Supervisor Information

The ADA prohibits employment discrimination against qualified individuals with disabilities. A qualified individual with a disability is: an individual with a disability who meets the skill, experience, education, and other job- related requirements of a position held or desired, and who with or without a reasonable accommodation, can perform the essential functions of a job.

An employer must make reasonable accommodation to the known “disability" of limitations of an otherwise qualified applicant or employee, unless the employer can demonstrate that the accommodation would impose an undue hardship. There is no duty to accommodate an individual who only meets the “regarded as” definition set forth below.

1. 1.  Analyze the position to determine its purpose and essential functions
   2.  Employee will usually initiate request for accommodation.
   3.  Consult with the individual with the disability to find out his or her specific physical or mental abilities and limitations as they relate to the essential job functions.
   4.  Determine whether additional documentation is needed
   5.  Identify and assess possible accommodations.
   6.  Consider the employees preferred accommodation.

Essential function: What you have to be able to do to achieve the desired results of your job. Why functions could be considered essential:

1. 1.  The position exists to perform the function.
   2.  There are a limited number of other employees available to perform the function, or among whom the function can be distributed.
   3.  A function is highly specialized, and the person is hired for special expertise or ability to perform it.

Disability is defined as:

1. 1.  A physical or mental impairment that substantially limits one or more of the major life activities;
   2.  A record of such an impairment or;
   3.  Being regarded as having an impairment That is not minor or transitory and lasts at least six months.

Examples of disabilities

Physical or Mental Impairment - Any physiological disorder, or condition, cosmetic disfigurement, or anatomical loss affecting one or more of the following body systems; neurological, musculoskeletal, special sense organs, respiratory, cardiovascular, reproductive, digestive, genito-urinary, hemic and lymphatic, skin and endocrine, substance abuse (this does not include a current, illegal abuser) or;

Any mental or psychological disorder, such as mental retardation, organic brain syndrome, emotional or mental illness, and specific learning disabilities.

Major Life Activity - Those basic activities that the average person can perform with little or no difficulty. Functions such as caring for oneself, performing manual tasks, walking, seeing, hearing, speaking, breathing, learning, and working.

Record or History of Impairment - Persons who have a history of, or a record of having been misclassified as having an impairment.

Regarded as Having a Substantially Limiting Impairment - This covers persons who have impairments that do not substantially limit major life activities but are: treated by the employer as having such an impairment, it also covers persons whose impairments are substantially limiting because of attitudes of others toward the impairment; persons who have no impairments but are regarded as having substantially limiting impairments.

• • Americans with Disabilities Act (ADA) - Accommodations Procedures (PDF)
  • Employee Acccomodation Request Form
  • ADA - What Managers Need to Know (PDF)

Every other Monday supervisor approval of timesheets are due by NOON. Please review your employee timesheets for accurate time entry and leave use via Self Service prior to the NOON deadline. Questions regarding timesheets and/or approval process please contact Meaghan Walraven at meaghanwalraven@delta.edu.  

Consistent, systematic and centralized compensation procedures are necessary to ensure proper compensation administration. Issues regarding laws, nondiscrimination, equity, employee morale, internal control, IRS requirements and proper reporting are best addressed through documentation, implementation and enforcement of sound procedures. If you have any questions, please contact Human Resources.

In order to improve compensation and payroll systems, including internal control, the following guidelines have been approved:

1. 1. Payments to employees for any work-related purpose will be through payroll not accounts payable.
   2. No individual, including executive staff, has the authority to authorize payment to any employee without prior written approval from Human Resources and Finance.
   3. Payments to employees will not be processed if presented on a requisition form or any other form other than the Employee Compensation Form.
   4. All requests for payments to employees for compensation matters outside their normal position compensation must be submitted on the Employee Compensation Form and be approved by the supervisor, Finance and Human Resources before payment will be processed.
   5. All discussions concerning compensation and any offers of compensation to the recommended employee will be done by the Director of Human Resources or designee.

You may view your employees' ongoing leave balances via Self Service.

• • Click Employment
  • Employee
  • Supervisor Employee Leave balance
  • You’ll then notice a filter option populate on the page
    • The first time you log in you’ll need to uncheck all boxes, and click ‘apply filters’ for your employee to populate.  ‘Leave Balance’ selection is the only field we are utilizing on this page; we are not utilizing the leave request function of Self Service - please ignore.

• • Click the employee’s name/gray bar to expand that employee and view their leave balances
  • The leave type will be in rows, and multiple columns will populate. Please utilize the last column ‘Balance’ to see your employee’s available balance of leave time.

For further assistance in reviewing your employees' leave balances please contact Stephanie Kontranowski at stephaniekontranowsk@delta.edu  

As a supervisor you must be familiar with your responsibilities and know if your employees are classified as Category A as identified in the Bloodborne Pathogens Exposure Control Manual.

Contact the Director of Human Resources at 989-686-9546 when discipline (verbal or written) and/or termination issues arise to be certain consistent and legal processes are followed before written documentation is given to employees. 

Human Resources is often contacted about what documents should be included in an employee's "personnel file." The primary state law that governs personnel files in Michigan is the Bullard-Plawecki Right to Know Act. That law defines a "personnel record" to include any "record kept by the employer that identifies the employee, to the extent that the record is used or has been used, or may affect or be used relative to that employee's qualifications for employment, promotion, transfer, additional compensation, or disciplinary action." In other words, any document (including emails) that may affect or be used in connection with a prospective personnel action should be included in the employee's personnel file. Loose notes that a supervisor keeps for possible future reference need not be included. However, notes that are used as a basis for a personnel action or a supervisor's memo that is shared with others or that may affect an employment decision must be included.

Employee review of personnel records

As often as twice a year, an employee may inspect and review his or her personnel record, at a reasonable time, upon request via form. After such a review, the employee may obtain a copy of some or all of the record, in which case HR may charge actual copying costs.

Release of personnel records

The College may not divulge a disciplinary action document to a third party (other than a collective bargaining agent) without first giving the employee written notice by regular mail. Additionally, the College must review a personnel record before releasing information to a third party and, except when the release is ordered in a court action or arbitration, delete records of disciplinary action which are more than four years old. For employees covered by a collective bargaining agreement, there may be specific guidelines regarding how long disciplinary records may be kept in the personnel file.

This guide represents a summary and is not intended to address all aspects of law or College policy and procedures. If you have questions regarding personnel files, please contact the Director of Human Resources at 989-686-9546.