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CVCC Policies

pART 1 | PART 2 | PART 3 | PART 4 | PART 5 | PART 6

5. Personnel and Employment -Part 6

5.49 Privacy of Employee Personnel Records

The privacy of employee personnel records is maintained in accordance with Chapter 115D Article 2A North Carolina General Statutes. Requests to inspect personnel records must be submitted to the CVCC Personnel Office. In order to ensure the safekeeping of personnel records, the CVCC Personnel Office may require inspections, examinations, and any copying to occur under the supervision of or in the presence of a designated CVCC personnel records custodian.

Inspection and Copying of Public Records

In accordance with North Carolina General Statute G.S. § 115D-28, the College will maintain, and upon request, during regular business hours, provide access for inspection and/or copying to North Carolina citizens certain documents identified in the statute.  

Questions concerning personnel file inspection and copying should be addressed to the Director of Human Resources.

Purpose

The purpose of this procedure is to establish uniform procedures for handling requests under amended North Carolina General Statute G.S. § 115D-28 “Certain Records to Be Kept by State Agencies Open to Inspection.”

Definitions

Records to Maintain - To the extent applicable, the College will maintain a record of each of its employees, showing the following information with respect to each employee:

  1. Name.
  2. Age.
  3. Contractual terms, if any, including former contracts still in the College’s possession. 
  4. Original hire date or appointment.
  5. Current position.
  6. Title.
  7. Current salary.
  8. Date and amount of each increase or salary.
  9. Date and type of each promotion, demotion, transfer, suspension, separation, or other change in position or classification.
  10. Date and general description of the reasons for each promotion.
  11. Date and type of each dismissal, suspension, or demotion for disciplinary reasons taken by the College.  If disciplinary action resulted in dismissal, any written notice of the final decision by the College’s Board of Trustees if applicable.
  12. The office or campus to which the employee is currently assigned.

Confidential Personnel Records - Those records not listed above.

Records Open to Inspection - Records identified as “Records to maintain.”
  
Salary - Includes pay, benefits, incentives, bonuses, and deferred and all other forms of compensation paid by the employing entity.

Process for Inspection of Records Open to Inspection

Except for confidential personnel records, “records open to inspection,” as identified in this policy, will be open for inspection by citizens of North Carolina in the College’s Human Resources office during regular business hours.

  1. Persons requesting to inspect personnel records must present a photo identification showing proof of North Carolina citizenship and complete a “Public Records Inspect/Copy Request Form.”
  2. Employees will be notified if their records have been requested for inspection, and of any documents inspected, or copied and produced.
  3. Request to inspect records must be for a specific record.  The College is not required to create records or compile information otherwise not required within G.S. 115D-28.  If the record is unavailable for some reason, i.e., filed in the archives, being used for official business, etc., then the person requesting the record will be advised when to return to inspect the record.  All efforts will be made to provide the record(s) within five business days.
  4. Custody of College records is not to be relinquished.  The person requesting to inspect the record must do so in the presence of a Human Resources Department employee, or appropriate designee.  If it is not convenient for the record to be shown to the person because of present work requirements, then the person requesting to inspect the records will be advised when to return to inspect the records.  All efforts will be made to make the record(s) available within a reasonable period of time.
Copying of Public Records Upon request, the College will provide, at the requestor's expense, copies of public records.  The price includes administrative and actual copying costs. 
  1. Records will not be relinquished for copying.
  2. Requesting party must complete a “Public Records Inspect/Copy Request Form” indicating the copies requested.
  3. The requesting party is to be advised that payment for copies must be made at the Business Office when the copies are ready and available for pickup.  The requesting party must then present proof of payment to the Human Resources Department, prior to receiving the requested copies.
  4. If it is not immediately convenient for the Human Resources Department to make the copies, the person requesting copies will be advised that the copies will be made and that he/she will be notified when the copies are available.  All efforts will be made to make the copies within five business days.
  1. Records will not be relinquished for copying.
  2. Requesting party must complete a “Public Records Inspect/Copy Request Form” indicating the copies requested.
  3. The requesting party is to be advised that payment for copies must be made at the Business Office when the copies are ready and available for pickup.  The requesting party must then present proof of payment to the Human Resources Department, prior to receiving the requested copies.
  4. If it is not immediately convenient for the Human Resources Department to make the copies, the person requesting copies will be advised that the copies will be made and that he/she will be notified when the copies are available.  All efforts will be made to make the copies within five business days.

 

Public Records Inspect/Copy Request Form

In accordance with North Carolina General Statute G.S. § 115D-28, the College will maintain, and upon request, during regular business hours, provide access for inspection and/or copying to North Carolina citizens certain documents identified in the statute.  Persons requesting inspection and copying of allowed records must fully complete and submit the Public Records Inspect/Copy Request Form (available in the CVCC Personnel Office upon request) to the Director of Human Resources.  The form will then be presented to the President’s office for notification and review.

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5.50 Use of Background Checks In Hiring and Employment Decisions Purpose

Catawba Valley Community College (the “College”) is committed to providing a safe and secure environment for its students, staff, college visitors, and constituents, as well as a setting in which the College’s assets are protected. To that end, it is the policy of the College that employment offers (regardless of status as full or part-time, temporary, Faculty, or Non-Faculty) are subject to the College’s receipt of a satisfactory background report in order to facilitate informed hiring decisions.

Types of Background Checks Obtained

The College will obtain background checks on applicants/employees/volunteers/students as set forth below from a third party vendor (the “vendor”).  These background checks will be for employment, volunteer opportunities, and required curriculum purposes only and will consist of reports, in part, verifying information provided by the individual, such as name, aliases, current and former addresses, social security number, telephone numbers, etc.  The background checks also provide information pertaining to an individual’s criminal convictions at the felony and misdemeanor levels, civil matters, credit history, as well as driving records, as appropriate and in accordance with the law.

Guidelines

It is impossible to establish specific rules that account for all of the potential information that may surface from a background check.  However, the following guidelines will provide administration with principles for exercising appropriate discretion in administering the College’s background policy in a consistent, lawful and in an even-handed manner.

False or Misleading Information

Applicants/employees/volunteers/students must provide accurate information on their employment applications and during the employment process.  Applicants who provide false or misleading information will not be considered for employment or, if hired, will be disciplined, up to and including termination, upon the discovery of the false or misleading information.  Employees who provide false or misleading information or attempt to bypass the process will be disciplined, up to and including termination, upon the discovery of the false or misleading information.  Volunteers/students who provide false or misleading information will immediately forfeit their opportunity with the College and will be barred from future opportunities.  Examples include, but are not limited to:

  • Applicant states on the employment application that he or she has not been convicted of a felony within the past seven years, yet the background check confirms such a conviction.
  • Applicant/employee/volunteer provides a social security number that the background check reveals to be nonexistent or that cannot be verified as belonging to the applicant.
  • Applicant/employee/volunteer provides false credentials or qualifications.

Criminal Convictions

Although a disqualification is possible, a previous conviction does not automatically disqualify an applicant from consideration for employment with the College and will not be used to discriminate on any basis prohibited by law or by College polices.  The College will consider factors such as job responsibilities, age at the time of the offense, seriousness of the offense, bearing of the offense on an employee’s fitness or ability to perform one or more duties and responsibilities, the time that has lapsed since the occurrence of the offense, and any information produced regarding rehabilitation or good conduct to determine if the candidate may still be eligible for employment with the College.  However, generally, the College declines to select individuals whose criminal conviction histories indicate dishonesty, unreliability, or a potential for violence or sexual misconduct.  Examples of likely disqualifying criminal convictions include, but are not limited to, felony or misdemeanor convictions involving:

  • Child Abuse/Molestation/Child Endangerment.
  • Assault/Battery/Domestic Violence.
  • Theft.
  • Embezzlement/Forgery.
  • Sexual Assault/Stalking/Rape.
  • Criminal Mischief/Damage to Property/Vandalism.
  • Fraud/Deceptive Practices.
  • Weapons Violations.

Driving Records

The College requires that applicants/employees applying, or working in positions in which operating a motor vehicle is within the scope of the duties or responsibilities must have valid driver’s licenses.  For safety purposes, the College may disqualify applicants/employees whose driving records indicate an inclination toward unsafe driving practices.  The traffic violations that may disqualify applicants from employment include, but are not limited to:

  • Driving under the influence (“DUI”) or driving while impaired (“DWI”).
  • Vehicular manslaughter.
  • Negligent or reckless driving.
  • Excessive citations for speeding or other moving violations.

Bankruptcy

No decision will be based solely on an applicant or employee having ever filed for bankruptcy.

Procedure General Procedures

In order to ensure consistent application of this policy, the Department of Human Resources (“DHR”) will conduct background checks in accordance with the Fair Credit Reporting Act (“FCRA”) and any other pertinent laws. The DHR will provide the candidate with the Disclosure/Authorization Form.  The form should be returned to the Personnel office by fax, US mail, or directly to the Personnel office. A signed Disclosure/Authorization Form must be obtained before the criminal background report is initiated. The DHR submits an online request to the vendor.

  • If the results are clear, the DHR designee will notify the Search Committee to proceed with the interview and selection/hire process.
  • If the results are not clear, the Director of HR, or his designee, will discuss the decision with the Vice President of the job posting’s home division or specified designee.  To ensure that false or erroneous information has not been transmitted in the background report, and to comply with the FCRA, the following measures shall be taken:
    1. If withdrawal of an invitation for an on-campus interview or further consideration is being contemplated, the Director of HR or his designee will inform the candidate of the background report pursuant to the FCRA requirements. The Director of HR or his designee will provide the candidate with a copy of the background report, a copy of candidate’s rights under FCRA, and a pre-adverse action notice via certified mail, return receipt requested.
    2. The candidate/employee will be given an opportunity to address the concerns/issues revealed in the background report. The Director of HR will wait five (5) business days from the date the return receipt is signed, or ten (10) business days from the date the copy of the report is mailed, if the return receipt is not signed, before making an employment decision.
    3. If it is determined that a candidate will not be extended an on-campus interview and/or will not be further considered based upon information revealed in a background report, the Search Committee and/or decision maker may select another candidate for an on-campus interview. The Director of HR or his designee will notify the candidate that the invitation for an on-campus interview has been withdrawn. This notification must be sent certified mail, return receipt requested, and contain the following information:
    〈The name, address, and phone number of the Consumer Reporting Agency (“CRA”) that  provided the report, including a toll-free telephone number if the CRA compiles and maintains files on consumers on a nationwide basis.
〈A statement that the CRA did not make the adverse decision and is unable to give specific reasons why the adverse decision was made. 〈Notification that the applicant has the right to:
    • Obtain a free copy of the criminal background report.
    • Dispute the accuracy or completeness of any information in the report.
    • DHR will ensure that background check records are maintained in accordance with North Carolina law.

Obtained background information reports are to be treated as strictly confidential and can be requested and viewed only by authorized management personnel with a business need to do so, nor are they to be subject to public release unless otherwise required by statute or lawful subpoena. Background checks, including the authorization form, are to be retained in a separate file from personnel, applicant, or volunteer files. Managers and supervisors that violate this policy in the hiring or selection process are subject to disciplinary action, up to and including discharge.

Applicants

Candidates applying to vacancies posted on or after March 1, 2011, will have a criminal background check completed prior to beginning employment.  This policy applies to all vacant positions of all employment categories. No applicant may commence employment with the College unless and until either (1) the background check process has been completed or (2) in limited and extreme need situations, if approved in advance by the Vice President of the appropriate division.  In the limited situation where an exception is made, the offer of employment is contingent upon receipt of a satisfactory background check.  However, in no circumstance will an exception be made for applicants being considered to work with, in close proximity to, or to provide instruction to minor students or children under the age of 18 including, but not limited to, applicants seeking or being considered for a position in the Lab School, located on East Campus, Challenger High, and any of the four school systems partnered with the College: Hickory City, Catawba County, Newton-Conover, and Alexander County. Applicants are subject to a processing fee for the background check and must remit payment of the fee prior to the College conducting the background check.  Applicants refusing to pay the processing fee or provide their consent and authorization to a background check will be considered to have withdrawn their application at the College.

Current Employees

All full time faculty and/or staff continuously employed by the College prior to March 1, 2011 will be subject to a background check. No current full time employees (Faculty or Staff) subject to this policy may be reassigned or promoted within the College unless and until either: (1) the background check process has been completed or (2) in limited and extreme need situations, if approved in advance by the Vice President of the appropriate division. Exceptions:

  • In no circumstance will an exception be made for current employees (full-time, part-time or temporary) being considered for reassignment, promotion, or transfer to work with, in close proximity to, or to provide instruction to minor students or children under the age of 18 including, but not limited to, employees seeking or being considered for a position in the Lab School, located on East Campus, Challenger High, and any of the four school systems partnered with the College: Hickory City, Catawba County, Newton-Conover, and Alexander County.
  • Faculty and/or staff members who maintain a continuous employment relationship (as defined as lacking any formal legal separation) with the College for any two (2) year period from the date of their last background check will not be subject to additional background check during that two (2) year period.

Employees are not subject to a processing fee for the background check.

Volunteers

Volunteers applying to work with, in close proximity to, or to provide instruction to minor students or children under the age of 18 including, but not limited to, the Lab School, located on East Campus, Challenger High, and any of the four school systems partnered with the College: Hickory City, Catawba County, Newton-Conover, and Alexander County, are subject to a background check. No volunteer may commence employment with the College unless and until the background check process has been completed. Volunteers are subject to a processing fee for the background check and must remit payment of the fee prior to the College conducting the background check. Volunteers refusing to pay the processing fee or provide their consent and authorization to a background check will be considered to have withdrawn their opportunity to volunteer at the College.

Students

Students applying for work with the College or required as part of their educational curriculum to work with, in close proximity to, or to provide instruction to minor students or children under the age of 18 including, but not limited to, the Lab School, located on East Campus, Challenger High, and any of the four school systems partnered with the College: Hickory City, Catawba County, Newton-Conover, and Alexander County, are subject to a background check. Students are subject to a processing fee for the background check and must remit payment of the fee prior to the College conducting the background check.  Students refusing to pay the processing fee or provide their consent and authorization to a background check will be considered to have withdrawn their opportunity to work at the College. 

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5.51 Notification of Loss-Employees Family

Purpose

The death of any member of the College, or a member of their family, can profoundly affect many members of the CVCC community. The CVCC Notification of Loss of an Employees Family Member policy is concerned with the processes CVCC will undertake to ensure information is disseminated and proper consideration and support is provided to the employee affected.

Policy

At the request of the CVCC employee affected by a loss of a family member, Human Resources will notify employees, through the distribution of an email, of the loss. Human Resources can only discuss the loss with the CVCC employee and only release information authorized by the CVCC employee.

Procedures

Upon employee notification to Human Resources of the passing of a family member, Human Resources will prepare an Employee Notification of Loss communication which may include (1) the employee's name, (2) the name/relationship of the deceased, (3) date of loss, (4) funeral/memorial arrangements (5) additional information deemed appropriate by the employee and Human Resources for the specific situation.

 The Employee Notification of Loss will be communicated through CVCC’s email system.

Questions in regard to this policy should be directed to the Human Resources Department.

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Updated 07.30.2014: Employment