employee_handbook

1 Rev. 10/06 TABLE OF CONTENTS Introduction ....................................................................................................... 3 History, Mission, General Organization and Governance.................................. 5 History .................................................................................................. 6 Accredit ation ......................................................................................... 6 Mission ................................................................................................. 6 Policy on Religious Life on Campus ..................................................... 8 Board of Trustees .................................................................................8 Equal Employment Opportunity Policy ...............................................10 Policy on Human Diversity .................................................................. 11 Human Diversity Policies .................................................................... 11 Prevention and Redress of Discrimination, Harassment and Sexual Harrassment ...............................................................12 Procedures ......................................................................................... 14 Americans with Disabilities Act ...........................................................16 Employment Practices..................................................................................... 17 Employment Relationships ................................................................. 18 Hiring Procedures ...............................................................................18 Employee Classifications/Definitions .................................................. 19 Identification Cards .............................................................................20 Personnel Records .............................................................................20 Attendance and Punctuality ................................................................21 Hours of Work .................................................................................... 21 Telecommuting Policy ......................................................................... 23 Performance Evaluations ...................................................................26 Promotion and Transfer ...................................................................... 27 Resignation and Exit Interview ........................................................... 27 Layof f/Reductions in Force ................................................................. 27 Re-employment ..................................................................................28 Severe Weather Conditions................................................................28 Pay Practices in the Event of Emergencies ........................................ 28 Benefits ...........................................................................................................29 Benefits .............................................................................................. 30 Staff Paid Time-off (PTO) Policy .........................................................30 Paid Vacation Time .............................................................................32 Faculty Paid Time-off Policy ...............................................................35 Family and Medical Leaves of Absence (FMLA) ................................35 Personal Leaves of Absence ..............................................................37 Bereavement Leave ........................................................................... 38 Jury Duty Leave ................................................................................. 38 Military Leaves of Absence ................................................................. 38 Return to Work – Voluntary Termination .............................................39 Rev. 10/06 2 Voting .................................................................................................39 Insurances .......................................................................................... 39 Flexible Spending Accounts ............................................................... 39 COBRA............................................................................................... 39 Worker’s Compensation ..................................................................... 40 Tuition Remission Benefit...................................................................41 Retirement Benefits ............................................................................42 Employee Assistance Plan (EAP) ....................................................... 43 Operating Procedures ..................................................................................... 45 Ethical Business Practices/Conflicts of Interest Policy ....................... 46 Open-door Policy ................................................................................ 50 Campus Violence Policy..................................................................... 50 Substance Abuse Policy ..................................................................... 51 Code of Conduct – Employee Responsibilites ................................... 53 Appearance/Dress Code .................................................................... 55 Corrective Action Policy ...................................................................... 56 Grievance Procedure ......................................................................... 57 Computer System Acceptable Use Policy .......................................... 57 Telephone Policy ................................................................................ 59 Smoking Policy................................................................................... 60 Solicitation and Distribution of Literature ............................................ 60 Security .............................................................................................. 61 Key Control Policy .............................................................................. 61 Parking and Vehicle Registrations ...................................................... 62 Search Policy ..................................................................................... 63 Safety .................................................................................................63 Addendum 1.1,MilitaryLeavePolicy..................................................................64 3 Rev. 10/06 INTRODUCTION WELCOME TO MANCHESTER COLLEGE! We are glad to have you as a member of our team. At Manchester College, we believe our employees are one of our most valuable assets. You will discover that you are joining a team of friendly, cooperative and responsible people who make work interesting and challenging by working together. Employment with Manchester College offers an opportunity to fulfill the goals and objectives of the College and to participate in the history being created now. We are proud of the goodwill that the College’s employees have in our community. We understand that giving prompt, effective attention to those who use our services is very important. We respect and acknowledge that each and every employee is an important and integral part of the College and assists in fulfilling our mission. This employee handbook describes, in summary form, the personnel policies and procedures that govern the employment relationship between Manchester College and its employees. The College reserves the right at any time to modify, change, suspend, or cancel all or any part of the policies, procedures and programs contained in this handbook. The College will, at its discretion, make changes and develop new or revised policies and procedures from time to time. Whenever possible and appropriate, the College will seek input from faculty, staff groups and administrators. When the College develops or modifies new policies, procedures and programs, it will notify members of the College community as soon as possible. Changes will take precedence over the contents of this handbook. This handbook and corresponding Faculty Manual supersede any prior handbooks, manuals, oral promises or written policies. This handbook does not constitute a contract or an offer to enter into a contract and nothing in the descriptions contained in this handbook confers Rev. 10/06 any right to continued employment with Manchester College or to any change in salary or position or to a continuation of described plans or programs while the employment relationship exists or after the employment relationship ends. From time to time, updates, additions and/or changes to the employee handbook will be provided. We encourage you to study the additions carefully prior to placing them in the handbook. Please be sure to remove old policy statements and procedures when advised to do so. A current handbook and Faculty Manual will be maintained and available on the College website, which will supersede paper copies and control in the event of conflicts with old versions. Should questions arise about the interpretation of any of the personnel policies in this handbook, or any other employment matters, please contact your supervisor or the Of fice of Human Resources. It is very important that all employees have a full and complete understanding of the College’s personnel policies. We are very pleased that you have chosen to work with us. We hope that you will enjoy contributing toward the future of Manchester College. Education is noble work. In what you do for the College, you make us better and help us meet our societal responsibilities. 4 HISTORY, MISSION, GENERAL OR GANIZATION AND GOVERNANCE 5 Rev. 10/06 HISTORY, MISSION, GENERAL ORGANIZATION and GOVERNANCE HISTORY Manchester College is a coeducational liberal arts college of the Church of the Brethren. It began as a United Brethren Seminary, which was moved from Roanoke, Ind., to North Manchester in 1889. In 1895, the campus and one building were purchased by representatives of the Church of the Brethren, and in 1902 the property of the College was deeded to the following church districts: Northern Indiana, Middle Indiana, Southern Indiana, and Northwestern Ohio. The transfer provided that other districts of the Church of the Brethren might join in the ownership of the College by cooperating in its support and by electing a trustee. In 1905, Southern Ohio joined in support of the College; in 1916 Michigan and Northeastern Ohio also voted to affiliate. In 1931, when Mount. Morris and Manchester Colleges merged, both Northern and Southern Illinois districts became part of the supporting constituency of the College. ACCREDITATION AND AFFILIATIONS Manchester College is accredited by The Higher Learning Commission and is a member of the North Central Association of Colleges and Schools. The teacher education program is accredited by the Indiana Department of Education: Division of Professional Standards and by the National Council for Accreditation of Teacher Education at the baccalaureate level. The baccalaureate level social work program is accredited by the Council on Social Work Education. The athletic training program is accredited by the Commission on Accreditation of Athletic Training Education. Manchester College holds membership in the American Council on Education, the American Association of Colleges for Teacher Education, the National Association of Independent Colleges and Universities, the Council of Independent Colleges, the Indiana Campus Compact, Independent Colleges Organization, Independent Colleges of Indiana, Project Kaleidoscope and other educational organizations. MISSION Mission Statement Manchester College respects the infinite worth of every individual and graduates persons of ability and conviction who draw upon their education and faith to lead principled, productive, and comp assionate lives that improve the human condition. While the College is owned by the Church of the Brethren, its doors are open to all students who share its mission, regardless of religious affiliation. Rev. 10/06 6 Values Statement As a primarily undergraduate, residential, liberal arts community rooted in the tradition of the Church of the Brethren, Manchester College values: ● Learning, because high academic expectations in an environment combining liberal arts and professional preparation equip graduates to live healthy, productive, and principled lives; ● ● ● ● Financially healthy and able to sustain and strengthen its core academic and cocurricular programs; A diverse, residential community of 1300 academically-qualified and motivated students drawn worldwide but primarily from the Midwest; and Equipped to embrace strategic change. ● ● ● ● Faith, because our diverse faiths call us to make the world a kinder and better place, establish justice, build peace amid strife, and model lives of agape (selfless love), tikkun olam (repairing a broken world), and salam (peace); Service, because committing self in service to others connects faith with action and abilities with convictions; Integrity, because honesty and trust are the foundations of teaching and learning, enriching, enduring relationships and strong communities; Diversity, because understanding differences develops respect for ethnic, cultural, and religious pluralism; an international consciousness; and an appreciation for the infinite worth of every person; and Community, because a positive community sharpens self-identity, promotes acceptance of the demands of responsible citizenship, and transforms conflict into mutual respect. Strategic Priorities 1. Tell a focused, distinctive and compelling institutional story to raise the College’s visibility in the Midwest. 2. Align academic, student life, co-curricular and athletic programs to realize the College’s vision. 3. Enroll a student body strong enough to succeed academically and large enough to meet financial goals. 4. Develop and implement a comprehensive facilities and technology plans. 5. Strengthen the College’s ability to attract and retain exceptional faculty and staff who will lift the College toward its aspirations. 6. Ensure sustainable financial health. Vision Statement By 2010, Manchester College will be: ● Distinguished as an academic community which graduates individuals of ability and conviction whose lives are principled, productive and compassionate; ● Known for encouraging students to develop their minds, faiths and values to serve others; 7 Rev. 10/06 POLICY ON RELIGIOUS LIFE ON CAMPUS Many core values and commitments of the College emerge from its relationship with the Church of the Brethren. Values of peace, justice and service inform the College mission. While approximately ten percent of the student body comes from the Church of the Brethren, many Christian denominations and several nonChristian religions are represented in the faculty, staff and student body. The campus pastor, Religious Life Committee, and Campus Ministry Board seek to provide opportunities for faculty, students and staff at Manchester College to nourish their faith as a part of their educational and work experiences. Learning about others’ religious experiences in an environment of religious freedom is encouraged. In addition, the College offers courses in religion and philosophy, a weekly ecumenical chapel service, a Focus on Faith week that brings to campus leaders in religion, facilitates an active campus ministry program, and cooperates with area churches through the North Manchester Fellowship of Churches to encourage students to participate in the religious organizations of their choice. 4. the president of the College, exofficio. Members of the board, excluding the president, are elected for five-year terms. The officers of the board are chair, vice chair, treasurer and secretary. These officers are elected annually. A list of current trustees is included in the College Catalog. Functions The College is owned collectively by the six church districts of the Church of the Brethren in the states of Indiana, Ohio, Michigan, Illinois and Wisconsin. It is legally in the hands of the Board of Trustees. The governing authority does not reside in individual members but in the board as a whole. The board establishes policies and delegates to the president the responsibility for their administration. It is the ultimate responsibility of the board to see that the purposes of the institution are fulfilled. The function of the board is largely legislative; the function of the president and cabinet is executive. The Board of Trustees selects the president of the College upon nomination by a committee of the board. Other administrative officers, faculty and staff are confirmed by the board upon the recommendation of the president of the College. Powers Powers of the board include, but are not limited to, determining or approving general policies regarding such matters as: ● the mission and purposes of the College; ● the general scope and nature of the educational program, degree requirements and curricular offerings; ● granting of earned and honorary degrees; ● employee benefit programs, including group insurance and retirement; ● appointment, promotion, tenure and dismissal of faculty; ● terms and conditions of employment, salaries and schedules for all faculty, administrators, staff and other employees; 8 BOARD OF TRUSTEES Membership The College is governed by a Board of Trustees composed of 37 members. According to the Amended Articles of Association, these are selected as follows: 1. one from each of the six constituent church districts; 2. five elected by the Alumni Association; 3. 25 trustees-at-large, elected by the board and approved by the constituent church districts; and Rev. 10/06 ● ● ● provisions on campus for social and religious life; raising and investment of permanently restricted funds and all other funds; and campus development including construction and renovation of buildings. 1) establishing and changing educational programs, and 2) faculty rank, promotion and tenure, sabbatical leaves, leaves-of-absence, or other faculty personnel items related to these matters. The Committee on Student Development concerns itself with student life and welfare, student personnel services, the co-curricular program and the general campus atmosphere. The Committee on Financial Affairs reviews the investment policies of the College periodically, reports its findings, and makes recommendations to the board. It arranges for the annual audit of the financial operation of the College and reviews this report. It also reviews investment policies for the corporation and makes recommendations to the board. The Committee on College Advancement develops and recommends plans and policies designed to interpret the College to its constituencies and to elicit support. It reviews the work of the Office of Institutional Advancement periodically. The Committee on Human Resources reviews matters affecting faculty and staff employment and employee benefits, other than those faculty matters of employment listed under the Committee on Academic Affairs. It also considers proposals on such matters and makes reports and recommendations to the board as required. The Committee on Enrollment Management reviews the enrollment policies and strategies, including financial aid, developed by the College and makes recommendations to the College and the board as appropriate. The Committee on Trustee Affairs provides guidance to the board on its affairs, including the recruitment, selection, orientation and continuing education of its members. It develops procedures 9 Rev. 10/06 Standing Committees of the Board The Executive Committee is responsible for board duties between board meetings. Its actions have the force of board action. It also prepares business for the board when deemed necessary by the chair and the president of the College. The Executive Committee of nine consists of the officers of the board, the president of the College, and five members elected by the board. The Nominating Committee nominates candidates for membership as trustees-at-large and nominates other officers as directed by the board. The Committee on Academic Affairs reviews the educational program of the College, particularly as it relates to the purposes and mission of the College, and makes recommendations regarding for the assessment of the performance of the board and individual board members; and identifies and addresses other matters that strengthen the board. The Audit Committee provides assistance to the Board of Trustees in its oversight of the College’s financial and accounting functions. It also provides oversight of the Colleges internal and external auditing functions. President The president is the chief executive officer of the College and is appointed by the Board of Trustees. S/he is responsible to plan, organize and direct all affairs of the College in accordance with the policies and directions of the board Senior Management Staff/Cabinet The president selects a senior management team, which includes the executive vice president, vice president and dean for academic affairs, vice president for finance and treasurer, vice president for student development, and the vice president for college advancement. Faculty Faculty are teaching members of the College and are also governed by additional policies contained in the Faculty Manual. Administrative faculty are those faculty who work 12 months per year, have significant administrative responsibilities and receive staff benefits. Staff Staff members perform a wide range of important job functions for the College. Staff consists of those employees, other than students, who are not classified as faculty. EQUAL EMPLOYMENT OPPORTUNITY POLICY Manchester College reaffirms its commitment to providing equal employment opportunities for all employees, students and applicants. The College endorses and will observe its Equal Opportunity Policy in implementing all employment practices, policies and procedures. Manchester College will recruit, hire, promote, educate and provide services to individuals based upon their qualifications. The College prohibits discrimination based on arbitrary considerations of sex, race, ethnicity, age, color, national origin, religion, disability, veteran status or any other legally protected status. Manchester College will make all employment decisions to advance the principle of equal employment opportunity. The director of human resources is the College’s equal employment compliance officer. Any employee who believes s/he has been discriminated against should cont act the compliance officer immediately. Rev. 10/06 10 POLICY ON HUMAN DIVERSITY Statement of Purpose Manchester College has a tradition of commitment to social justice and appreciation of human diversity, supported by the College’s identity as a Church of the Brethren institution. Reflecting these commitments, the College Policy on Human Diversity has the following purposes: 1. to assist in upholding the College’s mission to educate its students, faculty and staff about the nature and value of human diversity; 2. to encourage the appreciation of human diversity in the College community; 3. to counter discrimination and harassment and to provide redress procedures should such violations occur; and 4. to comply with all federal and state of Indiana laws applicable to Manchester College related to equal opportunity. Diversity in Recruitment 1. Recruitment and Employment of Faculty and Staff: Manchester College is committed to its diversity goals regarding employment practices. It seeks to recruit, employ, nurture, tenure and promote qualified members of traditionally underrepresented groups at Manchester College. 2. Recruitment of Students: Manchester College is committed to its diversity goals in the recruitment and admission of students. It seeks to recruit qualified members of traditionally underrepresented groups at Manchester College. Non-discrimination in Admissions and Campus Life Manchester College is committed to nondiscrimination in campus life. The College does not discriminate on the basis of national or ethnic origin, race, color, age, gender, sexual orientation, marital status, religion, disability, physical characteristics, or veteran status in admissions or any area of campus life, including its educational programs, scholarships and loan awards, residence life programs, athletic programs, extracurricular programs, promotion and tenure policies and practice, and alumni affairs. Non-harassment Policy Manchester College is committed to providing an environment free of any form of harassment, including, but not limited to assault, abuse, verbal or physical conduct, humiliation, provocation, sexual imposition, intimidation, or communication constituting harassment as defined and otherwise prohibited by Manchester College policies, or by state and federal law. This policy applies to students, faculty, and staff of the College, as well HUMAN DIVERSITY POLICIES: Equal Employment Opportunity/Nondiscrimination According to its Mission and Values Statements, Manchester College is committed to encouraging the appreciation of human diversity and recognizing the worth of every person. As part of this commitment, Manchester College ensures equal access and equal opportunity to applicants pursuing employment with the College in faculty, staff or student positions. It is the policy of Manchester College to not discriminate on the basis of national or ethnic origin, race, color, age, gender, sexual orientation, marital status, religion, disability, physical characteristics, veteran status or any legally protected classification. 11 Rev. 10/06 this address will be received by the director of multicultural services and campus diversity. PREVENTION AND REDRESS OF DISCRIMINATION, HARASSMENT AND SEXUAL HARASSMENT Discrimination Application As st ated in the above Policy on Human Diversity, Manchester College seeks to provide an environment free of discrimination. This policy applies to student s, faculty and staff of the College, as well as to individuals employed by contractors who provide routine services at the College. as individuals employed by contractors who provide routine services at the College. No form of harassment of any individual or any group will be tolerated in the Manchester College community. Remedies State and federal laws applicable to Manchester College prohibit discrimination on the basis of an individual’s national origin, race, color, age, gender, religion, disability or Vietnam-era veteran status. The College is firmly committed to complying with the letter and spirit of those laws. However, nothing in this policy is intended, nor shall it be construed, to create legally enforceable rights or obligations in addition to the rights and obligations that are created by those laws. If and to the extent this policy commits the College to obligations in addition to those created by state and federal law, the sole means of enforcing any such obligation shall be the procedures established under this policy. For questions, comments or concerns about diversity at Manchester College send an e-mail to diversity@manchester.edu. All e-mails sent to Discrimination Defined For purposes of this policy, discrimination is the act of unfairly, injuriously, or prejudicially distinguishing between or among persons or groups, where a sound and fair distinction does not exist. Discrimination is also the act of treating an individual differently because of his or her national or ethnic origin, race, color, age, gender, sexual orientation, marital status, religion, disability, physical appearance, veteran status or any other legally protected classification. The forms of such discrimination may involve biased grading, committee assignment s, employment opportunities or use of campus facilities. Harrassment Application As st ated in the above Policy on Human Diversity, Manchester College seeks to provide an environment free of any behavior constituting harassment as defined below as well as in civil or criminal law applicable to Manchester College. Sensitivity to all individuals and groups enhances the spirit of the liberal arts. Manchester College Rev. 10/06 12 invites students, faculty and staff to join together in fostering an environment of mutual respect. Harassment Defined Manchester College affirms that it values both freedom of speech and appreciation of diversity, and that it in no way wishes to abridge the free exchange of ideas. However, Manchester College defines harassment as unwelcome interpersonal conduct or comments, written, spoken or transmitted electronically, which would threaten a reasonable person, for reasons including but not limited to their national or ethnic origin, race, color, age, gender, sexual orientation, physical characteristics, marital status, religion, disability, veteran status or other legally protected classification. Similarly, any forms of behavior that threaten or intimidate reasonable people constitute harassment. (Sexual harassment is specifically addressed below.) Such acts can create a hostile or intimidating work or educational environment that not only damage the process of teaching and learning, but also violate the integrity of the College. The College understands the fundamental importance of the open and free exchange of ideas and opinions. It recognizes that conflicts may arise between freedom of speech and the right of individuals to be free from harassment. The distinction between harassment and statements or dissemination of opinion will be made with a proper regard for the protection of individual rights, religious and moral convictions and academic freedom and advocacy. constituting sexual harassment as defined below and otherwise prohibited by state and federal statutes. This policy applies to students, faculty and staff of the College, as well as to individuals employed by contractors who provide services at the College. Sexual Harassment Defined Sexual harassment is a form of sex discrimination involving inappropriate introduction of sexual activities, stereotypes, or comments into the learning, living or working environment. Often, sexual harassment involves individuals in relationships of unequal power that contain elements of coercion, as when compliance with requests for sexual favors becomes a criterion for granting academic, social or work benefits. Sexual harassment also may involve individuals making inappropriate sexual advances or repeated verbal remarks or suggestions having a harmful effect on a person’s ability to study, work or otherwise function in the campus setting. Sexual Harassment Application As stated in the Policy on Human Diversity, Manchester College seeks to provide an environment free of unwanted sexual advances, requests for sexual favors and other verbal or physical conduct, intimidation, or communication 13 Rev. 10/06 Any of the following constitutes sexual harassment: 1. explicit or implicit promises of rewards for cooperation through misuse of institutional authority, for example, to affect a subordinate’s admission or employment, academic or professional advancement, financial aid or salary, grades or performance ratings, graduation or tenure; 2. explicit or implicit threats of punishment for non-cooperation through misuse of institutional authority, for example, to affect a subordinate’s admission or employment, academic or professional advancement, financial aid or salary, grades or performance ratings, graduation or tenure; 3. intimidation through sexual harassment that creates a hostile or offensive environment, interferes with an individual’s scholastic or work performance, prevents an individual’s full enjoyment of educational, professional, social opportunities, or induces stress, anxiety, fear or sickness on the part of the harassed person; 4. activities such as comments repeatedly emphasizing the sexuality or sexual identity of an individual, persistent requests for social-sexual encounters or favors, or unwanted physical contacts. Implicit in the definition of sexual harassment is the assumption that it prevents the realization of the victim’s full potential as a student or employee. A person who holds a supervisory position who sexually harasses another person reporting to him/her deprives the victim of the freedom and the ability to function as a student or employee. Sexual harassment is not only unethical and unprofessional, it is illegal. Procedures This section cont ains the procedures, timelines, approaches, sanctions and responsibilities of the College community regarding discrimination and harassment (including sexual harassment). Education Manchester College recognizes that men and women must learn to address issues of harassment, sexual harassment and discrimination. Therefore, the Committee for Human Diversity is charged with the responsibility for: 1. educating the community about harassment and discrimination; 2. sensitizing staff and students to the issues and implications of harassment and discrimination; 3. making all supervisors aware of their responsibility, under College policy and federal and state law, and of the potential liabilities when violations of policy or law occur; 4. ensuring that each claim of harassment or discrimination is taken seriously and investigated immediately; and 5. encouraging members of the community to pursue appropriate redress in incidents of harassment or discrimination. Rev. 10/06 14 Responsibilities of Faculty, Staff and Students Regarding Harassment or Discrimination The College will not tolerate unlawful harassment or discrimination. All members of the College community (employees and students) have an obligation to immediately report suspected harassment or discrimination so that a full investigation may be conducted. All faculty and staff are required to immediately report harassment or discrimination when they have reason to believe has taken place. Reports of suspected harassment or discrimination are addressed to either the vice president and dean for academic affairs, the vice president for student development, or the director of human resources. In addition, members of the College community have an obligation to refer an individual who believes s/he has experienced harassment or discrimination to a senior administrator, or a member of the counseling staff. To the extent practical, the confidentiality of the complainant, the person against whom the complaint is brought, and those who are asked to provide information during the investigation will be maintained. Students, faculty and staff may raise honest concerns and make truthful reports without fear of reprisal. Complaint Procedures Students, faculty, staff or other individuals who believe they have experienced harassment or discrimination within the College community are encouraged to promptly report the matter to a senior administrator or a member of the counseling staff Generally, students are referred to the vice president for student development, faculty members are referred to the vice president and dean for academic affairs, and staff members are referred to the director of human resources. The senior administrator and the individual who has reported harassment or discrimination will 15 discuss the availability and/or option of counseling, mediation, the filing of a complaint through the student conduct review system, the filing of an official complaint with the College and related matters. All complaints of harassment and/or discrimination will be investigated and appropriate action will be taken in a timely manner. Harassing or discriminatory conduct will result in corrective action, up to and including discharge for employees and suspension for students. Reports and complaint s of harassment and/or discrimination must be honest and truthful. False reporting of harassment and/or discrimination will subject the reporting individual to corrective action. Final summary reports will be provided by the administrator to the director of human resources. The director of human resources will maintain the institutional record of incidents of harassment or discrimination, and provide periodic reports to the president of the College. The accused, as a member of the College community, may obtain information about complaint procedures from a senior administrator. Outcomes Final resolution of complaints regarding discrimination, harassment or sexual harassment will be made through the established procedures of the College. Any sanctions that result will be imposed through these same procedures. Assessment Assessment of the harassment reporting and resolution process will be conducted by the Committee for Human Diversity and management staff, and will include input from those individuals who believe they have experienced harassment or discrimination. Rev. 10/06 Protection of Complainants Against Retaliation Retaliatory action against anyone reporting or filing a complaint of harassment or discrimination is strictly prohibited. Regardless of the means selected for resolving the problem, the initiation of a complaint of harassment or discrimination will not cause any reflection on the complainant nor will it affect such person’s future dealing with the College. It will not affect employment, compensation, work assignments, or, in the case of students, grades, class selection or other matters pertaining to status. The complainant will have the option of requesting that Manchester College personnel other than the accused conduct performance reviews, evaluations and/or write letters of reference and recommendation. Reports and complaints of harassment and/or discrimination must be honest and truthful. False reporting of harassment and/or discrimination will subject the reporting individual to corrective action. Additional Assistance Questions about interpretation of this policy or concerns related to harassment, sexual harassment or discrimination may be directed to the members of the Committee for Human Diversity, the vice president for student development, the vice president and dean for academic affairs, the director of human resources, the director of counseling, or the director of multicultural services and campus diversity. The Americans with Disabilities Act (ADA) defines an individual with a disability as a person who meet s one of the following conditions: ● has a physical or mental impairment that limits one or more major life activities (e.g., walking, speaking, seeing, hearing, performing manual tasks); ● has a record of such impairment; or ● is regarded as having such an impairment. A qualified person with a disability is someone with a disability who with or without a reasonable accommodation, can perform the essential functions of the employment position s/he holds or desires without threatening the safety of himself/herself or others and who otherwise meets the necessary skill, work experience, education, training, licensing or certification, or other job-related requirement s of a position. Manchester College is committed to ensuring equal employment opportunities for qualified individuals with disabilities. It is the policy of Manchester College to base selections on jobrelated criteria. The College will provide accommodations to employees and applicants protected by the ADA by making changes in the work environment or by changing certain practices and procedures as long as these changes do not pose an undue hardship on the College or alter the essential functions of the position. AMERICANS WITH DISABILITIES ACT The College and federal law prohibit employment discrimination against qualified individuals with physical or mental disabilities. Rev. 10/06 16 Employment Practices 17 Rev. 10/06 EMPLOYMENT PRACTICES EMPLOYMENT RELATIONSHIPS All employment relationships with the College, except for contract and/or tenured faculty members, are At-Will. Either party is free to terminate the relationship at any time, for whatever reason, with or without notice, provided there is no violation of applicable state or federal law. Tenured faculty members should consult the Faculty Manual regarding tenure. Contract faculty should consult the terms of their contracts. No oral representations or information given by the College shall be a basis for variation of the At-Will relationship. Express or implied promises of “permanent” employment shall not vary the At-Will nature of employment. 3. Advertising Vacant Positions ● All p art-time and full-time faculty and staff positions must be posted if considering applicants from outside of the College. ● If the department anticipates filling the vacancy from within the College, the position may be posted internally only. ● If a department anticipates filing a vacancy with an employee from within that department, the job opening is not required to be posted, but Step 1 and Step 2 above must be completed. Human Resources will advertise each job opening on the College website and on various bulletin boards around campus. The job opening will be advertised in outside media as determined jointly by HR and the hiring department. Supervisors and search committee chairs will be supplied with the MC Hiring Guide, which contains proper hiring procedures and required forms to ensure that all searches are completed in compliance with the College’s Equal Opportunity Employer guidelines. Resumes and applications are to be submitted to the Of fice of Human Resources and then distributed to the hiring supervisor or the chair of HIRING PROCEDURES Please consult the MC Hiring Guide for detailed instruction on the hiring process. To begin a search: 1. A Position Description must be created and/or updated for the job opening. The Position Description Template can be found on the HR web page. Submit the description to Human Resources and discuss advertising options. 2. A Position Request and Authorization Form (available on the HR web page or at the Office of Human Resources) must be completed, securing all of the necessary signatures. This may be hand-delivered to Human Resources or sent through campus mail. The completed form must be submitted before a search can begin. Rev. 10/06 18 the search committee. Originals are maintained by HR and reply correspondence is sent by HR to the candidate regarding the receipt of materials and results of the search. After a candidate is selected, a criminal background check must be completed and an offer of employment must be approved and extended. Once the offer is accepted, the hiring supervisor or search chair must contact Human Resources so that the postings may be closed. Employment Eligibility (I-9) All new employees are required to report to the Office of Human Resources within the first three days of work to provide verification of employment eligibility, as required by the Immigration Reform Act of 1986. New employees who have not provided proof of employment eligibility within the specific time period will not be allowed to work until the requirement is fulfilled. Documents used to prove that an employee has the legal right to work in the United States include, but are not limited to, birth certificates, photo driver’s licenses, passports, Social Security cards and/or work visas. (See I-9 form for complete list.) 90 days). Faculty will be evaluated consistent with corresponding procedures in the Faculty Manual. Regular Full-Time Employee A Full-Time Employee is regularly scheduled to work at least 1,560 hours per year. Full-Time Employees are eligible for the employee benefits as described in this handbook. This definition includes Nine/10-Month Employees. Nine/10-Month Employee A Nine/10-Month Employee is a Full-Time Employee scheduled to work (at College request) 40 hours per week, for nine or 10 months, rather than 12 months per year, but are normally paid over a 12-month period. Nine/10-Month Employees retain Full-Time Employee status and are eligible for pro-rated benefits. Regular Part-Time Employee A Part-Time Employee is regularly scheduled to work fewer than 1,560 hours per year. Part-Time Employees are eligible for some but not all employee benefits. Part-time benefits include prorated vacation and tuition remission, EAP counseling, PERC membership, workers compensation coverage, and participation in the TIAA-CREF supplemental retirement benefit. Temporary Employee A Temporary Employee is either retained through an agency or hired by the College, on either a fulltime or part-time basis, typically for a period expected to be less than one year. All student employees are classified as temporary. Temporary Employees are not eligible for employee benefits. A Temporary Employee who has completed one year of active work and continues to be an active employee may be hired or reclassified, but it is not automatic. No such reclassification is effective, however, until so designated in the College’s personnel records. EMPLOYEE CLASSIFICATIONS / DEFINITIONS Orientation Period When a person is newly hired, neither s/he nor the College can immediately know whether s/he is well suited for a particular job or department. Accordingly, an Orientation Period has been established. During the Orientation Period, new hires will be given extra guidance and instruction. They also are expected to demonstrate their ability to learn and perform the job for which they were hired. During the course of, and/or at the end of the Orientation Period, one or more supervisors will evaluate new staff members (normally at 45 and 19 Rev. 10/06 Interns Interns may be full time, part time or temporary; paid or unpaid; and may have benefits if eligible and designated for the position. Level 1 Intern Paid, full-time position, with full benefits, including room and meal plan; benefits are effective only while designated in the payroll system as full-time employee; Level 1 Interns are subject to FLSA regulations/tax withholdings. Level 2 Intern Paid, full-time position with only those benefits (including room and meal plan) as designated for a specific job title; benefits are effective only while designated in the payroll system as FullTime Employee; Level 2 Interns are subject to FLSA regulations/tax withholdings. Level 3 Intern Paid, full-time, part-time or temporary position, without benefits, room nor meal plan; Level 3 Interns are subject to FLSA regulations/tax withholdings. Level 4 Intern Unpaid position – no benefits (may receive stipend and 1099, but not treated as employee); Level 4 Interns are not subject to FLSA regulations/tax withholdings. An employee’s designation as full time, part time, or temporary position in the College’s personnel record is controlling for all purposes and at all times regardless of the number of hours worked in any given week or weeks. Hourly Employee An Hourly Employee is paid at an hourly rate for the number of hours worked. Salaried Employee A Salaried Employee receives a fixed salary rather than payment by the hour. Exempt Employee An Exempt Employee is not subject to the overtime provisions of Wage-Hour Laws. All Exempt Employees are salaried Non-Exempt Employee A Non-exempt Employee is subject to the overtime provisions of Wage-Hour Laws. Non-exempt Employees are usually paid by the hour, but some may be salaried. IDENTIFICATION CARDS All employees must have a Manchester College photo identification card, which can be obtained from the Business Office. Report the loss of a card immediately to the Business Office. A replacement fee may be charged. Identification cards must be surrendered when employment with the College ends. PERSONNEL RECORDS The College maintains personnel files for each employee. This file includes the application for employment, resume, of fer of employment, records of training, documentation of performance appraisals, salary increases and other employment records. Each employee is responsible to keep such information current. Accordingly, promptly notify the Office of Human Resources of any changes in personal data such as: mailing addresses, telephone numbers, names and number of dependents, marital status, individuals to contact in the event of emergency, educational accomplishments, tax withholding changes, dependants marrying or reaching the age of 19 and/or 25, change in legal name, etc. It is important that such information be accurately maint ained in the records at all times. Rev. 10/06 20 For the protection of all and to maintain employee privacy, employees may examine their personnel records in accordance with the following procedures: ● Records may be examined by scheduling an appointment with the Office of Human Resources. ● Records may only be examined in the Office of Human Resources and in the presence of a human resources representative. ● Records may not be removed from the Office of Human Resources. ● Employees may receive copies of any documents in their personnel file. Faculty must notify his/her department chair or his/her designee whenever they cannot meet scheduled class due to non-work-related causes. Faculty must also provide notice when using paid sick time. Absences of three consecutive scheduled workdays without proper notification will be considered job abandonment, and may result in termination of employment. HOURS OF WORK The standard workday schedule is eight hours. The regular work week is 40 hours. The work week runs from 12 a.m. Saturday to midnight Friday. The daily and weekly work schedules and the number of hours per day and per week to be worked may be changed from time to time to meet the varying demands of the College. Changes in work schedules will be announced as far in advance as practical. Salaried employee’s work schedule will typically be 40 or more hours per week. If the hours worked become excessive, an employee should notify his/her department head, who will attempt to take corrective action. ATTENDANCE AND PUNCTUALITY Regular attendance and punctuality are both conditions of employment with the College. All employees are expected to report for work as scheduled and on time. Absenteeism and tardiness place a burden on other employees, disrupts work and prevent College departments and offices from meeting schedules. Absence and tardiness are factors to be considered in the performance evaluation. Employees who are absent from work for more than three consecutive workdays due to illness or injury should apply for a medical leave of absence (FMLA), and may be required to provide a medical release to return to work. Reporting Absences Supervisors must be notified of pending absences as soon as possible, including the reason for the absence(s) and the expected time of return to work. If the appropriate supervisor cannot be reached, leave a message on the supervisor’s voice mail, e-mail, or with other designated persons in the department. 21 Rev. 10/06 Rest Periods Every employee (exempt and non-exempt) may take, with his or her supervisor’s permission, a 15-minute rest period during each consecutive four hours worked. The rest period is intended to be preceded by and followed by an extended work period and may not be used to cover any late arrival to work or early departure, nor may it be regarded as cumulative if not taken. Lunch Breaks A one-hour unpaid lunch break is generally provided in the middle of each eight-hour work schedule for all employees. The exact time of the lunch break should be scheduled with supervisory input. Hourly (non-exempt) employees are to record the time they begin their lunch break and the time they return in the ezLaborManager. College Functions Hourly employees may be excused from work to attend College functions such as convocation, chapel, or Camp Mack Day only if the employee’s work responsibilities can reasonably be covered by others in the department and the supervisor has granted prior approval. Such time off is unpaid, unless the employee uses paid time off or other arrangements have been made to make up the lost time. Time Worked Records – Hourly/Non-Exempt Hourly (non-exempt) employees must record in ezLaborManager the time they begin work, the time they begin their meal period, the time they return from their meal period, and the time they end work. Holidays, emergency leave, vacations and other absences are also to be recorded in ezLaborManager. At the end of each pay period, supervisors must verify the accuracy and completeness of recorded hours. Attendance Records (Salaried) Salaried employees must record all absences from regularly scheduled work, paid or unpaid in ezLaborManager. Overtime Procedures (Non-Exempt) Supervisors will normally schedule standard, 40hour workweeks. However, on occasion, it may be necessary to work overtime to meet workload requirement s. As much notice as possible will be given when these situations occur. Every effort will be made to distribute the overtime work evenly. Supervisors must authorize all overtime hours. Failure to obtain a supervisor’s authorization to work overtime hours prior to performing the work may result in corrective action. Overtime Compensation (Non-Exempt) Hourly staff will be paid 1½ times their regular rate of pay for all hours worked in excess of 40 hours in any scheduled workweek. Only hours physically worked are considered in determining overtime compensation. Vacation, sick leave, holidays and leave of absences are excluded from calculations of overtime pay. All overtime work must be approved in advance. Payroll Deductions/Direct Deposit Manchester College is required by law to make certain deductions from employees’ pay. These include FICA (Social Security and Medicare) and withholding for federal, st ate and county taxes. Other deductions may be authorized by employees. Direct payroll deposit is a free service that allows employees to deposit paychecks directly into banks and credit unions. The College strongly encourages the use of direct deposit. Forms for direct deposit are available at the Business Office, the Office of Human Resources and on the website. Rev. 10/06 22 Pay Distribution All pay checks and direct deposit receipts will be distributed twice monthly – on the 15th and last business day of each month. After Hours Callbacks Hourly employees who are called back to work outside their normal scheduled workday will be compensated for a minimum of two hours at 1½ times their pay rate. Preliminary Information Either an employee or a supervisor may suggest telecommuting as a possible work arrangement. Telecommuting can be informal, such as working from home for a short-term project or on the road during business travel, or formal, as will be described below. Other informal, short-term arrangements may be made for employees on family leave or for special projects, to the extent practical for the employee and the College. All informal telecommuting arrangements must be approved by the appropriate department head and Office of Human Resources, and will be reviewed on a case-by-case basis, focusing on the business needs of the College first. Such informal arrangements are not the primary focus of this policy. Basic Requirements for Formal Telecommuting Arrangements 1. Individuals requesting formal telecommuting arrangements must have been employed with the College for a minimum of 12 months of continuous, regular employment and must have exhibited excellent performance and productivity, as documented through the performance evaluation process. They must be very dependable and must have demonstrated good problem-solving skills and the ability to work independently. 2. Any telecommuting arrangement will be on a trial basis for the first three months, and may be discontinued, at will, at any time at the request of either the telecommuter or the College. The College will determine, with information supplied by the employee and the supervisor, the appropriate equipment needed (including hardware, software, modems, phone, data lines, facsimile equipment or software, photocopiers, etc.) TELECOMMUTING POLICY Manchester College considers telecommuting a viable alternative work arrangement in cases where individual, job and supervisor characteristics are best suited to such an arrangement. Telecommuting allows employees to work from home, on the road, or in a satellite location for all or part of their regular workweek. Telecommuting is a voluntary work alternative that may be appropriate for some employees and some jobs. It is not an entitlement; it is not a campus-wide benefit; and it in no way changes the terms and conditions of employment with the College. The decision to employ telecommuting options will ultimately be driven by the business needs of the College. 3. 23 Rev. 10/06 for each telecommuting arrangement on a case-by-case basis. Human Resources and Information Technology Services will serve as resources in this matter. The College will maintain equipment it supplies. Equipment supplied by the employee, if deemed appropriate by the College, will be maintained by the employee. The College accepts no responsibility for damage or repairs to employee-owned equipment. The College reserves the right to make determinations as to appropriate equipment, subject to change at any time. Equipment supplied by the College is to be used for business purposes only. The telecommuter must sign an inventory of all College property and agree to take appropriate action to protect the items from damage or theft. Upon termination of employment, all College property must be returned, unless other arrangement s have been made. 4. A telecommuting employee must have a broadband (cable, DSL, satellite or other) connection to the internet. A dial-up connection will not be sufficient. A broadband connection will allow direct connection to the College’s network through a technology called Virtual Private Network (VPN). This will allow a telecommuter to remotely access his/her office PC (to access voice mail, for example), connect to the College’s network shares, and use the College’s administrative software packages, such as Colleague or Raiser’s Edge. Please contact the ITS Help Desk (helpdesk@manchester.edu or x5454) for additional instructions. A telecommuting employee will be expected to ensure the protection of proprietary College and student information accessible from his/her home office. Precautions include, but are not limited to, use of locked file cabinets, disk boxes and desks, regular password maintenance, and any other steps appropriate for the job and the environment. 6. The employee must establish appropriate work environments within his/her home. The College will not normally be responsible for the costs associated with initial setup of the employee’s home office, such as remodeling, purchasing furniture or lighting, nor for repairs or modifications to the home office space. Employees may, however, be offered appropriate assistance from the College in designing and setting up a safe, comfortable workstation. After the workstation has been set up, a designated representative of the College will visit the employee’s home work site to inspect for possible work hazards and suggest modifications, if needed. Repeat inspections will occur on an as-needed basis. Injuries sustained by the employee while at his/her home-work location in conjunction with regular work duties are normally covered by Workers’ Compensation. A telecommuting employee must notify his/her supervisor of any such injuries in accordance with the College’s safety and Workers’ Compensation procedures. The employee (not the College) is liable for any injuries sustained by visitors to his/her work site. The College will provide the employee with appropriate office supplies (pens, paper, etc.) for successful completion of his/her job responsibilities. It will also reimburse the employee for all other business-related expenses such as phone 7. 8. 5. Rev. 10/06 24 calls, shipping costs, etc., that are properly documented and reasonably incurred in accordance with job responsibilities. 9. The employee and supervisor will determine the number of days or hours of telecommuting allowed each week, the work schedule the employee will customarily maintain, and the manner and frequency of communication between employee and supervisor. The employee agrees to be accessible by phone or e-mail within a reasonable time period during the agreed upon work schedule. 10. Telecommuting employees who are not exempt from overtime requirements of the Fair Labor Standards Act will be required to record all hours worked in a manner designated by the College. Telecommuting employees may be held to a higher standard of compliance than office-based employees due to the nature of the work arrangement. Hours worked in excess of those specified per day and per work week, in accordance with state and federal requirements, will require the advance approval of the supervisor. Failure to comply with this requirement can result in the immediate cessation of the telecommuting agreement. 11. Before entering into any telecommuting agreement, the employee and supervisor, with the assistance of Human Resources, Information Technology Services and Payroll, will evaluate the suitability of such an arrangement, paying particular attention to the following areas: a) Employee suitability – the employee and supervisor will assess the needs and work habits of the employee, compared to traits customarily recognized as appropriate for successful telecommuters. b) Job responsibilities – the employee and supervisor will discuss the job responsibilities and determine if the job is appropriate for a telecommting arrangement. c) Equipment needs, workspace design considerations and scheduling issues. d) Tax and other legal implications for the business use of the employee’s home based on IRS and state and local government restrictions. The employee is solely responsible for fulfilling all obligations in this area. Required Documentation/Evaluation 1. If the employee and supervisor agree, and Human Resources concurs, a document outlining the telecommuting arrangement will be prepared and signed by all parties and a three-month trial period will commence. 2. Evaluation of telecommuter performance during the trial period should include regular interaction between the employee and the supervisor, and weekly face-toface meetings (where practical) to discuss work progress and problems. At the conclusion of the trial period, the employee and the supervisor each will complete an evaluation of the arrangement and make recommendations for continuance, modifications, or termination of the arrangement. Evaluation of telecommuter performance beyond the trial period will be consistent with that received by employees working at the office in both content and frequency but will focus on work output and completion of objectives rather than timebased performance. Rev. 10/06 25 3. After conclusion of the trial period, the supervisor and telecommuter will communicate at a level consistent with employees working at the office or in a manner and frequency that seems appropriate for the job and the individuals involved. Telecommuting is not designed to be a replacement for appropriate childcare. Although an individual employee’s schedule may be modified to accommodate childcare needs, the focus of the arrangement must remain on job performance and meeting business demands. Prospective telecommuters are encouraged to discuss expectations of telecommuting with family members prior to entering into a trial period. Employees entering into a telecommuting agreement may be required to forfeit a personal office or workstation at the College in favor of a shared arrangement to maximize the use of office space. In certain limited circumstances, the College may contract with an office space provider to meet the needs of employees who wish to telecommute but do not have appropriate home office space, or for groups of employees whose proximity to the College and to each other makes such an arrangement feasible. The availability of telecommuting as a flexible work arrangement for employees of Manchester College can be discontinued at any time at the sole discretion of the College. Every effort will be made to provide 30 days of notice of such a change to accommodate commuting, childcare, and other problems that may arise from such a change. There may be instances, however, where no notice is possible. 26 PERFORMANCE EVALUATIONS The College wants all employees to succeed in their jobs. To help ensure that success, employees should get regular feedback regarding strong performance as well as the opportunities for improvement. Performance feedback should be provided regularly. In addition to regular oral feedback, all employees must receive formal, written performance evaluations. Evaluations will normally be completed and conducted by immediate supervisors or department heads. Faculty evaluations are addressed in the Faculty Manual. An initial performance evaluation will be completed at the end of the Orientation Period. Thereaf ter, performance evaluations will be conducted annually. The frequency of performance evaluations may vary, however, depending upon past performance, changes in job duties, or recurring performance issues. Performance evaluations will address factors such as the quality and quantity of work, job knowledge, working relations with others, communications, initiative and resourcefulness, etc: Performance evaluations should clarify strengths and opportunities for improvement, as well as set goals for the following year. Positive performance evaluations do not guarantee an increase in compensation or promotion. Af ter the review, employees will be asked to sign the evaluation to acknowledge that it has been discussed. A signature does not necessarily indicate agreement with every aspect of the evaluation, however, and employees are welcome to attach additional comments to the evaluation. 4. 5. 6. 7. Rev. 10/06 PROMOTION AND TRANSFER Manchester College encourages the promotion and/or the transfer of staff employees within the workplace whenever possible. In the event that all qualifications are equal between internal and external candidates for vacant positions, the internal candidate will receive preference. However, the College encourages hiring the most-qualified candidate and, therefore, will not automatically promote or transfer an internal candidate into a vacant position. Promotions Selection for promotion should be based upon such factors as demonstrated ability, knowledge and past job evaluations. Length of service will be considered only when all other factors are equal among internal candidates. Transfers Employees may request transfers to other departments within the College if the following conditions exist: ● position is available; ● employee has been in his/her present position for a minimum of six months; ● employee has a satisfactory performance record; ● employee meets the qualifications for the position; and ● employee is willing to accept the pay level for the position. Application for Promotion or Transfer Staff employees who are interested and meet the minimum qualifications for a vacant position are encouraged to apply on or prior to the advertised closing date. An employee is encouraged to discuss his/her interest in another position with the current supervisor prior to submitting materials to the Office of Human Resources. With prior notice to the supervisor, the employee will be granted time off with pay to participate in the interview process. 27 RESIGNA TION AND EXIT INTERVIEW Preferably, all employees will experience good working relationships within the College and will choose to continue employment for a long time. But for any management staff member who resigns, a letter of resignation is expected 30 days in advance of the termination date. Nonmanagement staf f are expected to provide at least two weeks of advance, written notice. If an employee’s decision to resign is based on a situation that can be corrected, s/he is encouraged to discuss the issue with his/her supervisor or the director of human resources prior to making a final decision. A human resources representative will meet with the employee prior to his/her termination date to conduct an exit interview. At that time, the employee is encouraged to share reasons for leaving, recommend changes to improve the working conditions, benefits, policies, etc: Additionally, arrangements for the employee’s final paycheck, information regarding insurance coverage and other post employment information will be discussed. LAYOFF/REDUCTIONS IN FORCE The College’s policy is to provide stable and continuous work for its employees to the extent possible. However, circumstances may require the College to lay off employees. Upon such an occurrence, the College will try to provide as much advance notice as possible to employees so as to minimize the impact on those affected. Layoff decisions will be made based on a review of the work available, the abilities of the employees to perform the remaining work available, the employee’s past performance, attendance and other relevant criteria. If abilities, past performance and attendance are similar, Rev. 10/06 length of service will be the deciding factor. Employment will terminate for laidoff employees not recalled within the four-month layoff period. The process for program adjustment and release of faculty is addressed in the Faculty Manual. “essential” must report to work unless conditions are life threatening, a state of emergency has been declared, or travel to the College is impossible because of closed roads. Employees who determine that traveling to work is life threatening must contact their supervisors to discuss transportation alternatives. The president may allow employees to leave work early if severe weather conditions or the threat of extreme weather make it impossible or impractical to work. RE-EMPLOYMENT Terminated employees with satisfactory job performance records are eligible for re-employment. Former employees interested in re-employment must submit an application for the advertised vacant position through the Office of Human Resources. Re-employment in a different position or career path requires the individual to serve a new employee Orientation Period. To receive re-employment benefits, the re-employment must occur within one year from the date of separation. ● PAY PRACTICES IN THE EVENT OF EMERGENCIES In the event the College cannot provide work due to an emergency (power outage, etc.), hourly (non-exempt) employees will be paid as follows: Hourly employees will not be paid for the lost time if they are provided notification at least one hour prior to their starting time; hourly employees will be paid for the number of hours worked, but at least two hours, if released from work before the end of the normal work day. Lost time may be made up within the work week (not to exceed 40 hours) with approval of the department head or other personal time off benefits may be used. Salaried employees will be used to staff College offices during the term of the emergency. ● Credit will be awarded for prior years of service to determine vacation accrual rate only. The employee’s date of continuous service will be adjusted to include previous continuous employment service with Manchester College. Individuals who are re-employed after separation from employment (excluding project and temporary appointments) for more than one year will be considered new employees. SEVERE WEATHER CONDITIONS If severe weather delays the beginning of the workday or closes the College, the College will provide notification via local radio stations as soon as possible. During the academic year while students are on campus it may be difficult or impossible to close the College entirely. Accordingly, employees in positions deemed Rev. 10/06 28 BENEFITS 29 Rev. 10/06 BENEFITS Benefits Summary The College has established a variety of employee benefit programs designed to assist employees and their eligible dependents in meeting the financial burdens that can result from illness and/or disability, and to help employees plan for retirement. This portion of the handbook contains a very general description of the benefits provided by Manchester College. This general explanation is not intended to, and does not provide all details of these benefits and this handbook does not change or otherwise interpret the terms of the official plan documents. Employee rights can be determined only by referring to the full text of the official plan documents, which are available in the Office of Human Resources. To the extent that any of the information contained in this handbook is inconsistent with the official plan documents, the provisions of the official documents will govern in all cases. As in the past, the College reserves the right, in its sole and absolute discretion, to amend, modify or terminate, in whole or in part, any or all of the provisions of its benefit plans, including any benefits that may be extended to retirees and their dependents. Further, the College reserves the exclusive right, power and authority, in its sole and absolute discretion, to administer, apply and interpret the benefit plans, and to decide all matters arising in connection with the operation or administration of such plans. For more complete information regarding any of the College’s benefit programs, refer to the Summary Plan Descriptions provided separately, or contact the Office of Human Resources. The College’s benefits administrator can replace lost or misplaced copies of benefit descriptions. Nothing contained in the benefit plans is a promise of employment or future benefits, or a binding contract between the College and its Rev. 10/06 employees, retirees or their dependents, for benefits or for any other purpose. All employees shall remain subject to discharge or corrective action to the same extent as if these plans had not been put into effect. STAFF PAID TIME-OFF (PTO) POLICY Manchester College offers comprehensive paid time-off benefits to eligible staff members in support of the total employee: mind, body and spirit. Employees are encouraged to t ake their paid holidays and vacation time, and use paid sick time when necessary. Administrators with faculty appointments and library faculty receive the same PTO benefits as staff members. Paid Holidays Manchester College provides nine paid fixed holidays and three floating holidays annually for regular full-time staff. Additionally, each full-time staff member may earn one floating wellness holiday after participating in pre-approved, wellness-related activities. Official Manchester College holidays are as follows: ● New Year’s Day (usually Jan.1) ● Good Friday (date varies) ● Memorial Day (date varies) ● Independence Day (usually July 4) ● Thanksgiving (date varies) ● The day after Thanksgiving (date varies) ● The day before Christmas Eve (usually Dec. 23) ● Christmas Eve (usually Dec. 24) ● Christmas Day (usually Dec. 25) ● Three floating holidays (employee’s choice with advance approval) ● Floating wellness holiday (if earned; employee’s choice with advance approval) Non-Christian religious holidays recognized by other faiths may be substituted for Christmas and Good Friday by employees of those faiths. Staff 30 members who observe an alternate religious holiday schedule must inform their supervisors by Dec. 31 of the preceding year. A maximum of four religious holidays may be substituted for Christmas (three days) and Good Friday (one day). The official College holidays will be taken without pay or using vacation or floating holidays. Eligibility and Accountability The following terms and conditions shall apply to all eligible staff members: ● Upon hire, full-time regular staff members are immediately eligible to receive holiday pay benefits. Regular part-time staff members (half time or more) are eligible forpro-rated holiday pay based on scheduled hours. ● For each official holiday, full-time regular employees receive eight hours of pay at straight-time rate. Floating holidays are prorated for employees who work a partial-year schedule or begin employment midyear. ● Floating holiday time is granted annually on Sept.1. ● Each employee is asked to schedule floating holidays in advance with his/her supervisor. ● For exempt employees, floating holidays may be taken in minimum increments of half days. Paid holiday time will be tracked in ezLaborManager by the employee and his/her manager. ● For non-exempt employees, each floating holiday may be taken in two-hour minimum increments. After the minimum is used, paid holiday time may be taken and recorded in units of one-half hour. Paid holiday time must be recorded in ezLaborManager for the period in which the time was taken. ● To receive holiday pay, the employee must be in active payroll status on the day before and the day following the holiday. Active payroll status includes work, 31 ● ● ● ● vacation, bereavement, jury duty, another holiday or paid sick time. Employees on unpaid leaves of absence are not eligible to receive compensation for paid holidays. Holiday time is paid at the employee’s base pay rate at the time it is used. Holiday time does not count toward the calculation of overtime, nor may it be used as overtime. A regular, full-time non-exempt employee required to work on an observed holiday will receive the employee’s choice of either double-time pay or straight-time pay plus one alternate day off. A regular, fulltime non-exempt employee required to work a partial day on one of the observed holidays will receive double time for the hours worked. A regular full-time exempt employee required to work on one of the observed holidays will receive an alternate paid day off with prior approval by the supervisor. Unused holiday time cannot be carried over between academic years. Staff members who separate from employment will not receive compensation for unused holiday time. Rev. 10/06 Holidays Falling on Weekends Each academic year, Manchester College publishes a holiday schedule of the specific dates the College will observe. When a holiday falls on a Sunday, the College usually will observe the holiday on the following Monday; when the holiday falls on a Saturday, it usually will be observed the preceding Friday. Consecutive holidays (e.g., Dec. 23, 24, 25) generally will follow a similar pattern in being observed before or after the weekend in question. Floating Wellness Holiday The wellness holiday encourages each staff member to become healthier, which in turn, can collectively have a positive impact on health insurance premiums for everyone. The annual wellness holiday is a floating day off that can be taken any time after it is earned, subject to prior approval from the employee’s supervisor. It may be earned by each full-time staff member through p articipation in wellness activities that have point values assigned to them. These activities include the yearly fall Wellness Extravaganza and other options employees can tailor to their needs and interests. The wellness holiday is earned by successfully completing wellness program requirements. Participation in wellness activities is tracked on a card obtained at the Wellness Extravaganza, and at the offices of Health Services and Human Resources. The wellness holiday is structured so that it can be attained no matter what the employee’s schedule, level of physical ability or budget. All full-time staff members are eligible, including those who work partial-year schedules. New employees hired after the Wellness Extravaganza may acquire a wellness holiday by earning points through alternative activities in coordination with the director of health services. Because the Wellness Extravaganza is a centerpiece of the wellness holiday, supervisors are asked to give each staff member up to two hours of paid release time to attend. PAID VACATION TIME Vacation is paid time off for full-time and part-time staff members at the levels outlined below. Vacation time is granted by the College on a quarterly basis and generally is available to the employee at the beginning of each quarter in which the employee is scheduled to work (Sept. 1, Dec. 1, March 1, June 1). Non-exempt Staff Regular full-time hourly (non-exempt) staf f scheduled to work 40 hours per week for 12 months per year are granted vacation according to the following schedule: 0-5 years of service 6-15 years of service 16 years and over 10 days per year (80 hours) 15 days per year (120 hours) 20 days per year (160 hours) Exempt Staff Regular full-time salaried (exempt) staff scheduled to work 12 months per year are granted vacation according to the following schedule: 0-10 years of service 11 years and over 15 days per year (120 hours) 20 days per year (160 hours) Eligibility and Accountability ● Traveling admissions counselors are eligible to receive 20 days of vacation annually. Rev. 10/06 32 ● ● Year-round, part-time staff members who are regularly scheduled to work at least 20 hours per week will receive prorated vacation time based on scheduled hours. Full-time, partial-year staff members will be granted paid vacation time on a prorated basis. ● ● The following terms and conditions shall apply to all eligible staff members: ● Vacation time must be granted and in the employee’s time bank before it may be used. Incurring a negative balance may constitute an attendance problem, subject to corrective action. ● Vacation time must be scheduled with advance approval from the supervisor. Advance notice of at least one week is requested. Supervisors may restrict or prohibit vacation time during certain periods, subject to the workflow needs of the department. ● Normally, no more than two weeks of vacation may be taken consecutively. ● New staff members are eligible to use vacation following successful completion of the 90-day new employee orientation period. After that requirement is met, new hires are granted time for their first and second quarters. For employees hired mid-quarter, the second quarter accrual (following successful completion of the 90day orientation period) is prorated to bring the employee in sync with the regular quarterly intervals. ● Because vacation benefits are granted in advance of time actually worked, the College may adjust vacation time balances for employees who are not on active payroll status for the entire quarter for which they received vacation time benefits. ● ● ● ● Increased vacation levels for service to the College are reflected at the beginning of the quarter that immediately follows the employment anniversary date. Exempt employees may take vacation in minimum increments of one-half day. Usage of vacation time must be recorded in ezLaborManager in the pay period in which it was taken. Non-exempt employees may take vacation days in minimum increments of two hours. After the minimum unit is used, paid vacation time may be used and recorded in units of one-half hour. Paid vacation time used must be recorded in ezLaborManager in the pay period in which the time was taken. Unused vacation time may be carried over indefinitely from quarter to quarter. The maximum amount accumulated at any given time may not exceed 1½ times the employee’s annual rate. If accrued unused vacation time exceeds the maximum, no new time will be granted until accrued time falls below the maximum allowed. (Example: An employee eligible for 80 hours per year will not receive new vacation time until his/her unused vacation balance falls below 120 hours.) Requests for vacation time may be submitted up to one year in advance of the period requested. If two or more employees request vacation for the same time period and the department’s staf fing needs prevent both employees from being off simultaneously, the supervisor may consider length of service to the College, timing of the request, and other nondiscriminatory factors. Vacation time, like all other paid time off, must be tracked in ezLaborManager. Vacation time is paid at the employee’s base pay rate at the time it is used. 33 Rev. 10/06 ● Vacation time does not count toward the calculation of overtime, nor may it be used as overtime. Pay in lieu of vacation is not permitted. However, employees separating from service to the College may receive compensation for accumulated, unused vacation if the employee has a minimum of one year of service with the College. ● ● ● Paid Sick Time Manchester College provides compensation to regular Full-Time Employees for medically related absences. Paid sick time may be taken only for the following reasons: personal illness or injury that prohibits the employee from performing required duties; contagious disease that constitutes a health danger to others; illness or injury in the employee’s immediate family (spouse, children, step-children, legally adopted children, siblings, parents, spouse’s parents) that requires the employee’s care; and medical/dental appointments for the employee or the employee’s parents or children that cannot be scheduled outside of normal work hours. Full-Time Employees are granted 10 days of sick time each year, from Sept. 1 to Aug. 31, cumulative to a maximum of 720 hours; Nine and 10-Month Employees are granted paid sick time on a pro-rated basis. Paid sick time is usually credited at the beginning of each academic year (Sept. 1). Employees who are absent from work for more than three consecutive workdays due to illness or injury should apply for a medical leave of absence under the Family and Medical Leave Policy. Eligibility and Accountability The following terms and conditions apply to all eligible employees: ● After consultation with the director of human resources, supervisors may require an employee to provide a ● ● ● physician’s statement to substantiate a qualifying illness, injury, hospitalization or medical appointment. Employees are eligible to begin using sick time after successful completion of their 90-day orientation period. Sick time will be prorated for employees who begin employment after Sept. 1. Sick time will be prorated for employees who work a partial college year. For non-exempt employees, each day of sick time may be taken in a minimum increment of one hour. After the minimum unit is used, sick time may be recorded and taken in units of one-half hour. Sick time must be recorded in ezLaborManager for the period in which it was used. For exempt employees, the minimum unit of sick time is one-half day. Sick time used will be recorded and submitted by the end of each pay period. Sick time is paid at the employee’s base pay rate at the time it is used. Sick time does not count toward the calculation of overtime, nor may it be used as overtime. The College does not provide pay in lieu of sick time. Employees who separate from employment will not receive compensation for unused sick time. Paid Sick Time, the STD and LTD insurance plans address only compensation issues. Available time off for medical reasons or other disability is controlled by the FMLA policy. Compensation under these plans may extend beyond available time off under FMLA or even beyond termination of the employment relationship. Rev. 10/06 34 FACULTY PAID TIME-OFF POLICY Faculty Paid Sick Time/Short-Term Disability/ Long-Term Disability The College compensates regular full-time teaching faculty who are absent due to illness, hospitalization or medical disability. Eligible faculty are provided the same Paid Sick Time, Short-Term Disability (STD) and Long-Term Disability (LTD) benefits as staff. Faculty should consult the plan summaries for details regarding eligibility and benefits. Faculty must notify their department chairs or their designees whenever they use Paid Sick Time. Paid Sick Time and the STD and LTD insurance plans address only compensation issues. Available time off for medical reasons or other disability is controlled by the FMLA policy. Compensation under these plans may extend beyond available time off under FMLA or even beyond termination of the employment relationship. Faculty who are absent from work for more than three consecutive workdays due to illness or injury should apply for a medical leave of absence under the FMLA. Faculty Vacation/Holidays Work and time off for Nine/10-Month Faculty coordinates with the College’s academic schedule. When classes are in session, faculty are expected to be fully engaged at least 40 hours per week, consistent with “faculty responsibilities” as outlined in the Faculty Manual. Faculty must notify their department chairs whenever they cannot meet their class schedules. Those periods when classes are not in session (excluding faculty workshops, baccalaureate, commencement and similar job-related pre-scheduled events) shall be considered paid time off similar to vacation and holiday time off for staff members. Faculty who wish to observe religious holidays that conflict with the College’s academic schedule should make arrangements in advance with their department chairs. FAMILY AND MEDICAL LEAVES OF ABSENCE (FMLA) It is the policy of the College to grant up to 12 weeks of family and/or medical leave in any rolling 12-month period to eligible employees. Such leaves may be paid, unpaid, or a combination of paid and unpaid, depending on the circumstances and as specified in this policy. Eligible employees are those who have been employed at least one year and have worked at least 1,250 hours during the previous year. Family Leave Family Leaves are provided to care for a newly born/adopted child, and/or to attend to the medical needs of an immediate family member (child, spouse, parent) with a Serious Health Condition. A Serious Health Condition is an illness, injury, impairment, or physical or mental condition that involves: 35 Rev. 10/06 ● ● ● ● ● ● a period of incapacity or treatment connected with inpatient care (i.e., overnight stay) in a hospital, hospice or residential medical care facility; a period of incapacity requiring absence of more than three days from work, school, or other regular daily activities that also involves continuing treatment by (or under the supervision of) a health care provider; a period of incapacity due to pregnancy, or for prenatal care; a period of incapacity (or treatment thereof) due to a chronic Serious Health Condition (e.g., asthma, diabetes, epilepsy, etc.); a period of incapacity that is permanent or long term due to a condition for which treatment may not be effective (e.g., Alzheimer’s, stroke, terminal diseases, etc.); absences to receive multiple treatments (e.g., chemotherapy, physical therapy, dialysis, etc.), including any subsequent period of recovery, or on referral by a health care provider for a condition that would likely result in incapacity of more than three consecutive days if left untreated. child must be taken in a block (not intermittently). Corresponding Family Leave paperwork, available from the Office of Human Resources, must be completed within 15 days of the notification to the supervisor for the request for Family Leave. Employees with unused vacation or sick days must use paid time off first and take the remainder of the 12 weeks of Family Leave unpaid. Collegesponsored health, dental, prescription drug, life, accidental death and dismemberment, and shortand long-term disability coverage will continue during any such leave, if required copayments are made in a timely manner. Employees returning from a 12-week or less Family Leave will be restored to the same or equivalent position as when the leave began. Employee Medical Leave Medical Leaves allow for time off work due to a Serious Health Condition (see definition) that prevent s the employee from performing essential functions of his/her job. This policy covers illnesses or maladies of a serious, long-term nature that result in recurring or lengthy absences. The College may require health care provider certification(s) regarding the existence and/or severity of an employee’s Serious Health Condition. Family or Medical Leave(s) for Serious Health Conditions may be taken intermittently or on a reduced-hours basis, but only if medically necessary. For such leaves, the College may, in its sole discretion, require the employee to transfer to a temporary alternative position for which the employee is qualified and that accommodates the intermittent or reduced-hour leave better than the employee’s regular job or shift. The temporary position will provide pay and benefits equivalent to those of the employee’s regular job. Employees must first use available sick days or vacation and may use additional available Paid The College reserves the right to require health care provider’s certification(s) regarding the existence and/or severity of a family member’s Serious Health Condition, and/or the necessity that the employee requesting the leave be the caregiver. An employees requesting a leave as a result of a family member’s Serious Health Condition must notify his/her supervisor within two days of return from the absence that the time off work is due to family medical leave. This notification may be done verbally or in writing. Employees requesting Family Leave for the birth or adoption of a child should make such requests at least 30 days in advance. Leaves for the birth or adoption of a Rev. 10/06 36 Time Off before taking the remainder of the 12 weeks of Medical Leave as unpaid leave. Shortterm disability insurance benefits may be available, depending on circumstances, and may require the exhaustion of all Paid Time Off. College-sponsored health, dental, prescription drug, life and accidental death and dismemberment insurance and short- and longterm disability coverage (if applicable) will continue during any such leave (providing required copayments are made in a timely manner). Employees returning from a 12-week or less Medical Leave will be restored to the same or equivalent position as when the leave began. The College requires a medical provider’s fitness-forduty certification before an employee may return from a Medical Leave. The College, in its sole discretion, may extend a Medical Leave for a reasonable period of time beyond 12 weeks if medical conditions require it and if it appears likely the employee will subsequently be able to return to work. Extended medical leaves must be approved in writing by the director of human resources. An extension of a Medical Leave beyond 12 weeks does not ensure the same job, or any job, will be available when an employee is able to return to work. If the College has had to fill that position and/or there are no suitable job openings at the time the extended Medical Leave is completed, the employee will be offered the first available vacancy for which he/she is qualified. Such leaves will not extend beyond six months from the last date of active employment. The College reserves the right to terminate extended Medical Leaves at any time by written notice, at which time the employment relationship will terminate. During extended Medical Leaves, Paid Time Off does not accumulate, but health benefits continue, provided required copayments are made in a timely manner. For purposes of this policy, pregnancy/maternity/ paternity will be treated the same as any other Medical or Family Leave of Absence. Employees may not engage in other employment while on a Family or Medical Leave of Absence from the College. Employees who fail to return to work from a Family or Medical Leave (except in the case of medical incapacity) may be required to repay the College for insurance premiums/ costs incurred on his/her behalf during the leave. PERSONAL LEAVES OF ABSENCE Occasions may arise when an employee needs time off for personal reasons. The College, in its sole discretion, may grant a regular, full-time employee a Personal Leave of Absence of up to 30 days without pay. Employees must first exhaust Paid Time Off and take the remainder of the Personal Leave unpaid. An approved Personal Leave of Absence does not interrupt an employee’s length of service. Insurance benefits will remain in effect, providing required employee copayments are made in a timely manner. Employees must apply in writing to their supervisors for Personal Leaves of Absence. The request must specify the reason for the request, length of time expected to be, and a return date. Employees who accept other employment during their leave or fail to return to work as scheduled after expiration of the leave will be presumed to have voluntarily terminated employment the first day of the leave. Employees may be required to repay the College for benefit coverage costs incurred during the leave. 37 Rev. 10/06 BEREAVEMENT LEAVE The College provides paid Bereavement Leave to Full-Time Employees in the event of the death of an Immediate Family Member. For the purposes of this policy, Immediate Family Members include the employee’s spouse, children, stepchildren, children for whom the employee is legal guardian, current daughter-in-law or son-in-law, parent, current stepparent and/or legal guardian, grandparent, grandchild, sister or brother, and parent of current spouse. ● Eligible employees may receive up to three days of paid Bereavement Leave. ● An unpaid Personal Leave of Absence is available to attend the funeral of persons other than Immediate Family Members, or if additional time of f is needed. The College may request documentation of the need for Bereavement Leave. Paid bereavement leave is not available for Saturdays, Sundays, paid holidays, personal days, layoff days or leaves of absence. Bereavement Leave is not considered “time worked” for overtime purposes. Employees on vacation when Bereavement Leave is necessary will receive Bereavement Leave and reserve vacation for a later date. Employees must receive supervisor approval for Bereavement or Personal Leave. JURY DUTY LEAVE Manchester College provides paid time off for employees selected for jury duty. An employee who appears for jury duty, or who serves on a jury, is eligible to receive the difference between the court jury pay and his/her College pay for a normal scheduled work day (maximum eight hours of pay). Upon receiving notice to serve, an employee must immediately provide his/her supervisor with the summons/notice. If the employee’s absence will critically impact department production, the College may ask the court to excuse the employee from jury duty. After receiving pay for jury duty, employees must provide proof of the service (times and pay totals) to the College. Compensation for jury duty that extends beyond 10 days will be considered on an individual basis. Any employee not required to serve on any particular day is expected to report for his/her scheduled College work. For further explanation of jury duty payment procedures, contact the Business Office. MILITARY LEAVES OF ABSENCE Leave of absence for milit ary service is granted in accordance with federal and state laws. Request military leaves as far in advance as possible, presenting official military orders as soon as they are available. Rev. 10/06 38 The College will pay insurance premiums through the balance of the month in which Military Leave begins, plus one additional month. The College will bill the employee for his/her premium contribution during this time. Thereafter, employees may be eligible for continued coverage through COBRA. details regarding eligibility and benefits. The College may change carriers, coverage and/or premium allocations from time to time. Termination of Insurances Insurances normally terminate (subject to COBRA – see below) on the day of separation from employment. Some insurances allow for conversion of group insurance policies to individual policies. Please consult with human resources representatives for details and appropriate conversion application forms. Return to Work – Voluntary Termination Failure to report back to work within 31 days of release from active duty for National Guard/ Reserve duty of more than three consecutive months will be treated as a voluntary termination. Similarly, employees returning from active or inactive duty for National Guard/Reserve training for less than three consecutive months must report back to work the next regularly scheduled work day. Failure to reapply and/or report back to work within 90 days of release from regular active duty shall be treated as a voluntary termination. FLEXIBLE SPENDING ACCOUNTS The College offers employee-funded flexible spending accounts (FSA) to eligible employees. Just before the beginning of the plan year, plan participants may elect an annual amount of flexible dollars (deducted pro rata on a pretax basis from each paycheck) to pay for eligible health care or dependent care expenses incurred during the plan (calendar) year. Eligible health care expenses may include medical or dental insurance deductibles, copayments, and out-of-pocket costs for vision care, etc. Contact the College’s benefits administrator for details. VOTING Employees whose work schedules prevent them from voting before or after their scheduled work may be allowed up to two hours to vote. Prior approval of the immediate supervisor is required. For hourly (non-exempt) employees, such time off will not be paid. COBRA The federal law, Consolidated Omnibus Budget Reconciliation Act (COBRA), requires companies to offer eligible employees and dependents who lose health insurance coverage the opportunity to temporarily continue the coverage at their own expense. Employees and/or covered dependents may continue healthcare coverage if it is lost for any of the following reasons: ● termination, unless for gross misconduct ● loss of eligibility due to reduced work hours ● death of employee ● divorce or legal separation from employee INSURANCES All regular Full-Time Employees are eligible to enroll for medical, prescription, vision and dental insurance, short-term and/or long-term disability income insurance and life/accidental death and dismemberment insurances after satisfactory completion of appropriate waiting periods. The Office of Human Resources will assist employees with information and enrollment. Employees should consult the insurance plan summaries for 39 Rev. 10/06 ● ● child ceasing to be a dependent due to age or other plan stipulations dependant’s loss of eligibility because employee became eligible for Medicare benefits. see the Office of Human Resources to obtain a certificate or for further information. WORKERS’ COMPENSATION Employees must report occupational illnesses or injuries to their supervisor as soon as possible, so appropriate investigations and forms may be completed to secure available benefits. Such illnesses/injuries are covered under Workers’ Compensation. The Workers’ Compensations insurance company, subject to the approval of the state Workers’ Compensation Board, will determine appropriate compensation. Healthcare professionals will determine whether, and in what capacity, injured/ill employees are able to work. Workers’ Compensation benefits begin the eighth day of disability. Employees who suffer on-the-job injuries will be directed to a College-sponsored health professional for medical attention. An employee’s refusal to go to the College-sponsored heath professional as directed will be considered insubordination and result in appropriate corrective action. Many injuries are the result of unsafe acts on the part of employees. Accordingly, employees should never perform any operation they do not understand or feel safe performing. The College will make every effort to provide employees with a safe working environment to ensure personal safety. Any work restrictions under Workers’ Compensation must be documented by the attending physician. The Office of Human Resources should be notified if an employee will be of f work. Employees may select one of the pay options below. If coverage is lost due to one of the reasons above, the Office of Human Resources must be notified, and the employee and/or dependent(s) will receive written notice of COBRA options. The COBRA-eligible person(s) must respond within 60 days after the notice, or continuation rights will be lost. If coverage is continued, the insured person will be charged the full cost of the group health plan plus a 2 percent administrative charge. COBRA coverage will cease if the insured individual fails to pay the required premiums, becomes covered under another group health plan, is entitled to medical benefits, reaches the maximum coverage period, or if the College discontinues the group health coverage for employees. Terminated employees should be aware that if they are enrolling in a new employer’s health insurance plan, the Health Insurance Portability and Accountability Act of 1996 (HIPAA) limit s the circumstances under which coverage may be excluded for medical conditions present before enrolling. Under the law, a pre-existing condition exclusion generally may not be imposed for more than 12 months (18 months for late enrollee). The 12-month (or 18-month) exclusion period should be reduced by the length of prior health coverage. Those with insurance coverage under the College’s group health plan are eligible for a “certificate of creditable coverage” from the College. This certificate may help in obtaining health insurance other than that provided through an employer group health plan, a certificate of creditable coverage may help to obtain coverage without a pre-existing condition exclusion. Please Rev. 10/06 40 Pay Option 1. Receive a portion of salary as paid by Workers’ Compensation and elect not to use accrued time-off benefits (vacation, sick time). Time will be recorded as absent without pay and without benefit accrual. Pay Option 2. Receive full salary by using accrued time-off benefits plus Workers’ Compensation. Absences covered by accrued time-off benefits in conjunction with Workers’ Compensation are counted as time worked, therefore, continuing to accrue time-off benefits. scholarships and grants. Grants and awards not restricted to tuition may be used toward room and board expenses (e.g. Pell Grants). All College funds are restricted to tuition costs. Full-time employees and their spouses and unmarried children under age 24 may receive discounts on undergraduate tuition at Manchester College as follows: ● one-third discount after one year of service; ● two-thirds discount after two years of service; and ● full-tuition discount after three years of service. Part-time employees (average 20 hours per week or more) and their spouses and unmarried children under age 24 may receive discounts on undergraduate tuition at Manchester College as follows: ● one-third discount after two consecutive years of service; ● two-thirds discount after four consecutive years of service; ● full-tuition discount after six consecutive years of service. After one academic semester of employment, residence hall directors are eligible for full-tuition discount for one undergraduate class per semester during their employment. Level 1,2 and 3 Interns are eligible for full-tuition remission for 16 hours per academic year. College-awarded merit and need-based financial aid will count toward an eligible employee’s or dependent’s remission eligibility. For example, a dependent eligible for 33 percent remission who receives a half-tuition scholarship from the College has met her/his remission eligibility. CAVEAT: If eligible students lose state or federal aid because of failure to make satisfactory academic progress, meet or complete FAFSA-filing, edit, verification or other FAFSA-related deadlines, or otherwise fail to TUITION REMISSION BENEFIT The tuition remission program is an employment benefit available to Manchester College employees. Because it is not administered as a financial aid program for students, tuition remissions are arranged through the Office of Human Resources. Although tuition remission is an employee benefit, it is considered student aid by federal and state agencies providing student financial aid funds. Therefore, in certain cases, the amount of tuition remission may be adjusted for account regulations and limitations imposed by governmental agencies and College policies. These benefits do not take the place of a scholarship or financial aid. Those who request tuition remission benefits are required to apply for financial aid. The tuition remission benefit will not replace lost funds due to applicants’ failure to complete the FAFSA and/or apply for other available financial aid. Employees receiving tuition remission benefits for eligible dependents must file a FAFSA in the Financial Aid Office by March 1, for the following academic year. This requirement may be waived for continuing students at the discretion of the director of financial aid. Tuition remission covers tuition costs not paid by governmental, institutional and external 41 Rev. 10/06 comply with aid eligibility requirements, the College will not replace the lost aid with tuition remission funds. Extenuating circumstances can be reviewed by the director. The maximum number of hours for which any one individual may receive tuition remission is 128 hours attempted (not earned) at any combination of Manchester College or Tuition Exchange Council of Independent Colleges (TE/CIC) institutions (not at each institution). For example, if a qualified dependent receiving tuition remission benefits through the tuition exchange program changes institutions and/or majors, requiring him/ her to have more than 128 credits to graduate, that dependent’s eligibility for tuition remission will cease when a total of 128 credit hours attempted is reached. Similarly, if a student fails to complete or earn a passing grade in a course, those wouldbe credits count toward the 128 hours attempted maximum. An unmarried dependent child of a deceased or retired parent eligible at the time of the employee’s death is eligible for certain tuition discount benefits. The tuition discount benefit will be defined as those the dependent children were eligible for at the time of the employee’s retirement or death. Dependent children qualifying for the tuition discount program who marry after matriculation to Manchester College and continue uninterrupted enrollment will remain eligible for tuition discounts under the program provided they continue to be claimed as dependents on their parents’ federal income tax. Students eligible for tuition discount benefits are required to pay the general fees charged each semester. New employees who have earned dependent tuition discount benefits at their previous institutions will receive consideration for tuition discount eligibility under the Manchester College program. The College president will make the final determination. The Church of the Brethren Colleges of fers a cooperative program for College employees to use their tuition discount benefits at other Brethren colleges. Manchester College also participates in the Council of Independent Colleges (CIC) and Tuition Exchange (TE) exchange programs. There are currently more than 660 colleges and universities, excluding overlap, in the two consortia. Acceptance in these programs is determined by the college receiving the student. See the College Office of Admissions for details. RETIREMENT BENEFITS Social Security Benefits Manchester College participates in the federal Social Security program providing retirement, disability or death benefits. The College matches employee contributions dollar for dollar. TIAA-CREF Retirement Program In addition to Social Security retirement contributions, the College provides a retirement program for eligible employees with the Teachers Insurance Annuity Association and College Retirement Equities Fund (TIAA-CREF). Employees become eligible for participation in the plan after completing two years of qualifying service. New employees previously employed at 501(c) 3 organizations or an educational organization within the past 10 years may apply prior years of service to the mandatory two-year waiting period unless a break in service has occurred. The College contributes an amount equal to 7 percent of a participant’s regular annual compensation to his/her account in the TIAACREF plan. After completion of five years of Rev. 10/06 42 service, the contribution increases to an amount equal to 9 percent of regular compensation. Employees are not required to make individual contributions to the retirement fund to participate in the College’s TIAA-CREF retirement program. However, employees are strongly encouraged to make voluntary contributions to their retirement accounts to either the regular annuity or supplemental retirement annuity (SRA) plan. Voluntary contributions may be either tax-deferred or non-tax deferred. Tax-deferred contributions are limited by Internal Revenue Service regulations. Each participant determines how all contributions made to his/her TIAA-CREF account are allocated among available TIAA and CREF options, regardless of whether the contribution is made by the College or the employee. For full details about retirement plans, consult the summary plan description of Manchester College’s Defined Contribution Retirement Plan for all employees and other brochures available in the Office of Human Resources. Retirement Planning Eligible employees may continue group life insurance for themselves and major medical insurance for themselves and their eligible dependents into retirement. To be eligible for this benefit, employees must have attained age 60 and have completed 10 consecutive years of service by 6/30/99, or must be between the ages of 55 and 59 and have completed 20 consecutive years of service by 6/30/99. The College and the retired employee share the cost of this coverage. Employees who are considering retirement are encouraged to contact the Office of Human Resources to discuss insurance, TIAA-CREF, and other matters related to retirement planning at least a year prior to the anticipated retirement date. EMPLOYEE ASSISTANCE PLAN (EAP) The College recognizes that employees and their families face a variety of personal problems. Accordingly, it provides strictly confidential assistance with such problems through the Employee Assistance Plan. EAP services are provided by the Bowen Center. Professional assistance can be obtained for substance abuse (drug and/or alcohol), marital problems, interpersonal problems, family or other stressrelated problems, and other situations. The Bowen Center offers six full-service locations: Columbia City, Huntington, Fort Wayne, Plymouth, Wabash and Warsaw. For employee convenience, a Bowen Center representative is available on campus four times each year. The Employee Assistance Plan is voluntary and strictly confidential. The College, through the Bowen Center, provides employees and their families the opportunity to receive professional help for sensitive problems at the earliest possible time. Employees and their families are entitled to five College-sponsored visits per year at no cost for diagnosis, referral and/or treatment. If additional visits are needed, the Bowen Center may establish a payment plan based on ability to pay. The College’s health insurance plan may also pay for additional treatments. Consult your Summary Plan Description, or the College benefits administrator in the Office of Human Resources for further information. It is important to emphasize that EAP services are for all employees and their family members. Any family member can contact the Bowen Center, not just the employee. To arrange a visit to the Bowen Center, call the center directly 800-342-5653, check online at www.bowencenter.org, or arrange a visit through the Office of Human Resources. 43 Rev. 10/06 Rev. 10/06 44 OPERATING PROCEDURES 45 Rev. 10/06 OPERATING PROCEDURES ETHICAL BUSINESS PRACTICES/CONFLICTS OF INTEREST POLICY General Policy Manchester College requires all employees to perform their job functions in the highest ethical manner and comply with all applicable laws and/or regulations in a manner that excludes considerations of personal advantage or gain. Employees also are required to disclose to the College any violation of this policy, any unethical business practices observed and/or conflicts of interest and/or potential conflicts of interest that they may have with Manchester College. Employees who find themselves in a potential conflict of interest with the College must submit a completed Conflict of Interest form, available from the Office of the President. Employees who become aware of unethical practices or actions must report them as indicated below. Below is a summary of the College’s policy with respect to: assets and resources; gifts, favors, entertainment and payments given or received by employees; potential conflicts of interest; confidential information; and environmental health and safety. In addition to the specific categories of business conduct described in this policy, all employees must be familiar with the general and specific operating policies and procedural guidelines that cover the business activities that are within their individual responsibilities. This requirement varies significantly according to each employee’s position, and may include information found in any or all of the following or in other sources not noted: ● Manchester College Amended Articles of Association ● Manchester College Code of Bylaws ● Manchester College Board Policy regarding Conflicts of Interest ● ● ● ● ● Manchester College Employee Handbook Manchester College Faculty Manual Manchester College Human Diversity Policy Manchester College (computer) Acceptable Use Policy MC Source (student handbook) Assets and Resources Good business practices require each employee to assume responsibility for safeguarding and preserving the assets and resources of the College. The following policy statements outline that responsibility: ● All revenues generated by the College and all expenditures for goods and services must be recorded and accounted for within the College’s accounting system. ● False entries must not be made in the accounting or other College systems for any reason. ● The use of College funds for unlawful or improper purposes is prohibited. ● Employees may not use unrecorded or undisclosed bank accounts to fund authorized College activities. ● College equipment, supplies or facilities may not be used for revenue generating activity that benefits individual employees, without the express written approval of the treasurer. ● Persons in supervisory and/or management ranks may not use their authority to assign employees to perform non-employment related tasks. ● Manchester College supports the principle of fair competition and does not engage in any activities that impede competition or that foster a restrain of trade. ● Employees may not use the College’s tax exempt number for personal use. Rev. 10/06 46 ● Employees must access and use the College’s technological and information resources in a legal and ethical manner, consistent with the Acceptable Use Policy. Gifts, Favors and Payments by the College Gifts, favors and payments may be given to others at College expense, if they meet all of the following criteria: ● are consistent with accepted business practices; ● are of sufficiently limited value and in a form that will not be construed as a bribe or payoff; ● do not violate applicable law and generally accepted ethical standards; ● will not embarrass the College if facts are publicly disclosed; and ● are authorized by the appropriate department head. It is not appropriate for employees to donate College funds to other nonprofit organizations. Gifts, Favors, Entertainment and Payments Received by College Employees Employees shall not seek or accept for themselves or others any gifts, favors, entertainment or payments without a legitimate business purpose, nor seek or accept personal loans (other than conventional loans at market rates from lending institutions) from any persons or business organizations that do or seek to do business with the College. In the application of this policy, employees may accept for themselves and members of their families common courtesies usually associated with customary business practices. These include but are not limited to: ● lunch and/or dinner with vendors, sometimes including spouses, if invited by the vendor; ● gifts of small value from vendors, students and/or prospective students, such as calendars, pens, pads, knives, etc.; ● tickets to events (sport s, arts, etc.), if offered by the vendor and the vendor accompanies the employee to the event; ● day outings, such as golf, fishing and hunting, with prior approval from the appropriate College official; ● gifts of perishable items usually given during the holidays such as hams, cookies, nuts, etc.; ● receipt of alcoholic beverages is discouraged. Use of vendor accommodations (vacation homes, etc.) by employees or their families for personal use is prohibited. If the vendor is present for the duration of the visit, such a situation is acceptable for limited duration (i.e., a long weekend). It is never permissible to accept a gift in cash or cash equivalent such as stocks or other forms of marketable securities of any amount. Management personnel should not accept gifts from those under their supervision of more than limited value. 47 Rev. 10/06 Conflicts of Interest Employees should avoid any situation that involves or may involve a conflict, or any appearance of conflict, between their personal interests and the interest of the College. As in all other facets of their duties, employees dealing with students, suppliers, contractors, or any person doing or seeking to do business with the College must act in the best interest of the College. Each employee shall make prompt and full disclosure in writing to his/her supervisor of any potential situation which may involve a conflict of interest. Such conflicts include: ● ownership by an employee or by a member of his/her family of a significant interest in any outside enterprise that does or seeks to do business with the College; ● serving as a director, officer, partner, consultant, or in a managerial or technical capacity with an outside enterprise that does or seeks to do business with the College; ● acting as a broker, finder, go-between or otherwise for the benefit of a third party in transactions involving or potentially involving the College or its interests; ● any other arrangements or circumstances, including family or other personal relationships, which might dissuade the employee from acting in the best interest of the College. regarding campus issues or issues that have no connection with Manchester College. However, care should be exercised to avoid public criticism of the College whenever such a stance is incompatible with the responsibilities of an employee’s position at the College. When speaking as a private person, an employee should make it clear that s/he is speaking in that capacity and not as a representative of the College. The use of Manchester College letterhead for expression of personal views on matters unrelated to one’s responsibilities as an employee or for non-official purposes is prohibited. Nepotism: The College encourages current employees to communicate vacant positions on campus with well-qualified acquaint ances, friends and relatives. However, the College will not place Close Family Members into positions that create direct supervisor-employee relationships. For the purposes of this policy, Close Family Member applies to the following relationships: spouse, domestic partner, child, parent, brother, sister, grandparent, grandchild or in-law. If such a supervisory relationship occurs, the College may design an alternative supervisory arrangement to remove the conflict. Consensual Romantic Relationships: Conflicts of interest may arise when romantic or sexual relationships develop between and among employees, students and/or prospective employees. Employees are prohibited from evaluating the work of others with whom they have close familial relationships, or similarly, from making employment, promotional or similar decisions about them. Romantic/sexual relationships present the same ethical issues. Accordingly, whenever a potential for conflict of interest occurs because of a romantic and/or sexual relationship, it is each employee’s responsibility to inform his/her immediate supervisor concerning the relationship. If the relationship involves the immediate supervisor, Employment-related Conflicts: Outside employment must not conflict with an employee’s job performance and/or attendance, including working scheduled overtime. Outside work must not be conducted during an employee’s scheduled working time, on campus, nor use College resources. Employees may not use the Manchester College name to promote outside business activities without the express written approval of the president. Individual employees have a right to speak publicly on and to express personal opinions Rev. 10/06 48 the next level of management must be informed, and the necessary arrangements made to eliminate or resolve any conflict of interest. This policy shall apply without regard to gender and without regard to the sexual orientation of the participants in the relationship. Confidential Information Generally speaking, the revelation or use of any confidential information, data on decisions, plans or any other information that might be contrary to the interest of the College, without prior authorization, is prohibited. The misuse, unauthorized access to, or mishandling of confidential information, particularly student and/ or personnel information, is strictly prohibited. All Manchester College records and information relating to students and/or employees are proprietary and/or confidential. No records or other confidential information, including without limitation, grades, financial aid data, employment records, personal health data or similar materials, may be removed from Manchester College’s premises without permission, except in the ordinary course of performing duties on behalf of the College. Additionally, the contents of Manchester College’s records or other confidential information may not be disclosed to anyone, except where required/requested for a legitimate purpose. Employees must not disclose any confidential or proprietary information, purposefully or inadvertently through casual conversation, to any unauthorized person inside or outside the College. Employees must not release confidential information/data to anyone without written authorization from the employee or student, except as appropriate in the ordinary course of performing duties on behalf of the College. Employees who are unsure about the confidential nature of specific information must ask their supervisor for clarification. Employees will be subject to appropriate corrective action, up to and including dismissal, for knowingly or unknowingly revealing confidential information inappropriately. Environmental Health and Safety Manchester College strives to provide all employees and students with a healthy, safe, and productive work/learning environment. It is the College’s policy to comply with all environmental and safety laws and to handle and dispose of materials in compliance with all such laws, rules and regulations. Any employee who becomes aware of an environmental, health or safety issue or violation, should report it to any department head, senior administrator or to the Office of Human Resources. Compliance/Reporting Any employee having knowledge of any violation of this policy must promptly report such violation to any board member, officer, department head, the Office of Human Resources, or other appropriate individual. Each president’s cabinet member and department head is responsible for compliance in his/her area of responsibility. When questions arise concerning any aspect of this policy, contact the director of human resources. Any violation of this policy will subject the employee to corrective action up to and including termination of employment. 49 Rev. 10/06 prohibited from making threats or engaging in violent activities. The following behaviors, while not all-inclusive, are examples of prohibited conduct: ● causing physical injury to another person; ● making threatening remarks or gestures; ● displaying aggressive or hostile behavior that creates a reasonable fear of injury to another person or subjects another individual to emotional distress; ● intentionally damaging College property or property of another employee, student or guest; or ● possessing a weapon without authorization on campus. OPEN-DOOR POLICY Manchester College actively promotes an atmosphere and culture enabling employees to talk freely with members of the leadership team. Employees are encouraged to openly discuss any problems or issues, so appropriate action may be taken. If the immediate supervisor cannot be of assistance, employees should feel free to speak with other members of management. The Human Resources team also is available for consultation and guidance. The College is interested in the success and happiness of every employee and welcomes the opportunity to help whenever possible. Reporting Procedures Any potentially dangerous situation must be reported immediately to the Department of Safety and Security, a supervisor, the offices of Student Development or Human Resources. Reports can be made anonymously and all reported incidents will be investigated. Reports or incidents warranting confidentiality will be handled appropriately and information will be disclosed to others on a need-to-know basis only. The College will actively intervene as soon as it becomes aware of a possibly hostile or violent situation. Risk-reduction Measures Hiring: The Office of Human Resources takes reasonable measures to conduct a background investigation of potential employees to reduce the risk of hiring individuals with a history of violent behavior. Individual Situations: While the College does not expect everyone to be skilled at identifying potentially dangerous persons, all employees are expected to exercise good judgment and to inform the Department of Safety and Security, supervisors, or the offices of Student Development or Human Resources if any individual exhibits behavior that could be a sign CAMPUS VIOLENCE POLICY The College endeavors to provide a safe campus for all employees, students and guests. To help ensure a safe campus and to reduce the risk of violence, all employees, students and guests should review and understand all provisions of this campus violence policy. Prohibited Conduct Manchester College does not tolerate any type of violence involving its employees, students or guests. Employees, students and guests are Rev. 10/06 50 of a potentially dangerous situation. Such behaviors may include: ● displaying overt signs of extreme stress, resentment, hostility or anger; ● making threatening remarks; ● displaying a sudden or significant deterioration in job performance; ● displaying irrational or inappropriate behavior; or ● obsessing about weapons or bringing dangerous weapons to campus. Dangerous/Emergency Situations Employees, students and/or guests who confront or encounter an armed or dangerous person should not attempt to challenge or disarm the individual. Try to remain calm, make eye contact, and talk calmly to the individual. If the Department of Safety and Security can be safely notified of the need for assistance without endangering anyone’s safety, do so. Otherwise, cooperate with the person. Enforcement Threats, threatening conduct, or any other acts of aggression or violence on the campus will not be tolerated. Any employee who has committed such acts will be subject to corrective action, up to and including termination. Any student who has committed such acts will be subject to Conduct Systems Sanctions up to and including expulsion. Non-employees engaged in violent acts on College property will be reported to the proper authorities and prosecuted. performance-impairing substances (including illicit drugs, hallucinogens, herein called “Controlled Substances” and their metabolites, and alcohol). Any employee of Manchester College who uses Controlled Substances or improperly consumes alcohol while working or while conducting business on behalf of the College, or who attempts to work while under the influence of same, potentially endangers him- or herself as well as co-workers. For purposes of this policy, “under the influence” means the employee tested positive for Controlled Substances and/or has a blood-alcohol level at/or above 0.05. Possession, manufacture, distribution, dispensation or sale, use, consumption or being under the influence of Controlled Substances while on the College campus (including parking lots) or while on College business is strictly prohibited. Working while under the influence of alcohol is likewise prohibited. All employees are required to notify the director of human resources of any drug- or alcoholrelated conviction(s) no later than five days after such a conviction. Prescription drugs also may affect performance and behavior. Accordingly, they must be used only in the manner, combinations and quantities in which they are prescribed, and only by the individual for whom they are prescribed. Any employee using prescription drugs that may affect his/her job performance or behavior must discuss his/her job requirements with the prescribing physician, and, if advised by the physician, discuss the matter with his/her supervisor. Violation of this policy will result in corrective action, up to and including discharge, and may result in legal prosecution. SUBSTANCE ABUSE POLICY The College has a duty to provide a safe working environment for its employees. Each employee has a corresponding duty to his/her co-workers and to Manchester College students to deliver services in a safe and conscientious manner. To help ensure that these responsibilities are fulfilled, employees must work free from the effects of 51 Rev. 10/06 Testing for Controlled Substances and/or Alcohol Reasonable Suspicion The College reserves the right to require an employee to undergo an immediate alcohol and/ or drug test when/where reasonable suspicion exists that the employee is under the influence of alcohol or Controlled Substances when reporting to work or when acting within the scope and course of employment. Reasonable Suspicion includes, but is not limited to, the following: ● observation by a supervisor, manager or other leader of an on-duty employee behaving in a manner that suggests the employee might be under the influence of alcohol or Controlled Substances; ● violations of safety rules or procedures that could potentially jeopardize the wellbeing of employees, students, or the public, or result in an accident; ● information from other observers regarding use or possession; or ● any work-related accident that requires first aid from a professional provider or results in property damage. Random Testing The College also reserves the right to require random testing for a reasonable length of time as part of a last-chance agreement. Any employee who refuses a College request to submit, or fails to submit, to such testing will be subject to corrective action up to and including discharge. Testing will be conducted and test results will be maintained with concern for the personal privacy of the employee. Searches When there is Reasonable Suspicion that an employee is in violation of the Substance Abuse Policy, the College, at its discretion, may request the employee to empty his/her pockets, and may conduct a search of the employee’s on-site property. Such property includes, but is not limited to, College-owned vehicles, desks, containers, files or lockers. Also subject to search are any vehicles, packages, purses, briefcases, lunch boxes or other containers brought onto the campus (including parking lots) by employees. Discovery of illegal drugs, paraphernalia or alcohol, or a refusal to allow a search, will subject the employee to corrective action up to and including discharge. Employee Assistance for Substance Abuse Voluntary Referral The College recognizes alcohol and drug dependency as major health and behavior problems and is prepared to offer assistance if requested. Any employee who suspects s/he has developed an addiction to, dependence upon, or a problem with alcohol or drugs (legal or illegal) is encouraged to seek assistance through his/her immediate supervisor, the Office of Human Resources or the Employee Assistance Plan. Inpatient and out-patient programs are available, with insurance benefits in many instances. Requests for assistance will be treated confidentially. Mandatory Referrals Any member of the leadership team who recognizes or suspects that an employee may need professional help for subst ance abuse may confidentially refer the employee to the Office of Human Resources or the Employee Assistance Plan. Terms of Assistance Mandatory referrals to substance abuse treatment will not jeopardize an employee’s position as long as the College’s expectations are met. Any employee who is abusing drugs or alcohol may request out-patient treatment or, upon request, be granted a personal leave of absence to undertake inpatient rehabilitation Rev. 10/06 52 treatment. The employee will be permitted to return to work from in-patient treatment only after completion of the rehabilitation program is certified. The College reserves the right to require random drug and/or alcohol testing for an appropriate length of time following return to work. It is the employee’s responsibility to comply and cooperate with the prescribed treatment. Refusal to accept diagnosis or treatment, or leaving a rehabilitation program before being released will be handled as any other situation that adversely affects job performance. Employees returning to work from mandatory referral will return only under the terms of a Last Chance Agreement satisfactory to the College. information is part of leadership’s obligation to employees. These rules are divided into two groups: Summary Rules and Non-summary Rules. It is not possible to list every negative behavior, and the list s below are not intended to be exhaustive. Non-summary Rules are examples of conduct that normally will initiate progressive, corrective action. (See Corrective Action Policy.) It is a leader’s responsibility to respond to employee performance and/or behavior issues and to help devise strategies to correct them. Employees, however, are responsible for correcting their own inappropriate behaviors or performance problems. A record of any corrective action(s) will be placed in an employee’s personnel file. Repeated or extreme/egregious violations may result in more severe action, up to and including termination. All termination questions for tenured faculty are subject to the dismissal for cause procedures outlined in the Faculty Manual. Non-summary Rules – Prohibited Behaviors: 1. vulgar, profane, threatening, intimidating, demeaning and/or abusive language or conduct directed at a staff member, faculty member, student or visitor; 2. disorderly, disruptive or unsafe conduct on campus; 3. inefficiency, poor performance or productivity, failure to follow operating procedures or work instructions, or failure to perform job duties; 4. leaving the campus during scheduled work time without appropriate notice and/ or authorization; 5. loan-sharking, gambling, or bookmaking on campus; 6. failure to be ready to work on time; 7. to be responsible for avoidable waste of College property; 8. unpleasant, insulting, hateful or offensive personal conduct that has an adverse 53 Rev. 10/06 CODE OF CONDUCT – EMPLOYEE RESPONSIBILITIES Given the diversity of people, backgrounds and points of view in any large organization, rules and regulations are indispensable to successful operation. The purpose of this code of conduct is not to restrict anyone’s rights, but rather to provide guidelines that will communicate what behaviors are appropriate and/or inappropriate for Manchester College employees. The policy goals include: a safe and efficient campus, satisfactory employment for all employees, and good will and understanding throughout the College. These rules are not tough or complicated; they are simply common sense. Each employee has certain responsibilities to coworkers and to the College, such as regular and prompt attendance, productivity on the job, and a pleasant and cooperative demeanor. Some other responsibilities or prohibitions, however, may not be as apparent. It is helpful, therefore, to specify as clearly as possible the types of conduct which are unacceptable and conduct that may result in termination of employment. Providing this 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. effect on productivity, safety, health or employee morale. Such conduct includes, but is not limited to spreading rumors, slander, gossip and lies; negligence or carelessness that causes or could cause damage to College property or create a safety hazard; posting, altering, or removing any matter on campus bulletin boards or property unless authorized; abuse of, or conduct indicating intent to abuse, the attendance policy, including failures to provide notice of absence. selling products, distributing materials, or soliciting or collecting contributions for any purpose during work time or in work areas without prior express permission; unnecessary absence from workstations, sleeping, wasting time, or other abuse of working time; failure to report accidents immediately; disregard of safety practices, and/or failure to maintain good housekeeping standards; smoking in buildings on campus or in College-owned vehicles; violations of College policies, codes, rules or regulations found in the Employee Handbook, Faculty Manual or other College publications; conducting personal business during working time; or other similar behaviors/violations. be subject to the dismissal for cause procedures outlined in the Faculty Manual. Summary Rules – Prohibited Behaviors: 1. provoking or engaging in a fight with physical contact, or any threat of physical assault of a College employee, student or guest; 2. conviction of a felony; 3. theft or dishonesty, including, but not limited to, breach of security or confidentiality, entering time data with another employee’s ID, falsification of any business record, or giving a false excuse for absence from work; 4. unauthorized use, disclosure, possession, intentional damage, sabotage, theft or other removal of confidential information or other property belonging to the College, students, employees or others; 5. willful violation of safety rules/regulations that endangers the safety of any person or College property; 6. any act of willful discrimination or illegal harassment of employees, students, or guests; 7. absence from work for three consecutive scheduled workdays without notification, or other job abandonment; 8. carrying or possession of firearms or other deadly weapons or explosives in campus facilities without express authorization, regardless of CCW license status; 9. insubordination, such as the refusal to perform work (excluding unsafe acts) assigned by a leader, willful disobedience of a reasonable instruction or direction of a leader, or other forms of insubordinate behavior. Employees who believe they are justified in not following directions should undertake the instruction as assigned and later register their complaint with higher supervision or with the Office of Human Resources; 10. violation of the College Substance Abuse Policy; 54 Summary Rules are examples of behavior that constitute good cause for termination without employing the Corrective Action Process. Employees suspected of a summary offense will be suspended pending an investigation of the facts and a decision regarding termination of employment. A decision regarding termination will normally be made within 10 business days from the commencement of the suspension. Tenured faculty suspected of Summary Rule violations will Rev. 10/06 11. illegal or indecent off-duty conduct, the nature of which adversely affects the College or the employee’s credibility or ability to carry out employment responsibilities; 12. failure to return to work on a scheduled return date (may be considered voluntary termination); 13. failure to consent to drug and/or alcohol testing or medical evaluation; or 14. other similar behaviors or violations. Off-Duty Conduct Manchester College respects the privacy of its employees and recognizes their right to conduct personal lives free from interference from the College. Nonetheless, employees should keep in mind, that even while off duty, they represent the College to the public and should strive to protect the College’s reputation. Certain types of off-duty conduct may reflect poorly upon an employee’s character and judgment, and thereby affect his/her ability to credibly perform his/her job functions. Employees who engage in inappropriate, criminal or unprofessional off-duty conduct may be subject to corrective action up to and including termination. Employees involved in one of the circumstances below must notify their supervisor and/or the Office of Human Resources immediately: ● arrested for or convicted of criminal conduct; ● loss or threat of loss of a certificate or a license required to perform their job. appropriate for their positions. What is considered appropriate in one department may not be appropriate dress attire in another. Employee dress should allow working comfort without annoying or distracting others. Each department will establish dress and appearance standards for its staff. Uniforms are required or allowed for some positions on campus. Dress that is unprofessional or generally offensive to other persons is inappropriate. The following are examples of inappropriate apparel in the office: tattered jeans, cutoffs, overalls, shirts bearing offensive or provocative messages or pictures, sweatpants, Spandex, jogging suits, beach or shower-type sandals, tank tops, beach wear, short-shorts, and clothing that reveals bare backs, midriffs, thighs, shoulders, etc. If you question the appropriateness of a given article of clothing, make the professional choice. The College reserves the right to determine appropriate dress and personal appearance. An employee with questions regarding appropriate attire or personal appearance should consult with his/her supervisor or with the director of human resources. APPEARANCE/DRESS CODE As representatives of the College, employees should strive at all times to ensure that their clothing and appearance are business-like and contribute to a pleasant campus atmosphere for co-workers, students and guests. All employees are expected to maintain an appearance that projects a positive image of the College and is 55 Rev. 10/06 CORRECTIVE ACTION POLICY Each member of the leadership team is responsible for safe, efficient operations in his/ her area and to ensure that employee job performances satisfy job requirements. Leaders are responsible for addressing problems that could or do impact performance in a timely, constructive and corrective manner. Manchester College encourages harmonious working relationships. A commitment to on-going honest feedback and communication between leaders and staff members will help ensure that problems are resolved quickly and fairly. When problems persist, however, progressive corrective action is appropriate. The purpose of the Corrective Action Policy is to provide early identification and prompt coordinated action by leaders and employees toward successful resolution of employee performance and/or behavior problems. Corrective action is intended to be remedial, not disciplinary. Accordingly, each employee is responsible for taking appropriate remedial actions to correct his/her own performance or behavioral problems, with the support and assistance of his/her leader. Corrective action usually is progressive. However, the College may accelerate the procedure or skip steps when it deems such action appropriate. The Office of Human Resources should be involved in addressing potentially serious problems. Steps in this process remain active in the employee’s file for two years. Procedure 1. Formal Counseling When a leader becomes aware of an employee’s performance, behavior or other problem, s/he shall conduct a formal counseling session with the employee to accomplish the following: 56 ● ● ● ● ● ● Ensure that the employee understands job responsibilities, performance standards, and importance of the job; Make the employee aware of the problem(s) or issue(s); Determine the cause of the problem(s); Identify the corrective action(s) that must be taken, metrics to determine progress, and timeframes within which corrective actions must occur; Provide assurance of appropriate assistance, training and/or support; Thoroughly document the conversation for the file. If there is reason to believe the problem may be a continuing one of a serious nature, the leader must inform higher management and the Office of Human Resources, and jointly determine if additional steps are appropriate. Leaders also must provide employees with periodic evaluations of progress and have thorough documentation showing the nature of the problem and the corrective actions that have been taken to address it. 2. Written Reminder If problem behaviors do not abate in response to formal counseling, or if the employee has violated a Non-summary Rule, the leader shall issue a written reminder that outlines the problem(s) and the necessary corrective action(s) to be taken by the employee (as outlined above). A copy of the written reminder will be given to the employee and another copy placed in the employee’s personnel file. 3. Decision-Making Day If corrective action is not successfully implemented in response to a written reminder, or if the employee violates another Non-summary Rule, s/he shall be placed on a one-day decisionmaking leave. While on leave, the employee must decide to either solve the immediate problem(s) and make a total commitment to Rev. 10/06 acceptable performance in every area of his/her job, or resign. The terms of continued employment will be clearly outlined in a Last Chance Agreement that will state specifically what the employee must do to correct the problem(s). The leader will explain to the employee that failing to take appropriate corrective action and perform in accord with the Last Chance Agreement will result in termination of employment. 4. Termination If an employee violates a Summary Rule or fails to perform/behave in accordance with a Last Chance Agreement, his/her employment will normally be terminated. All termination questions for tenured faculty are subject to the dismissal for cause procedures outlined in the Faculty Manual. If an employee is dissatisfied with the corrective actions that have been taken or suggested, s/he can appeal through the grievance procedure. 15 working days. If additional time is needed, the employee will be notified in writing when a reply can be expected and the reasons for the delay. If the employee is not satisfied with the decision, s/he may appeal in writing within five work days to the president of the College. The request must contain specific reasons for the appeal. The decision of the president is final. Staff members who have not successfully completed their new employee Orientation Period may not use the grievance procedure for issues concerning corrective action, layoff or terminations. They may grieve other issues only with the director of human resources. COMPUTER SYSTEM ACCEPTABLE USE POLICY Definitions AUP – Acceptable Use Policy ITS – Information Technology Services Resources – College owned PCs, the network and its ability to transmit data, access to and ability to browse the internet, access to servers like e-mail, network-stored files, etc. General Policy The College network, to include the internet connection and College-owned servers, is designed for productivity. To maintain an efficient and productive computer network, the College has an “acceptable use policy” applicable to the entire campus network of computing equipment attached to the network and College-owned computing equipment not attached to the network. Access to the network is a privilege. Any user engaging in activities contrary to policies governing computer technology use may lose network access privileges. All users must ensure that College computer systems are used only in an efficient, ethical and lawful manner. Any user action not specifically 57 Rev. 10/06 GRIEVANCE PROCEDURE The majority of time, disputes and grievances can be resolved by having the employee and immediate supervisor work together to find a solution acceptable to all parties. Prompt disposition of grievances is desirable in the interest of sound employer/employee relations. If parties are unable to resolve their issues informally, the employee must initiate a written grievance within 10 working days of knowledge of the incident. The written grievance must contain the following information: ● statement of the specific nature of the complaint; ● evidence upon which the complaint is based; and ● redress sought. The grievant must submit the written complaint to the director of human resources who will investigate the grievance and render a written decision within mentioned in this document but that hinders or jeopardizes the network may be used as grounds for revocation of a user’s network privileges. This policy is subject to amendment without prior notice. Ownership/Privacy Rights All computers, computer systems, electronic media, electronic data, internet connections, electronic mail, software, networks, manuals, related licenses and all other resources are the exclusive property of the College and not that of any individual. Individual users have no personal privacy or property rights in e-mail or other communications that they receive or send on College resources. The College reserves the right (without notice) to monitor the use of its computer systems (including e-mail and internet access) to ensure compliance with this policy. It is the policy of the College to comply with all legal requests for information, including transactional history. CAVEAT: Personal privacy tools do not effectively eliminate one’s network transactional traces. Residence Hall Occupants Users in residence hall rooms, even when utilizing personally-owned equipment, must abide by the same policies operating in the public labs. For example, a residence hall occupant is responsible for the use of his/her computer in his/ her room and will be held responsible for any and all inappropriate activity involving his/her equipment. Residence hall occupants may not tamper with or attempt to repair any network and/ or cabling device beyond and including the network wall plate. Copyrighted Material College computer resources are for legal purposes only. All copyrighted material located on College-owned equipment must be registered with the vendor and with ITS. Unregistered copies of copyrighted material found on the network will be deleted. Copyrighted material Rev. 10/06 may not be sent over the network for others to copy. Users may not use College resources, including its network, to distribute any copyrighted material or create duplicate or mirror internet sites without express written permission from the copyright holder. Unauthorized copyrighted files will be deleted without warning unless written copyright permission is provided to the ITS director or his/her designee. For additional information, see the copyright policy on the College website. Security All users are provided with a network ID and password to access College network resources. Users may not provide rights or access to persons unauthorized for network privileges. Forwarding access or sharing network IDs and passwords is strictly prohibited. Computer Facility Access College computer facilities are available during regular posted hours. College IDs are required to use computer facilities. Those without a valid College ID will be asked to stop using computer facilities. Users must adhere to the rules posted at computer facilities. Resource Allocation College computer facilities are available to all users to support their activities in College programs. When demand for computer resources exceeds supply, the College observes a firstcome, first-served policy, with priority to faculty and st aff use for College purposes. Additional Prohibited Activities Fraudulent, harassing, threatening, discriminatory, sexually explicit or obscene messages and/or materials may not be transmitted, printed, requested or stored on Colleges computer systems. Users may not alter, steal or damage College information resources, data, software or hardware, or take any other actions that may 58 impair the network, including, but not limited to, the following: ● Users may not alter or degrade the abilities of others to access the College network or its resources. This may include mass e-mailings, restricting access to servers or the spread of viruses (by malicious activityor neglect). ● large numbers of the College community for reasons of safety or other matters of concern. Web Publications Use of any part of the College website, including personal web space provided by the College, should conform to generally accepted practices and coincide with the College Mission Statement. The content of any user-published material is governed by College policies and regulations. For example, publication of offensive, hateful or threatening content on the College website is subject to disciplinary action and/or criminal charges. Use of any College web resources for “for-profit” activities is strictly prohibited. For more information regarding this usage, see the WWW Usage Policy on the College website. Penalties Violation of any provision of the acceptable use policy may lead to corrective action. Such actions may include warnings, revocation of various network privileges for a finite time period, complete revocation of network privileges, termination of employment and/or expulsion. ● ● ● Users may not engage in bandwidthintensive activities or use software tools that circumvent College internet traffic controls. This may include network/multisession game playing, wide-band realtime cameras, downloading of MP3 files and heavy FTP usage or any software application designed to counteract the effects of the “packet shaper.” Users should contact ITS for authorization and verification of questionable usage. Users may not establish any server on the College network. This may include SMTP, internet, FTP or file servers. Users are prohibited from altering the network settings for any network-attached device. Users are prohibited from using any public or private peer-to-peer network for any reason. TELEPHONE POLICY E-mail E-mail access is provided to all users with network privileges. Questionable content, such as hateful or threatening e-mail, is expressly prohibited and could lead to criminal charges. Therefore, any and all applicable College policies and regulations pertain to the use of the e-mail system, especially in regard to e-mail content. Some activities seriously degrade system/ network performance and are prohibited in all circumstances. Forwarding chain mail and/or sending bulk or all-campus e-mail without permission from a cabinet member are two such activities. Members of the president’s cabinet may make exceptions for e-mail messages that must reach 59 College telephones are intended for business purposes. Both incoming and outgoing personal calls must be held to a minimum. Employee may not charge personal long distance or other personal toll calls to the College. Employees whose job responsibilities include regular or occasional driving and who use cellular or digital phones for business purposes are expected to refrain from using them while driving. Safety must come before all other concerns. Regardless of the circumstances, including slow or stopped traffic, employees are strongly encouraged to pull off the side of the road and safely stop the vehicle before placing or accepting Rev. 10/06 SMOKING POLICY The College is committed to a safe workplace and the good health of its employees and discourages the use of tobacco product s. Tobacco is a health hazard that costs the College money in the form of increased health insurance premiums. The College encourages all employees who smoke to stop and will provide assistance with smoking cessation programs. Contact the Office of Human Resources or Health Services for details. Smoking is permitted outdoors only, and only during scheduled breaks, meal times, and before and after work hours. Smoking is prohibited in all campus buildings and in all College vehicles. Taking excessive breaks to smoke, smoking in unauthorized areas, or improper use/disposal of smokeless tobacco or its byproducts will result in corrective action. a call. If acceptance of a call is unavoidable and pulling over is not a reasonable option, employees are expected to keep the call short, use hands-free options if available, refrain from discussion of complicated or emotional discussions, and keep their eyes on the road. Special care should be taken in heavy traffic; in inclement weather, or on unfamiliar routes When job responsibilities include regular driving and accepting of business calls, hands-free equipment must be used to facilitate the provisions of this policy. Employees whose job responsibilities do not specifically include driving as an essential function, but who use a cell or digital phone for business purposes, are also expected to abide by this policy. Under no circumstances are employees allowed to put themselves or others at risk to fulfill business needs. Violations of this policy will subject the offender to corrective action. Regardless of terms of this policy, employees must obey all state and local laws and/or ordinances regulating and/or restricting the use of communications devices while operating a motor vehicle. Rev. 10/06 SOLICITATION AND DISTRIBUTION OF LITERATURE Solicitation of employees for any reason or purpose other than College-sponsored charit able organizations or fund raisers is not permitted during work time or in work areas. Solicitation is permissible by employees during regularly scheduled breaks and meal times in non-work areas. Non-working employees may not solicit employees who are working. Distribution of literature is forbidden during work time and in work areas. Distribution of literature by employees is permissible only during nonwork time and in non-work areas. Work time does not include scheduled breaks and lunch periods. Questions regarding what is accept able, authorized or appropriate should be directed to the Office of Human Resources. This policy also prohibits guest s and visitors from soliciting and/or distributing literature on 60 campus without prior written approval from the president or his/her designee. SECURITY College safety and security personnel provide 24hour services to enhance the safety of employees, students and guests and to protect College property. The Dep artment of Safety and Security closely monitors the issuance of keys and vehicle registrations and provides services such as the Campus Escort program and assistance with unlocking and/or jumpstarting cars. Stealing, vandalism and other misuse of College facilities and property from both on- and offcampus sources are costly. College insurance does not cover personal losses due to theft, vandalism, etc. Each member of the College community is obligated to protect the campus by keeping offices, rooms and unoccupied laboratories locked, keeping windows closed and secured, and maintaining awareness of and communicating potential security problems. Employees must not enter locked rooms, offices, desks or files of other persons and departments. Without exception, unauthorized persons are not allowed in College vehicles or non-public areas of the campus. This includes off-duty employees and family members of on-duty employees. For assistance or to report problems, call the Safety and Security Department at x5388 or 5999. issued as required to perform their duties. Key deposits will not be required at the time of issue; however, employees will be required to pay for all keys not returned to the College, and will be responsible for the replacement costs of all lock cores required to be changed by the loss of the key(s). 3. Keys are issued to employees, including student employees, via requests made through the Department of Safety and Security. Each individual, to whom keys are issued, must sign a key contract which must also be approved by the department head responsible for the room/area requested. The following is the procedure to receive keys: a. The person requesting the key may obtain blank key contracts from the Department of Safety and Security, located at 1305 East St., or from the Office of Human Resources in Calvin Ulrey Hall, Room 210; b. The key contract must then be approved by the department head responsible for the area requested; c. The approved key contract is then taken to the Department of Safety and Security; d. Safety and Security will fill the key request and, under normal circumstances, the keys will be ready for pick-up within 24 hours from the time that the approved request is submitted. Keys are only to be issued for access to areas where need can be demonstrated. Individuals may not hold unauthorized keys. All employees, including student employees, must sign for keys in their Rev. 10/06 KEY CONTROL POLICY 1. The director of safety and security is responsible for key control and lock services. Lock services are provided by Physical Plant personnel. College employees, including student employees, are authorized to have keys 61 4. 2. 5. name through the Department of Safety and Security, if the key is to be issued to that person on a continuing basis; that is, for a period of more than two (2) days. Some departments and offices have control of keys which may be signed out for onetime, temporary use, i.e., less than 48 hours. Department heads are responsible for such keys. 6. The individual to whom a key is issued (key holder) is responsible for its use, or misuse, until the key is formally returned to the Department of Safety and Security. Keys must never be given or loaned to another person by any key holder. Master and/or sub master keys are NOT to be issued or signed out to students. Exceptions to this rule may be requested in writing to the director of safety and security. Loss, theft, or misplacement of a key or keys must be reported directly to the Department of Safety and Security and the Business Office immediately upon discovery that the key is missing. Key replacement authorization must be obtained from the department head who has authority over the area(s) accessed by the key. The key holder is responsible for a $25 fee per missing key. If it is necessary to replace lock cores, due to unaccounted key(s), the key holder may be held responsible for core replacement costs. Key holders may not duplicate College keys, or allow the keys to be duplicated, under any circumstances. Safety and security personnel are not authorized to unlock any area without the expressed consent of the individual(s) responsible for such area, or an authorized College official. 10. When a key is no longer needed, it must be returned to the Department of Safety and Security. Students must turn in all keys at the end of each academic year, or upon terminating enrollment if prior to the end of the year. All employees, including student employees, must turn in keys when the employment ends. Residents of College-owned housing must turn in their keys upon vacating the apartment. 11. In all residence halls, where an alternate system is in effect, numbered keys will be issued. For purposes of security, residents are required to have a key. Residents are encouraged to always lock their room doors. PARKING AND VEHICLE REGISTRATIONS Free employee parking facilities are provided around campus. For everyone’s protection and safety, employees MUST observe traffic signs and drive at slow speeds while in parking lots. Please be considerate and park only within the marked spaces, and in designated areas. All College employees must display a registration decal on each of their motor vehicles driven on campus. Registration is free to faculty and staff employees. The registration decal authorizes faculty and staff members to park in designated parking lots as well as general parking areas on campus. Employees may obtain parking decal(s) from the Department of Safety and Security. Only one decal per vehicle is required; a new decal each year is not necessary. All employees are subject to campus motor vehicle regulations and procedures as specified in the MC Source. The College is not responsible for theft or damage to vehicles while in the parking lots. The College does not control access to the campus or the parking areas, and assumes 7. 8. 9. Rev. 10/06 62 no responsibility for any loss or damage to vehicles when on campus. For protection, please lock vehicles and do not leave valuables in them. SEARCH POLICY To manage the College’s resources and prevent loss, the College reserves the right to search, inspect or examine all College property, including, but not limited to, desks, file cabinets, tool boxes, College vehicles, and electronic information, including e-mail. Additionally, the College reserves the right to search, inspect or examine all personal property (including vehicles) employees bring onto or take away from College property (including parking lots) if the College suspects theft or other illegal activity. An employee’s personal property will not be searched without first obtaining the employee’s consent. However, refusal by an employee to consent to a search, inspection or examination may result in corrective action up to and including discharge. Even a slight injury may develop into something more serious, so it must become a matter of record for workers’ compensation insurance or group insurance, whichever may apply. An accident report will be completed by the director of health services (college nurse). The original accident report will be submitted to the Office of Human Resources within 24 hours of the accident or the next workday. If the nurse is not on duty at the time of an accident or injury, the injured person should contact a security officer. The nurse will evaluate the employee’s injuries and will provide the immediate medical treatment necessary. If the nurse determines additional medical treatment is necessary, the nurse will refer the employee to Manchester Clinic for minor medical treatment and Whitley Memorial Hospital for complex treatment. Emergency Preparedness In case of a fire, medical, weather or police emergency, immediately call 9-911, and then contact the Department of Safety and Security at x5999. It is extremely important to contact security so security officers may assist emergency personnel with directions and support. The Physical Plant also should be notified concerning systems-related campus emergencies such as electrical, water or gas issues (x5061). The College’s Emergency Preparedness Plan is available for review in the Department of Safety and Security. Housekeeping An essential part of safety and fire prevention is the observance of good housekeeping practices. Clean and orderly work areas, uncluttered aisles, unimpaired exits and general neatness and orderliness is everyone’s responsibility. This extends to refraining from littering on campus or in parking lots. All employees are asked to conserve energy by turning off lights in areas when not in use. SAFETY All employees must perform their jobs in a manner that preserves their personal safety as well as the safety of co-workers. The College endeavors to provide a safe and healthy work environment for all employees. Safety must be a primary concern in every aspect of planning and performing jobs. The College is committed to protecting its employees from injury or illness in the workplace to the greatest extent possible. Employees that become aware of an unsafe or unhealthy work situation on campus should report the condition immediately to the appropriate department head, supervisor, or director of safety and security. On-The-Job Injuries On-the-job injuries should be reported to a supervisor immediately or as soon as possible. 63 Rev. 10/06 Military Family Leave Indiana’s Military Family Leave Act provides employees who are family members of a person on active military duty the ability to take up to 10 days of leave per year during one or more of the following periods: • Within the 30 day period before or after the family member’s active duty; • During the leave period of a family member on active duty The employee must meet the following eligibility criteria: • Must have been employed by Manchester College for at least 12 months • Must have worked at least 1500 hours in the 12 months immediately preceding the day the military family leave begins • Must be the spouse, parent, grandparent, or sibling of the service person Employees requesting Military Family Leave must request the leave at least 30 days in advance; unless the service person’s active duty orders are issued less than 30 days prior to the requested leave. Employees may use available Paid Time Off (but not sick days) before taking the leave as unpaid time off. Aug 07 Rev. 40.1