SECTION 1.0 

For purposes of the information contained in this Employee Handbook, the explanations below define full-time and part-time status:

1.1 Employment Status 

Full-time classified, confidential and administrative staff work 37.5 hours per week. Scheduled hours of work are adjusted for full-time staff during summer months to accommodate a four-day work week.

The College has several different types of part-time staff.  Faculty who teach fewer than nine credit hours a semester are part-time and their status and benefits are specified in the Adjunct/Visiting Lecturer collective bargaining agreement.

The College also has part-time classified staff that work less than 37.5 hours a week. Part-time classified staff may receive pro rata (employee only) medical, dental, prescription drug plan, and other benefits through the College. Eligibility is based on time worked.

The College also has a category of part-time permanent administrative and grant administrative staff who work less than 37.5 hours per week or who are full-time administrative staff scheduled to work on a temporary basis for a period of three (3) months or less. Staff in these categories are not eligible for College-provided benefits such as medical dental, and prescription drug plan.

For additional information, please visit the Human Resources website

1.2 Employment-At-Will 

Except as specified otherwise by applicable collective bargaining agreements or individual employee contracts, all employment with the College shall be “at will,” meaning that the College can terminate your employment at any time, with or without cause and that you may leave the College’s employment at any time, with or without cause.

1.3 Probationary Period 

1.3.1 New Employees 

As a new administrative or classified/confidential staff employee, the first ninety (90) calendar days of your employment in your first position are a probationary period. Your supervisor will provide you with feedback and guidance during this period.

During the probationary period, factors such as the quantity and quality of work performed, your ability to develop satisfactory working relationships with others, initiative, self-reliance, dependability and attendance and punctuality will be considered. Near the conclusion of your probationary period, your supervisor will assess your performance and provide a formal evaluation to you and the Human Resources Department.

If your performance and/or attendance should prove unsatisfactory during this period, the College can terminate your employment.

Under special circumstances, an employee’s probationary period may be extended for a limited and specified length of time upon recommendation of supervision and with the concurrence of Human Resources.

1.3.2 Probationary Period When Transitioning to New Position 

Administrative and confidential staff are subject to an additional probationary period when transitioning to a new position on campus. This period is the first ninety (90) calendar days in the new position. Your new supervisor will evaluate your performance during this period.

Classified staff are also subject to an additional probationary period when transitioning to a new position on campus. This period is the first thirty (30) working days in the new position. Your new supervisor will assess your performance during this period and provide to Human Resources a formal evaluation. During this initial period either you or your new supervisor may determine that this new position is unsatisfactory and you may return to your previous position.

1.4 Proof of Eligibility to Work in the U.S. – Immigration Reform and Control Act (IRCA) 

Within three business days of your first day of work, you must complete federal Form I-9 and show us documentation proving your identity and your eligibility to work in the United States. The federal government requires that the College maintain these records. The forms are kept confidential.

If you have previously worked for the College, you need only provide this information if it has been more than three years since you last completed an I-9 Form for us or if your current I-9 is no longer valid.

1.5 Your New Employee Orientation Session and Benefits Enrollment 

Human Resources invites all new faculty and staff to participate in a new hire orientation session on the third Thursday morning of each month. The orientation will acquaint you to the culture of the College, as well as with many of the departments, operations, processes and facilities of the College.

The second portion of the orientation is targeted to benefit eligible faculty and staff who will receive information about medical benefits; life and disability insurance; the retirement plan; holidays and vacation; and other College benefits. If your position is benefits-eligible, you will also be provided with the appropriate enrollment forms at the meeting.

Supervisors are required to permit employees to be excused from their regular job duties to attend this orientation program. Departments are also expected to provide new employees with more specific orientation about the department and the employee’s roles and responsibilities.

1.6 Identification Cards (ID) 

At the commencement of your employment, Human Resources will provide you with a form to obtain a College identification (ID) card. You must take your completed form to the Security Office to obtain your photo ID card.

• Employees working on main campus: The security office issuing ID cards is located on the ground floor of the Mint Building.
• Employees working at the regional centers: There is a security office issuing ID cards at each regional center location.

Your new ID card will have an identification number called a “J” number (your College ID number). This number is a unique identifier. Once you have a “J” number assigned to you, you will be able to access your electronic personal and payroll records in a College database called “MyCCP” accessed using this link: http://myccp.ccp.edu

Your ID card is used to gain access to College facilities and services and to receive employee discounts. With your ID card you can:

• Access College facilities.
• Borrow items from the College Library.
• Use on-campus athletic facilities.
• Add debit cash to purchase items at the Colonial Cafe or at the Bookstore. The Bookstore offers College employees a 10% discount on most items.
• Other discounts are available from local area stores and restaurants. Information is available from the HR Benefits office.

Effective January 1, 2016, it is required that College photo ID cards be used to gain access to College facilities and visibly displayed at all times while on any College facilities. College photo ID cards must be shown, and surrendered for inspection, upon request by any faculty member, security officer, or any other official member of the College staff. College-issued photo ID cards remain the property of the College and may be confiscated for legitimate reasons.

Any employee, student, or registered vendor not in possession of an official College photo ID card, must follow the posted “Visitor/Guest Entrance Procedure.” Visitors and guests to the College will be required to present a photo identification card issued by a state or other governmental agency. Visitors must identify the location of any and all buildings/rooms that they will be calling upon. The College’s normal operating hours are from 6:30 a.m. until 11:00 p.m. Monday through Thursday when classes are in session for the fall and spring semesters.

The ID card is College property and must be returned upon separation from the College. Should you lose or misplace your ID card, please notify Human Resources and Security immediately.

It is a violation of College Policy to lend your College ID card to anyone or fail to present it upon request by a security officer, a College official or a faculty member if you are a student in that faculty member’s class. College IDs will only be replaced if lost or stolen. It is a violation of College policy to request a second ID card for convenience or any other purposes. Any replacement card will invalidate previously issued cards, so that only the most recently issued card will work with the College’s ID system.

View the official College Identification Card Policy, and the Admittance to College Buildings and Facilities Policy.

1.7 Security Access (Issuance of Keys and Key Cards) 

Some employees may be issued College keys and/or key cards in the course of their employment. It is the employee’s responsibility to safeguard these keys in order to maintain adequate security at the College. The duplication of keys is strictly prohibited. If your job requires you to have a key(s), your supervisor will request the appropriate number of keys in writing from Facilities Services.
                                                   
If you transfer to another department and no longer need the key(s) or upon separation from College service, you must return the key(s) to the Facilities department and notify Human Resources that the key(s) have been returned.

1.8 Emergency Contact Information 

It is critical that faculty and staff members inform Human Resources of changes to emergency contact information. Changes to emergency contact information may be submitted to Human Resources by logging into your “MyCCP” account. You will need to enter your login information to access your account.

You may also report changes directly to the Human Resources department in writing or by e-mail to the Manager, HRIS, extension 8229 or to the Coordinator, HRIS, extension 8098.

1.9 Reporting Personal Information Changes 

All faculty and staff members are responsible for notifying the Human Resources Department as well as the medical, dental and retirement plan providers of address and telephone number changes. The Human Resources Department can be notified of your address and telephone number changes by accessing your MyCCP account and filling out the Faculty and Staff Personnel Record Change Form located on-line:

Change Personal Info

Life event changes (e.g., marriage, birth or death of a dependent family member, etc.) must also be communicated to Human Resources within 30 days of the event. Failure to give timely notice may result in financial liability for the employee.

This form is available from Human Resources, or on the Human Resources website. 

1.10 Background Checks 

Creating a safe and productive work environment is important to the College. Satisfactory background checks for all faculty and staff are required as a condition of employment. The following pre-employment background checks are required for employment:

For all positions: 

• Employment verification
• Social Security and I-9 Eligibility to Work in the United States verification.
• Education verification and license and/or certification verification.
• State and county criminal record search.
• Child abuse check  

For certain identified financial or safety sensitive positions: 

• Credit Reports. 
• FBI Fingerprinting. 

For positions requiring the operation of a motor vehicle or a commercial vehicle: 

• Department of Motor Vehicles record check. 

All newly hired faculty are also required to obtain FBI Fingerprinting background reports.
                    
The Human Resources Department administers these checks through services provided by an external background check provider. Candidates for employment are informed of the policy and are asked to sign a release authorizing pre-employment screening. The procedure is administered consistently and fairly throughout the employment process.

The results are received and reviewed by a Human Resources representative. The Human Resources representative will contact the applicant to seek additional information and clarification if there are any questions about the results of a check. In the event the results provide adverse information, a Human Resources representative will contact the individual to discuss the results. Should the College make a decision not to hire an individual based on the outcome of a pre-employment background check, the individual will receive an explanation of the decision and information with the name and address of the agency that produced the information.

Individuals have the right to contact the organization to dispute the accuracy or completeness of any information provided by the agency. If the individual disagrees with any information on the report, s/he may obtain a free disclosure of the file from the agency if requested within 60 days.

The results of completed background checks are kept in a confidential envelope separate from the personnel file.

1.11   Policy on Background Checks for Individuals Working with Children

To ensure the safety and well-being of Pennsylvania’s children, institutions of higher education such as the Community College of Philadelphia (the College) are legally required by the Pennsylvania Child Protective Services Law to obtain certain background check clearances for any employees, volunteers, or contractors who will have direct contact with children in the course of performing their duties for the College.  Employees, volunteers, or contractors who will have direct contact with children must also report certain arrests and offenses to the College.                                                                                                 

Required Background Checks

Employees, volunteers, or contractors whose College responsibilities require them to have direct contact with children must generally submit to the following background checks:

• A report of criminal history from the Pennsylvania State Police;
• Child Abuse History Clearance from the Department of Human Services; and
• Fingerprint based federal criminal history through the Federal Bureau of Investigation (FBI).

Prospective volunteers with the College are not required to obtain a fingerprint based federal criminal history if they affirm in writing that they have not been disqualified from service under the Pennsylvania Child Protective Services Law; and if they 1) have resided in Pennsylvania for at least ten consecutive years, or 2) if not a resident for the previous ten years, provide a copy of a fingerprint based federal criminal history which was obtained at any time since establishing residence in Pennsylvania.

Direct Contact with Children

Only those individuals whose College responsibilities result in their direct contact with children will be required to submit to all three background checks required by this policy.  An individual has direct contact with children (persons under 18 years of age) if he or she:

• is responsible for the care, supervision, guidance or control of children; or
• has routine interaction with children, i.e., regular and repeated contact that is integral to the individual’s employment or volunteer responsibilities. 

Direct contact with children does not include contact with:

• prospective students visiting the College’s Main Campus or Regional Centers; or
• fully matriculated students who are enrolled in the College (unless they are also enrolled in a secondary school).

Whether an individual’s position involves direct contact with children will be determined by the College.

Frequency of Background Checks

All new employees, volunteers, and contractors with the College who will have direct contact with children must submit to background checks prior to beginning their employment, contract and/or volunteer relationship with the College.  New background checks must be performed every 60 months or at more frequent intervals if required by the College’s contract with another entity (i.e., the School District of Philadelphia).  All current employees, volunteers, or contractors who have direct contact with children must maintain up-to-date background check clearances which are no more than 60 months old.   

Reporting Requirements

An employee, volunteer, or contractor in direct contact with children must submit written notification to the College within seventy-two (72) hours of:

• his or her arrest or conviction for an offense that would constitute grounds for denying employment or participation in a program, activity or service pursuant to the Pennsylvania Child Protective Services Law (as set forth in the attached appendix), or
• receiving notification that he or she has been named as a perpetrator of child abuse in the Pennsylvania Child Abuse database. 

The written notice must be sent via email to the Associate Vice President for Human Resources.

Administration of Policy

Human Resources is responsible for the administration of this policy; and will administer this policy in conjunction with the College’s general background check policy as set forth in the Employee Handbook, and in compliance with applicable laws.  Individuals determined by the College to be subject to this policy will receive instructions from Human Resources on the procedures to obtain the required background checks.  Human Resources will retain records of background checks as required by law. 

Questions

Questions about the implementation of this policy should be addressed to the Associate Vice President for Human Resources. 

 

APPENDIX

Reportable Arrests or Convictions

Arrests or convictions for the following offenses under Title 18 of the Pennsylvania Consolidated Statues (or equivalent federal law or laws of other states) must be reported to the College:

• Chapter 25 (relating to criminal homicide)
• Section 2702 (relating to aggravated assault)
• Section 2709.1 (relating to stalking)
• Section 2901 (relating to kidnapping)
• Section 2902 (relating to unlawful restraint)
• Section 2910 (relating to luring a child into a motor vehicle or structure)
• Section 3121 (relating to rape)
• Section 3122.1 (relating to statutory sexual assault)
• Section 3123 (relating to involuntary deviate sexual intercourse)
• Section 3124.2 (relating to institutional sexual assault)
• Section 3124.1 (relating to sexual assault)
• Section 3125 (relating to aggravated indecent assault)
• Section 3126 (relating to indecent assault)
• Section 3127 (relating to indecent exposure)
• Section 3129 (relating to sexual intercourse with animal)
• Section 4302 (relating to incest)
• Section 4303 (relating to concealing death of a child)
• Section 4304 (relating to endangering welfare of children)
• Section 4305 (relating to dealing in infant children)
• A felony offense under section 5902(b) (relating to prostitution and related offenses)
• Section 5903(c) or (d) (relating to obscene and other sexual materials and performances)
• Section 6301 (relating to corruption of minors)
• Section 6312 (relating to sexual abuse of children)
• Section 6320 (relating to sexual exploitation of children)
• The attempt, solicitation or conspiracy to commit any of the offenses set forth above
• A felony offense under the Controlled Substance, Drug, Device, and Cosmetic Act committed within the previous five years
• Any other offense similar in nature to any of the above-listed offenses under Pennsylvania law or any other federal or state law

1.12 Medical Examinations 

Medical examinations may be required for some positions to ensure that employees are able to perform the essential functions of the position. Such examinations will be scheduled at reasonable times and intervals and performed at the College’s expense.
                                                    
Information about an employee’s medical condition or history will be kept separate from other information and maintained confidentially. Access to this information will be limited to those who have a legitimate need to know.

1.13 Weather Emergency Communications 

In the event that snow or other weather emergencies make it necessary for the College to close, the following steps will be taken to communicate with faculty, staff and students about the College closing:

1. An announcement indicating that the College is closed due to a weather emergency will be placed on both of the main switchboard numbers (215-751-8000 and 215-751-8010). If you call either of these numbers, you will hear the closing announcement. 
2. A notice of the College closing will be placed on each of the individual phone extensions in the College. All staff can access voice messages from their home phone using the College’s voicemail message retrieval feature. (Dial 215-751-8999. You will be asked to enter your extension and your messages can be accessed.) 
3. A notice of the College closing will be placed on Cable Channel 53 which is accessible to most residents of the City. 
4. Media announcements will be made on KYW Radio and Channel 3 (CBS), Channel 10 (NBC), and Channel 29 (Fox) television. The KYW Radio closing number is 238 for day classes and 2238 for evening classes. 
5. The College closing numbers will be available on the KYW Web address at www.KYW1060.com. You can also contact KYW 1060 for school closing information at 215-925-1060. 
6. The notice of College closing will be placed on the MyCCP website.
7. Send Word Now is another option to obtain information regarding school closing due to a weather emergency. Send Word Now is a free mass text and email notification system used by the College in the event of a campus-wide emergency. To immediately receive important notifications from the College regarding everything from a building fire to severe weather closures, all faculty and staff are automatically enrolled. You can update or modify your information by logging into MyCCP and within the Employee Tab under the Administrative Forms and Links channel click on Update Contact Information. 

It is important to note that if it becomes necessary for the College to close when the College is already in operation, the exact timing of the closing will be established to minimize interruption to classes and student services. Faculty and staff are expected to meet classes and perform other assigned duties until the announced closing time. Staff whose duties are defined as essential may be asked to remain on duty beyond the announced closing time until all critical tasks have been completed.

1.14 MyCCP Secure Portal 

MyCCP is a secure access portal that links you to your unique employee information. Depending upon your employee eligibility for CCP benefits, you will find information regarding vacation and personal leave banks, sick leave, benefits deductions, emergency contact information and pay information including gross and net pay, year-to-date and W-2 information. You can access the portal by using your assigned login. You will learn more about MyCCP during employee orientation sessions held the third Thursday of each month in Human Resources.

Click on the following link to access MyCCP login: Log in to MyCCP