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Key HR Policies and Procedures

Last updated on Jun 09, 2021

Work-Related Injuries

CCA employees must immediately notify their supervisor and Human Resources when a work-related injury or illness occurs, no matter how minor. The college wants its employees to receive proper and timely care.

Strict guidelines exist for properly reporting illness and injuries. Delays in reporting can result in postponement in or nonpayment of treatment. As an injured worker, it is your responsibility to report accurate and timely information.

Procedures

  • Notify Human Resources (see Meet the HR Team for any work-related injury or illness which occurs). A Human Resources representative will assist in determining the required course of treatment. Should the injury or illness occur after regular business hours, or if immediate medical attention is required, contact Public Safety for assistance at 510.385.1821 (Oakland) or 415.621.239 (San Francisco).
  • In some cases, first aid will be all that is needed, and HR will complete an injury report to keep on file.
  • If medical treatment is required or desired, the injured employee will be referred to one of the medical facilities listed below. Human Resources will provide the necessary forms and authorization for treatment.

Employees have the right to predesignate a personal physician for the treatment of work-related injuries. All predesignation forms are kept on file in Human Resources. If the employee indicates they have predesignated a personal physician, please contact Human Resources at 510.594.3683 for further assistance.

Note: If a student or campus visitor is injured, report it to the Student Affairs Office or a Public Safety officer.

Authorized Medical Treatment Centers - Oakland Campus

  • Emeryville Occupational Medicine Clinic: 6001 Shellmound Street, Suite 850, Emeryville
  • Kaiser Occupational Health Center: 3701 Broadway, Suite 501, Oakland
  • US Healthworks: 2850 7th Street, Suite 100, Berkeley
  • After-Hours Emergency Alta Bates Summit Medical Care: 357 34th Street, Oakland

Authorized Medical Treatment Centers - San Francisco Campus

  • St. Francis Health Center: 24 Willie Mays Plaza, San Francisco
  • Kaiser Occupational Health Center: 601 Van Ness Avenue, Opera Plaza, Mezzanine Level, Suite 2008, San Francisco
  • Kaiser SF Medical Center: 2238 Geary Boulevard, 3rd Floor, Injury Center, San Francisco
  • After-Hours Emergency California Pacific Medical Center, St. Luke’s Campus: 3555 Cesar Chavez Street, San Francisco

Discrimination/Unlawful Harassment Policy

Equal-Opportunity Employer

CCA is an equal-opportunity institution of higher education and employer and is firmly committed to nondiscrimination in its delivery of educational services and employment practices.

In compliance with all applicable federal and state laws, such decisions will be made irrespective of the individual’s race, color, religion, religious creed, ancestry, national origin, age (except for minors), sex, marital status, citizenship status, military service status, sexual orientation, gender identity or expression, medical condition (cancer related or genetic condition), disability and/or any other status protected by law.

(Gender identity or expression includes having, or being perceived as having a gender-related identity or expression whether stereotypically associated with a person’s actual or perceived gender.)

When necessary, the college will reasonably accommodate individuals with disabilities if the individual is otherwise qualified to meet the fundamental requirements and aspects of the program and safely perform all essential functions, without undue hardship to the college and/or without altering fundamental aspects of its educational program.

Prohibited Unlawful Harassment and Retaliation

The college is committed to maintaining the community as a place of work and study for faculty, administrators, staff and students, free of sexual and other unlawful harassment, intimidation, and exploitation. The college does not tolerate behavior that constitutes sexual or other unlawful harassment of any member(s) of the college community.

The college remains committed to providing an environment free of sexual harassment and harassment because of race, color, religion, religious creed, ancestry, national origin, age (except for minors), sex, marital status, citizenship status, military service status, sexual orientation, gender identity or expression, medical condition (cancer related or genetic condition), disability and/or any other status protected by law.

Prohibited harassment in any form, including verbal and physical conduct, visual displays, threats, demands and retaliation is unlawful and will not be tolerated. This policy provides complaint procedures to assist the college in its efforts to implement this policy. To submit a complaint, please use the Initial Complaint Form or email hr@cca.edu.

The college will take prompt and effective corrective action in response to occurrences of harassing behavior, including, where appropriate, disciplinary action up to and including termination or expulsion.

The policy explicitly applies to college administrators, staff, students and faculty and all other individuals engaged with college activities. Individuals who know of harassment, or believe that they have been harassed, in violation of this policy should submit a complaint using the Initial Complaint Form or email hr@cca.edu.

This policy must be adhered to by all college administrators, staff, faculty, students, contractors and other individuals involved in any employment, educational or other relationship with the college.

Prohibited harassing behavior

Harassing behavior, when engaged in on any basis prohibited by this policy, make take a variety of forms. Examples of the kinds of behavior that may constitute such harassment include, but are not limited to:

  • Verbal conduct such as epithets, derogatory comments, slurs, or unwelcome sexual advances, invitations, or comments;
  • Visual conduct such as derogatory posters, photography, cartoons, drawings or gestures;
  • Physical conduct such as unwanted touching, blocking normal movement, or interfering with work;
  • Threats and demands, such as those which seek submission to sexual requests, in order to retain employment or educational benefit, and/or offers of job or educational benefits or conditions in return for favors;
  • Retaliation, in the form of adverse employment or educational actions, for good faith opposing, reporting or threatening to report harassment or for participating in good faith in investigations, proceedings or hearings related to this policy.

Sexual harassment warrants special attention

Conduct in violation of this policy occurs when an individual’s behavior involves (1) unwelcome sexual advances; (2) unwelcome requests for sexual favors; or (3) other unwelcome verbal, physical or visual behavior of a sexual nature. Also, such conduct can become a violation of this policy and of the law when:

  • Submission to such behavior is made explicitly or implicitly a term or condition of an individual’s education or employment; or
  • Submission to, or rejection of, such behavior by an individual is used as the basis for educational or employment decisions; or
  • Such behavior otherwise has the purpose or effect of unreasonably interfering with, or otherwise creating an intimidating, hostile, or offensive educational or employment environment.

Retaliation is prohibited

An individual’s good-faith filing or pursuing a complaint under this policy or otherwise reporting, complaining or assisting or cooperating in good faith with a complaint of harassment will not be the basis for any adverse college decisions concerning a student, faculty or staff member’s employment, or student position or status. Such retaliation is forbidden by this policy.


Equal Employment Practices and Accommodations

To comply with applicable laws ensuring equal employment opportunities to qualified individuals with disabilities, the college will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual who is an applicant or an employee, unless undue hardship for the college would result. Any applicant or employee who requires an accommodation in order to perform the essential functions of his or her job should contact the director of human resources and request such an accommodation. The college will conduct an investigation to identify the barriers that make it difficult for the applicant or employee to have an equal opportunity to perform his or her job and then identify what possible accommodation, if any, would help to eliminate the barriers. If the accommodation is reasonable and will not impose an undue hardship, the college will make the accommodation. The college may also propose alternative accommodation(s).


Policy Concerning Immigration Enforcement Action at CCA

For a description of the College's policies concerning immigration enforcement action at CCA and for immigration-related resources, please see the Policy Concerning Immigration Enforcement Action at CCA. This Policy sets forth the policies and procedures for students, faculty, and staff of CCA in the event that immigration enforcement action takes place at CCA. A list of legal service providers who provide legal immigration representation or referrals to legal representation is located at the end of the Policy.

As stated in the Policy, any person or office of CCA that receives a request from an immigration enforcement agency or officer should route the request to the Office of Human Resources at or by calling 510-594-3700, option 1. Please see the Policy for more information on how requests are handled by the College.

Please note, the College has designated Maira Lazdins, AVP of Human Resources, as a contact regarding this Policy. Please send inquiries to hr@cca.edu.

CCA has also designated the following persons to assist with this Policy. These deputy officers are as follows:

For Students:

  • Yun Christenson, Registrar
    ychristenson@cca.edu, (510) 594-3641
  • Jeremy Khuth Director of Residential Education
    jkhuth@cca.edu

For Faculty:

  • Julianne Kirgis, Associate Provost for Faculty & Academic Partnerships
    jkirgis@cca.edu, (510) 594-3656

For Staff:

  • Maira Lazdins, AVP of Human Resources
    mlazdins@cca.edu, (510) 594-5004

In the event of a time-sensitive matter and when the campus may otherwise be closed such that Ms. Gray and the alternate deputy officers are unavailable, students, staff and faculty may direct inquiries relating to the Policy to a CCA Public Safety Officer, who will assist in directing the inquiry to the appropriate person.

CCA Public Safety:

  • On campus (SF; OAK): Dial 9510 from any campus phone, including Webster Hall
  • Off campus: Dial (415) 703-9510
  • Abe Leal, Director of Public Safety
    abe@cca.edu, (510) 594-3781

Alcohol/Drug Policies

See the Alcohol Policy in the CCA Student Handbook for details that pertain to serving or possessing, or both, alcohol on either campus of California College of the Arts.

Drug-Free School & Workplace Program

General Discussion

It is the goal of CCA to maintain a safe and healthy environment where the arts can flourish and grow. The college strives to provide this environment for all students, faculty, and staff. The policies detailed in the following pages apply to all members of the college community unless otherwise specifically stated.

The college, as an employer and educator, is concerned about the use and effects of alcohol and illicit drugs. In addition, in compliance with the Drug-Free Schools and Communities Act Amendment of 1989, the college is required to establish a drug-free campus policy and awareness program.

The college is committed to publishing and distributing information about the dangers of alcohol and drug (substance) abuse; available counseling, rehabilitation, and assistance; and penalties associated with substance abuse.

Standards of Conduct

The college's goal of maintaining an academic environment free from the use and influence of alcohol and unlawful drugs requires the following standards of conduct be enforced at all times.

It is expected that all members of the college community conduct themselves in a manner that ensures a drug- and alcohol-free learning and working experience.

Being under the influence of any drug or alcoholic beverage while on the job or at the college poses serious risks to individuals’ health and safety. The college absolutely prohibits the use, sale, purchase, transfer, or possession of any illegal or nonprescribed drug by any individual at any time.

In addition, the college strictly prohibits individuals from being under the influence of alcohol or any drug while on duty, in classes, living in college housing, or performing college business, including driving college-owned or college-leased vehicles.

Only legally prescribed medications are excluded from this rule and are permitted to the extent that the use of such medications does not adversely affect the individual's work ability, job performance, or student performance, or the safety of that individual or others.

It is also expected that all students, faculty, and staff will be considered "fit for duty" while on college premises or conducting college business.

Inability to perform work safely and efficiently or absences considered excessive shall be cause for concern and could result in disciplinary action up to and including termination and dismissal depending on the frequency and seriousness of the occurrences.

Counseling & Medical Assistance

It is the individual's responsibility to seek assistance or intervention for alcohol or drug abuse or dependency. Personal concerns may be discussed confidentially with the director of counseling services, but will not be expected to preclude discipline for prior acts.

Consultation, assessment, and referral are also available for students through the college's counseling services. These services are confidential and free of charge to the limits of the service protocols.

Appointments may be made by contacting the administrative assistants in the Student Affairs offices or the director of counseling services. A comprehensive list of off-campus resources is available from the Counseling Services and Student Affairs offices.

Staff and faculty who enroll in a formal treatment program may request rehabilitation leave on a full-time or part-time basis for periods up to ninety days. As with any other sick leave, the leave may include a combination of sick time, vacation time, and leave without pay.

Leave will not be granted where termination for prior acts is warranted. Faculty requests for rehabilitation leave may be handled directly with the Academic Affairs Office or with the assistance of the Vice President of Human Resources.


Tuition Remission Policies & Procedures

Regular staff and benefits eligible faculty (hereby referred to as employees) and their spouse, domestic partner, and dependent children are eligible to take regular CCA academic courses free of charge, and Special Programs courses either free of charge or at a reduced rate. This policy does not extend to courses taken by arrangement and/or on a special tutoring basis. Staff members may not take courses that conflict with their work schedules unless specific arrangements are approved in advance by their supervisors and by Human Resources. Eligible faculty members are entitled to tuition-free undergraduate studies on a space-available basis after priority registration, with the permission of the course instructor, at the convenience of the college, and at the discretion of the appropriate administrator.

End of employment occurring while an employee is enrolled in a course for which the employee is receiving tuition remission will result in the forfeiture of all tuition remission benefits from the start of that semester, and the tuition is fully due and payable.

This policy neither extends to courses taken on a by-arrangement or on a special-tutoring basis, or both, nor does it extend to any graduate programs or courses.

With the exception of employees who are affected by a reduction in CCA workforce, termination of employment at any point during the semester when an employee is receiving tuition remission forfeits the benefit as of the termination date.

Any balance due to Student Accounts will be determined by proration. A hold will be placed on the student record until all remaining balances are paid in full.

REGULAR SEMESTER COURSES (fall, spring, and summer)

Eligible employees may take undergraduate courses on a tuition-free basis as follows:

  • Regular full-time employees may take 12 units per academic year on a tuition-free basis. This is limited to 6 units per semester.
  • Regular employees may take 6 units per academic year on a tuition-free basis. This is limited to 3 units per semester.
  • An eligible employee's spouse, domestic partner, or dependent children may take tuition-free courses on the same basis as the employee. This benefit is limited to 12 units per family (including the employee) for full-time employees and 6 units per family (including the staff or faculty member) for part-time employees.

Employees and their family members may only enroll in courses for which they have completed the prerequisites and/or have appropriate experience (documentation of relevant professional and educational experience may be required). For any academic year, the combination of tuition remission and CCA scholarship/grant cannot exceed the student's total cumulative tuition for that academic year.

SPECIAL DEPENDENT BENEFIT

Spouses, domestic partners, and dependent children of full-time, regular employees may be admitted as regular, full-time undergraduate students, 100 percent tuition free, provided that the employee has been a full-time regular staff or faculty member for a minimum of five continuous years and the student meets regular CCA admissions standards. This benefit is limited to one dependent per family (including the employee) at any one time. For any academic year, the combination of tuition remission and CCA scholarship and grant monies cannot exceed the student’s total cumulative tuition.

SPECIAL PROGRAMS

CCA EXTENSION

cca.edu/extension

Non-credit classes for adults, usually scheduled in the evenings and on weekends.

Regular full-time employees may take up to seven CCA Extension courses per year, not to exceed two in the fall, two in the spring, and three in the summer.

Regular part-time employees may take up to three CCA Extension courses per year, limited to one in the fall, one in the spring, and one in the summer.

There are two registration options:

1) At the start of registration, eligible employees may guarantee their seat in a CCA Extension course by paying for the course with a 20% discount.

2) Alternatively, employees may wait until the weekday before the start of the CCA Extension course to register with a 100 percent tuition remission, but only if there are empty seats available (as determined by the Office of Special Programs).

On occasion, a seat may not be available until just before the second class meeting, in which case the employee will not know until then that they are authorized to join the course. If there are multiple 100 percent tuition-remission applicants for the same course, enrollment will be on a first-come, first-served basis.

An eligible employee’s spouse, domestic partner, or dependent children may take tuition-free CCA Extension courses on the same basis as the employee. This benefit is limited to seven courses per family (including the employee) for full-time employees and three courses per family (including the employee) for part-time employee.

“Tuition remission” applies only to tuition costs and registration fees; participants are responsible for material and lab fees when applicable. They are also responsible for any extra expenses and special charges.

SUMMER STUDY-ABROAD

Summer study-abroad programs are not eligible for tuition remission.

PRE-COLLEGE

cca.edu/precollege

Regular employees may register their child for CCA’s Pre-College program (open to high school students who have just completed the 10th, 11th, or 12th grade). There are two registration options:

1) Register with a 30% discount (program fee) early in the registration process to be guaranteed that your student is in a specific studio.

2) Wait until one week before the Pre-College program begins, choose from the studios in which there is still space available, pay $300. (Covers CCA for the cost of art supplies provided, etc.)

In both cases, students must go through the regular application process.

If there are multiple tuition remission applicants, admission will be determined on a first-come, first-served basis, with preference given to first-time enrollees. There are other guidelines as well.

SUMMER ATELIER

cca.edu/atelier

Regular employees may register their child for CCA's Summer Atelier program (open to high school students who have just completed the 9th or 10th grade). There are two registration options:

1) Register with a discount of $125 for any Summer Atelier class, regardless of program length.

2) Wait until one week before a particular Summer Atelier class begins, enroll if there is space available, pay $300.

In both cases, students must go through the regular application process.

If there are multiple tuition-remission applicants, admission will be determined on a first- come, first-served basis, with preference given to first-time enrollees. There are other guidelines as well.

YOUNG ARTIST STUDIO PROGRAM (YASP)

cca.edu/yasp

Regular employees may register one child per summer in CCA's Young Artist Studio Program (YASP), with a discount of $100 for the one-week YASP or $125 for the two-week YASP.

YASP is open to middle-school students who have just completed the 6th, 7th, or 8th grade.

HOW TO REQUEST TUITION REMISSION

REGULAR SEMESTER COURSE (fall, spring, and summer)

SPECIAL DEPENDENT BENEFIT

CCA EXTENSION / PRE-COLLEGE / SUMMER ATELIER / YOUNG ARTIST STUDIO PROGRAM (YASP)

To apply for tuition remission for any of these benefits or programs, please follow these directions:

1) Log into Workday

2) In the search bar at the top of the page, type in "create request"

3) In the drop down menu, type "tuition" and hit enter

4) Complete and submit the form in Workday

Questions? Please email hr@cca.edu.


Volunteer Policy

The normal and customary work of the college is accomplished by CCA employees. However, the college has established a policy pertaining to volunteers because we frequently have persons interested in providing their services to CCA as a nonprofit charitable organization on a volunteer basis, without expectation of any compensation or other consideration for the their donated time and work.

In order for the college to work with volunteers and accept their services, the following guidelines should be followed.

Volunteers are not . . .

  • to perform any type of service that the college normally employs a faculty or staff member to perform.
  • employees of the college, and they receive neither compensation of any type, nor do they receive any benefits.
  • covered by the college’s worker’s compensation insurance.

Volunteers are . . .

  • expected to conform to the college policies and procedures, particularly those related to security, safety, and ethical conduct if they wish to continue to volunteer.
  • covered by the college’s Discrimination and Unlawful Harassment Policy and should report to the director of human resources any behavior that they feel is contrary to that policy.

The person who supervises the volunteer must give each volunteer a copy of the Volunteer Policy and a copy of CCA's Discrimination and Unlawful Harassment Policy. The volunteer and the person supervising the volunteer alike must sign the Volunteer Agreement. The signed copy must be submitted to the director of human resources before the first day a volunteer begins service at the college.

All questions pertaining to this policy should be directed to the Vice President of Human Resources.