Joining the LFCC Workforce Team...Resume/CV), or if you have applied for an LFCC position before, ... a status button that will be green, yellow or red. Green indicates that the task

MAY 2019 VERSION

LFCC Workforce Solutions INSTRUCTOR HANDBOOK

5/6/19 8:47 AM Main Office - Workforce Solutions Office (540) 868-7021

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Joining the LFCC Workforce Team Teaching for LFCC Workforce Solutions

Workforce Solutions instructors are part-time employees of the college. Most of our instructors maintain another full or part time professional position that is often the basis of their instructional expertise or they may be retired. To teach for Workforce Solutions you must either be a part-time state employee or an eVA (Electronic Virginia Procurement System) approved vendor. This section will only explain the process for becoming a part-time employee of the college and maintaining your employment status. While most of our instructors only teach a limited number of classes and would not be impacted by part-time hourly thresholds, others may teach a combination of non-credit classes or credit and non-credit classes and will be monitored to be certain they do not exceed average weekly hourly guidelines to maintain their part time status.

If you are already an employee of the college as a credit instructor, administrator, or staff member, there may be some additional paperwork required to teach for Workforce Solutions.

If you have received this Instructor Hiring and Onboarding Guide, we have already determined through conversations and/or interviews that you possess the knowledge and experience we deem necessary to provide a positive and enlightening learning experience for students who take our classes/programs and we would like you to join our team.

Our expectations are that as a Workforce Solutions instructor you will become familiar with our Vision, Values and Focus and always maintain a professional appearance and demeanor when representing yourself and our programs. These topics are explained in the Instructor Guide and Resource Handbook.

There are two processes that you must complete to join the Workforce Solutions Team.

1. APPLICATION: The first process is to submit an application to the college if you have not already done so.

2. ONBOARDING: The second process is onboarding and it requires that you perform a number of tasks to become a part-time temporary employee of Lord Fairfax Community College. This guide will assist you in the steps, but contact LFCC Human Resources if you need assistance with your application and/or onboarding. You can reach them at (540) 869-0760.

1. Applying to be an LFCC Workforce Solutions Instructor To become an employee of LFCC Workforce Solutions, your first step will be to complete the state application for employment. The state application is a web-based online application.

LFCC does not accept pool applications. You must apply for a position. This requires you to select a position before completing the application.

You can access the open-positions and the Employment Application by going to the LFCC website at www.lfcc.edu. On the main page in upper left corner, you will see the word “Employment”. Click on the word.



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Search for the Specific Position or General Position

When click on the Employment link it will take you to the Careers page. On this page click on the “Search Job Listings & Apply” button which will take you to a search page (below right). Without entering any criteria, simply click on the Perform Search button.

Select the Position

The positions you will see are all the currently available positions at Lord Fairfax Community College, not necessarily just Workforce Solutions positions. They are listed beginning with the most recently added positions. Click on the position name to open the position description. Here you will see all the relevant information pertaining to the position. If you are not applying for a specific Workforce Solutions position listed, select Workforce Instructors (All Areas).



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Review the Job Description

This page has all the relevant information about the job requirements and expectations. Please review to be sure you meet all the requirements and if it is a specific position, you have the technical background and ability to perform the required tasks.

Application Process

As this is an electronic application, you will be required to either create a new application (New Resume/CV), or if you have applied for an LFCC position before, update your current application (Existing Resume/CV). If you are using an existing application (profile), it is critical that you update all your contact information because this information will be used for your onboarding tasks. If that information is out of date or incorrect, HR cannot contact you to begin your onboarding.

The first dialog windows will tell you how about the application and what you will need. It can take from 10-30 minutes to complete the application. (After 50 minutes the application may time-out and you could lose any information in the application.) If you have a current electronic resume (PDF or plain text) that is helpful, but may not be required. Cover letters are not required nor are transcripts unless the job description specifically requires them or you are told otherwise by HR or the WSCE Programmer you are working with. The second dialog window asks how you will proceed and most people simply select either the first option if they have an electronic resume or the last option if they do not.

Answer all questions and submit the application electronically. Contact your programmer via email or telephone to advise that you have successfully completed the application. They will make the offer and we will begin the employee onboarding process.



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2. New Employee Onboarding The term “Onboarding” is a relatively new employment term that covers a range of activities that begin with an offer letter and acceptance through the completion of required employment/payroll paperwork and other tasks deemed necessary to orient you to the college. Simply put, it’s a combination of completing the paperwork and the new employee orientation to make you a part-time temporary employee of the college. Once WSCE makes a verbal job offer, we ask HR to launch your onboarding.

Lord Fairfax Community College uses a web-based system called SilkRoad Onboarding which is an automated system that breaks down the onboarding process into a series of tasks. Go to https://vccs.silkroad.com to begin your New Employee Onboarding. Log in using the information you were provided via a welcome email to begin your onboarding tasks.

Please note the page above. At the upper left you will see your Task Lists and your progress. In the upper right you will see the TASK LIST link that allows you to work directly on your tasks. Simply click on the words TASK LIST and you see your first tasks. Click on the Task Name link to perform each task:



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Some important information to remember as you complete your onboarding: • This system depends on accurate contact information. It will email your task instructions to the

email address you supplied the college on your state application. If you wish to use a different email, you must notify the LFCC Human Resources office at (540) 869-0760;

• You will receive an initial “Welcome” email from “Onboarding” that will begin your onboarding process. It will give you directions about the process and your log in credentials (username and password). You will need this information each time you log-in to complete a task. If you do not receive the initial email within 7 business days of being offered the position by your programmer, please call the LFCC Human Resources office at (540) 869-0760;

• Be aware that occasionally some email systems or clients may identify these emails as spam or junk because they detect it was sent by a system. If you feel you should have received the email but did not, please check your “junk” or “spam” folder first;

• There will be a series of tasks and you will be required to complete. They are sequential and you will be required to complete a task before the next task will be available;

• It is imperative that you move through the tasks promptly so that you get set up as a part-time employee. We recommend you try to complete each task within (3) days or less of receiving the email. The speed at which you receive the next task email will be dependent on the speed at which you complete each task. You will also have the option to log into the SilkRoad Onboarding site and perform the tasks as they appear without having to wait for an email;

• Each time you log onto the SilkRoad Onboarding site you will see a list of tasks. Each task will have a status button that will be green, yellow or red. Green indicates that the task is upcoming and ready to be completed. Yellow indicates the task will be due soon. Red indicates the task is overdue. As you complete tasks, additional tasks will be added. There is also a status bar that shows how many tasks/of total tasks, you have completed;

• You will receive emails advising you that additional tasks have been added or reminders that a task has not been completed. You may also receive emails from HR asking for additional information or responding to an inquiry. Any time notes are added to a task, you may also receive an email notification;

• Many tasks may ask you to complete data fields by clicking on a hyperlink to watch an online video or enter data into note fields. Some tasks may require your electronic signature;

• For each task you are given at least three options.

o CANCEL, which does not record any responses

o SAVE CHANGES or SAVE AND COMPLETE LATER, which saves responses but does not complete the task.

o SAVE AND COMPLETE TASK, which saves responses and marks the task as complete; and,

• PROBLEMS/ASSISTANCE: If you encounter an onboarding problem or need assistance please contact the college HR Department (Fairfax Hall, Room 310) from 7:30 am - 4:30 pm Monday –Thursday / 8 am – 4 pm Fridays. Please reach out to either Kristin Iden ([email protected]) / 540-869-0760 or JoAnn Ellwood ([email protected] ) / 540-868-7226. They will be happy to assist you.



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Onboarding Task List* You will receive an email task request for each of the following steps. When you complete the required steps or enter the data for each task, select Save and Complete Task to finish, otherwise the task will remain incomplete. It is highly recommended that you move through the task promptly regardless of whether your first class makes, so as not to cause a delay later.

1. Welcome! – This is your first task and you will be asked verify, correct, and add some basic personal information. This information is used to auto-populate other required online forms.

2. Offer Letter Acceptance – Letter from HR offering you the position. You must accept the offer of employment and sign electronically using the electronic signature (eSignature).

3. Provide Consent for Background Check – All employees must have a background check. This provides your acknowledgement of the background check. There will be a link to go the background check form. Your offer is conditional based on satisfactory results from the background check. Additionally, if your class is certified by another state agency such as the DMV, this background check may be shared with them as well.

4. Complete the Disclosure eForm – This is your electronic approval for the Background Check.

5. Federal Tax Form - Indicate number of withholdings/exemptions for your federal taxes. This will take you to a link where you will complete the form.

6. Virginia Tax Form – Indicate number of withholdings/exemptions for your state taxes. This will take you to a link where you will complete the form.

7. Direct Deposit – All LFCC employees are paid via direct deposit. This link will require you to provide banking Transit Route number and Account Number where your pay will be deposited. It will also require an electronic signature.

8. Certification and Verification – This is a disclaimer form asking you to acknowledge you are a part-time employee and will not exceed an average of 29 hours a week annually. For most instructors this is not an issue, but if you are teaching multiple classes (not class meetings) and/or teaching a credit class, you must remain below the average weekly maximum of 29 hours.

9. Race / Ethnicity Disclosure – Link to form indicating your ethnicity and your employment type (Adjunct).

10. I-9 Section 1 – You will complete Section 1 of your I-9 form.

11. Policy Acknowledgement – This requires you to read LFCC policies. You must open each link and read and then check off that you have viewed. This requires an electronic signature.

12. Emergency Contact – This form provides the college with a primary and secondary emergency contact.



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13. ID Badge – If your employment will extend beyond 30 days, it is recommended that you have an LFCC ID badge. Also, if your teaching assignment may require the assistance by security for access to a classroom or resource, you may be asked for your ID badge to verify that you are an LFCC employee. This step, like the parking permit, requires that you click on a hyperlink to download and print out a form to be completed and brought to the Police / Security desk at the main entrance at either campus. This ID badge includes a picture that will be taken when you bring your completed form in. If you do not need a badge, write in the notes field “No ID Badge needed,” and select “Save and Complete”.

14. See Something, Say Something – In an effort to prevent violence on campus, LFCC has adopted the “See Something, Say Something” program that encourages students and staff to report unusual or suspect behavior they observe. This link takes you to a page explaining the program and the available resources as well as a link to a page to submit a concern.

15. Employee Safety – View the Employee Safety and Preparedness Video.

ALSO, be aware that Lord Fairfax offers an emergency notification system that automatically sends out alerts to email and/or smart phones. This includes notices of school closings and delays which would be important particularly if you were teaching an early morning class or an evening class. More importantly, it alerts you to other more perilous events such a threatening weather and other incidents or emergencies that may occur on campus during your class. While this not required, it is HIGHLY RECOMMENDED that you sign up for these alerts.

16. EEO Acknowledgement –Lord Fairfax Community College (LFCC) is an equal opportunity institution providing educational and employment opportunities, programs, services, and activities and does not discriminate on the basis of race, color, sex, age, religion, disability, national origin, marital status, political affiliation, sexual orientation, or other non-merit factors. LFCC also prohibits sexual misconduct including sexual violence or harassment. This simply acknowledges the statement.

17. FERPA Acknowledgement – The Family Educational Rights and Privacy Act (FERPA) prohibits sharing certain student information with parties other than the student without their express written consent. This is acknowledgement of that policy and another acknowledgement you will adhere to this policy.

18. Parking Permit - If your teaching employment will extend beyond 30 days it is recommended you acquire an LFCC Staff Parking Permit; otherwise it is not needed. The link will take you to the form to be downloaded, printed out, completed, and brought to the Police / Security Desk just inside the main entrance at either campus. If you are not getting a parking permit, write in the field “No Parking Permit needed,” and select Save and Complete.

19. Present Social Security Card – IRS Regulation 31.6011(b)-2 - LFCC Parking Permit - State agencies must request to see the employee's Social Security Card. The employee is required to show their Social Security Card to the college. Please bring this documentation to the Office of Human Resources (Middletown, Fairfax Hall), Workforce Solutions Office (Middletown, Corron building or the Fauquier Office), or the Office of Academic and Student Affairs (Fauquier) within 3 business days of your employment or prior.



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20. I-9 Document Reminder – You will be required to come into either the HR office in Middletown (or see Brian Breeden at the Fauquier Campus in the Financial Aid Office). This step is TIME CRITICAL with relation to your employment start date. Refer to specific information online in the task. Failure to complete this task in a timely manner could result in a suspension of employment.

21. Revisiting the Portal – As a final pre-employment task, you are asked to revisit the portal. Become familiar with finding information regarding pay dates, holidays, and other important information employees need to know. This task includes information about:

• Guide for logging into HRMS • HRMS Tookit • Payroll and Holiday Schedule • Educational Assistance and Professional Development

22. Virginia Learning Center Training – This task provides important training and orientation information needed by all employees and involves a series of videos* you will be directed to view. Although some do not have tests, the system monitors whether they were viewed.

* The videos you will view include (but may not be limited to) the following:

1) MVP HR Policy & Law – Civility in the Workplace 2) MVP HR Policy & Law – Alcohol and Other Drugs 3) VDEM – Terrorism and Security Awareness Training 4) DHRM-HR Policy – Compensation Policy

This is the last task in the orientation. Sometime during your Onboarding, (Part 1) you will receive an email from Human Resources with your VLC log-in credentials: UserID and Password. Save the email for future reference. (Part 2) Wait for the Virginia Learning Center Training task to appear (become due) to access the VLC. Pay close attention to the due date for this training which is approximately 60 days past your hire date (your class start date) but may be impacted by how quickly you complete your other tasks. BE AWARE that it entirely possible that this task will be required after your contract/teaching period has concluded but must still be completed to be fully onboarded and considered for future teaching contracts.

*DISCLAIMER: From time to time, college hiring and onboarding procedures are updated and/or may change. Please defer to the College OnBoarding website directions or the LFCC Human Resources Department for the latest and most accurate information.



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Maintaining your LFCC / WSCE Employment Before an instructor can be assigned to a class, they must be an employee of LFCC. Instructors are hired based on anticipated need, but there are no assurances expressed or implied that the scheduled classes will take place. The primary factor determining if your class “makes” is if the number of students registered meets or exceeds the minimum enrollment required. All classes have a minimum enrollment and the programmer of your class (or the WSCE Operations team) can share that number with you if they have not already done so. Class enrollment is monitored regularly and when classes are close, but have not met their minimum, additional marketing may be used to increase enrollment. Instructors are also encouraged to promote their classes within the community and let colleagues, friends and acquaintances know about upcoming classes; however, from time to time classes are canceled due to insufficient enrollment.

If you do not teach (and/or are paid) for an extended period of time, usually 18 months or more, you may be deactivated or administratively terminated from the HR/payroll system. If you are deactivated, getting reactivated may require updating some personal data/information. If you are administratively terminated due to inactivity, you may need to fully “re” onboard. If you are contacted to teach and it has been more than 6 months since you taught your last class, we recommend you contact the College Human Resources Office (540-869-0760) to inquire about your employment status and alert the Workforce Programmer you are working with.

We constantly evaluate our need to retain instructors based on student feedback, classroom performance and subject matter relevance. There are no guarantees of future employment stated or implied beyond your current contract. Programmers and Operations team members regularly review student class evaluations as well as team and core value fit. We seek highly qualified and talented instructors and make every effort to retain instructors provided there is an ongoing need for their subject area/expertise. Sometimes subject area needs increase or decrease based on business/community demand and that impacts our planning. After we have had a positive experience with an instructor we may decide to realign or utilize an instructor’s unique talents to offer other related classes. Conversely, if demand for a class declines, we may decide to discontinue the class and the employment of the instructor.

Finally, we regularly review class evaluations to determine student satisfaction with their instructor. If there is a pattern of unsatisfactory student evaluations, we may elect to discontinue use of an instructor.

Anytime you have a question about your employment status or about any of the information we have provided, please contact either the LFCC Human Resources office or a member of the Workforce Solutions Operations and Registration team.

LFCC Human Resources Office Middletown Campus / Fairfax Hall / Room 310 (Located directly behind library) Hours: Monday-Thursday 7:30 am – 4:30 pm / Friday 8 am – 4 pm Summer Hours (June & July): 7:30 am – 4:30 pm / Friday 8 am - Noon Phone: (540) 869-0760 / Email: [email protected]

Documents

Joining the LFCC Workforce Team...Resume/CV), or if you have applied for an LFCC position before, ... a status button that will be green, yellow or red. Green indicates that the task