DVC
Classified Senate

Personnel Procedure 8009.00
GUIDELINES FOR CLASSIFIED STAFF PARTICIPATION IN INSTITUTIONAL GOVERNANCE AND OTHER AUTHORIZED COMMITTEE OR STAFF DEVELOPMENT ACTIVITIES

The Issue

What guidelines apply to time off for participation by classified employees in institutional governance and other authorized committee or staff development activities?

Procedure

1. The full pay of an employee shall be paid during the time spent by him/her during his/her regular working hours in any of the following activities provided that authorization, if required, has been obtained in advance:

• Classified Senate Meetings

• Entire Staff

• Representatives

• Task Force or Sub-group

• CEEP Committee Meetings

• Safety Committee Meetings College/District Staff Development Workshops

• Other Meetings or Workshops Approved by the Chancellor or President

2. Attendance at meetings or activities of the entire staff, including those scheduled for split sessions, does not require completion of the leave request form currently in use at each location, and the time off will not be recorded on the employee's monthly absence report. It is expected that the supervisor will maintain coverage in critical areas (e.g. switchboard, computer room, personnel, etc.) by use of hourly or student help as appropriate. Whenever a split session is scheduled, attendance will be scheduled by the supervisor to meet the functional needs of the department or office.

3. Attendance at meetings or activities for less than the entire staff will require advance approval by the employee's supervisor. Employees should submit the request for time off on the leave form currently in use at each location, and the time off will be recorded on the employee's monthly absence report using the code "E" (educational leave).

4. A manager will be designated for each meeting or activity with the responsibility for coordination. He/she will notify the supervisors of anticipated staff participants of the time, date and length of the activity at least three days prior to the scheduled date(s). One notice for the year may be provided for regularly scheduled meetings.

5. There may be times when a supervisor disapproves a leave request due to critical college/District requirements or needs. No denial shall be arbitrary or capricious. When any such request is denied, the supervisor shall, within five working days, furnish the employee in writing the reason(s) for such denial.

6. To facilitate participation by classified staff in institutional governance activities an allocation may be established for each location to which supervisors may charge any of the following categories of expense on an hour-for-hour basis for Classified Senate meetings as described in Section 1 of this procedure if coverage is needed and approved by the Chancellor or his/her designee for District Office staff or by the College President or his/her designee for college staff.

• Hourly Classified Employees · Temporary Personnel Agency Employees · Student Employees · Overtime of the Participating Staff Members 7. These guidelines are provided to avoid inequities in handling of employee requests as a result of decisions made on a decentralized basis and to encourage staff to participate while giving consideration to the work load, of their department or office and the need to share the opportunities for participation.

Personnel Procedure 8009.1
PROCEDURE FOR CLASSIFIED STAFF PARTICIPATION IN INSTITUTIONAL GOVERNANCE

The Issue

What procedures apply to time off for participation by classified employees in institutional governance?

Procedure

1. Classified Staff are dedicated to providing quality service to students, administrators, faculty and each other. It is in this spirit that staff agree to participate in the shared governance structure at each of the colleges and the District Office. Hence, developing Classified Staff participation guidelines is necessary to maintain and reinforce the structure of shared governance as supported by the Chancellor, presidents and management staff.
   
   Furthermore, all Classified Senate personnel will work with management to insure that normal, professional responsibilities are met along with their shared governance responsibilities. Classified staff recognize that students are our highest priority.
   
   Thus, in order to facilitate Classified Staff participation in institutional governance, staff development and in-service training, Classified Staff and Administration agree to the following:
    

2. Classified Staff members shall be granted time to participate by the Chancellor, presidents and management staff to attend the various sites Classified Senate meetings. Not to exceed two (2) hours monthly.
    

3. Notification of scheduled committee meetings from either the Classified Senate Council or designated Classified Staff members will be submitted at least 3 days prior to the scheduled meeting, in writing, to the supervisor/manager. President or designee will review yearly calendar of scheduled meetings.
    

4. Classified Staff designated to serve on regularly scheduled committees will be released to attend any emergency meetings for that committee on the provision the classified staff member orally notifies the manager of when the meeting was called.
    

5. To cover for Classified Staff time to participate, a manager may elect to provide a substitute. Costs of such coverage shall be funded from the district or college-wide Classified Senate budgets.
    

6. Committee participation by Classified Staff will adhere to the following guidelines, except where the Classified Staffs supervisor/manager agrees to a greater amount of employee involvement:
    

7. Classified Senate President

With an average of eight (8) hours weekly for office hours, administrative work, meetings and committees.

• District Governance Council Meetings

• District and College Council Meetings

• Classified Senate Coordinating Council Meetings.

• Additional committees as designated by Chancellor/College Presidents

8. Classified Senate Vice Presidents

With an average of four (4) hours weekly for office hours, administrative work, meetings and committees.

• District Governance Council Meetings

• District and College Council Meetings

• Classified Senate Coordinating Council Meetings.

• Additional committees as designated by Chancellor/College Presidents

9. Classified Senate Council Representatives
   
   With an average two (2) hours weekly for classified senate council meetings. Entitled to serve on a maximum of two standing committees.
    

10. Classified Staff At Large
     

11. Entitled to serve on a maximum of two college/district committees
     

12. The following offers further guidelines when committee participation will or will not count towards the two committee limit:

• Standing committees will count toward the two committee limit.

• Ad hoc committees created to address a specific site issues will count toward the two committee limit.

• Hiring committees will not count toward the two committee limit.

• Classified Senate meetings will not count toward the two committee limit.

When Classified Staffs job responsibilities require the employees participation on a committee, that committee participation will not count.

Participation in statewide Classified Senate activities is not intended to be covered by this policy for either time to participate or funding.

11/93; 3/94