|Faculty and Staff Home > Employee Handbook > Section III-2: Employment and Contracts|
Section III-2: Employment and Contracts
|Job Vacancies||Contracts of Employment|
|Employment Preference for Veterans and Spouses or Surviving Spouses||Regular Contract of Employment|
|Applications||Contract for Continuing Part-Time Employees|
|Procedures for Recruiting and Hiring Full-Time and Continuing Part-Time Employees||Contract Limitation for Hourly Part-Time Employees|
|Procedures for Recruiting and Hiring Part-Time Faculty||Compensation for Part-Time Faculty|
|Faculty Contract Policy||Contracts for Grant-Funded Employment|
|Expectations of Faculty Members||Due Process Policy|
|Excess Teaching Load/Overload Contracts||Orientation of New Employees|
|Faculty Academic Release Time||Probationary Period|
|Credentials Verification and Documentation||Promotion and Transfer|
|Justification for Employment||Reduction in Force Policy|
|Employment of Relatives (Nepotism)||Separation from the College|
|Secondary Employment||Re-Employment of Retired Persons|
Vacancies are determined by new position allotments; position openings
due to retirements, resignations, or terminations; reclassifications
of positions; and addition of special responsibilities. Prior to filling
or refilling any position, all vacancies or position openings must be
approved by the President using the Personnel
Request form. The Personnel Request must include an updated job
description and an impact statement, which is a position justification.
In appreciation for their service to this state and this country during a period of war, and in recognition of the time and advantage lost toward the pursuit of a civilian career, veterans shall be granted preference in employment with every State of North Carolina department, agency, and institution.
“A period of war" includes World War II (December 7, 1941, through December 31, 1946); the Korean Conflict (June 27, 1950, through January 31, 1955); the period of time between January 31, 1955, and the end of the hostilities in Vietnam (May 7, 1975); or any other campaign, expedition, or engagement for which a campaign badge or medal is authorized by the United States Department of Defense.
"Veteran" means a person who served in the Armed Forces of the United States on active duty, for reasons other than training, and has been discharged under other than dishonorable conditions.
"Eligible veteran" means:
When evaluating two or more candidates for employment whose academic preparation, technical qualifications, and/or pertinent professional expertise are substantially equal, the college will give preference to “eligible veterans” who are citizens of the State of North Carolina and who served the state or the United States honorably in either the army, navy, marine corps, nurses’ corps, air corps, air force, coast guard, or any of the armed services during a period of war.
All persons wishing to be considered for employment, promotion, or transfer
should complete the appropriate application form and submit it to the
Human Resources Department within the advertised time frame (see also
"Promotion and Transfer").
Applications are accepted only for currently advertised positions. Application
forms for all position openings are available in the Human Resources
Department and on the college’s website.
Durham Technical Community College was founded and continues to exist
to provide educational opportunities for the residents of Durham and
Orange counties in North Carolina. As such, the institution recognizes
the educational value of a diverse faculty and staff, so that all students
can find appropriate role models among persons the college employs.
To this end, the college is committed to employing fully qualified and
suitable persons such that the faculty and staff of the institution
collectively reflect the diversity in gender, race, and ethnicity of
the community it serves. "Fully qualified" persons are those
who demonstrate that they meet or exceed the minimum qualifications
in knowledge, skills, experience, and academic or professional preparation
to carry out the responsibilities of their position with the college.
The college uses a collaborative process to reach decisions about employment
that consists of the following steps:
If the committee is unable to reach consensus on a candidate, the
Division Head meets with the committee to identify points of disagreement
or concern. Following the meeting, the Division Head may direct the
committee to resume deliberations, may accept a recommendation reached
by majority, or may choose to identify several candidates for further
The process for recruiting and employing part-time faculty involves
procedures similar to those followed in hiring full-time faculty. These
procedures serve as a guide to authorized hiring personnel and to Human
Resources staff for identifying and hiring qualified applicants for
teaching positions. While the procedures for hiring full-time and part-time
faculty are similar, these procedures must be completed in a shorter
time period for part-time faculty than is normally the case for a full-time
position. The procedures for hiring part-time faculty, therefore, involve
evaluating the credentials of applicants which Human Resources staff
maintain in a résumé pool.
The following information explains and details the contract policy and a summary of contractual expectations pertaining to faculty employment at Durham Technical Community College.
All faculty members are employed on nine-month base contracts. Faculty members may be offered supplemental contracts for summer employment based on instructional demand, other college needs, and availability of funds. Hourly supplemental contract pay rates are calculated by dividing the base salary by 41 (for the number of weeks in the nine-month period) and further dividing by 40 (for the number of hours in a typical work week). Faculty members employed on or before January 31, 2002, and whose former contract status enabled them to accrue sick leave and annual leave during the summer shall continue to accrue and use these benefits while employed under full-time (40-hour per week) supplemental summer contracts. Faculty members employed after January 31, 2002, and teaching on summer supplemental contracts can neither accrue nor use annual or sick leave during the summer.
In 2001, the N.C. General Assembly enacted legislation that required community colleges to “convert all faculty contracts to nine-month contracts covering the fall and spring semesters.” This legislation further stipulated that faculty members who are employed for more than nine months “shall be placed on supplemental contracts for the summer term” (Section 30.6 of Ratified 2001-2003 Budget Bill, introduced as S1005). In addition, prior to 2001, Durham Technical Community College faculty members were either employed on 11 ½-month contracts or 9 ½-month contracts. Faculty members employed on 11 ½-month contracts both accrued and were permitted to use sick leave and vacation leave during the summer term. Further, some faculty members employed under 9 ½-month base contracts were also employed during the summer under supplemental contracts that ranged from 10 hours to 40 hours per week. These individuals neither accrued nor used earned (annual) leave during the summer. In addition, all full-time college employees were required to expend annual leave during the winter break at the end of December when the college was closed. Particularly for newly employed faculty members, the practice of charging leave during the winter break was problematic because it left individuals with negative leave balances. In some cases, individuals were asked to "repay" negative leave balances at the conclusion of the contract year based on findings from the State Auditor. Therefore, the Board of Trustees adopted the following policy so that the college would be in compliance with the Special Provision noted above and to provide an alternative to the charging of leave during a period the college is closed for business.
Effective July 1, 2002, all faculty members will be employed under a base contract that coincides with the fall and spring semesters of the academic calendar. The Board of Trustees adopts the annual academic calendar after the specific contract dates are determined. Faculty members will accrue sick leave and annual leave during the term of the base contract. Faculty will not be required to expend annual leave during the winter holiday break (which is defined in the academic calendar and typically falls at the end of December).
In addition, the college may extend an offer for supplemental summer employment to any faculty member, based upon the needs of the institution (as determined by the President or his/her designee). Summer supplemental contracts may be for any time period but shall not exceed 40 hours per week. Compensation for supplemental summer contracts shall be prorated from the salary in the base contract in effect at the start of the summer term. Salary increases typically will go into effect at the start of the base contract. Faculty members will neither accrue nor use sick leave or annual leave while employed under supplemental contracts.
Any faculty member employed on or before January 31, 2002, and whose former contract status enabled them to accrue sick leave and annual leave during the summer shall continue to accrue and use these benefits while employed under full-time (40-hours-per-week) supplemental summer contracts. Should a faculty member covered by this exception resign, retire, or otherwise be separated from employment with the college, this exception shall not apply to any subsequent term of employment.
The college recognizes that its faculty is comprised of dedicated professionals whose work is best carried out in an environment that affords flexibility and adaptability. The college employs full-time faculty members under 40-hour per week contracts to plan and carry out teaching assignments; evaluate student work; provide academic advising and registration approval; maintain currency in their disciplines, professions, or technical areas or expertise and in the art of teaching; work independently and collaboratively in curriculum development and improvement; and assist in college governance and decision-making. Faculty members also serve as role models to students and to the community at large by carrying out their various responsibilities with personal integrity and with an understanding of the need for accountability.
Establishing overall work assignments is the responsibility of the program director or discipline chair. In cases where a faculty member is assigned to more than one program or discipline, responsibility for establishing the work assignment rests with the director or chair of the area of primary responsibility (as designated on the college’s staffing chart). In such cases, the primary supervisor should coordinate assignments with the secondary supervisor.
Full-time faculty members should expect to spend a minimum of 32 hours per week on the college campus or at their assigned off-campus teaching locations or clinical sites. This expectation includes meeting all classes for their full duration and at least eight hours of posted office hours per week must be listed. In addition to their teaching schedules and office hours, faculty members are expected to be available for consultation with colleagues, for meetings, and for other work activities as requested by their supervisors or by the college during times the college is in operation.
To facilitate the offering of distance education, full-time faculty members who are teaching hybrid or online classes may elect to post a portion of their 32 hours per week schedule as virtual contact hours to reflect the often unusual times required for electronic communication with distance education students. The hours that may be listed as virtual (not necessarily on campus) contact hours would follow the following formula:
While such a schedule offers some flexibility for online instructors, each faculty member teaching online must, of course, meet the obligations of each of their courses and of all advising/registration duties.
To provide all students with access to full-time faculty members, instructors, and program directors who teach in disciplines or programs that have evening course offerings should expect to teach at least one evening section per academic year. This expectation may also be satisfied by teaching at least one weekend section per year, or two sections per year scheduled off-campus (at a location other than the faculty member’s primary work location). In addition, all full-time faculty members must accommodate requests from evening students for advising appointments. It is the responsibility of deans and department heads to evaluate adequate coverage of evening classes.
At the start of each semester a faculty member should provide to his/her supervisor a weekly schedule that includes all contractual hours (teaching assignments and scheduled office advising hours along with other times the faculty member plans to be on campus during a typical week). Once this schedule is posted, the faculty member may make occasional and minor variations to the schedule. Examples include revising the weekly schedule to attend a meeting or a professional development activity or to attend to personal business. Faculty members should notify their supervisors of such modifications and should make arrangements for making up instructional activities (if needed). Otherwise the instructor should obtain the supervisor’s approval before modifying the weekly schedule and post the altered schedule for those hours on his/her office door. In addition, supervisors (including department heads, division heads, or other college administrators) can require faculty members to make occasional modifications to the schedule that may result in the faculty members’ presence on campus in excess of the 32-hour minimum noted above.
Under normal circumstances, faculty members are required to be on the college campus or at the location of their teaching assignments for a minimum of four days per week or on specific days of the week to carry out necessary work responsibilities. Faculty supervisors may, in consultation with the department dean, modify this requirement as needed to meet the needs of the department and the college.
For accounting purposes, absence from campus for a day should result in submission of an employee absence report for eight hours (regardless of the number of hours the faculty member posts for the day in question).
Instructors who teach on overload contracts should submit a weekly schedule that reflects at least 40 hours of college-related activity in addition to the overload course or courses. This expectation also applies to faculty teaching curriculum courses, continuing education courses, or basic skills courses on overload.
During the probationary period, a faculty member must develop the work schedule with his/her immediate supervisor.
Teaching load is based on contact or credit hours. Contact hours are the actual hours of scheduled class, lab, or clinical experience during which the instructor is in direct contact with students. Credit hours are the number of hours assigned the class for academic credit toward graduation.
The contact hour teaching load for full-time employees categorized as instructors (those without program director or other administrative responsibilities) is a range of 18 to 21 contact hours per week and/or 15 to 18 credit hours per week. Full-time employees who are on a faculty contract, and whose primary role at the college is to teach curriculum courses are categorized as instructors. The minimum teaching load is either 18 contact hours or 15 credit hours, depending on the number of contact and credit hours awarded for each course taught. For example, an instructor teaching four 4 credit, 5 contact hour courses would have 16 credit hours and 20 contact hours. Teaching three of these courses would result in a load of 12 credit and 15 contact hours, both of which are below the minimum.
Employees who are on a faculty contract and have other administrative duties have different teaching load expectations. Employees who are on a faculty contract; whose primary role at the college is to coordinate curriculum instruction; and who are employed in positions with the titles “Clinical Coordinator,” “Coordinator,” and “Fieldwork Coordinator” are categorized as coordinators. Employees who are on faculty contracts; whose primary role at the college is to chair or direct curriculum programs, disciplines, or areas of study; and who are employed in positions with the titles “Chair” and “Director” are categorized as chairs and directors. Employees who are on faculty contracts, whose primary role at the college is to provide leadership for curriculum departments; and who are employed in positions with the titles “Dean and Department Head,” “Assistant Dean,” and “Associate Dean” are categorized as deans.
In special circumstances (e.g. First Year Experience faculty), teaching loads may be modified. Exceptions must be approved by the chief academic officer, and the job description for the position must clearly document the expected teaching load. Employees who are not on faculty contracts are not required to teach a standard load of curriculum courses unless otherwise specified in the employee’s job description.
Qualified faculty and staff members may be employed under overload contracts to teach one or more classes over if the class or classes they teach do not interfere with their ability to fully carry out their regular contractual responsibilities. Overload contracts are approved by the President based upon the endorsement of the employee's supervisor, department head, division head, and the chief instructional officer.
An instructor may receive an overload contract when he/she is teaching more than 21 contact hours per week as part of the regular teaching load and when his/her annual average teaching load exceeds 18 credit hours or 21 contact hours per week. A program director may receive an overload contract to teach a full course when he/she is teaching 15 or more contact hours per week as part of the regular teaching load and when the annual average teaching load meets or exceeds 12 credit hours or 15 contact hours per week. A dean may receive an overload contract to teach a full class when he/she is teaching eight or more contact hours per week and when the annual average teaching load meets or exceeds six credit hours or eight contact hours per week.
Program directors who wish to employ a full-time or continuing part-time employee under an overload contract first submit an Overload Request Form identifying the employee, the term of overload employment, and the course or courses to be taught under the overload contract. The program director also indicates the reason or reasons for requesting the overload contract. If the employee is a faculty member with a contractual teaching responsibility, a list of the classes taught as part of the employee's regular responsibilities is also included, as well as a copy of the employee's faculty schedule showing at least 40 hours of weekly scheduled activity carried out in addition to the overload teaching assignment.
When requesting or endorsing an overload contract for any employee, the employee's supervisor should carefully consider whether the overload assignment will impair the employee's ability to carry out his/her regular responsibilities. For faculty members, this means not only the regularly contracted teaching assignment but also any other tasks or duties assigned to that individual. Faculty members who have approved reductions in teaching responsibilities to carry out special assignments may not be employed under overload contracts. Overload contracts will not be issued for portions of a class. (For example, if an instructor's contractual teaching load is 15 credit hours and he/she is assigned four classes of four contact hours each to meet that load, the faculty member is not eligible for a one-hour overload contract.) Employees assigned to complete a class begun by another instructor may be eligible for an overload contract.
If an employee is offered an overload contract outside the primary work assignment area, the requesting program director must obtain the prior endorsement of the employee's supervisor before requesting an overload contract. If an employee has more than one work assignment as indicated on the college's Staffing Chart, the primary assignment is the position on the Staffing Chart where the employee's name does not appear in parentheses.
Requests for overload contracts must be submitted for approval sufficiently prior to the beginning of class to provide an opportunity to make another assignment should the request be denied. Once submitted and endorsed, overload requests will remain in the office of the chief instructional officer. Overload contracts should not be prepared until the program director receives a copy of the overload request with all required signatures. A copy of the employee’s schedule should accompany the Overload Request Form. The Overload Request Form will be submitted to the Human Resources office along with the signed overload contract.
Criteria for Creating an Overload Contract
Note: Exception for ACA 122 overloads — Faculty/staff who meet their minimum credit/contact hours will be eligible for consideration to teach ACA 122. For teaching load purposes, ACA loads are one credit and two contact hours.
Process/Procedure for Administering Overload Contracts
Faculty members may request and obtain temporary release from some portion of their contractual teaching obligation to carry out other necessary projects or tasks. The term “release time” refers to the release from instructional duties or from actual contact hours of instruction which are normally required of a full-time or continuing part-time faculty member (including program directors and department heads) in carrying out their full load of contracted responsibilities. Release time is not considered as “leave” and should not be confused with professional or educational leave which are described in the College’s Handbook of General Employee Information or with professional development/return to industry requests authorized by the Professional Development Committee.
Release time may be granted for one or more of the following purposes:
A written proposal for release time must be submitted to the Chief Instructional Officer for approval on the Faculty Release Time Request form. This form will be initiated and prepared by the instructor following consultation with the program director or discipline chair and department head. Requests for release time for curriculum revisions should be developed with input from the Curriculum Development.
This proposal should include the following information:
A Faculty Release Time Request form should be filled out by the program director or discipline chair and signed by the department head and (when appropriate) the director of Curriculum Development. The program director will be responsible for evaluating the proposed activity. The program director will state on the form how he or she will evaluate the activity. These forms should be submitted to the chief instructional officer at least one month prior to the start of the relevant semester.
Periodic meetings between the faculty member, supervisor, and (when appropriate) director of Curriculum Development, should be held to review progress and to evaluate the activity. Upon completion of the release time and associated project, the faculty member will submit the results of the accomplished objectives and supporting documentation to the chief instructional officer. Supporting documentation (including course outlines, instructional packets, or plans of study) may also be submitted to the director of Curriculum Development.
Education and experience listed on the application form are important
factors in the decision to interview and/or employ an applicant. These
same credentials are also taken into consideration when calculating
a starting salary prior to offering employment. The employee is responsible
for ensuring that verification of any appropriate credentials is sent
to Human Resources for inclusion in the employee's records.
Acceptable verification of academic credentials is a transcript, bearing
the institution's official seal, mailed directly to the Human Resources
Department from the verifying institution. Normally, acceptable verification
of work experience is that which is mailed directly to the Human Resources
Department from the verifying agency/employer.
Consistent with the Principles of Accreditation of the Commission on Colleges of the Southern Association of Colleges and Schools, Durham Technical Community College employs competent faculty members qualified to accomplish the institution's mission and goals. In determining faculty qualifications, the institution gives primary consideration to the individual's highest earned degree in the discipline but also may consider such factors as undergraduate and graduate coursework or degrees, related work experience, professional licensure or certification, honors and awards, documented excellence in teaching, or other demonstrated competencies or achievements. In cases where factors other than the individual's highest earned degree are considered, the prior written approval of the Senior Vice President/Chief Instructional Officer is required. This approval is then forwarded to the Human Resources office and included in the employee's personnel file.
Persons considered for employment or promotion are selected on the basis of training, experience, and other characteristics which best suit the individual to the job and best meet the needs of the college.
When employing relatives of college employees, the college will not hire, promote, or transfer an individual to occupy a position that has influence over an immediate family member’s employment, promotion, salary administration, or other related management or personnel considerations. Immediate family members include wife, husband, mother, father, brother, sister, son, daughter, grandmother, grandfather, grandson, granddaughter, step-relations, half-relations, in-law relations, guardian, or ward.
Job applicants who know of a family relationship (regardless of the distance of that relationship) must notify the college of the nature of the relationship when submitting an application for employment, and employees with a known family relationship (regardless of the distance of the relationship) with a job applicant should bring this fact to the attention of the Human Resources Department prior to any form of interviewing by employees of the college. Failure to disclose a family relationship may result in dismissal from the college.
“Secondary employment” is defined as compensated work performed for an employer other than Durham Technical Community College. It includes self-employment as well as work performed as an employee or as an independent contractor. It does not include unpaid volunteer efforts or other activities that do not result in direct or indirect benefit to the employee.
Each employee who signs a full-time or continuing part-time contract with Durham Technical Community College is expected to devote his/her entire time and attention to the duties and responsibilities of the position to which he/she has been appointed and shall engage in no other secondary employment except with the prior written consent of the President. The President must receive approval from the college’s Board of Trustees to engage in secondary employment.
The purpose of this approval process for engaging in secondary employment is to determine that the secondary employment does not have any adverse effect on the primary employment with Durham Technical Community College.
When considering or requesting consent to engage in secondary employment, employees must recognize that their specific hours of employment are variable and that the college maintains and reserves the right to adjust individual employee work schedules to address the college’s needs.
Failure to obtain prior written consent of the President before engaging in secondary employment may be grounds for dismissal from the college.
The procedure for full-time or continuing part-time employees to notify the college that they are not engaged in secondary employment or to request consent before engaging in secondary employment is as follows:
Overload contracts with the college do not need approval as secondary employment because the overload contract request process includes an approval process to ensure the additional contract does not conflict with the employee’s full-time contract. See Excess Teaching Load and Overload Contracts for more information.
Earned academic degrees, specific professional or technical credentials,
full-time related work experience, and specific job responsibilities
are factors considered in determining the beginning annual salary of
new regular contract employees. Available financial resources, position
allocation values in the college’s annual appropriation of state
funds, and prevailing wages for certain occupational categories in the
Triangle employment market are additional factors considered when determining
starting salaries. The President makes the final determination for all
Special teaching or non-teaching assignments for additional compensation
may be requested for full-time employees assuming new or additional
responsibilities. The Senior Vice President/Chief Instructional Officer
and/or appropriate Division Head must endorse or approve the request.
The request must then be authorized by the President. See Overload
Contract form and Excess
Teaching Load/Overload Contracts for additional information.
Durham Technical Community College