Personnel

To provide procedures that will insure conformity in the gathering of information and the eventual discernment of that information on a District-wide basis while efficiently employing the resources and time of the District’s employees.

These procedures will allow the Board to be in compliance with the objectives as stated in the Lone Star College System Policy Manual, Section D: Personnel (Legal & Local).

The scope of this section is to present the guidelines developed by the Human Resources Department that will provide excellent, internal consulting to top management by providing expertise in the planning, developing and implementing the District’s human resources programs and providing staff assistance to managers throughout the organization in implementing the Board of Trustee’s Personnel Policies. The procedures presented below will serve to identify and outline the specific functions performed, the regularity that those functions must be performed and the designated responsible individuals involved from both the College and District business offices.

The Human Resources Department is responsible for providing expert leadership relating to Human Resource issues, programs, services and activities for Lone Star College System. Through well designed and well managed programs, the Human Resources Department seeks to attract, employ and develop a professional and knowledgeable workforce which supports the District’s mission of educational excellence.

Lone Star College System provides equal treatment and opportunity to all persons without regard to race, color, religion, national origin, sex, age and disability except where such distinction is required by law. Lone Star College System Board Policy, Section DAA (Local).

The Associate Vice-Chancellor for Human Resources is charged with the overall responsibility for ensuring that the Board Policies are implemented in the District through the development, implementation and coordination of the following:

• Recruitment and Selection

• Employee Relations

• Wage and Salary Administration

• EEO and Compliance Reporting

• Record Maintenance

• Safety

• Benefit Administration

• Payroll Administration

To aid in the fulfillment of the above responsibilities, the Staff of the Human Resources Department are grouped according to functional activities which have specific goals and objectives and are bound together by a common purpose. These functional activities have been described in detail, below, under Specific Guidelines.

The Vice Presidents of Administration for each College have been given the responsibility of insuring smooth coordination of the Human Resource effort for that College, and may be aided in this by the Human Resources Coordinator (HRC) and the Payroll Assistants for that College.

The Human Resource Department has development separate comprehensive resource manuals that provide detail guidelines in dealing with the responsible areas listed above. These manuals are:

1. Human Resources Procedure Manual, which includes Employment and Compensation Guidelines.

2. Supervisor’s Payroll Manual

A short discussion of each of these reference materials is made under Specific Guidelines with an indication of what kind of information can be found in each, when it is appropriate to use, and where a copy can be located.

The Employment Services Manager administers the recruitment, selection, record administration of all employee records. Responsibilities included under this area are:

• HR record control

• HRIS liaison and report generation

• New hire processing

• Recruitment strategy development - new position creation

• Applicant tracking and database maintenance

• EEO/AA

• Payroll and business offices interface

• Employee services programs

• Exit interviews

• New hire information

• Temporary staffing

• Employee verifications

• Employee service and salary histories

The Compensation and Benefits Manager is responsible for the administration of the District’s benefit programs and the development, installation and maintenance of compensation programs for employees. Responsibilities included under this area are:

• Job analysis and evaluation

• Pay and leave policies

• Salary surveys and market studies

• Employee Assistance Program information

• Worker’s Compensation

• Group health insurance program

• Retirement and savings plans

• Benefit auditing, billing and reconciliation

• COBRA, FMLA

• Disability (long term, short term)

• Continuation of benefits

• Flex plans

• Death claims

• Unemployment compensation

• Employee orientation and benefit enrollment

• Compensation Plans

• AFLAC, ERS, TRS & ORP premium remittance & reconciliation

• Compliance reporting for AFLAC, ERS, TRS & ORP

The District Payroll Supervisor is responsible for generating and balancing the District’s semi-monthly payroll. A comprehensive discussion of this area has been included in the Payroll section of the Business Office Procedures Manual. However, some of the responsibilities included under this area are:

• Data maintenance of employee records

• Verify/ balance/ calculate payroll

• Print checks, direct deposit with Clearinghouse

• Post payroll to employee records and general ledger

• Prepare and distribute all vendor payments

• Prepare tax returns and deposit employer/employee taxes

• Prepare monthly, quarterly and annual compliance reports

• Annually prepare W-2’s

This manual presents procedures for the implementation of policies promulgated by the Board of Trustees. Specifically, this manual provides guidelines for management and supervisors in the area of hiring procedures, including employee categories, search procedures, screening committees, hiring authorities, evaluation of credentials, offers of employment, starting salaries and benefits. This manual also includes the Employment and Compensation Guidelines, which is a subset of the Procedure Manual. Forms included in this manual are:

• Recruiting Strategy

• Job Description

• Initial Screening Checklist

• Checklist of Interview Questions

• Applicant Evaluation Scoresheet

• Adjunct Faculty Certification Statement

• Part-time Employee Certification Statement

Also included in this manual are Potential Sources of Minority Applicants, Minority Vita Banks and Registries, Historically Black Colleges and Universities, Minority-Oriented Organizations, Minority-Oriented Directories and Publications and Minority-Oriented Newsletters and Journals

A copy of this manual can be requested from the District Human Resources Department. All Board Policies can be viewed and are located in the Lone Star College System Policy Manual.

The procedures in this manual begin where the Human Resources Procedure Manual stops and includes detail specific procedures for payroll administration, recording hourly time and changing employee information. Specifically, the following is a list of the kinds of procedures to be found in the manual and is meant to be a "hands-on" manual directed for the use of the Supervisor and Manager who deal with employees on a daily basis.

• Specific steps for hiring Full-Time, Part-time, College Work Study, Adjunct Faculty, Community Education Instructors and Other Pay Categories.

• A short discussion of applicable benefits for each category.

• Hiring employees under grants.

• Changing Existing Employee Information including transfers, promotions, corrections, leaves, terminations, injuries, resignation, retirement.

• Documents required to hire and change.

• Deadlines and Timing, Payroll Calendars.

• Coordinator Pay, Faculty Overloads, Special Stipends and Substitution Pay.

• Normal Bi-Monthly Payroll Procedures.

• Leaves including Vacation, Illness and Leaves of Absence

• Overtime and Time Compensated In Lieu of Pay.

• Timesheets and recording of hourly time.

• Handling of all stipend records.

• A discussion of proper account and budget codes.

• Manual Check Procedures

• A complete grouping of flowcharts for quick reference.

• Salary Schedules

The following is a list of the forms that can be found in the payroll manual:

• New Position/Reclassification Request

• Department of Human Resources Requisition for Recruitment and Advertising

• Personnel Action Request (PAR)

• Student Personnel Action Request (PAR)

• New Employee Toolkit

• Benefit Matrix

• I-9

• W-4

• TIAA-CREF

• Teacher Retirement System Form

• Time Sheet

• Application for Vacation/Sick Leave

• Request and Authorization for Leave of Absence

• Employee Leave Summary Report

• Person’s Leave Detail Summary

• Person Leave Resolution

• Employees Hours Worked Summary Report

• Request To Mail Paychecks

• Check Distribution List

• Substitute Pay Form

• Various Letters of Assignment Examples

• Grants Worksheet

• Emergency Cards

A copy of this manual can be requested from the District Payroll Department or from a Vice President of Administrative Services at any of the Colleges. Additionally, it can be found on the web at: Payroll Manual.

All of the forms and flowcharts are interactive on the web.

The Human Resources Department has created an informative Home Page for the Department on the District’s Web Page, which includes the District’s salary schedules, classification plan and frequently asked questions relating to benefits.

All full-time employees are eligible for the Uniform Group Insurance Program of Texas. All benefit eligible employees must attend a new employee orientation session and complete required enrollment forms within the first week of employment at any location. The employee must contact the College Business Office to schedule the orientation session.

Orientation Schedule:
First Monday of Month	Lone Star College-North Harris	2-4 p.m.
Second Monday of Month	Lone Star College-Kingwood	2-4 p.m.
Third Monday of Month	Lone Star College–Tomball	2-4 p.m.
Fourth Monday of Month	Lone Star College–Montgomery	2-4 p.m.
First Wednesday of Month	District Office	2-4 p.m.