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 .........................................................................2
1.5 Policy Regarding Collective Bargaining ..........................................................................5
1.6 Disclaimers of Contractual Obligations ...........................................................................5
1.7 Your Role as a Staff Member ...........................................................................................6
1.8 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 Drug-Free Workplace Act .................................................................................................8
2.4 Fair Labor Standards Act (FLSA) ...................................................................................11
2.5 Health Insurance Portability and Accountability Act (HIPAA) .....................................11
III: RECRUITMENT AND SELECTION
3.1 Job Posting/Recruitment .................................................................................................12
3.2 Employee Background Checks .......................................................................................12
3.3 Employment of Immediate Family, Household Members, or Relatives ........................12
3.4 Employment of Former Employees ................................................................................12
3.5 New Employees ..............................................................................................................13
IV: EMPLOYMENT POLICIES AND PROCEDURES
4.1 Employment Status/Classification ..................................................................................14
4.2 Reclassification, Promotion, Transfer, and Temporary Assignments ............................14
4.3 Date of Hire and Length of Service ................................................................................14
4.4 Hours of Work ................................................................................................................15
4.5 Meals, Rest Periods and Breaks ......................................................................................15
4.6 Flexible Work Options and Flex Time ...........................................................................15
4.7 Identification Cards .........................................................................................................15
4.8 Keys ...............................................................................................................................15
4.9 Personnel Files ................................................................................................................16
4.10 Confidentiality/Privacy ...................................................................................................16
4.11 Non-Smoking Policy .......................................................................................................16
4.12 Campus Visitors (Friends, Family and Others) ..............................................................17
4.13 College Equipment and Personal Property .....................................................................17
4.14 Broken Eyeglasses and Damaged Clothing ....................................................................17
4.15 Telephone Use ...............................................................................................................17
4.16 Email and Internet Utilization .........................................................................................18
4.17 Solicitation and Distribution ...........................................................................................18
4.18 Community Service ........................................................................................................18
4.19 Campus Parking ..............................................................................................................20
4.20 Prohibition of Weapons on Campus ...............................................................................21
4.21 Consensual Relations ......................................................................................................22
V. EMPLOYEE SAFETY AND SECURITY
5.1 General Safety and Security (Campus Crime Awareness Act) ......................................23
5.2 Occupational Safety and Health Act (OSHA) ...............................................................24
5.3 Workplace Violence ........................................................................................................24
5.4 Accidents (Accident Reporting) .....................................................................................24
5.5 Vehicle Safety, Usage and Damage ................................................................................25
5.6 Hazard Communication ..................................................................................................25
5.7 Blood-Bourne Pathogens ................................................................................................25
5.8 Emergency Employee Information .................................................................................25
5.9 Emergencies ....................................................................................................................25
5.10 Fire Prevention ...............................................................................................................26
5.11 Protective Equipment .....................................................................................................26
VI: PAYROLL
6.1 Pay Period and Payroll Office .........................................................................................27
6.2 Paychecks & Direct Deposit ...........................................................................................27
6.3 Payroll Deductions ..........................................................................................................27
6.4 Assignment of Wages and Wage Garnishments .............................................................27
6.5 Lost Paychecks................................................................................................................28
6.6 Docking of Pay ...............................................................................................................28
6.7 Pay Advances (Emergency and Vacation) ......................................................................28
6.8 U.S. Savings Bonds.........................................................................................................28
VII: COMPENSATION
7.1 Compensation Statement ................................................................................................29
7.2 Salary Adjustments (Merit, Cost of Living and Equity) .................................................29
7.3 Job Descriptions and Position Classification ..................................................................29
7.4 Overtime .........................................................................................................................30
7.5 On Call ............................................................................................................................30
7.6 Call Back .........................................................................................................................30
7.7 Shift Differential .............................................................................................................30
VIII: BENEFITS
8.1 General Benefit Information ...........................................................................................31
8.2 Reservation of Rights ......................................................................................................31
8.3 Flexible Benefits Program ..............................................................................................31
8.4 Benefit Eligibility............................................................................................................32
8.5 Medical, Dental, & Vision Insurance .............................................................................33
8.6 Prescription Program (Mail-In and Pharmacy Direct) ....................................................33
8.7 Employee Assistance Program (EAP) ............................................................................33
8.8 Wellness Benefits ............................................................................................................34
8.9 Flexible Spending Account .............................................................................................34
8.10 Life Insurance and Accidental Death & Dismemberment Insurance .............................34
8.11 Long Term Disability Insurance .....................................................................................34
8.12 Dependent Life Insurance ...............................................................................................35
8.13 Personal Insurance (Auto, Home, Renters & Other) ......................................................35
8.14 Retirement Plan and Supplemental Retirement Accounts ..............................................35
8.15 Apartment Rental Assistance ..........................................................................................36
8.16 Tuition Remission and Scholarships ...............................................................................36
8.17 Employee Training Scholarship Program .......................................................................41
8.18 Travel Accident Insurance ..............................................................................................41
8.19 Survivor’s Benefits .........................................................................................................41
8.20 Statutory Benefits Programs (Unemployment, Social Security/Medicare, ERISA,
COBRA, NYS Disability, Workers Compensation) .......................................................41
8.21 Recognition Programs .....................................................................................................43
8.22 Discounts........................................................................................................................43
8.23 Computer Loans ..............................................................................................................43
IX: TIME OFF AND LEAVES OF ABSENCE
9.1 Holidays ..........................................................................................................................44
9.2 Winter Recess .................................................................................................................44
9.3 Vacation ..........................................................................................................................44
9.4 Personal Business Absence .............................................................................................47
9.5 Sick Leave, Family Illness, and Short Term Disability ..................................................48
9.6 Workers’ Compensation ................................................................................................49
9.7 Adoption Leave ..............................................................................................................49
9.8 Family and Medical Leave Act Leave (FMLA) .............................................................49
9.9 Personal Extended Leave of Absence .............................................................................53
9.10 Bereavement Leave .........................................................................................................53
9.11 Military Leave .................................................................................................................54
9.12 Jury Duty Leave and Court Appearance Leave ..............................................................56
9.13 Weather Related Closings and Essential Services ..........................................................56
9.14 College Closings .............................................................................................................57
9.15 Temporary Lay-Offs During Breaks (Less Than 12-Month Work Schedules) ..............57
X: DISCIPLINE AND CONDUCT
10.1 Guidelines for Appropriate Conduct ...............................................................................58
10.2 Disciplinary Guidelines ..................................................................................................58
10.3 Introductory Period ........................................................................................................60
10.4 Punctuality and Attendance ............................................................................................60
10.5 Performance Evaluation ..................................................................................................61
10.6 Personal Appearance .......................................................................................................61
XI: DISPUTE RESOLUTION
11.1 General Problem Resolution Process ..............................................................................62
11.2 College Policy Prohibiting Harassment ..........................................................................63
11.3 Procedures for Dealing with Cases of Harassment .........................................................66
11.4 Discrimination.................................................................................................................70
11.5 Procedures for Dealing With Claims of Discrimination .................................................71
XII: TERMINATION
12.1 Voluntary and Involuntary Termination .........................................................................74
12.2 Retirement .......................................................................................................................74
12.3 Job Elimination ...............................................................................................................75
12.4 Exit Interviews ................................................................................................................75
12.5 Before You Leave ...........................................................................................................75
12.6 Unemployment Insurance ...............................................................................................75
12.7 Consolidated Omnibus Budget Reconciliation Act (COBRA) .......................................76
XIII: COLLEGE FACILITIES AND SERVICES
13.1 Library............................................................................................................................77
13.2 Recreational and Athletic Facilities ................................................................................77
13.3 Bookstore ........................................................................................................................77
13.4 Computer Sales and Services ..........................................................................................77
13.5 College Events ................................................................................................................77
13.6 Check Cashing ................................................................................................................78
13.7 Credit Union....................................................................................................................78
13.8 Notary Services ...............................................................................................................78
13.9 Mail Services ..................................................................................................................78
13.10 College Dining ................................................................................................................78
13.11 Donations to Union College............................................................................................78
13.12 United Way .....................................................................................................................78
XIV: MISCELLANEOUS
14.1 Supervisor as First Resource on Policy and Procedure Questions .................................79
14.2 Human Resources Website .............................................................................................79
14.3 Union College Organizational Chart ..............................................................................79
INDEX .......................................................................................................................................80
