Roanoke College

3.0 Employee Benefits

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3.1 INSURANCE AND RELATED PROGRAMS

Roanoke College currently provides its employees with a comprehensive range of benefits.  This handbook provides highlights of the College's benefit page; however, the summary contained in the handbook is not intended to provide complete details of each benefit plan. For information regarding your benefit plans, please refer to the benefit summaries provided by the College or the insurance provider.  If you have misplaced your insurance booklets or have any questions about our coverages, please contact your supervisor or Human Resources. The following is a brief summary of each plan:

3.1.1 Health Insurance - The College offers a comprehensive health insurance plan. If beginning employment on the first day of the month, you are eligible for coverage immediately. If beginning employment after the first of the month, you are eligible on the first of the following month. The College pays a portion of the employee's premium. Dependent coverage is available. The employee premium is paid via payroll deduction and may be tax-sheltered through the "Premium Conversion" program.

3.1.2 Flexible Spending Account - By establishing a flexible spending account, an employee may elect premium conversion and set aside pre-tax income to later be reimbursed for expenses not covered by the group health, dental, and vision plans, such as co-payments and deductibles. An employee may also set aside pre-tax income for dependent (daycare) expenses.

3.1.3 Life Insurance - Life insurance coverage is provided with the premium paid by the College. Coverage is equal to an employee's annual salary rounded up to the nearest thousand to a maximum of $200,000. Eligibility is established in the same manner as for health insurance. Employees working less than 20 hours per week are not eligible. Employees may purchase additional life insurance, if desired, through payroll deduction, both for themselves and for dependents. Supplemental insurance information is available in Human Resources.

3.1.4 Disability Insurance

3.1.4.1 Short-term Disability Insurance - All full-time and part-time regular staff will become eligible after six (6) months of service.    Short Term Disability Benefits begin following the Elimination Period which is 15 calendar days (10 work days) following an accident or illness.  Regular sick leave is used to cover the Elimination Period.  Vacation and unpaid leave may be used as necessary.

Upon verification by a physician that a disability will extend beyond 15 calendar days, the College will pay full salary continuation up to 24 weeks (the duration of the Elimination Period for Long-Term Disability).  Eligibility and approval of short-term disability benefits will be administered by a third party administrator.  Benefits are paid through RC payroll and are subject to normal tax and benefit deductions. 

3.1.4.2 Long-term Disability Insurance - Because of our sincere wish to protect you and your family against undue financial hardships caused by loss of income due to accident or personal illness we provide this benefit. The purpose of this plan is to provide assurance to you and your family of the continuation of an adequate income in the event you become disabled. Employees working at least 20 hours per week are eligible, after one year of service, for long-term disability insurance.

Long Term Disability Benefits start as of the first day of the month after the end of the Elimination Period. The Elimination Period is the longer of (a) 6 months of continuous Disability; or (b) any period you are eligible to receive payments in each calendar month equal to your full Monthly Wage Base through accrued sick leave and accrued vacation. The Long Term Disability pays approximately 60% (including Social Security benefits) of the base salary until recovery, death, or attainment of retirement age, whichever occurs first. This plan also makes contributions to your retirement plan while you are disabled.

The College will continue the employee's insurance benefits during long-term disability to the extent provided by law and permitted by the insurance companies until disabled employee becomes eligible for Medicare.  The continuation of coverage is administered through COBRA.

  • Dependent coverage will be through COBRA at full cost to the employee.
  • If an employee is employed less than five years when their active service ends, the continuation on the college's group health plan will be through COBRA at full cost to the employee.
  • If an employee has five years or more of service when their active service ends, the continuation on the college's group health plan will be through COBRA at the existing employee cost share arrangement for employee only coverage.
  • If an employee was employed prior to 12/31/1999, the HR department will review their eligibility under the post retirement health benefit.

 3.1.5 Retirement Plan - The College is proud to offer a comprehensive retirement plan through Teachers Insurance and Annuity Association - College Retirement Equities Fund (TIAA-CREF). The plan was established to provide financial security over and above your normal Social Security benefits. The plan is a mandatory contributory one to which the College pays 9.5% of your base salary, and you pay 5% by payroll deduction. Participation is required by all employees when eligible. To establish eligibility, you must be a full-time or regular part-time employee.

To establish eligibility, you must be a full-time or regular part-time employee. Enrollment in the retirement plan is required in the month following eligibility. After your eligibility, you will be contacted by Human Resources and asked to attend an enrollment meeting where the plan will be reviewed for you in greater detail. Should you have any immediate questions, please do not hesitate to contact a Human Resources representative.

3.1.6 Employee Assistance Program - The College offers free, confidential, short-term counseling, crisis intervention, referral and follow-up services for employees and their families through Advantage Employee Assistance Program. The phone number is 540-989-6605 or 800-699-9396. Further information is available in Human Resources.

3.1.7 Optional Employee Paid Plans - Also offered, through payroll-deduction, are supplemental retirement annuities plan; optional enhanced vision plan; optional and dependent life insurance.

3.1.8 Social Security Insurance - Federal Social Security provides a variety of benefits including retirement payments, death benefits, disability insurance and monthly income payments to certain dependent survivors of covered employees. A percentage of your appropriate wage or salary is deducted as your contribution for this protection. The College contributes an amount equal to that deducted from your wage or salary. The Social Security programs are in addition to the benefit programs for employees administered by the College. Normally, you will be eligible to receive a monthly income from Social Security when you retire or become permanently disabled.

3.1.9 Worker's Compensation Benefits - If you are injured as a result of your work here, you may receive benefits under the Worker's Compensation Act. The cost of these benefits is supported entirely by the College. The funds will pay for medical, hospital and surgical expenses. If you are injured on the job, you must report it immediately to your supervisor so medical attention can be given and to insure that you receive the benefits which may be paid under worker's compensation. You must also make a detailed report to Human Resources within 48 hours of the injury.

Unfortunately, fraudulent worker's compensation claims continue to increase the cost for this benefit nationwide. All claims for worker's compensation insurance will be fully investigated. Any claims found to be fraudulent will be prosecuted to the fullest extent of the law and will result in immediate dismissal.

3.1.10 Unemployment Insurance - Unemployment compensation provides income if you should become unemployed through no fault of your own. As an employee, you pay no part of the tax which provides you with this benefit. The entire cost is paid by the College.

3.1.11 Coverage Continuation During Leaves of Absence -

With regard to Family and Medical leaves of absence, the College will pay all group health and dental premiums normally paid by the College for a period not to exceed twelve weeks. With regard to unpaid leaves of absence which do not fall within the guidelines of the FMLA, the College will pay all insurance premiums normally paid by the College for a period of six weeks from the employee's last day of paid service. Should the employee remain on leave longer than the twelve or six week period, the employee may continue as a member of the plans (in accordance with individual plan provisions) by paying monthly premiums to the College in advance.

3.1.12 Conversion of Group Insurance - Generally, all benefits terminate on the first of the month following the termination of employment. Terminating employees may have the right to convert certain coverages to personally-owned policies. Please contact Human Resources to obtain information on the conversion privileges of group insurance and to complete the proper forms for continuing the benefits desired.

3.2 PAID HOLIDAYS

The College observes certain important days each year as paid holidays. These days are looked upon as days of historical and religious importance. All full-time and part-time employees who qualify will be given paid time off for these days. Though subject to adjustment each year, these days usually are:

New Year's Day (1 or 2 days)

Good Friday (1/2 day)

Memorial Day

Independence Day 

Thanksgiving (2 days)

Christmas (4 or 5 days)

Temporary employees may receive with proportional pay those holidays which fall during the course of their employment. If you are a full-time or regular part-time employee and you work on a holiday or a holiday occurs during your vacation, you will be given a paid day off as near the holiday as possible, or your vacation will be extended by one day. Department heads are responsible for scheduling holiday work and compensatory time off for holiday work. Compensatory time must be taken within the calendar quarter in which the holiday falls.

To be eligible for a paid holiday, you must work your full, regularly scheduled work day which precedes the holiday and that which follows the holiday unless your absence on either of these days has been taken as a pre-approved vacation day or as a sick day substantiated in writing by a physician.

3.3 VACATION

We believe that each employee should have a time of rest and relaxation each and every year. Vacation with pay is one of the ways we show our appreciation to you for your length of service and performance.  Vacation is granted to all non-exempt employees according to the following schedule:

Two (2) weeks after one (1) year of service

Three (3) weeks after five (5) years of service

Four (4) weeks after fifteen (15) years of service

Exempt employees receive three weeks of paid vacation during their first five years of employment. After the fifth year, they receive four weeks of vacation per year.  Leave balances are available through Web Advisor.

Several rules govern the vacation accrual system:

  1. New employees begin accruing vacation immediately but must work six continuous months before becoming eligible to use accrued vacation.
  2. Employees must work at least one-half of a pay period in order to accrue vacation during that pay period. For this purpose, paid vacation or sick leave count towards the one-half requirement; unpaid leave of any kind does not.
  3. Employees may build vacation leave up to one and one-half times their rate of earning. For example, an employee earning vacation at the rate of two weeks per year may accrue up to three weeks of vacation (2 multiplied by 1.5 equals 3). When maximal accrual occurs, employees will cease to accrue additional vacation time. It is important, therefore, to use vacation before reaching maximum accrual.
  4. When an employee has reached five or fifteen years of service, the rate of vacation being accrued will increase on the first day of the month following the employee's anniversary date.
  5. Vacations must be scheduled in advance, with the approval of the supervisor. Different departments have different peak periods of activity, thus each department may establish policies for vacation usage as it deems necessary.
  6. The practice of taking vacation one day at a time, while sometimes appropriate on a limited basis, is discouraged. Maximal benefit is derived when employees take vacation in increments of at least one week at a time.
  7. Non-exempt and hourly staff must report vacation on their time card or time sheet.  Exempt staff must report vacation using the Vacation/Sick/Personal Leave form located on the Payroll web page (http://www.roanoke.edu/HumanResources/leaveform.asp ).
  8. Vacation pay in lieu of vacation is not permitted. Employees who leave the College in good standing, who have served continuously for one year and who have given proper notice (defined in Section 8.2), will be eligible to receive pay for all accrued vacation.

3.4 SICK LEAVE

Sick leave is provided for your welfare and protection when you are sick. Non-exempt and hourly employees must report all sick leave on their time card or time sheet. Exempt employees must report sick time using the Vacation/Sick/Personal Leave form  located on the Payroll web page (http://www.roanoke.edu/HumanResources/leaveform.asp).

Eligible employees accrue sick leave on a pay-period basis, at the rate of one day per month, with a maximum of 30 days of leave time (225 hours for employees who work a 7.5 hour day and 240 hours for employees who work a 8 hour day). For example, an hourly employee working eight hours per day will accrue 3.69 hours of sick leave per pay period. A monthly employee working 7.5 hours per day will accrue 7.5 hours of sick leave per pay period.  Leave balances are available through Web Advisor.

 

Limited sick leave is available to part-time regular employees at a rate directly proportional to their full-time equivalency.

Several rules govern the sick leave system:

  1. New employees begin accruing sick leave immediately but must work three continuous months in order to begin using accrued sick leave.
  2. Employees must work at least one-half of a pay period in order to accrue sick leave during that pay period. For this purpose, paid vacation or sick leave count toward the one-half month requirement; unpaid leave of any kind does not. 
  3. If you are unable to report to work for any reason, including illness, you must notify your supervisor each day of absence no later than your scheduled reporting time. Leaving a message with a co-worker is not acceptable. No sick leave will be paid when notification is not given.
  4. A physician's note is required for any sick absence extending more than three working days and is required for days missed immediately before or after a scheduled holiday or vacation day. Supervisors may require a physician's note at their discretion. Further, a physician's note of approval to return to work after an illness may be required at the discretion of the College.  
  5. Should an illness span a paid holiday, you must have paid sick leave available for both the day preceding the holiday and the day following the holiday in order to receive pay for the holiday. Employees who have used all paid sick leave and are thus on unpaid leave will not receive holiday pay.

 

3.4.1 Personal Leave - An employee may use up to five days per calendar year of accrued sick leave as personal leave. To use personal leave, employees must retain at least two days of accrued sick leave.  Such leave may be used in the event of illness of immediate family or for attending to family or personal affairs which cannot be accomplished outside an employee's normal working hours. These five days are NOT in addition to accrued sick leave and are not intended to be used as additional vacation; they are intended to provide more flexibility to our employees in utilizing earned leave. Personal leave must be requested in advance when possible. After 5 days of personal leave are used in a calendar year, absences for personal business or illness of other family members must be taken as vacation or without pay. For such leave, immediate family is defined as spouse, children, brother/sisters, parents, parents-in-law, and grandparents. In the event of such family illness, a physician's note may be required should the leave taken exceed two consecutive working days. The College reserves the right to deny personal leave requests and reserves the right to request documentation when personal leave is requested without advance notice or approval. In situations where it may conflict with the College's Family and Medical Leave Policy, the FMLA policy will prevail.

As with vacation and sick leave, use of personal leave must be reported on time card/time sheet or leave form.


3.5 FAMILY AND MEDICAL LEAVE ACT POLICY

In accordance with The Family and Medical Leave Act of 1993, the College provides the following benefit within the guidelines listed.


A. Reasons For Taking Leave

  1. Care of an employee's child (birth, adoption or foster care);
  2. Care of an employee's spouse, son, daughter or parents who has a serious health condition; and/or
  3. For a serious health condition that makes an employee unable to perform his or her job to the extent an employee is not otherwise covered under the College's sick and disability leave policies.
  4. For "any qualifying exigency" arising out of the fact that the spouse, son, daughter, or parent of the employee is on active duty, or has been notified of an impending call to active duty status, in support of a contingency operation.  Examples of qualifying exigencies are:   
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      • Short notice deployment;
      • Military events and related activities;
      • Child care and school activities;
      • Financial and legal arrangements;
      • Counseling;
      • Rest and recuperation; and
      • Post-deployment activities.

B. Eligibility Requirements

An employee must be employed by the College at least one year and have worked at least 1,250 hours during the previous 12 months.

C. Length of Leave 

  1. Twelve weeks of Family Medical Leave Act (FMLA) leave in a rolling 12-month period measured backward from the date an employee uses any FMLA leave.
  2. Up to 26 weeks of leave in a single 12-month period to care for a service member who is recovering from a serious illness or injury sustained in the line of duty on active status.  During the single 12-month period described in paragraph 2, an eligible employee shall be entitled to a combined total of 26 workweeks of leave under paragraphs 1 and 2.  Nothing in this paragraph will limit the availability of leave under paragraph 1 during any other 12-month period.
  3. Employee's entitlement to FMLA leave for birth or placement of a child expires 12 months after the birth or placement of the child. The new parent may not take intermittent leave or work a reduced schedule unless specifically approved by the College.
  4. An employee may take intermittent leave or may work a reduced leave schedule due to health or health care reasons when medically necessary.

 D. FMLA Leave for Spouses Employed by the College

 

  1.  In any case in which a husband and wife are both entitled to leave, the combined total number of workweeks of leave both may take is limited to 12 workweeks during a 12-month period, if such leave is taken for the birth or placement of a new child or to care for a sick parent.

  2. The combined total number of workweeks of leave that a husband and wife may take is limited to 26 workweeks during the single 12-month period if the leave is to care for a service member or is a combination of caring for a service member and for the birth or placement of a new child or to care for a sick parent.  

 

E.Advance Notice and Medical Certification

  1. An employee must provide a minimum of 30 days advance notice when the leave is foreseeable or where unforeseeable as much advance notice as is practicable.
  2. Thirty days advance notice or such notice as is otherwise practicable of intent to take leave is required for: the expected birth of a child; the expected placement of a child for adoption or foster care; and personal medical treatment or medical care of a qualified family member.
  3. The College will require certification to support a request for leave.. The College will similarly require a fitness-for-duty certification to return to work.
  4. The Certification must be returned within 15 days.  Failure to return the Certification in a timely fashion my result in the delay or denial of the leave.
  5. Employees will be required to re-certify the health condition from time to time such as when the employee requests or requires an extension of the leave, if the circumstances of the leave change, or for other justifiable reasons.
  6. The College reserves the right to require at College expense a second Certification by a different health care provider to verify the existence of a serious health condition.  If the first and second Certifications differ, the College may require a third Certification at College expense by a health care provider jointly selected by the two previous health care providers.  The third Certification will be controlling. 

F. Job and Benefit Protection

  1. Upon return from an approved FMLA leave, an employee will be restored to his or her original or an equivalent position with equivalent pay and benefits as prescribed by the Act.
  2. For the duration of FMLA leave, the College will maintain an employee's medical insurance coverage under the same conditions and coverage level which would have been provided if the employee had continued working. If an employee is currently covered under the College's health benefits plan, these benefits will be maintained during the approved FMLA leave.  Employees will be required to pay their portion of all benefit premiums on a monthly basis.  Payment must be received by the Human Resources Department no later than the 20th day of the month.  Non-payment of more than 30 days may result in termination of coverage.
  3. Employees on FMLA leave will not lose eligibility/entitlement to any benefits/employment programs accrued prior to the day the leave commenced.
  4. Additional leave will not accrue during any unpaid portion of an FMLA leave.  Pay for holidays will not be granted during period of unpaid leave.  

G. Paid and Unpaid FMLA Leave

  1. The College will require the use of all eligible paid leave (vacation, sick, if applicable to the case, etc.) prior to any unpaid leave. The FMLA leave time frame will not be increased by the length of any paid leave (paid and unpaid leave cannot be stacked to increase leave time). Any paid sick leave due to a serious and disabling illness or injury should be counted in determining an employee's total leave entitlement under FMLA.
  2. The College policy does not permit the use of paid sick leave to care for a sick child or other family member except as provided in Section 3.4.1 Personal Leave.
H. Return to Work 
  1. All employees on FMLA leave must notify his/her immediate supervisor at least 4 days prior to returning to work.
  2. All employees who are on FMLA leave for their own serious health condition must submit a fitness for duty report to his/her supervisor before returning to work consistent with the FMLA.
  3. Upon return from an approved FMLA leave, an employee will be restored to his or her original or an equivalent position with equivalent pay and benefits.
  4. Certain "key employees" may be denied job restoration at the conclusion of the leave.
  5. Failure of an employee to return to work after the exhaustion of leave will be addressed in accordance with the College's disciplinary procedures.

I. Initiating A Request For FMLA Leave

As soon as an employee is aware of the possibility of an FMLA leave request, the matter should be discussed with the Director of Human Resources or an HR Representative.

3.6 FUNERAL LEAVE

Employees may arrange, through their supervisor, for funeral leave in order to make necessary arrangements, attend the funeral or handle other affairs immediately associated with a family funeral. Time off with pay is given from the day of death, not to exceed three days, to attend the funeral of a member of your immediate family. One day off with pay will be granted to allow employees to attend funerals for other family deaths should the funeral fall on a scheduled workday. Immediate family for this policy consists of spouse, children, brothers/sisters, parents, grandparents, grandchildren, parents-in-law, grandparents-in-law and brothers/sisters-in-law.

3.7 Same Sex Domestic Partner Benefits

Effective January 1, 2014, Roanoke College offers a number of benefits to same sex domestic partners of full time and regular part-time employees. Such potential benefits extend only to same sex domestic partners who are legally prohibited from becoming married or registered as domestic partners in the jurisdiction in which they reside and who otherwise meet the enrollment qualifications summarized below. Thus, because no such legal marriage prohibition exists in the Commonwealth of Virginia for opposite sex domestic partners, unmarried, opposite-sex domestic partners of College employees are not eligible for the benefits outlined in this policy.

For more information regarding same sex domestic partner benefits please click here.

3.8 JURY DUTY/COURT APPEARANCES

Jury duty is a civic responsibility which should never be avoided. The College urges its employees to perform jury duty service whenever requested. Please notify your supervisor as soon as you receive a jury duty summons. In order to protect your earnings while serving on jury duty, you will be paid the difference between your full wage or salary and any jury compensation for the time lost from work made necessary by the jury duty. You must obtain a statement from the Court Clerk indicating the time served on jury duty and the amount you were compensated. If you report for jury duty and then are excused from serving on the jury, you are expected to return to your normal duties.

Court appearance leave may be granted when an employee has received a summons to appear in court as a witness. Employees needing time off for a court appearance must request, in writing to his/her supervisor, court appearance leave. Each case will be reviewed by the supervisor and Human Resources immediately.

3.9 MILITARY LEAVE

Military leaves of absence will be granted without pay for regular full-time employees with subsequent reinstatement guaranteed under existing federal laws. While in the service, you will accrue longevity, but neither vacation nor sick leave.

If, as a full-time employee, you are a member of a military reserve unit and subject to the annual two-week encampment, you will, upon presenting the military pay vouchers, receive the difference between what you receive from the government and your normal pay, if the latter is greater.

3.10 LEAVES OF ABSENCE WITHOUT PAY

Certain circumstances may arise which require a leave of absence without pay which does not fall within the Family and Medical Leave provisions (see Section 3.5). You may be granted a leave of absence up to 26 weeks without pay upon the recommendation of your supervisor and approval of your divisional vice president.

Each request should be in writing and addressed to your supervisor, outlining the reasons and the time needed. Your supervisor, along with management, will consider the merits of your request. When your request has been approved, your record of continuous service is not broken provided you return to work at the time agreed upon. Failure to return on the day of expiration of the leave will be construed as a voluntary resignation. Under no circumstances will unpaid leaves of absence be granted beyond 26 weeks.

The College will try to hold an employee's job while the employee is on unpaid leave or offer the employee a comparable position when returning from the leave.

3.11 LEAVE OF ABSENCE FOR STUDY PURPOSES

Leave for study purposes may be granted to those full-time exempt staff members of Roanoke College with five or more years of service at the institution.  This program is intended to be used for the professional advancement of the grantee and is not to be used as a vacation or as leave with pay to allow a staff member to take another job during this period.  Priority is to be given to those people considered most likely to obtain their advanced degrees.

  1. Selection

The applicant must have at least a bachelor's degree.  Application for these leaves shall be submitted to the cabinet level officer who supervises the applicant and via the department head, if applicable.  Final approval will be by the Executive Committee of the Board of Trustees upon the recommendation of the President.  Selection will be based on:

1.      Submission of an acceptable program of study for the period for which aid is requested.

2.      Excellence in job performance.

3.      A plan for the continued uninterrupted operation of the office or department during the period of absence.

4.      Recommendation of the departmental head (if acceptable) and the cabinet officer who supervises the applicant.

5.      Evidence of professional activity and competence.

6.      A demonstrated professional attitude and dedication to the ideals of the college.

  1. Availability

There shall not be more than one such leave per fiscal year for the institution.

  1. Stipends

Stipends for this program will be authorized in the form of a loan.  If the grantee returns to the college, one-half of the stipend will be forgiven for each year of the two years immediately following the termination of the leave of study.  If the grantee should not return to the college by his or her own choice, he or she would be liable for the full amount of the loan plus nine percent annual interest.  Stipends for this program could be paid at the end of each month during which the leave is granted and will represent half pay for up to nine months or full pay for up to four months.  Consideration for the renewals of a study leave in part or in total may be given if additional time is requested by the grantee.  The stipend in this sense is based on the previous fiscal year's salary.

  1. Obligations

In addition to the financial obligation outlined under Stipends, it is noted that the grantee is expected to pursue a full-time study program.  During this period he or she may not accept a paid assignment but may accept research grants, graduate fellowships, or consulting fees for work associated with this program.

  1. Application Dates

Application for the grants should be made at least nine months prior to the time that the grant is to commence.  Notification of the approval or disapproval of the grant application should be made no later than four months after submission.

3.12 EDUCATIONAL ASSISTANCE PROGRAMS

3.11.1 Tuition Remission - The specialized knowledge one must have for a successful career can be effectively acquired through a planned program of study. Employees are urged to take advantage of the educational opportunities available. To assist in furthering their education, regular full-time and part-time employees are eligible for a remission of tuition fees for themselves, their spouses and their dependent children after one year of employment. The employee must schedule courses which do not interfere with his or her regular schedule. The remission rate is 100% of the cost per course unit. For complete details, please refer to Appendix B. Roanoke College also participates in exchange programs with other institutions. Thus, undergraduate tuition benefits for dependent children may be available with certain other schools. Exchange program information is available in Human Resources.

3.11.2 - Staff Professional Development - Each division also budgets for the professional development of its staff. Occasionally, you may be afforded the opportunity to attend a seminar or workshop for which the College will pay. We encourage you to take advantage of these opportunities.

3.11.3 - Tuition Reimbursement for Graduate Studies - Roanoke College offers tuition reimbursement to regular full-time staff employees who wish to pursue graduate studies in areas related to their current positions or that will prepare them for more advanced positions within the College. Degree programs must be agreed upon and approved in advance by the Division Vice President and the Director of Human Resources.  Eligible employees may enroll in courses at any fully accredited college or university. Tuition will be reimbursed, up to the limits specified below, to eligible staff that meet all of the requirements of this policy and follow all of the procedures set forth below. 

PROVISIONS

1. Eligibility

  • All regular full-time employees who have completed one (1) year of continuous service are eligible to participate in Roanoke College's tuition reimbursement program. Employees may not apply for the program until the full one (1) year of continuous service has been completed.
  • Continued eligibility and reimbursement is contingent upon full-time employment with Roanoke College and continued good performance.

2. Approved Programs/Courses

  • Tuition reimbursement is available for courses offered by fully accredited colleges or universities. This includes independent-study, self-study, and on-line degree courses.
  • Degree programs must be related to their current position or prepare the employee for more advanced positions within the College that have been agreed upon as a viable option for the employee.

3. Reimbursement

  • Tuition will be reimbursed in accordance with this policy upon successful completion of courses, up to the following amounts:

(1) $2,000 per calendar year for each staff member for a maximum of three (3) years.

(2) Reimbursement amounts for courses that begin in one calendar year but are completed in a subsequent calendar year will be calculated as part of the reimbursement limit for the year in which the course began. For example, reimbursement for a course that began in September 2009 and was completed in January 2010 will count towards the reimbursement limit for 2009.

  • Employees must provide a copy of the receipt showing payment for the course(s).
  • Employees must be on Roanoke College's payroll upon completion of their courses in order to qualify for tuition reimbursement. It is understood that for each year that an employee receives tuition reimbursement they will give a year of service to the College beyond the completion of the program.  (example:  If an employee receives assistance from the College each year of a 3-year program and they complete the program in May 2012, they are obligated to the College until May 2015)  It is also understood that should the employee leave the College before having completed their obligation in terms of service, they will be required to reimburse the College the proportionate amount of the tuition benefit received. Monies not repaid to the College will be deducted from the employee's final paycheck to the extent allowable by law.
  • Employees must provide documentation showing that they received a grade of C or higher for each reimbursable graduate course. If a course is offered only as "pass-fail," a passing grade must be obtained. If an employee has the option of choosing to be graded under either a "pass-fail" or a letter grade system, the letter grade system must be used. If no grades are given, the employee must provide proof of successful completion of the course.

PROCEDURES

  1. Individual Courses
    • An Application for Course Approval must be completed prior to course enrollment. Applications may be obtained from the Human Resources website. The application is to be completed by the employee and approved by Division VP. Approval must be obtained prior to enrollment in the program. Staff members must explain how the program will be beneficial to their current position or the overall mission of the College. Approved applications will be required for reimbursement at the end of the course.
    • To receive reimbursement, the employee must submit a check request to Human Resources within ninety (90) days of course completion or within thirty (30) days of receiving his or her grade for the course, whichever is later, along with the following:

      (1) An itemized receipt showing the amount of tuition actually paid by the employee. Amounts covered by grants or scholarships are not reimbursable and will be deducted from tuition amounts before any reimbursement is paid by the College.

      (2) An official transcript showing the grade for the course.

      (3) The original Application for Course Approval form signed by the employee's Divisional VP.

  2. Degree or Certificate Programs
    • An Application for Program Approval must be completed by employees and approved by their Divisional VP. Forms may be obtained from the Human Resources website. Employees must attach copies of their program curricula to their applications prior to submitting the applications to their VP.
    • Applications approved by the VP must be submitted to the Director of Human Resources for his or her approval. Copies of the program curricula must still be attached.
    • Once a program has been approved by an employee's VP and Human Resources, the employee must follow the procedures outlined above under "Individual Courses" for each course he or she wishes to take.
    • A copy of the approved Application for Program Approval must be submitted with each Application for Course Approval.
    • A copy of the approved Application for Program Approval must also be submitted for reimbursement.
  3. Course-work must be completed outside of the employee's normal working hours unless otherwise approved by the VP and the Director of Human Resources.

      

EXCEPTIONS

  1. This policy covers tuition only. Costs for books and fees will not be paid by the College.
  2. Roanoke College reserves the right to deny any Application for Course Approval or Application for Program Approval.
  3. Roanoke College reserves the right to limit the number of approved programs in process at one time.
  4. Roanoke College reserves the right to modify or cancel its tuition reimbursement program at any time, with or without notice to employees.

3.13 PARKING

Free parking is provided for your convenience. A parking area will be designated for you by Campus Safety depending on the location of your work area. Parking decals are required and are available from the Office of Campus Safety. If you drive a car other than the one for which you have a decal, you must register it at Campus Safety prior to beginning work.

Courtesy and common sense in parking and driving will avoid accidents, personal injuries, damage to your car and vehicles of others. If you should accidentally damage another automobile while parking or leaving, we appeal to your honesty and sense of fair play and ask that you report it, along with the license number and make of the car you damaged, to Campus Safety, so that positive identification can be made.

Also, please be considerate of others when parking your car. Leave sufficient space to open your door when parking next to a car that has also been properly parked. Do not park in areas that are not designated for you or in fire lanes or driveways. Please do not block others by parking behind them.

If all of us follow these requests, we can assure maximum use of our parking facilities and prevent the inconvenience of moving or re-parking, as well as prevent damage to your own or someone else's vehicle.

Roanoke College will not be liable for fire, theft, damage or personal injury involving employee's automobiles. Protect your property by locking your car doors.

3.14 COLLEGE BOOKSTORE

All full-time and regular part-time employees are granted a discount of 10% on most items (excluding textbooks) purchased from the College Bookstore. To obtain this discount, you must show your employee identification card.

3.15 DINING SERVICES

In the Sutton Commons and in the Cavern, you can relax and enjoy your meal and break periods. Meals may be purchased with Maroon Money, Dining Dollars, or cash. Both food services facilities are open during regular academic sessions.

3.16 LIBRARY

The materials of the Roanoke College Library are available for all employees. There is no charge for this service and you need only present your employee identification card in order to use library materials. Employees are responsible for the prompt return of borrowed materials in good condition and payment for unreturned or damaged items.

3.17 UNIFORMS

Employees in the Physical Plant (Maintenance and Grounds), Housekeeping, Campus Safety and Dining Services departments are required to wear uniforms as prescribed by their department. The entire cost for uniforms is paid by the College. All uniforms must be returned to the College when employment ends. Maintenance employees are required to wear safety shoes and the first pair will be paid for by the College.

3.18 TRAVEL EXPENSES

An employee can be refunded for business related travel expenses. Travel Expense Forms and Travel Guidelines are available through the Business Office and are on the College's web site. If an employee uses his or her own personal vehicle for travel, they can receive compensation for mileage added to their vehicle.

The Business Office will allocate a specified amount of money for every mile driven during travel. The exact amount of money allocated per mile may change over time and is at the discretion of the Business Office.

3.19 FITNESS CENTER

The Belk Fitness Center is a 5,000 square foot addition to the C. Homer Bast Physical Education and Recreation Center.  It features 75 individual workstations, including state-of-the-art cardiovascular equipment, such as treadmills, stationary bikes, Life Steps cross-training machines and rowing machines.  Primary Users are Roanoke College Students, both full and part time, faculty, staff, Board of Trustees and Virginia Lutheran Synod staff.  Secondary Users are spouses and dependent children of current Roanoke College faculty and staff, Roanoke College Graduates, Roanoke College Retirees, and Roanoke College Hall of Fame members.

Belk Fitness Center Hours

Primary Users
Monday - Sunday
5:00 a.m. - 2:00 a.m.

 

Secondary Users
Monday - Friday
5:00 a.m. - 9:00 a.m. & 7:00 p.m. - 2:00 a.m.

Saturday & Sunday
5:00 a.m. - 2:00 a.m.

3.20 NORTH CROSS SCHOOL

North Cross School is offering a "Scholarship for Children of Educators" to children of full time employees of Roanoke College.  North Cross School is an independent, coeducational day school with grades junior kindergarten through 12.  A brochure outlining this scholarship is available in the Human Resources office.

3.21 COMMUNITY SCHOOL

Community School provides an annual $500 tuition discount for children of our full-time employees.

3.22 CELL PHONE POLICY

Roanoke College may, on a limited basis, provide to faculty or staff a college cell phone.  The primary purpose of providing a college cell phone is to enable employees of the college to be accessible for college business as a requirement of their position. The provision of a college cell phone requires specific approval in response to a written request.  The college reserves the right to reject the request or to rescind the right to use a college cell phone at its own discretion.