Procedures

1.  GENERAL OFFICE CONDUCT

Normal office hours are 8:00 a.m. to 4:30 p.m. with a 45-minute lunch period.  Employees are expected to conform to general office hours under normal circumstances and to provide information on where they may be reached when absent from campus.  Courtesy within the office, between department and on the telephone is to be highly encouraged. Business dress standards should be honored.  Supervisors are responsible for insuring that their department complies with these procedures.

Offices should not be used for coffee break gatherings and boisterous conduct should be discouraged.

High standards of mutual respect for all persons are expected in all areas.  Harassment of any kind against students or employees is considered grounds for dismissal from the College.  Employees should not be asked to perform non-professional or personal tasks that are considered to be beyond normal requirements of the position.

2.  INSTITUTIONAL HOURS

The College maintains a regular schedule of office hours for the academic year and the summer season that all employees are expected to follow.

Regular office hours for full-time employees during the academic year are 8:00 a.m. to 4:30 p.m. Forty-five minutes are allowed for a lunch break.  It is recognized that at times the lunch hour may be used to conduct College business and involve a longer period of time.  Offices will remain open over lunchtime.

A normal workweek is any 38.75 hours worked between 12:01 a.m. Sunday through 12:00 midnight Saturday.  All full-time non-exempt employees are paid on a 40-hour per week basis.  It is recognized that exempt employee’s hours must be somewhat flexible depending on the demands of their specific schedule and area of responsibility, however, normal office hours should be respected.

The summer workweek is 36 hours and office hours are 8:00 a.m. to 4:30 p.m. The supervisor of each office will schedule half days off for employees concentrating time off on Friday, in such a way that offices remain open as needed.

To clarify vacation and ill time policy in connection with the half days off during the summer, when an employee takes one week of vacation during the summer, a full five days of vacation will be charged and the half-day will be forfeited for that particular week.  It is possible to take one full day off and charge one half of the day to vacation and the other one half as the half-day off for the week.  All employees are urged to take their half-day off each week, as half days will not be accumulated into the next week.  For example: an employee, for personal convenience, cannot take a full day off on a week preceding a week when one didn’t take any time off.  However, if an employee is requested by the department head to work a full week, the half-day may accumulate until the next week.

a.  UNEXPECTED ABSENCES

Employees, who are unexpectedly absent or late for any reason, should call their supervisor immediately and explain the reason for the absence.  Failure to notify their supervisor could be reason for written reprimand or dismissal.

b.  SNOW AND ICE DAY POLICY

All classes and meetings will be held as regularly scheduled throughout all seasons, including winter.  The administration of the policy may be modified under certain adverse climatic conditions:

1)  The appointed members of the President’s Cabinet are the only individuals who may cancel a class or meeting because of snow or ice storm.

2)  Canceled classes and meetings may be rescheduled at the discretion of the person who earlier made the decision to cancel.  If a class or activity is rescheduled, it should be convenient for the students or other persons involved.  In any case, attention should be given to the fact that many students commute from Des Moines.

3)  In the event of a major storm, the Vice President of Student Development and Planning or the Vice President for Information Services, using the SAFE Emergency Alert Information system, will leave a mass voice/text message on all telephone numbers and email addresses registered, notifying the campus community of the cancellation of classes and the closing of offices. Notification will also be made over local radio (WHO and KJJY) and television stations, as well as the College radio station (KSTM). The campus weather line (961-1414) will also carry the closure message. To access messages on campus voice mail call, 962-3000 and follow the prompts.

c.  ABSENCES BECAUSE OF SEVERE WEATHER

If an employee is unable to work, comes in late, or leaves early because of severe weather on a day the College is open, he/she has the option to use vacation time, time without pay or make up the time later in the same week.

Updated October, 2011

3.  COMMUNICABLE DISEASE POLICY

In order to protect the health and safety of the Simpson College community, including students, faculty and staff, you must comply with this Communicable Disease Policy if:

  1. You are diagnosed with a significant communicable disease that poses a direct threat to the health and safety of you and others which includes, but is not limited to: active TB, Avian Flu, SARS, H1N1 Flu, or measles; or
  2. You believe you may have been exposed to someone who has been diagnosed with a communicable disease which includes, but is not limited to: active TB, Avian Flu, SARS, H1N1 Flu, or measles and you pose a direct threat to the health and safety of others; or
  3. You have recently visited an area where there has been an outbreak of a communicable disease which includes but is not limited to: active TB, Avian Flu, SARS, H1N1 Flu, or measles and you pose a direct threat to the health and safety of others.

 

You must report this to your supervisor or Department Chair who will provide the information to the Human Resources Office. To the extent possible, this information will be kept confidential but it will be necessary to report the information to selected members of the Crisis Response Committee.  Simpson College reserves the right to declare what constitutes a communicable disease under this policy in accordance with the United States Department of Health and Human Services and the Center for Disease Control.

The College reserves the right to exclude a person with a communicable disease from the workplace facilities, programs and functions if the organization finds that, based on a medical determination, such restriction is necessary for the welfare of the person who has the communicable disease and/or the welfare of others within the workplace.  If the College determines it is in the best interest of the campus community that a period of isolation is necessary, you may be placed on paid administrative leave or asked to work from home (if possible).  The duration of the isolation will be based on the guidelines provided by Public Health officials.

The College may also choose to implement a strategy of social distancing in order to minimize transmission of a communicable disease from person to person. Simpson’s Communicable Disease Plan includes social distancing provisions to implement immediately upon direction from the College President, and/or Public Health officials.

Social distancing is designed to limit the spread of a disease by reducing the opportunities for close contact between people.  It can be accomplished by administrative and engineering controls. Examples include:

  • reducing face-to-face exposure by using conference calls and video conferencing;
  • avoiding unnecessary travel;
  • canceling meetings, workshops, training sessions and scheduled events;
  • requiring employees to work from home to reduce exposure in the workplace;
  • establishing flexible working hours including scheduling employees in shifts;
  • installing protective barriers between work stations or increasing space between workers;
  • reinforcing hand washing and requiring the use of protective equipment such as hand sanitizers and masks;
  • controlling access to buildings; and
  • requiring asymptomatic individuals traveling to affected countries/areas not to return to work until one incubation period has passed after returning home.

Employees required to work under social distancing provisions shall receive regular pay.

The College will not discriminate against any job applicant or employee based on the individual having a communicable disease. Applicants and employees shall not be denied access to the workplace solely on the grounds that they have a communicable disease.

The College will comply with all applicable statutes and regulations that protect the privacy of persons who have a communicable disease. Every effort will be made to ensure procedurally sufficient safeguards to maintain the personal confidence about persons who have communicable diseases.

*- Approved by the President and Cabinet 5/5/ 2009

Updated 8/2013

4.  PERSONAL USE OF COLLEGE COMPUTERS

Access to computing resources is provided to Simpson College employees for the purpose of furthering the efforts of Simpson College.  These technology resources are for use primarily in professional and scholastic endeavors.  Brief and occasional personal use may occur; however, personal use should be kept to a minimum and should not in any way impede the conduct of daily business.  Simpson College reserves the right to monitor the use of its technological resources for the purpose of compliance with the provision of the Computer Ethics and Policy Statement.  (Please see Appendix A)

All users of the system should be aware that e-mail and other electronic information stored on the main system is backed-up regularly and may be subject to subpoena.

5.  PUBLIC RELATIONS GUIDELINES

All college employees are expected to be sensitive to the importance of public relations in personal and professional conduct.  Certain guidelines should be followed:

a.  The use of college stationary, the logo, etc., for partisan, political, or personal reasons is not permitted.

b.  Information releases to the media must be cleared through the Public Relations Office.  This process may be expedited by providing a copy draft to Public Relations.

c.  Information released must conform to the Family Privacy Act.

d.  No employee may release student or employee information, such as names, lists, addresses, etc., for direct mail purposes.

e.  The College is not to be associated with any potentially controversial activity without express approval of the President of the College.

1)  CRISIS/EMERGENCY PHONE NETWORK

In the event of an emergency situation that will affect the closing of the college campus, the following phone system should be used to inform the members of the Simpson College community.

The President and/or the Dean of the College/or their designate should call:

a)  The Simpson Public Relations Office:  contact the area media and update them with information throughout the day.

b)  The Vice President of each Division:  contact their departmental supervisors.  The Supervisor will contact the employees in their area.

c)  The Director of Human Resources.

d)  The Head of each Faculty Division:  contact department heads who will contact their faculty.

e)  Director of College Food Service:  contact Sodexho Marriott Personnel.

f)  Director of Physical Plant:  contact Sodexho Marriott Management Personnel.

After the announced closing information is given to each area listed above, the status of each area should be given to the President, (Dean/Designate) so that information can be forwarded to the Public Relations Office.  All outside inquiries will be directed to the general number (961-6251) where phone mail will be available so a blanket message can be given to students and college personnel about updates on when the situation will return to normal i.e. night classes, day classes, athletic and cultural events.

EXAMPLE

“Simpson College will be closed today because of (i.e. snow, earthquake, fire, etc.).  Classes will resume at (day/date/time).  Please tune to (designated radio or TV station) or call the Simpson College general number 961-6251 at (a time to be determined by the President/Dean of the College) for more information.”

a)  Campus Security and resident housing staff will work to see if there is any assistance that can be lent to on-campus personnel and students during the time of an emergency or closing.

b)  It is imperative that the food service and physical plant remain open.

c)  If at all possible the library, computer labs, Cowles, and the Brenton Student Center will also remain open.

2)  DEALING WITH MEDIA IN A CRISIS SITUATION

One of the most important aspects of a media relations program is to practice open communication.  Informing the media regarding crises and responding in a timely, open fashion, the public relations practitioner creates a relationship of trust with the news reporter.  If the practitioner chooses to report only good news, the relationship becomes strained and one-sided.

In a crisis situation, reporters will bombard the institution with calls, all wanting to get the facts as quickly as possible.  In addition, there will be calls from family members, alumni and employees.  Handling the calls, in the midst of accompanying stress and confusion of a crisis situation, can be overwhelming.  Without a plan of action and a contingency plan, the institution may not know how to react properly, and years of establishing a positive image may be destroyed in one day.

This plan offers guidelines for college employees to follow in times of crises, should they find themselves in charge.

a)  Defining a crisis

Some events, by their very nature, are obviously crisis.  If, however, a problem arises and there is uncertainty about its “crisis” status, ask the following questions:

[1]  Will the situation be interpreted in a way that will harm the efforts of the College or its employees?

[2]  Is the situation something that may be subject to embarrassing media coverage, for the College or its employees?

[3]  May there be legal questions as to the liability of the College or its employees for the cause of the situation?

If you can answer yes to any of these questions, implement the crisis plan.

b)  General crisis procedures

Responsibilities of the person in charge of the area affected by the crisis:

[1]  MANAGE THE EMERGENCY – notify the emergency medical services, police and/or fire department by dialing #911, if necessary.

[2]  Direct the actions of employees/students in the affected area.

[3]  Call the President, or in his/her absence, the Vice President most responsible for the affected area.  Give as much factual information as possible.

[4]  Call the Director of Public Relations or News Services Director.

[5]  If reporters are on the scene and an official spokesperson has not arrived on the scene, allow as much flexibility as possible for coverage of the situation, help as much as possible and tell the basic facts of the crisis without speculating.  If the reporters push for more information, decline comment until the official spokesperson arrives.  Remember, any time you speak; you become the “college spokesperson”.

[6]  Refer to the College’s disaster planning manual that details activities and responsibilities of college employees during specific emergencies, such as fire, tornadoes, or violent crime.  Copies are available from each building supervisor or the Public Relations Office.

6.  GUIDELINES FOR BUDGETING AND COST CONTROLS

7.  PROCUREMENT CARD PROGRAM POLICES AND PROCEDURES

8. OTHER BUDGET AND TRAVEL POLICIES

9.  POLICY STATEMENT ON LISTS AND LABELS

Individuals or groups (students, faculty or administration members) requesting lists or labels of alumni, students, prospective students, parents of current or former students, corporations, or any other constituencies of Simpson College are asked to adhere to the following procedures:

a.  Contact the appropriate office for lists/labels:

1)  For alumni:  Office of Alumni Relations
2)  For current students:  Office of Student Development
3)  For prospective students:  Office of Admissions
4)  For college employees or vendors:  Office of Business and Finance
5)  For all other constituencies (businesses, corporations, parents of former students or other individuals):  Office of College Advancement

b.  Make the request in writing.  In a typed or e-mailed request, please state the purpose for the list and/or labels and the exact requirements.  Explain what information you need to have included on the list.  Selection criteria include (but are not limited to) name, address, phone numbers, class year, major, degree received.  Also, specify whether the list/labels should be printed in zip code order, alphabetical order, class year order and any other specific requirements to be considered.

1)  Provide approved sample.  A sample of the publication, invitation, newsletter, letter, flyer, brochure or special mailing to be sent using the lists and/or labels must be provided to the supplying office prior to fulfillment of the request.

2)  Allow a minimum of ten business days for the list and/or labels to be ready for pick up.  Although some types of lists and labels can be generated quickly, plan for ten business days of preparation time.

The offices reserve the right to deny or hold production of lists and/or mailing labels to any individual or group that is not providing or producing a quality communication consistent with the annual communication plans and strategies of the college or an official publication from Simpson College.  All such mailings to external constituencies must be reviewed and approved by the Director of Public Relations.

Any questions regarding this Policy Statement should be directed to the vice president of the office providing the lists and/or labels. (November 2002)

10.  POLICY STATEMENT ON THE SOLICITATION OF FUNDS

As an independent, gift-supported institution, Simpson College depends upon voluntary contributions to underwrite a significant portion of its annually budgeted operations, to support special projects for purposes over and above current operations and to make possible the development of the College’s physical facilities and endowment resources.  The Board of Trustees establishes the fund raising policies of the College and their implementation is managed and coordinated by the Office of College Advancement.

a.  SOLICITATIONS

The only solicitations permitted on campus are those authorized by the Vice President for Business and Finance.  Employees are requested to report the appearance of any unauthorized salesperson to that office.

b.  ANNUAL SOLICITATIONS

Employees may be solicited by colleagues once a year to participate in the Annual Fund of the College.  While employees are encouraged to participate in such a campaign whenever possible, such participation is strictly voluntary and in no sense constitutes a factor in continued employment.  The Advancement Office confidentially maintains personal contribution information.

c.  GIFT SUPPORT

Many members of the Simpson community may play key roles in the Simpson development efforts by defining and clarifying academic needs, identifying prospective donors and participating in the solicitation of gifts.  It is expected that most expenditures required by college departments for educational and general purposes will be requested through normal budgeting channels  and gifts sought and received by Simpson will be supportive of budgeted expenditures.

When special needs and/or opportunities for gifts arise in support of expenses not included in the budget, authorization of the project or program may be obtained after review by the appropriate Vice President and approval of the President.  All prospects for gift support must be cleared by the Vice President for College Advancement prior to solicitation.

Alumni and friends of Simpson, Trustees, members of the Indianola community, parents of current and former students, local and national business organizations and foundations are regularly solicited through the Office of College Advancement to make contributions for approved capital projects and annual operations. Solicitations of gifts from these groups by other college departments, college employees or members of college- sponsored organizations and clubs are not permitted without prior consent from the Vice President for College Advancement.  In particular, students, faculty, and/or coaches, individually or collectively, are not permitted to request gifts from members of the above listed groups, to secure funds for annual operations, special projects, equipment, or capital projects unless authorization by the Vice President for College Advancement has been obtained.  College sponsored organizations that are separately incorporated, e.g., social fraternities and sororities need not receive advance authorization to solicit their memberships.

Student sponsored fund raising projects, including soliciting Simpson students, producing income through sales and advertising and merchandising goods and services on campus must receive prior approval from the Vice President for Student Affairs.

d.  GRANT SUPPORT

The writing of grant proposals is important for the continued success of Simpson’s development efforts.  Faculty members are encouraged to pursue any leads they might have concerning funding for research and/or academic programs or projects. Whereas, the gift support policy statement is meant to cover solicitation of individuals, firms and most foundations, it does not pertain to grant proposals for support of research projects and program development.

The procedures for applying for a grant to a research-oriented foundation or agency or for a grant to an academic program are coordinated first through the Academic Dean’s office and then through the Office of College Advancement.  Before any academically oriented proposal is submitted to a foundation or federal agency, it will be reviewed by the Vice President and Dean for Academic Affairs and the Vice President for College Advancement to assure that contractual obligations implied in written proposals are in harmony with the College’s policies, practices and capabilities, and to assure that no additional solicitations are made.

Faculty members are encouraged to develop proposals for educational and research projects and to pursue leads concerning their funding.  The following procedures should be followed:

1)  The preliminary proposal and budget are prepared in consultation with departmental and divisional leadership.

2)  Proposals are then submitted to the Vice President and Dean for Academic Affairs.

3)  The Offices of Academic Affairs and College Advancement collaborate in determining the appropriate funding source (private or public) to be approached and offer assistance in the preparation of the final document.

4)  The proposal is submitted to the Office of the President for approval and addition of a college letter of endorsement.

Generally, if a proposal is to be submitted to a government-funding source, the Office of Academic Affairs will facilitate its submission; if to a private source, the Office of College Advancement will do so.

11.  HIRING AND EMPLOYMENT PROCEDURES

a.  DEFINITION OF EXEMPT EMPLOYEES

Using the Fair Labor Standards Act (FLSA) definition employees who are classified executive, administrative, professional and outside sales employees are considered exempt from the minimum wage and overtime requirements set forth in FLSA guidelines, provided they meet certain tests regarding job duties and responsibilities and are compensated on a salary basis.

Objectives used in defining exempt positions are as follows:

1)  The job description and expectancy constitute a bona fide exemption from wage and hour provisions of the Fair Labor Standards Act as amended.

2)  Discretionary powers are usually extended to a person in such a position, defined within the limits of their profession.

3)  The employee has supervisory responsibilities over other personnel.

All exempt employees are expected to give full attention to contracted responsibilities.  These responsibilities may upon occasion extend beyond stated office hours or weekly schedule.  No additional compensation is to be expected or given.  Certain specific guidelines, as stated in the individual contracts, are to be followed in this general area.  The College seeks to protect its contractual and public relations interests in any employment arrangements outside of the campus into which an exempt employee may enter.

1)  Any exempt employee entering into any consultative or compensated relationship or outside employment is expected to consult with and seek the prior approval of their immediate supervisor and the College President.

2)  An exempt employee under normal conditions will not receive any additional compensation for any special services, such as teaching or coaching, if those activities occur within the normal working day or are covered by contract.  Compensation may be given for services for the College outside of normal responsibilities with the approval of the President.

Exempt employees with the exceptions of the President, Academic Dean and librarians do not normally have faculty rank.  Exceptions to this rule may include those cases where responsibilities also clearly involve academic responsibilities or where such status was determined by contractual arrangement made at the time of original appointment.

b.  DEFINITION OF NON-EXEMPT EMPLOYEES

The Fair Labor Standard Act (FLSA) is Federal law, which sets minimum wage, overtime, record keeping and child labor standards. Individuals who are classified as non-exempt employees are those who will be compensated at not less than minimum wage, maintain a record of time worked and are eligible for overtime (time and one-half) for hours worked over forty in a given work week.  Employees, who are unsure of their designation, should check with their supervisor or the Director of Human Resources.

Definitions for non-exempt positions include:

1)  Full-time regular employee – An employee who works 38.75 hours per week on a regular 12-month basis.

2)  Part-time regular employee – an employee who works less than full-time but on a regularly assigned schedule of hours on a regular 12-month basis.

3)  Full-time limited period – an employee who works 38.75 hours per week for less than a full calendar year.

4)  Part-time limited period – an employee who works less than full-time, on a regularly assigned schedule of hours on less than a full calendar year.

5)  Temporary employee – an employee who works full or part-time but not on a constant basis.

c.  JOB CLASSIFICATION AND SALARY POLICY

Simpson College with the help of Watson & Wyatt Worldwide established a job classification and salary administration program. The objectives of this program are to ensure pay equity across the College by consistently and fairly applying compensation decisions and to be market competitive in order to attract and retain qualified and productive employees in the markets for which the College competes for personnel.  All positions, except the President and faculty, have been assigned a classification “grade” through an evaluation process based on thirteen criteria using a point factor system.  This system is used to ensure that pay opportunities are internally equitable and reflect relative differences in responsibilities and requirements of jobs on campus.  The College has also developed a salary structure and associated salary ranges for each classification grade to provide parameters (minimum, midpoint and maximum) for the administration of salaries for all jobs.

Job Classification Criteria Worksheets:  The job classification criteria worksheet is the instrument used in rating all jobs on the point factor system.  A worksheet based on the job description should be completed for each position on campus and maintained in the office of Human Resources.  A job description and criteria worksheet must be completed when a new position is created to determine the internal grade for the position.

Review Committee Procedures have been created to review employee’s classification grade, if an individual believes his/her position is misgraded or is no longer accurate because of significant changes in duties and responsibilities of the position, or there has been a change in the skill or education level required by the position.  A re-evaluation of a position should be completed with the approval of an employee’s immediate supervisor and submitted with a new job description to the appropriate Vice President and to the Director of Human Resources for consideration.  The President’s approval is required for all changes in classification.

Complete instructions on these procedures are available in Human Resources or in Appendix C.

d.  INTERNAL RECRUITMENT

At the time a department head or supervisor knows of or anticipates an opening in a non-academic department, except temporary part time positions, these procedures will be followed:

1)  The department head will contact the office of Human Resources to begin work on the Staff Request/Approval form.  After the form is completed with the appropriate attachments, it will then be sent for approval to the Divisional Vice President, the Vice President for Business & Finance, and the President.  Upon approval the search process will begin.  Position openings will be posted internally at various locations on campus allowing current employees the opportunity to apply for the position.

2)  Applicants for a non-exempt position must complete an application form, which is available in the Human Resources Office. The Director of Human Resources will interview each applicant for non-exempt positions.  The department head and the Director of Human Resources will review the applications and choose the best-qualified candidates to be interviewed by the department.  The final decision on hiring will be made within the department.  Stenographic and other skill tests may be given, if special skills are a job requirement.

3)  When the applicant accepts a job offer, the department head must inform the Director of Human Resources.  A payroll authorization form will be processed and forwarded to the Payroll Clerk.  The new employee will be paid on the first appropriate payroll processed after the forms are completed.  The new employee will meet with the Director of Human Resources to fill out the necessary forms for payroll and insurances.

e.  EXTERNAL RECRUITMENT

The Director of Human Resources shall be responsible for all external recruitment including advertising of personnel for non-academic positions.  External recruiting will be required for all positions not filled internally.  Advertising will be placed in the local newspapers and on the College’s web site at simpson.edu. The advertisement copy attached to the Staff Request/Approval form will be used.  Paid advertising will not be required for a temporary position (400 hours or less).

Part-time workers who have worked within the past calendar year and are returning to work on a job similar to their former work are to be considered as continuing appointments and these positions need not be posted.

f.  RECRUITMENT OF EXEMPT POSITIONS

When recruiting to fill an exempt position the following basic guidelines should be followed:

1)  The department head will contact the office of Human Resources to begin work on the Staff Request/Approval form.  After the form is completed with the appropriate attachments, it will then be sent for approval to the Divisional Vice President, the Vice President for Business & Finance and the President.  Upon approval the search process will begin.

2)  When a vacancy is announced, the President should be given a list of suggested search committee members for approval and appointment.  The President may wish to consult with the Cabinet officer or similar supervisory person involved.  The committee should be representative of persons who would be working closely with the appointee.  This committee should be involved at all stages of the candidate selection process and will have access to the job description but salary ranges will be kept confidential.  The Director of Human Resources will serve as the secretary on all search committees.  The duty of the search committee is to find and recommend the best-qualified candidate.  After appropriate interviews several applicants and data collection concerning each candidate, the committee will recommend to the President those candidates that the committee finds acceptable, with an evaluation of their respective strengths and weaknesses.

3)  The Director of Human Resources will give careful attention to proper announcement of vacancies in order to assure compliance with professional standards and appropriate concerns for fair and equal employment standards.  These should include:

a)  One week notice on the campus itself to notify other college personnel of the vacancy with proper information about the character of the vacancy and the appropriate person to contact;

b)  Proper notice in local community or regional newspapers;

c)  Notice in appropriate national or regional professional publications providing channels through which competent candidates will be apprised of the position in a public manner. Such a notice should contain minimum requirements, the person or office to contact and a deadline for applications;

d)  Cover letters and resumes will be directed to the Director of Human Resources.  At that time, appropriate affirmative action cards will be sent to the applicants.  Copies of the applications will be forwarded to the appropriate office.

4)  In all cases involving candidates coming from significant distances (500 miles or more), a teleconference interview between members of the committee and the candidate is to be arranged.  The purpose of such an interview is to evaluate the depth of interest and range of competence of the candidate prior to an invitation to visit on the campus.  The decision to invite such a candidate is to be made after such a conference and relayed to the candidate by the chairman.

5)  Appropriate arrangements for the interview schedule, housing, entertainment and travel support are the responsibility of the Cabinet level officer involved.  Careful attention is to be given to keeping candidate evaluation costs within reason.

a)  When appropriate and available, the candidate should be entertained on campus at the Pfeiffer Dining Hall, in the President’s Conference Room or the Grill as the one of the primary intents of the interviewing process is to allow the candidate to see the campus.

b)  Restaurants and accommodations in Indianola should be used if at all possible.

c)  The number of people involved with meals should be kept to a minimum.

d)  Under no circumstances is the cost of liquor to be charged against any college or departmental account.

6)  When a candidate is invited to the campus, the College will pay the direct cost of travel and housing involved.  All charges for exempt position recruitment are charged to 10-4520-670072 and must be signed by the appropriate Cabinet level office or by the Director of Human Resources.

7)  No contract is final until signed by the President of the College. Salary offers and offers regarding moving costs are to be made by the President unless otherwise directed.  Special agreements not a part of a normal contract must be spelled out in the contract letter. Contracts of employment will be sent from the President’s Office and copies will be maintained in his/her files and in the Human Resources Office.

8)  Communications with candidates will be issued from the Human Resources Office.  Candidates clearly ineligible or rejected will be notified.  Strong candidates will be notified of the committee’s interest as early as possible.  Final announcements of a decision should be sent by the Director of Human Resources or the committee chairman as soon as possible.

9)  The Human Resources Office should maintain on file the applications for a vacancy for a period of three years and if requested, return original application data.

g.  EMPLOYMENT PROBATIONARY PERIOD

Each new non-exempt employee will be hired on a ninety-day probationary period.  At the end of the ninety days, his/her performance will be reviewed and if considered to be satisfactory, the probationary period will cease.

All first year exempt employees below Cabinet level serve the first six months on a probationary basis.  During this period of time, exempt employees may be dismissed after two weeks notice if the quality of performance is unsatisfactory.

h.  EVALUATION AND REVIEW

The employee’s job performance is to be reviewed by the supervisor yearly.

Cabinet level administrators shall, at an appropriate time, evaluate those administrators reporting to them.  The President shall evaluate the Vice Presidents in the same time frame.

Evaluations should be thorough and allow for open discussion.  A guideline of approximately one-hour should be sufficient, allowing variations in special situations.

The completed and signed evaluation form should be sent to the Human Resources Office to be kept in a confidential file.

i.  CONTRACTUAL POLICIES FOR EXEMPT POSITIONS

The contractual year for all exempt employees begins June 1, and ends May 31.  Contracts for succeeding years normally are offered no later than March 1 after proper evaluation by the supervisor and employee involved.  A clear distinction is made between a basic contract for continuing employment and the salary year.  In order to relate salaries more effectively to enrollment and their factors determining the salary budget, and more carefully assess both institutional and individual productivity during the preceding year, the salary year will be on a basis of a September 1 to August 31 calendar year.  Employment contracts will be offered according to the schedule indicated above, effective on June 1.  Salary awards will be made by letter during the last two weeks of September, effective with the month of September in each succeeding year.

A mutual obligation on the part of the College and the employee exists in those cases in which an appointment is to be terminated or in which an employee does not plan to continue in a succeeding year.  If at all possible, the College, through its supervisory structure, will notify any administrator by March 1 of the year under contract, if the College does not plan to renew that contract.  Wherever possible, an exempt employee should notify the College by that same date if he or she does not plan to continue.

The annual contract will list any conditions attached to its acceptance.  This contract will indicate the nature of the fringe benefits attached to this salary offering by referral to the handbook or by direct statement in the contract letter.  Any changes in fringe benefits not listed in the handbook will be included in the contract letter or made available in appropriate form as soon as they become operative.

Personnel appointed to fill positions funded by government grants or private grants for specific tasks are appointed for the term of the grant only.  Under normal circumstances, their position will be terminated as special funding ceases at the end of the grant period. These employees will, of course, be given consideration to re-appointment to fill vacancies in exempt positions, which require the same skills as the position being terminated.

Contracts are considered to be instruments of good faith.  Under normal conditions, each party is expected to honor an agreement extended over a period of time.  There may be exceptions to this rule.  An employee may be offered unusual professional advancement that necessitates breach of contract.  In such a circumstance, a thirty-day notice to the College is considered to be minimal.  The College likewise reserves the right to terminate a contract with a thirty-day notice.

j.  SALARY ADJUSTMENTS

Supervisors shall offer recommendations regarding individual salary levels for each employee.  In order to relate salaries more effectively to enrollment and other factors determining the salary budget and to more carefully assess both institutional and individual productivity during the preceding year, salary adjustments will be on a September 1.

k.  PROMOTIONS AND TRANSFERS

Job promotion is based on merit.  It is the College’s policy to fill many vacancies through a promotion process.  It is sometimes necessary, however, to employ persons from outside the College for positions that require special experience or skills.  Promotions and advancements must meet many conditions, of which qualifications and work record are most important.  Employees interested in a new assignment should discuss it with their supervisor.  The supervisor will then discuss it with the Director of Human Resources. All requests for transfers within the College will be given full consideration.  Such transfers are made only when they are satisfactory to both the employee and the college.

12. NON-FACULTY TEACHING POLICY

Employees subject to the policy:

All employees employed fulltime in non-teaching positions are subject to this policy. This includes all members of the administration and staff. It refers to employees who seek to teach fulltime classes as instructor of record. It does not include guest lectures, other short-term participation in regularly scheduled courses, or in cases where regular teaching duties have been included as part of the annual contract. It also does not apply to courses taught outside the employee’s regularly scheduled work day.

Policy:

Employees subject to this policy may not teach full credit or partial credit classes during their regularly scheduled work day without the permission of their direct supervisor and the area vice president.

Upon the approval of the supervisor, area vice president and the recommendation of the appropriate academic department chair, non-faculty employees may teach up to one for-credit course during their regularly scheduled work day each semester for a total of no more than two courses during the regular academic year. Employees who teach courses will be offered compensation at the current adjunct rate. Employees who seek permission to teach during the business day will be expected to fully execute the duties of their regular position and address the impact of teaching in her or his annual review. Employees must make their requests annually and shall include a written description of the impact teaching will have on their regular job and any accommodations that might be necessary.

Release time during the work day will be granted for the actual class time, but not granted for course preparation, office hours, scheduled meetings with students, etc. In all cases, the employee will seek to minimize the disruption such added duties may have on her or his regular work and the work of office colleagues.

A staff member traveling with a May term class will have to seek permission from their supervisor and area vice president. In their request, a written description of what the impact of traveling on the May term trip will have on their regular job and, any accommodations that might be necessary in their absence should be included. Staff will receive their regular compensation while traveling during a May term; no additional compensation will be received.

Exceptions to the policy may only be granted by the president or area vice president.

Amended 1/31/2011

 13.  RESPONSIBILITIES FOR THE ADMINISTRATION OF POLICY AND PROCEDURES

The Director of Human Resources, under the supervision of the Vice President for Business & Finance, will be responsible for administering the College’s personnel policies and procedures.

The Director of Human Resources or the Payroll clerk maintains all records concerning employment, classification, absences for sick leave or vacation and all other matters relating directly to employees.  The Payroll Clerk can answer routine questions relative to personnel policies and practices.

14.  LEAVING EMPLOYMENT AT SIMPSON

a.  RESIGNATION/TERMINATION

Employees are asked to give to their supervisor notice of resignation at least two weeks in advance of the last day of employment.  Failure to give notice may be entered on the employee’s personnel record.  At the time notice is given the employee should also contact the Human Resources Office to schedule an exit interview.

If staff reduction is necessary, employees losing their employment may expect to receive written notice of not less than one month prior to the termination date.  Upon receiving such notice, the employee is free both to seek and to accept other work immediately.  Accrued vacation will be granted.  If notice of staff reduction is not given, two weeks pay will be granted in lieu of such notice.

In the event of a voluntary resignation, it is the employee’s responsibilities to notify and consult with the appropriate Cabinet Officer regarding the termination date.  In addition to such notification, the following procedures should be followed:

1)  Responsibilities to the Director of Human Resources:

a)  The employee should schedule an exit interview with the Director of Human Resources.  At that time, the employee should make arrangements with the Director regarding the manner in which the last paycheck should be issued.  Before the final paycheck is released to the employee, approval must be received from the responsible Cabinet Officer.

b)  SAC tags, parking permits, and ID cards should be turned in to the Director during the exit interview.

c)  If the employee has any College credit cards, they should also be turned in during the exit interview.

d)  Director of Human Resources should ascertain whether the terminating employee has:  any outstanding or undocumented advances; an unpaid computer purchase plan; unpaid loan; or other unpaid miscellaneous accounts receivable.

2)  Responsibilities to Information Services:

The employee’s phone authorization code, e-mail account and computer password should be canceled.

3)  Responsibilities to the Physical Plant:

Any building or office keys in the employee’s possession must be returned to the Physical Plant before the final paycheck will be released.  Physical Plant will notify the Payroll Clerk once keys are returned.

b.  DISMISSAL FOR CAUSE

When dismissal is necessary because of unsatisfactory work or work habits, the employee will be given written notice.  Ordinarily two weeks severance will be paid.  An employee who is dismissed because of unsatisfactory work will be entitled to accrued vacation pay.

c.  SUSPENSION

In case of suspected or alleged dishonesty or serious misconduct an employee may be suspended immediately without pay.  If an investigation proves the allegation to be false, the employee will be reinstated in good standing and receive regular compensation for the period of suspension.  If dishonesty or serious misconduct is proven, dismissal will be permanent.

d.  RETIREMENT

Retirement procedures and policies of non-faculty employees are subject to legal limits mandated by the federal government.  Normal retirement at Simpson College shall be that age, as defined by the Social Security Offices, at which an individual can begin to draw fully on their retirement benefits.  However, the government has rescinded any mandatory age limit for retirement.  Consequently, a person 65 years or older may have his/her contract renewed on a yearly basis, as long as he/she is able to perform his/her duties at a satisfactory level.

Retiring employees (and their spouses) who are:

1)  covered by the College’s health insurance plan at the time of retirement,

2)  at least 55 but less than 65, and

3)  retiring after 10 or more years of continuous full time service, have the option to remain on the health insurance plan until age 65. During this period the retiree would be required to pay 100% of the premium.