Expectations of Lone Star College System Managers

Lone Star College System was created to provide the highest quality educational services to students residing within the District.  Each employee of the District, regardless of his or her status or title, is first responsible to provide excellent service to advance the educational mission of the District. 

Each supervisor is required to carefully read and be familiar with the District’s Value Statement and Mission Statement, which are printed at the beginning of this Handbook.  Supervisors are also expected to have reviewed carefully the handbooks prepared by the Human Resources staff for the category of employees he or she supervises: Staff Handbook; Faculty Handbook and Adjunct Faculty Handbook.

Location Executive Officers, Department Heads, and Supervisors have responsibility to promptly respond to and take steps to address unprofessional conduct, misconduct or violation of board policies or district procedures in the departments for which they have responsibility.

Ethical Standards
Every employee is expected to carry out all job responsibilities in a manner that supports and contributes to a productive workplace, conforms to the applicable law and exhibits behavior, which reflects the highest standards of ethics, honesty and integrity.

Each employee, regardless of statue is required to:

• Perform all official duties and exercise all official powers in an impartial manner;
• Create a positive and constructive environment that is free from harassment, have concern for the individual and respect for human dignity;
• Subscribe to the judicious use of power inherent in the position; and
• Strongly reinforce our fair employment practices.

The promotion of a positive and productive work environment is the responsibility of each employee.  Location Executive Officers, Department Heads, and Supervisors bear special accountability to properly communicate to employees an understanding of the standards of conduct and behavior, and to apply these standards equally to all employees.

Personal Relationships
All managers have the responsibility to advise faculty and staff under their direction of the responsibility to ensure that relationships with persons they supervise or over whom they have decision-making responsibilities are not compromised by romantic relationships.  A manager who becomes aware of such a conflict is to speak with the employee and advise him or her of the policy, resolving the conflict by ceasing to exercise such responsibility or ending the relationship.

Copyright Law and Intellectual Property
All Lone Star College System employees must comply with the United States Copyright Act in the conduct of their responsibilities for the District.   The owner of a copyright has the exclusive rights to his or her copyrighted work (the reproduction, distribution, performance, or display of the work) as well as the right to authorize others to use the work.  Hence, reproducing software, copying photos or graphics (including those displayed on public websites), or copying and editing items for use by the District usually require the permission of the owner of the copyright.

Federal law creates some important exceptions to the exclusive rights of the copyright owner, including the fair use of a copyrighted work for teaching, scholarship, or research.  However, it is necessary to consider a number of factors, including the amount and importance of the portion used in relation to the work as a whole, and the effect of the use upon the potential market for, or value of, the copyrighted work to determine if the proposed use falls within this exception. 

Work that is developed in the course of employment belongs to the District and not the employee, unless other arrangements are made in advance and expressed in a written contract.  Employees may keep a copy of work they produced for purposes of displaying their capabilities but may not sell or accept any payment for the use of such materials.  Procedures governing intellectual property apply to all District employees and to anyone using District facilities and resources with or without supervision by District personnel. NMHCCD Board Policy Section DBD contains specific information regarding disclosure, ownership, and other intellectual property considerations.

Non-Discriminatory Work and Learning Environment
All managers are expected to be familiar with, explain and help reinforce the District policies regarding discrimination and harassment. The commitment of Lone Star College System to promote a climate of equality without discrimination based on race, color, religion, national origin, age, marital status, gender, veterans’ status or disability extends to all actions of the District and its employees, including evaluations, promotions, granting of leaves of absence, workload, assignments, disciplinary actions, terminations and any situation involving the selection of one student or employee over another for benefits and rewards. 

Managers who become aware of actions or conduct that may violate the District’s civil rights policies are responsible   to take prompt action to address the actions or conduct, either by causing the actions to cease or by seeking the assistance of a civil rights administrator to either counsel the supervisor or to conduct an investigation. 

A manager has responsibility to ensure that employees under his or her supervision participate in workshops on civil rights, cooperate in any civil rights investigation that is conducted, and respect the confidentiality of the process during the pendency of the investigation.  The manager also has responsibility to make the civil rights administrator aware of any actions of which he or she becomes aware that may constitute retaliation, even if the complaint is found to be without merit.

Use of District Property, Including District Computers
Supervisors are responsible to be attentive to staff and faculty behavior with District property, including computing resources, and to address promptly any violations of these policies.  A manager may wish to contact the Director of Employment Services for assistance in determining how to respond to specific violations of the policies and procedures.

Use of District Property for Personal Reasons
It is impermissible for any employee of the District to use any District resources for personal gain.  Lone Star College System employees must reimburse the College for the cost of long distance telephone charges incurred for personal reasons.  Reimbursement should be made to the College Business Office for credit to the appropriate cost center.  District resources, materials, and supplies may not be used for personal gain or for purposes unrelated to official District work. 

The District permits employees to make occasional personal use of computing resources in a similar manner as it permits the use of the District telephone for occasional, work-place appropriate personal use.  However, employees will be subject to discipline, up to and including termination, for the excessive or inappropriate workplace use of District computing resources.  The employee’s assigned District computer should not be used to upload, download or install non-work related computer based software or Internet based applications, such as games, music, or tax preparation software. The installation of software or hardware not provided by the IT staff should be reviewed with and preferably installed by the professional IT staff to ensure consistency of application and conformance with any licensing restrictions.  No employee may use District computing resources for any commercial purposes or for any use that will result in the payment of money to the employee by any entity or person other than the College District.

The District provides computing and network resources for the use of students, employees and others affiliated with the District. District users are expected to conduct themselves in compliance with all policies of the District and relevant laws of the United States and Texas and to demonstrate the same high ethical and professional manner when communicating through the use of computing resources as is required in face-to-face or written communications.

E-Mail Privileges
Access to the District’s e-mail and similar electronic communication systems is a privilege that is extended to current employees that are in good standing.   The privilege of access ends with the termination of employment.

Improper Use of District Computers
The following conduct by computer users will be treated as a violation of this policy and may result in discipline, including loss of computing privileges up to and including termination, for an Lone Star College System employee.

• Anonymous or forged e-mail messages;
• Unauthorized attempts to access another person’s e-mail or similar electronic communications or to use another’s name, e-mail or computer address or workstation to send e-mail or similar electronic communications;
• Use of District e-mail or other network resources for commercial purposes or for personal financial gain;
• Access to a restricted computing resource without authorization or use for purposes beyond the authorization;
• The transmission of copyrighted materials without the written permission of the author or creator through District e-mail or other network resources in violation of U.S. copyright law;
• Computing resources used in a manner that disrupts the work or educational environment;
• Intentional use of District computing resources to store, download, upload, display, print, or e-mail computer images that constitute “obscene materials” as defined by Section 43.21 of the Texas Penal Code that are not directly related to or required for a specific educational course or research directly related to an educational program; 
• Intentional use of District computing resources to store, download, upload, display, print or e-mail messages or computer images that are sexually explicit or that demean a person on the basis of race, ethnicity, gender, national origin, disability, or religion that may constitute prohibited harassment under Board Policies AHB and DAB;
• The uploading or downloading of unauthorized materials to any District server; and
• The sharing of an account, password, or other authentication device that was provided to permit access to restricted computing resources.

Nepotism
No person shall be employed in the District who is related to a member of the Board by blood (consanguinity) within the third degree, or by marriage (affinity) within the second degree.
The employment of relatives is permissible, subject to compliance with District policies, review of appointments and resolution of conflicts.  Relationships by family or marriage shall not have an advantage or disadvantage in employment.  Lone Star College System Board Policy Section DBE. 

No individual shall be employed under the supervision of an immediate relative who has or may directly affect the individual’s progress, performance or welfare.  If one relative would otherwise exercise such responsibilities over another relative, those functions shall be performed by the next higher supervisor or administrator in the administrative unit for the related person.

Confidential Information and Compliance with State Open Records Law
Employees who have access to confidential information regarding students, fellow employees, or others must safeguard such information.  Confidential information should not be discussed except in the line of duty and with specific authorization.

Student Information/Confidential Information
As an academic institution, Lone Star College System is required under federal law to treat student educational records as confidential.  Under the provisions of the Family Educational Rights and Privacy Act (FERPA), students have certain rights to privacy concerning the release of their educational records.  Violations of these rights could result in legal action or the elimination of federal funding to the District.  All calls requesting information about a student should be referred to the Associate Vice Chancellor for Student Information Services.

Work Hours
The District establishes the time and duration of working hours as required by workload, service needs and the efficient management of personnel resources.  While the normal workweek is Monday through Friday and consists of forty hours for staff, the working hours within certain operations may vary.  Employees will be informed of their work schedules, meal periods, and rest periods and any changes determined to be necessary by the department.

Each employee is expected to be on time and available to commence his or her duties in accordance with his or her work schedule.  An employee who will be late must contact his or her supervisor to so advise.  All employees are to submit in a timely manner required leave forms.  Nonexempt employees are required to receive supervisory approval of any requested overtime in advance of the time worked and to record on the appropriate form each hour worked as overtime.

Faculty who miss class must notify their immediate supervisor, usually the Dean, and make arrangements with the appropriate individual(s) on their campus (coordinator, division secretary, etc.) to have their classes covered.  Failure to give such notification of absence, except in emergency, will be considered an unexcused, unpaid absence.  In addition, faculty who miss class must complete the appropriate forms, such as "Application for Sick Leave" and "Request and Authorization for Leave of Absence.”
   
The Chancellor shall establish summer hours, which will permit employees to work longer hours (usually from 7:30 AM to 5:00 PM with a shortened lunch break) with Fridays off.  The Chancellor will announce the time period when summer hours are in effect.  During summer hours, employees will take 9 hours of leave for each day missed.

Flextime Options
The District may allow a flexible or alternate work schedule option. Individual departments may use flextime work schedules subject to the following conditions:

• The implementation, continuance, discontinuance or modification of flextime is at the discretion of the LEO; and
• Adequate staff coverage, sufficient to meet operational requirements of the department is required.

Non-exempt employees who are subject to the provisions of the Fair Labor Standards Act must observe the normal workweek of 40 hours.

Outside Employment
The first priority of employees is the accomplishment of the duties and responsibilities assigned to their position of employment with the District and no outside obligation should result in any conflict of interest involving the individual’s responsibilities to the District or to its programs, policies, and objectives.

Supervisors are responsible to review and consider whether to approve outside work by any exempt staff who wish to arrange consulting or other outside employment. In order to be approved, outside employment must be justified on an individual basis and may not create a conflict of interest, time, or commitment with District responsibilities.  Any employee who violates these standards is subject to discipline up to and including termination from employment regardless of whether an application to engage in the activity has been approved.

District Police Officers are required to report any and all outside work to the District Director of Public Safety and to ensure that the work meets the requirements established by the District Police Commissioner.

If a faculty member engages in employment outside the District, he or she has the responsibility of submitting to his or her dean a written report that describes the nature and scope of that employment.  Such employment may be considered acceptable if the work meets the following guidelines:

• If the work is not carried out on District property;
• If the work does not involve the use of District property;
• If the work does not take place during time for which the faculty member is being compensated by the District;
• If the work does not detract from the faculty member's full-time commitment to the District;
• If the work does not constitute a conflict of interest;
• If the work does not in any way, directly or indirectly interfere with the assigned duties of the faculty member.

Individuals may not represent themselves as acting in an official capacity on behalf of the District when conducting consulting activities or other outside employment. The District bears no responsibility for any actual or implied obligations or liabilities incurred by the individual resulting from a consulting agreement or other outside employment.

Unpaid public services is not covered by this policy nor are occasional lectures which include fees, unless these activities require significant amounts of time or otherwise adversely affect the employee’s performance of assigned District duties. An employee may not accept an honorarium or any fees or gifts in consideration for any services performed in his or her official capacity on behalf of the District (except travel expense reimbursements).

A supervisor may not permit any employee of the District to use any resources of the District, including telephones, copiers, equipment, computing resources, facilities, or District owned or lease property grounds for outside employment.

Dual Employment
The District occasionally will allow a full-time, non-exempt employee to work a different job than his or her regular position with the District.  The Dir. C/C will advise supervisors on the compensation and related requirements to dual employment within the District.

Holding Public Office
District employees may serve as members of the governing bodies of colleges (other than those in which they are employed), school districts, cities, towns, or other local governmental districts.  Employees may not receive a salary for serving as a member of these governing bodies.

Contracting
No Lone Star College System employee has the right to bind the District, college, department or any other part of the organization contractually unless specifically delegated the authority to do so by the Board of Trustees through policy or by the Chancellor through procedures or direct delegation. By policy and procedure, specific types of contract authority have been delegated to the LEO’s.