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The College's Employee Handbook is not a contract of employment. Any individual may voluntarily leave employment upon proper notice and may be terminated by the College at any time for any reason, within the confines of the law. Any oral or written statements of promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employee.
The College retains inherent rights to manage, including, but not limited to, the right to determine the numbers, location and manner of operations, number of employees, and assignments of work; transfer, promote, demote, lay off, or terminate for lack of work or other reasons; and to set rules, suspend, discharge or take other disciplinary measures. The contents of this handbook are subject to change anytime at the discretion of the President's Cabinet. The President's Cabinet is responsible for reporting such changes to the appropriate employees within a reasonable time frame.
Unless explicitly referred to as including faculty, all information contained herein refers only to staff and administrative employees.
The employment objective of Saint Mary's College is to select and retain personnel with high standards of performance and appropriate experience, education and training. In addition, Saint Mary's College strives to hire employees committed to contributing to the continued excellence of the institution.
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Vacancy announcements and advertisements are initiated through the Human Resources Office. The administrator in the appropriate area, with consultation, screens candidates for staff positions. Following the decision to hire, the Human Resources Office issues a letter of appointment.
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Full-time hourly employees are required to successfully complete a probationary period of ninety (90) calendar days. Part-time hourly employees are required to complete a probationary period of the greater of thirty five (35) work days or ninety (90) calendar days. Both full and part-time administrative employees are required to successfully complete a probationary period of six (6) months. All employees new to positions, including transfers and promotions, must complete probationary periods.
During the probationary period, the employee’s supervisor and/or department head will observe the performance of the employee to determine if s/he demonstrates the abilities and qualifications necessary to perform successfully on the job. Performance evaluations of hourly employees will take place at forty-five (45) and ninety (90) days and will be shared with the employee as a means of providing feedback and direction to new employees. The probationary period also gives an employee the opportunity to evaluate the position. At the expiration of the probationary period, the supervisor will either recommend or disapprove transfer to regular status. One-time only extensions of probationary periods may be granted. If it is determined during, or at the conclusion of the probationary period, that the employee should not continue in the position for which s/he was hired, the employee and the Human Resources Department will be notified of the reasons and s/he will not be put on the rolls as a regular employee. Completion of the probationary period is not a guarantee of continued employment.
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While evaluations are an ongoing process, the College provides for formal written evaluation of staff each year. Evaluations can serve several purposes: to assess efficiency and effectiveness in developing and achieving job objectives; to provide for professional growth; to construct a statement of future goals and objectives to be met by the staff member during that year; and to form a basis upon which salary recommendations are made. Performance appraisals are not to be used as a means of disciplinary action. Supervisors should refer to Section F on Termination/Notice of Non-Reappointment for the proper procedure to follow in dealing with problems requiring disciplinary action.
The College has determined specific criteria to be followed in the evaluation process.
1. Only the direct supervisor may conduct the evaluation. If others are to be part of the evaluation process (that is, serve as an evaluator or co-evaluator of the staff member,) the rationale for the inclusion and the job title of that person must be communicated at the beginning of the evaluation period.
2. The form of the evaluation and the specific points upon which the staff member is to be evaluated must be communicated to the individual at the start of the period of evaluation.
3. The evaluation must be made at least annually.
4. The evaluation must be written.
5. If weaknesses are noted on the evaluation, methods by which the staff member can improve in those areas must be included.
6. The evaluation is signed by both the supervisor and the individual, who also receives a copy of the evaluation for his or her records.
7. The individual being evaluated is allowed at least five work days to consider the written evaluation before signing it. The employee's signature indicates that he or she has read the evaluation. It does not necessarily indicate agreement or disagreement.
8. The staff member is allowed to attach a disagreement with, or explanation of, any part of the evaluation within five days of the receipt of the written evaluation. The attached addendum should become part of the official evaluation, and is signed by both parties. The supervisor's signature signifies that he or she has read the addendum. It does not necessarily indicate agreement or disagreement. The supervisor sends the evaluation and attachments to the appropriate administrative official.
9. Evaluations are retained in the Human Resources Office.
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Salaried employees must give notice of intended resignation at the earliest possible time, but no later than four weeks before leaving the College. Hourly employees must give a minimum of a two week notice before termination.
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F. TERMINATION/NOTICE OF NON-REAPPOINTMENT
Separation from employment for staff occurs only for just cause, failure to meet acceptable standards of performance, or reduction in force due to institutional financial conditions or institutional/area reorganization. All termination notices will be made both orally and, upon request, in writing.
1. Reduction-in-Force
In the event of a reduction in force, the employee will be notified of the elimination of her/his position as soon as possible. Two months' notice or severance pay in lieu thereof will be provided. In the event that severance pay is provided, the employee's health, life and long-term disability insurance will continue throughout the paid period. Every effort will be made to provide earlier notification when possible.
2. Immediate Termination
It is understood that the violation of some policies and conditions of employment is so extreme that immediate discharge is the only reasonable remedy. Some examples of the types of actions for which an employee may be terminated with no right to notice include:
a. theft or intentional destruction of College and/or personal property of others;
b. assault;
c. fraud in securing employment;
d. conviction of a felony which relates to performance of duties;
e. intoxication on the premises or drinking alcoholic beverages on the job;
f. unauthorized possession of a deadly weapon on the premises;
g. acts that jeopardize the safety of other employees;
h. falsification of time cards;
i. fighting on the premises;
j. failure to notify the College within 48 hours when absent from work;
k. sleeping during working hours;
l. threatening other employees;
m. deliberate and serious violation of college rules or policies, such as those on sexual harassment, alcohol and drug abuse, verbal abuse of others, etc.; and
n. serious insubordination that adversely affects the performance of the employee and/or others.
This list is not meant to be inclusive, but rather to indicate the types of actions which may subject an employee to immediate dismissal. If any of the aforementioned actions or similar types of actions occur, the immediate supervisor will discuss the need for termination with the appropriate Vice President and the Director of Human Resources. If the decision to terminate is made, a meeting including the Director of Human Resources and the individual supervisor will be held with the employee to present the College's position and subsequent decision to terminate. The employee will have the opportunity for a rebuttal at this meeting. Any employee relieved of duty awaiting a final termination decision will be paid. All termination notices will be made both orally and, upon request, in writing.
Copies of any relevant written communications shall be made available to the employee. The employee has the right to respond, in writing, to these documents. Written responses should be sent to the immediate supervisor and the Director of Human Resources. This response will be placed in the personnel file along with a copy of the documents and the termination notice. In no case will any relevant documents be placed in an employee's personnel file without the employee's knowledge and right to rebuttal.
3. Termination for Just Cause
The College shall have the right to discipline or discharge an employee for just cause. "Just Cause" is defined as documentation of a violation of College policy or a condition of employment that warrants disciplinary action. This definition includes, but is not limited to:
a. incompetence or inefficiency;
b. gross neglect of duty;
c. continued tardiness or chronic absenteeism;
d. knowing, repeated violations of the regulations of the College;
e. misuse of College property;
f. willful failure to obey a supervisor's reasonable directives;
g. * sexual harassment;
h. * continued alcohol or other substance abuse interfering with performance of duties; and
i. * verbal abuse of others.
* Serious violations of these types of actions may subject an employee to immediate discharge.
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G. PROGRESSIVE DISCIPLINE/PROBLEM RESOLUTION SYSTEM
Formal steps of progressive, disciplinary action will be taken by the supervisor for infractions of the types listed above for just cause and for failure to meet acceptable standards of performance.
Initial disciplinary action should be in the form of an oral discussion and warning. The supervisor will meet with the staff member, give an oral warning of unacceptable performance, and discuss areas for improvement. Upon consultation with the Director of Human Resources, a reasonable time frame for the needed improvement will be established and communicated by the supervisor. Factors to be considered in the establishment of a time frame include:
1) the employee's length of service;
2) seriousness of error; and
3) how similar problems within the College have been handled.
A written copy of the oral warning and discussion will be given to both the employee and the Director of Human Resources for retention in the employee's personnel file.
If the staff member continues at an unacceptable level of performance, the next step of the disciplinary process will be a written warning. The supervisor will again meet with the staff member and the staff member will be given a written warning of continued unacceptable performance. Upon consultation with the Director of Human Resources, another reasonable time frame for needed improvement will be established and communicated to the employee. An additional copy of the written warning will be sent to the Director of Human Resources for retention in the employee's personnel file.
If the employee's performance does not improve after this warning, the supervisor will discuss the need for termination with the appropriate Vice President and the Director of Human Resources. When approval for dismissal has been obtained from both, the supervisor will meet with the staff member, review the reasons for termination and give terminal notice.
At each step of the progressive disciplinary process, copies of any relevant written communications shall be made available to the employee. The employee has the right to respond, in writing, to any of these documents. This response will be placed in the personnel file along with a copy of the documents and the termination notice. Any written communication, supplied as a warning in a disciplinary action which is dismissed, will be destroyed and not retained in the employee's personnel file. In no case will any relevant documents be placed in an employee's personnel file without the employee's knowledge and right to rebuttal.
As mentioned earlier, while performance appraisals are a mechanism to report efficiency and effectiveness in achieving job objectives, they are not a means of disciplinary action. The procedure addressed in this section should be used to address disciplinary problems.
Problem Resolution System
Any employee disciplined or discharged for just cause under the aforementioned progressive disciplinary process shall have recourse for review of the action through the Problem Resolution System described in the Employee Handbook.
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1. There are two kinds of work years at the College. The first is a full twelve month work year measured from the starting date of employment. The second is an academic work year which is roughly defined by the school year. Supervisors inform new employees of the schedule which applies to specific positions.
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2. Full time positions continue on a regular, ongoing schedule of at least 32 hours per week. Individuals in full time positions are eligible for full participation in the College's fringe benefit program.
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3. Part time positions continue on a regular, ongoing schedule of less than 32 hours per week. Individuals in part time positions may participate in some of the College’s benefit programs. Information for the benefit programs for which a part-time employee is eligible will be distributed to the individual at the time of hire.
Part time employees are also eligible for vacation, sick leave and holiday pay in relation to the amount of time worked. A more detailed explanation of the extent of benefit eligibility is included under appropriate headings in this handbook.
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4. Temporary positions are seasonal or of short duration. Temporary employees may work full or part time, but are not eligible for participation in the College's fringe benefit program. Temporary positions should not exist for more than six (6) months and will be monitored by the Human Resources Department. Return to Table of Contents 5. On-Call positions have no set work schedule. On-call employees work only when requested and may work full or part-time. On-call employees are not eligible for participation in the College’s benefit programs. Return to Table of Contents 6. A promotion is a movement to a job at a higher pay grade level. Whenever possible, vacant positions will be filled by promoting qualified current employees. Employees who meet the qualifications of the position and are interested in the higher level position should apply at the Human Resources Department. The person selected to fill the vacancy will be chosen on the basis of appropriate education and experience, demonstrated work performance, and potential to perform successfully in the higher-rated position. Return to Table of Contents 7. A demotion is a movement to a lower-rated position. Demotions may occur as a result of organizational realignments or performance difficulties. If demotion occurs because of organizational realignment, rather than performance problems, this fact will be noted in the employee's personnel file. If an employee is demoted, the circumstances of the case will be reviewed by representatives of the Human Resources Department to ascertain the appropriate pay rate for the new job. It is general policy that the wage rate of the employee will not be reduced if the demotion does not come as a result of poor performance. In the unlikely event of a widespread reduction in force, the College reserves the right to reduce salary to an appropriate rate for the newly assigned lower level responsibilities. Return to Table of Contents 8. Transfers of employees from one department to another, which do not involve a promotion, will be made when they are in the best interest of the employee and the College. Requests for transfer can be made directly to the immediate supervisor or a representative of the Human Resources Department. The actual date of transfer must be agreed upon by the departments involved and will be coordinated by a member of the Human Resources Department. Return to Table of Contents 9. Reclassification refers to the process of evaluating the skills, effort and responsibilities required within a job and the act of determining the value of the position in relation to other positions at the College. Return to Table of Contents 10. Pay Range is the difference between the minimum and maximum pay rates of a given pay level. Each staff position has a pay range. Return to Table of Contents 11. Compensatory Time is an alternative to overtime pay or an opportunity for approved paid time for salaried employees who have operated on an extended work schedule for a sustained period of time. Strict federal laws apply to compensatory time in lieu of overtime pay. The Human Resources Department should be contacted concerning any compensatory time before it is granted to hourly employees. Authorization to take compensable time by salaried employees must be approved in advance by the appropriate Vice President.
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12. The President's Cabinet is comprised of the official officers of the College and the Executive Assistant to the President. The official officers are the President, Vice President and Dean of Faculty, Vice President for College Relations, Vice President for Finance and Administration, Vice President for Mission, Vice President for Student Affairs and Vice President for Enrollment Management.
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Staff employees are paid on a biweekly basis. The payroll period ends every other Saturday at midnight. Earnings statements for the period worked before and including that Saturday are normally available on the following Thursday after 11:00 a.m. All employees will have their pay direct deposited into the bank of their choice.
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Pay is based upon the amount of skill, effort and responsibility required of your position in comparison with the requirements of other positions on campus. Staff positions at the College are allocated to one of several pay grades. A pay range is associated with each pay grade. New employees usually are hired at the minimum of the range, although if the applicant has exceptional qualifications a higher salary may be approved. Starting salaries above the midpoint for any staff are always approved by the President.
Pay and pay ranges are compared on a regular basis with the pay at colleges and other employers similar to Saint Mary's to ensure that our pay is comparable.
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Adjustments to pay are considered on an annual basis. Approved increases take effect at the start of the fiscal year (June 1).
Criteria for increases include quality of work, quantity of work and timeliness of the employee in meeting the standards of performance developed by the supervisor.
Each year staff receive formal feedback from their supervisors on performance. This communication will be documented on a form available from the Human Resources Department or on a form selected by the supervisor. It is important that staff know what is expected on the job. Evaluations are conducted in the spring of each year.
Adjustments in pay will normally be made according to the following guidelines:
1. Employees already at the maximum of their pay range will be eligible to have added to their base wage only the amount the wage range is increased.
2. Temporary employees and those full-time or part-time employees hired after March 1 are eligible to receive an increase no greater than the amount by which the wage range is increased.
3. Employees leaving employment with the College shortly after the start of the fiscal year are eligible to receive their pay adjustment, if recommended by their supervisor and if they gave the appropriate notice of termination.
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D. CLASSIFICATION OF POSITIONS
The College assigns positions to pay levels on the basis of the amount of skill, effort and responsibility inherent in each job. Over the course of time, the nature of some positions changes and the original pay level may no longer be appropriate. If this occurs, the affected employee should ask that the immediate supervisor request a reclassification study through the Human Resources Department to determine the appropriate pay level for the position. All reclassification requests must be made in conjunction with the College’s normal budget cycle.
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Full-time employees are eligible for one fifteen (15) minute rest period in the middle of each half of a 7 or 8 hour day. The rest period is limited to a fifteen (15) minute absence from the job. The rest period is designed to provide for the safety and comfort of employees. Therefore, the rest period should not be used to cover late arrival to work or early departure, nor should it be regarded as cumulative if not taken. Rest periods are scheduled by the supervisor and may be standardized or staggered among employees.
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Time cards are used by hourly employees of Saint Mary’s College. The exact starting and ending times must be recorded on the time card in one-half (1/2) day intervals. Periods of the day when the College does not pay the employee, such as lunch time or unpaid personal leave, or when the employee is using paid leave time, such as vacation and sick time, must be reported on the time card.
Employees leaving campus must mark their time card accordingly. All time cards, signed by both the employee and the supervisor, must be turned in to the Business Office by 10:00 a.m. on the Monday following the end of the payroll period. Individuals who knowingly submit a falsified time card are subject to immediate dismissal.
The green side of the time card should be used for the first week of the pay period; the red side for the second.
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A premium rate of one and one-half (1-1/2) times the basic rate of pay is paid to hourly employees who work more than forty (40) hours in a work week. Sick leave, vacation, funeral leave and other forms of paid leave time are not counted in the hours of work calculation. Prior approval from departmental supervisors must be obtained for any overtime worked.
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Full-time or part-time regular employees are eligible for holiday pay for College-recognized holidays. Temporary and on-call employees are not eligible for holiday pay.
Employees required to work on a holiday may choose to be paid for the holiday or use the holiday at a later time within the fiscal year in which the holiday is earned as compensating time off. Hours not taken as compensating time off by the end of the fiscal year (May 31) will be paid to the employee. This pay or compensating time off is in addition to the pay received for the hours worked on the holiday.
Employees scheduled to work on a holiday but who do not work will not be paid for the day unless the absence is explained to the satisfaction of the supervisor. If the absence is not satisfactorily justified, the employee is subject to disciplinary action.
Full-time academic-year employees not normally scheduled to work the day before and after the holiday, will receive holiday pay during the academic year as long as they work their last scheduled day before the holiday and their first scheduled day after the holiday. Academic-year employees will not receive holiday pay for those holidays falling outside the academic year (normally Memorial Day and Independence Day).
Part-time employees with a regular work schedule are eligible for holiday payment if they were scheduled to work that day. They are eligible for compensation for hours scheduled to work. Part-time employees with an irregular work schedule who are scheduled to work on the holiday have their eligibility for holiday pay computed on the basis of the average hours worked per day during the last ninety (90) days of the previous academic semester.
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In the event of the College’s closure due to inclement weather, employees are eligible for pay for the hours scheduled to work that day. Certain employees are designated as “essential” personnel in the Fire and Safety Manual. These are employees who are asked to remain on campus or to come to campus to maintain essential services and will be paid for the time they actually work in addition to being paid for the hours normally worked during the period that the College is closed.
Hourly employees whose shift begins before the College is closed will receive compensatory time off for the time worked in addition to pay for the hours they would have normally been scheduled to work.
For employees not deemed “essential” who choose to come to work when the College is closed, no additional compensation or compensatory time will be provided other than pay for the actual hours worked.
Employees who feel it is unsafe for them to travel to work because of inclement weather may use personal time, if available, or vacation time.
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The College makes every effort to provide good working conditions, maintain a competitive and equitable compensation system and to support the principles of fair and equal employment. From staff, the College expects reasonable effort and diligence in the performance of duties. The College also expects staff to adhere to appropriate customs and standards of courtesy, conduct and dress and to support the principles included in the College's mission statement.
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Saint Mary’s College, founded and sponsored by the Sisters of the Holy Cross, an order of the Roman Catholic Church, was chartered as an institution for women as a Catholic witness in higher education. It has continued to adhere to that focus and mission. As a Catholic institution, the College reaffirms its mission and philosophy which call for a modeling of social justice and Christian principles in our personnel policies and practices.
All College policies, practices, and procedures are administered in a manner consistent with our Catholic identity. With the foregoing understanding, Saint Mary’s College will not engage in discrimination based on gender, race, national origin, religion, age, mental or physical disability, all as provided by law. Based on our Catholic values, the College also commits to avoiding discrimination based on sexual or political orientation.
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1. Policy
In our academic community, we seek to foster the fullest development of women’s talents and aspirations, by promoting intellectual vigor, aesthetic appreciation, religious sensibility and social responsibility. The mission of Saint Mary’s College can be realized only in an atmosphere of mutual trust and respect. Actions which diminish such an atmosphere shall not be condoned or tolerated.
Saint Mary’s College will not tolerate sexual harassment of its students or employees, nor will Saint Mary’s College tolerate unprofessional conduct which leads to sexual harassment.
Sexual harassment may be used to describe a wide range of behaviors. These behaviors are described in the Equal Employment Opportunity Commission Guidelines as follows:
Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when;
-submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment or education,
-submission to or rejection of such conduct by an individual is used as the basis for academic or employment decisions affecting that individual, or
-such conduct has the purpose or effect of substantially interfering with an
individual’s academic or professional performance or creating an intimidating, hostile, or offensive employment, education, or living environment.
In determining what conduct constitutes sexual harassment, the question will be determined from the perspective of a reasonable person of the gender and position of the person making the complaint.
Individuals from Saint Mary’s College have been assigned the responsibility of becoming familiar with the issue of harassment and providing advice and counsel to employees offended by unwelcome comments or behavior. These individuals are: the Director of Human Resources, Vice President/Dean of Faculty and Associate Dean of Faculty.
2. How to Handle Offensive Comments or Conduct
If a faculty member or member of the staff is faced with comments or conduct of a gender based or sexual nature which are offensive or threatening, the person is encouraged to handle the situation in a direct manner immediately by telling the person calmly, politely and clearly that the conduct is offensive and that the individual wants it to stop.
If the individual is reluctant to confront the individual directly, the individual may seek assistance by complaining to a person in a position of authority and asking for assistance. A faculty member may complain to a chair of any department, the Vice President/Dean of Faculty, Associate Dean of Faculty or Director of Human Resources. Any other employee of Saint Mary’s College may complain to the Director of Human Resources or head of the employee’s department.
3. Notification and Investigation
All faculty members, managers and supervisors are responsible to immediately bring forth any complaint of harassment made by a student or employee, as well as any situation which they observe and believe may violate this policy. This information should be brought to the Director of Human Resources, Vice President/Dean of Faculty, Associate Dean of Faculty, or Vice President for Student Affairs. Complaints will be immediately and fully investigated once reported. To the extent feasible, the investigation will protect the privacy interests of all affected parties.
No faculty member, employee or student who makes a complaint in good faith or participates in an investigation in good faith shall suffer retaliation for being involved. Saint Mary’s College will take the necessary action to assured that retaliation does not occur.
4. Discipline
Any person who is found to have violated this policy shall be subject to prompt and appropriate disciplinary action up to and including termination, as determined by Saint Mary’s College.
5. Bad Faith Complaints
This policy shall not be used to bring a complaint in bad faith. Disciplinary action shall be taken against any individual found to have brought a sexual harassment complaint in bad faith for an improper purpose.
6. Related Unprofessional Conduct
Relationships between a student and an individual with professional responsibility for that student deserve particular attention. A college employee with professional responsibility for a student has real or potential power and authority over that student in a variety of roles including but not limited to instructor, adviser, work study supervisor, counselor, and committee member.
To ensure that employees shall not abuse that power, no employee shall engage in or solicit an amorous or sexual relationship (consensual or otherwise) with a student. Amorous and/or sexual relationships between a student and an individual with professional responsibility for that student are presumed to constitute unprofessional conduct. The consensual nature of such a relationship does not necessarily constitute a defense to a complaint of sexual harassment or related unprofessional conduct.
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Saint Mary’s College is committed to a work and educational environment in which all individuals are treated with respect and dignity. Each individual has the right to work and study in an atmosphere that promotes equal opportunities and prohibits discriminatory practices, including harassment.
Saint Mary’s College has developed this policy to ensure that all of its employees and students can work and study in an environment free from harassment, discrimination and retaliation. Saint Mary’s College will make every reasonable effort to ensure that all employees and students are familiar with these policies and aware that any complaint in violation of such policy will be investigated and resolved appropriately.
1. Equal Employment Opportunity
It is Saint Mary’s College’s policy to ensure equal employment and educational opportunity without unlawful discrimination or harassment on the basis of race, color, religion, gender, national origin, age, disability, or any other characteristic protected by law. Saint Mary’s College prohibits any such discrimination or harassment. As well, as a part of our Catholic values, Saint Mary’s College prohibits discrimination against an employee or student based on sexual or political orientation.
2. Definitions of Harassment
a. Sexual and gender harassment is prohibited and will be handled as discussed in the policy titled, “Sexual Harassment and Related Unprofessional Conduct”.
b. Harassment on the basis of any other protected characteristic is also prohibited. Under this policy, verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of his/her race, color, religion, national origin, age, disability, or any other characteristic protected by law violates this policy. As well, harassment because of an individual’s sexual or political orientation is prohibited. Harassing conduct includes, but is not limited to the following conduct which is based upon an individual’s race, color, religion, national origin, age, disability, sexual or political orientation: epithets, slurs, or negative stereotyping; threatening, intimidating, or hostile acts; denigrating jokes; and written or graphic material that denigrates or shows hostility or aversion and that is posted or circulated on campus.
3. Individuals and Conduct Covered
This policy applies to faculty and staff, whether related to conduct engaged in by students, employees or by an outsider not directly connected to Saint Mary’s College (such as an outside vendor).
4. Responsibilities of Faculty Members, Managers and Supervisors
All faculty members, managers and supervisors are responsible to immediately bring forth any complaint of harassment made by a student or employee, as well as any situation which they observe and believe may violate this policy. This information should be brought to the Director of Human Resources, Vice President/Dean of Faculty, Associate Dean of Faculty, or Vice President for Student Affairs. Complaints will be immediately and fully investigated. To the extent feasible, the investigation will protect the privacy interests of all affected parties.
5. Reporting an Incident of Harassment, Discrimination or Retaliation
Faculty members and employees who believe they are being subjected to harassment may, if they feel comfortable doing so, advise the offender that his or her behavior is offensive and request that it stop. If faculty members are not comfortable doing this, they are encouraged to immediately report the behavior to the Director of Human Resources, Vice President/Dean of Faculty or Associate Dean of Faculty. If any other employee is not comfortable doing this, they are encouraged to immediately report the behavior to the Director of Human Resources or a department manager. Saint Mary’s College encourages prompt reporting of all perceived incidents of discrimination, harassment or retaliation regardless of the offender’s identity or position.
Saint Mary’s College encourages the prompt reporting of complaints and concerns so that immediate and constructive action can be taken before relationships become irreparably strained. Although no reporting deadlines have been established, early reporting and intervention is the most effective method of resolving offensive behavior.
Retaliation against an individual for reporting harassment or discrimination or for participating in an investigation of a claim of harassment or discrimination is a serious violation of this policy and will be subject to disciplinary action. Acts of retaliation should be reported immediately through the same channels as are identified above.
6. Resolution of Complaint
Appropriate discipline, up to and including termination of employment, will be imposed if an investigation results in a finding the behavior prohibited by this policy has occurred.
False and malicious complaints of harassment, discrimination or retaliation will not be tolerated; appropriate disciplinary action will be imposed.
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Accident prevention is the responsibility of each employee of the College. In addition to performing her/his job in a safe manner, the employee is also responsible for reporting any unsafe working conditions.
It is the responsibility of each employee to be familiar with the safe working practices and procedures listed in the Saint Mary's College Fire/Safety Manual. Further, supervisors are responsible for reviewing the practices and procedures in this manual with her/his staff. All employees of the College are responsible for following the established guidelines in this manual on fire evacuation, tornado and other natural disasters, bomb threats and explosions, power equipment safety, snow emergencies and disposal of toxic materials and/or waste.
All employees who may be exposed to hazardous materials in their work area will receive annual Hazard Communication training. This training will include a review of the written program, an explanation of labeling and Material Safety Data Sheets (MSDS), a review of the health and physical hazards present, how to detect the presence or release of hazardous chemicals, and how to dispose of chemical waste.
All employees should be instructed to immediately report any accident or injury to her/his supervisor and the Safety and Security Department. In addition, reports of accidents and/or injuries must be completed by both the employee and her/his immediate supervisor and forwarded to the Human Resources Department as soon as possible. Completion of this report will necessitate an investigation of the accident by the supervisor. Upon receipt of the report, the Human Resources Department will forward a copy to the Safety and Security Department for review by the Fire and Safety Committee. Continuing treatment for all work-related injuries must be authorized by the Human Resources Department.
Any unsafe working condition must be reported to the supervisor and the Maintenance Department. Emergency situations such as a fire or gas leak should be reported immediately to the Security office (telephone #5000).
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Saint Mary's College strives to provide a healthful, safe working environment for all employees. As part of this goal and in conjunction with federal law, the College has adopted the following policy regarding a Drug-Free Workplace. This policy, required by the Drug-Free Workplace Act of 1988, regards the work-related effects of drug use and the unlawful possession of controlled substances.
Employees are expected and required to report to work on time and in appropriate mental and physical condition for work. It is our intent and obligation to provide a drug free, healthful, safe and secure work environment.
The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance on campus or while conducting College business off campus is absolutely prohibited. Violations of this policy will result in disciplinary action up to and including termination, and may have legal consequences.
The College recognizes drug dependency as an illness and a major health problem. The College also recognizes drug abuse as a potential health, safety and security problem. Employees needing help with such problems are encouraged to use the College Assistance Plan through the Madison Center and/or our health plan, as appropriate.
Employees must, as a condition of employment, abide by the terms of the above policy and report any conviction under a criminal drug statute for violations occurring on or off campus while conducting College business. A report of a conviction must be made within five (5) days after the conviction. The College, in turn, will notify any and all federal agencies from which the College has received federal grants within ten (10) days of receiving actual notice of such conviction.
Within thirty (30) days, the College will take one of the following actions: 1) appropriate disciplinary action against such employee, up to and including termination, or 2) require such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State or local health, law enforcement or other appropriate agency.
It is the College's intention to make a good faith effort to continue to maintain a drug free workplace through the implementation of this policy.
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In order to provide all community members with a healthy and safe environment within which to study, work and live, the College instituted a smoking policy in August 2000. All buildings on campus are smoke-free. Smoking is permitted only in outdoor areas of the campus and smokers are asked to respect the rights of others to avoid second-hand exposure to smoke by refraining from smoking in or near doorways, and disposing of their smoking materials in the outdoor containers provided. Smoking is also not permitted in any college-owned vehicle. It is the responsibility of all community members to adhere to the College’s smoking policy and to encourage other community members to do the same. It is also the responsibility of individual community members to inform their guest of the College’s smoking policy and encourage their adherence to this policy. Failure to abide by the policy will result in disciplinary action.
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All employees of the College represent Saint Mary’s when interacting with students and visitors to the campus. Because of this, the College has developed some general guidelines to provide employees direction in dressing appropriately. The guidelines recognize the fact that different styles will be necessary, depending on changes of seasons, degree of student and visitor contact, and nature of work and safety considerations. However, even departments that are able to allow more casual dress requirements or have occasional “dress-down” days must adhere to these general guidelines. Individual departments may choose to establish more specific guidelines. The final decision on appropriate attire is the responsibility of each supervisor.
The following are some guidelines on attire that is considered appropriate. Women may wear dresses, business suits, skirts, skorts, and pants and blouses or shirts. Tank tops may be worn if under a jacket or blazer. Acceptable attire for men includes business suits, pants, shirt and tie and sport coat, or pants and shirts. Jeans in good repair and t-shirts are acceptable if approved by the department supervisor. When classes are not in session, shorts of an acceptable length may be worn if approved by the departmental supervisor. Undergarments must be worn. Clothing should be kept neat and clean. Personal grooming is essential.
The following are some guidelines on attire considered inappropriate for the work setting. Employees may not wear beach or exercise clothing, slippers, or flip-flops to work. Ripped jeans are also inappropriate. Any items of clothing that reveal the midriff or shoulders are unacceptable. Women should not wear short skirts, short shorts or short dresses; sheer clothing; tight, clingy, or revealing garments or garments with low necklines. Men should not wear short shorts, tight garments or tank tops.
Specific questions related to these guidelines should be directed to the departmental supervisor or Human Resources office. Employees failing to follow these established guidelines will be advised by their supervisor. After initially advised, continued violations of these guidelines will result in disciplinary action, up to and including discharge.
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The College has strengthened and developed recruiting sources likely to yield a pool of candidates from historically underrepresented racial and ethnic minority groups. The Human Resources Office will assist in recruiting qualified applicants for all non-faculty positions in cooperation with the department that has the open position, and will make special efforts to assist in developing such a pool. In faculty searches, Human Resources will assist in obtaining information about the applicant pool. It is the responsibility of the academic department to make special efforts to develop such a pool.
The use of appropriate media directed to historically underrepresented racial and ethnic minority groups and women will be a part of the College’s advertising practices. Advertisements of open positions in the instructional, executive/managerial, professional/administrative, and technical categories will be placed in those professional journals and job registries that will broaden the applicant pool and those that are readily available to historically underrepresented racial and ethnic minority groups.
Promotion, transfer, and the filling of temporary openings are based on an employee’s qualifications, including ability to perform the work and service and are considered in a manner consistent with our Catholic identity and our policy on non-discrimination. To ensure equal opportunity for promotion, the College will post internally the availability of open non-faculty positions so that all interested individuals can be considered.
Efforts must be made to form a search committee containing members of historically underrepresented racial and ethnic minority groups. In all cases, the search committee will utilize methods most likely to result in the inclusion of qualified individuals from historically underrepresented racial and ethnic minority groups in the interview pool.
Information about the College’s non-discrimination policy and diversity hiring policy will be communicated periodically and at least once a year to the College community through College publications and other media. To ensure awareness, understanding, and aggressive, meaningful, and effective implementation, the subject of non-discrimination and diversity will continue to have high priority. The policy and resulting initiatives will be discussed at appropriate management and supervisory meetings and during new employee orientation programs. It will be an item on the agenda of the President’s Cabinet, other management, and supervisory meetings at least once per year and more frequently if appropriate.
All College employment advertisements must include the phrase “Saint Mary’s College has a strong institutional commitment to diversity and seeks applications from historically underrepresented racial and ethnic minority groups, those who have had multicultural experience, and those who can demonstrate a commitment to diversity.”
Final offers of employment will not be made until one of the following two requirements has been met:
1. The on-campus interview pool includes at least one candidate from a historically underrepresented racial and ethnic minority group or an international candidate, or
2. Documentation substantiating that all appropriate efforts were made to produce a pool inclusive of historically underrepresented racial and ethnic minority groups has been submitted to the Vice President and Dean of Faculty for a faculty position, and the Director of Human Resources for non-faculty positions.
Forms to provide such documentation are available from the Vice President and Dean of Faculty’s Executive Administrative Assistant and the Human Resources Office. Return to Table of Contents
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J. VISA SERVICES PROVED TO ADMINISTRATIVE/STAFF
1. H-1B visas (A temporary visa available to individuals in professional positions. The visa may be used for a maximum period of six years)
All employees will be required to hire the chosen College attorney to prepare and submit their applications for H-1B visa status, who will charge a flat "preferred college" rate in CIS fees. The College will then sign off on the application forms.
The College will share the cost for legal fees and other costs incurred in filing for this type of application, unless otherwise mandated by applicable laws. For example, the College is responsible for the mandatory $500 fraud-prevention fee charged by the CIS. For the remaining costs, a maximum of 50% of the cost charged by the College’s attorney for processing the paperwork to obtain this visa will be paid by the College.
Individuals must sign a promissory note agreeing to pay the remainder of the charges prior to the commencement of applying for the visa.
2. Permanent Residency Applications ("green cards")
All employees will be required to hire the chosen College attorney to prepare and submit their applications for permanent residency. The College will sign off on these applications. The individual must speak with their department head and receive permission to proceed with such an application. Normally, individuals must be in their positions for a minimum of three years before an application for permanent residency based on their employment may be filed on their behalf.
The College will pay all the fees and costs related to the labor certification application as mandated by applicable laws. The College will share in the remaining costs for filing for permanent residency. A maximum of 50% of the cost charged by the College’s attorney for completing the necessary paperwork to obtain permanent residency will be paid by the College. Individuals must sign a promissory note agreeing to pay the remainder of the charges prior to the commencement of the application process for the visa.
All new staff and administrative hires and volunteers (limited for purposes of this policy to volunteers who are issued identification cards and/or keys) at Saint Mary’s College will be subject to a criminal background check. The criminal background check shall take place prior to employment and may be repeated at the discretion of the College. In no event will an individual be hired or allowed to volunteer services at the College without the completion of a criminal background check.
The hiring department must contact the Human Resources Department after a decision has been made to offer employment to a candidate but prior to finalizing the hire. The Human Resources Department will then contact the individual and make arrangements to have the individual complete the necessary paperwork to conduct the criminal background check.
Results of criminal background checks will only be shared with appropriate individuals who have a need to know such information as determined by the Director of Human Resources. Copies of results of each background screening will be retained by the Human Resources Department.
The costs for the background checks will be charged back to college-sponsored camps and other college programs which generate revenue. External clients and other programs requiring the hiring of personnel must show proof of a background check or be subject to the College's process and cost.
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L. EMPLOYMENT REFERENCE POLICY
It is the general policy of Saint Mary’s College to disclose, upon a prospective employer’s request, only the following information about current and former employees: (1) the dates of employment, (2) title, and (3) descriptions of the jobs performed.
All inquiries from prospective employers concerning employment-related information on current and former hourly and administrative employees should be directed to Human Resources. Inquiries concerning current or former faculty members should be made to the Vice President and Dean of Faculty.
Upon a signed written release of current or former employees, additional employment-related information will be disclosed. Any information provided on current or former employees shall be job-related, factual and demonstrable from the records of the employee.
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M. POLICY ON AWARDS, GIFTS AND PRIZES FOR COLLEGE EMPLOYEES
This policy has been developed according to IRS regulations for awards and gifts. Following are specific guidelines to follow relative to the value and type of awards and gifts that may be given to be considered non-taxable income.
1. Staff Length-of-Service Awards / Retirement Gifts
Awards and gifts are given to College employees for non-performance related recognition, (i.e. years of service, resignation or retirement). This policy does not preclude individual faculty or staff from giving personal gifts to their colleagues provided College funds are not utilized. The staff employee must be in active service on
