Institutional Self Evaluation Report

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Standard IIIA.3

The institution systematically develops personnel policies and procedures that are available for information and review. Such policies and procedures are equitably and consistently administered.

Standard IIIA.3.a

The institution establishes and adheres to written policies ensuring fairness in all employment procedures.

Descriptive Summary

The district Human Resources (HR) Department is responsible for initiating and recommending the development or revision of district personnel policies and procedures. All policies, as well as rules and regulations, governing employment procedures including the sexual harassment policy can be found on the district website and employee portal. (3A.3.a.1) Each administrative office makes such information readily available for reference and both district personnel and the public has access to this information. Each administrator is responsible for maintaining a current copy of the Rules and Regulations.

HR works in a participatory governance process with representatives, constituency groups—including bargaining units and employee associations—of both colleges and the district, to review policy language. Recommendations for revisions are made to the Chancellor through the District Council which is the highest participatory governance advisory group to the Chancellor. The Chancellor then recommends action on the policy revisions to the Board.

On behalf of the Board, HR, the Chancellor and his staff regularly review board policies and administrative procedures that provide guidance on implementing board policy. They are updated as needed to ensure they are current, relevant, and appropriate. District HR is responsible for the administration of personnel policies.

To ensure that personnel policies and procedures are equitable and consistently applied, personnel policies and procedures are administered centrally by the district Human Resources Department. A college-based Administrative Specialist-Personnel has a dual reporting relationship to the college and to the district HR Department.

The college adheres to written personnel policies and procedures that have been developed by the WVMCCD HR Department to ensure fairness in all employment procedures. General principles include district compliance with federal, state, and local laws, and the district commitment to equal opportunity, fairness, and inclusion. Included are policies on unlawful discrimination, sexual harassment, family medical leave, hiring, equivalency, and other policies governing hiring and working conditions. (3A.3.a.2, 3) The district has established procedures for handling and investigating any complaints of discrimination in the employment process which can also be found on the WVMCCD website. (3A.3.a.4)

Self-Evaluation

The college meets this standard. The written policies and procedures have been developed and refined adequately to ensure fairness in employment procedures.

Actionable Improvement Plans

None.

Evidence

3A.3a.1	Board Policies	http://www.westvalley.edu/committees/Accreditation/2013/evidence/3a/3A3a2_Board Policy_Chapter_3.pdf
3A.3.a.2	Board Policies Chapter 3	http://www.westvalley.edu/committees/Accreditation/2013/evidence/3a/3A3a2_Board Policy_Chapter_3.pdf
3A.3.a.3	Board Policies Chapter 7	http://www.westvalley.edu/committees/Accreditation/2013/evidence/3a/3A3a3_Board Policy_Chapter_7.pdf
3A.3.a.4	AP 3435 – Discrimination and Harassment Investigations	http://www.westvalley.edu/committees/Accreditation/2013/evidence/3a/3A3a4_AP_3435.pdf

Standard IIIA.3.b

The institution makes provision for the security and confidentiality of personnel records. Each employee has access to his/her personnel records in accordance with law.

Descriptive Summary

In accordance with Education and Labor Codes, personnel records are private, accurate, complete, and permanent. Individual collective bargaining agreements for represented employees include additional detail regarding contents. (3A.3.b.1)
District Human Resources (HR) staff are trained to maintain personnel records and the confidentiality of each employee’s information. Hard copies of required personnel records regarding hiring, changes in employment, discipline, evaluations and health/medical information are kept in individual employee files. All personnel files are maintained in secure filing cabinets that are locked when not being accessed at the district HR Department. Employees may request to review their personnel file during regular business hours or by special arrangement. College administrators oversee the security and confidentiality of all staff and faculty records at the local level.

Every employee has the right to inspect personnel records pursuant to applicable law and collective bargaining agreements. An employee may review his/her personnel file by contacting the appropriate Human Resources Specialist and making an appointment. To maintain security, the Specialist will remain with the employee during the review process, and the employee will be required to sign a log that he/she reviewed the file on a specific date.

The Human Resources Specialist will witness by signature that the employee reviewed the file. The employee may request the Human Resources Specialist to make copies of documents in his/her file.

The employee’s immediate supervisor and/or the supervisor’s supervisors (up to the Chancellor) may review an employee’s personnel file by contacting the appropriate Human Resources Specialist.

The employee may authorize a representative to review his/her personnel file. Such authorization must be in writing to verify the signature of the employee. The representative shall contact the Human Resources Specialist to make arrangements for the review.

Furthermore, contents of personnel files may be subpoenaed. The Human Resources Specialist will follow the terms and conditions of the subpoena.

Collective bargaining agreements listed below include language addressing maintenance of personnel file contents and access to them. These files are maintained in accordance with the provisions outline in specific articles:

^{ACE Bargaining Agreement – Article 11 (3A.3.b.2)}
^{WVMCEA Bargaining Agreement – Article 12 (3A.3.b.3)}
^{WVMCCD Administrative Handbook- Section 3 (3A.3.b.4)}
^{WVMCCD Confidential Unit Handbook- Section 9 (3A.3.b.5)}
^{Police Officers Association Contract - Article 11 (3A.3.b.6)}
^{Teamsters Contract – Article 14 (3A.3.b.7)}

Employees are informed via their agreement or handbook of their right to receive a copy of all information to be placed into their hard copy personnel file. Employees have a right to review and respond to any disputed evaluation or information prior to the inclusion of any such material. Employees are informed of their right to inspect and respond to any materials in their personnel file. Online personal information under Portal is accessible by employees via self-services.