1. STATEMENT OF NON DISCRIMINATION
The Victoria College does not discriminate on the basis of race, color, religion, national origin, sex including pregnancy, sexual orientation, age, disability, or any other status protected by law. It is our policy to comply, fully, with the nondiscrimination provision of all state and federal rules and regulations with regard to recruitment, admission, financial aid, activities, hiring, promotions, training, lay offs, termination, benefits and compensation.The Affirmative Action Officer is the equal employment opportunity coordinator and coordinator for compliance with the Civil Rights Act of 1964, as amended, the Age Discrimination in Employment Act of 1967, as amended, the Rehabilitation Act of 1973 (Sections 503, 504), Title IX of the Education Amendment of 1972, American with Disabilities Act, Immigration Reform and Control Act (1986), Texas Commission on Human Rights Act (1983), the Vietnam Era Veterans Assistance Act of 1974, Texas Statues 6252-14-V.A.T.S. and 6252-16-V.A.T.S., Executive Order 11246 and 11758, and the Family and Medical Leave Act of 1993.
Mary F. Smith, Affirmative Action Officer Phone: 361-572-6463
Mailing Address: 2200 E. Red River, Victoria, Texas 77901
2. EQUAL EMPLOYMENT AND EDUCATIONAL OPPORTUNITY (p)
A. Discrimination and Harassment Prohibited
It is the policy of The Victoria College to strive to create and maintain an employment and educational environment free from discrimination and harassment. All employment decisions including, without limitation, decisions regarding recruitment, selection, hiring, compensation, benefits, training, advancement, discipline, discharge, layoff, return from layoff and other terms, conditions and privileges of employment, are based on individual qualifications, without regard to race, color, religion, national origin, sex including pregnancy, sexual orientation, age, disability or any other status protected by law.The college will make needed reasonable accommodations, including modification of the college's policies and procedures in appropriate cases, for qualified individuals with disabilities, if it can do so without undue hardship.
It is also the college's policy that any form of discrimination or harassment on the basis of race, color, religion, national origin, sex, sexual orientation, age, disability, or any other legally protected status, will not be tolerated in the workplace.
Sexual harassment is defined as any unwelcome sexual advances, requests for sexual favors or other conduct of a verbal or physical nature when:
1) Submission to such conduct is made either explicitly or implicitly a term or condition of a person's employment or academic achievement;
2) Submission or rejection of such conduct by an individual is used as the basis for an employment or academic decision affecting that person; or
3) Such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile or offensive working or academic environment.
For example, sexual harassment can include, among other things, unwelcome propositions, flirtations and requests, whether express or implied, for sexual favors. It can also include other unwelcome verbal, visual or physical conduct of a sexual nature, such as unnecessary touching of an individual, graphic or verbal commentaries about an individual's body, sexually degrading verbal abuse, a display in the workplace or classroom of sexually suggestive objects or pictures, sexually explicit or offensive jokes and physical assault.
No College employee shall threaten or insinuate that another individual's refusal to submit to sexual advances will adversely affect any condition or privilege of that person's employment or education. Similarly, no employee shall promise, imply or grant any preferential treatment to another individual in exchange for engaging in sexual conduct.
B. Retaliation Prohibited
Under no circumstances will an employee who in good faith reports alleged incidents of harassment, or who cooperates in an investigation of any such report be subjected to any form of reprisal or retaliation on account of his or her having made such report or cooperation in such investigation. Any employee who feels that he or she has been subjected to such reprisal or retaliation should report the reprisal or retaliation to his or her supervisor or the Affirmative Action Officer.
While the college is committed to preventing and punishing unlawful discrimination, harassment, and retaliation, it also recognizes that false accusations of discrimination, harassment or retaliation may harm an innocent party who is falsely accused. Accordingly, any employee who, after an investigation, is found to have knowingly made a false accusation of discrimination, harassment or retaliation may be subject to appropriate disciplinary action. However, if an employee makes a report of what he or she in good faith believes to be discrimination, harassment or retaliation, the employee will not be subjected to disciplinary action even if the employee turns out to have been mistaken.
C. Complaint Procedure
Any employee who feels that he or she is a victim of unlawful discrimination, harassment or retaliation, including but not limited to any of the conduct listed above by any person in connection with employment at the college, should bring the matter to the immediate attention of his or her supervisor and the Affirmative Action Officer. If it would prove to be uncomfortable to notify the supervisor (as, for example, if the supervisor is the alleged harasser), the employee need only contact the Affirmative Action Officer. Employees witnessing harassment directed at other employees should immediately report any such incidents to the Affirmative Action Officer. (If the Affirmative Action Officer is the subject of the complaint of discrimination, harassment or retaliation, the Vice President, Student Services will perform the functions of the Affirmative Action Officer in this policy with respect to the complaint.)
Upon receipt of a complaint of discrimination, harassment, or retaliation, the Affirmative Action Officer will investigate as promptly and thoroughly as possible. The Affirmative Action Officer may be assisted in the investigation by one or more faculty or staff members. The investigation will be conducted in as confidential a manner as possible.
Appropriate corrective action will be taken if warranted. Any individual who, after an investigation, is determined to have engaged in any form of discrimination, harassment or retaliation in violation of this policy will be subject to appropriate disciplinary action, up to and including discharge from employment or dismissal from academic programs.The Affirmative Action Officer will notify the complainant of the remedial action taken, if any, to remedy the discrimination, harassment or retaliation. If the matter remains unresolved to the complainant's satisfaction, the complainant may appeal the matter to the President for further consideration.
If, after appeal to the President, the matter remains unresolved to the complainant's satisfaction, the complainant may request that the Board of Trustees consider the matter. Such a request shall be addressed to the President, and must be made at least five (5) days before the next regularly scheduled Board meeting.
If the employee requests that the Board consider the matter, the President shall submit any relevant information to the Board for consideration. The Board shall consider the matter, but is not required to respond to take any action on the matter unless in its sole discretion it determines that some further action is necessary. If the Board fails to take any further action on the matter at the meeting where the matter is first considered, the resolution of the matter by the President shall be final. If the Board determines that further response or action is necessary or appropriate, the Board shall inform the employee and the Affirmative Action Officer of its decision or any further requirements for the Board's consideration of the matter.
3. RECRUITMENT and SELECTION
A. Policy (p)
The Victoria College at all times desires to fill all vacancies with the best qualified persons available. Therefore, it is the policy of the college to conduct a broad-based internal and external recruitment and selection effort through advertising to attract qualified individuals as well as reaffirm the college's commitment to achieving and maintaining a diverse faculty and staff.
B. Internal Applicants
Employees who wish to apply for a vacant position in another department must notify their immediate supervisor of their interest in the position. This early notification allows the supervisor to adequately prepare for the possible transition. While supervisors are expected to support career growth and change, they may negotiate the timing and conditions for the employee's transfer. A transfer will be approved if the above procedure is followed, if the employee is the successful applicant, and when a workable transition can be arranged.
Internal applicants must follow all the application procedures that are required of other applicants. No preference is given to either internal or external applicants.
If a college employee is offered the position and accepts it, the Human Resource office will be notified of the effective date and other terms of the transfer by the appropriate Vice President. A Change of Employee Status form will then be completed by the Human Resource office and submitted for approval.
C. Procedures for Faculty Positions
1. Recruitment of Applicants
The Human Resource Office should be notified of all new faculty positions or positions which are being vacated before recruitment begins. An official position vacancy notice will be developed by the Department Coordinator, Division Chair or Vice President that includes a summary of responsibilities of the position, required education, skills and experience, as well as application procedures. The Human Resources office will assist as necessary. When approved by the President, all positions will be publicly posted and advertised, unless the vacancy must be filled on an emergency basis. A faculty position will be open for application for not less than thirty (30) days unless circumstances require immediate employment. The Human Resource Office will conduct a broad recruitment to ensure a diverse pool of applicants. The Human Resource Office will receive and record all applications for each vacant position, and pre-screen for completeness. Complete submissions will be made available to the Screening Committee.
2. Screening and Selection:
A Screening Committee will review all completed submissions and reach a consensus regarding applicants' qualifications for the position. In addition, this Committee will also set probable interview dates and a target date for filling the position. A Department Coordinator or Division Chair, one other member designated by her/him, and the Director of Human Resources will serve as Screening Committee. Qualified applicants will be recommended to a Selection Committee for further review. A Selection Committee will review and select finalists to be interviewed. The Selection Committee will consist of a Department Coordinator or Division Chair and up to five (5) members appointed by the appropriate Vice President. Satisfactory completion of a screening and selection training program is mandatory for serving on a Selection Committee. The Selection Committee members will develop interview questions, plan other activities to produce a fair and valid comparison of the candidates, will participate in each interview, and recommend a finalist to the President.
3. Interviews:
A personal interview will be conducted before employment will be approved. In order to minimize costs, telephone initial screenings, telephone or videoconference interviews are encouraged until top finalists are selected. In order to assess applicants for faculty positions, interviews must include at least:
a. A formal interview with the Selection Committee,
b. a mini-lecture or teaching demonstration,
c. a writing sample that is handwritten or produced on a computer (topic to be assigned on site),
a private interview with the President or designee, and
d. an open reception.
At the discretion of the Selection Committee, interviews may also include: private interviews with the appropriate Vice President and/or designee, a hosted breakfast or lunch, an employee benefits presentation, campus tour, or other activities that promote the College as a career choice.
Interview Travel: Applicants who travel over 200 miles round trip will be reimbursed up to $250 for travel expenses, according to the Travel Reimbursement policy.
4. Offering the Position:
Prior to making an offer of the position, the Vice President or a designee will verify references and the Human Resources Office will conduct a background check. The New Hire Checklist form will be used to recommend the finalist to the President. When approved, the offer of employment can be made. A written offer letter that includes salary, start date, and position title should be used.
5. Closing the Process:
A copy of the offer letter showing the candidate's acceptance should be forwarded to the Human Resources Office so that orientation of the new employee can be initiated. All other applicants will be notified by the Human Resources Office that the position has been filled. The President will recommend the finalist to the Board of Trustees.
6. Certification:
The College requires that faculty members whose highest degree is from a non-regionally accredited institution within the United States or an institution outside the United States provide the college with a certification as evidence of their academic preparation. This certification is included in the instructor's credential file kept in the office of the appropriate Vice President. It may be requested during the application process also.
D. Procedures for Adjunct Faculty
1. Qualifications:
Adjunct instructors hired to teach courses must possess the same educational credentials that are required for regular faculty in their respective teaching fields.
2. Recruitment and Selection:
Unsolicited applications for adjunct positions are accepted throughout the year. As needed, the Department Coordinator or Division Chair may initiate recruitment of additional applicants by submitting a request to the Human Resource Office. The Human Resource Office will receive and record all applications for adjunct employment and forward to the appropriate Department.Applicants will be screened by the Department Coordinator or Division Chair who has satisfactorily completed a screening and selection training program. A writing sample will be administered, and whenever feasible, the writing sample will be required prior to hiring the faculty member. Otherwise, the writing sample will be required as soon after employment as is possible. The writing sample may be handwritten or produced on a computer. The topic for the writing sample will be assigned on site.
3. Employment:
Background checks may be obtained by contacting the Human Resources Office. All required information, including the application materials, official transcripts, and a signed Special Assignment Agreement must be in the Vice President's office prior to employment. All employment eligibility and payroll paperwork must be forwarded to the Payroll and Financial Services office as soon as is practical.
4. Certification:
The College requires that adjunct faculty whose highest degree is from a non-regionally accredited institution within the United States or an institution outside the United States provide the college with a certification as evidence of their academic preparation. This certification is included in the adjunct's credential file kept in the office of the appropriate Vice President. It may be requested during the application process also.
E. Procedures for Non-Faculty Positions
1. Recruitment of Applicants:
The Human Resource Office should be notified of all new positions or positions which are being vacated before recruitment begins. All positions must have a current job description with accurate job qualifications before a position vacancy notice can be developed. The position vacancy notice includes the duties of the position, required education, skills and experience, as well as application procedures. The Human Resources office will assist as necessary. When approved by the President, all positions will be publicly posted and advertised, unless the vacancy must be filled on an emergency basis. The Human Resource Office will conduct a broad recruitment to ensure a diverse pool of applicants. The Human Resource Office will receive and record all applications, and pre-screen for completeness. Complete submissions will be made available to the Screening Committee.
2. Screening and Selection:
A Screening Committee will consist of a department director or hiring supervisor, one member designated by her/him, and the Director of Human Resources. This committee will reach a consensus regarding applicants' qualifications for the position. In addition, this Committee will also set probable interview dates and a target date for filling the position. Finalists will be recommended to a Selection Committee for further review. A Selection Committee, consisting of the immediate supervisor for the position, and up to five (5) members appointed by the appropriate Vice President, will review the recommended applications and select finalists to be interviewed. Satisfactory completion of a screening and selection training program is required prior to such appointment. This committee will participate in each interview.
3. Interviews:
A personal interview will be conducted before employment will be approved. In order to minimize costs, telephone or videoconference interviews are encouraged until top finalists are selected.
The Selection Committee is responsible for developing interview questions and other activities to produce a fair and valid comparison of the candidates. The Human Resources office will assist as necessary.
Interview Travel: Applicants who travel over 200 miles round trip will be reimbursed up to $250 for travel expenses, according to the Travel Reimbursement policy.
4. Offering the Position:
Prior to making an offer of the position, the Vice President or a designee will verify references and the Human Resources Office will conduct a background check. The New Hire Checklist form will be used to recommend the finalist to the President. When approved, the offer of employment can be made either by the hiring supervisor or Human Resources staff.
5. Closing the Process:
When the finalist's salary and start date have been confirmed, the Human Resources Office will provide an Employment Information form to the finalist. This signed form serves as acceptance of the position, and initiates orientation of the new employee. Human Resources Office will notify other applicants that the position has been filled.
F. Modifications to Procedures: The Victoria College Recruitment and Selection procedures are intended to serve as a general guide. The procedures may be modified in certain circumstances by the Human Resources Director and with approval of the President.
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