Personnel Policies and Procedures
It is required that the following items be submitted to the Office of Faculty and Staff Relations prior to the effective date of initial appointment: official transcripts of all earned degrees, three professional letters of recommendation, an application for appointment, a current curriculum vitae, a copy of a verified social security card, and a complete and verified
Employment Eligibility Verification form (I-9) with appropriate supporting documents. Proof of other credentials, such as professional certificates or licenses, must also be supplied to the College. The instructional staff member is to make sure that all subsequently earned credentials are submitted to the Office of Faculty and Staff Relations.
All faculty are expected to have a current, standard curriculum vitae on file in the Office of Faculty and Staff Relations. It is very important to have a current vitae on file when any personnel action is pending.
The College maintains two personnel files for each instructional staff member: a
personal personnel file and an administrative personnel file. The personal personnel file will contain information submitted by the individual faculty member or generated by the College. Such information includes, but is not limited to, evidence of academic and professional accomplishments, memoranda relating to evaluations of professional
performance, observation reports on academic and professional performance, and student evaluation data. Instructional staff members must be given the opportunity to read and initial items before they are placed in this personnel file. They may attach a comment
if they so desire. Initialing does not, in itself, constitute approval of an item. If an instructional staff member refuses to initial any item, a statement to that effect must be attached to the item when it is placed in the personnel file. The personal personnel file is available in the Office of Faculty & Staff Relations for examination by the employee at his/her request. Members are encouraged to examine their personal personnel files at least once each academic year. The contents of the personnel file are available to all those involved in the personnel review process for reappointments, tenure and promotion.
A separate administrative personnel file is maintained in the Office of the President on each instructional staff member. This file contains only such materials as requested by the College or supplied by the individual faculty member in connection with employment, promotion, or tenure. Examples of such material include transcripts, reference letters, and the application for employment. The administrative file is available only to persons responsible for the review and recommendation of the employee with respect to
appointments, reappointments, promotions, or tenure.
Faculty members (full-time and adjunct) who are unable to meet a class must inform their department chairperson, or his/her designee, in advance. If faculty members know well in advance that they will be out, the department should be given that information in writing. If the absence is of an emergency nature (for example, sudden illness) the faculty member should inform the department as soon as possible. It is the responsibility of the chairperson, or his/her designee, in consultation with the Office of Academic Affairs to make arrangements for coverage of the class or classes affected.
It is College administrative policy that paid substitutes will not be provided during
the first week of absence. Full-time faculty members are encouraged to provide first-week coverage on a collegial or quid-pro-quo basis. If the department is aware in advance that a faculty member will be absent for more than one week, the department should submit a written request to the Office of Academic Affairs to employ a substitute. Full-time faculty members must report all absences on their bi-weekly leave records. Adjunct leave records are also recorded bi-weekly. All leave records are submitted to the department chairperson for authorization and maintained in the Office of Human Resources & Labor Relations.
Employees’ time and leave records are maintained and processed according to employee title in the following offices:
|Teaching Full-time Faculty||Faculty & Staff Relations, A-410|
|Non-teaching Full-time Faculty, HEOs, CLTs||Office of Personnel, A-412|
|Adjuncts (teaching and non-teaching)||Office of Adjunct Services, A-204|
Faculty members accrue temporary disability leave (sick leave) of 20 calendar days, exclusive of Saturdays, Sundays, authorized holidays and recesses, during each year of service. Temporary disability leave is computed commencing from the first absence from assigned duties and includes all subsequent business days, terminating with the return of the faculty member to his/her scheduled teaching program. Absences in excess of
cumulative accrued temporary disability leave and/or unauthorized absences shall be taken without pay. Temporary disability leave may be accrued up to a maximum of 160 days.
For absences that extend beyond five (5) days, FMLA (Family Medical Leave Act) documents must be submitted by the faculty member and his/her physician to the Office of Human Resources & Labor Relations.
Eligible employees are permitted to donate sick leave and/or annual leave for use as sick leave to seriously ill or injured colleagues based upon guidelines provided in the University’s Dedicated Sick Leave Policy.
For more information, see http://www.qcc.cuny.edu/hrlr/index.html
Full-time instructional staff will be permitted to use up to three days of accrued temporary disability leave annually for the care of an ill family member, consistent with applicable rules and procedures.
For more information, see http://www.qcc.cuny.edu/hrlr/index.html
Leaves for personal emergencies of no more than ten working days may be granted with pay by the president at his/her discretion. Supporting documentation must accompany requests for leaves for personal emergencies.
Leaves for caring for newborn infants are granted to the faculty upon notification to the president and application for such leave, provided the applicant is legally responsible for the care and support of the child. These leaves are without pay. Such leaves, insofar as is practical, begin on February 1 or September 1. The duration of the leave is one full semester. It may be extended for a period not in excess of one year from the end of the original leave. No further extension shall be granted.
The Paid Parental Leave Benefit may provide for up to 8 consecutive weeks of paid leave after the birth or adoption of a child. This benefit is scheduled to end on December 31, 2011. For information regarding eligibility requirements and possible extension past December 31, 2011, please contact the Benefits Officer in the Office of Personnel, room A-412.
Under the current CUNY/Professional Staff Congress (PSC) contract the period of annual leave for teaching members of the faculty is from the day after Commencement until the third day, excluding Saturday and Sunday, that precedes August 30th following such commencement.
Persons in the Higher Education Officer (HEO) and College Laboratory Technician series hired on or after January 1, 1988, shall accrue 15 annual leave days during the first year of service and 15 days plus one additional day per year of service thereafter up to a maximum of 25 days. (Persons in the HEO, Business Manager, and College Laboratory Technician series hired prior to January 1, 1988, shall accrue 25 annual leave days per year.)
Professional Librarians hired on or after January 1, 1988, shall accrue 20 annual leave days during the first year of service and 20 days plus one additional day per year of service thereafter to a maximum of 30 days. (Professional Librarians and members of the Registrar series hired prior to January 1, 1988 shall receive 30 annual leave days per year.)
Effective August 25, 2006, instructional staff members who, on or after September 1, 1998, were appointed or assigned full-time as Counselors or to other student personnel assignments, except those in the Higher Education officer series, will have the number of annual leave days equivalent to the number of days, excluding Saturdays, Sundays and legal holidays, between the day after the spring commencement until the third day, excluding Saturday and Sunday, preceding the thirtieth of August that follows such commencement. The annual leave will be scheduled, at the discretion of the college, in no less than four-week periods, except for the last of such periods, which shall consist of the remaining number of days of annual leave.
Annual leave can be accrued to a cap of 45 days for non-teaching instructional staff who are represented by the PSC or to a maximum of their “personal” cap as established August 31, 1987. As of August 31 of any year, non-teaching instructional staff members must have exhausted all annual leave in excess of their cap. Non-teaching instructional staff members must submit a written request and receive approval from their supervisors before taking annual leave.
Tenured faculty members and lecturers with Certificates of Continuous Employment may apply for sabbatical leave after six years of full-time service in tenure-bearing titles, exclusive of leaves for other purposes. The application must be approved by both the Department and Faculty Personnel and Budget Committees, endorsed by the president of the College and granted by the Board of Trustees. Special consideration will be given applicants who have not had a sabbatical in fourteen years or more. There are three types of fellowship leaves: a one year leave at 80% of the bi-weekly salary rate of pay, a one semester leave at 80% of the bi-weekly salary rate of pay for the period of the leave and concomitant annual leave period, and a one-half year leave at full pay. Applications may be made for research, including study and related travel; improvement of teaching; creative work in literature or the arts. The application for leave to begin in a fall semester must be submitted to the chairperson by November 1 of the preceding academic year; application for leave to begin in a spring semester must be submitted to the chairperson by March 1 of the preceding spring.
Effective September 1, 2006, full-time members of the instructional staff who serve in the libraries may apply for Professional Reassignment, not to exceed five weeks during any one academic year, for research, scholarly writing, and other recognized professional activities that enhance their contribution to the College. Reassignments are subject to approval by both the department and Faculty Personnel and Budget Committees.
Individuals may apply for a Partial Leave which, if approved by the Department and College Personnel and Budget Committees, the president and the Board of Trustees, will result in a workload reduction during the semester that the leave is taken with a corresponding reduction in salary for the semester and for the concomitant annual leave period. Such leaves shall be requested for academic purposes in rare and unusual circumstances and must be for the mutual benefit to the faculty member and the College.
Leaves for special purposes without pay may be granted to faculty for study, writing, research, creative work, or public service, of reasonable duration. These leaves require approval of the Department and Faculty Personnel and Budget Committees, the president and Board of Trustees.
Faculty members who are eligible for retirement benefits and who announce their bona fide intention to retire shall be granted a retirement leave of absence with full pay consisting of one half of their accumulated unused temporary disability leave pay to a maximum of one semester.