Dartmouth Employee Handbook
About This Handbook 4
Welcome to Dartmouth College 5
Our Mission 6
Our Core Values 6
Our Legacy 6
Principle of Community 6
History of Dartmouth College 7
The Ivy League 8
Where to Go for More Information 10
Information for New Employees 11
New Employee Orientation 11
Employment Eligibility 11
Dartmouth ID Card 12
Direct Deposit 12
Making Changes to Employee Information 12
Parking and Transportation 12
Emergency Preparedness and Protocols 13
Emergency Procedures 13
Weather Policy 13
Workplace Attire 14
Dining Facilities 14
Establishing Your Electronic Identity on Campus 15
Benefit Eligibility 17
Enrolling in Benefits 17
Making Changes in Benefits 18
Health and Welfare Benefits 18
Retirement Plans 21
Life Insurance 22
Dependent Life Insurance 22
Long-Term Care 22
Interest Free Loans 22
7% Special Benefit 22
Adoption Benefit 22
Faculty/ Employee Assistance Program (F/EAP) 23
Additional Services Provided by F/EAP 23
Working at Dartmouth 24
Timesheets and Payroll 24
Holidays and Winter Break 26
Scheduling Time Away from Work 26
Paid Time Off for Hourly Employees* 27
Paid Time off - Salaried Employees 29
Paid Absences from Work 30
Leaves of Absence 31
Workers’ Compensation 34
Workplace Expectations and Guidelines 35
Annual Performance Review 35
Code of Ethical Business Conduct 35
Electronic Communications 37
Indemnification of Employees 38
Lobbying and Political Activities 38
Consensual Relationships and Employment of Relatives 38
Affirmative Action and Equal Opportunity Policy 39
Sexual Harassment Policy 39
Drug-Free Campus and Workplace 39
Access to Employee Records 40
Corrective Action 40
Grievance Processes 41
Leaving Dartmouth 42
Workplace Safety 45
Ergonomics Assessment 45
Proper Disposal of Hazardous Materials 45
Traveling for the College 45
After Hours 46
Child Care Resources 46
Employee Discounts – DPerks 47
Health Awareness Program 48
Fitness and Lifestyle Improvement Program (FLIP) 48
Dartmouth Outing Club Resources 48
Athletic Facilities 50
Visual and Performing Arts 50
Rental of College Facilities 52
Campus Lecture Series and Presentations 52
Professional Development 54
Dartmouth Mentor Exchange 54
Tuition Assistance Programs 54
Other Educational Opportunities 55
Glossary of Terms 56
Important Contact Information 57
List of Acronyms 60
About This Handbook
The purpose of this handbook is to provide employees with information about employment policies
and resources. Although the material contained here in may be of interest to faculty, students, and
retirees, the primary audience for this handbook is non-academic staff. Policies described in this
handbook do not apply to students and in some cases temporary employees. Please also note that
policies in which an * appears after the heading do not apply to employees covered by a collective
Employees governed by a collective bargaining agreement can request a copy of their contract from
their local representative or Human Resources. Research and teaching faculty in Arts and Sciences
have a separate handbook maintained by the Dean of the Faculty office available at the following
Students have a handbook that is updated on a regular basis available on the Dean of the College
The policy and resource descriptions in this book are intended to provide an overview of key
information. If you have questions regarding a specific policy or resource, please contact either your
manager or your HR Consultant. Each HR Consultant is responsible for specific divisions – please
refer to the HR website www.dartmouth.edu/~hrs or call 646-3411 to learn which HR Consultant
supports your area.
NOTE: The policies contained in this handbook are not conditions of employment intended to create
a contract between the College and its employees. The College reserves the right to change or to
eliminate the policies in this handbook at any time without notice. The College also reserves the
right to change the content of this handbook at any time. Please see the online version of this
handbook to ensure that you are referring to the most current policies. Nothing in this handbook
constitutes a promise or guarantee of continuing employment or benefits.
Welcome to Dartmouth College
As Chief Human Resources Officer, I would like to welcome you to the Dartmouth Community. The
success, prestige and longevity of our institution would not be possible without the dedication and
hard work of our employees. The staff in the Office of Human Resources is committed to ensuring
that your transition to Dartmouth’s campus, culture and work environment is smooth and rewarding.
For those of you who are already a part of Dartmouth, I hope you will find this updated handbook a
useful resource and guide for referencing resources, benefits and policies.
The HR team influences the strategic direction of programs and services to promote quality work
experiences and optimize the potential of our workforce. To that end, the purpose of this publication
is to provide you with information on all aspects of Dartmouth life.
This handbook will provide employees with:
• opportunities and resources that are uniquely available to employees,
• information outlining workplace expectations,
• workplace safety policies, and,
• worklife and professional development resources.
This handbook is available online at www.dartmouth.edu/~hrs/handbook and will be updated
If you have any questions, comments or suggested improvements for this handbook please contact
the Office of Human Resources at 603-646-3411 or email Human.Resources@Dartmouth.edu
Traci K. Nordberg
Dartmouth educates the most promising students of this generation to be leaders of the next
generation with a faculty of scholars dedicated to teaching and the creation of new knowledge.
Our Core Values
We are committed to academic excellence and to a culture that encourages collaboration, creativity,
We expect faculty to embrace teaching and mentoring students with a passion and to be leaders in
the scholarly or creative work shaping their fields.
We welcome and respect difference and believe that diversity is a key strength of our shared sense of
community and contributes significantly to the quality of a Dartmouth education.
We recruit and admit exceptional students from all backgrounds, regardless of their financial means.
We foster a culture that instills a sense of responsibility for the broader community and the
We encourage the vigorous and open debate of ideas within a community that encourages mutual
Since its founding in 1769, Dartmouth has provided an intimate and inspirational setting for
distinguished faculty and talented students to come together in one of the finest academic
communities in the world. Dartmouth faculty contribute substantially to the expansion of human
understanding around critical issues. Dartmouth is committed to providing the best undergraduate
liberal arts experience in the world and is enriched by excellent, historic professional programs in the
Dartmouth Medical School (founded 1797), the Thayer School of Engineering (1867), the Tuck
School of Business (1900) and the graduate programs in the Arts and Sciences. Together they sustain
an exceptional learning environment that emphasizes independent thought, academic excellence, and
the lifelong pursuit of learning.
Pioneering programs and continuing leadership in computation and international education are
hallmarks of Dartmouth. The College provides a comprehensive out of classroom experience,
including service opportunities, engagement in the arts, and strong athletic, recreational, and outdoor
programs. Dartmouth graduates are marked by an understanding of the importance of teamwork, a
capacity for leadership, and their keen enjoyment of a vibrant community. Alumni/ae loyalty to
Dartmouth is legendary and their engagement is a defining and sustaining quality of the College.
Principle of Community
In June of 1980, the Board of Trustees endorsed the following "Principle of Community" for
The life and work of a Dartmouth student should be based on integrity, responsibility and
consideration. In all activities each student is expected to be sensitive to and respectful of
the rights and interests of others and to be personally honest. He or she should be
appreciative of the diversity of the community as providing an opportunity for learning
and moral growth.
This statement provides a basis for interaction between and among all members of the College, and
each of us is expected to be mindful of it in pursuing our own interests as members of this
community. (The Committee on Standards has ruled that the Principle of Community cannot be the
basis of a disciplinary hearing before the COS.)
History of Dartmouth College
The Reverend Eleazar Wheelock, a Congregational minister from Connecticut, founded Dartmouth
College in 1769. He had earlier established Moor's Charity School in Lebanon, Connecticut,
principally for the education of Native Americans. In seeking to expand his school into a college,
Wheelock relocated his educational enterprise to Hanover, in the Royal Province of New Hampshire.
The move from Connecticut followed a lengthy and sometimes frustrating effort to find resources
and secure a charter. Samson Occom, a Mohegan Indian and one of Wheelock's first students, was
instrumental in raising substantial funds for the College. The Royal Governor of New Hampshire,
John Wentworth, provided the land upon which Dartmouth would be built and on December 13,
1769, conveyed the charter from King George III establishing the College. That charter created a
college "for the education and instruction of Youth of the Indian Tribes in this Land ... and also of
English Youth and any others." Named for William Legge, the Second Earl of Dartmouth — an
important supporter of Eleazar Wheelock's efforts — Dartmouth is the nation's ninth oldest college
and the last institution of higher learning established under Colonial rule.
In 1815, Dartmouth became the stage for a constitutional drama that had far-reaching effects.
Claiming its 1769 charter invalid, the New Hampshire legislature established a separate governing
body for the College and changed its name to Dartmouth University. The existing Trustees, under
the leadership of President Francis Brown, challenged the action and insisted on the validity of the
charter and Dartmouth's continuance as a private institution free of interference from the state. The
case was argued in the United States Supreme Court by Daniel Webster, a graduate in the Class of
1801, who would go on to become a member of Congress and Secretary of State under Presidents
William Henry Harrison and Millard Fillmore. The landmark decision handed down by Chief Justice
John Marshall in February, 1819, affirmed the validity of the original charter. The Dartmouth
College Case, as it has come to be known, is considered to be one of the most important and
formative documents in United States constitutional history, strengthening the contract clause of the
Constitution and thereby paving the way for all American private institutions to conduct their affairs
in accordance with their charters and without interference from the state.
In over two centuries of evolution, Dartmouth College has developed from its roots on the colonial
frontier into a college that has a special character and a unique place in private higher education: an
excellent undergraduate program, small enough to ensure the intimacy of a classic liberal arts
college, with instruction provided by faculty members committed to undergraduate teaching; yet one
large enough to provide faculty depth and curricular breadth of a kind typically found only at
An Ivy League institution, Dartmouth College enrolls approximately 4,300 undergraduates in the
liberal arts and 1,200 graduate students. Drawing faculty and students from around the world,
Dartmouth is committed to advancing the principles of liberal education within a diverse community
of students, teachers and scholars. In addition to 16 graduate programs in the arts and sciences, it is
home to the nation's fourth oldest medical school: the Dartmouth Medical School, founded in 1797;
the nation's first professional school of engineering: the Thayer School of Engineering, founded in
1867; and the first graduate school of management in the world: the Tuck School of Business,
established in 1900.
The Ivy League
The Ivy League is made up of eight schools located in the northeast. Originally created as an athletic
conference, the meaning has changed over the years to refer to these eight private institutions which
are some of the oldest in the US and which have a reputation for academic excellence and a
competitive admissions process.
The Ivy League schools are: Brown University, Columbia University, Cornell University, Dartmouth
College, Harvard University, Princeton University, University of Pennsylvania and Yale University.
Calendar of Important Campus Dates
Convocation – September
Homecoming Weekend - October/ November
ArtWorks Festival – September/ October
Fall Services Fair - October
Dartmouth Night – October/ November
Tree Lighting / President’s Holiday Reception – December
Hood Holiday Open House – December
Winter Carnival – January / February
Administrative Professionals Day - April
Green Key Weekend – May
Alumni Council Weekend – May
Commencement – June
Staff Service Awards – June
Ice Cream Social – July/ August
Where to Go for More Information
Daily events are posted on the Dartmouth event calendar available at:
Additional information regarding campus resources is available on the HR website at:
www.dartmouth.edu/~hrs and on the jobs website at: http://jobs.dartmouth.edu.
Information for New Employees
New Employee Orientation
New employee orientation provides a broad overview of the College’s history and organizational
structure as well as information regarding benefits and resources available to employees. Its goal is
to provide new employees with the information and resources they need to successfully transition
into the Dartmouth workplace.
Orientation is held every week between July and October. Orientation is held every other week
between November and June. All regular employees are expected to attend new employee
orientation within the first month of employment.
Your orientation session will cover the following:
• Overview of benefits packages available to you (both retirement and health & welfare) and
how to enroll in self-selected benefits packages
• Introduction to your HR Consultant, including how and under what circumstances their
services can be most valuable to you.
• Overview of Dartmouth’s commitment to diversity
• The process of establishing your electronic identity on campus (email, Oracle Calendars,
• Getting your Dartmouth College ID Card (DCID)
• Additional information about departments and services you may need during the course of
employment is also covered during this session.
If orientation is held on your first day you will be asked to fill out an I-9, W-4 and employee
information form (more information about these forms below).
All employees are required to provide proof that they are eligible to work in the US on their first day
of work and complete an I-9 (employment verification form) with either an authorized person in
their division (your hiring manager can direct you to the right person) or at the HR or EIS/ Payroll
offices. Only specific forms of ID are acceptable to complete this form. More information and a full
list of acceptable forms of ID are available at the following website:
All employees should complete W-4 forms as soon as possible prior to the first payroll cycle. Please
note that employees residing in Vermont should complete the Vermont W-4 form located at the
bottom of the Employee Information Sheet.
Federal W-4 Form: http://www.irs.gov/pub/irs-pdf/fw4.pdf
Employee Information Sheet: http://www.dartmouth.edu/~control/payroll/employee_info_form.pdf
Dartmouth ID Card
All regular Dartmouth employees are entitled to a Dartmouth ID card. Some departments require
employees to wear the ID card as a badge. Please check with your supervisor to see if this is the case
in your department. Once activated, the ID cards can be used as a credit card in the dining facilities,
at libraries across campus to borrow books, journals, CDs and DVDs, for discounts to performances
and movies at the Hopkins Center and to access the gym and enter buildings. Your ID card can also
be used to receive discounts at local merchants and national companies participating in the DPerks
program (more info later).
The employee information form (available at:
http://www.dartmouth.edu/~control/payroll/employee_info_form.pdf) is used to update employee
information related to name or address change, W-4 for the state of Vermont and direct deposit.
Although direct deposit is not required the College strongly encourages all employees to take
advantage of this option.
Making Changes to Employee Information
Changes to your address, name, bank information that would effect direct deposit or VT W-4 should
be communicated to the EIS/ Payroll Office via Employee Information Form (see link above). Please
remember to fill out this form whenever there is a change in your information.
Parking and Transportation
The College provides parking options to all employees. All employees wishing to use main campus
parking facilities must register their vehicles with the Parking Office. Employees located in Centerra
or other locations do not need to register their vehicles unless they will be spending a majority of
their time working on the main area of campus. Dartmouth Medical School employees working at
the Dartmouth-Hitchcock Medical Center should check with the parking office at the hospital about
New employees can register their vehicles at new employee orientation or register at the Parking
Office located at 37 Dewey Field Rd. There is a parking fee that may be deducted directly from your
paycheck for regular/full-time employees. Second and third shift employees must register (no
charge). There is a $50.00 fine for any employee failing to register who is found parking in campus
lots. Employees living in College rental housing must also register their vehicles. Parking
registrations are renewed annually in June. Due to the location of the parking lots relative to campus
buildings, free shuttle buses run every 10 minutes from each parking lot.
Parking registrations are renewed annually prior to June 1. Please note that at certain times of the
year, including days on which students are moving in or out of College housing, allow extra time for
Contact: The Parking Office is located at 37 Dewey Field Rd. 646-2204.
Campus map with parking information: http://www.dartmouth.edu/~maps/
Local public transit systems are available free of charge to Dartmouth employees. More information
about these companies and a map of their routes is available at:
Employees that commute exclusively on public transportation are eligible for a credit for their
“unused” parking space through the Transportation Demand Management (TDM) program. For
more details please contact the Parking Office.
Emergency Preparedness and Protocols
While Dartmouth College is in the process of developing more robust institutional response plans to
unanticipated emergency situations, we would encourage employees and departments to take the
following minimal actions:
• Supervisors and managers, as a minimum, should have the home phone numbers and
physical addresses of their employees.
• Employees should have the home phone number for their respective supervisor and next-
Employees should dial 911 for any situation that requires immediate police, fire, or medical
response. Immediately after calling 911, employees should report the emergency to the Department
of Safety and Security at (603) 646-4000. For employees located at DHMC who are in immediate
need of security assistance, Security can be reached by any of the following four methods: 1)
activate a Duress Alarm button in your area, 2) call the hospital operator at 5555, 3) call 5-7896
during office hours or, 4) activate the Emergency Call Box (Lot 20).
Calling the Department of Safety and Security in every instance of a possible campus emergency is
essential. With prompt notification, security officers can respond promptly to the situation. They
can also quickly alert other offices and individuals within the institution who need to know about
campus emergencies in order to carry out their emergency-management responsibilities.
Employees who require special assistance in emergencies should review the Special Assistance
Needs and Disability Emergency Building Evacuation Plan found online at:
Dartmouth’s scheduled operations are rarely interrupted due to inclement weather because it has a
predominantly residential student population and both the College Health Service and Dartmouth
Medical School providers are needed for certain critical patient services. Even in inclement weather
conditions, employees should assume unless they receive further notice that operation will continue
on a “business as usual” basis. This policy governs declaration of a weather-related schedule change
as well as employee timekeeping during episodes of inclement weather when the College continues
regular operation and in the rare circumstance when it does not. Departments may have customized
policies governing operations during inclement weather. Please check with your supervisor to learn
about policies in your area.
When the College Maintains Normal Operations: Employees who come in late, leave early, or are
absent because of weather conditions may either make up the lost time during the same workweek
or, if that is not possible, charge the time lost against available personal or vacation leave balances.
Employees who are unable to come to work because of severe weather conditions should notify their
supervisor as early as possible following department procedures. Employees who want to leave early
because of the weather must obtain the permission of their supervisors.
When the College Curtails Normal Operations: A decision to curtail operations may only be
made by the President or the Provost; it is not to be made on an ad hoc, department-by-department
basis. Employees will be notified of curtailed operations as early as possible by means of all
available media. Curtailed operations means that all non-essential** functions should operate with
limited staff or close entirely. Curtailed operations may involve delayed opening, early closure, or
cancellation of all but essential services.
In those infrequent instances when the College curtails normal operations, employees will be
compensated for their time as if they had been present for work during their entire regular workday
schedule. Supervisors will insure that timesheets reflect hours not worked under curtailed operations
conditions as “other” time and fully compensable.
**Essential functions are those needed to maintain core student services when the College is in
regular session and those needed to maintain campus safety and security and vital patient services at
all times. Please check with your supervisor if you are unsure of whether or not your position is
considered “essential” in an emergency or inclement weather situation. Every department should
have a contingency plan, approved by the area’s dean or vice president, that identifies which services
are essential and when.
General notice of curtailed operations will be made via:
• The Dartmouth College website (www.dartmouth.edu);
• Local broadcast media;
• Campus-wide BlitzMail messages; and
• A recorded message at a College toll-free Inclement Weather Phone Line: 1-888-566-SNOW
Dartmouth employees should appear neat, clean, and dressed appropriately for the work being
performed. In some cases, safety gear or uniforms are required. Please check with your supervisor
for more information on workplace attire expectations and requirements in your area.
Employees can opt to activate their ID cards for use in Campus dining facilities.
Central campus dining facilities are located in the Collis Center, Thayer Dining Hall, Byrne Hall in
the Tuck School of Business, Café North at Dartmouth Medical School, Novak Café in Baker-Berry
Library, and the Courtyard Café located in Hopkins Center (please see map below).
Dining facilities’ hours of operations are subject to change based on the academic schedule. Please
visit http://www.dartmouth.edu/~dds/index.html for more information, including daily menus.
Establishing Your Electronic Identity on Campus
Blitzmail is the primary email system used across campus. However, you can request that
alternative software be installed on your computer. Alternative software options include Outlook
and Thunderbird. The benefit of using blitzmail is the blitz bulletin feature that allows programs,
clubs, and offices to post bulletins about current lectures, exhibits, performances, and other
events. If you have questions about this, please contact your computer consultant. More
information on Blitzmail is available at:
http://www.dartmouth.edu/comp/support/library/software/email/blitzmail/. When off-campus
you can access blitzmail at: https://webmail.dartmouth.edu/.
Oracle Calendar is used by a large percentage of employees in administrative positions. The benefit
of using this software is that you can more easily schedule meetings with large groups of people by
seeing their availability. Users can set their preferences so that the meeting title is not visible but the
time appears busy. For more information on this and other College-supported scheduling software
please contact your area’s computer consultant. More information can also be found here:
When off-campus oracle calendar can be accessed at the following website:
Other Software Resources
The College’s computing website has a wealth of information including troubleshooting resources
and links to download College-supported productivity software. A full list of administrative software
can be accessed at http://www.dartmouth.edu/comp/support/library/admin/index.html.
The College Directory includes only work-related information about faculty and staff as well as
limited information about students. For faculty and staff, the directory lists name, working title,
department, office location, on-campus (Hinman) mail address, telephone, and email address.
Directory listings can be edited or modified by clicking on the "Log in to maintain your Directory
listing" button on the Directory home page. Instructions on how to manage your Directory listing
once on the maintenance page are available here:
Inclusion in the Dartmouth College Directory is entirely voluntary: faculty, staff, emeriti, and
students all have the ability to opt out of this directory. Opt-out options appear at the bottom of the
individual maintenance screen.
All work areas are equipped with a VoIP (voice over internet protocol) phone. This means that the
phones are connected through the Ethernet jack in each work area which provides enhanced features
Specific information about our phone system is available online at:
Calls made from an on-campus phone to another on-campus extension only need to dial the last 5
digits of the phone number. For example to dial the Human Resources office from another on-
campus phone that starts with 646 you only need to dial 63411. College phone extensions that begin
with 653, 643 or 650 require dialing the entire number as if making a local call. A link is available
on the network services website that provides information on how to dial off-campus from an on-
campus phone: http://www.dartmouth.edu/comp/resources/network/telecom/fac-staff/dialing.html
Dartmouth offers a generous and comprehensive benefits program that covers traditional health and
welfare benefits, retirement, and unique work-life balance programs. Many of these benefit plans are
available to same-sex partners who have completed and submitted the Affidavit of Domestic
Partnership. Specifics of the plans are reviewed at orientation, and more detailed information, such
as summary plan descriptions, can be found on the HR website. If you have any questions or would
like to meet with a representative from Benefits, please call 603-646-3588 or email
Regular employees are eligible for all benefits, subject to the qualifying requirements of each plan.
Salaried employees must be working at least half-time, in positions of at least 9 consecutive months
duration each year. Hourly employees must be working 20 hours each week in positions of at least 9
consecutive months duration each year. When working less than full time, regular, benefits-eligible
employees receive pro-rated benefit credits according to their percentage of working full time.
Temporary employees, and regular employees working less than half time (or less than 20 hours) or
less than nine months duration each year, are not benefits eligible. They can also elect to participate
in a supplemental retirement account. In addition, regular employees who are not benefits eligible
are covered under travel accident insurance and qualify for paid time off.
Dependents and Dartmouth’s Definition of a Family
Certain benefit plans at the College provide coverage for family members of benefits-eligible
employees. Family members include: spouses, children, step-children, same sex domestic partners,
and children of same sex domestic partners.
The definition of “family” at Dartmouth College has been extended to include same-sex domestic
partners and their children. The College intends same-sex domestic partners to be treated in a
manner fully equitable to married spouses in all aspects of College life, to the fullest extent
permitted by law. The general rules and regulations governing benefits eligibility also apply to same-
sex domestic partners.
Information about benefit plans for all employees can be found at the following link:
Enrolling in Benefits
Newly hired or newly benefits-eligible employees must elect coverages within 30 days of their hire
date or 30 days from their notification to enroll in benefits. If no plan is chosen within 30 days, they
will be enrolled in default coverage. Newly eligible faculty and staff are invited to an initial
orientation program to learn about their available benefit choices. Employees enroll in benefits
through our FlexOnline program. New employees are provided with log-on information and can
elect and view benefit options relating to health and welfare and retirement benefits.
FlexOnline allows instant access to benefit elections during the annual open enrollment period each
fall and qualifying benefit changes can be made during the year. The program also provides
employees with the ability to update dependent information online and offers links to medical and
dental plan providers: CNA for long-term care insurance and Fidelity, Calvert, and TIAA-CREF for
individual retirement savings plans. There is also the ability to name and update beneficiaries and
print a confirmation statement of individual benefit elections.
Making Changes in Benefits
After initially enrolling, employees may elect a change in coverage under any of the plans only
during the annual Dartflex open enrollment period or if they have a qualified change in status.
A qualified change in status includes:
• Divorce, legal separation, annulment of marriage or revocation of domestic partnership;
• Death of a spouse, child, or domestic partner;
• Birth, adoption or placement for adoption of a child;
• Gain or loss of custody of a dependent;
• Termination or commencement of employment by an employee, spouse, domestic partner, or
• A change in work schedule for the employee, or their spouse, domestic partner or a
dependent, (for example, from full-time to part-time employment or vice versa) that affects
the availability of coverage;
• Significant changes in an employee’s spouse’s, or domestic partner’s non-Dartmouth
medical, dental, or life insurance coverage; and
• A dependent’s satisfying or ceasing to satisfy the requirements for dependent status due to an
increase in age or a change in student status.
Open Enrollment Periods
The college has an annual benefits enrollment period, known as Open Enrollment. This occurs each
fall and provides employees with an opportunity to review and make changes to their benefits
enrollment for the following calendar year. Enrollment is done electronically via a web-based
Health and Welfare Benefits
Dartmouth offers a variety of health and welfare benefits to employees. Our flexible benefits
program allows employees to choose the type of medical, dental, vision and life coverage that is
right for them and their families. We also offer a Flexible Spending Account (FSA) option that
allows employees to use pre-tax accounts to pay for certain health and dependent care expenses.
The College offers three different health plan choices covering medical needs ranging from
catastrophic expenses to preventative and routine care. You can elect either the Indemnity plan;
Preferred Blue, a Preferred Provider Organization (PPO) plan; or Blue Choice, a Point-of Service
(POS) managed care plan. All plans are administered by Anthem Blue Cross and Blue Shield of
PPO and Indemnity Comparison Chart
POS Comparison Chart
Dental coverage is a separate benefit election from medical benefits. Dartmouth offers the Premier
dental plan, through Northeast Delta Dental. The plan provides for preventative, restorative, and
prosthodontic coverage. This dental plan does not have a deductible payment, instead, employees
pay a coinsurance fee based on the type of treatment they receive:
• 0% - preventative care
• 20% - restorative care
• 50% - prosthodontics
Please visit https://www.eligibility.nedelta.com/ for more information.
Employees who elect the PPO health plan are covered by that plan for eye exams. The POS plan
provides coverage for an annual eye exam as well as reimbursement for frames, lenses and contacts.
Employees who elect the dental plan can also take advantage of the vision discount program offered
through Delta Dental. This plan provides discounts on eye exams as well as a discount of up to 35%
off eyewear at vision care providers (including LensCrafters, Pearle Vision, Target Optical and Sears
Optical). Please visit http://www.eyemedvisioncare.com/deltadental for more information on this
Prescription Drug Coverage
Each of the three medical plans offers coverage for generic, formulary, and non-formulary
prescription drugs. Employees who have Blue Choice or Preferred Blue coverage can also take
advantage of a program through Anthem that offers a mail order plan through which you may obtain
a 90-day supply at the same co-pay as a 30-day supply. Call 1-800-962-8192 or visit Anthem's Web
site at http://www.anthemprescription.com.
Employees should also note that they can save on prescription costs by opting for generic drugs.
Generic drugs have the same active ingredients as the brand-name counterpart, but they are normally
only available after the patent protection expires on the brand-name drug. The brand-name drug is
also only made by one drug manufacturer and may have patent protection.
Flexible Spending Accounts (Health Care or Dependent Care)
Flexible Spending Accounts (FSAs) permit you to pay for uninsured health care expenses or
dependent care expenses with pre-tax dollars through health care or dependent care flexible spending
accounts. A tax-deferred account can be established for up to $5000 per household for either or both
accounts in the calendar year. You can use a medical flex spending debit card or submit claims for
eligible health services not covered by medical or dental insurance. You can submit paper claims for
reimbursement for eligible day care expenses.
Employees participating in any Dartmouth employee health insurance plan can receive up to $200
reimbursement for the cost of joining a participating health club. The fitness reimbursement form
can be found at: http://www.dartmouth.edu/~hrs/pdfs/reimbursement_log_card.pdf.
Dartmouth makes regular, age-based retirement contributions to a 401(a) retirement plan based on a
percentage of salary to regular, benefits-eligible employees. No contributions are required from the
employee. There are three companies in which to invest the contributions: TIAA/ CREF, Fidelity
Investments, and Calvert Group. It is necessary to continue working at the College for three
consecutive years to be vested in this plan.
Supplemental Retirement Account (SRA)
Employees can make voluntary tax-deferred contributions to a 403(b) retirement plan to increase
their retirement income. These voluntary contributions belong solely to the employee – no vesting
In addition to retirement income, eligible retired employees can elect to have retiree medical
coverage and to receive a College-paid death benefit. Employees should contact the Benefits Office
in the Office of Human Resources three months prior to their planned retirement date.
For more detail regarding retiree benefits please contact the Benefits Office or view the retiree
medical plan description here: http://www.dartmouth.edu/~hrs/benefits/index.html.
Life insurance is available to eligible employees and is administered by MetLife. All benefits-
eligible employees are covered up to $5000 by the College. Employees have the option of electing
additional coverage through pre-tax contributions to the plan.
Dependent Life Insurance
Employees can also elect dependent life insurance. The coverage amounts are $25,000 for spouses or
same-sex domestic partners and $10,000 for each child.
Dartmouth offers a group Long-Term Care plan through CNA Insurance Company that permits you
to purchase insurance to pay benefits in the event you become unable to care for yourself. You pay
the premiums on an after-tax basis out of your pay.
Interest Free Loans
The College offers interest-free loans to employees for emergency situations. Hourly paid staff can
request up to $500 per year and salaried staff can request up to $2000 per year. Repayment is made
within a year of approval through direct payroll deductions. Due to funding restrictions there is a
mandatory two-year waiting period between approved loans. Requests should be made in writing or
through email to the Benefits Office and are subject to approval. Please include your name, reason
for the request, and the amount requested. If you are interested in taking advantage of this benefit
please email Human.Resources.Benefits@Dartmouth.edu
7% Special Benefit
Salaried staff age 40 and older receive an additional 7% of base salary. This money can be taken as
taxable income, contributed to an SRA, or because it is added to salary, can be used to pay Dartflex
costs that exceed the Dartflex contribution received from Dartmouth.
Full-time eligible employees can be reimbursed up to $5,000 for expenses related to the adoption of
a child. The maximum reimbursement per adoption transaction is $5,000. (If more than one child is
adopted during a single adoption process, the maximum reimbursement is $5,000.) This benefit is
pro-rated for employees working less than full time. The payment, which is made through the
employee’s paycheck, can be paid out in a lump sum or in smaller amounts as the employee pays the
To apply, employees should contact the Benefits Administrator at 646-1296.
Faculty/ Employee Assistance Program (F/EAP)
The Faculty/Employee Assistance Program (F/EAP) is a free, confidential, professional counseling
service for members of the Dartmouth College faculty and staff and their families. Up to eight
counseling sessions are provided annually, and usually these can be scheduled at a time convenient
for the employee/family member. Additional sessions can be scheduled for new problems that may
arise. The F/EAP reflects a commitment on the part of the College to assist employees seeking help
in resolving any problem, whether personal or vocational, that ultimately may affect job
performance. The program is staffed by 2 licensed counselors and a program assistant. The office is
located on the second floor of the Nugget Arcade, suite 204. Visits, however, are not office bound.
Counselors can meet in settings that may be more comfortable or convenient than the office. Also,
there are satellite offices located at the Tuck School, HOP, Centerra, DHMC, and Baker-Berry
Library. A F/EAP counselor is on site at each of these locations once per month.
Additional Services Provided by F/EAP
F/EAP offers the following services and resources to all employees and their families:
• BlitzMail bulletin containing helpful suggestions, bibliographies, and community resource
• Referral resources (e.g., mental health providers, attorneys, agencies, community programs)
• Resource library containing books, articles, and pamphlets on a variety of topics
• Consultations for supervisors and administrators around any topic that impacts the workplace
• Working with Departments on team building, organizational structure, and employees-
reentering the workplace after a leave of absence
• Educational programs and/or discussion groups
Telephone: 646-1165 (24 hour line)
Working at Dartmouth
Timesheets and Payroll
Timesheets are used to record and track hours worked as well as vacation and personal time used by
hourly paid employees. Electronic timesheets can be obtained by the “timekeeper” in each office and
are submitted on the Monday prior to the Friday pay-date. The payroll schedule can be found at:
Payroll runs bi-weekly for hourly-paid employees and monthly for salaried employees.
The College determines daily and weekly work schedules based on each department’s operational
needs. Such schedules may be changed at the discretion of the College to suit varying conditions.
Hourly (non-exempt) employees are normally scheduled to work 7.5 hours/day, or 8 hours/day,
depending upon the department/position schedule, but this shall not be construed as a guarantee of
hours of work per day, or per week, or as a limitation on the right of the College to require
reasonable amounts of overtime work. The number of hours in an employee’s workweek does not
include the lunch period, unless the person is actually on duty during that time.
Salaried (exempt) employees are expected to give full professional attention to the work and to
normally be available during business hours. As role models to other staff, salaried employees are
expected to use College resources, including time, wisely. While their hours may fluctuate to meet
department expectations, employees may be required to work evenings and weekends and to travel.
Should a salaried employee find him- or herself working excessive hours over a long duration, he or
she is encouraged to discuss priorities and resources with department or divisional leadership.
According to NH law, an hourly employee who works more than 5 consecutive hours will have at
least a 30-minute unpaid lunch or eating period. Working through break/lunch period must be
authorized by a manager and an employee must be paid for all hours worked.
Within a 24-hour period there are 3 typical work shifts/schedules that an employee may be asked to
work. The majority of positions at the College work the first shift. In some instances due to the
nature of the work, the College must employ people over the full 24-hour period. In these cases,
where a second-or third-shift work schedule is clearly defined and occurs on a regular basis, the
College will add a premium to the hourly paid employee’s base rate of pay, referred to as a shift
differential. Definitions of second and third shifts generally follow (these may vary depending on
• Second Shift: 4:00 p.m. to midnight
• Third Shift: midnight to 8:00 a.m.
Adjusted Work Schedules*
Employees may request permission to work a “non-standard” schedule to facilitate ride sharing or
public transportation, or for other personal reasons. Department heads are encouraged to give
favorable consideration to requests for “adjusted schedules,” provided:
• Departmental efficiency is not adversely affected;
• Regular office hours of the department are not curtailed; and
• Undue burdens are not placed on other employees or supervisors.
Employees should direct requests for an adjusted work schedule to their immediate supervisors and
make these requests well in advance of the desired effective date. If approved, the revised schedule
is considered to be the regular work schedule of the employee. Any further changes in working
hours, aside from variations due to emergencies, require the same approval procedure.
Dartmouth’s overtime policy applies only to hourly-paid employees not covered by a collective
bargaining agreement. Work in excess of 40 hours per workweek is considered to be overtime. The
employee will be paid at 1½ times his or her hourly rate for each hour he or she has worked beyond
the 40 hours in a workweek as specified by the Fair Labor Standards Act (FLSA). Dartmouth’s
workweek for payroll purposes is Sunday through Saturday. Holiday, vacation, and other types of
paid leave are counted as hours worked for the purposes of computing overtime. In no event will
overtime premium rates of pay (with the exception of shift differentials) be duplicated or pyramided.
This means that when an employee’s particular work falls within two or more overtime or other
premium classifications, he or she will be paid only the highest applicable single overtime or other
Employees should submit overtime hours on their regular timesheets as time worked. Additionally,
employees are expected to notify the supervisor of the need to work overtime in advance. The
supervisor will approve or decline the request.
The biweekly pay period runs 14 consecutive days and begins at 12:01AM Sunday and ends at
11:59PM Saturday. Staff in hourly-paid positions are paid every other Friday, based on the payroll
schedule (see link in “timesheet and payroll” section). When a payday falls on a holiday, paychecks
will be issued on the preceding workday.
The monthly pay period begins on the first calendar day of the month and ends on the last calendar
day of the month. Staff in salaried positions are paid on the first day of the month. If the first falls on
a holiday or weekend, the funds may not be available until the next workday, dependent on your
If an hourly employee discovers a mistake in their timesheet or needs to revise their hours for any
reason, a revised timesheet must be submitted. The revised timesheet should reflect the correct
number of all hours using the correct pay period ending dates. Please indicate “Revised” at the top of
the timesheet. Payroll processes any corrections with the next payroll when submitted by the
Holidays and Winter Break
Dartmouth College provides the following paid holidays to all regular employees scheduled to work
on these days:
New Year’s Day
Thanksgiving Day and the Friday after Thanksgiving
The day before or after Christmas Day
1) Because of special work requirements, certain departments have historically observed President's
Day in lieu of the day after Thanksgiving or a day before or after Christmas Day. An hourly
employee wishing to observe any holiday not part of the College's regular holiday cycle has at his or
her disposal, the 11 days of Personal Leave per year, as described in the Paid Time Off policy.
2) Employees with Alternate Schedules
Employees with alternate schedules will receive the equivalent number of hours they were scheduled
to work that day to take as a holiday at another time.
In recognition of Dartmouth employees’ dedication, every year regular employees receive a break
between the fall and winter terms. These days are designated as break days by the Office of Human
Resources and are determined on a yearly basis. Employees who are required to work during break
are entitled to take alternate break days until June 30. Winter break days are posted on the Human
Resources website: www.dartmouth.edu/~hrs/news/winterbreak.index.html.
Hourly employees recording time off on their timesheet should record holiday hours under the
“holiday” column on the timesheet and record break days under the “other” column on the timesheet.
Please refer to the human resources Web site for yearly updates on winter break and holidays.
Scheduling Time Away from Work
Dartmouth offers several types of paid time off and leaves of absence (see Paid Absences from Work
and Leaves of Absence) in addition to vacation and personal time. We encourage our employees to
take advantage of our generous vacation package so that they can return to work rested and
Paid Time Off for Hourly Employees*
This policy does not apply to employees covered by a collective bargaining agreement.
An hourly employee uses personal time to cover days off due to personal reasons. Employees may
use personal time when they arrange for it in advance. To use personal time, the employee must call
in or otherwise notify their supervisor each time they are absent for any reason. If they fail to do so,
the supervisor may deny them the use of personal time. If an employee is absent for more than three
consecutive workdays without notifying their supervisor, they are considered to have voluntarily quit
Personal time can be taken in whole day or hourly increments. For example, if an employee has an
appointment at 8AM, he or she can take 8 to 10 AM as personal time and work the rest of the shift
(10 to 5) at the normal hourly rate—thereby using two hours of his or her personal time.
At the beginning of each fiscal year, an employee’s paid time off allotment is credited with 11
personal time days. Personal time should be used by the last day of the last pay period of the fiscal
year (including the July 1st pay period). When an employee starts employment they are credited
personal time for the remainder of that fiscal year. Their credited personal time is based on the
Allowance within the First Fiscal Year of Employment from Date of Hire
July 1–September 30 = 10 days
October 1–December 31 = 8 days
January 1–March 31 = 5 days
April 1–June 30 = 2 days
Changes/ Corrections to Recorded Personal Time
Please check your pay stub each pay period. If personal days have been incorrectly recorded please
notify your supervisor. Payroll/EIS must be notified within 30 days of the pay date in which the
personal days are incorrectly recorded to change the status.
Unused Personal Time
At the end of the fiscal year, an employee can carry over up to five days of personal time into the
next fiscal year, resulting in a maximum allowance of sixteen days a year.
Unused personal time is not payable at termination and may not be used as the final day of
employment. Personal time cannot be taken during the period of termination notice without the
express approval of his or her supervisor in consultation with Human Resources.
Hourly employees are credited at the beginning of each fiscal year with vacation time in accordance
with the following schedules:
Hourly Employees–Continuous Service as of July 1
Under 1 year = 1 day for each month of service, with a maximum of 10 days
1–3 years = 10 days
3–15 years = 15 days
15+ years = 20 days
Non-Union Service Employees–Continuous Service as of July 1
Under 1 year = 1 day for each month of service, to a maximum of 10 days
1–5 years = 10 days
5–12 years = 15 days
12–20 years = 20 days
20+ years = 25 days
An employee’s annual allowances will further be based upon the scheduled hours per week and
actual months the employee worked during the previous fiscal year. An employee does not earn for
the period he or she is either on an unpaid leave of absence, laid-off, or working in a temporary
status. Employees should use vacation time by the last day of the last pay period of the fiscal year.
During the anniversary month in which a regular, hourly employee completes 3 or 15 years of
continuous service; or a non-union service employee completes 5, 12, or 20 years of continuous
service; additional vacation will be granted on a pro-rated basis depending upon the month in which
the employee was hired.
Anniversary Month Additional Vacation Eligibility
July–September = 5 days
October = 4½ days
November = 4 days
December = 3½ days
January = 3 days
February = 2½ days
March = 2 days
April = 1½ days
May = 1 day
June = ½ day
Employee vacation schedules are subject to the department’s work requirements and employees
must have advance supervisory approval. Unused vacation may not be carried over from one fiscal
year to the next. Pay in lieu of vacation is not allowed, except at termination of employment. If a
paid holiday falls within a vacation period, that day is counted as a holiday rather than vacation. An
employee should not take vacation time just prior to termination of employment.
Changes/ Corrections to Recorded Vacation Time
Please check your pay stub each pay period. If vacation days have been incorrectly recorded please
notify your supervisor. Payroll/EIS must be notified within 30 days of the pay date in which the
vacation days are incorrectly recorded to change the status.
When department operations or some other significant circumstance precludes an employee from
using their vacation time during a particular year, a supervisor may request a carry over into the
following fiscal year. Requests should be made in writing by the supervisor to their human resources
consultant and include the number of hours and the reason employee was unable to use the hours.
Requests should not be based solely on the employee not wanting to lose unused hours.
Vacation at Termination
Employees are discouraged from using vacation during their notice period and may not use vacation
on their final day of employment.
Vacation when Rehired
Employees rehired into a regular position within one year from date of termination from Dartmouth
College will have their last vacation schedule restored upon rehire.
Personal / Vacation and Holiday Pay
Personal and vacation leave are paid at the regular employee’s straight-time base rate (plus any
applicable differential) in effect at the time the absence occurs. Regular benefits-eligible employees
are paid only for holidays which are observed by the College on days they are normally scheduled to
work. Employees who have work schedule that necessitate working on a College holiday are paid at
a premium holiday rate or two-times the hourly rate for each hour worked on that day. Employees
are not eligible for holiday pay while on paid leave of absence.
Paid Time off - Salaried Employees
Regular salaried staff are credited with 22 days of vacation per fiscal year (July through June). The
College encourages employees to take their vacation time in each fiscal year (July through June).
When department operations or some other significant circumstance precludes an employee from
using their vacation time during a particular year, a supervisor may request a carry over of time into
the following fiscal year. Requests should be made by the supervisor to their human resources
consultant and include the amount of time and the reason the employee was unable to use the time.
Requests should not be based solely on the employee not wanting to lose unused time.
Vacation at Termination
Employees are discouraged from using vacation during their notice period and may not use vacation
on their final day of employment.
Vacation During the First Year of Service
Vacation time is accrued at a rate of 1.83 days per month from the date of hire for use during the
following fiscal year. Managers are strongly encouraged to be flexible with employees during their
first year of service and allow them to borrow from the following year’s bank of vacation days if
Personal or Sick Time
Salaried employees are not granted additional time off for personal or sick time because their work is
not tracked on an hourly basis. Employees are encouraged to request such occasional needs for time
off with their managers in advance when possible, when time is needed for personal reasons that
cannot be scheduled outside of the normal workday (e.g., appointments, errands, time off with sick
family members, and so on) or for personal illness. This time off is approved at the manager’s
discretion. Although there is not a specified amount, managers may address excessive time off
through the corrective action process or by granting the employee time off without pay. After 10
consecutive days of personal illness, the employee may apply for short-term disability (See Leaves
of Absence Policy for more information)
Paid Absences from Work
Dartmouth College provides employees with paid time off to participate in jury duty, civic duty,
military leave and court appearances as well as compassionate time off for bereavement. Below are
the specific guidelines governing each type of paid absence.
In case of a death of an immediate family member, employees are granted five consecutive work
days of paid leave. An immediate family member is defined as: parent, child, sibling, spouse,
grandparent, domestic partner, guardian, or current parent-in-law or grand-parent in-law. One day of
leave is granted to serve as a pallbearer or if the death is outside the immediate family. The College
may request verification of the death and the employee’s relationship to the deceased.
Employees are granted 1-10 days of paid leave per fiscal year while actively serving in the fire
department, Civil Air Patrol or Upper Valley Search and Rescue. Employees on civic duty leave
must be actively engaged in fire-fighting duties, air patrol, or actively engaged in a search and rescue
mission. Employees must notify their supervisors of their call to duty and return to work as soon as
possible upon completion of duty. Pay for civic duty is equal to the difference between pay received
for civic duty and the regular rate of pay.
Dartmouth employees are compensated for time spent while serving on a jury. Time off for jury
duty is restricted to the duration of official duty. Full straight-time pay will be provided for all
normally scheduled working time in which the employee is actively engaged in jury duty. The clerk
of the court, upon request, will provide a statement of time served which should be given to an
employee’s supervisor. With due consideration to time and travel factors, an employee is expected to
return to work on a day when a court releases him/her temporarily from jury duty. An employee
called to jury duty must inform his or her supervisor as soon as he or she receives notification.
This leave applies only to employees who are subpoenaed, or otherwise requested to appear in court
or at a deposition on behalf of the College. (For court appearances not related to College business
employees can either use a vacation or personal day or the unpaid crime victim leave outlined
below.) Leave for court is restricted to the duration of official duty. Employees receive their regular
straight-time pay for all previously scheduled “working hours” spent in court. Employees must
inform their supervisor as soon as they receive notification to appear.
Unpaid - Crime Victim Leave
This type of leave applies to employees who are either: 1) a victim or witness of a crime or, 2) the
immediate family member of a homicide victim. NH defines “victim” in this case to be any person
who suffers direct or threatened physical, emotional, psychological, or financial harm due to an
attempted or committed crime. This leave is unpaid, however, employees are granted the flexibility
needed to attend legal or investigative proceedings associated with a specific crime in which the
employee is either a victim or a witness. Employees must notify their supervisors of dates on which
they are required to attend proceedings associated with the crime.
Leaves of Absence
Employees who require time off from work, either in addition to accrued vacation and/or personal
time, may be eligible to take a leave of absence. The table below details the different types of leave,
duration, and the pay and benefits applicable during the leave.
*Employees covered by a collective bargaining agreement should refer to their specific
handbooks for details on these types of leaves. The details in this policy refer to non-union
More detail regarding these types of leaves can be found in the benefits section of the HR Website
Paid time off during a female employee’s maternity leave is provided under Dartmouth’s Short Term
Disability (STD) Plan. Normal paid STD leave time for the delivery of a child is six weeks. (All
STD medical certification requirements apply.) In addition, a parent is permitted two additional
weeks of paid parental leave (see below), thereby giving the mother eight total paid weeks of leave.
The Family Medical Leave Act (FMLA) permits eligible new parents to take up to 12 weeks of
unpaid leave for the birth of a child. Combining STD leave and two weeks of parental leave, eligible
birth mothers will receive up to eight weeks of pay immediately following the birth. If a mother
wants to take her full 12-week FMLA leave at one time, she may use accrued time off to supplement
her pay or take leave without pay during the final four weeks of her leave.
For more information about maternity leave and meeting the needs of your family, please contact the
Benefits Office at 646-3588.
Paid Parental Leave
Birth mothers are entitled to two weeks of paid parental leave in addition to the six weeks of paid
maternity leave that is administered thru College’s short term disability plan. Spouses, partners, and
adoptive parents are also eligible for two weeks of paid parental leave. This paid leave may be taken
immediately following birth or adoption, or at any time during the first year of becoming a parent.
Parental leave can be taken all at once, intermittently, or incrementally, with prior approval from the
Employees who want to take parental leave should contact their supervisor or the Benefits Office
Dartmouth grants paid leaves of absence for employees engaged in active military duty or inactive
training duty with any branch of the US military. Time is granted for periods of inactive duty for
training (“drill” weekends), annual training or extended active duty. Full College pay is granted for
the first 10 days of active duty during a fiscal year; for periods of active duty over 10 days,
Dartmouth College will pay an amount equal to the difference between base military pay and
College base pay, when performing military duty results in a loss of pay to the employee.
Employees are expected to notify their managers of military service requirements as soon as
possible. Such notification should include their anticipated dates of duty.
Call to Duty Leave
Eligible employee may take up to 12 weeks of unpaid leave to care for a “qualifying exigency,”
related to the active duty status of the employee’s spouse, son, daughter, or parent.
Service member Family Leave
Eligible employees may take up to 26 weeks of unpaid leave to care for a family member who is
wounded while on active military duty.
Employees/supervisors/managers should contact the human resources consultant in the Office of
Human Resources at (603) 646-3411 for specific instructions and details regarding compensation
and benefits while on military leave.
All Dartmouth employees are covered under the provisions of the workers' compensation laws of
New Hampshire. The law covers employees’ reasonable and necessary medical expenses and
provides them weekly income for lost time from work due to an accident or an illness deemed
compensable under the New Hampshire workers’ compensation laws.
Procedures on “what to report,” “when to report” and “when to file” workers’ compensation claims
are outlined at the following Web site:
The Office of Comprehensive Risk Management can also answer any questions you may have about
Workers Compensation. They can be reached at 646-2441
With few exceptions (such as medical emergencies) employees should report all injuries to the
Office of Comprehensive Risk Management on the same day the injury occurs. They should also
complete all paperwork on the same day as the injury to ensure their best recall of the facts.
Employees must submit three required forms before filing a workers’ compensation claim. These
forms are conveniently located at the following Web site:
Short-Term Disability and Workers’ Compensation
Employees who have a work-related illness or injury causing them to lose time from work are paid
wages by workers’ compensation according to the state of New Hampshire regulations. If an
employee is eligible for short-term disability (STD) and is receiving wages from workers’
compensation, STD can be used in coordination to supplement the workers’ compensation payments.
In no case will the use of these benefits exceed 100 percent of the employee’s basic pay.
Workplace Expectations and Guidelines
Annual Performance Review
Supervisors are expected to formally review their employees’ performance. A performance review is
a part of the overall performance communication process. This review provides an opportunity for
the supervisor to acknowledge an employee’s achievement, discuss how to improve and maintain his
or her performance, and for the supervisor and employee to establish future goals. Employees at all
levels benefit from hearing what job expectations their supervisors have, receiving guidance on how
these goals might best be accomplished, and receiving feedback on all aspects of their performance.
After the review has been completed, the supervisor should follow their divisional protocol which
will result in the review being sent to the Office of Human Resources, which maintains written
documentation of the review in each employee’s personnel file. Employees should sign the official
performance reviews to indicate that they have seen the review. Both the employee and the
supervisor should keep a copy of the review.
Code of Ethical Business Conduct
It is the goal of Dartmouth College to adhere to the highest ethical standards in all that it does.
Dartmouth College expects that those who are part of the College community, including trustees,
faculty, staff, and student employees ("Dartmouth Personnel") will adhere to such standards in their
dealings with each other and with those beyond the College community. Ethical business conduct
calls for all Dartmouth Personnel to assume responsibility for safeguarding and preserving
Dartmouth's assets and resources in the fulfillment of the College mission. Dartmouth will comply
fully with all relevant laws and all contract and grant requirements, as well as with its own high
standards of integrity and quality. Dartmouth Personnel are expected to assume personal
responsibility and accountability for understanding relevant laws, regulations, and contract and grant
requirements. In addition to complying with specific laws or regulations that govern business
activities, standards of fairness, honesty, and respect for the rights of others will govern Dartmouth's
conduct at all times.
Conflict of Interest
Dartmouth Personnel should avoid situations that create or appear to create conflicts between their
personal interests and the interests of the College. All decisions made by Dartmouth Personnel in the
course of their professional responsibilities to the College are to be made solely on the basis of their
desire to promote the best interests of the College. If an individual's personal interests might lead an
independent observer reasonably to question whether the individual's actions or decisions on behalf
of the College are influenced by those personal interests, the individual should recuse himself or
herself from the decision making process and notify the responsible College officials, as described in
more detail in the Conflict of Interest Policy of Dartmouth College.
Dartmouth expects all members of the community to be aware of how intellectual property laws,
regulations, and policies apply to their College work and to respect the intellectual property rights of
others. College policy deals separately with the two types of intellectual property of greatest
importance to educational institutions: copyrights (the protection for works of authorship) and
patents (the protection for inventions).
Copyright is the right of an author, artist, composer, or other creator of a work of authorship to
control the use of his or her work by others. Generally speaking, you may not reproduce a
copyrighted work (including computer software) without the copyright owner’s permission. The
term of copyright protection is usually defined as the life of the creator plus 70 years, but there are
some complicated exceptions, and it is best to assume that any work published after 1922 is still
protected by copyright. In certain instances, the “fair use” doctrine may allow the use of a
copyrighted work for purposes such as scholarship or criticism. Generally, though, the unauthorized
reproduction of a copyrighted work is copyright infringement and may subject the infringer to civil
and criminal penalties.
Under the doctrine of “work made for hire,” ownership of copyrightable works created by College
employees as part of their employment generally vests in the College. (This doctrine generally does
not apply to copyrightable works created by faculty.)
Dartmouth and its faculty, students, and employees must comply with the copyright law. Questions
regarding copyright law compliance should be directed to the Librarian of the College or the Office
of the General Counsel. Link to the Copyright Policy: http://www.dartmouth.edu/copyright/
Peer-to-Peer File Sharing
Despite court rulings holding such activity illegal, some individuals continue to engage in so-called
peer-to-peer file sharing of commercially copyrighted music, movies, and software. The law allows
copyright owners who have detected illegal file sharing over a campus network to subpoena the
name of the individual(s) involved. The copyright owner may then sue the individual for up to
$150,000 for each act of infringement. Since 2003, the recording and movie industries have filed
more than 6,000 such lawsuits, including hundreds against college students and staff members
In addition, unauthorized file sharing violates the College Copyright Policy
(http://www.dartmouth.edu/copyright/index.html) and Information Technology Policy
(http://www.dartmouth.edu/comp/about/policies/) and can cause the College to subject an employee
to disciplinary action up to and including termination. Further information about peer-to-peer file
sharing is available at http://www.dartmouth.edu/copyright/peer2peer/.
The College Patent policy governs the disposition of inventions created by College employees in the
course of their employment. The objective of the patent policy is to facilitate the invention, transfer,
and application of new technology that promises to benefit the general public and, at the same time,
to protect the interests of the inventor and the College.
When a College employee believes that a discovery or invention that might be patentable has
resulted from his or her work, he or she should inform Dartmouth’s Technology Transfer Office
(TTO). He or she should complete an Invention Disclosure Form giving a concise description of the
invention and return it to the TTO.
Information about the circumstances under which the College will claim ownership of inventions
and the sharing of royalties between the College and the inventor(s) is available at:
Confidentiality of Business Information
College employees, during the course of their employment, may have access to documents, data, or
other information that is confidential and/or privileged from disclosure whether or not it is labeled or
identified as "confidential" or “privileged.” Examples include, but are not limited to, the College’s
financial information; research results; medical information regarding students, employees, or
research subjects; and student educational records. Unless they have their department head’s prior
approval, employees may never, either during their College employment or thereafter, disclose such
information to persons outside the College or to persons inside the College who do not have a
business need for such information. In addition, employees are expected to protect the integrity of
business information as it might be transmitted verbally, through written or electronic means, both
inside the office and outside the office.
All documents received by College employees for business use shall remain the property of the
College. Employees must return such documents to the College upon their separation from
Dartmouth strives to operate its electronic mail infrastructure and resources for use by the entire
community so that it protects privacy and provides for acceptable use of these resources. All
members of the College community are expected to use electronic communications in a legal,
ethical, and responsible manner.
Use of the College computer network is subject to Dartmouth’s policies regarding compliance with
law, harassment and safety of individuals, the Code of Ethical Business Conduct, proprietary and
contractual obligations, and protection of the integrity of the computer system. The College may
restrict the use of its computers and network systems (including the removal of posted materials) in
response to evidence of violations of the College policies and/or violations of changes to state and
federal laws. Users of the College electronic mail system are expected to respect the privacy of
other users and must not inappropriately access or disclose e-mail on the College system. Systems
operators, supervisors, and other College officials may access information resources to locate
business information, maintain the system and network, comply with legal requirements, or
administer this or other Dartmouth policies.
While the principal use of electronic resources is for business purposes, Dartmouth recognizes the
need for incidental personal use of those resources, consistent with relevant law, regulations, and
Indemnification of Employees
Dartmouth College will indemnify an employee of the College against liability and associated costs
if the conduct that is the subject of the claim or action occurred within the scope of the employee’s
duties and the employee was acting in good faith, without criminal or other misconduct, and in the
reasonable belief that his or her action was in the best interests of the College. Ordinarily,
indemnification will not be available if the claim against the employee involves work paid for by
someone other than the College.
Employees should promptly notify the Office of the General Counsel, in writing, of any claim or
action. The Office of the General Counsel will advise the employee, in writing, of its decision
regarding the request for indemnification.
Lobbying and Political Activities
Federal law provides that “no substantial part of the activities” of a tax-exempt organization such as
Dartmouth may constitute “carrying on propaganda, or otherwise attempting to influence
Dartmouth staff should take care, when expressing individual views, to avoid doing so in ways that
imply official College support. Thus, letters supporting candidates for public office should not be
written on College stationery, and College resources (e.g., mailing lists, telephones, photocopying,
or e-mail, and so on) should not be used to support candidates for office.
College meeting rooms may be rented by outside political organizations, but such organizations are
required to pay the fair market rental charge for such facilities. Advertising and publicity material for
such an event should state prominently that the event is not sponsored by Dartmouth College.
College departments, programs, and recognized organizations may sponsor appearances by political
candidates if they follow College rules designed to ensure that such appearances are consistent with
limitations on political activity by tax-exempt organizations. These rules are set forth in the Student
Questions concerning these limitations may be directed to the Office of the General Counsel.
With the sole exception of the annual United Way Campaign conducted by the College and its
employees, staff members are prohibited from directly soliciting other staff members during work
hours or in College work areas. Employee to employee solicitation may occur on the employee’s
own time (for example, during meal periods, scheduled breaks, and before and after work hours).
Distributing paper or electronic advertising materials, handbills, or literature in work areas of the
College is not permitted at any time.
Consensual Relationships and Employment of Relatives
Employees should not hire or directly supervise family members or individuals with whom they
have a consensual romantic or sexual relationship. In addition, they should not participate in
institutional decisions concerning family members unless (a) the hiring has been approved in
advance by the responsible dean or vice president, (b) the dean or vice president has determined that
procedures to avoid, or reasonably manage, conflicts of interest are feasible, and (c) such procedures
have been put into place. For more detailed information on this policy, please refer to the Policy
Manual available at: www.dartmouth.edu/~hrs/policy.
Affirmative Action and Equal Opportunity Policy
Dartmouth College is committed to the principle of equal opportunity for all its students, faculty,
employees, and applicants for admission and employment. For that reason, Dartmouth College does
not discriminate on the basis or race, color, religion, sex, age, sexual orientation, gender identity or
expression, national origin, disability, or military or veteran status in access to its programs,
organizations, and conditions of employment and admission.
Sexual Harassment Policy
Dartmouth’s policy is that the work environment should be free from unwelcome sexual advances,
requests for sexual favors, and other verbal or physical conduct of a sexual nature. All decisions
regarding educational and employment opportunities and performance are to be made on the basis of
merit and without discrimination because of sex. Sexual harassment is deemed by Dartmouth to be a
form of sex discrimination; therefore, sexual harassment of Dartmouth employees and students will
constitute a violation of Dartmouth’s nondiscrimination policy.
Sexual harassment occurs when:
• Submission to such conduct is made either explicitly or implicitly a term or condition of an
individual’s employment or status as a student;
• Submission to or rejection of such conduct by an individual is used as the basis for
employment or academic decisions affecting him or her, or for the awarding or withholding
of favorable employment or academic opportunities, evaluations, or assistance; or
• Such conduct has the purpose or effect of substantially interfering with an individual’s work
or academic performance by creating an intimidating, hostile, or offensive environment in
which to work or learn.
Reporting Sexual Harassment Concerns
Individuals may check with their departments to see if they have developed forms for intake
interviews for instances of sexual harassment. He or she may also contact the Office of Institutional
Diversity and Equity, which, among other services, offers a sexual harassment brochure, Tell
Someone, that specifies the appropriate individuals to whom to report sexual harassment concerns.
For more information please visit: http://www.dartmouth.edu/~ide/policies/sexualharassment.html.
Drug-Free Campus and Workplace
The Drug-Free Workplace Act of 1988 requires Dartmouth, as a federal contractor and grant
recipient, to certify that it will provide a drug-free workplace. Unlawful manufacture, distribution,
dispensation, possession, or use of a controlled substance is prohibited in the Dartmouth workplace.
The College will not condone criminal activity on its property, or on property under its direct
control, and will take appropriate action up to and including terminating an employee or requiring
him or her to participate in a drug abuse assistance or rehabilitation program.
As a condition of employment, employees must abide by the terms of this prohibition and must
notify Dartmouth of any criminal drug statute conviction for a violation occurring in the workplace
not later than five days after such conviction.
College Disciplinary Sanctions
The College will impose disciplinary sanctions on faculty and employees who violate the above-
stated policies. Depending on the circumstances, these sanctions may range from a minimum of
satisfactory participation in a rehabilitation program to a maximum of separation or termination from
the College. Although the College does not act as a law enforcement agency, it will not protect
individuals who have violated the law. Further, the College will cooperate with law enforcement
officials if an on-campus investigation is necessary.
Dartmouth’s policy is to both regulate and minimize the effects of smoking in the workplace in
accordance with state of New Hampshire legislation.
Smoking is prohibited in all College-owned shared work areas and buildings. “Work area” is defined
as any enclosed location, permanent or temporary, where faculty or staff members perform any
work-related duties in the course of their employment.
Access to Employee Records
In compliance with State law, employees have the right to inspect their personnel file. The Office of
Human Resources maintains an employee record for each employee. Typical documents kept in that
record include an application for employment, resume, letters of reference, performance reviews,
letters of disciplinary action, authorizations of change in salary or rate, copies of employment
verifications, copies of requests for changes of address or name, and other pertinent correspondence
to or from the employee. While departments and supervisors may maintain similar records regarding
employees, originals of any of the above documentation should be sent to the Office of Human
Situations sometimes arise when an employee’s job performance does not meet the College’s
standards. Some examples include, but are not limited to, an employee’s inability to perform his or
her job duties, his or her engaging in disruptive behavior, or his or her poor attendance, misconduct,
or violation of College policies.
Because an employee’s unsatisfactory performance can result in serious consequences, up to and
including termination of employment, the supervisor should address these situations promptly.
College policy requires that the supervisor inform the employee involved of the nature of the
problem and, except in cases of criminal or other serious misconduct, give the employee a
reasonable opportunity to correct the situation. The College’s policy is that an employee should not
be retained in the position if his or her unsatisfactory performance continues.
Managers will typically consider the following steps when dealing with unsatisfactory job
• Verbal Counseling
• Verbal Warning
• Written Warning
• Discharge or Final Written Warning
Please refer all questions regarding appropriate corrective action procedure to your HR Consultant.
Dartmouth has two grievance procedures, a basic procedure and a procedure for equal opportunity
complaints. You will find a broad outline of both procedures below; however, you should note that
they are subject to change at any time. Furthermore, if you have any questions about these policies
or a specific situation, please contact your HR Consultant to discuss the issue in more detail.
Basic Grievance Policy
Situations may occur where an employee believes that the fair and consistent application of a policy
affecting him or her has not been followed. In most cases, Dartmouth expects that the employee will
be able to satisfactorily address such concerns within his or her work area or group. However, when
a recent or continuing problem has not been resolved within a particular work area or group, the
College provides employees with an alternative vehicle for doing so. No employee shall be subjected
to discrimination or adverse treatment for participating in a grievance procedure. Please note that all
complaints related to possible discrimination are covered under the Equal Opportunity Grievance
Procedure. A grievance must be filed within 14 days of the event that prompted the filing of the
grievance. The Basic Grievance process is a three-step process: 1) informal resolution, 2) formal
resolution and, 3) appeal. For more detail on this policy please contact your HR Consultant or visit
the online policy manual at: www.dartmouth.edu/~hrs/policy
Equal Opportunity Grievance Procedure
Any employee or student of Dartmouth College who believes that he or she has been subjected to a
violation of the Policy may bring a grievance under the Equal Opportunity Grievance Procedure.
This includes any salaried, hourly, or union employee, faculty member, student employee, or
applicant for employment in Arts and Sciences, Dartmouth Medical School, Amos Tuck School of
Business Administration, and Thayer School of Engineering. Visitors or guests of the College may
also use the Grievance Procedure if they believe they are the victim of discrimination prohibited by
The Equal Opportunity Grievance Procedure most fully serves salaried, hourly and service
employees with discrimination complaints. Therefore, the process described in the full text of this
procedure (available at www.dartmouth.edu/~hrs/policy) focuses primarily on the specifics of
handling grievances by and against such employees. Federal and state law and College policy
prohibit retaliation against an employee who complains about a possible violation of the Policy.
For more detail on this policy, please contact your HR Consultant or visit the online policy manual
While it is our desire and goal that each employee succeeds in their job at Dartmouth College, an
employee may oftentimes end his or her employment through a variety of circumstances, including
resignation, absence without notification, involuntary termination, and layoff. Please contact your
manager or HR Consultant for more information regarding the specifics of these policies or view
detailed versions of these policies online at www.dartmouth.edu/~hrs/policy.
Resignation is a voluntary, permanent separation initiated by the employee. A regular, hourly
employee who resigns with at least two weeks written notice or a salaried employee who resigns
with at least one month’s notice is eligible for pay for any unused vacation and the earned
vacation credit toward the next fiscal year. Employees may not take vacation during the period of
notice without his or her supervisor’s express approval. In all cases the employee’s effective date
of termination is the last day he or she works. An employee intending to resign must write a
notice of resignation (email format accepted) and send it through their supervisor to the Office of
Human Resources (to their respective HR Consultant.)
Absence Without Notification
Employees must notify their direct supervisor if they are going to be late or absent for any
reason. If an employee is absent without prior supervisor approval, he or she must notify his or
her supervisor of the reason for the absence at the earliest possible time. If the employee has not
provided such notification before the end of three consecutive working days, the College will
consider that the employee has voluntarily quit without notice. Employees may be disciplined,
up to and including discharge, for being absent without notice or approval.
Involuntary termination is a separation initiated by the College for serious misconduct or cause
and is an extreme measure taken by a manager in those situations. This action normally also
involves the respective HR Consultant for that department.
Serious misconduct includes, but is not limited to, theft, insubordination (e.g., refusal without
reason to perform a work assignment) falsification of records, or any conduct deemed to be
highly disruptive to the normal operation of the College. In such cases, employees terminated for
serious misconduct are not eligible to receive any notice or pay for any unused vacation or the
earned vacation credit toward the next fiscal year.
Termination for cause may include an employee’s inability to perform his or job duties or his or
disruptive behavior, poor attendance, misconduct, or violation of College policies. Employees
terminated at the initiative of the College for cause will not receive pay for any remaining
vacation or accrued vacation toward the following year. For immediate termination, employees
may receive two weeks pay in lieu of notice.
If an employee believes that he or she was involuntarily terminated based on discrimination he or
she may pursue action under the Equal Opportunity Grievance Procedure (see the Equal
Opportunity and Affirmative Action section of this handbook).
A layoff is a separation initiated by the College due to reorganization or a lack of funds (often
due to the end of grant funding). An employee who has been laid-off retains recall rights for a
period equal to the length of his or her continuous service at his or her termination date but not to
exceed one year. Thus if a laid-off employee is rehired within that period to any regular job at
the College, his or her previous continuous service date is reinstated. If an employee refuses
recall, his or her recall rights immediately cease and if subsequently employed, he or she will be
considered as a new employee.
Eligibility for Return to Employment at Dartmouth College
Employees involuntarily terminated for serious misconduct and most “for cause” reasons from
Dartmouth College will not normally be considered eligible for future re-employment at the
College. In most other circumstances, however, employees will be considered as “re-
employable” at Dartmouth College. Eligibility to return to employment does not automatically
insure that minimum time-related requirements are considered to have been met, such as vesting
or eligibility for certain programs (Tuition Assistance, for example), and employees should
inquire in regards to programs in which they have an interest.
Separation Benefits (COBRA)
Under federal law, Dartmouth is required to offer benefits-eligible employees the opportunity to
continue Dartmouth’s medical and dental insurance, and a health care reimbursement account
elected at the Dartmouth total premium rate, plus a two percent administration fee. Please refer to the
Summary Plan Description for more detail, available at
All regular College employees are covered under the provisions of the unemployment compensation
law of the state where they actually worked while employed by the College. For most employees,
this will be the state of New Hampshire.
An employee who becomes fully or partially unemployed may be eligible for benefits. The decision
on each claim will be made by the employee’s state employment office.
Information about eligibility is available at any state employment office in the United States.
Persons who may have claims should, if possible, apply at an office in the state where they worked
and against which a claim will be made.
In order to establish eligibility for benefits, the employee should immediately (at least within three
days after becoming unemployed) go in person to the nearest state unemployment office to register
for work and to file a claim.
Returning College Materials
Upon separation from the College, employees are required to return the following to their
• ID Card
• eToken (if applicable)
• Purchasing or Corporate Cards (if applicable)
• Books, materials or other necessary equipment provided to the employee by the College
during the course of employment.
In order to assist with Dartmouth’s recruitment and retention efforts, the Office of Human Resources
asks employees separating from the College to voluntarily complete an in person exit survey with
either their supervisor or HR Consultant. This process is designed to elicit information concerning
their experience at Dartmouth and their reasons for leaving. This data is collected, analyzed and
reported anonymously so that Dartmouth can continue to improve its policies and programs in an
effort to create a positive workplace environment and employment experience.
Ergonomic assessments are scheduled through the Office of Environmental Health and Safety.
Assessments include a review of your workstation that takes into consideration the physical and
functional demands of an employee’s job. All assessments are scheduled through the EHS office;
please contact them for more information.
Proper Disposal of Hazardous Materials
The Department of Environmental Health and Safety (EHS) oversees all aspects of both
occupational and environmental health issues for the College. They have a variety of resources on
their website to assist in training employees in the proper disposal methods for biological and
chemical waste on campus. For more information please visit: http://www.dartmouth.edu/~ehs/.
Traveling for the College
During the course of employment, many employees are required to travel for the College. There are
specific guidelines regarding travel reservations, preferred vendors, reimbursement, and
compensation policies. The full version of the travel policy is available at:
College Travel Office
The Travel Office can assist employees with making work or leisure travel arrangements. They
maintain contracts with several hotels, airlines, and car rental agencies so that employees can get the
lowest rates on their travel arrangements.
Dartmouth offers a variety of resources to help employees balance the demands and rewards of their
work with responsibilities and interests outside of work. The information contained in this section
outlines various programs and resources available to employees – many of which extend to partners
After Hours is a program jointly sponsored by the Office of Human Resources, departments of
Dartmouth College, and the Dartmouth-Hitchcock Medical Center. After Hours provides employees
with opportunities to get acquainted and participate in social, recreational, and cultural activities.
Past After Hours activities include: bus trips to NYC and Montreal, hikes up Mt. Moosilauke, a
scrapbooking workshop, book discussions, wine and chocolate tastings, social hour, and Intramural
sports tournaments (including ice hockey, soccer, and basketball). After Hours also sponsors
activities for employee diversity groups including the First Friday Networking Committee and the
Coalition for Gay Bisexual Lesbian Transgender Concerns (CGBLTC).
Open to the public as well as to the Dartmouth community, ArtWorks is the College’s employee arts
festival. The day-long event made its debut on September 26, 2006, and showcased visual arts,
music, poetry, film, and jewelry by more than 35 faculty and staff. The ArtWorks Web site
<www.dartmouth.edu/~hrs/artworks/> includes an online gallery that is designed to feature new
exhibitions throughout the year. This successful worklife program has been coordinated by the
Office of Human Resources with the assistance of the Hood Museum of Art and the Hopkins Center.
Child Care Resources
The Child Care Resource Office directs and administers the child care programs at Dartmouth
College, which include the Child Care Project, the Dartmouth College Child Care Center, and
provisions for Dartmouth employees to enroll children in the Dartmouth Hitchcock Medical Center
Child Care Center.
Child Care Project at Dartmouth College (CCP)
The Child Care Project is a Child Care Resource and Referral agency which is supported by the
College in collaboration with other Upper Valley employers and United Way.
CCP's goal is to further the availability of quality child care options for parents and their families
whose employment is dependent on child care. CCP staff provide information on local childcare
options, clarify state regulations, and provide contact information for child care providers.
CCP's purpose is also to serve as a recruiting, supporting and training resource for child care
providers throughout the area, both home child care providers and child care centers, and to support
the professional development of child care providers by providing training programs. CCP staff
coordinate the Upper Valley Child Care Association of local early childhood educators.
Dartmouth College Child Care Center (DCCCC)
DCCCC is located at 21 Reservoir Road in Hanover and has the capacity to provide daytime care to
86 children ages 6 weeks to 6 years. Further operating information and the fee scale for the Center
are contained in the Application for Enrollment document (available at:
http://www.dartmouth.edu/~ide/childcare/). The College also supports 19 spaces for Dartmouth
families in the DHMC Child Care Center.
The purpose of the Center is to meet the daytime child care needs of College personnel by providing
a warm, stimulating, safe, and reliable environment for the care of young children. The Center's
programming includes anti-bias curriculum, and a commitment to respect the individuality of each
child, and celebration of the enrichment of our lives through our diversity.
Staffing ratios and all other policies and procedures are in accordance with the standards for child
care licensing and regulations established by the New Hampshire Department of Health & Human
Employee Discounts – DPerks
Discounts are available online from a wide array of local merchants as well as large national
companies, including cruise lines, resorts, hotel chains, and car rental agencies. The Hanover
Chamber of Commerce is responsible for monitoring and updating our discounts.
To access the discount website, please visit: http://www.dartmouth.edu/~hrs/news/discounts.html
Dartmouth Computer Store
The Dartmouth Computer Store provides faculty, staff and students with discounts on a wide array
of products including Apple and Dell computers, HP and Xerox laser printers, personal digital
assistants (Palms and Visors), MP3 players, X boxes, and other technology-related equipment and
supplies. Computer Sales & Service prices reflect academic discounts. The store is open weekdays
from 9am to 4pm and accepts cash, checks, and major credit cards.
Also on-staff at our location are certified Apple and Dell repair technicians. Our technicians are
available to do repairs on certain Dell and Apple hardware at comparable prices.
Location: Carson Hall, adjacent to Berry Library
The Hanover Inn is pleased to offer a special room rate for employees and their families for holidays
and other dates, as available. The current rate is $97 per room / per night and is subject to change.
Please call the Inn or stop by the front desk for more information and availability.
The Athletic ticket office offers discounted season passes, purchased in advance, to football, ice
hockey, and basketball. For more information please contact the ticket office.
Location: Berry Sports Center across from Leede Arena
Website: http://www.dartmouthsports.com (click on “Tickets”)
Employees can receive 10% off tickets for all performances at the HOP. Additionally, employees
can see movies playing at the HOP for the $5 price when they show their Dartmouth ID card.
Health Awareness Program
The Dartmouth College Health Awareness Program offers Dartmouth faculty and staff information,
skills, and opportunities to enhance their health and manage their health care needs. The program is
sponsored by the Dartmouth College Office of Human Resources. Services are provided on campus
by community health educators and nurses from the Center for Continuing Education in the Health
Sciences, Dartmouth-Hitchcock Medical Center.
Fitness and Lifestyle Improvement Program (FLIP)
FLIP, a division of the Dartmouth College Athletic Department, is dedicated to providing a variety
of health and fitness classes. The program is open to all Dartmouth College undergraduate and
graduate students and their families, Dartmouth College employees, Dartmouth-Hitchcock Medical
Center employees, and Upper Valley residents. The program is designed to increase overall general
fitness and health awareness within the College community. Classes are offered on a 10-week basis
with a separate registration for each term. Dates for registration and a more detailed schedule and
cost of the classes can be obtained from the FLIP Office or on Blitz Bulletins "Athletics-FLIP".
Dartmouth Outing Club Resources
Membership in the Dartmouth Outing Club (DOC) is open to all members of the Dartmouth
community and to others whose interests conform to those of the club. To become a member, please
call the Outdoor Program Business Office during business hours: (603) 646-2834. Membership
benefits include reduced rates for:
• DOC cabin rentals;
• Outdoor gear rentals and training;
• Season passes for Dartmouth Outdoor Rentals and the Dartmouth Cross Country Ski Center,
• DOC publications, and DOC periodicals at no charge; and
• Eligibility to use the Daniels Climbing Gym.
The Dartmouth Skiway is located in Lyme, NH, approximately 10 miles from campus. The Skiway,
set on 104 acres, offers 30 trails ranging in difficulty from beginner to expert, and the longest run is
Papoose at 1.25 miles. There is snowmaking on over 70% of the terrain. Cool terrain features for
skiers and riders include tabletops, spines, quarter-pipes, and rails. The McLane Family Lodge
provides refreshments, a ski shop and rental services. Individual or group ski or snowboard lessons
are also provided by the Skiway. Employees are eligible for discounted tickets and ski passes, and
there is a shuttle that runs from campus to the Skiway during the ski/ snowboarding season.
Dartmouth Country Club and X-Country Ski Center
The Hanover Country Club is a semi-private College-owned 18-hole championship golf course
which is open to the public. There is a proshop on the premises and special rates available for
employees both for membership and for a daily use fee.
The Dartmouth Cross Country Ski Center maintains over twenty-five kilometers of groomed cross
country ski trails on Oak Hill, the Golf Course, and Garipay Field in Hanover, New Hampshire. The
Center is based out of the DOC House on Occom Pond, which provides equipment rentals for skiing,
skating, and other winter activities, as well as group and private instruction. Trail passes are required
for skiing on the groomed tracks and can be purchased at Outdoor Rentals, the Ski Center, or at Oak
Hill (passes are not required for skiing off the groomed trails).
The gym is a twenty-three foot tall bouldering cave where climbers of every skill level can practice
their skills. Monitors from the Dartmouth Mountaineering Club (DMC) assist climbers and ensure
safe climbing techniques. The Leadership and Training Center, attached to the climbing gym was
opened in 2002. The Center adds lead climbing and belay stances for anchoring and rappelling to the
gym’s offerings, as well as equipment for strength training and a library of periodicals and
The Climbing Gym and the Leadership and Training Center are located in the basement of the
Maxwell residence hall. They are open to the public 5:00 p.m. to 11:00 p.m., Sunday through Friday
(and at other times by appointment). It is open to all students, faculty, and employees, as well as to
members of the community who are over the age of eighteen and members of the Dartmouth Outing
Dartmouth has a variety of athletic facilities available for use by faculty and staff including a fitness
center, skating area, indoor pool, indoor/outdoor track, racquetball and squash courts, tennis center,
an equestrian facility, and a variety of sports fields. Each of these facilities has specific hours that are
subject to change as a result of student team activities. Please refer to the athletics webpage for
updated information at: http://dartmouthsports.com/.
The Fitness Center at Dartmouth College is both a light-filled, beautiful space and a highly
functional facility meant to meet the needs of the Dartmouth community. The 16,000 square foot
facility houses over 60 pieces of cardio equipment (32 of which have their own TV’s), 40 strength
machines, 3 different dumbbell areas (free weight, functional fitness, and novice), and a full free-
weight area that allows for everything but off-the-floor Olympic style lifting. To become familiar
with our large array of equipment, employees can enroll in one of the FLIP classes offered each term
or sign up for private sessions with one of the personal trainers on staff. Employees also have the
option of participating in one of the free orientation clinics offered to employees and students each
Visual and Performing Arts
Dartmouth is home to the Hood Museum of Art and the Hopkins Center for The Performing Arts.
Both facilities offer a wide variety of programming, including lectures, family programs, films and
other events. Below is a more detailed description of the types of programming offered by each
Entrance to the Hood is free for Dartmouth employees. The Hood hosts family days in which aspects
of a current exhibit are tied to kid-friendly activities. For adults, tours, lectures, events, opening
receptions, and other activities provide opportunities to experience the current and permanent
collections and make the exhibits accessible, informative, and fun. Many of these activities are
offered during lunch, after work, or on the weekends. In addition to standard business hours, the
Hood is open until 9PM on Wednesday – which makes it possible to visit after work.
The Hood Museum of Art at Dartmouth College is one of the oldest and largest college museums in
the country. The award-winning building, designed by Charles Moore and Chad Floyd of
Centerbrook, Architects was completed in 1985, yet the museum's collections stretch back to 1772,
three years after Dartmouth College was founded.
The Hood preserves 65,000 works of art representing a broad range of cultural areas and historical
periods from ancient civilizations, Asia, America, Europe, Africa, Papua New Guinea, and many
other regions of the world. Highlights include the magnificent ninth-century BCE reliefs from the
Assyrian palace of Ashurnasirpal II. Selections that are always on view encompass ancient, Asian,
and European prints, paintings, and sculpture; American colonial silver and paintings and sculpture
to 1948; and major works of modern and contemporary art. The collections of Oceanic, Native
American, and African art rotate throughout the year.
The mission of the Hopkins Center is to ignite and sustain a passion for the arts within the
Dartmouth community and to provide the core educational environment for the study, creation and
presentation of the arts.
The Hopkins Center, designed by Wallace Harrison, the architect of Lincoln Center and the United
Nations Building in New York City, has served as the cultural hub of the Dartmouth College campus
in Hanover, NH, since it first opened in November 1962. In 1988 the “Hop” was named by the
National Endowment for the Arts as one of the nation's exemplary performing arts centers.
Each year the Hop sells over 125,000 tickets to 100 or more live performances in virtually all genres
of music, theater, and dance, plus well over 200 film screenings and other events.
Tickets to events as well as a full schedule of film screenings and performing arts events are
available on the HOP website.
The College Library possesses a collection of over a million volumes housed in nine individual
libraries. Baker tower, one of the most iconic buildings on campus, is home to the Baker-Berry
library which houses the periodical room, Jones Media Center, News Center, and Evans Map room.
The Dana Biomedical library is located on the DMS campus, and the Feldberg Business and
Engineering library is located on the Tuck / Thayer campus. Other libraries include the Sherman Art
library, Rauner Special Collections, the Kresge physical science library and the Paddock Music
library. In addition to their impressive collection of books and periodicals the library is home to CD
and DVD collections, maps and digital resources. Below is a map indicating library locations:
Employees can activate their ID to use as a library card and borrow materials. An overview of the
library is conducted during new hire orientation; the library also offers information and orientation
sessions for interested faculty and staff.
Rental of College Facilities
As a member of the Dartmouth community, it is possible to reserve any of the DOC cabins through
the outing club. Please visit their website for more information. (See Outing Club contact details
above for more information.)
For rental of other locations, please contact Conferences and Special Events for more information.
Campus Lecture Series and Presentations
Several campus programs and academic departments sponsor guest lecturers on a regular basis. All
events are posted on the campus events calendar; monitoring blitz bulletins is another good way to
learn about upcoming events. Guest speakers are commonly sponsored by the Dickey Center,
Rockefeller Center, Hood Museum, Ethics Institute, Tuck, DMS, and various academic departments.
The campus events calendar is available at: http://www.dartmouth.edu/cgi-bin/cgiwrap/calendar/cal.
The Workforce Planning and Organizational Effectiveness area of HR offers a variety of free
professional development courses for Dartmouth employees. Courses range from software training
classes to financial information, including retirement and investing, to classes about professional
advancement and managerial skills. The catalog is published bi-annually. For more information,
including a link to the most recent catalog and registration info, please visit:
Dartmouth Mentor Exchange
The Dartmouth Mentor Exchange is a program administered through the Workforce Planning and
Organizational Effectiveness area of Human Resources. The goal of the program is to establish
mentor – mentee relationships that foster learning and professional development between employees
with the goal of: improving a particular career area, learning about another division, exploring their
potential in development areas yet untapped, to transition into the workplace and Dartmouth culture
if they are new hires, expanding their leadership abilities, increasing technical skills, making
valuable contacts within the institution. For more information about this program please contact the
Workforce Planning team at 603-646-3411.
Tuition Assistance Programs
The Office of Human Resources administers the Tuition Benefits plans at Dartmouth College.
Dartmouth encourages employees to increase their knowledge and skills by taking courses toward
completion of a degree or to enhance their knowledge of a particular subject area. The College
supports these educational activities through the Tuition Assistance Plan and the Grant-In-Aid
programs. For a full description of these procedures and eligibility requirements, please contact the
Office of Human Resources.
Tuition Assistance Plan (TAP) -- Tuition Reimbursement
Benefits-eligible employees who are actively at work for one year of continuous regular employment
may take courses that have been pre-approved by the administrator of the program. Employees are
reimbursed for 100% of the cost of registration and tuition fees for successfully completed (C- or
better for undergraduate and B- or better for graduate) courses from an accredited college or
university, to a maximum benefit of $2,000 per fiscal year (July 1 - June 30.) The maximum
reimbursement is pro-rated for part-time employees. If the employee leaves the College for any
reason prior to course completion, tuition assistance is forfeited. Employees on a leave of absence
from the College are not eligible for the tuition assistance programs.
Grant-In-Aid for Dartmouth Courses
Benefits-eligible employees who are actively at work for one year of continuous regular employment
may be eligible to receive 100% tuition grant-in-aid for courses at Dartmouth. This benefit includes
enrollment in courses offered by Arts and Sciences and the Professional Schools (Dartmouth
Medical School, Tuck School of Business and Thayer School of Engineering). Enrollment in the
Professional Schools is subject to the requirements of each school. Grant-in-aid for Dartmouth
courses is available for 100% tuition reimbursement for one course per term in the Arts and
Sciences, and for two courses over a five-year period at the professional schools, with a maximum
benefit of $5,250 without special taxation. Receipt of graduate benefits over $5,250 requires the
College to withhold taxes from an employee's regular pay.
Other Educational Opportunities
Master of Arts in Liberal Studies (MALS)
The M.A.L.S. program was designed for individuals who want to engage in self-directed study in the
liberal arts at the graduate level. Dartmouth has offered a Master's Degree Program for adults in
Liberal Studies since 1970.
The Master of Arts in Liberal Studies Program at Dartmouth College is designed for students who
want to engage in both directed and independent work on subjects that are not bound by the curricula
of traditional disciplines.
Employees interested in pursuing a degree through this program should contact MALS admissions at
The Dartmouth Institute
The Institute graduate programs build on a rigorous core curriculum that provides an understanding
of the challenges facing the U.S. health care system and a firm grounding in the skills required to
measure, organize, and improve public health and health care.
The Institute program offers several concentration and joint-degree options that can be completed on
a full or part-time basis. Please visit their website for more information at: http://ecs.dartmouth.edu/.
Glossary of Terms
Regular employees are eligible for all benefits subject to the qualifying requirements of each plan,
provided they are working at least twenty (20) hours each week, in positions of at least nine (9)
consecutive months duration each year. When working less than full-time, regular, benefit-eligible
employees receive pro-rated benefits according to their percent of working full-time.
Temporary employees, and regular employees working less than twenty (20) hours per week or less
than nine (9) months duration each year, are not benefit eligible, but are eligible for Workers’
Compensation and can elect a Supplemental Retirement Account. In addition, regular employees
who are not benefit eligible are covered under Travel Accident Insurance.
Regular Employee: An employee will have regular status if hired into a position that is expected to
last at least nine months in a continuing capacity, year after year, and the work schedule meets the
Full-time - Regularly scheduled hours of 37.5 to 40 hours a week.
Part-time - Regularly scheduled hours of less than 37.5 hours a week.
Temporary Employee: Employees have a temporary status if working on an on-call status, or when
working either full or part-time with the understanding that the employment will normally terminate
within nine months from the start date or completion of a specific assignment. Hours worked may
fluctuate depending upon the needs of the particular department. Temporary employees are covered
by Workers’ Compensation, Social Security, and Unemployment Compensation. They are not
eligible for Dartmouth College fringe benefits. They are paid only for hours worked.
Important Contact Information
Dartmouth Office of Human Resources
Location: 7 Lebanon St. Suite 203
Dartmouth Card Office
Location: Thayer Dining Hall, 2nd Floor
Employee Information Services (EIS)/ Payroll
Location: 7 Lebanon Street, Suite 309
Faculty/ Employee Assistance Program
Location: 53 South Main Street, Suite 204 (Nugget Arcade Building)
Inclement Weather and Emergency Phone Line
Phone: 1-888-566-SNOW (1-888-566-7669).
Office of Institutional Diversity and Equity
Location: 206 Church of Christ
Parking and Transportation Services
Location: 37 Dewey Field Rd.
Risk Management / Workers’ Compensation
Location: 53 South Main Street, Suite 212
Safety and Security
Location: 5 Rope Ferry Road
The information described in this handbook is intended to provide the guidelines and general
information necessary to enable Dartmouth employees to work together successfully and effectively
in order to accomplish assigned job responsibilities. The policies, procedures, and benefits described
in this handbook are not terms or conditions of employment and do not create an employment
contract. As Dartmouth continues to evolve, so do the policies, procedures, and resources governing
employees. We reserve the right to change and update any information contained in this handbook.
While this handbook includes wide-ranging information about policies and resources most relevant
for employees, it is not a replacement for the online Policy Manual, which outlines several of the
policies mentioned in this handbook in greater detail. The Policy Manual is updated regularly and
should be referenced for detailed information about specific policies. Specific and detailed questions
about policies are best directed to the HR Consultant responsible for your area.
The provisions of this version of the Dartmouth Employee Handbook supersede all other previous
handbooks or policies created, maintained, or distributed by Dartmouth College.
List of Acronyms
The following list explains some of the more popular abbreviations, acronyms, and commonly used
terms at Dartmouth:
A&S - Arts and Sciences
AAAS - African and African American Studies
AAm - Afro-American Society or "The AAm"
AARC - Affirmative Action Review Committee
AfriCaSO - African and Caribbean Students' Organization
AMBEP - Advanced Minority Business Executive Program (Tuck)
ASC - Agenda Subcommittee (A&S faculty)
BADA - Black Alumni of Dartmouth Association
BUTA - Black Underground Theater and Arts Association
C&G - Casque & Gauntlet (senior society)
CAFA - Committee on Admissions and Financial Aid
CAFR - Committee on Academic Freedom and Responsibility
CAP - Committee Advisory to the President (A&S faculty)
CBC - College Benefits Council
CCAOD - College Committee on Alcohol and Other Drugs
CDCD - Committee on Diversity and Community at Dartmouth
CEAF - Committee on Educational Affairs and Facilities (Trustees)
CFSC - Coed Fraternity Sorority Council
CGF - Committee on Graduate Fellowships (A&S faculty)
CGS - Council on Graduate Studies
CHaD - Children's Hospital at Dartmouth
CIR - Council on Investor Responsibility (Trustees)
CLIPP - Computer Learning and Information Processing Program
CoC - Council on Computing
COC - Committee of Chairs (A&S faculty)
COCA - Committee on Off-Campus Activities (A&S faculty)
COF - Committee on the Faculty (A&S faculty)
COI - Committee on Instruction (A&S faculty)
CoL - Council on Libraries
COLT - Comparative Literature Program
COP - Committee on Organization and Policy (A&S faculty)
COS - Committee on Standards (undergraduate student discipline)
COSA - Committee on Student Activities (Trustees)
COSL - Committee on Student Life (A&S faculty)
COSO - Council on Student Organizations
CPAC - College Priorities Advisory Committee
CPHS - Committee for the Protection of Human Subjects
CSA - Council on Sponsored Activities
CSF - Committee on Senior Fellowships (A&S faculty)
CTAP - College Tuition Aid Program
CTS - Classroom Technology Services (formerly OIS or OISER)
CWG - Center for Women and Gender (formerly Women's Resource Center)
The D - Publication: The Dartmouth (daily student newspaper)
DAGLO - Dartmouth Area Gay and Lesbian Organization
DAO - Dartmouth Asian Organization
DAPA - Drug and Alcohol Peer Advisors
DCAC - Dartmouth College Athletic Council
DCAD - Dartmouth College Athletic Department
DCCCC - Dartmouth College Child Care Center
DCGH - Dartmouth Coalition for Global Health
DCIS - Dartmouth College Information System (not to be confused with DCTS, the 30-yea
old Dartmouth College Time Sharing system)
DCMB - Dartmouth College Marching Band
DCAL - Dartmouth Center for the Advancement of Learning
DCARE - Dartmouth Center on Addiction, Recovery, and Education
DCS - Dartmouth Community Services (Tucker Foundation programs)
DCSA - Dartmouth College Staff Association
DDS - Dartmouth Dining Services (formerly DDA-Dartmouth Dining Association)
DFS - Dartmouth Film Society
D-GALA - Dartmouth Gay and Lesbian Alumni group
DHMC - Dartmouth-Hitchcock Medical Center
Dick's - Dartmouth Health Service and House infirmary
DJS - Dartmouth Japanese Society
DMS - Dartmouth Medical School
DND - Dartmouth Name Directory (the database that controls BlitzMail(r) access and many
other network services)
DOC - Dartmouth Outing Club (Office of Outdoor Programs)
DOSS - Department of Safety and Security
DPMS - College Printing and Mailing Services
DSGHP - Dartmouth Student Group Health Plan
DSO - Dartmouth Symphony Orchestra
DWI - Dartmouth Women's Initiative
ECS - Evaluative Clinical Sciences (graduate program)
EDPA - Eating Disorders Peer Advisors
EO/AA - Equal Opportunity and Affirmative Action
ESD - Environmental Studies Division, Dartmouth Outing Club
FAARC - Faculty Affirmative Action Review Committee
FAC - Facilities Advisory Committee
FA - Financial Accounting System (financial database)
FO&M - Facilities Operations and Management
FPB - Facilities Planning Board
FRO - Flexible Retirement Options
FSP - Foreign Study Program
GSC - Graduate Student Council
HB - Hinman Box (on-campus mailing address)
Hood - The Hood Museum of Art
The Hop - Hopkins Center for the Arts
HRS - Human Resources System (personnel database)
IACUC - Institutional Animal Care and Use Committee
ICC - Interracial Concerns Committee
IFC - Interfraternity Council (subcouncil of CFSC)
ISA - International Students Association
KASA - Korean American Student Association
LALACS - Latin American, Latino, and Caribbean Studies
LOC - Leave on Own Charges
LRC - Language Resource Center
LSA/FSP - Language Study Abroad/Foreign Study Program
MALS - Master of Arts in Liberal Studies
MBEP - Minority Business Executive Program (Tuck)
MHMH - Mary Hitchcock Memorial Hospital
MILAN - Organization founded by students from the Indian subcontinent
NAD - Native Americans at Dartmouth
NAP - Native American Program
NAS - Native American Studies
OFDC - Publication: Organization of the Faculty of Arts and Sciences Dartmouth College
ORC - Publication: Organization, Regulations, and Courses
ORL - Office of Residential Life
PEAC - Peer Education Advisory Council
RAID - Responsible AIDS Information at Dartmouth
REACT - Rape Education Action Committee
SAEN - Student Alcohol Education Network
SAFE - Students Against the Abuse of Food and Exercise
SAPA - Sexual Assault Peer Advisors
SASH - Sexual Assault Sexual Harassment Committee
SCGF - Steering Committee of the General Faculty
SCT - School of Criticism and Theory (A&S program)
SHARE - Sexual Harassment and Rape Education Network
SIS - Student Information System (student database)
SOP - Publication: Sense of Place (an electronic publication about environmental issues)
SPEC - Student Programming Events Cooperative
SSAARC - Staff and Service Affirmative Action Review Committee
TEP - Tuck Executive Program
UPNE - University Press of New England
VOX - Publication: Bi-weekly newspaper with calendar of events
WDCR/WFRD - Dartmouth radio stations
WISP - Women in Science Project