TABLE OF CONTENTS
I: PREFACE
1.1 Welcome to Union College............................................................................................1
1.2 Union College History ...................................................................................................1
1.3 Governance and Administrative Structure.....................................................................1
1.4 Regulations Governing Campus Conduct......................................................................1
1.5 Policy Regarding Collective Bargaining .......................................................................5
1.6 Disclaimers of Contractual Obligations ........................................................................5
1.7 Definition of Administrative and Professional Employees ...........................................5
1.8 Your Role as an Administrator .....................................................................................6
1.9 Who to Contact for More Information...........................................................................6
II: FEDERAL AND STATE REGULATIONS
2.1 Equal Employment Opportunity....................................................................................7
2.2 Disability Reasonable Accommodation (Americans With Disabilities Act (ADA),
Section 504 of Rehabilitation Act, New York Human Rights Law (NYHRL))............8
2.3 Title IX...........................................................................................................................9
2.4 Drug-Free Workplace Act..............................................................................................9
2.5 Fair Labor Standards Act (FLSA)................................................................................11
2.6 Health Insurance Portability and Accountability Act (HIPAA) ..................................11
2.7 Reporting Fraud, Defalcation or Illegal Activity by Employees .................................12
III: RECRUITMENT AND SELECTION
3.1 Job Posting/Recruitment ..............................................................................................13
3.2 Employee Background Checks ....................................................................................13
3.3 Employment of Immediate Family, Household Members, or Relatives .....................13
3.4 Employment of Former Employees .............................................................................13
3.5 New Employees ...........................................................................................................14
IV: EMPLOYMENT POLICIES AND PROCEDURES
4.1 Employment Status/Classification ...............................................................................15
4.2 Reclassification, Promotion, Transfer, and Temporary Assignments .........................15
4.3 Date of Hire and Length of Service .............................................................................15
4.4 Hours of Work .............................................................................................................16
4.5 Work in Excess of Normal Workweek, On Call and Call Back..................................16
4.6 Meals, Rest Periods and Breaks...................................................................................16
4.7 Flexible Work Options and Flex Time ........................................................................16
4.8 Identification Cards......................................................................................................16
4.9 Keys .............................................................................................................................16
4.10 Personnel Files .............................................................................................................17
4.11 Confidentiality/Privacy................................................................................................17
4.12 Non-Smoking Policy....................................................................................................18
4.13 Campus Visitors (Friends, Family and Others) ...........................................................18
4.14 College Equipment and Personal Property ..................................................................18
4.15 Removal of College or Student Property For Personal Use ........................................18
4.16 Broken Eyeglasses and Damaged Clothing .................................................................19
4.17 Telephone Use ............................................................................................................19
4.18 Email and Internet Utilization......................................................................................19
4.19 Solicitation and Distribution ........................................................................................20
4.20 Community Service .....................................................................................................20
4.21 Campus Parking...........................................................................................................21
4.22 Weapons on Campus....................................................................................................22
4.23 Consensual Relations ...................................................................................................22
4.24 Conflict of Interest .......................................................................................................23
4.25 Indemnification of Employees.....................................................................................24
4.26 Use of Union College Name or Logo ..........................................................................24
4.27 Outside Work (Paid Consulting etc.) ...........................................................................25
4.28 Additional Administrative Responsibilities.................................................................25
4.29 Intellectual Property.....................................................................................................25
4.30 Policy for Investigating Scientific Misconduct............................................................29
4.31 Travel ...........................................................................................................................30
4.32 Reimbursement of Travel and Related Expenses ........................................................31
4.33 Purchasing Procedure...................................................................................................32
4.34 Vehicle Use..................................................................................................................33
4.35 College Liability Insurance..........................................................................................34
4.36 Declination of Salary or Stipend..................................................................................34
4.37 Use of College Facilities..............................................................................................35
4.38 Regulations on Administrative Separation and/or Retreat to a Faculty Position.........35
V. EMPLOYEE SAFETY AND SECURITY
5.1 General Safety and Security (Campus Crime Awareness Act) ...................................36
5.2 Occupational Safety and Health Act (OSHA) ............................................................36
5.3 Workplace Violence.....................................................................................................37
5.4 Accidents (Accident Reporting) ..................................................................................37
5.5 Vehicle Safety, Usage and Damage.............................................................................37
5.6 Hazard Communication ...............................................................................................38
5.7 Blood-Bourne Pathogens .............................................................................................38
5.8 Emergency Employee Information ..............................................................................38
5.9 Emergencies.................................................................................................................38
5.10 Fire Prevention/Employee Safety ...............................................................................38
5.11 Protective Equipment ..................................................................................................38
VI: PAYROLL
6.1 Pay Period and Payroll Office......................................................................................39
6.2 Paychecks & Direct Deposit ........................................................................................39
6.3 Payroll Deductions.......................................................................................................39
6.4 Assignment of Wages and Wage Garnishments..........................................................39
6.5 Lost Paychecks.............................................................................................................40
6.6 Docking of Pay ............................................................................................................40
6.7 Pay Advances (Emergency and Vacation)...................................................................40
6.8 U.S. Savings Bonds......................................................................................................40
VII: COMPENSATION
7.1 Compensation Statement .............................................................................................41
7.2 Salary Adjustments (Merit, Cost of Living and Equity)..............................................41
7.3 Job Descriptions and Position Classification...............................................................41
VIII: BENEFITS
8.1 General Benefit Information ........................................................................................42
8.2 Reservation of Rights...................................................................................................42
8.3 Flexible Benefits Program...........................................................................................42
8.4 Benefit Eligibility.........................................................................................................42
8.5 Medical, Dental, & Vision Insurance ..........................................................................44
8.6 Prescription Program (Mail-In and Pharmacy Direct).................................................44
8.7 Employee Assistance Program (EAP) .........................................................................44
8.8 Wellness Benefits.........................................................................................................44
8.9 Flexible Spending Account..........................................................................................45
8.10 Life Insurance and Accidental Death & Dismemberment Insurance ..........................45
8.11 Long Term Disability Insurance ..................................................................................45
8.12 Dependent Life Insurance ............................................................................................46
8.13 Personal Insurance (Auto, Home, Renters & Other) ...................................................46
8.14 Retirement Plan and Supplemental Retirement Accounts ...........................................47
8.15 457(b) Deferred Compensation Plan ...........................................................................47
8.16 Long Term Care Insurance ..........................................................................................47
8.17 Moving Expenses.........................................................................................................47
8.18 Apartment Rental Assistance.......................................................................................47
8.19 Tuition Remission and Scholarships............................................................................47
8.20 Employee Training Scholarship Program....................................................................51
8.21 Business Travel Accident Insurance............................................................................52
8.22 Survivor’s Benefits ......................................................................................................52
8.23 Statutory Benefits Programs (Unemployment, Social Security/Medicare, ERISA,
COBRA, NYS Disability, Workers Compensation)....................................................52
8.24 Recognition Programs..................................................................................................53
8.25 Discounts......................................................................................................................54
8.26 Hotel Discount Program ..............................................................................................54
8.27 Computer Loans...........................................................................................................54
8.28 College Park Home Loan Assistance Program............................................................54
8.29 Second Mortgage Program ..........................................................................................55
8.30 College Plot in Vale Cemetery ....................................................................................55
IX: TIME OFF AND LEAVES OF ABSENCE
9.1 Holidays .......................................................................................................................56
9.2 Winter Recess ..............................................................................................................56
9.3 Vacation .......................................................................................................................56
9.4 Personal Business Absence..........................................................................................58
9.5 Sick Leave, Family Illness, and Short Term Disability...............................................59
9.6 Workers’ Compensation .............................................................................................60
9.7 Adoption Leave ...........................................................................................................60
9.8 Family and Medical Leave Act Leave (FMLA) ..........................................................60
9.9 Short Term Leave of Absence Without Pay ................................................................63
9.10 Personal Extended Leave of Absence..........................................................................64
9.11 Bereavement Leave......................................................................................................64
9.12 Military Leave..............................................................................................................65
9.13 Jury Duty Leave and Court Appearance Leave ...........................................................67
9.14 Weather Related Closings and Essential Services .......................................................67
9.15 College Closings ..........................................................................................................67
9.16 Temporary Lay-Offs During Breaks (Less Than 12-Month Work Schedules) ...........68
X: DISCIPLINE AND CONDUCT
10.1 Guidelines for Appropriate Conduct............................................................................69
10.2 Employment at Will.....................................................................................................69
10.3 Punctuality and Attendance .........................................................................................69
10.4 Performance Evaluation...............................................................................................70
10.5 Personal Appearance....................................................................................................70
XI: DISPUTE RESOLUTION
11.1 General Problem Resolution Process...........................................................................71
11.2 Mediation .....................................................................................................................72
11.3 Sexual Harassment and Harassment ............................................................................72
11.4 Procedures for Dealing with Claims of Harassment....................................................75
11.5 Discrimination..............................................................................................................79
11.6 Procedures for Dealing With Claims of Discrimination..............................................80
XII: TERMINATION
12.1 Voluntary and Involuntary Termination ......................................................................83
12.2 Retirement....................................................................................................................83
12.3 Job Elimination ............................................................................................................84
12.4 Exit Interviews.............................................................................................................84
12.5 Before You Leave ........................................................................................................84
12.6 Unemployment Insurance ............................................................................................84
12.7 Consolidated Omnibus Budget Reconciliation Act (COBRA)....................................84
XIII: COLLEGE FACILITIES AND SERVICES
13.1 Library.........................................................................................................................86
13.2 Recreational and Athletic Facilities .............................................................................86
13.3 Bookstore .....................................................................................................................86
13.4 Computer Sales and Services.......................................................................................87
13.5 College Events .............................................................................................................87
13.6 Check Cashing .............................................................................................................87
13.7 Credit Union.................................................................................................................87
13.8 Notary Services............................................................................................................87
13.9 Mail Services ...............................................................................................................87
13.10 College Dining.............................................................................................................88
13.11 Donations to Union College.........................................................................................88
13.12 United Way ..................................................................................................................88
13.13 College Communications.............................................................................................88
13.14 Offset Printing Services ...............................................................................................89
13.15 Photocopy Service .......................................................................................................89
13.16 Student Employment....................................................................................................89
XIV: MISCELLANEOUS
14.1 Supervisor as First Resource on Policy and Procedure Questions ..............................90
14.2 Human Resources Website ..........................................................................................90
14.3 Committees, Councils, and Groups .............................................................................90
14.4 Union College Organizational Chart ......................................................................92,93
INDEX....................................................................................................................................94
