5.0 Employment Policies And Procedures
5.1 DEFINITIONS OF EMPLOYMENT STATUS
The employees of Roanoke College are classified in three categories. They are:
1. Academic Faculty - All members of the instructional staff appointed to faculty rank and certain administrative officers who have been assigned faculty status by the Board of Trustees.
2. Exempt Salaried - Employees in this classification are exempt from the minimum wage, recording of hours and overtime provisions of the wage and hour laws of the Fair Labor Standards Act.
3. Nonexempt Salaried and Hourly - Employees in this classification are subject to minimum wage and overtime provisions under the afore-mentioned wage and hour laws.
This Handbook is for exempt and nonexempt employees. These groups are further classified into the three categories of full-time, regular part-time and temporary.
A full-time employee is scheduled to work a minimum of 32 hours per week throughout the year at a regularly scheduled job. This employee is entitled to all employee benefits.
By special arrangement and approval of the head of the department, Human Resources and the Vice President-Business Affairs, full-time employees may be scheduled to work less than 32 hours per week during the summer months if the need of the operating departments permit.
A regular part-time employee works less than an average of 32 hours per week, but at least an average of 20 hours per week (1,000 hours or more per year) during the year on a regularly scheduled basis. This employee is entitled to limited employee benefits to include proportional vacation and sick leave. This employee is proportionally entitled to the flexible spending plan, health insurance, life insurance, disability insurance, retirement plan participation and educational assistance.
A temporary employee normally is employed for a specific period of time not to exceed one year and may or may not be scheduled on a regular basis. A temporary employee is not eligible for vacation or sick leave benefits, although he or she may enjoy with pay those holidays which fall during the course of his or her employment. A temporary employee is not eligible for any other employee benefits.
In the event that a temporary employee accepts a regular part-time or full-time position, eligibility for benefits and any applicable waiting periods begins with the effective date of the status change.
5.2 ORIENTATION PROGRAM
An orientation program has been established to help new employees make satisfactory adjustment to their new work situations. This orientation will be given periodically by Human Resources and you will be required to attend. Human Resources will inform you of the date and time. This orientation will include information with regard to the history and purpose of the College, its organization, policies, procedures, compensation and benefits, fire and safety plans, etc.
A special orientation to your new work situation in the area in which you are assigned will be the responsibility of your supervisor. You may also look to your supervisor for assistance in making an adjustment to the duties and responsibilities of your position.
5.3 ADJUSTMENT PERIOD
The first three months (or a longer specified period if stated in your letter) that you work for Roanoke College is considered an "adjustment period." It gives you an opportunity to find out whether or not you are going to like it here, and it gives the College a chance to determine whether your work, your attitude and your attendance measure up to our standards of a good employee.
An adjustment period also is effected when an employee accepts a new position through transfer or promotion or moves from temporary status to a regular part-time or full-time position.
5.4 PERFORMANCE APPRAISALS
Your performance will be evaluated at the end of your adjustment period. Subsequently, the performance of each employee is scheduled for review on an annual basis, usually on or near the employee's anniversary date. Your supervisor will have the opportunity to discuss with you both your strengths and weaknesses and you will have the opportunity to express your concerns, not only regarding your performance, but about the College in general.
5.5 IMPORTANCE OF LENGTH OF SERVICE
Employees build up length of service by continuing at their work without unauthorized interruptions or termination. Employees' length of service is important to the College as it assures the availability of an experienced and able workforce. Length of service is important for employees as it enables them to continue their self-improvement and advancement to qualify for higher wages, increased benefits and promotional opportunities.
It is expected, however, that increase in the length of service will also be matched in performance ability. Length of service alone will not be the sole determining factor in consideration relation to promotions and wage and salary increases, but will be given due consideration.
5.5.1 Breaks in Service - Should an individual leave the employment of the College and subsequently be rehired, the employee may request credit for the aggregate length of service. To be eligible, an employee must have served at least three continuous years in a regular position the first period of employment and served at least three continuous years in a regular position the second period of employment. Upon written request to the Director of Human Resources, the Director and the employee's current Vice President will review the service record. Attendance and performance during all periods of employment will be primary factors in the determination. If awarded aggregate length of service, the employee's vacation accrual base and length of service for service awards will be adjusted. Should it be appropriate to increase vacation accrual, increased accrual will begin on the first of the month following the award. Service required for increased vacation accrual is outlined in Section 3.3 of the Handbook, and in the Exempt Supplement.
If an employee served in a regular part-time position during any of the period of service, the percentage of full-time worked will be used in prorating the aggregate length of service awarded.
5.6 PROMOTIONS AND TRANSFERS
Roanoke College assures equal consideration to all employees with regard to its policies on recruitment, hiring, transfer and promotion.
The College sincerely believes that promotion from within is of the utmost important in maintaining good employee morale and efficient internal operations. This, of course, allows employees who have progressed successfully to be rewarded through positions with higher compensation and responsibility. With this as our goal, as positions become vacant, vacancies will be posted in the office of Human Resources and will be disseminated to employees via e-mail in the College's newsletter "RC Express." You are encouraged to actively seek upward mobility and to grow personally and professionally with the College.
Employees assuming new positions through promotion or transfer begin a new adjustment period at that time (see Section 5.3).
5.7 PERSONAL AND PROFESSIONAL CONDUCT
Personal and professional conduct should be in keeping with our reputation of providing quality education. We have, therefore, purposely avoided establishing rigid rules and regulations to govern your behavior. You have the responsibility to us and to your fellow employees to conduct yourself according to certain rules of good behavior and conduct.
5.7.1 Confidential Information - In the course of your work, you may have access to confidential information regarding the College or perhaps students or fellow employees. It is one of our primary responsibilities to be sure that you, in no way, reveal or divulge any such information and that you use it only in the performance of your duties. Any questions from a visitor or telephone caller about such matters should be referred to Human Resources.
5.7.2 Outside Employment - Because holding another job in addition to a full-time position here may interfere with a person's efficiency, the College looks with disfavor upon holding a second job. If a person's efficiency is affected, the performance appraisal would reflect this fact. Employees may be requested to give up activities negatively affecting job performance.
5.7.3 Job Performance - Your employment can be terminated for any reason with or without just cause. The following violations may lead to immediate termination: incompetence, inefficiency, repeated tardiness, excessive and/or unexcused absence, failure to adhere to safety regulations, and unsatisfactory conduct.
5.7.4 College Records - All records and computer software of the College are property of the College and are not to be removed from the premises or duplicated without appropriate authorization.
5.7.5 College Property - Unauthorized removal of College property from the premises is prohibited.
5.7.6 Academic Integrity - Staff members whose job duties include instruction must be familiar with the brochure "Academic Integrity at Roanoke College."
5.8 POLICY STATEMENT ON SUBSTANCE ABUSE
Roanoke College considers its employees and its students to be its most valuable assets. We realize that our employees are not immune to the problems associated with drug and alcohol abuse in our society. To help contend with such problems, and to prevent drug or alcohol use that adversely affects job performance and safety, the College has developed a substance abuse policy.
1. Comprehensive health care benefits are available through our health insurance policy for treatment of alcohol and drug problems.
2. The Employee Assistance Program (EAP) provided by the College offers free, confidential short-term counseling and referrals for substance abuse problems, both for the abuser and for family members dealing with an abuse problem of a loved one. Employees are encouraged to seek help voluntarily through the EAP.
3. When an employee's job performance or behavior reasonably suggests a substance abuse problem, the employee may be directed to seek help either through the EAP or through a personal physician.
4. Any employee who seeks rehabilitation through an inpatient program will receive the support of the College, including an unpaid leave of absence in accordance with the Family and Medical Leave Act of 1993 (see Section 3.5). Although an employee's rehabilitation efforts will be supported, participating in any program will not serve as protection against the normal disciplinary process associated with job performance and behavior.
5. Employees under the influence of alcohol or illegal drugs while on the job may be subject to disciplinary action, up to and including dismissal.
6. Employees using prescription medication capable of impairing job performance must advise their supervisor immediately of such use. The substance involved and the duties of the employee will be reviewed. The College reserves the right to impose sick leave (or leave without pay if the employee has no sick leave accrued) in the event it determines the medication and the job responsibilities to be incompatible.
7. The unlawful manufacture, distribution, dispensing, possession or use of a controlled substance while on College premises or during the conduct of College business is prohibited and will result in immediate dismissal. Law enforcement authorities will be notified of the facts and circumstances concerning any illegal activity.
8. It is the policy of the College to maintain a drug-free workplace (see Appendix C). As a condition of employment, employees must abide by the College policy on substance abuse and must report any conviction under a criminal drug statute for conduct in the workplace within five days after the conviction.
5.9 CLEAN AIR POLICY
Because smoking has been acknowledged to be both a fire hazard and a health hazard, a continuous effort shall be made to reduce its presence here at the College. The following conditions apply:
Academic, Administrative or Athletic Buildings or Areas
Smoking is not permitted inside non-residential buildings. Individuals wishing to smoke must go outside these buildings.
All residence halls are non-smoking areas.
College Vehicles - Smoking is not permitted in College-owned vehicles. This prohibition includes automobiles, vans and utility vehicles (both motor pool vehicles and vehicles permanently assigned to specific departments).
Smoking Cessation Programs
The College will periodically make available information on educational programs that describe the risks of smoking and that provide assistance to help smokers stop smoking.
Department Heads and Supervisory Personnel are responsible for monitoring their areas and employees to ensure compliance with this policy. Disciplinary action for employee violations will follow established disciplinary guidelines as outlined in Section 9.0 of this Handbook.
5.10 SAFETY AND SECURITY POLICY
Safety and security are of paramount importance at Roanoke College to protect the well-being of students and employees. It is a basic policy of Roanoke College to provide a safe and secure environment for all activities at all times.
In compliance with federal law the college publishes an "Annual Security Report" each fall. The report is distributed to all faculty and staff and contains important information about safety and security on our campus. A copy can be obtained from the Human Resources Office or Campus Safety.
To safeguard the welfare of students and employees, you are urged to be alert to the presence of suspicious events or persons on campus. Please notify your supervisor, Campus Safety, or the switchboard operator of such persons or circumstances.
The philosophy that every accident can be prevented has been adopted as a cardinal College rule. All reasonable action will be taken to insure safe and efficient work operations. Consequently, employees are responsible for both their personal actions and safe conditions in their work areas. Any unsafe condition or procedure should be reported to your supervisor for corrective action.
Know your responsibilities. If you have any questions or suggestions for safety or security, be sure to speak with your supervisor, Human Resources or the Office of Campus Safety. Your full cooperation and active participation are required for our safety and security programs to attain maximum effectiveness.
5.10.1 Accidents Occurring on the Job - All job-related accidents and injuries involving employees, no matter how minor they may seem, must be reported immediately to the employee's immediate supervisor and to Human Resources so the necessary incident report may be completed. Prompt reporting of accidents expedites processing of claims. Benefits may be lost unless accidents are reported promptly. Employees are expected to be safety conscious, to work safely, and to report safety hazards to their immediate supervisors without delay. Further information on worker's compensation benefits may be found in Section 5.1.9. Compliance with safety rules and procedures is mandatory (see Section 5.7.3).
5.10.2 Accidents To Visitors - Accidents involving visitors should be reported immediately to the nearest supervisor. If emergency medical services are needed, dial the Office of Campus Safety at extension 2310 or extension O and report the need to the switchboard operator. He/she will contact the Salem Rescue Squad for you. Do not attempt to move an injured person yourself; wait for assistance. Be alert to conditions causing an accident and to any unusual circumstances which might aggravate an injured person's condition. Listen carefully to the injured person's report of the accident but avoid any statements concerning cause, fault or liability. An accident report should be prepared by the supervisor in charge or by the department head or supervisor in the vicinity.
5.10.3 Fire and Disaster Plan - Fire is always a potential hazard and the importance of fire prevention cannot be overemphasized. Each employee is responsible for adhering to the basic rules of fire prevention. All requests for fire or rescue assistance should be placed by dialing the College switchboard operator. The College has developed Emergency Guidelines to instruct employees in their responsibilities. This plan is available for review in each department and in Campus Safety. Fire exit routes and alarms are posted in every building. It is the duty of every employee to become completely familiar with these regulations and with his or her individual responsibilities for the area in which he or she works. Fire and disaster drills are conducted at regular intervals. Failure to comply with established fire, safety, and disaster rules and standards, as well as carelessness affecting personal safety is considered a serious offense.
5.10.4 Motor Vehicle Policy - It is the combined responsibility of the College and its employees to ensure that all College vehicles are operated in a safe manner. Any employee operating a College vehicle must possess a valid Virginia driver's license. The College may, at any time, request an employee to provide a current copy of his/her driving record and/or proof of a valid license. Should an employee have his/her license suspended or revoked, that employee may not operate a College vehicle under any circumstances. An employee who routinely operates a College vehicle in the course of his/her job duties must advise his/her supervisor immediately of any license suspension or revocation. The College will make every effort to relieve the employee of driving responsibility; however, the College reserves the right to terminate an employee whose job requires the operation of a College vehicle should that employee lose his/her license.
Guidelines for the operation of College motor pool vehicles are outlined in the College Motor Pool Guidelines, available from the Office of Campus Safety. Employees using motor pool vehicles are expected to adhere to the procedures and regulations contained in these guidelines. Any misdemeanor or criminal conviction resulting from an employee driving a College motor pool vehicle will be evaluated and may be grounds for disciplinary measures, up to and including dismissal.
5.10.5 Violence or Threats in the Workplace - All threats or situations that have the potential for workplace violence must be taken seriously and timely action taken to prevent an occurrence. Supervisors and employees need to be alert for conflict situations between employees or between employees and customers that could lead to workplace violence.
Employees experiencing a conflict in their personal lives that has risk of bringing non-employees into the workplace who may cause disruption to College operations or threat of violence to employees should inform their supervisor.
5.10.6 Weapons in the Workplace
Roanoke College is committed to providing a safe and secure learning and working environment for students, faculty, staff and visitors in campus buildings and on college grounds. The use, possession and storage of all firearms, weapons, explosives or other dangerous articles are prohibited on all properties owned, leased, or otherwise controlled by Roanoke College. Items resembling firearms, explosives, or other weapons are likewise prohibited on said College properties. Firearms and other weapons carried by duly authorized law enforcement officers or college security personnel are excepted from this policy.
5.11 INCLEMENT WEATHER POLICY AND PROCEDURES
In the event of severe inclement weather or a disaster/emergency situation, the College will contact local radio and television stations to announce a closing or a delayed operating schedule. Pay policies for such events are outlines in Section 4.7. The College has a Weather Emergency Plan. The plan is published on the College website or copies can be obtained from the Office of Campus Safety. Supervisory personnel also receive a copy each year.
As a residential facility, certain critical functions must be maintained in the event of any emergency. Therefore, personnel in Campus Safety, Health Services, Residence Life, Dining Services, Grounds, and Maintenance are designated as essential personnel and must report to work when the College is closed or operating on a delayed schedule. Other staff may be designated as essential personnel at the discretion of the College. The Weather Related Procedure is distributed periodically.
5.12 EMPLOYMENT OF RELATIVES
It shall be deemed to be a conflict of interest for an employee to serve in a supervisory capacity over a direct relative, dependent, or spouse. For the purpose of this policy, "direct relative" shall be mother, father, sister, brother, parents-in-law, brother-in-law, sister-in-law, grandparent, grandchild, aunt, uncle, niece, nephew or children of the employee or of the spouse. "Dependent" shall be defined by the Internal Revenue Code.
Further, no employee shall initiate, participate in, or exercise any influence over departmental or institutional decisions involving a direct benefit to a member related by family or marriage. Such benefits include: initial appointment, retention, promotion, tenure, salary, leave of absence and grievance adjustment. In situations where a conflict of interest might occur under normal operating procedures, the responsibility for the decision will pass to the next higher administrative level.
5.13 POLICY STATEMENT ON USE OF COMPUTER FACILITIES
Access to computer systems and networks owned or operated by Roanoke College imposes certain responsibilities and obligations on the user and is granted subject to College policies and local, state, and federal laws. Appropriate use always is ethical, reflects academic honesty, and shows restraint in the consumption of shared resources. It demonstrates respect for intellectual property, ownership of data, system security mechanisms, and individuals' rights to privacy and to freedom from intimidation, harassment, and unwarranted annoyance.
The College is the owner of all electronic information on its computer systems. Access to this information is granted subject to the policies regarding confidential information, College records and College property as described in Section 5.7.
Resources include, but are not limited to, terminals, micro-computers, workstations, printers and other computer systems, CPU time on computers and supporting supplies. In making appropriate use of resources you must:
1. comply with local, state, and federal laws for materials made available on the Internet;
2. use copyrighted materials only with the prior approval by the copyright holder;
3. Use resources only for appropriate purposes, such as, but not limited to, College related work and communication. Inappropriate use is described in the section below.
4. Protect your userid (user account) from unauthorized use. You are responsible for all activities on your userid.
5. Access only files and data that are your own, that are publicly available, or to which you have been given authorized access.
6. Be considerate in your use of shared resources. Refrain from monopolizing systems, overloading networks with excessive data, or wasting computer time, connect time, disk space, printer paper, manuals, or other resources.
7. In making appropriate use of resources you must NOT:
1. violate any laws;
2. Use another person's userid and password at any time.
3. Allow another person to use your user account.
4. Use another person's files or data without permission.
5. Use computer programs to decode passwords or access control information.
6. Attempt to circumvent or subvert system security measures.
7. Engage in any activity that might be harmful to computers or to any information stored thereon, such as creating or propagating viruses, disrupting services, or damaging files.
8. Use College systems for advertising or solicitation for groups or activities not sanctioned by the College;
9. Make or use illegal copies or copyrighted software, store such copies on College systems, or transmit them over College networks.
10. Use College resources to harass, intimidate, or otherwise annoy another person, for example, by broadcasting unsolicited messages or sending unwanted mail.
11. Waste computing resources, for example, by intentionally placing a program in an endless loop or by printing excessive amounts of paper.
12. Use the College's systems for personal gain, for example, by selling access to your userid or by performing work for profit in a manner not authorized by the College.
13. Engage in any other activity that does not comply with the General Principles presented above.
College policy allows system administrators to view any files, including e-mail messages. In the case of a faculty member, such viewing would only be with the prior approval of the Dean. System administrators have as part of their jobs the authorization to do this.
The College considers any violation of appropriate use principles or guidelines to be a serious offense and reserves the right to copy and examine any files or information resident on College systems allegedly related to inappropriate use. Violators are also subject to disciplinary action as outlines in Section 9.0 of this Handbook. Offenders may also be prosecuted under laws including (but not limited to) the Privacy Protection Act of 1974, The Computer Fraud and Abuse Act of 1986, The Computer Virus Eradication Act of 1989, Interstate Transportation of Stolen Property, The Virginia Computer Crimes Act, the Electronic Communications Privacy Act and the Telecommunications Act of 1996. In these cases, evidence will be collected after the issuance of a warrant for probable cause.
5.14 CONFLICT OF INTEREST POLICY
It is the policy of the College that no employee shall have a conflict of interest in any sales, supplies or services to the College. (See Appendix E for the complete policy.)
5.15 COPYRIGHT POLICY
Members of the Roanoke College community must comply with the United States copyright law (Title 17, United States Code).
The copyright law applies to all forms of copying, whether it is undertaken at a commercial copying center, at the College's central or departmental copying facilities or at a self-service machine.
You, as an individual, may make or request copies of copyrighted materials within the Fair Use Doctrine. Otherwise, you must first obtain the appropriate permissions before making copies. You are liable for possible infringement when making copies that violate copyright law.
Departments should post appropriate copyright notices on or near equipment used to make copies. Department offices also should file and retain all necessary records.
5.16 WHISTLEBLOWER POLICY
Roanoke College expects all employees to conduct themselves in accordance with the College's rules and regulations. However, there may be times when improper activities occur. Examples of improper activities may include, but are not limited to:
*Misuse of College resources including computers, money, credit cards, suppliers, use of
College vehicles, or other assets
*Unauthorized manipulation of computer files
*Claiming or receiving compensation from the College for work not performed or services not provided
to the College (i.e., falsifying time sheets or requests for reimbursement.)
*Misrepresenting financial data or fraudulent financial reporting
*Violation of any rules laid out in section 5.7 Personal and Professional Conduct
The college has a responsibility to investigate such improper activities and employees are encouraged to report such activities to their supervisors. The college and its employees are forbidden from retaliating against any employee who, in good faith, reports an activity which could be detrimental to the interests of the college. If an employee feels that they have been retaliated against for reporting an improper activity, they may contact the Director of Human Resources.