HUERTAS JUNIOR COLLEGE CAGUAS, PUERTO RICO

Revised 2005

Introduction

Every dynamic organization has standards that define the expected behavior of its employees. This constitutes the organizational culture or organizational personality. The organizational culture is comprehended and accepted in two ways: socialization (direct contact between members and peers) and the study of documents that describe the basic guidelines that rule the educational activities of the organization.

This Manual outlines the fundamental values of Huertas Junior College. To the extent that the teaching personnel adopt these fundamental values, a higher degree of adhesion to them will be reached and this Manual will become a vehicle that will impart more strength to the institutional culture.

Based on that premise, the Manual seeks to become the guiding instrument that will define the contractual relationship between teaching personnel and Huertas Junior College. This Manual contains vital aspects of the tasks of the teaching personnel hired full or part- time as regular professors or as lecturers.

The rules and procedures presented are geared toward reaching an academic environment that will benefit our direct client, the student body. At the same time it recognizes the Faculty for its high sense of institutional commitment and for its social and ethical responsibility towards the community it serves by sharing academic knowledge and morals.

This Manual will be the Faculty's guide. It will allow them get to learn about their rights and responsibilities. All teaching personnel must have knowledge of the contents of this Manual before starting any contractual relationship with Huertas Junior College.

PART 1 HISTORY, PURPOSE AND ORGANIZATION 1.1 Historic Background

Huertas Junior College proceeds from the founding of the Secretarial High School in 1945. At that time, Mr. Juan Huertas Torres received a recommendation to organize an institution that could satisfy the aspirations of people who wanted to obtain a business education. The education would help them become part of the workforce and overcome the financial difficulties that characterized those times. From its beginning, the Institution offered courses at a post secondary level.

The development of the educational institution came faster than expected from the

very beginning. Its foundation was based on the value of an idea and the serious commitment of an excellent educator. In 1969, the Institution was incorporated at the Puerto Rico State Department. Then, in 1976, the name was changed to Huertas Business College and the curricular offer was increased. During that year the Accrediting Commission of the Association of Independent Colleges and Schools (AICS) accredited the Institution.

The Council of Higher Education authorized the Institution to offer associate

degrees in business administration in 1980. After that, in 1985, the Institution celebrated its 40th anniversary and changed its name to Huertas Junior College.

Huertas Junior College has been characterized for being an institution that

responds to the challenges of modern times. That is explains its evolution and the increase in academic offers in response to the demands of a very dynamic country. Starting with a curricular offering in business education, the Institution has projected itself to the future by offering programs in the technical and health related areas. During 1997, the Council on Higher Education approved the Associate Degree in technical areas and Tourism. Its renovated laboratories support the Associate Degrees in Electronics Technology, Electricity Technology, Air Conditioning and Refrigeration Technology and Drafting with Computer Aided Design. On the other hand, its firm and visionary pace is reflected in the laboratories that will offer vital experiences to the students enrolled in the Associate Degree in Pharmacy Assistant, Dental Assistant, Technology in Heath Information Management, and the Associate Degree in Respiratory Care Therapy that started in 1998. In the same manner, the Institution has developed various computer laboratories to facilitate learning in the programs that incorporate computers as fundamental means in a dynamic occupational scenario. The Associate Degree in Industrial Technology, geared toward the industry, began in 1999, and the Associate Degree in Information Technology started in the year 2000. The Computer Repair Diploma program began in 2001, and the Associate Degree in Technology in Industrial Pharmaceutical Processes started in 2002, and the Certificate in Oncological Information Management began in 2003.

1.2 Vision, Mission, Beliefs and Institutional Values

The vision of the Institution reads as follows: Huertas Junior College: Model Center of Technical-Professional Education for the formation of an integrated individual at the service of the community.

The mission of the Institution is to facilitate acquisition and development of

intellectual, technical and human skills to individuals from different areas to form an integral and productive individual in response to the demands of a changing society. This mission is attained by offering academic programs of excellence at the post-secondary and university levels in business administration, technology and health related fields, as well as through continued education. The Institution maintains a flexible admission policy and it incorporates the emerging technology and procedures in order to provide agile and personalized service.

Our beliefs: The student is the center of the Institution. The human being is integral Learning is a lifelong process. The training of human resources is indispensable for the continuous development of the Institution. Participation of different constituents within the Institution is critical to all process. Our values: Honesty Responsibility Commitment Fair and human treatment Integrity

1.3 Philosophy And Objectives

Huertas Junior College sustains its reason for existing in the desire to prepare

integrated individuals with the skills and academic preparation to compete efficiently in the occupational world. The academic programs are in tune with the Institution’s reason for existence, and therefore, geared toward satisfying the needs of the occupational market.

Huertas Junior College is committed to providing a teaching-learning process of

excellence. Consequently, the institution evidences awareness of the importance of the academic process and of the need to incorporate new concepts and technologies into the daily dynamics in classrooms and laboratories.

In synthesis, the Institution considers itself a “Community College” and, for this reason, the activities seek to satisfy the needs of its community. The College is a dynamic, innovative entity that nourishes the hope for a modern and competitive Puerto Rico. The College exists to make its mission reality through the attainment of the following objectives:

• Provide educational opportunities to youths and adults who wish to attain a

short career or an associate degree in the business, technical or health fields by maintaining a flexible admissions policy.

• Provide academic programs that are in demand in the occupational world. • Develop knowledge and skills in specialized areas that are complemented with

the fundamentals of general education courses. • Provide the student with an integral education by developing a positive

attitude toward his or her individual growth, self-awareness as a social being, useful to society within the occupational world.

• Broaden students’ skills for the appropriate use of bibliographical resources

through training • Offer short-term courses at unconventional hours to satisfy the needs of

continuing education. • Serve as a center for professional growth to multiple community groups, who

represent a productive society that strives to attain higher competitive levels. • Develop among faculty members full awareness of the importance of carrying

out an effective academic process attuned to present and future requirements. • Foster among the different components of the Institution commitment to

excellence in teaching and service.

1.4 Licenses and Accreditation

The Accrediting Council for Independent Colleges and Schools (ACICS) located at 750 First Street, NE, Suite 980, Washington, DC 20002-4241, Telephone (202) 336-6780, accredits Huertas Junior College offer certificates, diplomas and associate degrees. The Department of Education of the United States recognizes ACICS as a national accrediting agency. The Institution achieved candidacy status for accreditation by the Middle States Association in 2004.

The College has the necessary licenses to operate conferred by the Council of

Higher Education and the Council of General Education of Puerto Rico. The Commission on Accreditation of Allied Health Education Programs (CAAHEP) in

collaboration with Allied Health Information Management Association (AHIMA) also accredits the Associate Degree in Medical Records Technician.

1 .5 Institutional Memberships

• America Health Information Management Association (AHIMA) • American Management Association • Association of Caribbean University Research and Investigation Libraries

(ACURIL) • Puerto Rico Manufacturers Association • Private Schools of Puerto Rico Association • National Association of Student Financial Aid Administrators (NASFAA) • Puerto Rico Registrars and Admission Officers Association (PRACRAO) • American Association of Collegiate Registrars and Admissions Officers

(AACRAO) • Career College Association • Librarians’ Association of Puerto Rico • Puerto Rico Association of Students Financial Aid Administrators

(PRASFAA) • Chamber of Commerce of Puerto Rico • Council for Higher Education (CHEA) • US Department of Education (USDE) • The College Entrance Examination Board – Office of Puerto Rico (CEEB-PR) • Association for Supervision and Curriculum Development International

(ASCD) • Association for Supervision and Curriculum Development of Puerto Rico

(PRASCD) • National Association of Colleges and University Business Officers

(NACUBO) • Association of Institutional Research (AIR) • Society for Human Resource Management (SHRM) • American Association of Higher Education (AAHE) • Futuros, Inc. • Puerto Rican Association of University Professors (APPU)

1.6 Administrative Structure

1.6.1 Board of Directors – The ruling body responsible for establishing internal institutional policy. The members of the Board of Directors are external resources. It has seven (7) members, two (2) of whom are mayor stockholders. This board selects and nominates the President and confirms other appointments as stipulated in its internal regulations.

1.6.2 President – Directly manages all areas of the Institution. The President will be the

spokesperson for the Institution before the Board of Directors. He or she is also in charge of all activities that by nature demand the intervention of the highest

authority in the Institution. The President also recommends to the Board the appointments for Deans and other personnel as determined by the Board.

1.6.3 President's Assistant - Assists the President in planning, organization control, and

direction of services offered by the three deanships.

1.6.4 Assessment and External Resources Director - Designs, implements and evaluates the Institutional Effectiveness Plan and the Institutional Assessment Plan. He or she is also in charge of the External Resources area.

1.6.5 Continuing Education Official - Manages the Institution's academic offer of

short-term courses aimed toward continuing education.

1.6.6 Human Resources Director - Plans, organizes controls and leads all activities related to the management of the Institution's human resources.

1.6.7 Dean of Academic Services- Manages all academic services and is responsible of

coordinating and supervising all academic tasks that are closely tied to the teaching-learning process at the Institution. The Dean of Academic Services enforces the rules and regulations that apply to the teaching personnel. He or she also has the physical custody of the Faculty's files. He or she develops and supervises the academic policy of the Institution.

1.6.8 Associate Dean of Academic Services - Acts as a liaison between the Dean of

Academic Services, Program Coordinators, Faculty and students. He or she, among other duties, collaborates with the Dean of Academic Services in the curricular revision process, course programming, academic and faculty development, and supervision and evaluation of teaching personnel. The Associated Dean of Academic Services also represents the Dean of Academic Services in official business as designated and is also responsible of supervising the Learning Resources Center.

1.6.9 Program Coordinators - Identify program needs, coordinate the collaboration of

the Faculty in assigned tasks and acquaint the students with issues related to their study program.

1.6.10 Faculty - Responsible for the education process in the classrooms.

1.6.11 Librarian or Library Coordinator - Directs the Learning Resources Center and is

responsible for managing resources and for planning and the evaluating all services provided by the Center.

1.6.12 Dean of Administrative and Fiscal Services – Plans, organizes, directs and

controls the processes in the following areas: Information Systems, Treasury, Bookstore, Security and Maintenance.

1.6.13 Associate Dean of Administrative and Fiscal Services – Analyses and controls institutional finances and accounting processes.

1.6.14 Information Systems Director - Plans, organizes, directs, and controls all

information systems in the Institution.

1.6.15 Dean of Student Services – Plans, organizes, directs and controls the following offices: Admissions and Marketing, Registrar, Financial Aid, Placement, Counseling and Orientation, Integrated Services Center, and the Infirmary. The main responsibility of the Dean of Student Services is to make sure the students are receiving the services they request. This office is responsible for handling disciplinary issues with students.

1.6.16 Associated Dean of Student Services – Establishes the necessary mechanisms for

institutional compliance with federal regulations. Coordinates and supervises the Financial Aid Office.

1.6.17 Day and Evening Campus Directors – Direct and supervise operation of the

corresponding session (day or evening). The director is also in charge of the activities organized at each session. The Directors answer to the Deans of Academic Services and Student Services.

1.6.18 Integrated Services Coordinator - Coordinates the following services: Tutoring,

Computerized Systems Management, and workshops for faculty and students.

1.6.19 Counseling and Orientation Director – Plans, organizes, and controls counseling and orientation services.

1.6.20 Registrar - Coordinates the Institution's enrollment process. The Registrar has

custody of all student files and all documents related with students’ grades.

1.6.21 Admissions and Marketing Director - Plans, organizes, directs and leads the areas of enrollment management concerning marketing, recruiting and student admission.

1.6.22 Placement Director – Plans, organizes, directs and leads the employment

placement services for students. 1.7 Academic Organization

The academic calendar at Huertas Junior College responds to the trimester model. This model divides the academic year in three sessions of approximately four (4) months each. Each trimester is composed of at least fifteen (15) lecture weeks. The first session covers the months of September to December, the second one from January to April, and the third one from May to August. Each trimester a calendar with the most important information regarding enrollment dates, last days for withdrawals, dates for finals,

holidays, commencement, and the dates professors should have administered the first grade for the trimester is published.

The Dean of Academic Services and the Office of the Dean of Student Services schedule course offerings. When scheduling the courses, the curricular synthesis of each program and the courses of the programs for the trimester are considered. Courses of an academic program are not available each trimester, except for programs admitting new students. The Dean of Academic Services is responsible for assigning courses to professors. In the evening session, assignments are made in collaboration with the Evening Campus Director.

1.8 Faculty Participation in Institutional Issues

As part of their responsibilities, the Faculty at Huertas Junior College can collaborate in different ways by participating in committees or in specially organized activities for which they are appointed. Full time professors are expected to participate in the committees for which they are appointed. Part time professors can participate voluntarily or after being appointed to a specific committee. The professors can participate in permanent or special boards or committees. Following are some of the institutional boards or committees at the Institution:

• Academic Board – It is in charge of evaluating the study programs and validating curricular changes or new programs. This board is composed of eleven (11) members including five administrative (5) representatives and six (6) faculty representatives. The President is a member of this Board.

• Student Retention Board – It is responsible for the study, analysis, and search of

alternatives to improve student retention. Faculty representatives and administrative personnel from different deanships comprise this Board.

• Assessment Committee

• New Programs Committee

• Distance Learning Committee

• Huertas Enrollment Management Plan Committee (HEMP)

• Curricular Revision Committee

• Institutional Effectiveness Plan General Council (PEI)

• Technological Infrastructure Committee

• Employee Surveys Committee

• Policy and Administrative Procedures Committee

• Faculty Evaluation Committee

• Faculty Recruitment Committee

• President's Friends Committee

• Faculty Representatives before the President Committee

• Special Activities Committee

• Permanent Committees of the Board of Directors (3)

PART 2 FACULTY 2.1 DEFINITION OF FACULTY

Faculty - All personnel whose primary function is teaching and academic counseling of students including the supervisor of the Learning Resources Center. 2.2 FACULTY CLASSIFICATION

2.2.1 Regular Professor – A professor appointed to a regular full time position after having worked three (3) years as a Regular Professor by contract. His or her academic load is eighteen (18) credits per trimester or twenty-one (21) hours in the technical programs.

2.2.2 Regular Professor by Contract - Regular professor with a one (1) year

contract and an academic load of eighteen (18) credits per trimester or twenty-one (21) hours in the technical programs. The academic load will be completed during institutional daily operation schedules including the day and evening sessions. This contract can be renewed annually to a maximum of three (3) years at which time the professor will become a Regular Professor.

2.2.3 Lecturer – This is a professor with a contract for professional services for a

specific trimester regardless of the academic load.

All changes in teaching personnel status will be notified in writing to the professor and will be filed in the professor's record. In each of the classifications mentioned, the Institution is only obliged to the term specified in each classification, and it is not obligated, in any way, to renew contracts in the same classifications or in any other of higher rank upon completion of the terms in the contract.

PART 3 FACULTY RESPONSIBILITIES 3.1 Faculty Responsibilities

3.1.1 The main responsibility of the Faculty is the students’ intellectual development through a structured teaching-learning process. This process will employ recognized standards that will guarantee excellence in course offerings. To make this possible the Faculty will possess full knowledge of the subject matter, and they will maintain that knowledge current in all aspects pertaining to their fields. 3.1.2 The Faculty will act in conformity with the philosophy and academic, administrative and supervisory objectives of the Institution.

3.1.3 Every professor is obligated to re-schedule classes when the groups do not meet due to the absence of the professor or for any other reason. The professor is responsible for establishing and coordinating alternatives, and notifying them to the Dean of Academic Services.

3.1.4 The professors will present their classes punctually. Classes will be conducted with the academic rigor and quality required for students who aspire to obtain a degree or certificate from the Institution.

3.1.5 During their office hours, regular professors will serve as academic counselors to the students.

3.1.6 Professors will follow the established course outline, and they will follow the recommendations included, especially those pertaining to the recommended textbooks.

3.1.7 Professors will follow rules and procedures established in the Institution's guidelines and policies.

3.1.8 Professors will register their attendance daily using the system provided by the Institution according to their particular schedule upon arrival and when leaving for the day. Attendance not registered in the system will be considered as an absence. (See attendance policy.)

3.1.9 Regular professors will dedicate a minimum of three (3) hours weekly to meet with students and prepare classes and materials. The professors will inform the students and the Dean of Academic Services the schedule.

3.1.10 The professors will evaluate the students’ performance using methods, criteria and instruments that show objectivity and a sense of professional ethics. The Institution requires that at least three (3) partial tests and one (1) final test be administered during each trimester. Grades of at least two (2) partial tests or partial assignments should be notified to the student before the dates for partial withdrawals.

The Huertas Junior College grading system is as follows:

Letter Equivalent Value Scale A Excellent 4 3.50-4.00 B Good 3 2.50-3.49 C Satisfactory 2 1.60-2.49 D Deficient 1 0.80-1.59 F Fail 0 0.00-0.79

3.1.11 Professors must submit the following documents to the Registrar’s Office:

3.1.11.1 An official student list of those students who have not reported to class (NR) or who have not assisted (NA).

3.1.11.2 Weekly Attendance Report- this report must be submitted in person at

the Registrar’s Office on Friday or the last working day of the week. 3.1.11.3 Grade Certification Reports and the Official Students’ Grades List must

be submitted at the end of each trimester on the assigned dates. 3.1.11.4 Official Register- It will reflect the students’ attendance, grades and

partial grades assigned to work performed by the students. This register will be submitted with the Grade Certification Report at the Registrar’s Office at the end of each trimester on the assigned dates.

3.1.11.5 Professors will submit any other report requested by the Registrar.

3.1.12 The professors will remove all Incomplete (I) grades awarded to students that did

not complete course requirements. This action must be completed by second (2) month of the next trimester. The professor will submit a copy of the test or assignments that were not completed in a sealed envelope along with the Grade Report. When the professors that assigned the Incomplete (I) marking are no longer working for the Institution, the Dean of Academic Services will make the corresponding arrangements for administrating the test or for delivery of the documents.

3.1.13 If a professor discovers that after assigning a grade a mistake has been made, he

or she should make the arrangements to change the grade. The professor will request the document for this purpose at the office of the Dean of Academic Services or at the Registrar’s Office, and he or she will complete the form offering a short explanation for the proposed change. Once the form is completed, the documents will be submitted to the Dean of Academic Services for approval and delivery to the Registrar’s Office. The students have a mechanism with which to make claims for any grade when they believe a mistake has been made. (See Section 4.9, General Catalog).

3.1.14 Professors must keep abreast of institutional processes that apply to students. He

or she should refer to the current edition of the General Catalog when necessary.

3.1.15 The professors will refer students with low academic performance to the Tutoring Program when services for the particular courses are available.

3.1.16 The professor will report any disciplinary problems or situation that interferes

with the teaching process to the corresponding authorities.

3.1.17 Professors will collaborate in student activities along with the Campus Director, counseling officers, and other authorized personnel. For this purpose, they should have and be familiar with the current General Catalog and Student Handbook.

3.1.18 Professors will actively participate on all the committees to which they are

appointed by the President or other authorized official.

3.1.19 Professors will participate in extra-curricular, cultural and social activities sponsored by the Institution.

3.1.20 Professors will attend and participate in the Commencement Ceremonies.

3.1.21 Professors will observe all professional ethical principles included in this

Handbook. (See Appendix C.)

3.1.22 Upon completion of the contract, professors must return all textbooks, course outlines, grade and attendance registrars, and any other materials or equipment property of the institution. If necessary, replacement of any of these will be arranged with the Dean of Academic Services.

3.1.23 Professors will participate along with other administrative personnel in the pre-

enrollment and enrollment processes.

3.1.24 Professors will pick up their mail from their assigned mailboxes.

3.1.25 Professors will inform and request authorization from the Dean of Academic Services for any changes in schedules or arrangements made with the students.

3.1.26 Professors will discuss quizzes and tests with the students. They will also keep

custody of these for at least another trimester as evidence in case a claim is filed.

3.1.27 Professors will participate in the design and updating of curriculum. They will also provide students with a copy of the course syllabus, and they will discuss it with the students. Students’ signatures will be collected as evidence of this process. This will serve as a contract with the student in case a claim is filed.

3.1.28 Professors will notify the Dean of Academic Services with sufficient time of any intention of changing the course textbook to assure that the textbook can be evaluated and the course outline revised.

3.1.29 Professors should be willing to discuss with the pertinent authorities any issue

when called upon to do so. Cause for this may include complaints or claims from students, personnel or any other individual.

3.1.30 Professors will collaborate with the Dean of Academic Services in assuring

availability of textbooks for their courses before each trimester.

3.1.31 Professors will request a copy of their course textbooks at the Learning Resources Center, and they will return it at the end of the trimester. If the textbook is lost or damaged in any way, the professors will notify the Center. This is done for inventory control purposes.

3.1.32 Professors will participate in the evaluation of the Collection at the Learning

Resources Center when requested to do so.

3.1.33 Professors will be familiar with and keep a copy of the current General Catalog. They will also have copies of the following documents:

• Faculty Handbook • Sexual Harassment Policy and Claim Filing Procedures (Appendix A) • Institutional Policy to Keep the Institution Free of Drugs and Alcohol

(Appendix B) • Corporate and Trademark Policies (Appendix C) • First Day of Class Guide • Student Consumer Handbook • Student Handbook • Security Handbook • Ethics Code (Appendix E) • Institutional Policy for management of Computerized Systems

Information • Faculty Dress Code (Appendix G)

3.1.34 Professors will participate in meetings, workshops, conferences, and seminars for

their professional development. Professors must attend, whether invited or by self-initiative, the workshops coordinated by the Permanent Training Workshop or any other department.

3.1.35 Professors will attend faculty and committee meetings when requested to do so by

the Dean of Academic Services or other authorized personnel.

3.1.36 Professors will maintain personal information in their files up to date, including the Data Sheet. They will submit evidence of training, continuing education, diplomas, professional association memberships and licenses.

3.1.37 Regular professors who wish to engage in additional teaching responsibilities with

other institutions will have to request, in writing, authorization from the President of HJC before beginning any contractual relationship with the other institution. This authorization should be requested before formalizing any type of understanding, agreement or contract with any other institution.

The President can approve or deny requests of this nature, and when authorized, the professors will accept only part- time positions that will not represent any kind of conflict with the professor's teaching, academic and administrative duties at Huertas Junior College.

PART 4 FACULTY RIGHTS, BENEFITS, AND LICENSES 4.1 RIGHTS

4.1.1 Academic Freedom – Intellectual academic freedom provides the right and obligation as an educator of examining facts and discussing issues. This right obligates the professors to present information objectively respecting the students’ right to know all pertinent facts and information. The professor will avoid introducing controversial topics in the classes that are not related with the subject matter under study. Restricting availability or limiting without a valid reason presentation of facts and opinions is denying academic freedom.

4.1.2 The professor has the right to academic freedom as long as he or she is in

compliance with the course outline, follows the Code of Ethics and follows the norms and institutional policies.

4.1.3 The professor can express his or her thoughts and suggestions regarding

administrative or academic decisions of his or her concern. These will be presented to the Dean of Academic Services.

4.1.4 The professor will have the freedom of interchanging ideas with personnel

form administrative areas and peers.

4.1.5 The professor will have free access to library resources in collaboration with the person in charge of the Learning Resources Center.

4.1.6 The professor can use the classroom, audiovisual and technical equipment,

materials and any other institutional property upon request of such equipment and materials and receiving authorization from the corresponding officials and within the stipulated time frames.

4.1.7 The professor will be provided with a box where internal correspondence

will be delivered and picked up.

4.1.8 The professor will receive assistance to prepare computer documents or copies of documents following the established procedure for these services.

4.1.9 Faculty will enjoy a Faculty Room in which spend free time.

4.1.10 The Dean of Academic Services will provide the professor with the

textbooks.

4.1.11 Each professor will have the opportunity to compete for administrative openings posted internally.

4.1.12 The regular professor will be able to request that the Dean of Academic

Services assignment of additional courses to the regular load if courses are available and as long as the limit determined by the institution is not exceeded. The Dean of Academic Services will decide on these petitions.

4.2 BENEFITS

4.2.1 Holidays – Professors have the right to paid holidays as determined by law if the professors are in attendance to work the day before and the day after the holiday. Also, institutional administration will allow the following days to its employees:

Day after Thanksgiving Day before Christmas New Year’s Eve Holy Thursday Day after general elections

4.2.2 Christmas Bonus – The Institution will pay a Christmas Bonus to regular

employees that have worked 700 or more hours in the period comprised between October 1st and September 30th of the previous year in compliance with state laws stipulate this benefit.

4.2.3 License for Death of Family Member – In the case of death of the regular

professor’s family member – spouse, child, father, mother, sister, brother, father or mother-in-law, grandparent, or grandchild – the professor will be allowed two (2) consecutive days for grievance if these were to occur on weekdays. The professor will continue to receive his or her salary and no deductions will be made to sick or vacation days accumulated. This license is not applicable in case the professor is on vacation or if the death occurs on a weekend or holiday in which case applicability will be determined. If the family relative is an uncle or aunt, sister or brother-in-law or nephew or niece, the license will be for one (1) day following the same criteria mentioned previously.

4.2.4 Personal meals, mileage and lodging – Professors authorized to travel on

official business have the right to receive payment or reimbursement of money spent on personal meals, mileage, and lodging in accordance with institutional norms.

4.2.5 Medical Insurance – These benefits are effective at the end of the trial

period (90 days). The Institution will contribute an amount monthly according to the number of service years. The employee will pay the difference through payroll with the corresponding authorizations. Following is the scale for employer contribution:

0 - 2 years $ 50.00 3 - 4 years $ 75.00 5 - 6 years $100.00

7 or more years $125.00 COBRA Law

The COBRA Law (Consolidated Omnibus Budget Reconciliation Act) established that an extension of 18 to 36 months of the participants’ medical insurance plan and the beneficiaries of the group health plan depending on the event that qualifies him or her for the benefits.

Coverage for employees and their dependents will continue for eighteen (18) months if any of the following events occur:

Voluntary or involuntary separation from employment, except for reasons of crass incorrect behavior. A reduction in the number of work hours that will make the

employee ineligible to continue participating in the group insurance plan.

The dependents’ policy will continue for thirty-six (36) months if any of the following events occur:

Death of the employee.

Divorce or legal separation of the employee and his or her

spouse

The employee is eligible to receive benefits from the Medicare program

A child’s policy will continue for thirty-six (36) months when any of the following events occur:

The employee is no longer eligible to participate in the group

plan

Continuation of benefits of the policy will end when any of the following events occur:

The employer will no longer provide a health plan for all employees.

The primes are not paid.

The employee signs up for benefits of another health group plan.

The employee begins to receive benefits through the Medicare

program.

The ex-spouse marries and receives benefits through another health group plan

The employee obtains a new job and is covered by another group

health plan.

Eighteen (18) months have transpired since the date the employee and his or her dependents began to benefit from this policy.

Thirty-six (35) months have passed since the employee and the

dependents started the policy.

The employee fails to pay the total cost of the policy to the Institution.

The cost for the extension of the medical plan is paid by the participants or beneficiaries who will have the obligation of making monthly payments. When a person does not comply with the payment, the Institution reserves the right to terminate benefits. The cost charged to the beneficiary or former employee can exceed 102% of the applicable prime, which is defined as the cost of the regular participants’ plan who are in similar conditions.

4.2.6 Retirement Plan - All Regular Professors with a minimum of five years with the institution have the right to participate in the Retirement Plan. The Plan consists of a fund to which the Institution contributes according to its financial situation at the end of the fiscal year. This Plan does not imply any type of contribution from the employee.

4.2.7 Continuing Studies – Regular professors have the right to reimbursement

of tuition outside the Institution up to maximum of six (6) credits a year (See Continuing Studies Policy).

4.2.8 Participation of Professors in Seminars, Conferences and Conventions –

Professors have a right to participate in this type of activity which must be authorized by the Dean of Academic Affairs.

The following aspects will be taken into consideration:

4.2.8.1 The professor should have a minimum of two (2) years experience in the Institution as a regular professor.

4.2.8.2 Be active member of the Association that sponsors the

convention or conference and present evidence of membership to the Dean of Academic Services upon submitting the request.

4.2.8.3 Participation is limited to two members per convention when

necessary.

4.2.8.4 The professor is obligated to submit a request provided at the Deanship of Academic Services for all convention, conference or activity in or outside of Puerto Rico. Once the request is approved by the Dean, the professor will complete inscription and register for the activity. The professor can request authorization to attend and be reimbursed for the fees.

4.2.8.5 The Institution will operate on a yearly budget assigned to this

type of activity. In conventions, seminars, or conferences outside Puerto Rico, the Institution will pay for airfare to and from the activity in addition to the cost of inscription for the convention, lodging and per diem. If the convention or seminar is in Puerto Rico, the Institution will pay the cost of the inscription and mileage.

4.2.8.6 The professor will render a report about his or her participation

in the convention or conference (expenses will be included). Copy of this report will be filed in the professor’s file.

4.2.8.7 Other professors, in addition to those authorized, who wish to

participate in this type of activity can do so if they have authorization from the Dean of Academic Services and they pay for expenses.

4.2.8.8 Every professor who participates in seminars, conferences, or

other activities of this type will make arrangements to replace the contact hours with the students or he or she will find a substitute professor.

4.3 LEAVES OF ABSENCE

Within the leaves of absence established by state and federal legislation, it is important to specify that there are some that offer salary benefits and others that do not. Those that do are the following: vacation, sick days, jury duty or serving as a witness and maternity. Following are descriptions of these leaves:

4.3.1. Vacation Leave

4.3.1.1 Vacation days are accumulated at the rate of 1.5 work days (18 days a year) for each month the employee has worked.

4.3.1.1.1 Beginning January 2004, the professor will have one (1)

day of additional vacation for his or her birthday. The Dean of Academic Services will assign each year the day the faculty will take this additional day so as not to affect teaching time.

4.3.1.2 When a professor compiles with the probation time as established

by law, a regular professor who passes the probation will accumulate vacation days from the first day on the job.

4.3.1.3. The academic calendar stipulates the distribution of the 8 days

accumulated by the faculty. 4.3.1.4 In case the professor ceases employment, the Institution will

liquidate the vacation days accumulated and that have not been taken at the time of termination even when employment was less than one (1) year.

4.3.2 Sick Days Leave

4.3.2.1 Accumulation of sick days will be at a rate of 1.5 work days (18

days a year) for each month the professor has worked. 4.3.2.2 This license is accumulated to be used only when the employee is

sick.

4.3.2.3 When a professor compiles with the probation time as established by law, a regular professor who passes the probation will accumulate sick days from the first day on the job

4.3.2.4 The sick days not used by the professor during the year will be

accumulated for the following years up to a maximum of eighteen (18) days.

4.3.2.5 If a professor is absent two (2) or more consecutive days, he or she

must present a medical certificate. If the professor does not present a certificate, only one (1) sick day will be paid and the remaining days will be deducted from his or her salary.

4.3.2.6 Being on sick license leave does not excuse the professor from

complying with the established norms, such as those pertaining to attendance, punctuality, medical certifications, periodic reports

about the progress of the illness and completion of correspondence forms.

4.3.2.7 Absences due to illness will be considered when the professor is

evaluated and can be taken into consideration in the application of corrective or disciplinary measures established in this policy.

4.3.3 Maternity Leave

4.3.3.1 A professor who is pregnant has the right to rest period consisting of four (4) weeks before birth and four (4) weeks after birth.

4.3.3.2 The professor can opt to take up to one (1) week of rest before

birth and extend to seven (7) weeks the postnatal rest, after presenting a medical certificate that states she is able to work until the week before giving birth.

4.3.3.3 The professor will submit a medical certificate with the estimated

date of birth with at least one (1) month of anticipation. 4.3.3.4 The Institution will pay the professor the total amount of her salary

at the moment of beginning her maternity leave.

4.3.4 Adopting a Minor

4.3.4.1 The maternity leave is extensive to any professor who adopts a child under five (5) years of age who is not enrolled in an educational institution, in accordance with the laws in Puerto Rico.

4.3.4.2 The license is computed from the date in which the minor becomes

part of the family.

4.3.4.3 To claim this license, the professor must have informed her

intention to adopt a minor at least thirty (30) days prior to the adoption.

4.3.4.4 The professor will submit evidence as to the adoption procedures

expedited by the agency or legal office.

4.3.5 Witness of Criminal Cases 4.3.5.1 A professor required to appear as a witness of a criminal case can

request this leave.

4.3.5.2 The professor is required to inform that he or she will be absent at least two (2) days prior to the date of absence. Also, once the professor returns to work, he or she must submit an official certification from the Court that states the date and the number of hours the professor was in Court.

The leaves of absences that do not include salary are the following:

4.3.6 Personal Leave

4.3.6.1 This license is used when absences are not related to illness,

vacation, Fondo de Seguro del Estado (State Insurance Fund), or Non Occupational Temporary Incapacity Insurance (Seguro Incapacidad Temporera No Occupational – SINOT), Administration of Compensation for Automobile Accidents (Administración de Compensaciones por Accidentes Automovilísticos ACAA), maternity or other authorized licenses.

4.3.6.2 Every personal absence, although it is authorized, will be deducted

from the employee’s salary unless the employee requests that it be deducted from his or her vacation days. The employee must indicate this action on the Request for Leave of Absence Discount.

4.3.6.3 All professor who is absent for personal reasons must complete the

Request for Leave of Absence Deduct. 4.3.6.4 If the absence is notified to the supervisor prior to the absence, the

professor must complete the Request for Leave of Absence form. 4.3.6.5 Personal absences will be considered when evaluating a professor. 4.3.6.6 A pattern of personal absences can lead to corrective or

disciplinary measures including termination.

4.3.7 Licenses under the Family-Medical License Act (FMLA) 4.3.7.1 Professors who have worked for the institution for twelve (12)

months and who have worked a minimum of one thousand two hundred (1,200) hours during this term, will be eligible for the family-medical leave. All eligible professors will have a right to this license without salary for a maximum of twelve (12) months during any twelve (12) month period, for any of the following reasons:

Birth of a child and caring for a child Care and custody of an adoptive or foster child Care of employee’s spouse, children or parents, if these have a

serious health condition that requires the employee care for them

A serious health condition affecting the employee in a manner that impedes the employee from performing his or her responsibilities

4.3.7.2 Professors who need to use this license may be required to provide:

Notify the need for a family-medical leave, when the need is foreseen, thirty (30) days prior to beginning the leave of absence.

Medical certificates that prove the need for the license due to a serious health condition that affects the employee or a member of the immediate family.

Second and third medical opinions and periodic recertification Periodic reports during the license about the employee’s

condition or that of the immediate family member

4.3.8 Military License 4.3.8.1 Professors who are members of the Puerto Rico National Guard or

of the United States Army Federal Reserve can request a military license without pay to comply with the obligations of exercises and camping which are regulated by dispositions of the applicable law.

4.3.8.2 They will be allowed to request the leave be paid charged to their

vacation days.

4.3.9 Special Sport License 4.3.9.1 Professors who are duly certified by the Olympic Committee of

Puerto Rico as athletes to represent Puerto Rico in the Olympic Games, Pan-American Games, Central American Games, championships or regional or world circuits can request the sports license as long as they present evidence.

4.3.9.2 To make use of this license, the professor must present a certified

copy of the document that accredits the employee to represent Puerto Rico in the contests.

4.3.9.3 Fifteen (15) work days will be accumulated yearly for the concept

of sport license. Eligible athletes can be absent during the time of the contest up to a maximum of thirty work (30) days if the employee has accumulated the days.

4.3.10 License for Jury Duty 4.3.10.1 This license will be used when a professor is called to serve as a

member of a jury at a Court of Justice of Puerto Rico or in the federal arena.

4.3.10.2 Any professors who requests to serve as a jury member must

present notification from the Court of Justice.

4.3.11 Temporary Non Occupational Incapacity Insurance (SINOT)

4.3.11.1 This insurance covers incapacities due to:

Illness or accident not related to employment or with automobile accident

Pregnancies 4.3.11.2 Requirements for eligibility for this insurance are the following:

Be incapable of working

Be under medical treatment

Submit a claim using the form provided by the insurance company that is available at the Human Resources Office.

4.3.11.3 The duration of this insurance is 26 weeks during a period a 52

week period.

4.3.11.4 If subsequent periods of incapacity caused by the same illness or accident in a lapse of 90 days or less will be considered as recurrent stages of the same incapacity.

4.3.11.5 Upon returning from the leave of absence and before returning to

work, the professor must submit a medical certificate to the Human Resources that proves the teacher was discharged and is authorized to work.

4.3.12 State Insurance Funds License (Fondo del Seguro del Estado)

4.3.12.1 This program compensates the following:

Occupational accidents resulting from any work related action

or function occurring in the following situations: Occupational illness contracted in the course of employment

resulting from a peculiar risk in the industry, occupation or job and that is a direct result of the employee being exposed to the risk in normal performance of his or her job.

Death as a result of the occupation

4.3.12.2 This insurance is compulsory and applies to all employees.

4.3.12.3 This program provides medical attention, temporary incapacity

payments, permanent incapacity and pensions for widows and widowers and children when death is the final result.

4.3.12.4 The professor must notify the Human Resources immediately of

any job related accident or illness. 4.3.12.5 Any professor who has an accident or lesion while at work or

who catches a job related illness will be referred to the State Insurance Corporation (Fondo).

4.3.12.6 Before referring a professor, the Human Resources Office

completes the form called Employer Report that the professor will take to State Insurance Funds Corporation.

4.3.12.7 Upon returning from the “Fondo”, and before returning to work,

the professor must submit to the Human Resources Office the appropriate release form certifying that the employee can return to work.

4.3.13 Adminstration for Compensation for Automobile Accident Law

(ACAA) 4.3.13.1 This is a license that allows the professor to miss work when he

or she has been involved in an automobile accident that has been duly notified to the Administration for Automobile Accident Compensation. (ACAA).

4.3.13.2 If a professor has an automobile accident and requests this

license, he or she must present evidence of the claim made to ACAA.

4.3.14 Non Compensated Leave of Absence

4.3.14.1 The Institution will allow this Non-compensated Leave of

Absence for a period that is not greater than a year. 4.3.14.2 The request must be justified by an extraordinary situation and

considering the responsibilities.

4.3.14.3 While in use of this Non-compensated Leave of Absence, the

professor will not be eligible to enjoy any benefits offered by the Institution.

4.3.14.4 The professor will continue to have medical insurance if he or

she pays the total amount of the corresponding prime for the time he or she is out of work.

PART 5 CONTRACTUAL NORMS AND PROCEDURES

5.1 DEFINITIONS

5.1.1 Faculty Appointment – Process through which a candidate is appointed to occupy a teaching position in accordance to the process established by the Board of Directors (See 5.3.6).

5.1.2 Resignation – Action through which a faculty member terminates his or her employment relationship with the employer Huertas Junior College.

5.1.3 Dismissal - Action through which Huertas Junior College considers terminated the employment relationship with a faculty member.

5.2 RECRUITMENT POLICY

5.2.1 Huertas Junior College has the policy of guaranteeing equal employment opportunity according to the dispositions of Title VII of the Civil Rights Federal Law of 1964. This law bans discrimination by reason of race, color, religion, sex, age, civil status, social or national origin, political ideas, social condition, impediment or veteran condition, in any job related activities such as selection, hiring, promotion, compensation, training or evaluation. The Institution is committed to compliance with the Law of Equal Opportunity which is the foundation of decision making concerning employment. For this, the institution has established a procedure that is followed in the faculty hiring process. .

5.3 PERSONNEL REQUISITION

5.3.1 The Dean of Academic Services notifies the Human Resources Director of the need for new faculty members and they collaborate in the recruitment process.

5.3.2 Evaluation of Resumes on File (Resources Bank) – The Deanship of Academic Services keeps all resumes received within the last two (2) years on file. After these are evaluated, Once evaluated, the person is notified that the resume was received. The Human Resources Office in coordination with the Dean of Academic Services evaluate the resumes available in this file. If there is more than one resume of candidates who qualify for the job, the candidate is included in the schedule for interviews.

5.3.3 Announcements – If there are no resumes available or knowledge of a

candidate who complies with the requirements for the vacant position, an internal and external announcement will be made. All teaching personnel in the Institution must have a Masters degree from a recognized university and specialization in the specific content area he or she will be teaching. In

areas of difficult recruitment, experience and college degrees can be considered.

5.3.4 Evaluation of Resumes Received – The Human Resources Offices, in

coordination with the Dean of Academic Services, will evaluate the resumes that are received in response to the published advertisement taking into consideration as criteria the minimum and additional requirements requested for the position.

5.3.5. Schedule of Interviews

The Human Resources Office will coordinate with the Dean of Academic Services an itinerary for interviewing selected candidates.

5.3.6 Candidate Interviews

Candidate interviews are performed by a committee formed by the Dean of Academic Services, the Human Resources Director and, if possible, a professor selected by the Dean of Academic Services who has the same specialization. The Committee will send a report with the preselected candidate to the President of the Institution who will accept or deny the recommendation for the appointment.

5.3.7 Offer Letter

Having reached consensus among the interviewers, the Human Resources Office will prepare an offer letter for the candidates selected to occupy the position.

5.3.8 Contracting

Once the candidate accepts and signs the offer letter, the Dean of Academic Services will submit a contract to the Human Resources Office for the corresponding signatures.

5.3.9 Thank You Letters

The Human Resources Office will send Thank You Letters to all interviewed candidates that were not selected. The resumes are filed as evidence of the recruitment process.

5.3.10 Orientation for New Professors

The Dean of Academic Services and the Director of Human Resources will provide all the necessary information to the new professor and will discuss the following:

Conditions of the contract

Faculty Handbook – A copy of the Handbook will be provided to the

professor who will certify having received it. Among others, the orientation will cover the following topics:

Institutional Mission and Vision

Institutional Philosophy

Institutional Values and Beliefs

Attendance Policy

Marginal Benefits

Recruitment Policy

Institutional Norms

Sexual Harassment Policy and Claims Procedure

Institutional Policy for Maintaining a Drug and Alcohol Free

Institution

Institutional Security Policy

Ethics Code

Dress Code

Once the professor is recruited, the Dean will facilitate an orientation process that will facilitate an efficient insertion into the institutional culture.

5.3.11 Documents Required for Appointment

These are the documents that are required to complete all appointment processes and they will be submitted and verified by the Dean of Academic Services. The candidate’s personal file must include all the official documents required in order to receive the first paycheck. 5.3.11.1 Huertas Junior College Employment Application

5.3.11.2 Two (2) official transcripts from the institution or institutions which conferred each degree the candidate included in the resume. One of the transcriptions will be used to request the teacher license at the Department of Education. 5.3.11.3. Evidence of the academic degrees (diplomas, certificates), licenses for the profession or any other document that qualifies the candidate for employment.

5.3.11.4 Curriculum Vitae (Updated Résumé)

5.3.11.5 Health Certificate from the Health Department* 5.3.11.6 Certificate of No Penal Antecedents* 5.3.11.7 Verification of Eligibility for Employment (I-9)

5.3.11.8 Social Security Card 5.3.11.9 Drivers License or Voting Card

5.3.11.10 Certificate for Retention Exemption (Regular Professor)

5.3.11.11 Form ASM-5 from the Administration for Child Support (ASUME)

5.3.11.12 Certification that all institutional documents of have been received

* The Health Certificate and the Certificate on No Penal Antecedents must have been emitted within a 12 month period.

The Institution can request that updated documents be submitted.

5.4 PROFESSOR’S FILE

5.4.1 The professor’s personal file will be a confidential document. The files of

professors who are teaching or have taught in the institution are kept at the office of the Dean of Academic Services. The file will be kept update and will have the complete history of services rendered at the institution, documents required by law and other documents the institution requests.

5.4.2 The documents in the personal file are the Institution’s property.

Nevertheless, the professor can verify his or her file in the presence of an administrator in the Deanship of Academic Services. The personal file of a

professor who ceases to work for the Institution will be kept permanently in the inactive archive.

5.5 METHOD OF PAYMENT AND PAY DAYS

5.5.1 Pay days in the Institution are the 15th and 30th of each month. Nevertheless, if the 15th and 30th fall on the weekend, holiday or Monday, payment will made the last day of the corresponding period.

5.5.2 Method of payment for regular professors can be through electronic direct deposit or by check.

5.6 PAYROLL DEDUCTIONS 5.6.1 Deductions stipulated by law

5.6.1.1 The deductions stipulated by law and for which payroll deductions

are made to regular faculty are the following:

Federal Social Security

Income Tax Retention Payment

Insurance for Non Related Temporary Incapacity (SINOT)

5.6.1.2 Other deductions stipulated are: Drivers Social Security, Salary and Child Support as ordered by the local agency ASUME.

5.6.2 Occupational Deductions

Optional deductions need the employee’s written authorization. These are:

Medical Insurance

Supplementary Insurances (Cancer, organ transplant, and

others)

Contributions to benefic institutions

Pension plans and benefits covered by ERISA

5.7 SUPERVISION AND EVALUATION

5.7.1 To achieve the objectives of each academic program in Huertas Junior College, the development of an adequate teaching-learning process that responds to the students’ needs is indispensable. Learning is the most

important objective for which teachers are contracted. For this reason, Huertas Junior College implements a process for supervising teaching personnel to guarantee that the services the students receive are of excellence.

5.7.2 The regular professor by contract is evaluated annually during three (3)

years. If the evaluations are satisfactory, the professor will be contracted as a Regular Professor by Appointment. The evaluation will determine whether the professor will be contracted as a regular professor. The professor is evaluated at least once every two (2) years. The adjunct professors can be evaluated at any time during the trimester. The results of the evaluation will be discussed with the professor by the following trimester.

5.7.3 During the professors’ evaluation process, data is collected from four (4)

areas previously defined: teaching, administration, interpersonal relationships, and professional development. To achieve this, visits are performed to the classrooms and the students’ and personnel’s’ perceptions regarding the professors’ performance in different roles. A committee appointed and directed by the Dean of Academic Services performs the visits. When possible, the committee will include a professor with the same specialization of the professor being evaluated. The perception of the different institutional components is gathered in the forms EV-1 and EV -2. The first form allows members of the institution to evaluate the professors’ performance on a scale from one (1) to five (5), and the second form facilitates the students’ evaluation of the professors’ performances on a scale form zero (0) to three (3).

5.7.4 The professors’ evaluation comprises aspects of teaching, administrative

tasks, interpersonal relationships and professional development. Judgment of the professors’ performance in these areas is collected from the following sources: students, Visiting Committee, peers, personnel in the administrative office, the Dean of Academic Services, the Learning Resources Center (CRA- Spanish acroynm) and the Permanent Training Workshop (TAP). The evaluation of each component has pre-established weighting expressed in percentages. Sixty-five (65%) of the professors’ evaluation comprises teaching, 15% represents professional development, 10% pertains to administrative tasks, and 10% relates to interpersonal relationships. Information from each component is summarized on the form designed for this purpose named EV-R Resumen (EC-R Summary).

5.8 FACULTY EVALUATION PROCEDURE

5.8.1 The professor is informed of the day and time of the visit.

5.8.2 Student evaluation of professor using the form Student Evaluation of the

Professor EV-2. This evaluation permits the professor to accumulate up to 60 points for his or her evaluation. This document represents a guide through which the students express their opinion of their professor’s performance. This evaluation can take place before or after the visit to the professor’s classroom. (See 5.8.3).

5.8.3 Visit to the professor’s classroom using the form EV-1 for the Sub-

Committee Visit. This questionnaire is a guide for observing the professor’s performance in the classroom measured on a scale from (1) to five (5) ranking from excellent to not observed. It only includes aspects of the teaching process. Each evaluator completes a form for items 1 through 31 and the Director of the Learning Resources Center will answer questions 32 to 36. These will be summarized on one form that the evaluators will sign. The maximum total for the teaching component is 180 points.

5.8.4 The evaluation of the administrative aspects of teaching will be evaluated

in criteria 37 to 49 on the EV-1 Form in which the Dean of Academic Services and the Coordinator of the TAP will evaluate this aspect using the previous scale. Criteria 37 to 47 will be evaluated by the Dean of Academic Services and criteria 48 and 49 will be evaluated by the Coordinator of TAP. A total of 65 points can be accumulated in this component.

5.8.5 The interpersonal relationship component is evaluated in criteria 50 to 52

on the EV-1 form using a five (5) point scale that fluctuates from always to almost never. The Dean of Academic Services and a colleague participate in the evaluation of faculty interpersonal relationships. The maximum number of points possible in this area is 20 points.

5.8.6 The professional development component is measured in criteria 53 to 57

on a five (5) point scale by the Dean of Academic Services and the Coordinator of TAP. The professor can accumulate up to twenty-five (25) points in this area.

5.8.7 The professor’s evaluation can accumulate a total of 290 points. The total

number of points in each area of evaluation is multiplied by a conversion factor to transform it into a converted number in accordance with the distribution stated in 5.7.4 of the Faculty Handbook. The conversions are the following: teaching, 1.04; administration, .45; interpersonal relationships, 1.45; professional development, 1.76. The converted points will have a maximum of 290 points which are then translated into a percentage. The points are interpreted using the Interpretation Scale of Converted Points contained in the EV-R Summary on the following form:

Interpretation Scale of Converted Points

Converted Points (Percentage)

Highly Professional Performance Consistently exceeds standards for professional performance.

290 (100%) – 261

(90%) Professional Performance Frequently exceeds standards for professional performance.

260 (89%) – 232

(80%) Standard Performance Complies with the standards for professional performance.

231 (79%) – 188

(65%) Minimum Performance Does not frequently comply with the standards for professional performance.

187 (64%) – 145

(50%) Poor Performance Does not meet the minimum requirements for professional performance. .

144 (49%) or less

5.8.8 The result of the evaluation is collected on the EV-R Summary

(Resumen) form and is signed by the Dean of Academic Services. The Dean will discuss the evaluation with the professor before the end of the trimester and a copy of the summary is provided to the professor. The purpose of the discussion of the evaluation is to help the professor improve professionally and to establish actions that will foster the professor’s development as member of the educational community. Once the evaluation is discussed with the professor, he or she will sign the document which will then form part of the professor’s personal file. The Human Resources Director will sign the form certifying it was received at the office.

5.9. PROCEDURE FOR TERMINATION OF RELATIONSHIP BETWEEN THE PROFESSOR AND THE INSTITUTION

5.9.1 The relationship between the Institution and a member of the faculty can finalize at any moment. To protect the interests of both parties, it is understood that the relationship can end if the following occurs:

5.9.1.1 Expiration of the current contract. Even if a contract is active,

the Institution can rescind its affectivity for any of the following causes and inform the professor within thirty (30) days:

5.9.1.2 Decrease in enrollment for a program or for the Institution. 5.9.1.3 Lack of desired quality in teaching as attested by the

evaluations.

5.9.1.4 An excess of professors to meet the needs of the institution in a particular trimester.

5.9.1.5 Financial reasons 5.9.1.6 Incongruence between the professor’s interests and institutional

philosophy and objectives 5.9.1.7 Total, temporary, or partial closing of the Institution’s

operations

5.9.1.8 Improper conduct that violate institutional policies 5.9.2 Resignations

Every member of the faculty must inform the Dean of Academic Services and the Human Resources office of the intention of resigning at least two (2) weeks prior to the resignation date. Regardless of the reason for the reason the faculty member may have for resigning, the institution must pay the professor up to his or her last day of work when the professor has complied with incise 3.1.22 of the aforementioned duties in this Handbook.

5.9.2 Corrective and Disciplinary Norms and Procedures

The Institution established in this Handbook the corrective and disciplinary measures that will apply to all non teaching employees at Huertas Junior College. Professors are expected to work in a calm, respectful and disciplined atmosphere. It is every employee’s responsibility who has supervisory authority to assure that the professors’ behavior is in accordance with the established norms, rules and procedures. The responsibility for applying corrective and disciplinary measures falls on the Dean of Academic Services, the Human Resources Director and the President of the Institution.

5.9.3.1 Applicable sanctions are classified as Type I and Type II.

Type I- A documented verbal warning of corrective nature

applies that implies a progressive process which can lead to a disciplinary measure if the employee continues or repeats in the action.

Type II- A written disciplinary action applies that implies

suspension of employment, salary or termination.

5.9.3.2 The following sanctions are applicable to every professor who incurs in one or more violations:

Corrective Measures – These measures can be applied by the

Dean in coordination with the Human Resources Office. Verbal and written warnings are among the corrective measures.

o Verbal Warning – Verbal warning made initially when

an institutional norm or policy has been violated. The Dean must keep an incident sheet with the dates of the incidents and the action taken.

o Written warning – warning in writing directed to the

professor when he or she incurs initially or recurrently in violations of the institutional norms and policies. This warning is considered a disciplinary action and can be used as evidence to sustain a recommendation for disciplinary measures. A copy of the warnings signed by the professor must form part of the professor’s personal file.

Disciplinary Measures – These measures are actions that

apply to a professor for just cause. They can be written reprimands, suspension of employment and salary or termination.

o Written reprimand – This is a formal notification to

the teacher for incurring or repeating violations to the institutional norms and policies. The notification will form part of the professor’s personal file. It must be signed by the employee when he or she receives it.

o Suspension of employment and salary - This means

the temporary suspension of employment. This notification must be signed by the professor when he or she receives it.

o Termination – This measure is applied for just cause;

permanent termination of employment. It must be recommended by the Dean and the Director of Human Resources to the President of the Institution.

5.10 REASON FOR TERMINATION

Termination can be founded on different reasons which can include:

5.10.1 Reiterated violation of rules and reasonable norms established for the operation of the Institution when a written copy of these has been submitted to the professor.

5.10.2 Professional incompetence

5.10.3 Refusal to comply with academic commitments 5.10.4 Insubordination 5.10.5 Pattern of absences or abandoning of employment

5.10.6 Behavior within or out of the Institution that lesions or can possibly lesion

the Institutions reputation

5.10.7 Physical, libelous confrontations or slander directed toward other faculty members, administrators and students, or any disrespect to the personal integrity of any member of the Institution.

5.10.8 Court sentence for a serious crime or misdemeanor that involves moral depravation.

5.10.9 Any other reason that the Dean of Academic Services, the Director of

Human Resources and the President consider can jeopardize or potentially jeopardize the social interaction in the Institution or the employee’s compliance with the teaching and administrative responsibilities.

PART 6 INSTITUTIONAL POLICIES

6.1 ATTENDANCE POLICY 6.1.1 PURPOSE

With the purpose of complying with Law 379 of May 15, 1948, as amended, concerning the number of work hours and days, every employer must establish a system that evidences the daily work of each of the employees. To guarantee reliability in managing attendance and accumulation of vacation and illness leave of absences of the personnel, Huertas Junior College has implemented a computerized system effective January 1, 2003. The implementation of this system requires a revision of the existing Attendance Policy.

The computerized system complies with the legal dispositions that guarantee the employees’ rights. Keeping with the federal and state dispositions that apply to the Institution, Huertas Junior College has established its Institutional Attendance Policy. This policy is implemented with the purpose of establishing norms, regulating procedures and evidencing the employees work schedule.

The system consists of an electronic clock (“Hand Punch”) that registers the employee’s attendance using his or her employee number as an access code and that requires the employee place his or her hand on the corresponding area.

6.1.2 GENERAL INFORMATION

6.1.2.1 Description of the Computerized System

The computerized system operates using to principal components: an electronic clock (Hand Punch) that registers the employee’s attendance and a program (International Time Solutions – I.T.S.) that manages the information stored in the clock.

There are three (3) electronic clocks, one in each building. There is manual interaction in which someone must collect the information from the clocks daily using the I.T.S. software. The Human Resources Office is responsible for this.

6.1.2.2 Description of the Components

The clocks are configured in such a manner that the employee can clock in at any of the three clocks (cross punching). There is a link in the Institution’s communication network among the three clocks and the I.T.S. software. Every time the employee registers his or

her attendance, his or her name and employee number appears on the screen.

6.1.3 APPLICABILITY

The Attendance Policy applies to all employees at Huertas Junior College (regular administrative personnel, regular faculty, part-time administrative personnel, lecturers and temporary employees).

6.1.4 RESPONSIBILITIES

6.1.4.1 Human Resources Office

Assigns the employee an access code Registers the employee in the computerized system

Provides the employee with training regarding the system and the

Attendance Policy

Manages and updates the information in the system

Sends the Punch Details to the supervisors monthly for revision

Provides the supervisors with other reports provided by the system

6.1.4.2 Information Systems Office

Serves as the link in communication with the service provider when technical issues need to be solved.

6.1.4.3 Supervisors Verifies that employee work schedules are correctly shown

correctly in the Punch Details reports, signs the reports and returns them to the Human Resources Office.

Makes corresponding annotations of his or her personal on the

Punch Details report.

Submits the Entry and Departure Registrar for Official Business every 15 days to the Human Resources Office if the document has any information

Observes that the established norms and procedures in the

Attendance Policy are followed

Establishes and applies the corresponding actions in coordination with the Human Resources Office when situations that could be deemed as noncompliant with the policy arise or when there are technical issues

6.1.5 REGULATIONS AND PROCEDURES

6.1.5.1 Attendance is registered daily through a computerized system managed by the Human Resources Office

6.1.5.2 The Human Resources Office verifies daily attendance of

employees using the computerized system

6.1.5.3 All employees will register their work schedules daily by placing their hands in the electronic clock.

6.1.5.4 Employees will notify the Human Resources Office immediately

any inconvenience when registering their work schedule.

6.1.5.5 The computerized registry of attendance must show the work schedule for which the employee was hired.

6.1.5.6 Employees who report to work after their scheduled entry time

must register the tardiness on the system.

6.1.5.7 An entry will be considered as tardy when it is six (6) minutes after the scheduled entry time. (Example: 8:06am → Tardy)

6.1.5.8 The number of registers that the personnel must register daily is

established as follows:

Deans One Entrance Associate Deans Two Entrance and Exit Assistant to the President Two Entrance and Exit Campus Directors Two Entrance and Exit Directors Two Entrance and Exit Regular Faculty Two Entrance and Exit Lecturers Two Entrance and Exit Part-time Personnel Two Entrance and Exit Regular Administrative Personnel Four Entrance, lunch hour

and Exit

6.1.5.9 The system will automatically register as absent any employee who has not entered his or her work schedule.

6.1.5.10 If and employee does not register all the required punches, the

system will not compute the total number of hours worked that day. There for the total number of hours worked will not be accumulated correctly.

6.1.5.11 Manual entry of attendance will be limited to those employees

who confront technical problems with the system when registering their attendance. The employee must notify the Human Resources Office immediately.

6.1.5.12 If the employee knows beforehand that he or she will be absent,

he or she must complete the form Request for Leave of Absence on which the employee will specify the type of license to be used for deduction purposes: vacation, sick, personal or other. The form is provided by the Human Resources Office and is available at the offices of the Dean of Academic Services and the Evening Campus Director. The request must be authorized by the supervisor.

6.1.5.13 If the Request for Leave of Absence is not received at the Human

Resources Office, the absence(s) will be deducted from the employee’s vacation days. In the case of a lecturer, the absence will be deducted from his or her salary.

6.1.5.14 Absences that have been previously reported to the supervisor

must be notified the same day of the absence during the first two (2) hours of the professor’s scheduled work day.

6.1.5.15 All employees who are absent and have not completed the

Request for Leave of Absence because they did not have prior knowledge of the absence must complete the form Request for Deduction from License. The form will be provided by the Human Resources Office and will be available at the offices of the Dean of Academic Services and the Evening Campus Director. The request must be authorized by the supervisor.

6.1.5.16 If the Request for License Deduction is not received at the Human

Resources Office, the absence(s) will be deducted from the employees’ vacation days. In the case of lecturers, the absence will be deducted from the employees’ salary.

6.1.5.17 Every absence will be classified according to the reason stated

and the corresponding license in accordance with the established regulations.

6.1.5.18 All absences that appear on the system and for which the Human

Resources Office does not have the corresponding form, will be

deducted from the employees’ accumulated number of vacation days or from the salary in the case of lecturers.

6.1.5.19 All absences for personal motives will be deducted from the

employees’ salary unless the regular professor requests that it be deducted from vacation days. The employee must complete the Request for Deduction from License which must be authorized by the supervisor.

6.1.5.20 All employees that must leave the Institution during the scheduled

work hours to carry out personal agendas must register in the system entry and exit, for that time will not be considered as worked hours.

6.1.5.21 For security reasons, any accident or emergency, all employees

who must carry out official agendas out of the Institution during work hours must notify the supervisor and complete the Registry for Entry and Exit that the supervisor will have available in the work area.

6.1.5.22 Punctuality and attendance are two criteria that will be considered

in the evaluation of the employees’ performance. 6.1.5.23 A pattern of absenteeism or tardiness can result in corrective or

disciplinary measures including termination. 6.1.5.24 The Punch Details and other reports generated by the

computerized system are official documents and are property of the Institution.

6.1.6 FORMS

The following forms are established as part of the Attendance Policy. The forms are provided by the Human Resources Office and are available at the offices of the Dean of Academic Services and the Evening Campus Director; the forms must be authorized by a supervisor.

Request to Attend a Professional Activity Request for Deduction from License Request for Leave of Absence Registry of Entrance and Exit for Official Business

6.2 POLICY FOR CONTINUING STUDIES

Huertas Junior College promotes continuing of studies in areas related to the professor’s duties and responsibilities. All regular professors with two (2) years

in the institution have the right to continue studies in Huertaa Junior Collage or in other institutions under the regulations and procedures established in this policy.

6.2.1 Regulations

The professor must be classified as regular personnel and have rendered services to the Institution for a minimum of two (2) years.

6.2.1.2 The professor is authorized to studies leading to a Masters degree

in a university that is accredited by the state and federal accrediting agencies.

6.2.1.3 The studies must be in area related to the employee’s

specialization and which he or she teaches or in teaching methodology.

6.2.1.4 Studies cannot affect the employee’s performance of his or her

tasks nor interfere with his or her work schedule.

6.2.1.5 All interested professors must complete the Request for Continuing Studies prior to the preparation of the budget of the academic year he or she plans to study.

6.2.1.6 The professor must include evidence of enrollment with the

request.

6.2.1.7 The request must be evaluated to verify that the employee meets the regulations and procedures established in this policy.

6.2.1.8 The request must be authorized by the Dean of Academic

Services and the Human Resources Office.

6.2.1.9 Professors who study in other institutions will be authorized for enrollment of a maximum of six (6) credits annually for financial reimbursement purposes.

6.2.1.10 The professor must present the grade report and submit the

Request for Reimbursement at the Human Resources Office.

6.2.1.11 Only cost of credits will be reimbursed.

6.2.1.12 In order for the Request for Reimbursement to be processed at the Deanship of Administrative and Fiscal Services, the grade received for the course must be A or B. Payment for courses approved with C grade will not be reimbursed.

6.2.1.13 Approval of the Request for Continuing Studies will depend on

the existing need in the Institution of this type of academic education and on the financial situation of the Institution.

6.2.1.14 The Institution reserves the right to establish priorities in

authorizing requests for studies.

6.2.1.15 When studies are performed at Huertas Junior College, the professor will comply with Regulations 6.2.1.4 to 6.2.1.8 mentioned previously. The professors will be authorized to enroll in courses in the Institution when the number of students enrolled in the course is reasonable.

6.2.1.16 The professor will have the option of taking courses at Huertas

Junior College as an official student or sit-in. The professor who enrolls officially in the course at Huertas Junior College must comply with the requirements of the course including the established regulations for class attendance.

6.3 STUDIES FOR RELATIVES IN HUERTAS JUNIOR COLLEGE

6.3.1 If the spouse or a dependent child of professor wishes to pursue studies at Huertas Junior College, the professor must complete an Authorization for Studies of Relatives before processing the enrollment.

6.3.2 Authorization will be evaluated by the corresponding Dean and the

Human Resources Office.

6.3.3 Once authorized, the relative must proceed with the procedure established by Admissions.

6.3.4 The spouse or dependent child of the professor will have the right to enroll

free of charge for credits, admission and graduation.

6.3.5 Any other related costs must be paid by the professor, the spouse or the child.

6.3.6 If the relatives have right to financial aid, the Institution will accredit the

difference en tuition or whatever amount is required.

6.3.7 If the relatives do not have right to financial aid, the Institution will cover the costs of tuition. The student must present evidence of ineligibility for financial aid.

6.3.8 To continue under this program, the student must maintain satisfactory

academic progress according to the regulations established by the Institution.

6.3.9 The Institution reserves the right to establish priorities and limits in these offerings.

AUTHORITY OF THE BOARD OF DIRECTORS

TO AMEND OR MODIFY THESE REGULATIONS

It is acknowledged that the Board of Directors reserves the right to amend, modify, alter and derogate totally or partially this Handbook at any time without prior notice, as it deems appropriate and convenient. In the same manner, the competent officials can, at any time, emit additional regulations and directives that facilitate implementation of the regulations herewith established or to respond to situations not contemplated in this Handbook. _____________________________________ ____________________________________ Amarilis López Judice Rubén Hernández Rosario Director Human Resources Dean of Academic Services _____________________________________ ____________________________________ Rafael Ramírez-Rivera, Ed.D Rubén López Huertas President President of the Board of Directors

Rev. 7 abril ’05, mrr