretion. Temporary pay increase for same band is 0-10%, not to exceed pay band maximum. Time period should be established for receipt of temporary pay. All colleges will have this authority.
    
2. VHCC Plan
   VHCC will offer 0-10% increase in salary for temporary pay in a different role in same pay band. Salary recommendation made by Human Resource Officer and VP of Administration and approved by President. Documentation will be completed and maintained.

 
8. Role Change (downward, upward or lateral)

 

1. DHRM/VCCS Requirement or Guideline
   A role change occurs when an employee remains in his/her current position but the role changes. The change can be upward, downward, or lateral. Increases provided as the result of an upward role change will be determined based on available funding through the budget development process. Changes in duties must be performed for at least 180 days prior to role change.
   
   Downward Role Change: A downward role change occurs when a position is changed to a different role in a lower pay band. A downward role change results in no change in salary unless above maximum of the lower pay band, in which case the salary is reduced after six months to maximum of pay band. All colleges will have this authority.
   
   Upward Role Change: An upward role change occurs when a position is changed to a different role in a higher pay band. Upward role change increase is 0-10% above current salary not to exceed pay band maximum. All colleges will have this authority. The president may delegate incremental levels of authority among college staff. The president may request a lower level of authority in the delegated authority agreement.
   
   Lateral Role Change: A lateral role change occurs when a position is changed to a different role in the same pay band. Lateral role change increase is 0-10% above current salary not to exceed pay band maximum. A salary increase due to a lateral role change is considered similar to in-band adjustment and counts toward the 10% fiscal year maximum for in-band adjustment. All colleges will have this authority.
    
2. VHCC Plan
   VHCC has authority for role changes and redefinition of positions through Pay Band 3 provided the role is already in use at the college for positions with similar responsibilities. Any changes to the allocation levels of Human Resource positions must be sent by the President to the Chancellor for approval. VHCC will follow DHRM/VCCS guidelines with salary recommendation made by Human Resource Officer and VP of Administration and approved by President. Documentation will be completed and maintained.
    
9. In-Band Adjustments (changes in job duties and responsibilities)



1. DHRM/VCCS Requirement or Guideline
   Employees may be provided a base salary increase for assuming new duties or changes in duties. The purpose of this salary increase is to recognize an employee’s increase in duties or responsibilities. In order to be considered for an In-Band adjustment, changes in duties should be a change of at least 15%. Also, based on a classification review, these changes do not warrant a new role change with a higher pay band assignment. The salary change will not occur until the employee has successfully performed the new duties and responsibilities for at least a 180-day period. College will have the approval authority as defined in its delegated agreement. Subject to post-audit by the VCCS Human Resource Office. In accordance with State policy, In-Band increases are non-competitive, and an employee may receive from 0-10% increase in salary within a fiscal year. In order to be eligible, an employee must be rated at the Contributor level or higher to receive any type of In-Band adjustment. The specific amount of the increase will be determined by the College. Employees should not consider In-Band Adjustments an entitlement. The use of any of the adjustments is not mandatory.



VHCC Plan
VHCC has authority to approve changes in job duties, responsibilities, and related increases up to and including Pay Band 3. Review request is to be initiated by department supervisor to Human Resources. Increases will range from 3-5% upon recommendation by Human Resource Officer and VP of Administration and approval by President. Documentation will be completed and maintained.
 
10. In-Band Adjustments (application of new KSA’s from education, certification, licensure, etc)

 
1. DHRM/VCCS Requirement of Guideline
   
   For individuals who attain professional certifications or licenses or degrees, we will encourage and support the use of incentive options. Such incentives will be provided within the constraints of limited resources available to colleges for such actions and will be prioritized based on the application of mission-critical analyses of recruiting and retention issues. The VCCS will not support retroactive payment to those who possess professional certifications or licenses or degrees prior to implementing Compensation Reform. Employees must request approval in advance for consideration of their planned goal in order to be compensated once the goal is attained. Credentials that are requirements for a job by State Code, or are required for selection and taken into consideration at the time starting pay is negotiated, cannot be used as a basis to support subsequent compensation adjustments. Colleges may choose to continue to support reimbursement of college courses for employees seeking a degree, certification or licensure of for a job related course. However, additional compensation may or may not be given for the completion of the certification, licensure or degree. Colleges will have the authority to approve a 0-10% increase for new KSA’s from education, certification or licensure, etc. Subject to post-audit by the VCCS Human Resource Office. Degrees must be job related. A plan must be developed in advance showing degree curriculum and receiving approval by the supervisor and President prior to successful completion of the degree program. Increases may be based on the degree level: Associate, Bachelor’s Master’s and Doctorate. An increase can only be received once for the same level of degree. Note: a double Master’s would not receive a double increase. The increase could be a fixed rate or fixed percentage and should be determined by each college.
   
   
2. VHCC Plan
   
   Plan must be documented on Employee Work Profile, approved in advance and must be job related or considered of benefit to the college. College will consider extent of educational aid contributed. An increase of 0-3% for completed degrees or certifications to be recommended by Supervisor and Human Resources and approved by Vice-Presidents and President. Documentation will be completed and maintained.
    
11. In-Band Adjustments (retention)



1. DHRM/VCCS Requirement or Guideline
   An in-band adjustment for retention is an increase granted to prevent employees from seeking employment outside the agency in occupations that have high visibility in the labor market when salaries have not been as competitive with the marketplace. Typically, in-band adjustments for retention are granted to all employees in a particular functional area to avoid turnover. If retention adjustments are requested for a group of positions in the same role, documentation must include: the number of vacancies experienced in the past three years; the starting pay rates used to fill the vacancies; and the College’s efforts to recruit to fill the vacancies during the period. Data relative to the number of qualified applicants responding to recruitments for the past three years must also be included. Colleges will have the approval authority as defined in its delegated agreement. Subject to post-audit by the VCCS Human Resource Office for all retention adjustments.
    
2. VHCC Plan
   VHCC has authority to approve retention adjustments up to and including Pay Band 3. Increases will ranges from 0-10% upon recommendation by Human Resource Officer and VP of Administration and approval by President. The adjustments may be of a temporary nature for a specified period of time. Documentation will be completed and maintained.
    
12. In-Band Adjustments (internal alignment, salary compression and other internal inequities

 
1. DHRM/VCCS Requirement or Guideline
   
   An increase may be granted to align an employee’s salary more closely with those of other employees’ within the same agency who have comparable levels of training and experience, similar duties and responsibilities, similar performance and expertise, competencies, and/or knowledge and skills. College will have the approval authority as defined in its delegated agreement. Subject to post-audit by the VCCS Human Resource Office for all internal alignment, salary compression and other internal inequity adjustments.
    
2. VHCC Plan
   
   VHCC has delegated authority to approve requests for in-band adjustment increases up to and including Pay Band 3. Requests are to be initiated by department supervisor or Human Resources and will be considered on a case-by-case basis based on comparison of duties, responsibilities, performance, expertise and experience. Increases may be granted from 0-10% based on approval of Vice Presidents and President. Documentation will be completed and maintained.
    
13.  Pay Factors in Pay Practices Plan:


Business Need Internal Salary Alignment
Knowledge, Skills, and Abilities Budget Implications
Salary Reference Data Work Experience and Education
Current Salary Market Availability
Duties and Responsibilities Long Term Impact
Training, Certification & Licensure
Total Compensation
Performance

3.19.12 Performance Management and Evaluation – DHRM Policy 1.40, Performance Planning and Evaluation, and Policy 1.45, Probationary Period

The Employee Work Profile (EWP) serves as the source document for the position description and the employee evaluation. Classified employees receive an annual performance review. The performance rating may affect general salary increases. EWP’s are established and maintained for each classified position. The EWP also includes a Development Plan section that VHCC encourages employees and supervisors to complete and update yearly. Classified employees need to complete the Development Plan in conjunction with any requests for Professional Growth and Development funds.

The EWP form and related forms are available on the VHCC “Z” Drive under Docs.