COLLIN COLLEGE Student Assistant/Work-Study …€¦ · · 2014-03-04COLLIN COLLEGE Student Assistant/Work-Study Employee Employment Packet . ... are true, complete and correct

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COLLIN COLLEGE Student Assistant/Work-Study Employee Employment Packet Employee Name: Start Date: Position: Organization Code #:

As a condition of employment, the following items must be completed and returned to the Human Resources Office at the Collin Higher Education Center in McKinney.

On-Line Application Signature Page – All employees must complete an on-line Collin County Community College District Application for Employment at Hhttp://jobs.collin.edu. The application form may be completed using any computer with an Internet connection. If you do not have access to the Internet, a computer is available in the Collin College Career Services Office locations at each campus.

On-Campus Work Assignment Form – All student assistant and federal work-study employees must complete an On-Campus Work Assignment Form. This form must be completed by the employee and at the beginning of each semester.

W-4 Form – Employees must file a W-4 form stating the current federal tax withholding status.

Changes received in the office after the payroll cut-off deadline will be processed in the following month’s payroll. A copy of the employee’s Social Security card must be submitted.

I-9 Form (See form for identification requirements) – Federal law requires that new employees show employers proof of work authorization. Therefore, original documentation of identity and work authorization must be personally presented to a Human Resources staff member or other authorized college employee within three business days of hire for completion of the I-9 form. Photocopies of the required documents are not acceptable.

PERC (Program for Extra Retirement Compensation) Election form – Effective September 1,

2011, all part-time employees (other than student assistants and federal work-study students) who are not participating in or receiving retirement benefits from either the TRS or ORP State retirement program are required to enroll in the Collin College’s tax sheltered retirement plan for part-time employees Program for Extra Retirement Compensation, (PERC) which is an approved alternative to the Social Security (FICA) deduction. PERC requires a contribution of 7.5 percent on a tax-deferred basis and the contributions deposited in PERC are not taxable until withdrawn. Employees in PERC must continue to contribute to Medicare at the 1.45 percent rate. See the PERC form for more information and for answers to commonly asked questions. For associate faculty members who have additional employment on a full-time (or benefits-eligible part-time) basis with a Texas public school (ISD), college or university, Collin College must (in lieu of PERC) deduct, on a pre-tax basis, the appropriate percentage for the Teacher Retirement System of Texas (TRS) for TRS participants, but not for Texas Optional Retirement Program (ORP) participants. Part-time employees in ORP elsewhere must elect the PERC plan during their part-time employment at Collin College.

IMPORTANT: To ensure proper federal wage credits and benefits, Collin College is required to verify employee names and Social Security numbers with the Social Security Administration (SSA). UCollege employment and payroll records must exactly match those of the SSA. College payroll will not be processed without this confirmation. U If the name on your Social Security card does not match your current name, you must apply with the SSA to have it corrected and provide the SSA receipt letter to the Human Resources Office at the Collin Higher Education Center in McKinney. The local SSA Office is located at 3250 Craig Drive, McKinney 75070. If you have any questions, please contact Human Resources at 972-548-6659.

Student Asst/Work-Study Employee Employment Packet - FY2014

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New Employee Information/Open Records form – This form collects employee biographic and demographic information required to prepare various institutional, state and federal reports. It also offers the employee the option to deny public access to certain personal information.

Authorization for Direct Deposit Form – Collin College employees must have their monthly payroll

checks electronically transferred each month to a checking or savings account in lieu of physically picking up payroll checks in the appropriate dean’s office at their primary campus. The first paycheck after enrollment might not be direct deposited; it is processed as a pre-note first for confirmation with your bank. If your election is received after the pre-note process your first check will be mailed to your home address of record and subsequent checks will be direct deposited. The direct deposit enrollment stays in effect, even when a break in employment occurs from one semester to the next or if a semester is skipped. It is the employee’s responsibility to notify the Human Resources Office of any changes affecting direct deposit enrollment.

Online Training – State-required training on the topics of preventing employment discrimination

and harassment are accessible via a training link from our vendor partner, Workplace Answers. Your unique training link will be sent to you via email from Workplace Answers and must be completed by the deadline listed in the email, approximately 30 days after your employment start date. Click on the training link in the email to access the required courses: Unlawful Harassment Prevention and EEO Laws and Preventing Discrimination. In addition, employees who may have access to student records will be required to complete FERPA for Higher Education. An electronic record of your training completion will automatically be sent to Human Resources for your employee records.

Family Educational Rights and Privacy Act (FERPA) – This document details important guidelines to assist employees in adhering to FERPA. College policies related to FERPA can be accessed through the college website at http://www.collin.edu/.

Appropriate Use of Technological and Information Resources – College policy related to the use

of college technological and information resources. This policy defines resources and employee responsibilities for these resources.

Software and Copyright Compliance Statement – This procedure defines employee

responsibilities for complying with copyright and software use laws and college policies and procedures.

LAN Appropriate Use Acknowledgment Form– Written acknowledgment that you will comply

with the college’s LAN Security Agreement conditions and Appropriate Use of Technological and Information Resources Policy.

Employee Agreement Form – Written acknowledgment that you have read Collin College’s “Software and Copyright Compliance Statement” and “Appropriate Use of Technological and Information Resources”.


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Collin County Community College District ON-LINE APPLICATION SIGNATURE PAGE

(Must be completed and submitted with this packet) Name _______________________ CWID# ______________ Title ________________ 1. I certify that statements made by me in the on-line application for Collin County

Community College District (Collin College) are true, complete and correct to the best of my knowledge and belief. I understand that any false statements, misrepresentations or omissions made by me during the application process shall be grounds for refusal to hire or if hired, termination.

2. I hereby authorize Collin College to investigate, through whatever means deemed

appropriate by the college, any information included in the application and facts resulting from the investigation unless otherwise noted. Collin College is also authorized to use any information obtained from its investigations to determine my suitability for employment. I release Collin College from any liability in connection with the investigation.

3. I hereby authorize each former employer to open my personnel file to a

representative of Collin College. 4. I hereby authorize any former employers or any other persons given as references

(unless otherwise noted) to answer any questions that may be asked. 5. If employed, I agree to abide by the policies, procedures, rules and

regulations of Collin College. 6. Unless otherwise specified in writing, I understand that nothing contained in the

employment application or in the granting of an interview is intended to create an employment contract between Collin College and myself for either employment or for the providing of any benefit. I understand that if subsequent to the application, I am employed by Collin College that both Collin College and I have read and do understanding Collin College’s intent that any employment relationship established between Collin College and myself will be on an “at-will” basis.

7. I understand that submission of the application does not obligate Collin College

in any way. _____________________________________ ________________________ SIGNATURE OF APPLICANT DATE

My Webs \ ptpacket rev 0610 Student Asst/Work-Study Employee Employment Packet - FY2014

Student Assistant/Federal Work Study Work Assignment Form

(To be completed by Student Employee)

CWID: ______ LAST NAME: FIRST NAME: TELEPHONE NUMBER: ______ PERSONAL E-MAIL (may not use CougarMail): PRESENT MAILING ADDRESS:

Street City State Zip Are you a F1 student? : No Yes Semester Enrolled: _________ Number of credit hours enrolled: Overall GPA:

GENERAL CONDITIONS 1. The maximum number of hours students are eligible to work per week is 20 hours. 2. Students must maintain satisfactory progress of a 2.0 overall GPA or better with Collin College. Some departments require

higher GPA. 3. Student Assistants must remain enrolled in at least 6 credit hours during the semester in which they have a Student Assistant

assignment. (Exception: Students who are in their graduating semester may be eligible for a Student Assistant position if they need less than 6 hours to graduate.) In order to be eligible for a summer Student Assistant assignment, students must have been enrolled in at least 6 hours during the prior semester and must have worked as a Student Assistant during the prior semester or be taking 6 hours during the Summer.

4. Federal Work-Study students must be enrolled in at least 6 credit hours. Exceptions to the 6 hour minimum are not allowed for Federal Work Study Students.

5. International Students must be enrolled in 12 hours unless it is the student’s graduating semester. 6. Student Assistants/Federal Work Study Students enrolled 6 credit hours or more will be subject to deductions for federal taxes.

Students enrolled in less than 6 credit hours (based on the exception above) will be subject to Medicare, and a part-time employment retirement plan.

7. The enrollment status for student workers will be monitored throughout the semester to assure eligibility for employment. A change in credit hours during the semester may result in a change in deductions and/or eligibility for continued employment.

Acknowledgement: I understand that nothing contained in my employment application or in the granting of this assignment is intended to create an employment contract between Collin College and myself for either employment or for the providing of any benefit. I further understand that my employment at Collin College as a student assistant and/or federal work study student is on an “at-will” basis. ____________ ____________ Student’s Signature Date with few exceptions, state law gives you the following rights regarding the information collected by Collin College about you: the right to request to be informed about the information: the right to receive and review the information: and the right to correct information about you that is incorrect.

HR/STUDENT EMPLOYMENT USE: FWS AMOUNT AWARDED (for the semester indicated on the work assignment): _________________________________

(To be completed by Supervisor Upon Hiring) NOTE: Student Employees MAY NOT begin working until this Work Assignment Form has been submitted to HR and HR has signed and returned a copy of this form to the supervisor via email. EFFECTIVE DATE OF ASSIGNMENT: END DATE OF ASSIGNMENT: SELECT ONE: STUDENT ASSISTANT FEDERAL WORK STUDY (215012) ORG CODE/COST CENTER # FOR YOUR DEPARMENT (NOT THE ACCOUNT NUMBER) __________________

SUPERVISOR: DEPARTMENT: CAMPUS: __ SUPERVISOR PHONE: _____ HR/Student Employment Representative Date Supervisor's Signature Date Student Asst/Work-Study Employee Employment Packet - FY2014

Form W-4 (2014)Purpose. Complete Form W-4 so that your employer can withhold the correct federal income tax from your pay. Consider completing a new Form W-4 each year and when your personal or financial situation changes.Exemption from withholding. If you are exempt, complete only lines 1, 2, 3, 4, and 7 and sign the form to validate it. Your exemption for 2014 expires February 17, 2015. See Pub. 505, Tax Withholding and Estimated Tax.Note. If another person can claim you as a dependent on his or her tax return, you cannot claim exemption from withholding if your income exceeds $1,000 and includes more than $350 of unearned income (for example, interest and dividends).

Exceptions. An employee may be able to claim exemption from withholding even if the employee is a dependent, if the employee:• Is age 65 or older,

• Is blind, or

• Will claim adjustments to income; tax credits; or itemized deductions, on his or her tax return.

The exceptions do not apply to supplemental wages greater than $1,000,000.Basic instructions. If you are not exempt, complete the Personal Allowances Worksheet below. The worksheets on page 2 further adjust your withholding allowances based on itemized deductions, certain credits, adjustments to income, or two-earners/multiple jobs situations. Complete all worksheets that apply. However, you may claim fewer (or zero) allowances. For regular wages, withholding must be based on allowances you claimed and may not be a flat amount or percentage of wages.Head of household. Generally, you can claim head of household filing status on your tax return only if you are unmarried and pay more than 50% of the costs of keeping up a home for yourself and your dependent(s) or other qualifying individuals. See Pub. 501, Exemptions, Standard Deduction, and Filing Information, for information.Tax credits. You can take projected tax credits into account in figuring your allowable number of withholding allowances. Credits for child or dependent care expenses and the child tax credit may be claimed using the Personal Allowances Worksheet below. See Pub. 505 for information on converting your other credits into withholding allowances.

Nonwage income. If you have a large amount of nonwage income, such as interest or dividends, consider making estimated tax payments using Form 1040-ES, Estimated Tax for Individuals. Otherwise, you may owe additional tax. If you have pension or annuity iincome, see Pub. 505 to find out if you should adjust your withholding on Form W-4 or W-4P.Two earners or multiple jobs. If you have a working spouse or more than one job, figure the total number of allowances you are entitled to claim on all jobs using worksheets from only one Form W-4. Your withholding usually will be most accurate when all allowances are claimed on the Form W-4 for the highest paying job and zero allowances are claimed on the others. See Pub. 505 for details.Nonresident alien. If you are a nonresident alien, see Notice 1392, Supplemental Form W-4 Instructions for Nonresident Aliens, before completing this form.Check your withholding. After your Form W-4 takes effect, use Pub. 505 to see how the amount you are having withheld compares to your projected total tax for 2014. See Pub. 505, especially if your earnings exceed $130,000 (Single) or $180,000 (Married).Future developments. Information about any future developments affecting Form W-4 (such as legislation enacted after we release it) will be posted at www.irs.gov/w4.

Personal Allowances Worksheet (Keep for your records.)A Enter “1” for yourself if no one else can claim you as a dependent . . . . . . . . . . . . . . . . . . A

B Enter “1” if: { • You are single and have only one job; or• You are married, have only one job, and your spouse does not work; or . . .• Your wages from a second job or your spouse’s wages (or the total of both) are $1,500 or less.

} B

C Enter “1” for your spouse. But, you may choose to enter “-0-” if you are married and have either a working spouse or more than one job. (Entering “-0-” may help you avoid having too little tax withheld.) . . . . . . . . . . . . . . C

D Enter number of dependents (other than your spouse or yourself) you will claim on your tax return . . . . . . . . DE Enter “1” if you will file as head of household on your tax return (see conditions under Head of household above) . . EF Enter “1” if you have at least $2,000 of child or dependent care expenses for which you plan to claim a credit . . . F

(Note. Do not include child support payments. See Pub. 503, Child and Dependent Care Expenses, for details.) G Child Tax Credit (including additional child tax credit). See Pub. 972, Child Tax Credit, for more information.

• If your total income will be less than $65,000 ($95,000 if married), enter “2” for each eligible child; then less “1” if you have three to six eligible children or less “2” if you have seven or more eligible children. • If your total income will be between $65,000 and $84,000 ($95,000 and $119,000 if married), enter “1” for each eligible child . . . G

H Add lines A through G and enter total here. (Note. This may be different from the number of exemptions you claim on your tax return.) ▶ H

For accuracy, complete all worksheets that apply. {

• If you plan to itemize or claim adjustments to income and want to reduce your withholding, see the Deductions and Adjustments Worksheet on page 2. • If you are single and have more than one job or are married and you and your spouse both work and the combined earnings from all jobs exceed $50,000 ($20,000 if married), see the Two-Earners/Multiple Jobs Worksheet on page 2 to avoid having too little tax withheld.• If neither of the above situations applies, stop here and enter the number from line H on line 5 of Form W-4 below.

Separate here and give Form W-4 to your employer. Keep the top part for your records.

Form W-4Department of the Treasury Internal Revenue Service

Employee's Withholding Allowance Certificate▶ Whether you are entitled to claim a certain number of allowances or exemption from withholding is

subject to review by the IRS. Your employer may be required to send a copy of this form to the IRS.

OMB No. 1545-0074

20141 Your first name and middle initial Last name

Home address (number and street or rural route)

City or town, state, and ZIP code

2 Your social security number

3 Single Married Married, but withhold at higher Single rate.

Note. If married, but legally separated, or spouse is a nonresident alien, check the “Single” box.

4 If your last name differs from that shown on your social security card,

check here. You must call 1-800-772-1213 for a replacement card. ▶

5 Total number of allowances you are claiming (from line H above or from the applicable worksheet on page 2) 56 Additional amount, if any, you want withheld from each paycheck . . . . . . . . . . . . . . 6 $

7 I claim exemption from withholding for 2014, and I certify that I meet both of the following conditions for exemption.• Last year I had a right to a refund of all federal income tax withheld because I had no tax liability, and• This year I expect a refund of all federal income tax withheld because I expect to have no tax liability.If you meet both conditions, write “Exempt” here . . . . . . . . . . . . . . . ▶ 7

Under penalties of perjury, I declare that I have examined this certificate and, to the best of my knowledge and belief, it is true, correct, and complete.

Employee’s signature (This form is not valid unless you sign it.) ▶ Date ▶

8 Employer’s name and address (Employer: Complete lines 8 and 10 only if sending to the IRS.) 9 Office code (optional) 10 Employer identification number (EIN)

For Privacy Act and Paperwork Reduction Act Notice, see page 2. Cat. No. 10220Q Form W-4 (2014) Student Asst/Work-Study Employee Employment Packet - FY2014

Form W-4 (2014) Page 2 Deductions and Adjustments Worksheet

Note. Use this worksheet only if you plan to itemize deductions or claim certain credits or adjustments to income.1 Enter an estimate of your 2014 itemized deductions. These include qualifying home mortgage interest, charitable contributions, state

and local taxes, medical expenses in excess of 10% (7.5% if either you or your spouse was born before January 2, 1950) of your income, and miscellaneous deductions. For 2014, you may have to reduce your itemized deductions if your income is over $305,050 and you are married filing jointly or are a qualifying widow(er); $279,650 if you are head of household; $254,200 if you are single and not head of household or a qualifying widow(er); or $152,525 if you are married filing separately. See Pub. 505 for details . . . . 1 $

2 Enter: { $12,400 if married filing jointly or qualifying widow(er)$9,100 if head of household . . . . . . . . . . .$6,200 if single or married filing separately

} 2 $

3 Subtract line 2 from line 1. If zero or less, enter “-0-” . . . . . . . . . . . . . . . . 3 $4 Enter an estimate of your 2014 adjustments to income and any additional standard deduction (see Pub. 505) 4 $5 Add lines 3 and 4 and enter the total. (Include any amount for credits from the Converting Credits to

Withholding Allowances for 2014 Form W-4 worksheet in Pub. 505.) . . . . . . . . . . . . 5 $6 Enter an estimate of your 2014 nonwage income (such as dividends or interest) . . . . . . . . 6 $7 Subtract line 6 from line 5. If zero or less, enter “-0-” . . . . . . . . . . . . . . . . 7 $8 Divide the amount on line 7 by $3,950 and enter the result here. Drop any fraction . . . . . . . 89 Enter the number from the Personal Allowances Worksheet, line H, page 1 . . . . . . . . . 9

10 Add lines 8 and 9 and enter the total here. If you plan to use the Two-Earners/Multiple Jobs Worksheet, also enter this total on line 1 below. Otherwise, stop here and enter this total on Form W-4, line 5, page 1 10

Two-Earners/Multiple Jobs Worksheet (See Two earners or multiple jobs on page 1.)Note. Use this worksheet only if the instructions under line H on page 1 direct you here.1 Enter the number from line H, page 1 (or from line 10 above if you used the Deductions and Adjustments Worksheet) 12 Find the number in Table 1 below that applies to the LOWEST paying job and enter it here. However, if

you are married filing jointly and wages from the highest paying job are $65,000 or less, do not enter more than “3” . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

3 If line 1 is more than or equal to line 2, subtract line 2 from line 1. Enter the result here (if zero, enter “-0-”) and on Form W-4, line 5, page 1. Do not use the rest of this worksheet . . . . . . . . . 3

Note. If line 1 is less than line 2, enter “-0-” on Form W-4, line 5, page 1. Complete lines 4 through 9 below to figure the additional withholding amount necessary to avoid a year-end tax bill.

4 Enter the number from line 2 of this worksheet . . . . . . . . . . 45 Enter the number from line 1 of this worksheet . . . . . . . . . . 56 Subtract line 5 from line 4 . . . . . . . . . . . . . . . . . . . . . . . . . 67 Find the amount in Table 2 below that applies to the HIGHEST paying job and enter it here . . . . 7 $8 Multiply line 7 by line 6 and enter the result here. This is the additional annual withholding needed . . 8 $9 Divide line 8 by the number of pay periods remaining in 2014. For example, divide by 25 if you are paid every two

weeks and you complete this form on a date in January when there are 25 pay periods remaining in 2014. Enter the result here and on Form W-4, line 6, page 1. This is the additional amount to be withheld from each paycheck 9 $

Table 1Married Filing Jointly

If wages from LOWEST paying job are—

Enter on line 2 above

$0 - $6,000 06,001 - 13,000 1

13,001 - 24,000 224,001 - 26,000 326,001 - 33,000 433,001 - 43,000 543,001 - 49,000 649,001 - 60,000 760,001 - 75,000 875,001 - 80,000 980,001 - 100,000 10

100,001 - 115,000 11115,001 - 130,000 12130,001 - 140,000 13140,001 - 150,000 14150,001 and over 15

All Others

If wages from LOWEST paying job are—


$0 - $6,000 06,001 - 16,000 1

16,001 - 25,000 225,001 - 34,000 334,001 - 43,000 443,001 - 70,000 570,001 - 85,000 685,001 - 110,000 7

110,001 - 125,000 8125,001 - 140,000 9140,001 and over 10

Table 2Married Filing Jointly

If wages from HIGHEST paying job are—


$0 - $74,000 $59074,001 - 130,000 990

130,001 - 200,000 1,110200,001 - 355,000 1,300355,001 - 400,000 1,380400,001 and over 1,560

All Others

If wages from HIGHEST paying job are—


$0 - $37,000 $59037,001 - 80,000 99080,001 - 175,000 1,110

175,001 - 385,000 1,300385,001 and over 1,560

Privacy Act and Paperwork Reduction Act Notice. We ask for the information on this form to carry out the Internal Revenue laws of the United States. Internal Revenue Code sections 3402(f)(2) and 6109 and their regulations require you to provide this information; your employer uses it to determine your federal income tax withholding. Failure to provide a properly completed form will result in your being treated as a single person who claims no withholding allowances; providing fraudulent information may subject you to penalties. Routine uses of this information include giving it to the Department of Justice for civil and criminal litigation; to cities, states, the District of Columbia, and U.S. commonwealths and possessions for use in administering their tax laws; and to the Department of Health and Human Services for use in the National Directory of New Hires. We may also disclose this information to other countries under a tax treaty, to federal and state agencies to enforce federal nontax criminal laws, or to federal law enforcement and intelligence agencies to combat terrorism.

You are not required to provide the information requested on a form that is subject to the Paperwork Reduction Act unless the form displays a valid OMB control number. Books or records relating to a form or its instructions must be retained as long as their contents may become material in the administration of any Internal Revenue law. Generally, tax returns and return information are confidential, as required by Code section 6103.

The average time and expenses required to complete and file this form will vary depending on individual circumstances. For estimated averages, see the instructions for your income tax return.

If you have suggestions for making this form simpler, we would be happy to hear from you. See the instructions for your income tax return.Student Asst/Work-Study Employee Employment Packet - FY2014

Instructions for Employment Eligibility Verification USCISForm 1-9

Department of Homeland Security 0MB No. 1615-0047U.S. Citizenship and Immigration Services bxpires 03/31/2016

Read all instructions carefully before completing this form.

Anti-Discrimination Notice. It is illegal to discriminate against any work-authorized individual in hiring, discharge,recruitment or referral for a fee, or in the employment eligibility verification (Form 1-9 and B-Verify) process based onthat individual’s citizenship status, immigration status or national origin. Employers CANNOT specify whichdocument(s) they will accept from an employee. The refusal to hire an individual because the documentation presentedhas a future expiration date may also constitute illegal discrimination. For more information, call the Office of SpecialCounsel for Immigration-Related Unfair Employment Practices (OSC) at 1-800-255-7688 (employees), 1-800-255-8155(employers), or 1-800-237-2515 (TDD), or visit yww.justice.gQyLcrt/aboutLnc.

[What Is the Purpose of This Form?

Employers must complete Fonn 1-9 to document verification of the identity and employment authorization of each newemployee (both citizen and noncitizen) hired after November 6, 1986, to work in the United States. In the Commonwealthof the Northern Mariana Islands (CNMI), employers must complete Fonn 1-9 to document verification of the identity andemployment authorization of each new employee (both citizen and noncitizen) hired after November 27, 2011. Employersshould have used Form 1-9 CNMT between November 28, 2009 and November 27, 2011.

General Instructions

Employers are responsible for completing and retaining Form 1-9. For the purpose of completing this fonn, the term“employer” means all employers, including those recruiters and referrers for a fee who are agricultural associations,agricultural employers, or farm labor contractors.

Form 1-9 is made up of three sections. Employers may be Fined if the form is not complete. Employers are responsible forretaining completed forms. Do not mail completed forms to U.S. Citizenship and Immigration Services (USCIS) orImmigration and Customs Enforcement (ICE).

Section 1. Employee Information and Attestation

Newly hired employees must complete and sign Section 1 of Form 1-9 no later than the first day of employment.Section 1 should never be completed before the employee has accepted a job offer.

Provide the following information to complete Section 1:

Name: Provide your full legal last name, first name, and middle initial. Your last name is your family name orsurname. If you have two last names or a hyphenated last name, include both names in the last name field. Your firstname is your given name. Your middle initial is the first letter of your second given name, or the first letter of yourmiddle name, if any.

Other names used: Provide all other names used, if any (including maiden name). If you have had no other legalnames, write “N/A.”

Address: Provide the address where you currently live, including Street Number and Name, Apartment Number (ifapplicable), City, State, and Zip Code. Do not provide a post office box address (P.O. Box). Only border commutersfrom Canada or Mexico may use an international address in this field.

Date of Birth: Provide your date of birth in the mrnldd/yyyy fonnat. For example, January 23, 1950, should bewritten as 0 1/23/1950.

U.S. Social Security Number: Provide your 9-digit Social Security number. Providing your Social Security numberis voluntary. However, if your employer participates in B-Verify, you must provide your Social Security number.

E-mail Address and Telephone Number (Optional): You may provide your e-mail address and telephonenumber. Department of Homeland Security (DHS) may contact you if DHS learns of a potential mismatch betweenthe information provided and the information in DHS or Social Security Administration (SSA) records. You may write“N/A” if you choose not to provide this information.

EMPLOYERS MUST RETAIN COMPLETED FORM 1-9Form 1-9 Instructions 03/08/13 N DO NOT MAIL COMPLETED FORM 1-9 TO ICE OR USCIS Page 1 of 9


All employees must attest in Section 1, under penalty of peijury, to their citizenship or immigration status by checking

one of the following four boxes provided on the form:

1. A citizen of the United States

2. A noncitizen national of the United States: Noncitizen nationals of the United Slates are persons born in AmericanSamoa, certain fonner citizens of the fhrmer Trust ‘l’enitory of the Pacific Islands, and certain children of noncitizennationals born abroad.

3. A lawful permanent resident: A lawful penrianent resident is any person who is not a U.S. citizen and who residesin the United States under legally recognized and lawfully recorded permanent residence as an immigrant. The term“lawful permanent resident’ includes conditional residents. If you check this box, write either your Alien RegistrationNumber (A-Number) or USCIS Number in the field next to your selection. At this time, the USCIS Number is thesame as the A—Number without the “A” prefix.

4. An alien authorized to work: If you are not a citizen or national olthc United States or a lawful permanent resident,but are authorized to work in the United States, check this box.

If you check this box:

a. Record the date that your employment authorization expires, if any. Aliens whose employment authorization doesnot expire, such as refugees, asylees, and certain citizens of the Federated States of Micronesia, the Republic of theMarshall Islands, or Palau, may write “N/A” on this line.

b. Next, enter your Alien Registration Number (A-Number)/USCIS Number. At this time, the USCIS Number is thesame as your A-Number without (lie “A” prefix. If you have not received an A-Number/USCIS Number, recordyour Admission Number. You can find your Admission Number on Form 1-94, “Arrival-Departure Record,” or asdirected by USCIS or U.S. Customs and Border Protection (CBP).

(1) If you obtained your admission number from CBP in connection with your arrival in the United States, thenalso record information about the foreign passport you used to enter the United States (number and country ofissuance).

(2) If you obtained your admission number from USCIS within the United States, or you entered the United Stateswithout a foreign passport, you must write “N/A” in the Foreign Passport Number and Country of Issuancefields.

Sign your name in the “Signature of Employee” block and record the date you completed and signed Section 1. By signingand dating this form, you attest that (lie citizenship or immigration status you selected is correct and that you are awarethat you may be imprisoned and/or fined for making false statements or using false documentation when completing thisform. To fully complete this form, you must present to your employer documentation that establishes your identity andemployment authorization. Choose which documents to present from the Lists of Acceptable Documents, found on thelast page of this form. You must present this documentation no later than the third day after beginning employment,although you may present the required documentation before this date.

Preparer and/or Translator Certification

The Preparer and/or Translator Certification must be completed if the employee requires assistance to complete Section 1(e.g., the employee needs the instructions or responses translated, someone other than the employee fills out theinformation blocks, or someone with disabilities needs additional assistance). The employee must still sign Section 1.

Minors and Certain Employees with Disabilities (Special Placement)

Parents or legal guardians assisting minors (individuals under 18) and certain employees with disabilities should reviewthe guidelines in the Handbookfor Employers: Instructions for Completing Form 1-9 (M-274) on .uscis.gov/1-9Central before completing Section 1. These individuals have special procedures for establishing identity if they cannotpresent an identity document for Form 1-9. The special procedures include (1) the parent or legal guardian filling outSection 1 and writing “minor under age 18” or “special placement,” whichever applies, in the employee signature block;and (2) the employer writing “minor under age 18” or “special placement” under List B in Section 2.

Form 1-9 Instructions 03/08/13 N Page 2 of 9


Section 2. Employer or Authorized Representative Review and Verification

l3eiorc completing Section 2, employers must ensure that Section 1 is completed propcily and on time. Employers maynot ask an individual to complete Section 1 before he or she has accepted a job offer.

Employers or their authorized representative must complete Section 2 by examining evidence of identity and employmentauthorization within 3 business days of the employee’s first day of employment. For example, ifan employee beginsemployment on Monday, the employer must complete Section 2 by Thursday of that week. However, if an employer hiresan individual for less than 3 business days, Section 2 must be completed no later than the first day of employment. Anemployer may complete Form 1—9 before the first day of employment if the employer has offered the individual ajob andthe iiiclividual has accepted.

Employers cannot specify which document(s) employees may present from the Lists of Acceptable Documents, found onthe last page of Form 1-9, to establish identity and employment authorization. Employees must present one selection fromList A OR a combination of one selection from List B and one selection from List C. List A contains documents thatshow both identity and employment authorization. Some List A documents are combination documents. The employeemust present combination documents together to be considered a List A document. For example, a foreign passport and aForm 1-94 containing an endorsement of the alien’s nonimmigrant status must be presented together to be considered aList A document. List B contains documents that show identity only, and List C contains documents that showemployment authorization only. If an employee presents a List A document, he or she should not present a List B and ListC document, and vice versa. If an employer pam-ticipates in E-Verify, the List B document must include a photograph.

In the field below the Section 2 introduction, employers must enter the last name, first name and middle initial, if any, thatthe employee entered in Section 1. This will help to identify the pages of the form should they get separated.

Employers or their authorized representative must:

1. Physically examine each original document the employee presents to determine if it reasonably appears to be genuineand to relate to the person presenting it. The person who examines the documents must be the same person who signsSection 2. The examiner of the documents and the employee must both be physically present during the examinationof the employee’s documents.

2. Record the document title shown on the Lists of Acceptable Documents, issuing authority, document number andexpiration date (if any) from the original document(s) the employee presents. You may write “N/A” in any unusedlIe lds.

If the employee is a student or exchange visitor who presented a foreign passport with a Form 1-94, the employershould also enter in Section 2:

a. The student’s Form 1-20 or DS-2019 number (Student and Exchange Visitor Information System-SEVIS Number);and the program end date from Form 1-20 or DS-2019.

3. Under Certification, enter the employee’s first day of employment. Temporary staffing agencies may enter the first daythe employee was placed in a job pool. Recruiters and recruiters for a fee do not enter the employee’s first day ofemployment.

4. Provide the name and title of the person completing Section 2 in the Signature of Employer or AuthorizedRepresentative field.

5. Sign and date the attestation on the date Section 2 is completed.

6. Record the employer’s business name and address.

7. Return the employee’s documentation.

Employers may, but are not required to, photocopy the document(s) presented. If photocopies are made, they should bemade for ALL new hires or reverifications. Photocopies must be retained and presented with Fonn 1-9 in case of aninspection by DHS or other federal government agency. Employers must always complete Section 2 even if theyphotocopy an employee’s document(s). Making photocopies of an employee’s document(s) cannot take the place ofcompleting Form 1-9. Employers are still responsible for completing and retaining Form 1-9.

Form 1-9 Instructions 03/08/13 N Page 3 of 9


Unexpired Documents

Generally, only’ unexpired, original documentation is acceptable. The only exception is that an employee may present acertified copy of a birth certificate. Additionally, in some instances, a document that appears to be expired may beacceptable if the expiration date shown on the thee of the (locument has been extended, such as for individuals withtemporary protected status. Refer to the Handbook Jr Eniplovers: Instructions/or Completing Form [—9 (M—274, or 1—9Central (wwwuscis.gw/L9ural) for examples.

Receipts

If an employee is unable to present a required document (or documents), the employee can present an acceptable receipt inlieu of a document from the Lists of Acceptable Documents on the last page of this form. Receipts showing that a personhas applied for an initial grant of employment authorization, or for renewal of employment authorization, are notacceptable. Employers cannot accept receipts if employment will last less than 3 days. Receipts are acceptable whencompleting Fonu 1-9 for a new hire or when reverification is required.

Employees must present receipts within 3 business days of their first day of employment, oi- in the case of reverification,by the date that reverification is required, and must present valid replacement documents within the time frames describedbelow.

There are three types of acceptable receipts:

1. A receipt showing that the employee has applied to replace a document that was lost, stolen or damaged. Theemployee must present the actual document within 90 days from the date of hire.

2. The arrival portion of Fonn l-94/l-94A with a temporary 1-55 1 stamp and a photograph of the individual. Theemployee must present the actual Permanent Resident Card (Form 1-55 1) by the expiration date of the temporary1-55 1 stamp, or, if there is no expiration date, within 1 year from the date of issue.

3. The departure portion of Form l-94!1-94A with a refugee admission stamp. The employee must present an unexpiredEmployment Authorization Document (Form 1-766) or a combination of a List B document and an unrestricted SocialSecurity card within 90 days.

When the employee provides an acceptable receipt, the employer should:

1. Record the document title in Section 2 under the sections titled List A, List B, or List C, as applicable.

2. Write the word “receipt” and its document number in the “Document Number” field. Record the last day that thereceipt is valid in the “Expiration Date” field.

By the end of the receipt validity period, the employer should:

1. Cross out the word “receipt” and any accompanying document number and expiration date.

2. Record the number and other required document information from the actual document presented.

3. Initial and date the change.

See the Handbook for Employers: Instructions for Completing Form 1-9 M-274,) at vww.uscis.gov/1-9Central for moreinfonnation on receipts.

Section 3. Reverification and Rehires

Employers or their authorized representatives should complete Section 3 when reverifying that an employee is authorizedto work. When rehiring an employee within 3 years of the date Form 1-9 was originally completed, employers have theoption to complete a new Form 1-9 or complete Section 3. When completing Section 3 in either a reverification or rehiresituation, if the employee’s name has changed, record the name change in Block A.

For employees who provide an employment authorization expiration date in Section 1, employers must reverifyemployment authorization on or before the date provided.

Fonn 1-9 Instructions 03/08/13 N Page 4 of 9


Some employees may write “N/A’ in the space provided for the expiration date in Section 1 if they are aliens whoseemployment authorization does not expire (e.g., asylees, refugees, certain citizens of the Federated States of Micronesia,the Republic of the Marshall Islands, or Palau). Reverification does not apply for such employees unless they chose topresent evidence of employment authorization in Section 2 that contains an expiration date and requires reverification,such as Form 1—766, Employment Authorization Document.

Rcveriiication applies iievidcncc of employment authorization (List A or List C document) presented in Section 2expires. however, employers should not reverify:

1. U.S. citizens and noncitizen nationals; or

2. Lawful permanent residents who presented a Permanent Resident Card (Form 1-551) for Section 2.

ReveritIcation does not apply to List B documents.

If both Section 1 and Section 2 indicate expiration dates triggering the reverification requirement, the employer shouldreverify by the earlier date.

For reverification, an employee must present unexpired documentation from either List A or List C showing he or she isstill authorized to work. Employers CANNOT require the employee to present a particular document from List A or ListC. The employee may choose which document to present.

To complete Section 3, employers should follow these instructions:

1. Complete Block A if an employee’s name has changed at the time you complete Section 3.

2. Complete Block B with the date of rehire if you rehire an employee within 3 years of the date this fonn was originallycompleted, and the employee is still authorized to be employed on the same basis as previously indicated on this form.Also complete the “Signature of Employer or Authorized Representative” block.

3. Complete Block C if:

a. The employment authorization or employment authorization document of a current employee is about to expire andrequires revcrification; or

b. You rehire an employee within 3 years of the date this form was originally completed and his or her employmentauthorization or employment authorization document has expired. (Complete Block B for this employee as well.)

To complete Block C:

a. Examine either a List A or List C document the employee presents that shows that the employee is currentlyauthorized to work in the United States; and

b. Record the document title, document number, and expiration date (if any).

4. After completing block A, B or C, complete the “Signature of Employer or Authorized Representative” block,including the date.

For reverification purposes, employers may either complete Section 3 of a new FonTi 1-9 or Section 3 of the previouslycompleted Form 1-9. Any new pages of Form 1-9 completed during reverification must be attached to the employee’soriginal Form 1-9. If you choose to complete Section 3 of a new Form 1-9, you may attach just the page containingSection 3, with the employee’s name entered at the top of the page, to the employee’s original Form 1-9. If there is amore current version of Form 1-9 at the time of reverifleation, you must complete Section 3 of that version of the form.

What Is the Filing Fee?

There is no fee for completing Form 1-9. This form is not filed with USCIS or any government agency. Form 1-9 must beretained by the employer and made available for inspection by U.S. Government officials as specified in the “USCISPrivacy Act Statement” below.

Euscis Forms and Information

For more detailed information about completing Form 1-9, employers and employees should refer to the handbookforErnployei: histructions for Completing Form 1-9 (M-2 74).

Form 1-9 Instructions 03/08/13 N Page 5 of9


You can also obtain information about Fonn 1—9 from the USCIS Wcb site at www.uscis.g v/l-9Uentral, by c—mailingUSCIS at 9Centrai(dhgtw, or by calling 1-888-464-4218. For TDD (hearing impaired), call 1-877-875-6028.

lo obtain USC IS forms 01 the Handbook 101 Llnp/o3 ci s you cm clownlomd (hem Ii om the USCIS Web site at wwwuscisflov/forms. You may order USCIS forms by calling our toll-free number at 1-800-870-3676. You may also obtain formsand information by contacting the USCIS National Customer Service Center at 1-800-375-5283. For TDD (hearingimpaired), call 1-800-767-1833.

Information about h-Verify, a fl-ce and voluntary program that allows participating employers to electronically verify theemployment eligibility of their newly hired employees, can be obtained from the USCES Web site at www.dhs.gov/EVerify, by c-mailing USCIS at E-Vcrifvdhs.gov or by calling 1-888-464-4218. For TDD (hearing impaired), call1-877-875-6028.

Employees with questions about Form 1-9 and/or F-Verify can reach the USCIS employee hotline by calling1-888-897-7781. For TDD (hearing impaired), call 1-877-875-6028.

Photocopying and Retaining Form 1-9

A blank Form 1-9 may be reproduced, provided all sides are copied. The instructions and Lists of Acceptable Documentsmust be available to all employees completing this form. Employers must retain each employee’s completed Form 1-9 foras long as the individual works for the employer. Employers are required to retain the pages of the form on which theemployee and employer enter data. If copies of documentation presented by the employee are made, those copies mustalso be kept with the fonn. Once the individual’s employment ends, the employer must retain this form for either 3 yearsafter the date of hire or 1 year afler the date employment ended, whichever is later.

Fonn 1-9 may be signed and retained electronically, in compliance with Department of Homeland Security regulations at8 CFR 274a.2.

USCIS Privacy Act Statement

AUTHORITIES: The authority for collecting this information is the Immigration Reform and Control Act of 1986,Public Law 99-603 (8 USC 1324a).

PURPOSE: This infonnation is collected by employers to comply with the requirements of the Immigration Reform andControl Act of 1986. This law requires that employers verify the identity and employment authorization of individualsthey hire for employment to preclude the unlawful hiring, or recruiting or referring for a fee, of aliens who are notauthorized to work in the United States.

DISCLOSURE: Submission of the information required in this form is voluntary. However, failure of the employer toensure proper completion of this form for each employee may result in the imposition of civil or criminal penalties. Inaddition, employing individuals knowing that they are unauthorized to work in the United States may subject theemployer to civil and/or criminal penalties.

ROUTINE USES: This infonnation will be used by employers as a record of their basis for determining eligibility of anemployee to work in the United States. The employer will keep this form and make it available for inspection byauthorized officials of the Department of Homeland Security, Department of Labor, and Office of Special Counsel forImmigration-Related Unfair Employment Practices.

Paperwork Reduction Act

An agency may not conduct or sponsor an information collection and a person is not required to respond to a collection ofinformation unless it displays a currently valid 0MB control number. The public reporting burden for this collection ofinformation is estimated at 35 minutes per response, including the time for reviewing instructions and completing andretaining the form. Send comments regarding this burden estimate or any other aspect of this collection of information,including suggestions for reducing this burden, to: U.S. Citizenship and Immigration Services, Regulatory CoordinationDivision, Office of Policy and Strategy, 20 Massachusetts Avenue NW, Washington, DC 20529-2 140; 0MB No.1615-0047. Do not mail your completed Form 1-9 to this address.

Fonii 1-9 Instructions 03/08/13 N Page 6 of 9


Employment Eligibility Verification

I)cpartment of Homeland Security‘N) s U.S. Citizenship and Immigration Services

START HERE. Read instructions carefully before completing this form. The instructions must be available during completion of this form.ANTI-DISCRIMINATION NOTICE: It is illegal to discriminate against work-authorized individuals. Employers CANNOT specify whichdocument(s) they will accept from an employee. The refusal to hire an individual because the documentation presented has a futureexpiration date may also constitute illegal discrimination

I am aware that federal law provides for imprisonment andlor fines for false statements or use of false documents in

connection with the completion of this form.

I attest, under penalty of perjury, that I am (check one of the following):

A citizen of the United States

A noncitizen national of the United States (See instructions)

D A lawful permanent resident (Alien Registration Number/USCIS Number):

An alien authorized to work until (expiration date, if applicable, mm/dd/yyyy) . Some aliens may write “N/A” in this field.

(See instructions)

For aliens authorized to work, provide your Alien Registration Number/USCIS Number OR Form 1-94 Admission Number:

1. Alien Registration Number/USCIS Number:_________________________, 3-D Barcode‘.‘ Do Not Write in This Space

2. Form 1-94 Admission Number:

If you obtained your admission number from CBP in connection with your arrival in the UnitedStates, include the following:

Foreign Passport Number:

Country of Issuance:

Some aliens may write “N/A” on the Foreign Passport Number and Country of Issuance fields. (See instructions)

Signature of Employee: Date (mm/dd/yyyy):

[parer and/or Translator Certification (To be completed and signed if Section 1 is prepared by a person other than theemployee.)

USC’SForm 1-9

0MB No. 1615-0047Expires 03/31/2016

Section 1. Employee Information and Attestation (Employees must complete and sign Section 1 of Form 1-9 no laterthan the first day of employment, but not before accepting a job offer.)

Last Name (Family Name) First Name (Given Name) Middle Initial Other Names Used (if any)

Address (Street Number and Name) Apt. Number City or Town State Zip Code

Date of Birth (mm/dd/yyyy) U.S. Social Security Number E-mail Address Telephone Number

L_JD-E

I attest, under penalty of perjury, that I have assisted in the completion of this form and that to the best of my knowledge theinformation is true and correct.

Signature of Preparer or Translator: Date (mm/dd/yyyy):

Last Name (Family Name) First Name (Given Name)

Address (Street Number and Name) City or Town State Zip Code

© Employer Completes Next Page ©Form 1-9 03/08/13 N Page 7 of9


Section 2. Employer or Authorized Representative Review and Verification(Employers or their authorized representative must complete and sign Section 2 within 3 business days of the employees first day of employment. Youmust physically examine one document from List A OR examine a combination of one document from List B and one document from List C as listed onthe Lists of Acceptable Documents” on the next page of this form. For each document you review, record the following information: document title,issuing authority, document number, and expiration date, if any.)

Employee Last Name, First Name and Middle Initial from Section 1

ListA OR ListB AND ListCidentity and Employment Authorization identity Employment Authorization

Document Title: Document Title: Document Title:

Issuing Authority: Issuing Authority: Issuing Authority:

Document Number: Document Number: Document Number:

Expiration Date (if any)(mm/dd/yyyy): Expiration Date (if any)(mm/dd/yyyy): Expiration Date (if any)(mm/dd/yyyy):

Document Title:

Issuing Authority:

Document Number:

Expiration Date (if any) (mm/dd/yyyy):

3-D Barcode

Document Title: Do Not Write in This Space

Issuing Authority:

Document Number:

Expiration Date (if any)(mm/dd/yyyy):

CertificationI attest, under penalty of perjury, that (1) I have examined the document(s) presented by the above-named employee, (2) theabove-listed document(s) appear to be genuine and to relate to the employee named, and (3) to the best of my knowledge theemployee is authorized to work in the United States.

The employee’s first day of employment (mm/dd/yyyy):

________________

(See instructions for exemptions.)

Signature of Employer or Authorized Representative Date (mm/dd/yyyy) Title of Employer or Authorized Representative

Last Name (Family Name) First Name (Given Name) Employer’s Business or Organization Name

Employer’s Business or Organization Address (Street Number and Name) City or Town State Zip Code

Section 3. Reverification and Rehires (To be completed and signed by employer or authorized representative.)Middle Initial B. Date of Rehire (if applicable) (mmlddlyyyy):

C. If employee’s previous grant of employment authorization has expired, provide the information for the document from List A or List C the employeepresented that establishes current employment authorization in the space provided below.

Document Title: Document Number: Expiration Date (if any) (mm/dd/yyyy):

I attest, under penalty of perjury, that to the best of my knowledge, this employee is authorized to work in the United States, and ifthe employee presented document(s), the document(s) I have examined appear to be genuine and to relate to the individual.

Signature of Employer or Authorized Representative: Date (mm/dd/yyyy): Print Name of Employer or Authorized Representative:

A. New Name (if applicable) Last Name (Family Name) First Name (Given Name)

Form 1-9 03/08/13 N Page 8 of9


1. U.S. Passport or U.S. Passport Card

2. Permanent Resident Card or AlienRegistration Receipt Card (Form 1-551)

3. Foreign passport that contains atemporary 1-551 stamp or temporary1-551 printed notation on a machine-readable immigrant visa

4. Employment Authorization Documentthat contains a photograph (Form-766)

5. For a nonimmigrant alien authorizedto work for a specific employerbecause of his or her status:

a. Foreign passport; and

b. Form 1-94 or Form l-94A that hasthe following:

(1) The same name as the passport;and

(2) An endorsement of the aliensnonimmigrant status as long asthat period of endorsement hasnot yet expired and theproposed employment is not inconflict with any restrictions orlimitations identified on the form.

6. Passport from the Federated States ofMicronesia (FSM) or the Republic ofthe Marshall Islands (RMI) with Form1-94 or Form l-94A indicatingnonimmigrant admission under theCompact of Free Association Betweenthe United States and the FSM or RMI

1. Drivers license or ID card issued by aState or outlying possession of theUnited States provided it contains aphotograph or information such asname, date of birth, gender, height, eyecolor, and address

2. ID card issued by federal, state or localgovernment agencies or entities,provided it contains a photograph orinformation such as name, date of birth,gender, height, eye color, and address

3. School ID card with a photograph

4. Voter’s registration card

5. U.S. Military card or draft record

6. Military dependent’s ID card

7. U.S. Coast Guard Merchant MarinerCard

8. Native American tribal document

9. Driver’s license issued by a Canadiangovernment authority

For persons under age 18 who areunable to present a document

listed above:

10. School record or report card

11. Clinic, doctor, or hospital record

12. Day-care or nursery school record

1. A Social Security Account Numbercard, unless the card includes one ofthe following restrictions:

(1) NOT VALID FOR EMPLOYMENT

(2) VALID FOR WORK ONLY WITHINS AUTHORIZATION

(3) VALID FOR WORK ONLY WITHDHS AUTHORIZATION

2. Certification of Birth Abroad issuedby the Department of State (FormFS-545)

3. Certification of Report of Birthissued by the Department of State(Form DS-1 350)

4. Original or certified copy of birthcertificate issued by a State,county, municipal authority, orterritory of the United Statesbearing an official seal

5. Native American tribal document

6. U.S. Citizen ID Card (Form 1-197)

7. Identification Card for Use ofResident Citizen in the UnitedStates (Form 1-179)

8. Employment authorizationdocument issued by theDepartment of Homeland Security

Illustrations of many of these documents appear in Part 8 of the Handbook for Employers (M-274).

Refer to Section 2 of the instructions, titled “Employer or Authorized Representative Reviewand Verification,” for more information about acceptable receipts.

LISTS OF ACCEPTABLE DOCUMENTS

All documents must be UNEXPIRED

Employees may present one selection from List Aor a combination of one selection from List B and one selection from List C.

LISTA LIST B LIST C

Documents that Establish Documents that Establish Documents that EstablishBoth Identity and Identity Employment Authorization

Employment Authorization OR AND

Form 1-9 03/08/13 N Page 9 of 9


I:/hr/hrforms/newemporientation/newpercrev11/11

Collin County Community College District Part-Time & Temporary Employees’ Retirement Program

Eligibility vs. Exemptions from Participation

The Omnibus Budget Reconciliation Act of 1990 (OBRA ‘90) mandates Social Security (FICA) coverage for most part-time employees unless they participate in an acceptable retirement system through Collin County Community College District (Collin) or the State of Texas. International employees working in the United States based on F1, J1, M1, or Q1visas are exempt from participation in both FICA Alternative Plans and Medicare contributions. Collin County Community College established an alternative retirement plan, the Program for Extra Retirement Compensation (PERC), for part-time and temporary employees in lieu of Social Security (FICA) participation. Some return-to-work retirees who are part-time and not yet drawing TRS or ORP must participate in the PERC plan. The PERC plan features:

• Tax deferred contributions and interest accumulation • 100% vesting immediately • Portability or transfer to an individual IRA at termination of employment • Financial strength of Metropolitan Life • No annual service fee for active accounts • Minimum 7.5% employee contribution

The PERC plan offers an opportunity for real tax-advantaged asset accumulation. Participation is required and may not be withdrawn until employment in a covered position terminates with Collin. If you have any questions concerning the PERC plan, please contact the Human Resources Office at the Collin Higher Education Center in McKinney, TX at 972-548-6660 or metro 972-881-5660.

FICA Alternative Plan (PERC) Questions and Answers

Q: What is the FICA Alternative Plan? A: As a result of legislation passed as part of OBRA ‘90, certain employees are required to participate in either FICA (Social Security tax) or an alternative plan set up within guidelines established by the U.S. Treasury Department. In the Program for Extra Retirement Compensation or PERC plan, deductions otherwise made to FICA are contributed to an individual account with MetLife. MetLife holds these funds in a tax-sheltered annuity until they are withdrawn by the former employee. Q: How are deducted contributions to the FICA Alternative Plan made? A: The funds placed in this account are taken out of the paycheck on a before-tax basis, so you are not taxed on the gross amount. Funds remain tax-sheltered until the time they are withdrawn by the



individual participant. Also, funds are available to the participant when a separation of employment occurs, or when they are no longer employed on a part-time or temporary basis. Q: Will it affect any of my other tax-sheltered investments? A: As with most tax-deferred plans, a maximum contribution allowance applies. Depending on your filing status and income, your IRA deduction could be reduced or eliminated. You may wish to consult your financial or tax advisor. Q: Does the account earn interest? A: Yes. Interest is credited daily based on MetLife’s standard “retail” interest rates for funds deposited during the same month that your deposit occurred. Interest accumulates on a tax-deferred basis. Q: How do I find out how much money is in my account? A: Annual statements are sent to the home address of each participant within 30 days following the end of the calendar year. If you need to know your balance prior to the end of the year, you may call MetLife at 800-560-5001 and request information. Q: How do I withdraw or rollover my money? A: Once you have ceased employment in a covered position, you may request a withdrawal/rollover request form and/or a letter of termination (from a covered position) from Human Resources. Mail your completed form with a Collin Human Resources representative signature or with a Collin issued termination letter attached to a MetLife withdrawal form. A check from MetLife will be forwarded to the address indicated on the form in 4-6 weeks. An amount equal to 20% will be withheld from the check for Federal Income Tax. If you are under 59½, you will also be subject to a 10% IRS penalty for early withdrawal, which is assessed the following tax year. Q: What else can I do with my money--Can I leave it in there? A: The money can be left in the account, and will continue to accrue interest. A provision in the Plan allows MetLife to assess a $20 administrative fee if an account remains inactive for 12 consecutive months; however; MetLife has chosen not to implement this provision and will provide 90 days written notice to participants if they decide to do so. The funds can also be rolled over to an IRA or another eligible plan. With a rollover, there are no taxes and no IRS penalty. Q: What if I leave and come back at a later date? A: If you return to a covered position (e.g. is part time) you will again be required to participate.



Collin County Community College District PERC FORM / RETIREMENT PLAN ELIGIBILITY FORM

Name: ID/SSN #: Check the answers that pertain to you.

Is your employment with Collin College to be Full time (40 hours per week) Part time (up to 19.5 hours per week)

If you are full time, you are exempt from MetLife PERC, please sign and date the form at the bottom. Are you a TRS or ORP retiree? Yes No If yes, date of retirement (month/year): _________________________ NOTE: If you are a TRS or ORP retiree, you are exempt from MetLife PERC, please sign and date the form at the bottom. Are you an international employee with one of the following work visas? Yes No Indicate Visa type: F1 J1 M1 Q1 NOTE: If you have one of the visas listed, you are exempt from MetLife PERC. Please sign and date the form at the bottom. Are you an active member of TRS elsewhere? Yes No If yes, where are you a member?

Employment Dates: NOTE: If yes, you are exempt from MetLife PERC and will participate in TRS here. Please sign and date the form at the bottom.

If you are part time and do not carry one of the listed visas and are not an active TRS member elsewhere, you must participate in the PERC plan. I acknowledge participation in the MetLife Tax Sheltered Annuity, also referred to as PERC (Program for Extra Retirement Compensation). In consideration of my employer’s obligations under the Collin Tax Sheltered Annuity Plan (the “Plan”), I elect to defer 7.5% of my total compensation (as defined in the Plan) for services rendered after the date of this Agreement. I authorize my employer to effect such deferrals by payroll deduction each pay period. Deferrals will be made on a before-tax basis which means I agree to have my compensation reduced by the stated percentage and, in turn, my employer will contribute my compensation on the annuity contract obtained for me pursuant to the Plan. I understand that my employer has a right to reduce my elected percentage as may be legally required to comply with Section 403(b) and other sections of the Internal Revenue Code.

I understand that I may not withdraw my account until my covered employment ends. IF YOUR STATUS OR ELIGIBILITY FOR PERC OR TRS CHANGES (for example if you end current participation in TRS through other employment or begin other employment with TRS participation), YOU MUST INFORM HUMAN RESOURCES BY COMPLETING A NEW UPDATED PERC FORM. Employee Signature Date


MetLife PERC Plan # 1008795

Collin County Community College Skeletal Account Update Program for Extra Retirement Compensation

Participant Set Up

NAME: _______________________________________ SSN #: __________________________

ADDRESS: _____________________________________________________________________

CITY: _____________________________ STATE: _______________ ZIP: ______________

DATE OF BIRTH: _____________________ CITIZENSHIP: ________________________

PHONE: _______________________________ CELL: ________________________________

SEX: __________ EMAIL: _______________________________________________________

PRIMARY BENEFICIARY: For additional beneficiaries please list on separate sheet

NAME: _____________________________________ DATE OF BIRTH: _________________

ADDRESS: _____________________________________________________________________

CITY: _____________________________ STATE: _______________ ZIP: ______________

PHONE #: ____________________________ SOCIAL SECURITY #: ____________________

RELATIONSHIP: ____________________________ PERCENTAGE: ____________________

CONTINGENT BENEFICIARY: For additional beneficiaries please list on separate sheet

NAME: _____________________________________ DATE OF BIRTH: _________________

ADDRESS: ______________________________________________________________________

CITY: _____________________________ STATE: _________________ ZIP: _____________

PHONE #: ____________________________ SOCIAL SECURITY #: _____________________

RELATIONSHIP: ____________________________ PERCENTAGE: _____________________

______________________________________________________ _____________________ PARTICIPANT SIGNATURE DATE

Chuck Mulkey 53Q0531_________ __________________________________ ________ REPRESENTATIVE’S NAME & DAI # REPRESENTATIVE’S SIGNATURE DATE

Fax completed form to MetLife at 1-972-246-1662 L0413316161[exp0415][TX]


New Employee Demographic Form.Revised 2.2010

Collin County Community College District (Collin College) NEW EMPLOYEE INFORMATION FORM

Name: ____________________________________________________________________ Last First Middle

Preferred Name: ________________________________ CWID: ____________________

Veteran Status

I am not a veteran. If no category is selected, this election is the default.

Other Protected Veterans: A veteran who served active duty during a war, campaign, or expedition for which a campaign, badge has been authorized. For information to make this determination, go to: http://www.opm.gov/veterans/html/vgmedal2.html.

Vietnam Era Veteran: 1. Served on active duty for a period of more than 180

days, and was discharged or released from there with other than a dishonorable discharge, if any part of such active duty occurred: I) in the Republic of Vietnam between February 28, 1961 and May 7, 1975; or II) between August 5, 1963 and May 7, 1975 in all other cases or

2. Was discharged or released from active duty for a service connected disability if any part of such active duty was performed: I) in the Republic of Vietnam between February 28, 1961 and May 7, 1975; or II) between August 5, 1963 and May 7, 1975 in all other cases.

Both Vietnam/Other Eligible Veteran

Special Disabled Veteran: A veteran of the U.S. military, ground, naval, or air service who is entitled to compensation or who but for the receipt of (military retired pay would be entitled to compensation) under laws administered by the Department of Veterans’ Affairs for a disability (A) rated at 30 percent or more, or (B) rated at 10 or 20 percent in serious employment handicap or a person who was discharged or released from active duty because of a service-connected disability.

Active Duty Separation Date: ___________________________

Demographic Information

Date of Birth ____/____/_____ Male Female Please select one ethnicity: ____I am Hispanic or Latino (The term Hispanic or Latino is defined as a person whose family origin is: Cuban, Mexican, Puerto Rican, South or Central American, or of other Spanish culture regardless of race.)

____I am not Hispanic or Latino Please also select all races that apply: American Indian or Alaskan Native: A person having

origins in any of the original peoples of North and South America (including Central America), and who maintains a tribal affiliation or community attachment.

Asian: A person having origins in any of the original people of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.

Black or African American: A person having origins in any of the black racial groups of Africa.

Native Hawaiian or Other Pacific Islander: A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.

White: A person having origins in any of the original peoples of Europe, the Middle East or North Africa.

Work Authorization

U. S. Citizen U. S. Permanent Resident Temporary Visa with work authorization: Visa Type _________________ Expiration Date: ________

Employee Signature: _________________________________________________ Date: _________________________

Emergency Contact Information

________________________________________________________ _____________________________________________ Emergency Contact Name Contact’s Phone

________________________________________________________ Relationship of Contact


http://vets100.cudenver.edu/CriteriaOtherEligible.pdf

publicinformationaccessoptionform_01172014.docx Updated: 01172014_BJH/mab

Collin County Community College District Public Access Option Form

Texas Government Code Section 552.024

The Public Information Act allows employees, public officials and former employees and officials to elect whether to keep certain information about them confidential. Unless you elect to keep it confidential, the following personal information may be subject to public release if requested under the Texas Public Information Act. REQUIRED INFORMATION: Printed Full Name CWID Note: This form should be completed and signed by the employee no later than the 14th day after the date the employee begins employment, the public official is elected or appointed, or a former employee or official ends employment or service.

Please indicate whether you wish to allow public release of the following information.

Release Address:

Release Home Phone:

Release Emergency Contact:

Release Family Information:

Release Social Security Number:

To have this information withheld from Public Information responses you must submit a signed request to Human Resources.

This election replaces any previous election and affects both personnel and student records. Signature Date


rm: 2014

Collin County Community College District

AUTHORIZATION AGREEMENT FOR DIRECT DEPOSITS I (we) ____________________________________ hereby authorize Collin County Community College District (Collin College) to initiate deposits, and if necessary, any adjustments for any entries in error to my (our) bank account in the name(s) listed below and the depository (bank name) listed below. PLEASE PRINT AND COMPLETE ALL BLANKS Employee Name Employee SS# Bank Name Bank Phone # City State Zip Code

NOTE: Your first paycheck will not be direct deposited; it is processed as a trial only for bank verification of account information. Your first check will be mailed to you or you can pick it up in the payroll department at the CHEC building in McKinney, if you ask us to hold it. Please notify Payroll immediately of any changes to your account information. _____________________ ____________________ ___ Checking

Transit/ABA Number Account Number ____ Savings (1st set of numbers at bottom) (2nd set of numbers at bottom) Please contact your bank for verification of the Transit/ABA number and the Account number or attach a voided blank check for checking or deposit slip for savings. This authorization shall remain in effect until receipt of written notification from me or termination of employment. Name (Names if joint account) (Please print) Date Signed X Signed X

Return this completed form to the Payroll office at the CHEC building in McKinney.

FLSA Information & Guidelines 7.1.10bjh

Collin County Community College District (Collin College) FLSA WORK HOURS AND LEAVE GUIDELINES

The Fair Labor Standards Act (FLSA) is a federal law that governs an employee’s work hours and reporting requirements. Each position at Collin College is classified as “exempt” OR “non-exempt” from FLSA guidelines.

NON-EXEMPT (employees AND supervisors of non-exempt employees must know):

• All employees in FLSA non-exempt positions must complete a Collin College Time Sheet daily and record all hours worked on each day. The time sheet is a legal document and by signing it, the employee and supervisor certify that it is a true and accurate record of actual times and hours worked.

• No Collin College employee has the authority to require or suggest that an employee falsify a time sheet.

• The supervisor of an FLSA non-exempt employee is required to closely monitor work hours and leave of an FLSA non-exempt employee and ensure that they are accurately reported.

• Neither the college nor the FLSA require a lunch break. However, in order for a meal break to be considered unpaid, it must be at least 30 minutes where the employee may leave the area. No work may be performed, i.e. answering the telephone, answering work-related questions, etc.

• Hours worked over 40 in a workweek (defined as 12:01 a.m. Sunday through 12:00 a.m. midnight Saturday) by an FLSA non-exempt employee must be reported and compensated at 1.5 times the hours worked. Compensation is normally in the form of compensatory or “comp” time but can be in the form of paid wages instead in exception cases.

• Overtime must be approved in advance of being worked by the appropriate supervisor to ensure that unauthorized overtime, if applicable, is included on the time sheet accurately and documented as unauthorized. Changes to assigned work hours also require the advance approval of the supervisor, even if the change does not result in overtime. A supervisor should handle a repeat instance of unauthorized schedule changes or unauthorized overtime worked as disciplinary action.

• FLSA non-exempt employees may not volunteer to work at Collin College in a position similar to their current position, whether of their own volition or if requested by another employee. Requests for an FLSA non-exempt employee to perform volunteer work must be approved in advance in writing. Forward requests for approval to Human Resources at the Collin Higher Education Center (CHEC), 3rd floor, Room 339.

• Employees and supervisors are responsible for ensuring that daily, weekly, and monthly totals are accurate, and that Leave Forms are attached when appropriate.

• Time sheets are due to the Payroll Office at CHEC in accordance with the published schedule, which is available on the Business Office website.

EXEMPT POSITIONS:

• FLSA exempt employees are held accountable for accomplishing the responsibilities of their positions and salary is not based on the number of hours worked.

• Specific hours worked by FLSA exempt employees do not need to be documented on a time sheet; however, absences of a half-day or more must be documented on a Leave Form in four or eight hour increments.

• FLSA exempt employees are not paid wages or compensatory time for hours worked over 40 each workweek.

• Each supervisor or an FLSA exempt employee is responsible for evaluating performance. If work hours are being abused and/or the employee is not completing job accountabilities, disciplinary action may be initiated through Collin College policy.

• FLSA exempt teaching faculty who are absent for a half day or more and who arrange for a substitute must complete an Application for Leave Form to document the absence, EVEN WHEN A CLASS IS COVERED BY SOMEONE ELSE. The absence may fall within the guidelines for Family Medical Leave and must therefore be accurately documented.


Time Sheet Guidelines Business Office 7.1.10

Collin County Community College District (Collin College) TIME SHEET INSTRUCTIONS

(FLSA Non-Exempt Only)

Time sheets must be completed daily by all employees who are eligible for overtime under the Fair Labor Standards Act (FLSA) or who work on an hourly basis but don't fall under the FLSA requirements. Time sheets are the responsibility of the employee and the employee's supervisor. If time sheets are incorrect or late, it is most likely that the employee will NOT be paid. Below are guidelines for completing time sheets.

Completed time sheets must be submitted to the Payroll Department in the Business Office by the due date. Time sheets received after the due date are processed on the following month's payroll.

When working in more than one department, a separate time sheet should be completed for each department.

Time sheets must be completed in blue or black ink. If mistakes are made, cross through the incorrect entry, correct, and initial the correction. Do NOT use white-out to make corrections.

Calculate daily, weekly and monthly hours to the nearest quarter hour. Do NOT use military time.

Minutes Daily/Weekly/Monthly

Quarter Hours

0 - 7 0

8 - 22 .25

23 - 37 .50

38 - 52 .75

53 - 59 Next hour

Any hours worked over 40 hours per week should be recorded as overtime to be paid at 1.5 times the normal rate of pay or as "comp" time at 1.5 in lieu of overtime. Paid leaves (other than comp time) are counted as hours worked in determining overtime hours.

If you use leave time, write the type of leave used in the daily time box (Example: vacation hours, write VAC; sick leave, write SICK, etc.) All leave for non-exempt employees will be entered into the system directly from the time sheets.

Non-exempt employees need to fill out an Application for Leave for any hours that need to be approved by Human Resources. Attach pink copy of Application for Leave to the back of the time sheet and send original to Human Resources.

Employees that do not complete time sheets will need to complete an Application for Leave form which can be obtained from the Human Resources Department.

Comp time and overtime are earned on a weekly basis. You must work a full 40-hour week before you can claim any comp time or overtime. Collin College defines our work week as beginning at 12:01 a.m. Sunday and ending at midnight Saturday.

Comp time can be counted toward 40 hours but cannot be earned in the same week it is being used. Comp time is used only to bring your total time for the week to 40 hours.

Comp time earned during the fiscal year should be taken by July timesheet cut off. Any comp time earned and not taken by July cut off, will be paid in the August payroll.

The time sheet must be signed by both the employee and supervisor. Supervisors will retain a copy of the timesheet.

The Payroll Department can only accept original time sheets with original/legible signatures. Faxes and copies will not be processed.

For a week which is split between two time sheets, please note the previous time sheet's hours in the far left column under "Saturday".

Blank time sheets are available on CougarWeb. Click My Work Place. Click Forms, then Employment Packets.

Other questions regarding compensation are addressed on CougarWeb, My Workplace, Human Resources links and Employment Details.


http://www.collin.edu/fs/facstaff.html�

M E M O R A N D U M

DATE: August 6, 2013TO: Collin College Employees, Monica Barron, Roxanne JonesFROM: Payroll Department

Time Sheet Cutoff and Pay Dates for FY2013-2014

TIMESHEET TIMESHEETS DUE TO STAFF/ADMIN FACULTY ASSOC. FACULTY

CUT-OFF DATES PAYROLL BY 12:00 PM DIRECT DP DATES DIRECT DP DATES DIRECT DP DATES

Saturday, Sept 14 Tuesday, Sept 17 Monday, Sept 30 Monday, Sept 30 Monday, Sept 30

Saturday, Oct 12 Tuesday, Oct 15 Thursday, Oct 31 Thursday, Oct 31 Thursday, Oct 31

Saturday, Nov 9 Tuesday, Nov 12 Tuesday, Nov 26 Tuesday, Nov 26 Tuesday, Nov 26

Saturday Dec 7 Tuesday, Dec 10 Friday, Dec 20 Friday, Dec 20 Friday, Dec 20

Year 2014 `Saturday, Jan 11 Tuesday, Jan 14 Friday, Jan 31 Friday, Jan 31

Spring Semester Classes Pay Feb - May 2014

Saturday, Feb 15 Tuesday, Feb 18 Friday, Feb 28 Friday, Feb 28 Friday, Feb 28

Saturday, Mar 15 Tuesday, Mar 18 Monday, Mar 31 Monday, Mar 31 Monday, Mar 31

Saturday, April 12 Tuesday, April 15 Wednesday, April 30 Wednesday, April 30 Wednesday, April 30

Faculty/Assoc Fac Monday, May 19 Monday, May 19

Saturday, May 17 Tuesday, May 20 Friday, May 30

Maymester Friday, June 13 Friday, June 13

Saturday, June 14 Tuesday, June 17 Monday, June 30 Monday, June 30 Monday, June 30

Saturday, July 12 Tuesday, July 15 Thursday, July 31 Thursday, July 31 Thursday, July 31

Saturday, Aug 16 Tuesday, Aug 19 Friday, Aug 29 Friday, Aug 29 Friday, Aug 29

Summer I pays June 80%, July 20% - Summer III pays June, July, August - Summer II pays July 80%, August 20%


8/27/2010

FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT (FERPA)

The purpose of the Family Educational Rights and Privacy Act of 1974 (FERPA) is to afford certain rights to students concerning their educational records. The primary rights afforded are the right to inspect and review the educational records, the right to seek to have the records amended, and the right to have some control over the disclosure of information from the records. If asked where one can read Collin College’s policies on FERPA, the release of directory information, or how to restrict one’s directory information, direct them to the following references: Student Records section of the Collin catalog, Student Rights and Responsibilities in the Student Handbook, and on the website at http://www.collin.edu/. “School Officials” at Collin County Community College are defined as those members of the institution who act in the student’s educational interest within the limitations of their “need to know.” This may include faculty, administrators, campus security, support staff, student employees and/or part time employees who manage student education record information. Collin College has designated the following items as directory information. (This is information that can be given out by appropriate authorized departments such as Registrar, Admissions, and Human Resources.

• Student name(s) • Date of graduation • Student address • Most recent previous school attended • Student telephone • Photo/visual likeness • Dates of attendance • Participation in sports or activities • Degrees awarded • Weight and height of athletic team members • Major field of study • Honors

Special “Don’ts” for Faculty: To avoid violations of FERPA rules, Do Not:

• At any time post students’ grades. • Link the name of a student with that student’s student identification number in any

public manner. • Leave graded tests in a stack for students to pick up by sorting through the papers of

other students. • Circulate a printed class list with student names and student identification number or

grades as an attendance roster.


http://www.collin.edu/�

8/27/2010

• Discuss the progress of any student with anyone other than the student (including parents) without the consent of the student or clearance from the Admissions and Records Office.

• Provide anyone with lists of students enrolled in your classes for any commercial purpose.

• Provide anyone with student schedules or assist anyone in finding a student on campus.

As an Employee of Collin College, you have a responsibility to protect all educational records in your possession. These include any documents in the departmental office, computer printouts in your office, class lists on paper or on a computer desktop, computer display screens and notes taken during any kind of advising session with a student Do not allow any students to view, read, or record another student’s student identification number while in your workspace. Employees at Collin College who are parents, spouses, partners, friends or relatives of any kind, of a Collin student are not to give out or discuss information on these students beyond directory information. If you are being pressured to comply with a request for information beyond that which can be released, refer the requester to the Admissions and Records Office. And the Most Important Thing to Remember about FERPA Is: When in doubt, don’t give it out! Call the Admissions and Records Office or email [email protected] to review with her the specifics of your individual question or situation.


mailto:[email protected]�

Collin County Community College 043500 TECHNOLOGY RESOURCES CR (LOCAL)

DATE ISSUED: 11/8/2012 1 of 7 LDU 2012.02 CR(LOCAL)-X

Technological and information resources are defined to include electronic data and records; software; networking tools; remote ac-cess devices; electronically recorded voice; video; and multimedia communications; and other electronic devices used primarily for the transmission, storage, or utilization of electronically communi-cated information.

College District technological and information resources are pro-vided to allow faculty, staff, and students to pursue the central edu-cational mission of the College District and are to be used to the extent that they promote that mission either directly in teaching and research or indirectly in supporting the offices that maintain College District operations. Incidental personal use that does not otherwise violate this policy or have an adverse effect on College District re-sources shall be permitted. Technological and information re-sources shall be accessed and used in an ethical manner con-sistent with the institution’s Core Values, which include a passion

for learning, service and involvement, creativity and innovation, ac-ademic excellence, dignity and respect, and integrity. All users of technological and information resources are to adhere to legal and professional standards, to support the mission, and to act in the best interests of the College District.

All users of technological and information resources are responsi-ble for the protection of College District assets to which they are assigned and for not compromising the accuracy, integrity, and confidentiality of the information to which they have access. Re-sources are not to be abused or employed in such a way as to in-terfere with, or cause harm or damage to, another person, institu-tion, or company within or outside the College District. While the College District encourages the exploration of educational and scholarly interests through the use of its technological resources, respect for the rights and privacy of others shall be observed. Those who are authorized to access confidential files shall respect the privacy rights of others and use data only for legitimate aca-demic or administrative purposes.

All users of College District technology resources shall comply with the following policies, procedures, and security controls.

Many of the technological and information resources of the College District may be accessed by all employees and students of the Col-lege District and by the public as well. However, access to some resources is restricted. The appropriate administrators shall de-termine and authorize the appropriate degree of access.

Users shall implement best practices in taking precautions to pre-vent the unauthorized use of their access codes. In choosing ac-cess codes, users shall avoid the use of common words, proper

DEFINITION

USE OF COLLEGE DISTRICT TECHNOLOGICAL AND INFORMATION RESOURCES

ACCESS



names, readily associated nicknames or initials, and any other let-ter or number sequences that might easily be guessed. Users shall be held accountable for their own actions performed under their access codes and shall be subject to appropriate disciplinary action if violations occur from the actions of other individuals as a result of user negligence in protecting the codes. Users are re-sponsible for changing access codes on a regular basis. If an ac-cess code becomes compromised, users shall change it immedi-ately upon becoming aware that said code has been compromised.

Users shall not attempt to access, search, or copy technological and information resources without the proper authorization. No one shall use another individual’s account without permission, and

active sessions shall not be left unattended. Providing or using false or misleading information in order to gain access to techno-logical and information resources shall be prohibited. Users shall not test or attempt to compromise internal controls, even for pur-poses of systems improvement. Such actions require the advance, written approval of the authorized administrator or must be includ-ed among the security evaluation responsibilities of one’s position.

Violations shall be reported to the chief information systems officer in the office of information technology.

Unless disclosure is a normal requirement of a user’s position and

has been so authorized, no user shall disclose:

1. Confidential information that is protected by the Family Edu-cational Rights and Privacy Act (FERPA);

2. Personnel records; or

3. Other materials commonly recognized or considered as sensi-tive or confidential.

All users with access to confidential data shall safeguard the accu-racy, integrity, and confidentiality of that data by taking precautions and performing office procedures necessary to ensure that no un-authorized disclosure of confidential data occurs. Such precau-tions and procedures include, but are not limited to, securing stor-age of data backups, protecting sensitive data with access codes, and only storing sensitive materials on the College District’s net-work, including College District-approved or College District-contracted external sites such as publisher Web sites for a course being offered by the College District.

Information regarding the confidentiality of student educational records may be found in the student handbook or by contacting the registrar.

PROTECTING CONFIDENTIALITY



For purposes of this policy, privacy is defined as the right of an in-dividual or an organization to create, maintain, send, and receive electronic data, software, and communications files that are safe from examination and disclosure by unauthorized parties. The Col-lege District recognizes that individuals have a substantial interest in and reasonable expectation of privacy. Accordingly, the College District respects the privacy rights of all users of the College Dis-trict’s technology resources.

The College District shall not monitor users’ private electronic data,

software, and communications files as a routine matter. Users should note that some electronic files are copied to backups and stored for indefinite periods in centralized locations. In such in-stances, user deletion of an electronic file, such as an e-mail mes-sage, may not delete a previously archived copy of that file.

It is a violation of College District policy for any member of the Col-lege District community to access College District databases to en-gage in electronic “snooping,” or to use College District technologi-cal resources for the purpose of satisfying idle curiosity about the affairs of others, with no substantial business purpose for obtaining access to such files.

The College District reserves the right to access and to disclose the contents of an individual’s electronic data, software, and com-munications files; however, the College District will do so after ob-taining the proper approvals only when a legitimate need exists and the urgency of the need is sufficiently strong to offset the Col-lege District’s commitment to honor the individual’s privacy. Such

grounds include, but are not limited to:

1. Maintaining system integrity, for example, tracking viruses;

2. Protecting system security;

3. Investigating indications of impropriety;

4. Protecting the College District’s property rights; and

5. Meeting legal obligations, for example, subpoenas and open records requests.

Copyright is a form of protection the law provides to the authors of “original works of authorship” for their intellectual works that are

“fixed in any tangible medium of expression,” both published and

unpublished (Title 17, United States Code). It is illegal to violate any of the rights provided by the law to the owner of a copyright. The College District respects the ownership of intellectual material governed by copyright laws. All users of the College District tech-nology resources shall not knowingly fail to comply with the copy-

PRIVACY

COPYRIGHT ISSUES



right laws and the provisions of the licensing agreements that apply to software; printed and electronic materials, including documenta-tion, graphics, photographs, multimedia, including musical works, video productions, sound recordings, and dramatic works; and all other technological resources licensed or purchased by the Col-lege District or accessible over network resources provided by the College District. The user shall be responsible for reviewing indi-vidual author, publisher, patent holder, and manufacturer agree-ments for software, programs, and applications loaded by the user onto College District hardware, equipment, and Web resources.

In compliance with the requirements of the Digital Millennium Cop-yright Act of 1998 (DMCA), any user of the College District’s tech-nology resources who violates the digital copyright laws for the first time shall be reminded of the laws and the software or licensing violations shall be removed. A second violation shall result in re-moving the software or licensing violations, retraining of the user in copyright procedures, and taking appropriate disciplinary action. A third violation shall require the College District to remove the user’s

network and Internet access and take further disciplinary action, which may include termination from College District employment or student status.

All technological resources developed by the College District em-ployees, students, and contractors for use by the College District or as part of their normal employment activities are considered “works

for hire.” As such, the College District is considered the “author”

and owner of these resources. Information regarding intellectual property rights may be found in the faculty and staff handbook.

[See CT]

It is the responsibility of the user, to the best of his or her knowledge and ability, to ensure that any imported or exported ex-ecutable code or data are free of any destructive code, such as a virus. To this end, best practices regarding safety precautions shall be taken by the user. The office of information technology shall be consulted for questions related to such precautions or information and protective software.

It is the responsibility of the appropriate administrator or network administrator to ensure that appropriate procedures and resources are in place to backup data on a regular basis. Backups are to be stored in a location that is physically secure to protect the confiden-tiality of the data. It is the responsibility of the individual user to perform any actions necessary to comply with these procedures.

Each user shall be responsible for the physical security of the technological and information resources to which he or she has

VIRUSES

BACKUPS

PHYSICAL SECURITY



been assigned (e.g., desktop computer, laptop computer, pager, cell phone, bar code, scanner, and the like). Administrators shall help to ensure physical security by instituting procedures for the use of locked doors and/or for the use of security devices made available by the College District for the protection of equipment. To avoid loss by fire or theft, backups of important data shall not be stored in the same location as the originals. Certain electronic in-formation shall only be stored on the College District’s network,

including College District-approved and College District-contracted external sites such as publisher Web sites for a course offered by the College District. This electronic information includes:

1. Confidential information that is protected by FERPA;

2. Personnel records; and

3. Other materials commonly recognized or considered as sensi-tive or confidential.

Adequate power regulators and surge suppressors shall be used.

Technology and information resources that are the property of the College District shall not be copied, altered, manipulated, trans-ferred, retained, or removed from campus without written authori-zation from the appropriate administrator. The location of each physical resource shall be entered in the College District’s capital equipment inventory system and updated as necessary.

Authorization for the personal use of College District technological resources by employees shall be determined on an individual basis by, and at the discretion of, the appropriate administrator. The use of the College District’s technological resources, including the net-work, for a revenue-generating activity that benefits an individual employee shall be strictly prohibited. Personal telephones and da-ta connections in student housing are considered to be part of the private residence. Student use of these and other College District technological resources that intrudes on general College District use or that uses significant resources is prohibited.

The use of College District technological and information resources and the resources themselves shall not be abused in any way. Users shall not attempt to alter the restrictions associated with their accounts or to attempt to breach internal or external security sys-tems. Moreover, users shall not impersonate other individuals or misrepresent themselves in any way when using College District technological resources.

Users of network resources are prohibited from engaging in any activity that is proscribed by federal and/or state law. In addition, the network shall not be used for criminal purposes such as post-

COLLEGE DISTRICT PROPERTY

PERSONAL USE OF COLLEGE DISTRICT TECHNOLOGICAL RESOURCES

MISUSE OF TECHNOLOGICAL AND INFORMATION RESOURCES



ing another individual’s credit card numbers or personal access

codes. External networks, for example, NEXUS, the Internet, and bulletin boards shall also be used in an ethical, responsible, and courteous manner, and all users shall adhere to the policies of the-se services.

College District technological and information resources shall not be used in a manner that is invasive or that diminishes their effi-ciency. One example of such use involves the broadcast function. Although current technology enables users to broadcast messages to all members of the College District community simultaneously, the use of this technology is restricted to official College District activities. Any nonwork-related broadcasts of general interest to the College District community, such as birth and wedding an-nouncements, shall be posted to the College District’s general in-formation e-mail folder. Notices involving monetary transactions or those that are inappropriate or illegal shall not be posted using Col-lege District technological or information resources as defined in this policy.

Users are to comply with the College District’s Core Values and

exercise caution and good judgment in accessing material using College District network resources. Material that includes lan-guage and actions that would constitute a hate crime (such as lan-guage that is racist or anti-Semitic, and the like), fighting language, or visual material that creates a hostile working environment shall be accessed only for legitimate academic and administrative pur-poses. This material shall be not be accessed in an environment and in manner that will negatively affect third parties (including printing such information on public printers or forwarding it to oth-ers without their consent).

Communications from users of College District technology re-sources shall reflect civility and the College District’s Core Values, which include a passion for learning, service and involvement, cre-ativity and innovation, academic excellence, dignity and respect, and integrity. Therefore, the use of College District technological resources for creating or sending nuisance, harassing, or porno-graphic materials or messages is prohibited. For the purpose of applying the College District’s disciplinary policy, the determination of what is pornographic or what constitutes a hate crime, fighting words, or visual material that creates a hostile working environ-ment is within the sole discretion of the College District.

Violations of this policy shall be reported to the appropriate super-visor, director, dean, or other responsible person. Depending on the nature of the violation, the appropriate administrator may in-

INAPPROPRIATE MATERIAL

REPORTING VIOLATIONS


DATE ISSUED: 11/8/2012 ADOPTED: 7 of 7 LDU 2012.02 CR(LOCAL)-X

clude the responsible vice president, provost, chief information sys-tems officer, human resources director, or internal auditor.

Alleged violations shall be investigated and, if substantiated, ad-dressed in accordance with appropriate College District perfor-mance documentation processes.

The College District shall consider the intent, effect, and serious-ness of the incident in levying sanctions for violations of this policy. Any person who engages in any kind of computer or systems mis-use as described in this policy may be subject to disciplinary ac-tion, including the loss of computer privileges, suspension, and/or termination from the College District, and appropriate criminal prosecution, if warranted, under the applicable state and/or federal laws. Whenever the College District deems it appropriate, restitu-tion may be sought for any financial losses sustained by the Col-lege District or by others as a direct result of the misuse.

Software_Copyright_Compliance_Statement.doc 2010

Collin County Community College District

Software and Copyright Compliance Statement

Collin County Community College District licenses the use of computer software from a variety of third parties. Such software is normally copyrighted by the software publisher/developer and, unless expressly authorized to do so, Collin County Community College District (Collin College) has no right to make copies of the software except for backup or archival purposes. The purpose of this Software and Copyright Compliance Statement is to ensure Collin College respects all software copyrights and other copyrighted material/media to protect Collin College's computer environment from viruses and comply with applicable laws. This software and copyright compliance statement must be agreed to by all employees and is a condition of employment.

Guidelines

1. General Statement of Policy: It is the policy of Collin County Community College District to respect all computer software and other copyrights and to adhere to the terms of all software licenses to which Collin College is a party. Reports of any possible discrepancies will be directed to the appropriate supervisor for investigation and resolution. Information Technology staff may serve as a resource to supervisors in this process.

Collin College users may not duplicate any licensed software or related documentation for use either on Collin College premises or elsewhere unless Collin College is expressly authorized to do so by agreement with the licenser. Unauthorized duplication of software may subject users and/or Collin College to both civil and criminal penalties under state and federal copyright laws.

Users may not give software to any outsiders including, but not limited to, students, contractors, customers, constituents or any other unauthorized individual(s). Collin College may use software on local area networks or on multiple machines only in accordance with applicable license agreements.

2. User Audits and Education: Each Collin College employee will conduct self-audits and correct any discrepancies immediately upon discovery. In addition, each Collin College employee must agree to this software and copyright compliance statement annually. It is the user's responsibility to ask questions and conduct adequate research to ensure software-licensing and copyright compliance.

3. Acquisition of Software: To be in compliance with the Software Publisher's Association (SPA) guidelines, software purchases should be made through the Collin College Purchasing Department. We attempt to restrict software acquisition channels to ensure Collin College has a complete record of all software that has been purchased for Collin College computers and can register, support and upgrade software accordingly. For software purchases or acquisitions made through other channels, the individual/purchaser must keep a copy of the purchase receipt or documentation of the gift/donation along with the license and original software.

4. Site Licenses: Individual users are not required to maintain copies of software licenses for which Collin College has a site license. Questions regarding site licenses should be referred to the Help Desk.

5. Home Computers: Collin College computers are organization-owned assets and must be kept in compliance with applicable copyright and licensing laws and agreements and must be kept virus free. Generally, organization-owned software cannot be taken home and loaded on a user's home computer if the software also resides on a computer owned by Collin College. If a user is to use software at home, Collin College must purchase a separate copy for home use, unless expressly authorized in the license agreement. Some license agreements do allow for multiple users, therefore, license agreements should be clearly understood or referred to the Help Desk for clarification.


Software_Copyright_Compliance_Statement.doc 2010

6. Shareware, Trial, Demo Versions: Shareware software is copyrighted material, though distributed freely through the Internet and bulletin boards. It is the policy of Collin College to pay authors for their work. For purposes of acquisition, shareware software is purchased through the same methods as commercial software. Trial and demo versions must be purchased or removed according to the terms and conditions of the license agreement.

7. Penalties and Reprimands: According to the U.S. Copyright Act, illegal reproduction of software is subject to civil damages of as much as US$100,000 per title infringed and criminal penalties, including fines of as much as US$250,000 per title infringed and imprisonment of up to five years. Software and copyright compliance violations will not be tolerated by Collin College and will result in disciplinary actions as stated in Collin College Procedures and Guidelines for Faculty and Staff.

8. Music and Other Media: Copyrights of music, pictures, motion pictures, sound recordings, and any other media or material are also protected by this Software and Copyright Compliance Statement. Employees shall not download copyrighted music files or other media and material from the Internet or save music or other copyrighted files (e.g. from CDs, DVDs, etc.) to college computers or to the college network. If these are needed for a job-related purpose, the employee shall use college purchasing processes and obtain appropriate approvals. Copyright violations will not be tolerated by Collin College and will result in disciplinary actions as stated in Collin College Procedures and Guidelines for Faculty and Staff.


LAN_Agreement_All.doc Updated: July 2010

Academic Computing Services

LAN Security Agreement

I, agree to conform to the following restrictions in (Please print full name)

the use of the Administrative LAN: No unauthorized accessing, copying, installing, or uninstalling of district-owned or

licensed software.

Usernames, passwords, and other security-related information are not to be shared with others.

District’s computer resources will be utilized only for duties required by employment.

Attempts to gain access to the district’s computer resources except through assigned, authorized means are strictly forbidden.

Copyrights, terms, and conditions of district-owned or licensed software will be respected.

No software or hardware will be introduced or removed from the LAN without permission.

E-mail communication is not private and may be subject to scrutiny.

I agree to comply with Collin College’s LAN Security Agreement conditions and Appropriate Use of Technological and Information Resources Policy. The full Appropriate Use of Technological and Information Resources Policy - CR(LOCAL) can be viewed through Collin College’s online policy repository.

Employee Signature Date


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Software & Copyright Compliance Statement, Appropriate Use of Technological & Information Resources, and LAN Security Agreement

***EMPLOYEE AGREEMENT FORM ***

I have read Collin County Community College District's "Software and Copyright Compliance Statement", "Appropriate Use of Technological and Information Resources", and “LAN Security Agreement” and understand that my compliance with these policies and guidelines is a condition of my continued employment by Collin County Community College District. I also understand and agree that intentional violation of any of these requirements will result in disciplinary action, which may include termination of my employment with Collin County Community College District. My signature below also confirms that I have conducted a self-audit of all computers assigned to me and that I have corrected any known software and copyright discrepancies. REQUIRED INFORMATION:

Employee Name: CWID: (PLEASE PRINT YOUR NAME) Please check the applicable box:

I am assigned a Collin College computer(s) with the following college Inventory Tag Tag Number(s): (The tag number can be found on most computers/laptops and is usually a five- or six-digit number located within the barcode) Example of computer tag:

I am not explicitly assigned a Collin College computer.

X Employee Signature Date

Collin C.C.C.D.

PO #304958Dell Service Tag #78PW489


CougarWeb Part Time and Student bjh06072011

Part-time Staff and Student Employees

CougarWeb is a web-based portal system connecting students and employees with vital college information in a single, safe environment. It works a little like My Yahoo! in that CougarWeb recognizes viewers based on their roles as students, faculty, employees or guests, and it delivers personalized content. It also reduces the need for multiple passwords for registration, financial aid, human resources, finance and more. A Novell network account is required in order to be able to access CougarWeb and to receive time sheet forms. Novell and GroupWise email accounts will be created upon receipt of the LAN Security Agreement form which is included in the new employee forms packets on-line. Notify HR if this is a rehired employee so the former account can be updated and reactivated. When the LAN Agreement form is received and the account is created an email will be sent to the instructor’s personal email account with the username, password, and log in instructions. Employees will be able to access the general, and MyWorkPlace tabs when the notice of account set up is received and processed by Human Resources.

TO LOG ON: Go to http://cougarweb.collin.edu, enter your Novell Network username and password (the same as your Novell/GroupWise sign on). All Users: students, faculty, employees, guests

• Sign on with one user name and password. No more forgotten passwords or multiple sign-ons! • View information organized by “tabs.” Users can customize selected information by moving,

adding or deleting as permitted. Features of CougarWeb include: • 24/7 access


mailto:[email protected]

CougarWeb Part Time and Student bjh06072011

• Accessibility from anywhere • Personalization • Tabs for employees, faculty, finance users and more

Tutorial tab

• Provides overviews of tabs and functions, tutorials, and How-to Guides Finance tab

• Approval Alerts notifies cost center managers when a requisition is pending approval in Banner • View requisition and purchase order status • Receive alerts when financial approval is needed • Shows expenditures and budget status

Employees: MyWorkPlace Tab

• View check stub information, W2 forms, leave balances, and benefits information. • Check and update personal information • Access CougarHR online employment system, policies, procedures, college calendars, and

forms Faculty tab

• Access class rosters • Submit grades • Email students, using automatic lists • Access “Course Studio,” a collection of collaboration tools assembled into an easy to manage

course homepage. Professors teaching on-site classes will be able to select whether to use Course Studio or WebCT if necessary. Distance education classes will use WebCT exclusively.
