Human Resources Contacts
Find up-to-date contact information and hours for Human Resources here:
Equal Employment Opportunity Information
The Gavilan Community College District is committed by policy not to discriminate on the basis of, or the perception of, race, ethnic group identification, ancestry, color, religion, age, gender, national origin, sexual orientation, disability (mental or physical), marital status, medical condition (cancer, genetic characteristics, or pregnancy), and status as a veteran in any of its educational and employment programs and activities, its policies, practices and procedures.
Students who believe that this policy has been violated have the right to file an internal complaint or a complaint with the Office of Civil Rights.
The Gavilan Community College District makes every attempt to stay in compliance with the requirements of Title IX of the 1972 Education Amendments, the Equal Employment Opportunity Act of 1972 (Title VII of the Civil Rights Act of 1964 as amended), the Civil Rights Act of 1991, and Section 504 of the Rehabilitation Act of 1974, the Americans with Disabilities Act, the California Fair Employment and Housing Act of 1980, the California Fair Employment and Housing Commission Rules and Regulations, and the Vietnam Veteran’s Readjustment Act of 1974.
Gavilan College, under the Equity in Athletics Disclosure Act of 1994, provides information concerning the operation of its intercollegiate athletics program. A completed report is available in the Admissions and Records Office, the Library, and the Athletic Department for public review.
Gavilan College Board Policy 3410 Nondiscrimination prohibits verbal, physical, visual, and sexual harassment of any applicant, employee, or student by any District employee on the basis of any category or combination of discriminatory categories prohibited by state or federal law. Non-employees while on the District property are also expected to follow these guidelines.
It is further the policy of this District to ensure equal opportunity in all of its programs and in all aspects of employment. The lack of English skills will not be a barrier to admission to and participation in vocational education programs.
CONGRATULATIONS! YOU'VE BEEN HIRED!
Before You Teach
You will want to make sure that you have submitted all documentation regarding prior employment, etc. so that Human Resources can place you accurately on the salary schedule. You will also need to be fingerprinted if you are a new instructor. All instructors will be notified periodically regarding TB Clearance requirements (every 4 years).
Part Time contracts can be acknowledged on the MyGav portal through Self-Service Banner. Instructions on how to acknowledge part-time faculty contracts. This document can also be found the Human Resources website. Please read your contract carefully, sign it, and return it promptly to Human Resources to avoid paycheck delays. For questions regarding your assignment, contact your Department Chair. For questions regarding your salary, please contact Human Resources at (408) 852-2823.
Office Hours (Full-Time and Part-Time Credit Faculty)
Faculty teaching credit classes have an obligation to be available for consultation with students outside of class time (Article 22.2 of the GCFA Contract). Office hours should be posted outside of your office (if you have one) and/or provided in your written syllabus to students. The office hour formula is as follows :
Assigned Teaching Units:
No. of Expected office hours per week of instruction
0.1 to 3.0
3.1 to 6.0
One and one-half (1 + 1/2)
6.1 to 9.0
9.1 to 12.0
12.1 to 15.0
As of the 2015-2018 GCFA Contract Article 22.2:
Full-time faculty shall schedule, post and maintain a minimum of five (5) office hours per week to confer with students, four (4) hours on campus on the instructor’s class days, and one (1) hour to be arranged, with the prior approval of the immediate dean/administrator. Faculty members who teach less than full-time shall hold the proportionate amount of full-time faculty office hours. Online instructors shall post office hours and maintain their online office hours in proportion to their online workload.
Evaluation of faculty is conducted by a procedure agreed upon by the Gavilan College Faculty Association (GCFA) and the District and is required by state laws. All faculty are evaluated on a regularly scheduled basis. You will be notified by the Office of Instruction in the semester you are to be evaluated. Please refer to Article 19 in the GCFA Contract for detailed information regarding the evaluation process.
New full-time Probationary Faculty go through a 4-year tenure review process with annual evaluations.
New part-time faculty are required to complete three evaluations within a six semester evaluation cycle. The first evaluation is conducted by your area administrator. After the first evaluation/observation is completed, you will follow the process for retuning part-time faculty by selecting a "Trained Faculty Observer (TFO)" for the remaining two observations. Once the first three observations are completed, your evaluation cycle will change to once every six semesters.
The evaluation process at Gavilan College includes the completion of:
- A classroom observation and cover sheet
- An administrative summary
- A self evaluation
- A review of Student evaluations.
A list of trained faculty observers, an evaluation checklist and timeline, and all forms required for the evaluation process can be found on the Intranet > Faculty Professional Learning Committee website > Full-time/Part-time Evaluations.
For questions regarding the evaluation process or the required documents, please contact your department chair, area administrator/assistant, or the Office of Academic Affairs at (408) 848-4761.
The Flexible Calendar program The Flexible (Flex) program consists of staff development activities “in-lieu-of” regular instruction. This allows Gavilan College to take a number of days out of the required 175 annual teaching days and devote them to professional development between July 1st and June 30th of each calendar year. Title 5 regulations list the general categories of activities that are appropriate for in-lieu of instruction, or flex time. These activities can be, but need not be limited to, training programs, group retreats, field experiences, and workshops in activities such as course and program development and revision, staff development activities, development of new instructional materials, and other instruction-related activities.
Part-time faculty flex obligation is calculated by multiplying the percentage of their load by 21. Part-time faculty must submit their flexible calendar activities agreement to their area Dean or Department Chair.
Required flex hours
Full-time faculty flex obligation
The full-time flex obligation is 42 hours per year. The full-time flexible calendar activities agreement must be submitted electronically to the Faculty Professional Learning Committee by Oct 15th of the contract year at firstname.lastname@example.org. A final and complete copy of the flexible calendar activities agreement must be submitted by June 30th of the contract year.
To access the Flexible Calendar Activities Agreement form and more detailed information regarding flex, log in to the Intranet (MyGav Portal) and click on Faculty Professional Learning Committee located under the Committees section.
To review your contractual flex obligation, refer to Article 14 in the GCFA Contract.
For Flex FAQs, visit the Chancellor's Office website.
Full-time faculty are required to complete 38 hours of approved co-curricular activities for step advancement on the salary schedule. The Co-Curricular Activities Report form can be found on the Intranet (MyGav Portal) in the Faculty Professional Learning Committee webpage. The Co-Curricular Activities Report must be submitted electronically to the Faculty Professional Learning Committee by April 1st at email@example.com in order to qualify for a step increase that will take place in the next academic school year. A final copy of the Co-Curricular Activities report must be submitted by June 30th. For more detailed information regarding co-curricular activities, refer to Appendix B in the GCFA Contract.
Getting Paid and Accessing Pay Information
Faculty salaries are determined by the faculty salary schedule located in Article 23 and Appendix A of the GCFA Contract.
If you have problems with your paycheck, please contact Human Resources.
For information regarding timesheets, paydates, deferred pay, direct deposit, requests for leave, payroll deductions, and payroll frequently asked questions visit the payroll website.
To access pay information (e.g., pay stubs, W-2, W-4) log on to your my myGav portal and click on the Employee tab.
What if I Have to Be Absent?Faculty will be present at all classes and exams except in the case of illness, or an emergency, or when advance approval has been obtained from their Dean. Absences must be approved at least two weeks in advance by the supervising Dean. Detailed information regarding faculty leaves (e.g., sick, maternity, extended illness, accident, personal necessity, bereavement, sabbatical, etc.) can be found in Article 10 of the Faculty Contract.
Sick Leave Notification Requirements
If you are unable to teach a class at the last minute, please notify your area Dean or department administrative assistant by phone or by email with the name of the class, the time and room number so that the administrative assistant can post a cancellation note for students. Let your students know through Canvas and give assignments if you need to.
Part-Time Faculty that are absent due to illness must:
- Notify appropriate Dean, Department Administrative Assistant, or appropriate Vice President
- Complete a Part-Time Faculty Sick Leave Form. The Part-Time Faculty Sick Leave form can be found on the myGav portal Intranet under HR Documents. This form must be submitted to the faculty supervisor so that he/she can forward it to the Human Resources Office.
- Part-time faculty leave information can be found in Article 10.15 of the Faculty Contract.
Full-Time Faculty that are absent due to illness must:
- Notify appropriate Dean, Department Administrative Assistant, or appropriate Vice President
- Complete a Full-Time Faculty Request for Leave Form. The Full-Time Faculty Request for Leave Form can be found at http://www.gavilan.edu/staff/payroll/. This form must be submitted to the faculty supervisor so that he/she can forward it to the Payroll Office.
You can also refer to the GCFA Sick Leave website.
If you must be absent from your class (with more notice) due to illness or family emergency, notify your department administrative assistant as soon as possible so a qualified substitute can be called in and required paperwork can be prepared. Please have clear instructions for the substitute available. If a substitute teacher is not available, early notification will allow us time to contact the students and put a notice on the classroom door.
Every substitute must be hired by Human Resources prior to teaching and must have appropriate qualifications and a Personnel Action Form on file. All paperwork must be processed by Human Resources prior to teaching. A new Personnel Action Form (PAF) must be completed for each qualified substitute by the department each Academic Year (starting July 1).
For information regarding faculty leaves (sick, maternity, bereavement, sabbatical, conference, personal necessity, etc.) refer to Article 10 of the GCFA Contract.
Health and Safety Issues
Workers’ Compensation/Occupational Accidents or Injuries
Workers' Compensation coverage begins the first minute you are on the job and continues while you are working. Each job-related accident or illness must be immediately reported to your Dean/Supervisor and to Human Resources. Just tell us what, where, when and how it happened. Human Resources will send you a confirming Claim for Workers' Compensation Benefits form to complete. California law requires employers to file a claim within five days of the injury. A significant fine is levied if the claim is not filed.
Reporting an Incident/Crime
All effective crime prevention programs include some measure of people watching out for one another. All staff and students are asked to be security conscious and involved. Contact Security whenever you see suspicious behaviors with a description of the person and any vehicles involved. Potential criminal actions and other emergencies on or near campus can be reported by:
Dialing 8-911 from any campus extension
Dialing “10” from any campus extension to access campus emergency. This will activate the on-duty Security Officer’s cell phone.
Dialing campus security's cell phone at (408) 710-7490.
If you are a victim of, or a witness to an incident on campus, we urge to complete an Incident Report Form.
Information regarding campus criminal activity, evacuation, emergency response, sexual assault/violence is posted on the Gavilan College Campus Safety website.
Smoking, Drugs and Alcohol Regulations
Smoke-Free Learning and Working Environment
The Gavilan College Board of Trustees of College recognizes that smoking presents a health and safety hazard which can have serious consequences. Therefore, the Board Policy 3550 prohibits "the use, distribution, sale or possession of alcohol, narcotics, dangerous or illegal drugs or other controlled substances, as defined in California statutes, on district property or at any function sponsored by the district." Gavilan College complies with the Drug-Free Schools and Campuses Act of 1989 and the Drug-Free Workplace Act of 1988.