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Colleague Input and Processing

HROG Section:
Employment
Document Title:
Colleague Input and Processing
Initial Date Posted:
April 17, 2002
Board Approval:
Applies To:
All location staff involved in Colleague input of and/or access to personnel demographic (addresses, telephone numbers, etc.) and/or payroll items 
Source:
District Human Resources
Related TASB Policy:
Last Date Revised:
Oct. 14, 2002 
Jan. 22, 2004

Purpose

These guidelines are to be shared with all employees who in their employment with Dallas County Community College District are involved with the input of or access to confidential/security-sensitive information into the Colleague system. All individuals serving in this type of an employment role must complete a Confirmation of Understanding Form (PDF -54KB). The Confirmation of Understanding Form is to be completed each time a change is made to the employee's access or backup. Once completed, the form will be returned to District Human Resources, where it becomes part of the permanent personnel record.

Background

Definitions

Eligibility

Procedures

In keeping with safe handling of confidential individual information, DCCCD staff will not input or update Colleague information on themselves or members of their immediate family (defined as: spouse, child, father, father-in-law, mother, mother-in-law, sister, brother or grandparent of the employee or other person who occupies a position of similar significance in the family of the employee). While they may complete necessary paperwork, such documentation should be provided to another qualified person as identified by the supervisor to review and input as necessary.

Student assistants are not to be involved in the Colleague input process, nor are they to have access to personnel-related paperwork/records (such as time sheets) of DCCCD personnel.

All input to the DCCCD personnel/payroll system is subject to review as part of regular and special audits performed in the course of business.

Violations may be considered a terminable offense.

 

Employee Responsibility

HR Responsibility

Exceptions To Policy

Other Notes

In addition, each staff member responsible for input into or review of the Colleague system is assigned a unique Colleague login. This user ID access code will not be shared with others. Violations may be considered a terminable offense.

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