Policies and Procedures

Category: Organization

Title: Developing, Revising, Abolishing Procedures

Number: RRPR 2 - 10

Approved: February 28, 2011

Effective: February 28, 2011

Revised: February 28, 2011

Reference:  none

Purpose:

The purpose of this procedure is to ensure systematic development, revision, or abolishment of procedures.  RRCC procedures are designed to implement the State Board for Community Colleges and Occupational Education Board Policies and System President’s Procedures as defined by the Colorado Community College System.

Scope:

This procedure applies to all RRCC’s procedures.  RRCC’s President’s Cabinet is responsible for maintaining, administering and updating all procedures.

Attachment: 

Procedure Template

Definitions: Procedure – A “step-by-step” explanation of the means by which policies, rules, and regulations are implemented.

GENERAL

• Ensure RRCC procedures are consistent with Colorado Community College System State Board Policies and System President’s Procedures.
• Maintain a current listing of all approved RRCC Procedures.
• Ensure that all employees and reviewing organizations have access to RRCC Procedures upon which to base their discussions, recommendations and/or actions.
• Involve appropriate College constituencies in developing, revising, or abolishing procedures.
• Promptly communicate procedure changes to all employees.

PROCESS

Procedures are developed, revised and abolished in the following manner:

• Any member(s) of the faculty, staff or constituency groups may recommend new procedures or changes to existing procedures. 
• All recommendations must initially be discussed with a member of President’s Cabinet and a determination must be made as to the appropriateness of proceeding with the recommendation.
• Recommending employee or his/her Vice President to draft policy.
• Draft will be submitted to the Director of Human Resources for review.
• Once approved, the Director of Human Resources will submit procedure to assistant to the president to be emailed to Collaboration Council members.
• Collaboration Council members will forward all recommendations to be reviewed by appropriate constituencies and their input solicited prior to being forwarded to Collaboration Council.
• Collaboration Council to review feedback and vote on implementation.
• Final recommendations must be submitted in writing to a member of President’s Cabinet.
• All new procedures must be formatted consistent with the attached template.
• All new procedures and procedure changes must be approved by President’s Cabinet.
• New procedures are numbered after final approval is made.
• New procedure is communicated to all staff by assistant to the president and then emailed to Marketing Department for posting on the Human Resources website.

COMMUNICATION

College procedures are accessible on the RRCC Website at http://www.rrcc.edu/human-resources/policies-and-procedures.  The President’s Assistant is responsible for assigning numbers to all new procedures, informing all staff of new and changed procedures and ensuring procedures are posted to the RRCC Website.  An archival copy of the College’s procedures is maintained by the President’s Assistant.

Category: College Personnel

Title: Employment Practices for Part-Time Instructors
Number: RRPR 3-11
Approved:  October 1, 2009
Effective: October 1, 2009
Revised: August 2009

Reference: 

• BP 3-10 Administration of Personnel
• SP 3-10 Employment Practices for Instructors

Purpose:
Pursuant to Board Policy, the following procedures are implemented for the selection, development, evaluation, workload and maintenance of employment records of instructors employed by Red Rocks Community College.

Scope:
Part-Time Instructors

Attachment:

none

Definitions:
Part-Time Instructors: Those hired to teach on a temporary as-needed basis at an hourly rate within a range established by the Board. Any one such appointment shall be for less than an academic year. Successive appointments may be made on an unlimited basis.  Instructors are subject to the terms of their appointment and have no benefits except those provided by law.   

RECRUITMENT AND SELECTION:

Personnel will recruit, pre-screen and forward qualified applications to department chairs. All applicant records will be maintained by the Personnel Office.

PROFESSIONAL DEVELOPMENT:

Every first-time instructor will be strongly encouraged to complete a compensated orientation session before or during his or her first semester of employment at the College. Every four calendar years after initial hire date, each instructor must complete a compensated institutional update.

PERFORMANCE FEEDBACK:

1. Full-time faculty will, on a regular basis, provide job-related feedback to part-time instructors, which will include, at a minimum, classroom observations.
2. The “Student Opinion of Instruction” will be administered to all classes.
3. Instruction will manage the distribution and evaluation, Personnel should still maintain the documentation. 

WORKLOAD:

1. Instructors will not exceed twelve (12) adjusted credit hours per term for fall and spring and 10 adjusted credit hours for summer. Instructors will not exceed 450 work hours per term. Teaching contact hours are calculated toward work hours on a two-to-one basis. Non-teaching hours (all non-teaching activities) are calculated on a one-to-one basis. Adjusted credit hours are calculated by taking the average of credits and contact hours. For example: the number of credit hours plus contact hours divided by two.
2. Any exceptions to these limits must be authorized in advance by the Vice President of Instruction and are valid for 1 semester only. This authorization must be in writing. It will be maintained in the instructor’s personnel file in the Personnel Office.

This includes work done for ANY Red Rocks’ activity. Part-time Red Rocks Community College instructional employees are allowed to teach (credit and non-credit), facilitate, monitor, assist or be involved in grants and special projects, etc.

MAINTENANCE OF EMPLOYEE RECORDS:

1. The Personnel Office will maintain all employee records.
2. The Office of the Vice President for Instruction will maintain credential and professional development records.

Download PDF of RRPR 3-11

Category: Personnel

Title: Transportation Costs for Employee Interviews
Number: RRPR 3-13
Approved: April 2, 2007
Effective: April 2, 2007
Revised: February 1, 2007

Reference:

SP 8-61b – Travel Policy
State Fiscal Rule 5-1 - Travel

Purpose:

To provide guidelines for reimbursement of travel expenses for newly hired employees of Red Rocks Community College.

Scope:

Attachment:

Travel Expense Reimbursement Form

Definitions:

Employment candidates who incur travel, rental car, lodging and/or meal expenses for interviewing and are subsequently employed by Red Rocks Community College may be eligible to receive expense reimbursement of up to $500.00. Candidates are responsible for purchasing their own airline, train or bus ticket and paying for rental car, lodging and meal expenses.  Those who travel by personal vehicle may also be eligible for reimbursement of expenses. 

Upon the first day of employment, reimbursement may be requested by completing a Travel Expense Reimbursement Form and attaching a copy of the appropriate ticket, lodging bill, charge slips or other documents showing payment of the expenses. Personal vehicle reimbursement is made according to State fiscal rules for miles traveled. Meals are reimbursed based on State fiscal per diem rules.

Reimbursement for transportation costs must be approved by the applicable President’s Cabinet member prior to submitting travel expense documents for processing. Exceptions to this procedure must be pre-approved by the College President.

Download PDF of RRPR3-13

Category: College Personnel

Title: Alcohol and Illegal Drug Usage on Campus
Number: RRPR 3-24
Approved:  April 16, 2007
Effective: April 16, 2007
Revised:April 13, 2007

Reference:

BP 3-24 – Drug Free Workplace
SP 3-24 - Implementation of Drug-Free Workplace

Purpose:

To provide a clear “no tolerance” guideline pertaining to the use of alcohol and/or drugs on all Red Rocks Community College campuses.

Scope:

All Red Rocks Community College buildings, areas, and grounds.

Attachment:

None

Definitions:

Alcohol: beer, wine, and all forms of distilled liquor containing ethyl alcohol. Use or possession of alcohol includes use or possession of any beverage, mixture, or preparation containing ethyl alcohol.

Drugs: any substance (other than alcohol) that has known mind- or function-altering effects on a person. These include, but are not limited to, substances prohibited or controlled by Colorado and federal controlled substances laws. A prescribed drug is any substance prescribed for the individual by a licensed medical practitioner, and which is used in the manner, combination, and quantity prescribed.

Controlled Substance: any drug listed in 21 U.S.C 812 and other federal regulations. Generally, these are drugs which have a high potential for abuse. Such drugs include, but are not limited to, heroin, cocaine, marijuana, PCP and “crack.” They also include “legal drugs,” which are not prescribed by a licensed medical practitioner, or are prescribed legally but used illegally.

The use of alcohol, illegal or illegally obtained drugs or controlled substances is prohibited. Illegal possession, manufacture, use, sale, or transfer of a controlled substance on state property or during work hours by employees is prohibited.

Red Rocks Community College reserves the right to request drug or alcohol testing if there is reasonable suspicion of usage while on the job or on campus.

Refusal by an employee or group of employees to submit to testing where there is reasonable suspicion based on specific objective facts or refusal by an employee in a safety-related position who has been requested to submit to testing by his/her supervisor with the approval of the appointing authority or his/her authorized designee, is considered a violation of this policy and will be cause of management/supervisor intervention that may result in referral to mandatory treatment and/or to corrective or disciplinary actions up to and including termination.

Download PDF of RRPR 3-24

Category: Personnel

Title: Academic Ranks and Titles
Number: RRPR 3-35
Approved: April 1, 2008
Effective: April 1, 2008
Revised: March 2,2023

Reference:

This policy permits a faculty member to use a title reflecting three levels of academic rank. It also defines the titles that may be used throughout the duration of each level.

Purpose:
Establishes a process for authorizing changes in ranks and titles

Scope:
Regular Full-Time Faculty

Application Form:

Application for Change to Academic Rank/Title (Formstack)

Faculty Ranks

A faculty member may use the following titles:

• Level I - Faculty, Assistant Professor
• Level II - Faculty, Associate Professor
• Level III - Faculty, Professor

Advancement: Faculty may apply for advancement during their final year in any level. The Faculty Senate shall request applications for advancement each year during the month of February. It is the individual faculty member’s responsibility to apply to Faculty Senate via the form below and provide all required documentation. The following outlines requirements for advancement from one level to another. Note: Below, “years” refers to full academic years.

• Level I - Faculty, Assistant Professor
  • All newly hired faculty, with the exception of limited faculty, are placed in Level I.
• Level II - Faculty, Associate Professor
  • After five years of employment in Level I, a faculty member shall be eligible for advancement to Level II.
  • A faculty member may only substitute up to two years of employment. The faculty member must hold a full-time position at RRCC for a minimum of three years and have been granted non-provisional status (per BP 3-20) before advancement to Level II will be considered.
  • In order to gain advancement, the faculty member must demonstrate faculty evaluations of at least “commendable” in each of the three previous years. 
  • Regular faculty who have taught at any CCCS institution part time may substitute thirty credit hours taught at the college, while part time, for one year of employment in Level I, up to a maximum of 60 credits/2 years. 
  • A faculty member may request that previous full-time college-level teaching experience count toward service in Level I, up to a maximum of two years.
• Level III - Faculty, Professor
  • After four years of employment at RRCC at Level II, a faculty member shall be eligible for advancement to Level III. No substitutions may be made for these four years of employment.
  • In order to gain advancement, the faculty member must demonstrate faculty evaluations of at least “commendable” in each of the three previous years. 

A faculty member shall be entitled to continue using whatever rank they were entitled to use on the effective date of this policy. Incoming faculty from CCCS colleges without a similar rank and title system may apply directly to Level II or Level III without passing through lower levels if their CCCS employment meets the cumulative requirements for the level to which they are applying.

While it is the faculty member’s responsibility to use the appropriate title, Faculty Senate shall authorize changes in rank for an individual faculty member after reviewing their eligibility for a higher rank. Records of each faculty members’ title shall be held with RRCC Human Resources.

Applications made during the 2022-23 and 2023-24 academic years: Faculty members applying for advancement during the 2022-2023 or 2023-2024 may apply for direct advancement to Level III if they meet of the requirements to advance to Level II and have a minimum of 9 total years of service, 7 of which must have been served as a full time RRCC Faculty member. 

Category: College Personnel 

Title: Faculty Performance Plan
Number: RRPR 3-45 (Revised July 13, 2016)

FACULTY PERFORMANCE PLAN OVERVIEW

Red Rocks Community College is committed to delivering outstanding educational opportunities to those whom it serves. All employees are evaluated on their contribution to the college’s mission of developing and supporting life-long learners. To ensure the highest quality of educational services, the faculty are committed to ongoing performance assessment and improvement. The Faculty Performance Plan is designed to provide overall performance feedback through established performance objectives, the use of year-end self-report, supervisory evaluation, official job description, classroom visitation, and Student Opinion of Instruction. This comprehensive approach to evaluation is used to reward excellence and directly link job performance to pay.

ESTABLISHING PERFORMANCE OBJECTIVES

Using the Faculty Performance Planning and Evaluation Form (Appendix A), faculty members write performance objectives for the two evaluation categories of Teaching and Service. Performance objectives should be written in specific terms that produce measurable results, and which identify the value added to the institution.  Performance objectives may be amended during the year with the approval of the supervisor and faculty member. Performance objectives should be formulated based on the following:

1. State Board priorities
2. The College’s Strategic Plan, instructional and departmental goals
3. The past year's evaluation, growth plan and performance objectives
4. The Statement of Faculty Excellence (Appendix B)

Performance objectives, as established by both parties, need to include teaching and service for the upcoming evaluation period. These performance areas are defined as:

Teaching (Weight = 70%)
The evaluation of teaching will include but will not be limited to consideration of student evaluations and direct observation by supervisors. Evaluators should consider all the following components of teaching: class structure and organization; course materials, demonstrated currency in the field and in teaching methodology; presentation skill; professional and courteous interaction with students; availability to students during office hours; student engagement; and promotion of student achievement.

In addition, evaluators should consider other factors that may be relevant based on the faculty member's job description, responsibilities and individual and college/department goals. These may include, but are not limited to: assessment of student learning; documented teaching and curriculum improvement based on assessment results; incorporation of course, program, and college student learning outcomes; incorporation of student retention strategies; and integration of technology into course work as appropriate to the discipline.

Service (Weight = 30%)
Service includes fulfilling the mission and goals of the college outside of the classroom. Components of service to be considered in the evaluation should be based on the faculty member's job description, role, goals, and documented responsibilities. These may include but are not limited to departmental service, including curriculum coordination and development, advising and outreach, administrative assignments, and committee work; system, college-wide and campus committee work; sponsoring and participating in student activities; and attendance at college activities and events. Additional activities may include serving as the college representative on a local board or commission, making community or professional presentations, serving as a liaison to local schools, or serving as an elected or appointed member of local boards.

Service also includes professional and courteous interaction with colleagues, staff and community as typically demonstrated by active engagement, collaboration, and constructive cooperation in department and college activities. This shall not diminish lively, critical debate which is both necessary and appropriate in an academic institution.

Modification of Factor Weights
Factor weights may be modified for circumstances such as: provisional faculty; reduced teaching loads; department chairs /faculty on special assignment; or special projects, such as accreditation or where performance concerns have been identified. The modified weights will be specified and justified in the Faculty Performance Plan.

The evaluation period normally begins with the fall semester and continues through the spring semester. Faculty members will send their completed Faculty Performance Planning and Evaluation Form outlining their proposed performance objectives to their supervisor at least one week prior to the Initial Conference.

DEFINITIONS OF PERFORMANCE RATINGS 
 

Exemplary

To receive a rating of "Exemplary," a faculty member must demonstrate performance beyond "Commendable" in both teaching and service. Evidence of exemplary performance must be documented within the performance evaluation.

Examples of the kinds of combinations of qualities or activities an "Exemplary" teacher might demonstrate include, but are not limited to: exceptional skills in both instructional delivery and course design and planning; engaging students at a high level; demonstrating a strong commitment to using assessment data to guide revision of his or her teaching methods to improve student outcomes; leading the integration of technology into the classroom; and/or developing quality courses or curriculum either in the classroom or online. 

For service, exemplary faculty typically perform their department and discipline responsibilities at a high level or take active leadership on initiatives that are consistent with college or department goals. Examples of the type of efforts that might characterize exemplary service include, but are not limited to: effective leadership in college or system committees; developing and maintaining significant relationships in the community (with institutions such as K-12 districts, other colleges, or key business partners); making a contribution to their field of study, such as in published work, presentations, or service in a professional organization; and/or leadership in broader college initiatives that improve teaching and learning.

Exemplary service should be consistent with the faculty member’s performance plan.

Commendable

To receive a rating of "Commendable" a faculty member demonstrates competence in teaching and service, abides by all college guidelines and CCCS policies and procedures and meets department, college, and board goals related to his or her area of responsibility, including performance objectives defined in his or her performance plan.

Commendable faculty members meet basic instructional requirements, including following curriculum guidelines, college and department syllabus policies, assessment requirements and deadlines for schedules and grades.  They demonstrate currency in the field and in teaching methodology. They demonstrate skill in both instructional delivery and course design and planning, as well as a commitment to continuous improvement of student learning outcomes, including meeting college guidelines for assessment of student learning.

Commendable faculty members engage actively in service such as serving on department and college committees, engaging in department and college functions and activities, advising students as appropriate and demonstrating professional and courteous behavior. They also meet the critical duties of their assigned roles.  For example, if charged with managing a program, they meet all basic program requirements, including holding productive advisory committee meetings and appropriately advising students. Or, if charged with hiring and mentoring part-time instructors, they provide appropriate screening, orientation, and supervision, including classroom observations.

Needs Improvement

A faculty member "Needs Improvement" when he or she does not meet the criteria of a "Commendable" performance rating in either teaching or service - he or she fails to competently meet the teaching or program management standards outlined above or in college guidelines, fails to provide significant service to the college or department, or violates the expectation of professional and collegial behavior.  Any disregard for or violation of established CCCS policy or procedures or college guidelines may also result in this rating.

INITIAL CONFERENCE

Faculty members meet with their supervisors to agree upon performance objectives. The conferences must occur between August 15 and October 1 of each academic year. New faculty members will have this conference as soon as possible after being hired.

CLASSROOM VISITATION

Supervisors conduct annual classroom visitations for all faculty prior to the Summary Conference. For provisional faculty, supervisors conduct one classroom visitation each Fall and Spring semester for the first two years of employment. It is the expectation that supervisors will also conduct annual classroom visitations for all limited faculty.

Classroom visitations will be conducted using the Classroom Visitation Form (Appendix C). Supervisors and faculty members should mutually agree upon dates and times of classroom visitations. More frequent visits may be initiated at the supervisors’ or faculty members’ discretion, but will be preceded by a note of explanation.  

The faculty member will receive a copy of the completed Classroom Visitation Form within one week of the visit. The Classroom Visitation Form will be signed by the faculty member and returned to the supervisor within one week of receipt.   

MID-YEAR STATUS REPORT

All faculty members must submit a mid-year status report to their supervisor using the Faculty Performance Planning and Evaluation Form by January 31. Supervisors will acknowledge receipt of the mid-year status report and state any concerns using the space provided on the form. Faculty members who received a “Needs Improvement” rating for the prior evaluation and all provisional faculty must meet with their supervisor by January 31 to discuss the mid-year status report and be evaluated on their progress. Consistent with State Board Policy 3-20, this evaluation will be considered the second evaluation period for those faculty who received a “Needs Improvement” on their prior evaluation. In all cases, the completed Faculty Performance Planning and Evaluation Form will be completed by the supervisor and emailed back to the faculty member within one week of submission of the form or the meeting.

YEAR-END SELF-REPORT

Faculty members must submit their Faculty Performance Planning and Evaluation form, reporting on the status of their performance objectives for the evaluation period. A written description of how each objective has been met must be included. Significant College activities in addition to performance objective accomplishments should also be included. This document must be submitted to supervisors at least one week prior to the Summary Conference. The document serves as a basis for discussion between the faculty member and the supervisor during the Summary Conference.  

SUMMARY CONFERENCE AND SUPERVISOR’S EVALUATION

The summary conference must occur between April 15 and June 15. The supervisor’s overall performance summary and overall performance evaluation rating will be completed and available for discussion and review at the summary conference. Supervisors provide a written evaluation and an overall performance rating determined by performance in all appropriate areas of responsibility, using the definitions of performance ratings provided above.  

During the summary conference, the faculty member and supervisor will discuss the faculty member’s overall performance with regard to performance objectives, official job description, year-end self-report, supervisors’ personal observations, classroom visitation, Student Opinion of Instruction (Appendix D), as well as the supervisor’s evaluation.  In addition, faculty members should be prepared to discuss their job satisfaction (what the supervisor and college could do to increase/improve performance, morale and job satisfaction), their strengths, professional growth, service activities and any potential areas of improvement.  

Faculty members receiving an overall evaluation rating of “Needs Improvement” will be provided with a detailed explanation. These faculty members, in concert with their supervisors, will develop self-improvement plans, including timelines, by the mid-year status report.

Supervisors submit the completed Faculty Performance Planning and Evaluation Form (signed by the faculty member and the supervisor) to the Vice President of Instruction no later than one week after the Summary Conference. A final copy of the completed and signed Faculty Performance Planning and Evaluation Form (signed by the faculty member, their supervisor, and the Vice President of Instruction) will be sent to the faculty member no later than August 1.   

APPEAL

Faculty members who believe they have not been evaluated fairly may request a review of the written evaluation and overall performance rating. 

To trigger a review, a faculty member must write a rebuttal of the summary evaluation in support of their concerns (no more than 1500 words) and submit the rebuttal to the Vice President of Instruction. The deadline for submission of the rebuttal to the VPI is 7 calendar days after the summary conference.  This rebuttal will become a permanent part of the evaluation. Within 7 calendar days of the submission of the rebuttal, the faculty member and the VPI must meet to discuss the evaluation rating and rebuttal, and the VPI will respond in writing directly following this meeting.

If resolution is not reached at this level, a faculty member may request a review of the evaluation and rebuttal by the College President. The deadline for requesting this review is no later than 7 calendar days after receipt of the VPI response. Within 7 calendar days of this request, the faculty member will meet with the President to discuss their evaluation rating, and the President will respond in writing. The faculty member may have an individual of their choosing also attend the meeting, however, that individual may not speak for the faculty member. The President reserves the right to consult with any other parties for the purposes of gathering information. Per Board policy, the final determination of an evaluation appeal rests with the College President.  

If mutually agreed upon by all parties, the timeline and deadlines outlined above can be altered.

TIMELINE

It is the professional responsibility of all parties involved in the performance evaluation process to follow all timelines. If faculty members do not meet deadlines for the Initial Conference or the Mid-Year Status Report, supervisors may use this information in formulating Summary Evaluations. If a supervisor fails to meet established deadlines, faculty members should notify the Vice President of Instruction immediately. Any faculty members’ appeals received after established deadlines will be denied.

Proposed Performance Objectives
One week prior to initial conference

Initial Conference
August 15 through October 1

Mid-Year Status Report
January 31

Faculty Year-End Self-Report
One week prior to summary conference

Summary Conference
April 15 through June 15

Supervisor's Evaluation
Time of summary conference

Final Signed Copy of Evaluation
No later than August 1

Appendix A
Faculty Performance Planning and Evaluation Form

Appendix B
RRCC Statement of Faculty Excellence

Appendix C
Classroom Visitation Form

Appendix D
Student Opinion of Instruction

Category: Personnel

Title: Employee Grievances (Non-Classified)
Number: RRPR 3-50
Approved: 05/09/12
Effective: 05/09/12
Revised: 04/13/2022

Reference:

Board Policy 3-50, SP 3-50a:  Employee Grievances

Purpose:
In the interest of equitable and efficient operation of Red Rocks Community College (RRCC), employees of the College shall be afforded a mechanism by which grievances can be resolved at the earliest opportunity.

Scope:
This procedure applies to Administrator/Professional Technical employee(s), Faculty Adjunct Instructor(s), hourly employee(s), which would include student hourly’s and work-study’s. This procedure shall not apply to College Presidents or Classified employee(s). 

Classified employee(s) should follow the Department of Personnel Board Rules to file a grievance. https://spb.colorado.gov/forms-and-filing

Basis:
The System president shall establish grievance procedures for when a CCCS Employee(s) feels an action(s) violates or inequitably applies Board Policies (BP), System President’s Procedures (SP), or College Procedures and which adversely affects the employee’s working conditions. SP3-50a

If the basis of the claim is discrimination and/ or harassment based on federal or state civil rights laws, the student must file a grievance under the Civil Rights Grievance and Investigation Process. If the accused (respondent) is a student, please refer to SP 19-60a. If the respondent is a CCCS Administrator/Professional Technical employee(s), Faculty or Adjunct Instructor(s), Classified employee(s), hourly employee(s), which would include student hourly’s and work-study’s (CCCS employee(s)), authorized volunteer(s), guest(s) or visitor(s), please refer to SP 19-60a.   

The System President delegates to each College President the responsibility to ensure the grievance procedures are implemented at their college. The System President will be responsible to ensure this procedure is implemented at the CCCS central office for central staff employees.

Attachment:

RRPR – 3-50a - (Appendix) Employee Grievances Incident Report Form

Definitions:

Complainant:  is a person who is subject to alleged inequity as it applies to Board Policies, System President’s Procedures, or College Procedures. For purposes of this procedure, a complainant is an RRCC Employee, with the exception to classified employees. Classified employees shall follow the grievance procedure established under the State of Colorado Personnel Rules. 

Respondent: is a person whose alleged conduct is the subject of a complaint. For purposes of this procedure, a respondent can be a CCCS Employee(s), authorized volunteer(s), guest(s), visitor(s), or college.

Appointing Authority/Disciplinary Authority:  is the individual with the authority or delegated authority to make ultimate personnel decisions concerning a particular employee. A Disciplinary authority is the individual who or office that has the authority or delegated authority to impose discipline upon a particular employee. This individual will be collectively referred to as the “Appointing Authority”.  The College President has designated the Director of Human Resources/Title IX Administrator as the appointing authority for the college. 

Grievable Offenses:  Except as noted herein, an employee may grieve any action which violates or inequitably applies Board Policies, System President’s Procedures, or College Procedures and which adversely affects the employee's working conditions.

Claims of discrimination and/or harassment based on federal or state civil rights laws are not covered under this procedure. Such claims are processed pursuant to SP 19-60 Civil Rights and Sexual Misconduct Resolution Process.

https://cccs.edu/policies-and-procedures/sp-19-60a-civil-rights-and-sexual-misconduct-resolution-process/

Nongrievable Matters:

The following matters are not grievable under this policy except as noted:

• Matters over which the employer is without authority to act.
• Evaluations (See Board policy on evaluations).
• Dismissals, nonrenewals, reductions-in-force, suspensions, disciplinary actions (See Board policies on due process).
• Reassignments except that a reassignment of a Regular Faculty member which results in a reduction in pay or a loss of due process rights shall be grievable.

Filing a Complaint:  All complaints shall be made as promptly as possible after the occurrence. A delay in reporting may be reasonable under some circumstances; however, an unreasonable delay in reporting is an appropriate consideration in evaluating the merits of a complaint or report.  

Procedure:

Employees must timely submit all grievances in writing (see attachment) to the Director of Human Resources. All grievances shall be assessed by the preponderance of evidence standard. The Director of Human Resources or their designee will be the investigator(s) over the complaint. 

The investigator(s) shall initially determine whether the complaint is grievable or non-grievable.

• If grievable, the investigator(s) shall inform the complainant and respondent of the grievance.
• If the investigator(s) determines the complaint is not grievable, s/he shall inform the complainant of this decision in writing. This decision is final.

Informal Process:

Before pursuing a formal complaint process, every reasonable effort should be made to constructively resolve the issues with RRCC employees and students at the informal level. The investigator(s) shall be the facilitator over the informal resolution process. If informal resolution is not successful, the investigator(s) shall open a formal grievance case.

Formal Process:

The investigator(s) will contact or request a meeting with both the complainant and respondent. Both parties will be given the opportunity to discuss the allegations of the grievance and may offer any documentation, witnesses, or other materials in support of the complaint. 

During this meeting, neither party may have a representative, including attorneys or law students (legal counsel). The only exception to this rule is if there is civil or criminal action(s) pending specifically related to this grievance, both parties may be represented by legal counsel during these proceedings. Under those limited exceptions, the legal counsel’s role shall be advisory only. The party represented by legal counsel must notify the investigator(s) forty-eight (48) hours in advance of any scheduled meeting so that the investigator(s) can notify the other party. These procedures are entirely administrative in nature and are not considered legal proceedings. 

No audio or video recording of any kind other than as required by institutional procedure is permitted.

The investigator(s) may also contact or request a meeting with relevant college staff, students, or others as part of the investigation.

At the investigator’s discretion, the investigator(s) may discontinue meetings with anyone that is causing disruption, and will proceed to make a determination based on the information known at that time.

Based on the preponderance of evidence, the investigator shall issue a decision, in writing, to both the complainant and respondent. The decision shall reject or grant the grievance and make recommendation(s) to resolve the issue(s). The complainant and respondent shall be advised of his/her right to appeal the decision, subject to the grounds below, by filing a written appeal with the investigator within seven (7) calendar days of service of the decision. 

In the event of an appeal, the investigator shall give written notice to the other party to allow him/her the opportunity to submit a response in writing. The investigator will also draft a response memorandum (also shared with all parties). All appeals and responses are then forwarded to the appointed appeals committee for initial review to determine if the appeal meets the limited grounds and is timely. The original finding will stand if the appeal is not timely or substantively eligible, and the decision is final. If the appeal has standing, the documentation is forwarded for consideration. The party requesting appeal must show error as the original finding is presumed to have been decided reasonably and appropriately. The ONLY grounds for appeal are as follows:

1. A procedural or substantive error occurred that significantly impacted the outcome of the decision (e.g. substantiated bias, material deviation from established procedures); or
2. To consider new evidence, unavailable during the original complaint or investigation, that could substantially impact the original finding. A summary of this new evidence and its potential impact must be included in the written appeal.

If the appeals committee determines that new evidence should be considered, it will return the complaint to the investigator to reconsider in light of the new evidence, only. 

If the appeals committee determines that a material procedural or substantive error occurred, it may return the complaint to the investigator with instructions to reconvene the hearing to cure the error. In rare cases, where the procedural or substantive error cannot be cured by the investigator in cases of bias, the appeals committee may order a new grievance hearing be held by a different individual acting in the place of the designated investigator.  The results of a reconvened hearing cannot be appealed. The results of a new hearing can be appealed, once, on the two applicable grounds for appeals. 

Special Grievance Process Provisions

RRCC as Complainant: As necessary, RRCC reserves the right to initiate a complaint, to serve as complainant, and to initiate conduct proceedings without a formal complaint by the victim of misconduct.

Standard of Proof: RRCC will use the preponderance of evidence standard in the grievance proceedings, meaning, RRCC will determine whether it is more likely than not the incident occurred.

False Reports: RRCC will not tolerate intentional false reporting of incidents. False reporting could lead to disciplinary action, up to and including termination for employees, and expulsion for students.

• For RRCC employees, false reports will be considered a violation of BP 3-70, Code of Ethics.
• For students, false reports will be considered a violation of the college student code of conduct.

False reporting may also be a violation of state criminal statutes and civil defamation laws.

The Parties do not have the right to be represented by legal counsel during these proceedings except in the case where civil or criminal actions concerning the grievance are pending and in that case the legal counsel's role shall be advisory only. The party represented by legal counsel must notify the investigator(s) forty-eight (48) hours in advance of any scheduled meeting so that the investigator(s) can notify the other party.

Retaliatory Acts:

If any person who files a grievance, or any person who testifies, assists or participates in a proceeding, investigation or hearing relating to such grievance, feels they are being subjected to retaliatory acts, they may report such incidences to RRCC Human Resources.

It is a violation of this procedure to engage in retaliatory acts against any person who files a grievance or any person who testifies, assists or participates in a grievance proceeding, investigation or hearing relating to such grievance.  Such acts will be subject to discipline, up to and including expulsion for students, termination for RRCC employees, and dismissal for authorized volunteers, guests or visitors.

Revising this Procedure:
RRCC reserves the right to change any provision or requirement of this procedure at any time and the change shall become effective immediately. 

Appeal Committees: For faculty, the appeal committee process will follow the peer review process as outlined in BP 3-20. Administrator/Professional Technical (APT) Appeal committees will be comprised of three APT employees to be chosen by the college president in the event that an appeal is filed by the complainant or respondent

Download PDF of RRPR 3-50

Category: Personnel

Title: Civil Rights Grievance and Investigation Process
Number: RRPR/HROG 3-50b
Approved: 05/09/12
Effective: 05/09/12
Revised: 09/22/14

Attachment:

RRPR/HROG 3-50b can be downloaded here

Category: Personnel

Title: Faculty Compensation Plan
Number: RRPR 3-55
Approved: May 14, 2007
Effective: May 14, 2007
Revised: April 3, 2014

Reference:

RRPR 3-55 - Faculty Compensation Guidelines and Plan
BP 3-10 - Administration of Personnel
BP 3-55 - Faculty Professional Advancement and Salary Plan

Purpose:
The Red Rocks Community College (RRCC) Faculty Compensation Plan aligns with CCCS Board policy, which is to promote teaching excellence. The compensation plan integrates faculty evaluation and compensation in such a manner so as to promote exceptional pedagogical practices and service to community.

Scope:
This procedure applies to all regular, benefits-eligible faculty.

DEFINITIONS

Base Salaries: The sum of all faculty salaries in a performance plan year, excluding vacant positions, temporary appointments, and departing faculty.

Salary Pool Increase Percentage: The percentage that faculty base salaries are funded to increase in one year, as determined by CCCS and/or RRCC.

Faculty Salary Pool: The total amount of dollars allocated by RRCC administration to Faculty salary increases. This amount is determined by multiplying Base Salaries by the Salary Pool Increase Percentage.

COMPENSATION
The RRCC Faculty Compensation Plan provides for annual compensation increases for those faculty that receive the rating of Commendable or higher as defined in SP 3-55. The Faculty Salary Pool, base-building salary increases, and non-base building salary increases adhere to those guidelines set forth in SP 3-55.

RRCC understands the inimitable value that quality faculty bring to the teaching and learning process of our students. As a result of this knowledge, the primary objectives of the Faculty Compensation Plan are as follows:

1. Reward commendable and exemplary faculty at a level deserving of such efforts by clearly connecting rewards to performance.
2. Retain key talent by rewarding high levels of compensation to high-performing faculty.
3. Reduce compression issues between senior faculty and new faculty.
4. Maintain internal equity among current faculty while ensuring external competitiveness and legal compliance.
5. Provide for simple administration and ease of understanding for all parties involved.

The Faculty Salary Pool will be distributed as follows:

• The raise for a faculty member who earns a rating of Commendable is 90% of the Salary Pool Increase Percentage multiplied by the faculty member’s annualized salary.

  Example:
  Salary Pool Increase Percentage = 5%
  5% x .90 = 4.5%
  Faculty Member Raise = Faculty Member Annualized Salary x 4.5%

• The raise for a faculty member who earns a rating of Exemplary is 100% of the Salary Pool Increase Percentage multiplied by the faculty member’s annualized salary. In addition, all Faculty Salary Pool dollars that are not allocated after calculating the raises for faculty with the rating of Commendable and Exemplary will be distributed as equal dollar amounts amongst faculty with a rating of Exemplary.

  Example: 
  Salary Pool Increase Percentage = 5%
  Faculty Member Raise = Faculty Member Annualized Salary x 5% + Remainder (in equal dollar amounts)

• Faculty who earn a Needs Improvement rating receive no raise.

Please see the Addendum “Application of RRPR 3-55” for an example application of this plan.

Category: College Personnel

Title: Internship & Independent Study, Full-Time Faculty & Part-Time Instructors and Compensation Schedule
Number: RRPR 3-57
Approved:  April 16, 2007
Effective: April 16, 2007
Revised: March 14, 2007

Reference:

Purpose:
To provide payment guidelines for internship and independent study instruction.

Scope:
Part-time instructors engaged with internships or independent study, and full-time faculty providing internships or independent study opportunities on an overload assignment.

Attachment:

BP 3-55 - Faculty Professional Advancement and Salary Plan
SP 3-55 - Faculty Pay Plan
BP 3-56 - Employee Compensation other than Base Salary and Benefits

Definitions:
Internships:  provide students with an opportunity to work in a job that is directly related to their particular field of study, while bridging that important gap between classroom instruction and practical work experience.

Independent Study:  An intensive study and/or research on a topic under the direction of a qualified faculty member.

The following compensation schedule will apply to those employees overseeing internship students and independent study students:

The pay will be calculated at five non-teaching hours at the established non-teaching rate (1/2 the current teaching rate) for each student enrolled in an internship or independent study.

For part-time instructors subject to limits on hours and credits taught and worked per semester, this assignment will be considered non-teaching.

Payment will be awarded when a grade is issued to the student.  It is the responsibility of the employee to request compensation.

Full-time faculty overseeing internship students or independent study students will be compensated in accordance with this procedure, unless it is part of their regular workload.

Download PDF of RRPR 3-57

The RRPR 3-61 .pdf download is found here

Category: College Personnel

Title: Departmental Leadership Team
Number: RRPR 3-67
Approved: September 25, 2007
Effective: September 25, 2007
Revised: February 15, 2007

Purpose:

To develop a structure that enables departments to shape their responsibilities and accountabilities in response to their collective goals and the College's strategic plan.

Scope:
Full-Time Faculty, Professional Technical Staff

The department leadership team procedure will outline the following goals:

• Faculty/Pro-Tech involvement with all areas of the College;
• Increased integration of part-time instructors into departments;
• Greater efficiency of departmental operations through broader involvement of department members;
• Stronger connections with the community;
• Departmental responsiveness to institutional goals and community needs;
• Increase student and graduate satisfaction with programs and program outcomes;
• Departmental compensations are assigned to the departments by the vice president based upon qualitative and quantitative criteria, including FTE; number of part-time instructors; number of prefixes; and other complexity factors.
• Each department will elect one leader for a two-year term by May 1st of each election year by a majority affirmative vote of the department members and approval by the division dean. Leaders may be chosen from outside the department if there is no majority affirmative vote. A tie or lack of majority affirmative vote will be resolved by the division dean. The 12-month leader cycle is defined as the day after the end of spring semester through the last day of spring semester.
• The vice president will appropriate additional funds for special projects, e.g.; program innovation and development, based upon an RFP process.

In unusual circumstances, the college president may appoint the Department Leader at their discretion.

Download PDF of RRPR 3-67

Category: College Personnel

Title: Emeritus Status
Number: RRPR 3-69
Approved:  April 2, 2007
Effective: April 4, 2007
Revised: February 18, 2014

Reference: 

State Board Policy BP 3-10 Administration of Personnel

Purpose:
To recognize retired faculty members who made significant contributions to the College while employed.

Scope:
This procedure applies to retired RRCC faculty members.

Attachment:

Faculty Emeritus Nomination Form

Definitions:
Faculty – college employees whose assignment is comprised at least one-half of duties as a teacher, which may include program coordination/ development, and related activities. Counselors and librarians holding faculty contracts prior to July 1, 1995 shall also be covered by this policy. 

Criteria to be used in Determining Eligibility

The following criteria shall be used to determine eligibility for emeritus status:

• Emeritus status may be granted a faculty member after entering retired status with a minimum of fifteen years full-time service with Red Rocks Community College.
• Eligible employees include all retired faculty members with full professor rank.
• Service to the College must be judged exemplary by Faculty Senate and the President. The receipt, by the candidate for emeritus status, of a rating at the “commendable” or “exceeds expectations” level,or better, for a minimum of eight years, as certified by the candidate, shall satisfy this requirement.
• The individual must have made contributions, which are generally accepted as resulting in a significant contribution, advancement, or positive impact to the College, students, or community. The granting of emeritus status to faculty shall be based on performance in the same general areas considered during evaluations throughout their careers: teaching effectiveness, professional contributions, service and support to the College and its community.

Nominations for Emeritus Status

The Faculty Senate shall initiate an annual request for nominations from the College community for the emeritus status. Nominations are encouraged from any member of the College community who believes that an individual may be qualified. Each nomination ideally should include a list of accomplishments and examples that demonstrate the fulfillment of criteria established for this designation. Faculty Senate will verify, through Human Resources, the individual’s qualifications. Faculty Senate shall then review all qualified nominations and, if suitable candidate(s) are identified, shall make recommendation to the Vice President for Instruction who shall in turn make recommendation to the President. 

Award of Emeritus Status

The President shall award emeritus status, upon the recommendation of the Faculty Senate and the Vice President of Instruction.

Rights, Privileges and Responsibilities of an Emeritus Faculty

In addition to any generally available rights and privileges for retired personnel, rights and privileges of emeriti faculty shall include the following:

• Listing in College catalogs
• College mailbox, 500 business cards
• Inclusion as a member of the commencement platform party for the year following appointment. The new emeritus status will be acknowledged during the introduction of the platform party;
• Receive invitations to participate in College public ceremonies such as academic processions, convocations, and appropriate social functions; and
• Use of the title of Professor Emeritus, Red Rocks Community College.
• Serve as an ambassador for the college at mutually agreed upon events within the community
• Serve as a resource related to his/her professional activities.

Discontinuance of Emeritus Status

Human Resources shall annually contact each emeritus faculty member to determine if he/she desires to continue emeritus status. Human Resources shall terminate emeritus status upon request of the emeritus faculty, failure to respond to the contact within six months, or when it is in the best interests of the College.

Download PDF of RRPR 3-69

The RRPR 3-73 Procedure can be downloaded here

Category: Personnel

Title: Full-Time Instructional Faculty Workload
Number:  RRPR 3-80 Approved: November 1, 2011
Effective: November 1, 2011 Revised: May23, 2016

Reference:
BP 3-80, Teaching Faculty Workload
BP 3-31, Faculty Evaluations
SP 3-31, Evaluation of Faculty Job Performance
BP 3-20, Due Process for Faculty

Purpose: To set forth expectations for faculty workload, both on and off campus

Scope: Regular Faculty

Attachment:

Faculty Performance Planning
Faculty Performance Planning and Evaluation Form

Definitions: 

Introduction:

State Board for Community Colleges and Occupational Education Policies (BPs) or Colorado Community College System President’s Procedures (SPs) supersede and control this procedure. BPs and SPs are subject to change throughout the year and are effective immediately upon adoption by the Board or System President, respectively. Faculty members are expected to be familiar with and adhere to the BPs, SPs and College directives, including but not limited to the contents of this procedure.

This procedure was developed and reviewed collectively by the Faculty Senate, the Deans of Instruction, and the Vice President of Instruction. This procedure was created in the spirit of trust and respect with the general objective of creating a work environment that promotes excellence and efficiency.

Workload:

An annualized full-time workload is defined as:

30 credit hours or thirty adjusted credit hours (“ACH”) per academic year with a minimum of 15 credit hours or 15 adjusted credit hours in both the fall and spring semesters. Adjusted credit hours for full-time faculty is the average of the credit hours and the weekly contact hours, assuming the course is fifteen weeks in duration. 

(credit hours + weekly contact hours for a 15 week course)/2

As defined by Board Policy (BP 3-80), in order to complete the annualized credit requirement, faculty are required to complete a minimum of forty hours per week throughout the contract period, inclusive of non-teaching contract days. This includes an expectation that faculty perform all professional duties assigned by the college, including but not limited to, meeting all classes, meeting all office hours, serving on college or System committees, and engaging in professional development activities. These professional duties may be performed either on or off campus. Deviations from the above-stated minimums may be agreed to by the faculty member and his or her dean. All-college meetings, instructional services meetings and graduation are part of the full-time workload. Faculty will be given reasonable notice of such mandatory meetings or events.    

Scheduling and Notification:

Faculty shall schedule a minimum of five on-campus office hours per week scheduled at times likely to be convenient to students. Office hours may include weekends and shall be scheduled in a way that is acceptable to the faculty member, the department, and the dean.

Each faculty member shall post a schedule in a prominent location near the door to their office. Each faculty member shall also submit this schedule to their dean. The schedule must include class meeting times and office hours.

Schedule changes, absences, or conflicts shall be communicated in advance to the appropriate dean, except that the faculty member shall post a note on his or her office if it is necessary to reschedule office hours, and the dean need not be notified. Faculty will maintain reasonable availability during the contract period.

Overloads:

With prior approval of the appropriate dean of instruction and the vice president of instruction, full-time faculty may teach a maximum of 6 credit hours per semester as an overload during the regular academic year, inclusive of non-credit bearing and non-teaching assignments. ACH are not used in the calculation of overload. Summer load for full-time faculty is limited to 15 credits. Courses taught during non-contract times between semesters, during spring or fall breaks, and study abroad trips are not included in the overload limits. Overloads in excess of 6 credit hours require the approval of the President.

All work done as overload will be included as part of each faculty member’s performance evaluation. Faculty are not required to offer additional office hours for overload teaching assignments; however, faculty are expected to maintain reasonable availability to all their students. All work done as overload must be done in addition to the required minimum of 40 hours per week.

Evaluation:

Faculty will be evaluated based upon the duties described in the Faculty Performance Planning and Evaluation Form RRPR 3-45 and in accordance with BP 3-31 and SP 3-31.

Category: College Personnel

Title: Non-Discrimination
Number: RRPR 3-121
Approved:  12/17/2007
Effective: 12/17/2007
Revised: 1/23/2014

Reference: 

• CRS 24-34-402 (1) (a), (1) (b), (1) (c), (1) (d) and (1) (f)
• BP 3-120
• Title VI, Title VII, 1964 Civil Rights Act, 42 USC 2000 d and e
• Title IX, Education Amendments, 1972, 20 USC 1681, Sec. 1682
• Age Discrimination in Employment of 1967, 29 USC Sec. 621-634
• Section 504 of Rehab. Act, 1973, 29 USC 794
• Article 34, Title 24, CRS
• Exec Order 11246, 11375 & Rev Order #4 (U.S.)
• Governor's Order on EEO in State Government
• C.R.S. 24-34-402
• Student Code of Conduct

Purpose:
To prohibit illegal discrimination on campus.

Scope:
All applicants, employees and students

Attachment:

RRPR/HROG 3-50b - Civil Rights Grievance and Investigation Process (see policy above)

Definitions:

Red Rocks Community College ensures that employees and students shall not be subjected to unlawful discrimination and/or harassment on the basis of sex/gender, race, color, age, creed, national or ethnic origin, physical or mental disability, veteran status, pregnancy status, religion or sexual orientation or any other category protected by law in employment conditions or educational programs or activities. (CCCS Board Policy 3-120 & 4-120)

RRCC recognizes that the quality of instruction and educational opportunities for all are enhanced when the diversity of the community served is represented in the student population and workforce. The Board also recognizes that women and minorities have been historically underutilized in the higher education work force.

RRCC does not permit discrimination or harassment in our work environment, educational programs and activities. RRCC can respond to discrimination and/or harassment only if it is aware of the allegations made. Further, RRCC can more effectively investigate the sooner the allegation is brought to its attention. Any employee or student who believes they have been subjected to discrimination and/or harassment based on federal or state civil rights laws should follow RRCC procedure RRPR/HROG 3-50b.

Filing a Complaint

All complaints shall be made as promptly as possible after the occurrence. A delay in reporting may be reasonable under some circumstances; however, an unreasonable delay in reporting is an appropriate consideration in evaluating the merits of a complaint or report.  

Whom to Report to

All Students and Staff who wish to report a concern or complaint relating to sexual misconduct or other concerns or complaints relating to civil rights discrimination or harassment may do so by reporting the concern to the College Title IX Coordinator(s): 13300 West Sixth Avenue, Lakewood, CO 80228.
Deborah Houser,
Assistant Director of Human Resources/Deputy Title IX Coordinator
303.914.6224
deborah.houser@rrcc.edu
13300 West Sixth Avenue, Lakewood, CO 80228.

Employees who wish to report a concern or complaint relating to discrimination or harassment by/towards a student may do so by reporting the concern to the Title IX Coordinator(s).

Employees who wish to report a concern or complaint relating to discrimination or harassment by/towards an employee may do so by reporting the concern to the EO Coordinator(s).

Students with complaints of this nature also have the right to file a formal complaint with the United States Department Education:

Office for Civil Rights (OCR)
U.S. Department of Education
Cesar E. Chavez Memorial Building
1244 Speer Boulevard, Suite 310
Denver, CO 80204-3582
Telephone: (303) 844-5695 
Facsimile: (303) 844-4303
Email: OCR.Denver@ed.gov
Web: http://www.ed.gov/ocr

For employees with complaints of this nature also have the right to file a formal complaint with the Colorado Department of Regulatory Agencies:

Colorado Civil Rights Division
1560 Broadway #1050
Denver, CO  80202
Telephone:  (303) 894-2997
Facsimile:  (303) 894-7830
Web:  http://www.dora.state.co.us/civil-rights/index.htm

Or

United States Equal Employment Opportunity Commission
303 E. 17th Avenue
Suite 410
Denver, CO  80203
Telephone:  (800) 669-4000
Facsimile:  (303) 866-1085
Web:  http://www.eeoc.gov/field/denver/index.cfm

All other grievances where the complainant is a student(s) and the basis of the complaint is not discrimination and/or harassment based on federal or state civil rights laws will be addressed pursuant to SP 4-31.
https://www.cccs.edu/policies-and-procedures/board-policies/bp-4-120-prohibition-of-discrimination-or-harassment/

All other grievances by an employee(s) and the basis of the complaint is not discrimination and/or harassment based on federal or state civil rights laws will be addressed pursuant to SP 3-50a.
https://www.cccs.edu/sp-3-50a-employee-grievances/

When a complaint regarding illegal discrimination is received at the college, RRPR/HROG 3-50b will be followed.

RRPR 3-291 can be downloaded here

HROG 3-45 can be downloaded here

HROG 3-100 can be downloaded here