3.06 – Employment Status

  1. Purpose

    To set out standards related to the classification of employees, employment agreements, and resignation or retirement.

  2. Policy

    The policy of this college shall be that OTC classifies each of its employees as Faculty or Administrative/Support Staff; exempt or non-exempt; and full-time or part-time.

  3. Procedures
    1. 1. Employment Agreements
      1. Full-time employees are issued a one-year agreement for the fiscal year. However, agreements may be issued for periods of less than twelve (12) months based on the length of service required by the college.
      2. Adjunct Faculty are part-time employees that are employed on a per course basis as outlined in their agreements.
      3. Part-time employees do not receive employment agreements.
      4. All agreements are subject to adequate funding.
    2. Subsequent Offers
      1. Full-time employees
        1. Full-time employees are not guaranteed employment from year-to-year.
        2. The college will inform full-time employees as to whether they will be offered a new employment agreement prior to the end of the fiscal year or expiration of their current employment agreement. Although thirty (30) days’ prior notice is typically provided, such notice is not required.
          1. If a full-time employee does not wish to be re-employed at the end of his/her current contract, the college requests that he/she notify the appropriate Vice Chancellor in writing at least ninety (90) days prior to the expiration of the current contract.
      2. While the college may offer Adjunct Faculty subsequent employment agreements, these employees have no expectation of employment beyond their current employment agreements.
    3. Resignation and Retirement
      1. The college expects non-exempt Administrative/Support Staff to provide at least two (2) weeks written notice of resignation, and exempt Administrative/Support Staff to provide at least three (3) weeks written notice of resignation. Providing the minimum level of notice is required to leave the college in good standing.
      2. The college expects faculty who intend to resign to complete the teaching of his/her current courses and provide as much advanced notice as possible, but no less than four (4) weeks written notice of resignation, in order to leave the college in good standing.
      3. The college requests that any employee who intends to retire provide at least three (3) months advanced written notice.
      4. A written notice of resignation or retirement should be provided to the employee’s supervisor. The supervisor should ensure a copy is provided to the Office of Human Resources within twenty-four (24) hours. If the circumstances indicate that the employee has made a verbal resignation or has given a verbal intent to retire, the college can and will take that statement to be binding and a record of resignation or retirement by the employee. The Office of Human Resources will send correspondence to the employee indicating that a verbal resignation or retirement has been accepted.
      5. If an employee requests to revoke their notice of retirement or resignation, the Office of Human Resources, in consultation with other college departments as needed, will recommend to the Chancellor as to whether the request will be accepted.
      6. An employee’s last day of physical attendance is his/her last day as an employee of the college. An employee with accrued vacation time who is resigning will not be allowed to continue as an active employee or use leave time after their last physical date of work. Any leave time will be paid out according to policy (Policy 3.15 and Policy 3.19).
  4. Responsibilities
  5. Definitions
    1. Exempt: Exempt classifications follow the IRS guidelines. Exempt employees are typically those who work in non-manual executive, administrative, or other professional positions. They are paid a salary for all work performed and are not eligible for overtime compensation.
    2. Non-exempt: Non-exempt classifications follow the IRS guidelines. Generally, non-exempt employees are those who work in manual positions or in other non-executive or non-supervisory roles. At OTC, all non-exempt employees are paid on an hourly basis and are eligible for overtime compensation.
    3. Full-time: Full-time employees are those who work a regular schedule of 40 hours each week; however, additional hours over 40 may be required when necessary based on the needs of the college. These employees are benefit eligible.
    4. Adjunct Faculty: Adjunct Faculty are hired per course semester to semester and work the hours necessary to successfully teach each course assigned. They are not eligible for benefits offered by the college.
    5. Part-time: Part-time employees work a schedule of less than 20 hours per week. They are not eligible for benefits offered by the college. Work-study employees are part-time employees whose eligible working hours are determined by the Federal Government.
    6. Fiscal year: OTC’s fiscal year is July 1 – June 30.
  6. Authority

    This policy is maintained under the authority of the College Director of Human Resources.

  7. Related Policies

    3.15 Sick Leave

    3.19 Vacation Leave

  8. Implementation