Bill #

Title: SG Employee Handbook Update Act

Authors: Internal Affairs Committee, Vice-President Bennett Sponsors: Senator Sosa, SES 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 An act related to the Student Government Employee Handbook. Be it enacted by the Student Senate of Santa Fe College: Section 1. S.B.Statutes shall be amended as follows: All references to a Student Government members office hours, or availability to students, or such similar phrase, shall be stricken out and replaced with: Be available to students by means of office hours in accordance with the Student Government Employee Handbook. Section 2. S.B.S. 105 shall be amended as follows: 105.04 105.041 The Student Government Employee Handbook Manages all compensated positions within Student Government. The Employee Handbook shall be maintained by the Student Senate and enforced by the supervisor employees supervisor. Two readings of a Bill with a majority vote shall suffice to amend or add to the Employee Handbook. A Bill may add to or amend the Student Government Employee Handbook.

Section 3. The Student Government Employee Handbook shall be established as follows:

Legislative Intent This Bill seeks to re-establish and update the SG Handbook.

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Student Government Employee Handbook

Manages all compensated positions within Student Government. The Employee Handbook shall be maintained by the Student Senate and enforced by the employees supervisor. Two readings of a Bill with a majority vote shall suffice to amend or add to the Employee Handbook. A Bill may add to or amend the Student Government Employee Handbook. Employee Obligations 1. Email Procedures. Your official SG email account is only for SG related material. Upon taking office go through your staff email address and set your password. Carbon copy your immediate supervisor on any emails that you deem important. 2. Meetings with an important Official. Notify your immediate supervisor when meeting with any college administrator, college department chair, outside official who is an elected official or chief officer of a company. These meetings may be held during office hours. 3. Weekly Reports. Submit a report to your supervisor weekly. This is the official record of your activities, projects, and concerns. If a weekly report is not turned in, you might not be compensated for your office hours that week! 4. Student Government Offices. All office hours must be held in S-150, unless you are granted specific permission from your supervisor to work elsewhere. 5. Office Hour Procedures. All office hours must be publicly posted. You must be present during those hours, and must be doing work related to SG. Any changes to your office hours must be cleared by the SG Advisor, your immediate supervisor, and attached to your timesheet. 6. Meetings with your Supervisor. You will have a bi-weekly meeting with your supervisor that is scheduled in advance. This is a minimum requirement; weekly meetings can be held if deemed necessary. These meetings may be held during your office hours. 7. Committee Meetings. You will have a bi-weekly meeting of your respective Committee (if applicable) that is open to everyone, and is published in advance. This is a minimum requirement; weekly meetings can be held if deemed necessary. These meetings may be held during office hours. 8. Executive Cabinet Meetings. All Cabinet meetings are mandatory for any Cabinet member who has been confirmed by the Senate. Meetings will be held bi-weekly throughout the semester. Legislative Intent This Bill seeks to re-establish and update the SG Handbook.

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This is a minimum requirement; weekly meetings can be held if deemed necessary by the VicePresident. These meetings may be held during office hours. 9. Professionalism. As a Student Government employee and representative, you must conduct yourself in a professional manner while working in S-150 and while representing Student Government. Payroll Procedures 1. Office Hours. Each employee sets a specific number of weekly work hours with the consent of their immediate supervisor and the SG Advisor, and the advice of the Student Body Treasurer at the beginning of each semester, up to a maximum of ten hours per week, except with three cases: y when holidays/breaks interfere with officers work schedules, they may work extra hours during that same week, as approved in advance by their immediate supervisor y when officers miss work hours because of an SG trip, they may be paid for those hours y when a Senate Authorization changes the working hours of an officer or position. 2. Office Hour Guidelines. Office hours must be held when the SLA is open (Mon-Thurs: 8am9pm; Fri: 8am-4:30pm). Office hours may not be during class times. Office hours may not be during Senate meetings. All changes to the schedule must be posted in a timely manner. 3. Timesheets. Timesheets must be completed in ink. Timesheets must be signed to be processed. Each employee must submit their timesheet to their immediate supervisor. Timesheets are due by the close of business on the last day of each pay period. If a timesheet is turned in late, the employee must attach a letter explaining its tardiness. Extreme tardiness may result in payments not being rendered on time. 4. Payroll Periods. Payroll periods end on the 15th and last day of each month. If the 15th or last day of the month falls on a day when the College is closed, the payroll period ends on the last business day prior (i.e.: If the 15th is a Sat., the payroll period ends on Fri., 14th). Workspace (S-150) Guidelines 1. Standards of Conduct. You may use room S-150 as workspace to conduct business. The room is an open meeting space with computers, a laser printer, phone, and twelve lockable file drawers. All office equipment and materials belonging to the Santa Fe College must remain in S-150. Students are expected to use the space and resources appropriately, and to conduct themselves in a manner that is consistent with SF policies and standards. The S-150 key may be checked out from the S-Building Front Desk. An ID card should be left at the Reception Desk at the time of key check-out. The person who has signed for the key is responsible for the key until it is checked back in at the Reception Desk. The S-150 door must be locked when no one is using the workplace. Lockable file drawers will be assigned to specific individuals by the Student Body Vice President. Drawer keys may be Legislative Intent This Bill seeks to re-establish and update the SG Handbook.

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checked out from the S-Building Front Desk. No long distance calls may be placed from the phone located in S-150. All S-150 users are responsible for checking the voicemail on the S-150 phone (x3790), and delivering messages to the intended individuals. Computers should be used for SG work only. They are not for homework, playing games, or social networking. Software should not be downloaded to the computers without SG Technology Director approval. Music may be listened to an appropriate volume, or through headphones. Food is allowed in the S-150 workspace. 2. Office Equipment. All office equipment and materials belonging to the Santa Fe College must remain in the offices. Students are expected to behave and use the space and resources appropriately. 3. Hours of Business. The SLA is open on Mondays through Thursdays from 8:00am-9:00pm, and on Fridays from 8:00am-4:30pm. Mondays through Thursdays between the hours of 8:00am-4:30pm, the environment of the S150 workspace will be strictly professional. Mondays through Thursdays after 4:30pm, and at all times on Fridays, the environment of the S-150 workspace can be casual. 4. Dress Code. All employees are expected to wear comfortable but professional clothing and to come to work clean and well groomed. All employees are to wear Santa Fe nametags at all working times and at SG events.

Legislative Intent This Bill seeks to re-establish and update the SG Handbook.

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FERPA Guidelines for Maintaining Privacy of Student Records

A. Introduction
The purpose of this policy is to provide guidelines for the protection and privacy of student information.

Guidelines
1. The Registrar and records personnel are entrusted with the responsibility of keeping and releasing student information. Except in the case of dependent students, even parents have no right of access to the records of students in post secondary institutions, but may be granted access under certain circumstances. In all cases, the decision to release such information shall be the responsibility of the Registrar. 2. College students' rights of privacy and access regarding their educational records are articulated in the Family Educational Rights and Privacy (FERPA) Act of 1974, as Amended, formerly (commonly) known as the Buckley Amendment. The act applies to all institutions that receive federal funding; thus, virtually all institutions fall under its jurisdiction. 3. Only those faculty members and employees of the educational institution who have a legitimate educational interest in a student's record should access that record, i.e. students who have or are taking courses from a given instructor. 4. An educational institution is liable for the actions of its agents when those agents are acting within the scope of their authority. An employee not acting within the scope of his or her authority can be sued and found personally liable on several counts, including negligence, defamation of character, and violation of an individual's constitutional rights. 5. Remember that your workstation is an extension of your access and rights to the student records. Do not tell anyone your password or give access to student records to anyone else. Do not leave your computer while student information is displayed on the screen, or leave your computer unattended while still signed-on, and be certain to sign-off immediately when you are done using the system. 6. Under no circumstances should an employee give information about students to other students, to other employees or to any other person who has not been authorized to receive such data by their college position or by the departmental supervisor. Although certain information may be released to faculty in your area, any such requests coming from students or from anyone off campus should be referred to the Office of the Registrar, Dean of Student Development, or Campus Security. If you are in doubt about an individual's authority to receive student data, consult your department supervisor. Each member of the College plays an important role in maintaining the security and confidentiality of student records. Any breach of confidentiality of student records is in direct violation of Board of Trustee Rule 7.20. Questions regarding student data system security procedures may be directed to your departmental supervisor. I have read and clearly understand my responsibility to respect and maintain the confidentially of Student Records which I have access to through my computer. I understand that any violation of my agreement to protect the confidentiality of these records could result in disciplinary action.

__________________________________

________________________________

Name (Print)

Director/Supervisor Name (Print)

____________________________ Signature ____________________________ Date Legislative Intent

____________________________ Director/Supervisor Signature

This Bill seeks to re-establish and update the SG Handbook.

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Student-Employee Agreement
All students employed by the Center for Student Leadership & Activities are responsible for reading and adhering to items contained within the Center for Student Leadership & Activities Handbook, including but not limited to: 1. Dress Code All Center employees are expected to wear comfortable but professional clothing and to come to work clean and well groomed. All Center employees are to wear Santa Fe nametags. 2. Employee Professional Behavior All Center employees are expected to behave in a professional and courteous manner at all times. 3. Payroll and Time Sheet Procedures Each employee must complete and sign his/her time sheet in ink before submitting it to his/her supervisor. Time sheets are due by the close of business on the last day of each pay period. 4. Student Employees Academic Progress - Student-employees must have and maintain at least a 2.0 Santa Fe Cumulative GPA to be hired, except when a student is hired in the first semester at Santa Fe. Any student-employee earning below a 2.0 in a given semester will be placed on employment probation the following semester; as a condition of continued employment, the employee must meet with a counselor in the Counseling Center within three weeks of the start of following semester to develop an individualized education plan and must follow-through on the plan. Failure to do so will result in termination. A student-employee earning below a 2.0 in two consecutive semesters will not be invited back for the following semester. Student-employees will allow the Student Government Advisor to obtain academic progress reports each semester to provide for academic tracking. By signature below, I attest that I understand and will abide by this Agreement.

_________________________________ Name (Printed)

____________________________________ Signature Date

Legislative Intent This Bill seeks to re-establish and update the SG Handbook.