Employment

Employee Handbook home

FIRST WEEK/INITIAL EMPLOYMENT PROCEDURES

New employees should contact the Human Resources Department (HRD) to arrange an appointment to receive information on payroll and benefits issues on or before the first day of employment. Supervisors may wish to arrange such an appointment prior to the arrival of the employee.

New employees will be asked to complete a W-4 form, an emergency notification card, an "I-9" form and other informational material at that time. The "I-9" form is a certification of eligibility for employment and must be completed by all new employees and by some employees who have had an interruption in service (greater than three years). This procedure is required because of the Federal Immigration Reform and Control Act (IRCA) of 1986. The "I-9" must be completed during the first three days of employment, and all original documentation of employment eligibility must be examined by a member of HRD. Failure to comply with this law can result in substantial fines for the college.

During the orientation appointment, new employees also receive informational brochures about available insurance plans and the retirement plan.

To help new employees keep track of documentation that must be provided or obtained during the first week of employment, the following checklist has been prepared.

New Employee Checklist:

  • Schedule and attend an orientation appointment in HRD.
  • Complete a W-4 form.
  • Complete an emergency notification form.
  • Complete I-9 Form and provide all original documentation to establish employment eligibility (within 3 days of hire date).
  • Present Social Security card.
  • To obtain an employee parking decal and Connect Card, call the Parking Services and Connect Card Office (extension 2897).
  • Read available insurance plan brochures.
  • Enroll in the insurance plan of your choice.
  • Read your employee handbook. If you have any questions schedule an appointment with the Associate Vice President for Human Resources or the Associate Director of Human Resources.

top of page

EMPLOYEE CATEGORIES

Five categories of full-time personnel are employed at the college. Policies relating to benefits, periods of leave, appointment and other aspects of employment are set forth in the collective bargaining agreement or Board of Higher Education (Board) policy handbook which applies to each employee category.

EMPLOYEE CATEGORY APPLICABLE AGREEMENT/HANDBOOK
Unit Classified* AFSCME Agreement
Non-Unit Classified* (Confidential/Excluded) State College Employee Benefits Handbook for Non-Unit Classified Personnel
Faculty/Professional Staff Member MSCA/MTA Agreement
Non-Unit (Excluded) Professional Administrator State College Employee Benefits Handbook for Non-Unit Professionals
Unit Professional Administrators APA Agreement
*Only classified employees are considered non-exempt for Fair Labor Standards Act purposes (eligible for overtime pay).

UNION MEMBERSHIP

New employees will be contacted by representatives of the bargaining unit during their initial months of employment. Copies of collective bargaining agreements can be obtained from union representatives.

Faculty/Librarian

Full-time faculty and professional librarians are covered by a collective bargaining agreement between the Board of Higher Education and the Massachusetts Teacher's Association/ Massachusetts State College Association (MSCA). All faculty members and professional librarians must either join the union and pay assessed dues or pay an agency service fee.

Administrators

Full-time administrators, except those excluded because of the level and nature of their positions, are covered by a collective bargaining agreement between the Board of Higher Education and the Association of Professional Administrators (APA). Administrators (except those excluded) must either join the union and pay assessed dues or pay an agency service fee.

Classified Employees

Classified employees, except those excluded because of the confidential nature of their positions, are covered by a collective bargaining agreement between the Board of Higher Education and the American Federation of State, County and Municipal Employees, AFL-CIO. Classified employees (except those excluded) must either join the union and pay assessed dues or pay an agency service fee.

top of page

PROBATIONARY AND PROVISIONAL EMPLOYMENT

All full-time appointments to positions at the college are subject to the approval and policies of the Board of Trustees; the general laws, rules and regulations of the Commonwealth of Massachusetts; the policies, rules and regulations of the Board of Higher Education; the terms and conditions of current collective bargaining agreements or non-unit handbooks and the availability of funding for the position. (Positions at the college are not included in the Massachusetts Civil Service System.)

Probationary Period - Classified Employees

All newly appointed classified employees must serve a seven month probationary period. Probationary employees receive two performance evaluations during this period.

The college may terminate the services of a classified employee at anytime during the probationary period (for AFSCME employees, without recourse to the grievance and arbitration procedure except as provided in Article 27, section 4).

Probationary Period - Professional Employees

Every administrator appointed to a position in the bargaining unit (APA) shall serve on a provisional basis for one calendar year from the date on which he/she shall have first commenced his/her duties in such position. In the case of any administrator so appointed but whose annual term of service is less than twelve months, such calendar year shall be the entire calendar year, commencing with the first date of such employment. Further information on employment terms is found in the APA agreement.

Terms of employment for faculty members and librarians are set forth in the MSCA agreement, and for non-unit employees are found in the appropriate Board handbook.

TRANSFERS AND ADVANCEMENT

Position vacancies are posted on a bulletin board in the corridor across from HRD. An employee who wishes to apply for a posted position should submit to HRD a letter of interest and an updated resume (if applicable) by the application deadline. Classified and hourly employees must also complete an Internal Applicant I.D. form and attach a new application or resume if they are applying for a classified or hourly vacancy.

top of page

PERSONNEL FILES/CONFIDENTIALITY

All personnel files (and payroll records) are maintained under the provisions of the Fair Information Practices Act and in accordance with the provisions of applicable collective bargaining agreements. Employees may obtain access to their files by completing an access request in HRD. Files must be examined in the presence of a member of HRD staff. Employees may examine references furnished on their behalf only if they did not waive their rights to examine references when they applied for their original position.

Some positions within the college involve access to confidential information on students and/or employees. Employees who handle such information are expected to maintain confidentiality and to comply with laws and policies that govern the release of that information. Misuse of confidential information may constitute a violation of state ethics statutes.

EMPLOYMENT VERIFICATION AND PUBLIC INFORMATION

HRD will verify past and/or current employment at the college upon receiving a request from a prospective employer or a financial institution. The policy of the department is to verify dates of employment, title and basic responsibilities only. Qualitative references are not given. HRD will not release salary data over the telephone. Salary levels will be confirmed only if presented by the caller. Salaries are released in writing to financial institutions when a written request, accompanied by the release signature of the employee, is received. Salary verification forms will be forwarded directly to financial institutions; they will not be returned via the employee.

All employees are advised that, under Massachusetts law, the names, position titles, home addresses, telephone numbers (if listed), and salary data of college employees are public information. The college releases this information only upon receipt of a written request for information listings.

top of page

PERSONAL DATA CHANGES

Employees are responsible for insuring that all personal data changes are furnished to HRD. Changes in address, marital status, emergency notification information, etc., should be reported promptly.

EMPLOYEE DEVELOPMENT

The college recognizes the importance of the continuous development of skills and knowledge for all employees. Employees are encouraged to utilize tuition remission benefits to attend classes which will assist them in advancing in their chosen fields or in preparing for a career change.

Full-time professional employees covered by the MSCA agreement are eligible to apply for sabbatical leave for the purpose of professional development. Training programs for classified and professional employees may be coordinated or presented by HRD. As the college budget allows, professional and classified employees may also be sent to seminars and workshops that relate to their current positions.

PERFORMANCE APPRAISAL

The performance of each full-time unit employee is evaluated at the intervals and in the manner specified in the applicable collective bargaining agreement.  The performance of each excluded non-unit employee is evaluated annually, at the conclusion of the spring semester.

Every employee is entitled to review his/her performance evaluation form before it is placed in his/her personnel file. The employee may also respond in writing to the evaluation, and the response will also be included in the personnel file.

top of page

Last Modified: October 29, 2004