Roanoke College

Appendices

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APPENDIX A

CHART OF ORGANIZATION

For a copy of the organization chart,
contact the Human Resources Office at Ext. 2262

APPENDIX B

EDUCATIONAL ASSISTANCE/SCHOLARSHIP POLICY

This policy governs education assistance (tuition) for full-time and regular part-time employees and dependent children of full-time and regular part-time employees attending Roanoke College.

I. EMPLOYEES

A. Regular Full-Time Faculty and Staff and Regular Part-Time Employees and their Spouse

1. May take courses for credit or audit without charge for tuition.

2. May take special examinations for credit at the prevailing cost to the College.

II. DEPENDENT CHILDREN

A. Children of All Regular Full-Time and Regular Part-Time Employees

1. An unmarried dependent child shall be eligible for reduction of fees under the following schedule

a. Enter Roanoke College through usual channels and pay application fees

b. As a student at Roanoke College, the dependent will receive a tuition reduction in the amount of full tuition less the maximum Virginia grant in effect at that time.

c. Any eligible student may utilize this plan for a maximum of four student years at the undergraduate level. A student year is defined as full-time enrollment for one academic year. Summer school enrollment may be included in this plan.

III. RETIREES

1. Employees retiring with benefits (i.e., having reached age 60 and having served 15 years or its full-time equivalent) may take courses for credit or audit without charge for tuition.

IV. GENERAL REGULATIONS

1. These benefits shall be applicable to those employees who have served the College for a minimum of one year and who remain in the service of the College during the period of said benefits.

Should an individual leave the employment of the College while a dependent is enrolled through this plan, tuition will be prorated and the balance for the remainder of the term will be charged to the employee.
2. All participants in this program must apply for admission to Roanoke College through its normal channels and must meet all regular admissions criteria.
3. Applications for these benefits should be made to the Director of Human Resources by January 1 preceding each academic year during which the benefit is requested.
4. The term "tuition" is to mean fees for instruction and is not to include deposits, room, board, books, lab fees, special fees, etc.
5. For this program, a dependent child shall be defined in accordance with Internal Revenue Service regulations and be unmarried.
6. The benefits stated herein are available to those unmarried dependent children of retired-with-benefits totally disabled (per TIAA) or deceased personnel provided that such personnel were in the employ of the College at the time of their retirement, disability or death and had served the College for a minimum of one year and, further, provided that the spouse of a decedent does not remarry prior to or during the period of receipt of these benefits.
7. If, for any reason, attendance by the dependent is interrupted, the Business Manager must be informed immediately, in writing, so that the student's benefits may be held in abeyance for future use.
8. All employees must take classes outside their normal work schedule. An exception may be made for degree candidates upon approval by the supervisor, Vice President, and Director of Human Resources.

 

APPENDIX C

ROANOKE COLLEGE

DRUG-FREE WORKPLACE

I. INTRODUCTION

In order to comply with the Drug-Free Workplace Act of 1988 and the Drug-Free Schools and Communities Act of 1989, this written program has been established for Roanoke College. All divisions and sections of the College are included within this program. Copies of this written program will be available in the following locations:

Financial Aid Office
Human Resources Office
Lewis-Gale Medical Center's Advantage EAP

Roanoke College in conjunction with Lewis-Gale Medical Center's Advantage Employee Assistance Program strives to make our employees aware of issues regarding the dangers of substance abuse and the policy of the College regarding a drug-free workplace.

II. ALCOHOL AND ILLICIT DRUG HEALTH RISKS

Substance abuse/dependence is often manifested by a loss of individual control regarding usage of drugs or alcohol. This may ultimately result in harm to the individual or others and/or potential disruption of the mission of the College.

Alcohol and illicit drugs are toxic substances that affect the mind, body and spirit. Excessive drinking can cause health risks which include: damage to your body organs (liver, heart and digestive tracts); impaired physiological responses (decreased brain activity, digestion and blood circulation); and mental and emotional disorders (loss of memory, impaired judgment and personality changes). Alcohol-related problems include deaths from drunk driving, use of violence, and poor judgment in personal relationship situations.

Drug abuse is dangerous and can lead to death. An overdose can cause psychosis, convulsions, coma and death. Continuous use of drugs can lead to organic damage, mental illness and malnutrition. It increases the risk of AIDS, hepatitis and other diseases related to injectable drugs. Drug abuse can cause accidents resulting from foolish risks, "panic attacks" and acting irrationally.

III. 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 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. Although an employee's rehabilitation efforts will be supported, participation 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 may 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. 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 conviction.

IV AWARENESS ASSISTANCE

Roanoke College maintains a contractual relationship with Lewis-Gale Medical Center's Advantage Employee Assistance Program (EAP). Therefore, regular employees have access to a free and confidential professional service to assist them with problems of drug and alcohol abuse. Information is available to all employees in the Human Resources Office or by calling Lewis-Gale Medical Center's Advantage Employee Assistance Program at (540) 989-6605 (2107 Electric Road, SW, Roanoke, VA 24018) (Oak Grove Office Park).

Employees are advised of the college's policy on substance abuse and the availability of Lewis-Gale Medical Center's Employee Assistance Program at new employee orientation and in writing in faculty and staff handbooks.

V. PENALTIES

Employees under the influence of alcohol or illegal drugs while on the job may be subject to disciplinary action, up to and including dismissal.

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.

Roanoke College will take appropriate personnel action within thirty days of notification of any criminal drug statute conviction occurring in the workplace.

Local and National trends in Drug Enforcement have resulted in an increased enforcement effort at the user level. It is important that the Roanoke College community be aware of the legal implications and penalties associated with substance abuse.

In addition to action(s) taken by Roanoke College, members of the College community are subject to state and local alcohol and drug related penalties that include:
Alcohol - Drinking in Public A fine not to exceed $250.00, court costs and attorney's fees.
Alcohol - Purchasing for Minors Confinement in jail for up to 12 months, a fine not to exceed $2,500.00, court costs and attorney's fees; and loss of drivers permit for up to one year with loss of permit mandatory for at least six months.
Alcohol - Underage Possession Fine not to exceed $2,500.00. Confinement in jail for up to 12 months, loss of drivers permit for up to one year but with loss of permit mandatory for at least six months.
Alcohol - Driving While Intoxicated

A fine not to exceed $2,500.00. A Mandatory minimum fine of $250.00 for a first offense. Mandatory jail time for a first offense based on the level of blood alcohol content. A Mandatory minimum fine of $500.00 for a second or subsequent offense. Confinement for up to 12 months in jail for first and second offenses with a mandatory sentence for up to 20 days for a second and subsequent offense. Confinement in prison for up to 5 years for subsequent offenses. Loss of driver's permit up to 12 months (for the first offense), Court costs and attorney's fees.

In addition to the fines above, Virginia residents can be assessed civil remedial fees of $750.00 upon conviction, with two additional payments of $750.00 each due to the Division of Motor Vehicles, one within fourteen (14) months of conviction, and the other within twenty-six (26) months of conviction.
Drugs - Marijuana - Possession The possession of one-half ounce or less of marijuana on a first offense may result in confinement in jail for up to 30 days and a $500.00 fine. Subsequent offenses may result in confinement up to 12 months, a fine of $2,500.00, court costs and attorney's fees. Possession of more than one-half ounce may result in confinement up to 1 - 10 years, a fine not to exceed $2,500.00, court costs and attorney's fees.
Drugs - Schedule I and II - Possession (Cocaine, LSD, Hallucinogenic Mushrooms, etc.) Imprisonment not less than one year or more than ten years, fine not to exceed $2,500.00, court costs and attorney's fees.
Drugs - Distribution within1,000 yards of school property (includes college campus) Imprisonment not less than one year or more than five years, up to $100,000.00 fine, court costs and attorney's fees.
Drugs - Possession of Paraphernalia Confinement up to 12 months, up to $2,500.00 fine, plus court costs and attorney's fees.
Drugs - Transporting into Virginia
Transporting of Schedule I & II Drugs (Cocaine, LSD, Hallucinogenic Mushrooms, five or more pounds of Marijuana, etc.) into Virginia with intent to distribute Imprisonment not less than 5 years, but not more than 40 years, and a fine of not more than $500,000.00

Conviction of any Drug Offense could, in addition to above penalties, include a six-month driver's license suspension.

VI. OTHER ACTION

The Drug-Free Workplace Act of 1988 (Title V of the Anti-Drug Abuse Act of 1988) requires Roanoke College to provide notice of any federal agency granting funds to the College of an employee's criminal drug statute conviction for conduct in the workplace. The College must fulfill this requirement within ten days after receiving notice from an employee or otherwise of such conviction.

The Director of Human Resources will be responsible for processing all required certifications, notices, etc. on behalf of Roanoke College

Roanoke College will conduct a biennial review of this program to determine its effectiveness, implement changes as needed and insure that its policies are consistently enforced.

Revised July 2005

 

APPENDIX D

POLICY REGARDING POST RETIREMENT BENEFIT

1. Employees hired after December 31, 1999 will not be eligible for Post Retirement Health Benefits.


2. Employees employed prior to January 1, 2000 and who were under the age of 60 on January 1, 2000 - Medical benefits will be provided at the prevailing cost-sharing arrangement between the employee and Roanoke College to the following employees retiring from the college:

* An employee retiring who has reached the age of 60 and has served 15 years (or its full-time equivalent) in a regular position
* An employee who is offered medical coverage as part of a severance arrangement entered into with the college

Such retirees will be provided medical coverage and will pay a portion of the premium for their coverage equal to the existing cost-sharing percentage for active employees. The cost to the retiree will reflect any premium rate change from the insurance carrier or any change to the cost-sharing arrangement between the employee and college. This cost-sharing arrangement will apply to retirees leaving the college prior to age 65 as well as Medicare-eligible retirees enrolling in a Medicare supplement policy provided by Roanoke College
3. . Employees employed prior to January 1, 2000 and who were age 60 or above on January 1, 2000 - Medical benefits will be provided to the following employees retiring from the college:

* An employee retiring who has served 15 years (or its full-time equivalent) in a regular position
* An employee who is offered medical coverage as part of a severance arrangement entered into with the college

Such medical benefits are provided by enrolling in a Medicare supplement policy billed to the College.
4. Post Retirement Health Benefits are not provided to dependents.

APPENDIX E

CONFLICT OF INTEREST POLICY
For Administrators, Officers, Faculty Members and Staff

A.    Statement of Purpose:  This Conflict of Interest Policy (the "Policy") is intended to protect the interests of Roanoke College (the "College") by avoiding actual and possible conflicts between the personal interests of its Professional Employees and the College, and provide procedures for addressing conflicts of interest when they occur.  

The College's Professional Employees should act at all times in the best interests and well-being of the College, and should not profit or gain any advantage from activity that may or reasonably appears to be a conflict with the well-being of the College. 

Professional Employees may engage in external professional and community activities, provided that they do not create or cause the appearance of a conflict of interest.  Other activities involving Professional Employees that create an actual or possible conflict of interest with the College may not necessarily be detrimental to the College, as long as they are disclosed, understood and approved by the College. 

This Policy supplements but does not replace any applicable state or federal laws governing conflicts of interest applicable to charitable organizations.

B.    Definitions:  The following definitions apply to the terms used in this Policy:

1.      "Professional Employees" include the president, treasurer, secretary, deans (including associate and assistant deans), officers, faculty members, secretary to the Board of Trustees, athletic director, financial aid officers, financial controllers and administrative staff. 

2.      "Family Member" includes any person who is a spouse, child, grandchild, great-grandchild, sibling, blood relative, or any of their spouses of a Professional Employee. 

3.      "Associate" means any person, entity, organization or enterprise of which a Professional Employee or Family Member is a director, officer, employee, member, partner, or trustee, or in which the Professional Employee or Family Member has a significant financial or other interest that enables the Professional Employee or Family Member to exercise control over and/or significantly influence such person, entity, organization or enterprise. 

4.      A "Conflict of Interest" arises when the interests, activities, or relationships of a Professional Employee, Family Member or Associate are inconsistent with the interests of the College in the reasonable opinion of the Professional Employee's direct supervisor ("Supervisor").

A Conflict of Interest may exist:

i. When a Professional Employee, through a Family Member or Associate, has an interest in a supplier or contractor who or which provides goods or services to the College, and the Professional Employee acts on behalf of the College in any transaction involving that interest or benefits financially as a result of the interest.

ii. When a Professional Employee, Family Member or Associate uses College personnel, facilities, equipment or services for personal gain or profit without full disclosure, reimbursement of cost, payment of a rental fee, or similar consideration.

iii. When a Professional Employee, Family Member or Associate divulges privileged, confidential, or proprietary information of the College for purposes of personal gain or for purposes unrelated to the College.

iv. When a Professional Employee, Family Member or Associate uses the name of the College for personal gain or acts in a way that creates or could reasonably create the impression that he/she is speaking on behalf of the College, unless authorized by the College as a part of his/her position.

v. When a Professional Employee, Family Member or Associate uses the name, seal and/or logo of the College or its programs for unauthorized purposes, or without prior written approval of the College.

These are not intended to list all possible situations in which a conflict of interest may exist, but are provided as examples only.

C.    Duty to Disclose:  A Professional Employee must fully disclose, in writing, the existence of the circumstances and all material facts giving rise to an actual or possible Conflict of Interest to his/her Supervisor at the earliest practical time.

 

D.     Procedures for Determining Whether a Conflict of Interest Exists:

 1.      After disclosure to the Professional Employee's Supervisor and after discussion with the Professional Employee, the Supervisor will determine in the Supervisor's sole discretion whether a Conflict of Interest exists.  The Professional Employee shall not participate in the discussions or decision regarding the Supervisor's determination, except to answer questions or where such continued participation is approved by the Supervisor.

 2.      If the Supervisor is unable to determine whether a Conflict of Interest exists, the Professional Employee may file a written request with the president of the College (the "President") requesting a review of the question and explaining in detail the nature of the proposed interest, activity or relationship and why, in the Professional Employee's opinion, there is no actual or possible Conflict of Interest.  The Professional Employee will provide the Supervisor with a copy of the request promptly after it is filed with the President in a timely manner after his/her receipt thereof.  The President will review the information submitted and either: (a) affirm or overturn the Supervisor's decision, or (b) meet with the Professional Employee and/or the direct Supervisor to gather additional information, after which the President will affirm or overturn the Supervisor's opinion.  The President will affirm the Supervisor's decision if it is not arbitrary and capricious and not contrary to the best interests of the College.  The decision of the President is final.  For those Professional Employees reporting directly to the President  the President will act as the Supervisor and the Executive Committee of the Board of Trustees (the "Executive Committee") will have the final authority to determine whether to affirm or overturn the decision of the President's decision unless arbitrary and capricious and not contrary to the best interests of the College.  The decision of the Executive Committee will be final. 

3.      If it is determined that an actual or potential Conflict of Interest exists, and the nature of the conflict is known, understood and agreed to by the Professional Employee's Supervisor, the President or the Executive Committee, as applicable, no further action will be required if the following conditions are met:

 i. the commitment of time to these activities does not interfere with the Professional Employee's duties;

ii. no proprietary or confidential information of the College is involved or disclosed; and

iii. the Professional Employee, Family Member or Associate does not benefit, financially or otherwise, from the matters related to the activities giving rise to the Conflict of Interest.

E.    Compensation:  A voting member of any committee of the College, the jurisdiction of which includes compensation matters, and who receives compensation, directly or indirectly, from the College for services is precluded from voting on matters pertaining to that member's compensation. No voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the College, either individually or collectively, is prohibited from providing information to any committee regarding compensation.

F.    Annual Statements:  Each year, a Professional Employee will sign a statement affirming that the Professional Employee:

1.      has received a copy of the Policy; 

2.      has read and understands the Policy; 

3.      has agreed to comply with the Policy; and 

4.      understands that in order to maintain the College's federal tax exemption it must engage primarily in charitable activities which accomplish one or more of its tax-exempt purposes.

All Professional Employees must submit a completed disclosure statement by July 1 of each year or upon employment.  Each Professional Employee has a continuing duty to update the disclosure statement and submit it to his/her direct supervisor when a real, apparent or potential Conflict of Interest arises at any time throughout the year.

Adopted by the Board of Trustees of Roanoke College: February 6, 2009