Employee Handbook (Updated 2024)

I. Welcome to Simpson College.

Welcome from President Byers

Congratulations and Welcome!  We are excited that you have chosen to be a member of the Simpson College community.  We look forward to the contributions, knowledge and experience that you will add to our team.  In the following pages, not only will you learn about policies and procedures that apply to your new employment, but also about the history and mission of our very unique and special learning community.

This handbook was developed to describe some of the expectations of Simpson College and to outline the policies, programs, and benefits available to eligible employees.  Employees should familiarize themselves with the contents of the employee handbook, for it will answer many questions about employment at Simpson. Our goal is to provide a meaningful and satisfying work environment, with opportunities for personal growth and well-being for our employees.

We hope that your experience here will be challenging, enjoyable, and rewarding.  Again, welcome!

Roll Storm!

Jay Byers, B.A., J.D.
President of Simpson College

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A. This is Simpson College

In 1860 pioneer settlers of Indianola, Iowa and the first session of the Western Conference of the Methodist Episcopal Church united to establish the Indianola Seminary under the patronage of the Conference.  A building was erected and classes were started in the fall of 1860.

The institution was renamed Simpson Centenary College in 1866 to honor Matthew Simpson, a bishop of the Methodist Church.  Bishop Simpson (1811-1884) was the best-known and most influential Methodist bishop of his day.  President Lincoln conferred with him, and he was called on to deliver the eulogy at Lincoln’s burial in Springfield, Illinois.  The College dropped “Centenary” from its name in 1885, and has been known as Simpson College ever since that time.

Simpson is a Methodist-related college of liberal arts, non-sectarian in spirit, accepting its students without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or disability.  This spirit made it possible for the great scientist, George Washington Carver, the only other American with Washington and Lincoln to be memorialized with a federal birthplace monument, to become one of Simpson’s most distinguished sons.  Scores of other Simpson alumni serve in positions of national and international importance.  Simpson stresses highly personalized education, believing that, in general, education is creative and effective in the proportion that it is personal.  In this process social goals also are kept in view.

For more than 150 years Simpson College has played a vital role in the educational, cultural, intellectual, political and religious life of Iowa and the nation.  The College has grown from one building “worth not less than $3,000,” to an institution, which today has 32 major buildings on more than 73 acres of beautiful campus and approximately 1500 students.

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B. Mission Statement

(Approved by the Board of Trustees Feb. 7, 2020)

Our Mission: Through innovative learning opportunities, individual student attention, and an unwavering commitment to inclusive educational access, Simpson College cultivates a diverse community of learners to lead lives of meaning and purpose.

Our Vision Statement: To be nationally recognized as the quintessential liberal arts college of the Greater Des Moines area, transforming students through welcoming communities, exceptional programs, and distinctive opportunities.

Our Core Values: Grounded in the liberal arts tradition and drawing from our Methodist heritage, Simpson College affirms these values as guiding principles that create our cultural foundation.

• Discovery – We design learning opportunities in which curiosity and creativity flourish, where students venture outside their comfort zone to explore their identity and place in the world.
• Access – We extend higher education opportunities to all types of learners, empowering students to pursue intellectual, personal, and professional growth.
• Citizenship – We prepare students for global and local leadership through broad liberal arts education, experiential and service-learning, and civic engagement.
• Belonging – We engender communities of radical hospitality where all are welcome and unique identities are embraced.
• Justice – We defend the dignity and worth inherent in all human beings, creating an atmosphere where equity and inclusion are hallmarks of our community.
• Integrity – We recognize a moral responsibility to respond to ethical challenges through our religious, secular, and spiritual identities.

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C. Simpson College Inclusivity Statement

(Endorsed by Cabinet April 17, 2017)

We the members of the Simpson College community believe that as an essential component of its mission and history, Simpson College is committed to creating and maintaining a creative, diverse, just, and inclusive community in which all develop their abilities to live and thrive in a complex and interconnected world.

Consistent with our educational mission, we recognize ourselves as a community that respects individual identities linked to varying sociocultural characteristics including but not limited to race, ethnicity, gender identity and expression, sexual orientation, national origin, citizenship, first language, religious or spiritual tradition, age, functional ability, socioeconomic status, physical attributes or familial status.

Further, we recognize that diversity of identities exists in a context of differential power and privilege that we as a community must critically evaluate and engage.

At Simpson College we strive to create a socially just world that honors the dignity and worth of each individual, and we seek to build a community centered on equality, mutual respect and openness to ideas—one in which individuals value cultural and intellectual diversity and share the responsibility for creating an affirming, safe, and inclusive environment.

We recognize that our community is most inclusive when all participate to their full capacity in the spirited, and sometimes challenging, conversations that are at the center of the College’s educational mission to develop personal integrity, moral responsibility, social justice and global citizenship.

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D. Responsibility for Administration of Personnel Policies and Procedures

The Assistant Vice President of Human Resources, under the supervision of the Vice President for Business & Finance, is responsible for administering the College’s personnel policies and procedures.  Questions concerning the policies in this Handbook should be directed in the first instance to the Human Resources Department, unless a policy herein directs you elsewhere.

The Human Resources Department 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 payroll records and available sick leave and vacation time, but questions about policies or matters beyond those issues should be directed to the Assistant Vice President of Human Resources.

Application of Employee Handbook to Faculty Employees. For faculty employees, the policies in this Employee Handbook supplement those contained in the Faculty Handbook and the faculty contract and/or letter of appointment. Not all policies contained in this Employee Handbook will apply to certain faculty members, and some polices will apply only in limited circumstances. Questions regarding the application of specific policies contained in this handbook to faculty employees will be handled by the Senior Vice President and Academic Dean and/or the Assistant Vice President of Human Resources, as applicable per the subject matter of the question.

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II. THE EMPLOYMENT RELATIONSHIP.

A. Your Employee Handbook

Simpson College has prepared this handbook to provide you with an overview of the College’s policies, benefits, and rules.  It is intended to familiarize you with important information about employment with the College, as well as provide guidelines for your employment experiences with us to foster a safe and healthy work environment.  Please understand that this booklet only highlights College policies, practices, and benefits for your personal understanding.

The contents of this handbook are presented as a matter of information only.  This handbook does not, either by itself or in conjunction with any other College documents, policy, procedure, action, practice or verbal statement, create an employment contract, express or implied.  Simpson College reserves the right to modify, revoke, suspend, terminate, or change any or all policies or procedures contained herein in whole or in part at any time with or without prior notice.

If any statement in this handbook is not clear to you, please contact the Assistant Vice President of Human Resources for clarification.  This handbook supersedes any and all prior policies, procedures, and employee handbooks of the College.

Application of Employee Handbook to Faculty Employees.  The policies in this Employee Handbook supplement those contained in the Faculty Handbook and the faculty contract and/or letter of appointment. Not all policies contained in this Employee Handbook apply to certain faculty members, and some polices will apply only in limited circumstances.  In the event any policy in this Employee Handbook conflicts with an applicable policy in the Faculty Handbook or an applicable term of a faculty employment contract, the policy in the Faculty Handbook or contract likely will control. Questions regarding the application of specific policies contained in this handbook to faculty employees will be addressed by the Senior Vice President and Academic Dean and/or the Assistant Vice President of Human Resources, as applicable per the subject matter of the question.

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B. Employment at Will

Unless an employee has a written agreement that expressly specifies otherwise, all employees of the College are employed “at will”, and can be terminated with or without cause at any time without prior notice.  All statements contained in this Employee Handbook or any other College handbook, publication, employment application, recruiting materials, social media content, memoranda, or other materials provided to applicants or employees shall be interpreted consistent with this employment-at-will relationship.  No officer or employee of the College has any authority to modify the “at will” status of any employee unless modification is expressly made in writing and has been expressly agreed to in writing by the President and ratified by the Board of Trustees.

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C. Equal Employment Opportunity

Simpson College provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, physical or mental disability, genetic information and background, marital status, status as a veteran or disabled veteran, or any other characteristic protected by applicable law. In addition, the College complies with applicable federal, state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including but not limited to hiring, placement, tenure status, promotion, termination, layoff, recall, transfer, leaves of absence, and compensation.

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D. Anti-Discrimination and Anti-Harassment Policy

Scope: This policy applies to all faculty, staff, employees (including student employees), independent contractors, and vendors, whether on a Simpson College campus, studying abroad, or participating in College related/sponsored events. Compliance with this policy is a term and condition of employment.

All discrimination and harassment based on any characteristic protected by law and / or this policy is forbidden under all circumstances. Any person, regardless of position, who has been found to initiate, practice, conceal, promote or overlook discrimination or harassment or who retaliates against other employees or members of the College community as a consequence of a complaint or investigation, will be disciplined up to and including termination of employment and / or removal from enrollment at the College.

In this connection, the College expressly prohibits any form of unlawful employee harassment based on race, color, religion, sex, national origin, sexual orientation, gender identity, age, physical or mental disability, genetic information and background, marital status, status as a veteran or disabled veteran, or any other characteristic protected by law.

Non-discrimination in employment. Simpson College is committed to equal employment opportunities and nondiscrimination.  In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Simpson College are based on merit, qualifications and abilities.  The College does not discriminate on the basis of race, color, national origin, sex, sexual orientation, gender identity, religion, age, physical or mental disability, genetic information and background, marital status, status as a veteran or disabled veteran, or any other characteristic protected by applicable law in the administration of its employment policies or practices.

In an effort to achieve equal employment opportunities, qualifications deemed necessary for each open position shall be developed and set forth by the supervisor of the position.  Applicants for open positions shall be selected based solely on their merit as measured against those articulated job qualifications. [1]

Harassment in employment prohibited.

Definition of Harassment. Harassment is generally defined as unwelcome verbal or physical conduct or communication that is based upon an employee’s or student’s race, color, religion, sex, national origin, sexual orientation, gender identity, age, physical or mental disability, genetic information and background, marital status, status as a veteran or disabled veteran, or other applicable protected characteristics or class status, and:

• Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment or participation in an educational program or opportunity;
• Submission to or rejection of such conduct by an individual is used as the basis for an adverse employment or educational decision affecting the individual; or
• Such conduct has the purpose or effect of interfering with an individual’s work or academic/learning performance or creating an intimidating, hostile or offensive environment.

Sexual harassment may also include unwelcome requests for sexual favors or other verbal or physical conduct or communication of a sexual nature. All forms of harassment are prohibited by this policy.

Prohibited Conduct/Behavior. It is almost impossible for any harassment policy to include an exhaustive list of the behaviors that, depending upon their frequency or severity, may be harassing in nature and therefore prohibited by this policy.  There are other types of behavior that could be considered a violation of this policy and result in sanctions, up to and including termination of employment or expulsion from the College.  The College reserves the right to exercise its judgment in determining other types of prohibited behavior.

1. With respect to sexual harassment, the College prohibits unwelcome sexual advances; unwelcome requests for sexual favors; and all other unwelcome verbal or physical conduct or communication of a sexual or otherwise offensive nature. This conduct would include, but is not limited to:
   • Touching, such as rubbing or massaging someone’s neck or shoulders, stroking someone’s hair, or brushing against another’s body.
   • Sexually suggestive touching
   • Grabbing, groping, kissing, fondling
   • Repeated requests for dates
   • Lewd, off-color or offensive sexually-oriented comments, jokes, innuendoes, and statements.
   • Cornering, chasing, limiting someone’s movement, or physically threatening conduct, such as invading another’s “personal space.”
   • Slurs, epithets and terms based on sex or gender
   • Sexually oriented or explicit remarks, including written or oral references to sexual conduct, gossip regarding a person’s sex life, body, sexual activities, deficiencies, or prowess.
   • Questions about a person’s sex life or experiences.
   • Sexual favors in return for employment requests or threats if sexual favors are not provided.
   • Sexual assault or rape; threats of physical violence or harm, express or implied
   • Leering, staring, stalking.
   • Unwanted, offensive, derogatory or explicit email, social media postings or messages, text messages, letters, poems, posters, videos, calendars, photographs, graffiti, cartoons based on sex
   • Offensive e-mail, text or voicemail messages, blog or internet entries, including postings on Facebook, Instagram, Snap Chat or other publicly available social media or networking sites
   • Unwelcome sexual advances also include: requests for a date with a student by a faculty member when the student is enrolled in the faculty member’s class or is an advisee of the faculty member.
   • Any other conduct or behavior deemed inappropriate by the College.

2. With respect to discriminatory or harassing conduct based on a protected characteristic other than sex, any type of unwelcome conduct based on the protected characteristic, the submission to which is made a term or condition of the person’s employment or participation in an academic or learning opportunity, or the submission or rejection of which is made the basis of decisions affecting the person’s employment or educational participation, or which has the purpose or effect of creating an abusive, offensive, intimidating, or hostile work environment is prohibited by this policy.

Examples of the types of conduct expressly prohibited by this policy include, but are not limited to, the following:

• Slurs, epithets and terms based on the protected characteristic
• Cornering, chasing, limiting someone’s movement, or physically threatening conduct, such as invading another’s “personal space.”
• Offensive, denigrating, or hostile comments, jokes, innuendoes, and other statements based on the protected characteristic
• Foul or obscene language.
• Leering, staring, stalking.
• Offensive or explicit posters, social media messages or postings, videos, calendars, photographs, graffiti, cartoons based on the protected characteristic
• Threats of physical violence or harm, express or implied
• Unwanted, offensive or derogatory letters, poems, posters, calendars, photographs, graffiti, cartoons based on the protected characteristic
• Unwanted, offensive or derogatory e-mail, text, or voicemail messages, blog or internet entries, including postings on Facebook, Instagram, Snap Chat or other publicly available social media or networking sites.
• Any other conduct or behavior deemed inappropriate by the College.

This policy applies to all incidents of alleged harassment, including those which occur off-premises, or during off-hours, or where the alleged offender is a supervisor, coworker, or even a non-employee with whom the employee is involved, directly or indirectly, in a business or potential business relationship.

Reporting an Incident of Discrimination, Harassment, or Retaliation. Each member of the Simpson College community is responsible for creating an atmosphere free of discrimination and harassment. Further, employees are responsible for respecting the rights of their coworkers.  Students are responsible for respecting the rights of their fellow students.

The College encourages prompt reporting of all perceived incidents of discrimination, harassment or retaliation, regardless of the offender’s identity or position. Reporting promptly allows the College to take prompt and effective action. While there is no fixed reporting period under this policy, early reporting and intervention have proven to be the most effective method of resolving actual or perceived incidents of harassment.

Staff or faculty who believe they have experienced any job-related discrimination or harassment or believe that they have been treated in an unlawful, discriminatory manner, should promptly report the incident to your immediate or direct supervisor or any department or division head or divisional vice president or Cabinet member with whom you are comfortable. Faculty may also report incidents directly to the Senior Vice President and Academic Dean. Non-faculty employees may report incidents directly to the Assistant Vice President of Human Resources.

Please understand that the College takes complaints of discrimination and harassment very seriously. In the event your immediate or direct supervisor is the source of the alleged discriminatory or harassing conduct, or if you are simply uncomfortable discussing the issue with him or her, there is no need to follow any formal chain of command when filing a complaint or when discussing or expressing any issue of concern regarding alleged discrimination or harassment.  You may bypass anyone in your direct chain of command and file your complaint or discuss or express any issue of concern with the Senior Vice President and Academic Dean or the Assistant Vice President of Human Resources at any time. [2]

In addition, the College encourages individuals who believe they are being subjected to such conduct to promptly advise the offender that the behavior is unwelcome and to request it be discontinued. Often this action alone will resolve the problem. The College recognizes, however, that an individual may prefer to pursue the matter through complaint procedures.

Retaliation is prohibited.

The College prohibits any form of retaliation against any employee for filing a complaint under this policy or for assisting or participating in a complaint investigation. Similarly, the College prohibits any form of retaliation against any student who files a complaint under this policy or who assists or participates in a complaint investigation.  Violation of this anti-retaliation policy will result in disciplinary action against the offending person, up to and including possible termination of employment and/or expulsion from the College.

Investigation and Outcomes of an Incident of Harassment, Discrimination or Retaliation.

Upon receipt, the College will undertake a prompt investigation and resolve all complaints in a timely and objective manner.  While complete confidentiality cannot be guaranteed, all investigations will be conducted with as much discretion as possible under the circumstances, and information will be shared only on a “need to know” basis.  If the College determines that an employee has violated this policy, appropriate disciplinary action will be taken against the offending employee, up to and including possible termination of employment.  Remedial action for the reporting employee may also be taken depending on the circumstances and needs of the particular case.  Cases of student harassment based on sex or otherwise falling within the coverage of the Simpson College Sexual Misconduct Policy will be handled, investigated, and resolved consistent with the procedures set forth in that policy.

The actual investigation of complaints may be assigned to other staff or to outside persons or organizations under contract with the College.  Such delegation procedures will be used as determined by the President.

Misconduct constituting harassment, discrimination or retaliation will be dealt with appropriately. Responsive action may include, for example, training, referral to counseling or disciplinary action such as a warning, reprimand, withholding of a promotion or pay increase, reassignment, suspension without pay, or termination, as the College believes appropriate under the circumstances.

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E. Sexual Misconduct Policy

Simpson College affirms the rights of its community members to live, study, and work in an environment free from all forms of sexual misconduct, including sexual harassment, sexual violence, rape, sexual assault, domestic violence, dating/relationship violence, sexual exploitation, sexual manipulation, and/or stalking. Consistent with its obligations under Title IX of the Education Amendments of 1972, 20 U.S.C. §§1681 – 1688 and its attendant regulations (hereafter “Title IX”), the College has promulgated a Sexual Misconduct Policy that is set forth in Appendix A and is incorporated herein by reference.

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F. Hate Symbols Policy

The following policy applies to all staff, faculty, students, vendors, and others who conduct business with the College:

Simpson, as a private college in the liberal arts tradition, supports creative, thoughtful, and respectful discourse where conflicting perspectives are vigorously debated and thoroughly discussed. Simpson is dedicated to affording all members of the campus community the protections of free speech, expression, assembly, religion, and press available under the U.S. and Iowa constitutions and all applicable federal and state laws, consistent with the College’s mission and functioning. It is not the proper role of the College to shield persons from ideas, expressions, and opinions they find unwelcome, disagreeable, or even deeply offensive.

At the same time, the College will not tolerate discriminatory actions that are so severe, persistent, or pervasive as to limit or deny a student’s ability to participate in or benefit from an educational activity or program, or any actions that create an intimidating, hostile, or abusive environment. Severe, persistent, or pervasive discriminatory actions may include (but are not limited to) publicly displaying symbols of hate, racism, antisemitism, or terrorism. Examples of hate symbols include neo-Nazi symbols and flags, racist hand signs, hate group logos, and Confederate flags. In defining symbols of hate, the College will consult expert resources like the Anti-Defamation League (ADL) Hate Symbols Database. Alleged violations will be addressed through the adjudication processes specified in the student, faculty, and employee handbooks.

Simpson College deeply values civil discourse, and all members of the college community share in the responsibility for maintaining a climate of mutual respect. In light of academic freedom, this policy does not restrict display or discussion of these symbols when their use is relevant to the subject matter of a course. In a classroom or other educational settings and activities, the history and impact of symbols of hate may still be taught, discussed, or displayed in texts, presentations, or historical simulations if relevant to the course.

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G. Genetic Information Non-Discrimination Act (GINA) Policy

The College complies with Title II of the Genetic Information Non-Discrimination Act of 2008 (GINA), which protects applicants and employees from discrimination based on genetic information in hiring, promotion, termination, pay, fringe benefits, and all other terms and conditions of employment. “Genetic information” includes information about genetic tests of applicants, employees or their family members; the manifestation of diseases and disorders in family members (family medical history); and requests for or receipt of genetic services by applicants, employees, or their family members.

In accordance with GINA, the College does not intentionally collect, maintain or use genetic information about applicants or employees or their family members in any decision concerning whether to hire an applicant or the terms, conditions or any aspect of employment of an employee. GINA permits certain limited circumstances under which an employer may acquire genetic information, such as:

• inadvertently obtaining the information;
• acquiring genetic information in connection with a wellness program and certain privacy precautions are taken;
• acquiring family medical history in compliance with Family and Medical Leave Act (FMLA) certification provisions;
• acquiring the information through publicly available documents containing family medical history information;
• conducting genetic monitoring of biological effects of toxic substances in the workplace and certain privacy precautions are taken; or
• providing DNA analysis services for law enforcement and the information is necessary to rule out employee sample contamination.

Any genetic information collected in connection with the approved circumstances outlined above will be maintained in the same type of separate confidential files required for medical information under the Americans with Disabilities Act. Genetic information may not be disclosed without employee consent except in very limited circumstances.

Reporting Suspected Violations of GINA. If you believe or suspect the College has acquired, disclosed or used genetic information in violation of GINA, or has otherwise discriminated against any applicant or employee on the basis of genetic information, promptly report the suspected violation to your supervisor, department or division manager, or the Assistant Vice President of Human Resources.  There is no need to follow any formal chain of command when filing a complaint or when discussing or expressing any issue of concern regarding an alleged violation of GINA or alleged discrimination on the basis of genetic information.  You may bypass anyone in your direct chain of command and file your complaint or discuss or express any issue of concern with the Human Resources Department at any time.

Retaliation Prohibited. The College prohibits any form of retaliation against any employee for filing a complaint under this policy or for assisting or participating in a complaint investigation. Violation of this anti-retaliation policy will result in disciplinary action against the offending employee, up to and including possible termination of employment.

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H. Reasonable Accommodations for Persons with Disabilities

The Americans with Disabilities Act (ADA), as amended, is a federal law that prohibits employers from discriminating against qualified applicants and individuals with disabilities and, when needed, to provide reasonable accommodations to applicants and employees who are qualified for a job, with or without reasonable accommodations, so that they may perform the essential job duties of the position.

It is the policy of Simpson College to comply with all applicable federal and state laws concerning the employment of persons with disabilities. Furthermore, it is our policy not to discriminate against qualified individuals with disabilities in regard to application procedures, hiring, advancement, discharge, compensation, training or other terms, conditions and privileges of employment. Simpson College will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a job unless doing so creates an undue hardship to the College.

Procedure for Requesting an Accommodation. Qualified individuals with disabilities may make requests for reasonable accommodation to their direct supervisor, department or division chair, or the Assistant Vice President of Human Resources.  Upon receipt of an accommodation request, the supervisor, department or division chair, or the Assistant Vice President of Human Resources will meet with the employee to discuss and identify the precise limitations resulting from the disability and the potential accommodation that Simpson College might make to enable the applicant or employee to perform the essential functions of the job.

The College will determine the feasibility of the requested accommodation considering various factors, including, but not limited to the nature and cost of the accommodation, alternative available accommodations, the College’s available financial resources and organization, and the accommodation’s impact on the operation of the College, including its impact on the ability of other employees to perform their duties. [3]

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I. Reasonable Accommodations for Pregnant Workers

As required by the Federal Pregnant Workers Fairness Act (PWFA), the College will provide reasonable accommodations to employees and applicants with limitations related to pregnancy, childbirth or related medical conditions, unless the accommodation will cause undue hardship to the College’s operations.

An employee or applicant may request an accommodation due to pregnancy, childbirth or a related medical condition by submitting the request in writing to the Assistant Vice President for Human Resources. The accommodation request should include an explanation of the pregnancy-related limitations, the accommodation needed, and any alternative accommodation(s) that might be reasonable. Depending on the nature of the accommodation, the individual may be requested to submit a statement from a health care provider substantiating the need for the accommodation.

Upon receipt of a request for accommodation, Human Resources will contact the employee or applicant to discuss the request and determine if an accommodation is reasonable and can be provided without significant difficulty or expense, i.e., undue hardship.

While the reasonableness of each accommodation request will be individually assessed, possible accommodations may include allowing the individual to:

• Sit while working.
• Drink water during the workday.
• Receive closer-in parking.
• Have flexible hours.
• Receive appropriately sized uniforms and safety apparel.
• Receive additional break time to use the bathroom, eat and rest.
• Take time off to recover from childbirth.
• Be excused from strenuous activities and/or activities that involve exposure to compounds deemed unsafe during pregnancy.
• Temporary leave of absence or modification in work schedule or tasks

If leave is requested or provided as a reasonable accommodation, it may run concurrently with leave under the Family and Medical Leave Act and/or any other leave permitted by law However, the College will not require an employee to take time off if another reasonable accommodation can be provided that will allow the employee to continue to work.

The College prohibits any retaliation, harassment or adverse action due to an individual’s request for an accommodation under this policy or for reporting or participating in an investigation of unlawful discrimination under this policy.

Adopted June 1, 2024

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J. Service and Emotional Support Animals

Simpson College complies with all applicable laws regarding animals on campus, including the Fair Housing Act, the Americans with Disabilities Act, Section 504 of the Rehabilitation Act, the Iowa Civil Rights Act, and Iowa Code sections 216C.5, .10, and .11, and City of Indianola’s Code of Ordinances Chapters 55 and 56, the provisions of which are incorporated herein by this reference. This policy does not confer contractual rights, and Simpson College reserves the right to amend this policy at any time, with or without prior notice. Other than Service Animal or approved Emotional Support Animals (as defined below), pets and animals are not permitted in Simpson College facilities except under the terms and conditions set forth in the Pets in the Workplace policy.

Definitions:

Approved Animal – “Approved Animal” means:

• A Service Animal (as defined below)
• An Emotional Support Animal (referred to herein as an “ESA”, as defined below)
• A Service-Animal-In-Training (as defined below)

Disability – “Disability” means:

• a physical or mental impairment that substantially limits one or more of a person’s major life activities.

Owner – “Owner” means:

• in the case of a Service Animal, the person for whom the Service Animal is doing work or performing tasks;
• in the case of an Emotional Support Animal, the person the animal is assisting;
• in the case of a Service-Animal-in-Training, the person providing the training while the animal is on Simpson College’s campus;

Service Animal – A “Service Animal” means:

• A dog that has been individually trained to do work or perform tasks for the benefit of an individual with a Disability that are directly related to the individual’s disability (e.g., guide people who are blind, alert people who are deaf, pull a wheelchair, alert and protect a person who is having or is about to have a seizure, remind a person with mental illness to take prescribed medications, alert individuals to the presence of allergens, retrieving items such as medicine or the telephone, providing physical support and assistance with balance to individuals with mobility disabilities, helping persons with psychiatric and neurological disabilities by preventing or interrupting impulsive or distractive behaviors, etc.). A service animal is not one that provides emotional support, well-being, comfort, companionship, or protection. Other species of animals, whether wild or domestic, trained, or untrained, are not service animals for purposes of this definition, except as described below.
• When reasonable, depending on the circumstances, a miniature horse that has been individually trained to do work or perform tasks for people with disabilities that are directly related to the individual’s disability. Miniature horses generally range in height from 24 inches to 34 inches measured to the shoulders and generally weigh between 70 and 100 pounds. In determining whether a miniature horse will be accommodated in the relevant areas of the College, the College will assess four factors: (1) whether the miniature horse is housebroken; (2) whether the miniature horse is under the owner’s control; (3) whether the facility can accommodate the miniature horse’s type, size, and weight; and (4) whether the miniature horse’s presence will not compromise legitimate safety requirements necessary for safe operation of the College and its programs and facilities.

Emotional Support Animal – “Emotional Support Animal” means:

• An ESA is a companion animal that a medical professional has determined provides benefit for an individual with a disability. ESAs alleviate one or more identified effects of a person’s disability. The animal’s presence must have a nexus with the person’s disability.

Service-Animal-in-Training – “Service-Animal-in-Training” means:

• A dog or miniature horse in the process of being trained to do work or perform tasks for the benefit of a person with a disability that directly relates to the disability of the individual.

Process for a Service Animal:

Simpson College requests any employee with a Service Animal to voluntarily notify the Assistant Vice President of Human Resources of the intent and need to bring a Service Animal to an on-campus work site. In connection with this notification, the Human Resources Department generally will follow the interactive registration process utilized by the Office of Student Accessibility Services for similar needs by students. Following this process will enhance the College’s abilities to properly accommodate the needs of the employee and the service animal. Governing laws allow for two initial inquiries to be asked of an individual with a service animal on campus or in a public facility:

1. Is the dog /miniature horse a service animal required because of a disability?
2. What work or task(s) has the animal been trained to perform to assist you with your disability?

If it is “readily apparent” that the animal is trained to do work or tasks for the individual, no specific inquiries are permissible. To ensure that the interactive process does not violate applicable laws and regulations governing service animals or emotional support animals, it is recommended these questions are only asked by approved University personnel.

Voluntary Registration of Service Animal with Student Accessibility Services:

In addition to notifying the Assistant Vice President of Human Resources, the Owner of a Service Animal that will be present in an on-campus work site is requested to voluntarily register the Service Animal with Student Accessibility Services, located on the main floor of Dunn Library

1. Notify SAS in writing of the Service Animal coming to campus.
2. Provide proof of Rabies vaccination, and a report from a licensed veterinarian stating the animal is healthy and free of disease.

Guidelines for Service Animals:

• A Service Animal can accompany its Owner everywhere the Owner is allowed to go.
• Service Animals must be harnessed, leashed, or tethered, unless these devices interfere with the Service Animal’s work or the Owner’s disability prevents using these devices (in which case, the Owner must maintain control of the animal through voice, signal, or other effective controls).

Simpson College need not accommodate a Service Animal if:

• It is not housebroken;
• Its Owner cannot effectively control it; or
• It poses a direct threat to the health or safety of others (e.g., displays vicious behavior).

The care or supervision of a Service Animal is solely the responsibility of its Owner. Simpson College is not required to provide care or food or a special location for the animal.

Approval of an Emotional Support Animal:

Contact the Assistant Vice President of Human Resources to discuss potential issues or concerns, overall ESA considerations and process, and to provide registration information. The following will be requested:

• Requests for approval of an ESA are treated like any other request for employee accommodation under the Americans with Disabilities Act. While it is not necessary to submit a written request or to use the words “reasonable accommodation” or “emotional support animal” to request this accommodation, we encourage you to complete the Request for Accommodations Form and Confidentiality Statement or provide the information requested on that form in some other written format in order to avoid miscommunication and to have a record that a request was made. Documentation will be required.
• Documentation from the employee’s medical or mental health professional or primary healthcare provider confirming the employee seeking the accommodation has a disability, and the recommendation of an emotional support animal, and verification that the animal provides assistance and/or therapeutic support with respect to the disability.

Once the Human Resources Department has received the necessary documentation, the request and documentation will be reviewed and further discussion will be held with those involved to reach a conclusion whether to approve the requested accommodation and under what conditions.

Revised May 15, 2024

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K. Religious Accommodations

Simpson College respects the religious beliefs and practices of all employees and will make, on request, an accommodation for such observances when a reasonable accommodation is available that does not create an undue hardship on the College’s operations.

Requesting a Religious Accommodation. An employee whose religious beliefs or practices conflict with his or her job, work schedule, or with the College’s policy or practice on dress and appearance, or with other aspects of employment, and who seeks a religious accommodation, must submit a written request for the accommodation to his or her immediate supervisor. The written request will include the type of religious conflict that exists and the employee’s suggested accommodation.

Providing Religious Accommodation. The immediate supervisor will evaluate the request considering whether a work conflict exists due to a sincerely held religious belief or practice and whether an accommodation is available that is reasonable and that would not create an undue hardship on the College’s operations. An accommodation may be a change in job, using paid leave or leave without pay, allowing an exception to the dress and appearance code that does not affect safety requirements, or for other aspects of employment. If a supervisor is unable to grant the employee the time off requested, the supervisor should first discuss the employee’s request with the Assistant Vice President of Human Resources prior to denying the request. If both the supervisor and the Assistant Vice President of Human Resources agree that the requested accommodation would create an undue hardship, the request will be denied and alternative arrangements will be discussed with the employee.

If the supervisor is going to provide an accommodation, the supervisor and employee will meet to discuss the request and decision on an accommodation. If the employee accepts the proposed religious accommodation, the immediate supervisor will implement the decision. If the employee rejects the proposed accommodation, he or she may appeal to the Assistant Vice President of Human Resources.

Adopted 6/1/2024

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L. Staff Grievance Policy

Policy Statement: Simpson College is committed to treating staff consistently in the application of policies and procedures and seeks to address problems and concerns in a timely manner. The College provides the following grievance procedures to promote prompt reasonable resolutions to issues raised by staff.

Definition: A “grievance” is an official statement of a complaint about an act or decision of the College affecting an employee, which the employee believes to be based on an incorrect application or interpretation of a College policy or procedure.  Complaints whose subject matters are already covered by other College processes, as outlined in the Simpson College Academic Catalog, the Faculty Handbook, or elsewhere in the Employee Handbook, are outside the scope of this Grievance Policy.

A grievance is not a claim of possible discrimination or harassment on the basis of race, color, religion, national origin, age, sex, sexual orientation, gender identity, genetic information, physical or mental disability, or status as a veteran or disabled veteran, or any other characteristic protected by law, or retaliation for filing a complaint or participating in the investigation of a complaint of discrimination or harassment. The College has existing policies describing how such claims will be handled.

Nor is this grievance policy an avenue for an employee to appeal or review a disciplinary action, performance appraisal, or criticism of workplace performance or conduct with which the employee disagrees. Rather, grievances are limited to those decisions impacting an employee that the employee believes are based on an incorrect application or interpretation of a College policy or procedure.

The Assistant Vice President of Human Resources will determine whether a filed grievance is within the scope of this policy, or appropriately handled under another policy or procedure.

Grievance Resolution Process.

If an employee has a grievance to be resolved, the employee should begin with the informal step.  The following timeline has been established to assist in handling matters expeditiously:

Step I – Informal Step

In many situations, disputes over the application or interpretation of policy can be resolved through communication between the parties involved. As such, the first step in the grievance resolution process is a discussion between the employee and their supervisor.

To initiate the informal resolution process, the employee should bring the matter to the attention of their immediate supervisor, either verbally or in writing, explaining the nature of the problem and the relief sought. The grievance must be filed within 5 working days of the event(s) that lead to the grievance. This step occurs with the employee filing the grievance with their immediate supervisor.  The supervisor should then respond within three business days, if possible.  If the supervisor provides a verbal response, the supervisor should also prepare a written response to record the receipt of the grievance and any action taken.

In situations where the Divisional Vice President is the direct supervisor, the informal step may be waived. However, if the employee would rather proceed directly to step two below the employee may do so.   The employee should submit their grievance in memo form to the Assistant Vice President of Human Resources.  An appeal panel will be called to hear the grievance and provide a written recommendation to the President consistent with the procedures outlined in Step II below.

Step II – Formal Step

If the informal procedure fails to resolve the grievance to the employee’s satisfaction and further action is deemed appropriate, the employee may proceed to Step II by submitting a written statement (memorandum) to the Assistant Vice President of Human Resources.  This statement should be filed no later than 14 calendar days after the receipt of the supervisor’s response.  This statement should outline the relevant facts that form the basis of the employee’s grievance, indicating the College policy that allegedly has been violated, and stating the resolution sought. The statement should also identify the supervisor who was involved in the informal step.

Upon receipt of the employee’s written statement, the Assistant Vice President of Human Resources will:

• Advise the employee’s divisional vice president or chair of the grievance and determine if the Step I procedure was followed. (If the Step I procedure was not followed, a referral back to Step I may be made unless the designated office determines such a referral is not likely to resolve the matter.)
• Begin the process of forming a three-member grievance panel, that will be

responsible for hearing the grievance and providing a written recommendation to the President.

Members of the panel shall be chosen as follows:

1. The supervisor and the employee will each submit the names of three fellow employees (in order of preference) from a list of individuals identified as willing to serve on an appeal committee. The list will be individuals, appointed by the President, who are serving two-year appointments to hear grievance matters. The Assistant Vice President of Human Resources will first identify a panel member from the list submitted by the employee, based on the employee’s preference and the availability of that person. The second panel member will be identified in the same manner from the list submitted by the supervisor.
2. The third panel member will be selected by the panel members named in the prior step. This individual will act as chair. If the two committee members cannot agree on a third member, they will number in ascending order their preference from the potential pool of employees who are serving on grievance hearings. The person receiving the lowest sum from the two lists will be appointed to the committee and act as chairperson.

Members of the appeal committee need to be impartial.  They are not representatives of the party selecting them. If any committee member feels they cannot hear the grievance and give an unbiased opinion they should excuse themselves. A replacement will be selected using the process described above.

After the grievance panel has been formed, the chairperson will designate a date and place to hear the grievance. The Assistant Vice President of Human Resources will assist the chairperson in the administrative arrangements and will be present for the hearing.

If the employee wishes, a fellow College employee may accompany them to the meeting to provide support. However, this effort at resolution is not to be regarded as an adversarial proceeding and is not subject to the legal procedures of a court of law.  The presence of legal counsel at the meeting will not be permitted. Note taking is allowed, but audio recording of the meeting is prohibited.

The function of the grievance panel shall be to determine, based upon the facts, whether or not the College followed its policy in the manner in which the employee was treated.

The panel will:

1. Prior to the hearing, be given all the documents prepared in Steps I and II above.
2. Both parties will be allowed to present all relevant facts directly to the committee and will present witnesses who have direct knowledge of the facts and can offer information about the grievance.
3. The meetings will be conducted privately.
4. The panel shall draft a recommendation based on the stipulated facts and the evidence brought forth during the appeal hearing.

The written recommendation from the appeal committee will be reported to the President within 15 working days after the conclusion of the appeal meeting.

The panel’s recommendation will be consistent with College policy and will be advisory to the President, whose decision will be final and not subject to review under any other grievance procedure in force at the College. Copies of the President’s decision will be provided to the employee, supervisor, divisional vice president, and Assistant Vice President of Human Resources.

The College shall not be responsible for any expenses associated with the appeal process which an employee may incur.

Remedies. At each step in the grievance resolution process, the individual representing the College may fashion an appropriate remedy that is consistent with their authority.

Documentation. There are no specific documents or forms to be used under this policy. As stated, there are a number of times where written communication is required. That communication will typically take the form of a memorandum.

Non-Retaliation Statement. Retaliation, or attempts to retaliate, against any individual who files a grievance or participates in any step of this procedure is prohibited. Any person undertaking or attempting any retaliatory conduct is subject to disciplinary action, up to and including possible termination of employment, consistent with the employee’s status, and College procedure and policy.

Updated: March 22, 2023

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M. Employee Complaint Procedures for Accounting and Auditing Matters.

Any employee of the College may submit a good faith complaint regarding accounting or auditing matters to the President of the College without fear of adverse action or retaliation.  The College is committed to achieving compliance with all applicable accounting standards, accounting controls and audit practices.  The Audit and Compliance Committee of the College’s Board of Trustees will oversee and address treatment of employee concerns in this area.

In order to facilitate the reporting of employee complaints, the following procedures are established for (a) the receipt, retention and treatment of complaints regarding accounting, internal accounting controls, or audit matters (“Accounting Matters”) and (b) the confidential, anonymous submission by employees of concerns regarding questionable accounting or auditing matters.

Receipt of Employee Complaints

• Employees with concerns regarding Accounting Matters may report their concerns to the President of the College in person or via telephone, e-mail, or regular mail.
• Employees with concerns about Accounting Matters implicating the President of the College may report their concerns directly to the Chair of the Audit and Compliance Committee via telephone, e-mail or regular mail as follows:

Deanna Strable-Soethout
Executive Vice President and Chief Financial Officer
Principal Financial Group
Mail Flow 711-6A36
711 High Street
Des Moines, Iowa 50392
515-247-5514
strable.deanna@principal.com

• Alternatively, employees with concerns regarding Accounting Matters may report their concerns to Campus Conduct Hotline by calling 1-877-943-5787. Campus Conduct Hotline is operated by an independent company and no one at Simpson College will hear the caller’s voice. Callers may choose to provide their name or remain totally anonymous.

Scope of Matters Covered by These Procedures

These procedures relate to employee complaints relating to any questionable accounting or auditing matters, including, without limitation, the following:

• fraud or deliberate error in the preparation, evaluation, review or audit of any financial statements of the College;
• fraud or deliberate error in the accounting and maintaining of financial records of the College;
• deficiencies in or noncompliance with the College’s internal accounting controls;
• misrepresentation or false statements to or by a senior administrator or accountant regarding a matter contained in the financial records, financial reports or audit reports of the College;
• deviation from full and fair reporting of the College’s financial condition;
• Improper financial transactions, including kickbacks or financial conflicts of interests; or
• Employee theft or misuse of college property or assets.

Treatment of Complaints

• Upon receipt of a complaint, the President or Chair of the Audit and Compliance Committee, as applicable, will (i) determine whether the complaint actually pertains to Accounting Matters and (ii) when possible, acknowledge receipt of the complaint to the sender. Complaints relating to Accounting Matters will be reviewed periodically by the Audit and Compliance Committee of the Board of Trustees with oversight by outside counsel, or such other persons as the Audit and Compliance Committee determines to be appropriate.  Confidentiality will be maintained to the fullest extent possible, consistent with the need to conduct an adequate review.
• Prompt and appropriate corrective action will be taken when and as warranted in the judgment of the President or Chair of the Audit and Compliance Committee, as applicable, with input from the Audit and Compliance committee.
• The College will not discharge, demote, suspend, threaten, harass or take any other adverse employment action against any employee in retaliation for the employee’s good faith reporting of complaints regarding Accounting Matters.

Reporting and Retention of Complaints and Investigations

• The President or his/her designee will maintain a log of all complaints, tracking their receipt, investigation and resolution and shall prepare periodic summary reports thereof for the Audit and Compliance Committee.

Approved by Board of Trustees October 21, 2005

Updated: January 2010

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N. Pets in the Workplace

For many community members, allowing pets in the workplace can greatly enhance the working and learning environment. This policy defines the terms and conditions under which a pet owner, as defined herein, may bring a pet to campus. This policy does not confer contractual rights, and Simpson College reserves the right to amend or terminate this policy at any time, with or without prior notice.

Definitions

For this policy, the following definitions will apply:

Pet Owner: Employees of the College, including faculty, staff, and temporary employees who own a domestic dog or cat that resides with, and is cared for, by the employee.  A pet owner is limited to bringing one pet to the workplace.  The definition of “pet owner” does not include students who are employees. Students should refer to the Student Handbook and the Residential Life Office for applicable policies on animals.

Pet: A domestic dog or cat that is owned by, resides with, and is cared for by an employee. No other animals are permitted. Feral cats or dogs are not permitted. A pet under this policy is not a service animal or emotional support animal. Service animals and emotional support animals in the workplace or elsewhere on campus are governed by the policies concerning service animals and emotional support animals found in both the Employee Handbook and the Student Handbook.

Pet Owner Expectations

Work areas differ across the college, and some are more suitable than others for bringing pets, given the nature of the work, and the employee’s interactions with other employees, students and the public.  Prior to bringing a pet to a campus workspace, an employee must discuss and obtain the consent of their supervisor.

Each community member that is approved to bring a pet to campus must be respectful of others, recognizing that having a pet in the workplace is a privilege that bears the responsibility of proper hygienic care and attention to those pets and minimizing disruption to others while at work. Pets must be cared for in a responsible manner that ensures the safety of those on campus, as well as the safety of the pet.

Please also be aware of the need for heightened consideration of the sensitivities and vulnerabilities of fellow community members, including students, staff, faculty members, and visitors, who may suffer from allergies or who may have serious apprehensions about animals.

As a general policy, the College allows pets to be in College buildings and open space areas, as long as they are attended to and restrained at all times by their owner and their owner complies with the requirements of this policy.

Areas designated as those from which pets are prohibited are:

• Dining and food preparation areas
• Classrooms and labs
• Conference rooms or meeting spaces outside personal offices
• Computing and Telecommunications machine room
• Areas that are open to the public and commonly used, such as foyers, and bathrooms, except as necessary to travel en route to permitted locations.
• Spectator seating and competition fields for outdoor athletic events and other buildings/open space areas as specifically posted.
• Any area or situation in which another person has raised a legitimate concern for health or other reasons about the presence of an animal, except as provided in, and subject to, the College’s service animal and emotional support animal policies.

The College requires employees at all times to be in immediate proximity to their pet, maintain complete control of their pet, and to short leash (6-8 feet) their pet in College-controlled buildings and open space areas, except when the pet is in a private office. To be considered attended to, a pet may not be left fastened to a stationary object. A pet may be left unattended in a private office by closing the door as long as a sign is placed outside of the office door indicating a pet is present inside. In no circumstances should a pet be left unattended in an office overnight.

Buildings with multiple users of the Pets in the Workplace program should develop a rotating schedule allowing for one pet in the building to accompany their owner per day.

When the pet owner is in their office, the door can remain open provided there is appropriate signage of a pet being present, and the pet could be adequately restrained quickly if necessary. Temporary door gates can be used if an office opens directly to the hallway. If having an open door results in any complaints or concerns by members of the college community in the vicinity, the door must be closed. Should any such complaints or concerns arise, it is the responsibility of the employee to use a closed-door instead.

Pet owners need to provide notice that their pets will be present at meetings in their offices.  Notification can be provided by adding to a syllabus or a general note on emails.  If the pet owner receives notification that an individual wishes to meet in a space without the pet, the owner must arrange for a different meeting location.

Employees who are approved to bring their pet to work are solely responsible for ensuring that their private office and all other College controlled buildings and open spaces remain undamaged and clean of pet feces and pet-caused dirt or debris. Clean-up should be thorough enough to avoid generating additional work for campus service staff or a non-pet owner-employee.

The College will seek restitution from the employee/owner for any pet-related damage to College owned property, facilities, or grounds, and the employee/owner will be held financially responsible, per prevailing law, for any injuries to individuals caused by the pet. Under no circumstances will the College indemnify nor defend or hold harmless an employee/owner of a pet from claims arising from injuries or damages caused by their pet. Pet owners must maintain a homeowner’s/renter’s insurance policy that does NOT exclude dog bites or have specific breed exclusions.

Any pet owner must promptly clean up and properly dispose of pet waste. Waste should be disposed of properly in a trash receptacle outside.

The College reserves the right at all times to revoke the permission of a Pet Owner to have a particular pet in the workplace, especially when, but not limited to, the pet is not housebroken, the Pet Owner cannot effectively control it (physically, behavior that damages facilities or disturbs others; noise), or it poses a direct threat to the health or safety of others, including other pets in the workplace.

Pets Will

1. Be well socialized, housebroken, and in a clean, groomed, healthy condition with no fleas.
2. Be current on vaccinations, including DDTP and Rabies.
3. Be appropriately and currently licensed / registered by the relevant local authority.
4. Not interrupt the work of others by barking or otherwise causing a disturbance.

Requirements BEFORE bringing the pet into workplace

Before bringing a pet to campus, the pet owner will check first with others in the workplace to ensure that there are no concerns, such as allergies, etc. In the event of legitimate health problems, the pet may not be brought to that area.

The pet owner will also provide the following documentation to Human Resources.The pet may not be in the workplace prior to submission of all required documentation to, and approval by, Human Resources.

• Vet records stating the animal is healthy (i.e., free of transferable disease, parasites, and fleas)
• Rabies and vaccination certificates – regardless of animal’s age.
• A completed waiver of liability form.
• For dogs, proof of homeowner’s or other policy of insurance that includes liability for injuries that are caused by pets and does not have exclusion for same or for particular breeds (failure to provide evidence of such coverage or coverage with a breed exclusion will result in denial of permission to bring the dog or the particular breed into the workplace).
• The animal must be kept clean and free of offensive odors.
• Photo of the animal.

Communication and Dispute Resolution

When a concern arises between a pet owner and a member of the campus community and an agreement cannot be reached, the situation should be reported to Human Resources. The Divisional Vice President(s) or Athletic Director of the pet-owner and complainant along with the Assistant Vice President of Human Resources will determine, on a case-by-case basis, how any concern regarding a particular pet will be addressed and have the authority to make final determinations regarding any restrictions affecting a particular pet and any charges for damage caused by the pet. Under some circumstances, resolution may involve prohibiting the continued presence of the pet in the workplace and/or on campus. <Button to Submit a concern>

Retaliation against an individual requesting a change of meeting location or reports pet owner for violation of this policy will not be allowed.  If retaliation occurs the pet owner will be asked to discontinue bringing their pet to work.

The College also reserves the right to ask a pet owner to discontinue bringing their pet to campus if the procedures and guidelines in this policy are not being upheld.

These procedures and guidelines are subject to change without notice as determined by the College.

Approved: October 22, 2024

[1] Non-discrimination in education. Given that some employees may be students as well, and as set forth more fully in the Student Handbook, the College provides to students equal learning opportunities without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, physical or mental disability, genetic information and background, marital status, status as a veteran or disabled veteran, or any other characteristic protected by law. In addition, the College complies with applicable federal, state and local laws governing nondiscrimination in education.  No person shall be denied the benefits of, or be subjected to discrimination, in whole or in part, on the basis of the foregoing categories, or because they are regarded as possessing one or more of those protected characteristics, in any program or activity that is administered by, funded directly by, or that receives any financial assistance from Simpson College.  Please see the Simpson College Student Handbook regarding the College’s policies prohibiting discrimination and harassment in education, as well as the College’s Sexual Misconduct Policy, attached as Appendix A to this Employee Handbook.

[2] Students who believe they have been subjected to unlawful discrimination or harassment should immediately report the incident to the Dean of Students, or if the incident concerns sexual harassment, the Title IX Coordinator.   If a student has a complaint of discrimination based on disability, the complaint should be made to the designated Section 504 Disability Coordinator. Please see the Student Handbook for details.

[3] As an educational community committed to the success of every student, Simpson College strives to effectively respond to the needs of students with physical and learning disabilities in compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act.  Please see the sections regarding residential and academic accommodations and the use service and emotional support animals of the Student Handbook for more information in this area.

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III.   GUIDELINES FOR EMPLOYMENT

A. Identification Cards

Each employee who works more than half-time on a regular 12-month basis is given an identification card. Employees are required to have their identification card with them at all times they are on campus.  The student development staff takes ID pictures in the fall. If an employee loses his/her ID card or wants to have a new card issued, there will be a charge for that service. This card will admit the employee, spouse/domestic partner and dependent children to all home athletic events, most Iowa Intercollegiate Athletic Conference away games, most lectures, concerts, and other campus events. Exceptions include student government sponsored concerts, Des Moines Metro Opera performances, Madrigal Dinner, and other special events.  ID cards are also necessary to check out library materials.

ATTENDANCE

Efficient operation of the College, excellent availability of resources to our students, and a positive relationship with fellow employees depends on the prompt and regular attendance of each employee A good attendance record is one of your regular contributions to the success of the College, and a requirement of each position.  Your attendance record will be considered when your performance is being reviewed and if you are being considered for advancement and/or pay increases.

Scheduled Absences are defined as any scheduled time off approved in advanced by the College, such as vacation, jury duty, approved leaves of absence, military leaves, or approved absence due to work-related injury or illness.  Time off, for any foreseeable reason, must be requested as soon as the need for the time off is known, and requests are subject to approval.

Unscheduled Absences include calling in to work for illness or for personal reasons, or an absence in which proper procedures are not followed and advance notice is not given, such as an employee’s failure to call in and speak to a supervisor prior to the beginning of their shift.

Tardiness occurs when employees fail to punch in by their scheduled starting time, and/or are not at their desk or workstation ready to work at the scheduled start of their shift or work day.

ABSENCES DUE TO ILLNESS

While the College recognizes that illnesses occur, depending upon the number and pattern of absences, employees could be disciplined for violating our attendance policy.  In the case of excessive absence due to illness, the College reserves the right to require a doctor’s note for future absences due to illness.  Employees who are planning a medical leave of absence are required to notify the College as far in advance as possible and must request leave in writing, using the proper forms.

CALL IN PROCEDURES FOR ABSENCE OR TARDINESS

In the rare instance when an employee cannot avoid being late to work or is unable to work as scheduled, they should notify their supervisor at least one hour prior to the beginning of their shift.  Employees should call, text, or e-mail their supervisor.  Notification from another individual is not acceptable, except in emergency situations.

For unscheduled absences, an employee must call, text, or e-mail their supervisor each day unless other arrangements have been made.  For unscheduled absences longer than three days, employees may be required to submit a leave of absence request.  Good communication is absolutely necessary in order to keep the College informed of your availability.

Failure to call in or show up for work for three or more consecutive days, excluding extenuating circumstances, will be considered job abandonment and the College will consider the employee to have voluntarily resigned from his or her position without giving proper notice.

DISCIPLINARY ACTION

Excessive absence, tardiness, or failure to notify your supervisor of an absence in accordance with our call-in procedures will be cause for disciplinary action, up to and including termination.

CONFIDENTIALITY AND STUDENT RECORDS: FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT (FERPA).

The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law that grants four specific rights to a postsecondary student:

• To see the information that the institution is keeping on the student.
• To seek amendment to those records and, in certain cases, append a statement to the record.
• To consent to disclosure of records.
• To file a complaint with the FERPA Office in Washington.

Both faculty and non-faculty employees have a legal responsibility under FERPA to protect the confidentiality of student education records in your possession. You have access to student information only for legitimate use in the completion of your responsibilities as a college employee. “Need to know” is the basic principle. FERPA governs what may be released, but it does not require that any information be released.

Your access to student information, including online directory and public information, is based on your faculty or staff role within the College. You may not release lists or files with student information to any third party outside your departmental.

Student education records (other than online directory or public information) are considered confidential and may not be released without written consent of the student. Student information stored in electronic format must be secure and available only to those entitled to access that information.

If you’re in doubt about a request for student information, contact the Office of the Registrar via email (__________@simpson.edu) or phone (515-961-____).

Directory and Public Information: FERPA defines this as “…information contained in an education record of a student which would not generally be considered harmful or an invasion of privacy if disclosed” (FERPA Regulations, 34 CFR, Part 99.3).

Confidential Information: With the exception of the aforementioned information, all student records are considered to be confidential and may not be released. Individuals may request to suppress their information from the Online Directory or from Public Information Releases through their student portal.

Data Storage and Access: Faculty and staff accessing and storing confidential information in unsecure locations (e.g., flash drives, public or home computers, etc.) create the risk of unauthorized access to protected education records.

What is an education record, and what records are exempted under FERPA?

Education records are directly related to a student and are maintained by an educational agency or institution or a party acting for or on behalf of the agency or institution. These records include but are not limited to: Grades, transcripts, class lists, course schedules, financial information, and discipline files. The information may be recorded in any medium (e.g., print, handwritten, email, video or audio tape, etc.). Exempted from the definition of education records are sole possession records/notes. These records are made by one person as an individual observation or recollection, are kept in the possession of the maker of the record, and only shared with a temporary substitute. Sharing with another person, or placing the records in an area where they can be viewed by others makes them subject to FERPA. Best advice: If you do not want it reviewed, do not write it down.

Can Online Directory or Public Information always be released?

No. Before releasing any information, check for a “No Information Release” or other restriction. If the student has requested that Online Directory Information be withheld, no information can be released. If the student does not have a restriction on the release, Directory or Public Information may be released (Note. FERPA does not require that such information be released).

May I disclose education records to any employee without student consent?

No. FERPA permits an educational agency or institution to disclose, without consent, personally identifiable information from students’ education records only to school officials within the educational agency or institution that the educational agency or institution has determined to have legitimate educational interests in the information. Generally, a school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his/her professional responsibility.

As an instructor, may I review any element of my students’ education record?

Many instructors ask whether it is permissible to review their students’ educational history, as they want to ensure they provide the necessary support and content in their classes to help students be successful; however, at Simpson College, it has been determined that this is not a “legitimate educational interest” under FERPA, as it is not necessary to know this kind of information in order to effectively deliver course content. Therefore, this is not permitted.

Can a parent or a spouse view their student’s education records?

FERPA generally prohibits disclosure of information from education records, except in certain specified circumstances. One of these exceptions permits the nonconsensual disclosure of information to a student’s parent if the student is a dependent student. If a student is claimed as a dependent by either parent for tax purposes, then either parent may have access under this provision; however, disclosure is not required, and you should speak with the Office of the Registrar prior to making such a disclosure. Spouses of eligible students have no rights under FERPA. Before disclosing information from a student’s education records to a spouse, the student would have to provide written consent.

Can the Consent for Disclosure of Education Records stay on file until revoked?

Students may choose to allow the release of their education records to a specified third party by completing a Consent for Disclosure of Education Records form. Such a form must: (1) Specify the records that may be disclosed; (2) State the purpose of the disclosure; and (3) Identify the party or class of parties to whom the disclosure may be made. Simpson College has determined that the form may remain on file for the specific request outlined on the form, assuming the student provided authorization for on-going use. While this form may authorize the school official to release the student’s records, it does not obligate the school official to do so; Simpson College reserves the right to review and respond to requests for release of education records on a case-by-case basis.

CONFIDENTIALITY AND PROPRIETARY INFORMATION

Apart from student educational records protected from disclosure by FERPA, in the course of your employment duties, you may have access to and be required to review and work with information that is confidential, secret, and proprietary to Simpson College. Accordingly, maintaining the confidentiality of such information and documents is very important to the continued success and fulfillment of the educational mission of the College.  All employees who come in contact with sensitive or proprietary College information are required to keep that material confidential among both those within the College and persons or organizations outside the College.  This includes, but is not limited to, College financial information, statistics, enrollment and admissions information, costs, pricing, processes, marketing plans and strategies, proprietary technology or methods of doing business, grants and grant applications, including future plans for the same, research projects and attendant data and work product, and any trade secrets.  It is very important that this information remain confidential, so we do not give our competing institutions any advantage or lose the respect and integrity of our customers or employees.

Nothing in this policy shall be interpreted or enforced to preclude, restrict, or interfere with an employee’s right to discuss the terms and conditions of his or her employment or to otherwise interfere with your rights under the National Labor Relations Act.

It is essential to our operations that the above types of information remain confidential and are not distributed without authorization and specific permission from the Administration.  Proprietary or confidential information may not be reproduced or removed from College property or equipment, including e-mail, photocopying, or removing information from College premises, unless the employee has express written authorization to do so in the course of their employment as appropriate for their position with the organization.

Upon termination of employment for any reason, employees are required to return any and all proprietary information, documents, software and electronically stored documents to the College immediately.  Retention of such information and property or refusal to return College property, including information or documents, may be considered theft.

Unauthorized and intentional use, distribution or revelation of confidential or propriety information for reasons or purposes that are not to further the interests of Simpson College is considered misconduct and will result in termination of employment.  Other violations of this policy will result in disciplinary action, up to and including termination.

Defend Trade Secrets Act Immunity Notice. While the College takes the protection of its confidential proprietary information seriously, including legally-protected trade secrets, there are specific circumstances where employees are allowed to disclose trade secrets pursuant to the federal Defend Trade Secrets Act, found at 18 U.S.C. § 1833.  An employee will not be held criminally or civilly liable under any federal or state trade secret law for the disclosure of a trade secret that is made:  (1) in confidence to a federal, state, or local government official, either directly or indirectly, or to an attorney solely for the purpose of reporting or investigating a suspected violation of law; or (2) in a complaint or other document filed in a lawsuit or other proceeding, if such filing is made under seal.

The College prohibits any retaliation against an employee based on a good faith report of a violation of trade secret law, so long as the employee complies with the requirements of the previous paragraph.  Any employee who feels he or she has been subjected to retaliation based on such a report of a violation of trade secret law should immediately report the concern to Human Resources.  An employee who files a lawsuit for retaliation by an employer for reporting a suspected violation of law may disclose a trade secret to his or her attorney and use the trade secret information in the court proceeding, if the individual:  (1) files any document containing the trade secret under seal; and (2) does not disclose the trade secret except pursuant to a court order.

NON-DISCLOSURE AND INTELLECTUAL PROPERTY AGREEMENT

As a condition of working as a Researcher or Participant in certain research projects, certain employees must agree to sign and adhere to a Non-Disclosure and Intellectual Property Agreement, a copy of which is included in the Appendix at B.

INTELLECTUAL PROPERTY POLICY

Introduction

The purpose of Simpson College’s Intellectual Property Policy is to protect the rights of both creator/inventor and the institution. This policy is based on the understanding that in most cases, the creator/inventor’s ownership preference will control.

Applicability

The Simpson College policy on intellectual property applies to all employees of Simpson College, all external contractors, technical support, contractors, volunteers, advisors whether paid or not, and students.

Definitions

Work: an expression subject to the United States copyright laws including, but not limited to: literary works including all written work and computer programs and/or code; musical works including any accompanying words; dramatic works including any accompanying music; pantomimes and choreographic works; pictorial, graphic, and sculptural works; motion pictures and other audiovisual works; sound recordings; and architectural works. Works shall not include ideas, procedures, methods, systems, processes, concepts, principles, discoveries, or devices.

Creator: the author of a Work.

Invention: concepts, ideas, procedures, principles, discoveries, models, prototypes and the like related to any new process, machine, manufacture, system, or composition of matter, including but not limited to methods, devices, and software which are subject to the United States patent laws.

Inventor: an individual who contributes to an Invention.

Copyright Policy

The Creator (employee, volunteer, contractor, etc.) will own his or her own Work except in the following circumstances:

• In the case of a faculty member, when the Work is created at the specific direction of an officer of the College, the Work is owned by the College and the Work shall be assigned to the College. An officer of the College is defined as anyone working on behalf of the College in a supervisory or other official capacity.

Example: At the request of the College, a faculty member creates a “lead” syllabus for a course intended to be taught by faculty other than or in addition to the original Creator. This would include templates for online courses, including assignments, charts, graphs and other support materials created for use as part of the course. This instance is different than the normal work of faculty, i.e. creating syllabi, assignments, projects, etc. for individual courses she or he will teach.

It should be noted that in the case of individual course creation, the faculty member will own the work she or he creates. However, the College shall receive a perpetual worldwide, non-exclusive, license to other works such as individual courses and materials. The College will own the course descriptions, general education descriptions, criteria, and other such material that is part of the College’s curriculum. The College will retain a copy of all course syllabi. Should the Creator leave the employ of the College, the College may use the file syllabi to provide subsequent faculty teaching the course examples of how the learning objectives of the course had been achieved in the past.

• In the case of a non-faculty Creator (non-faculty employee, volunteer, student, contractor, etc.), when the work is created at the direction of an officer of the College and/or within the regular contracted work activity of the Creator, the Work is owned by the College and the non-faculty Creator shall assign any copyright(s) to the College.

Example: An officer of the College directs an employee in Information Services to write software for a college task. In this case, the College owns the software.

Example: Without specific direction, an employee working in the business office develops a specialized spreadsheet to track travel expenses. In this case, the College owns the spreadsheet.

• When the Work is created jointly with an office of the College, the College owns the Work and all Creators shall assign any copyright(s) to the College.

Example: A faculty member writes a course description for the College catalog, or includes material submitted to a faculty committee for course designation, or when the employee writes copy for departmental brochure. Since these works were created jointly by the faculty member and a college office (Registrar, public relations, et al.) for the purpose of college publication or course approval, the College owns the Work.

• Other than Works created jointly or at the direction of an officer of the College, when a non-faculty Creator (non-faculty, employee, volunteer, student, contractor, etc.) creates a Work outside of regular contracted work activity and not at the direction of an officer but using facilities of the College; or using funds or resources of the College, the non-faculty creator shall own the work, but the College shall have a perpetual, worldwide, non-exclusive, license to the Work(s).
• When an employee creates documentation or other materials related to an off-campus grant proposal on behalf of the College, the College owns the Work, i.e. the grant documents.

Example: A faculty member writes a grant for research funds and the College is named as recipient of the funding. The proposal documents and the final report are owned by the College. The findings of the research (the outcome, discoveries, patentable ideas, etc.) are subject to the Patent Policy provisions below.

• When an employee creates a Work, such as a course or other materials, jointly with a contractor employed by the College, the contract with the contractor governs the ownership of the Work. However, the College shall receive a perpetual, worldwide, non-exclusive, license to the Work.

Example: The College contracts with a course developer to work with a faculty member to develop a specific online course to be taught only by the faculty member. The contract with the course developer says that the material the faculty member creates is owned by the faculty member, but the material created by the course developer is owned by the course developer.

• When an agreement in writing has been made between the College and the Creator to the contrary.
• When the Work is created by an individual student within a class, or other credit-bearing activity the Work is owned by the student. A Work created jointly by a student and a faculty member is owned jointly, unless the Work was created using resources of the College. If so, the Work is owned jointly by the Creators and the College. It should be noted that in this case, “resources of the College” is to mean resources other than those office supplies and equipment contained within her or his office or college computer lab, i.e. paper, computer, photocopier, and printer. See Section 9 for method of determining ownership. The College does have the right to keep a copy of student work submitted as part of a class for the purpose of assessment and documentation. It also has the right to use third-parties to aid in the detection of plagiarism and other forms of academic dishonesty.

Example: For the purpose of assessing the effectiveness of the general education program, student papers are retained for future analysis.

Example: A department keeps a copy of all papers turned in for senior capstone projects for the purpose of providing future students with examples.

Example: A faculty member uses a service like “turnitin.com” to check student papers for plagiarism.

Future Ownership:

Copyright lasts for the life of the author plus 70 additional years. The term of a work made for hire is 95 years from first publication or 120 years from creation, whichever is shorter. The legal authority for any time limit on copyright comes from Article 1, Section 8, and Clause 8 of the US Constitution, which promotes: “the progress of Science and useful Arts, by securing for limited times to Authors and Inventors the exclusive Right to their respective Writings and Discoveries.” Ownership of a Work shall continue in accordance with this policy for the duration of the term of copyright.

When a faculty or staff member leaves the employment of Simpson College, they continue to be bound by the policy of the institution in terms of ownership of work completed while in employment.

The sale, publication or disclosure of a Work considered to be jointly-owned under this policy requires the written consent of all co-owners of the work product.

NOTE: The examples in this document are meant to be illustrative, not exhaustive.

Patent Policy

All Inventions meeting at least one of the following criteria must be disclosed to the College:

1. The Invention is conceived and/or reduced to practice by an Inventor while in the course of the Inventor’s College responsibilities; or

 

2. The Invention is conceived and/or reduced to practice by an Inventor using resources of the College (It should be noted that in this case, “resources of the College” is to mean resources other than those office supplies and equipment contained within the Inventor’s office or college computer lab, i.e., paper, computer, photocopier, and printer.); or
3. The Invention is conceived and/or reduced to practice by an Inventor and is the result of or arises out of a sponsored research project or relates to the subject matter of an agreement between the College, a third party, and/or an Inventor, including an instance wherein charges relating to the Invention are made to a sponsored research project.

All Inventions must be disclosed to the College in a timely manner. A disclosure shall be considered timely if all domestic and foreign patent rights of the College and/or Inventor are preserved, as appropriate. Such a disclosure shall be prior to public or private disclosures outside of the College community, including publications and the filing of an unauthorized patent application. A disclosure shall be made to the College as soon as possible after the conception of an Invention. A disclosure shall be made via the Simpson College Invention Disclosure Form, which is included in the Appendix ___.

Ownership of Inventions shall be determined as follows:

• Inventions resulting from research, innovation, or scholarly activity that is at least partially funded under agreements with third parties, as discussed above, shall be owned in accordance with the provisions of such agreement. By way of example only, federally funded research may often require ownership and disposition of inventions different from this Policy. The College may have an interest in these inventions.
• The College has an interest in all other Inventions meeting at least one of the three criteria listed above under “Patent Policy”.
• In making a disclosure to the College, an Inventor has the opportunity to indicate whether the Inventor prefers that the Invention will be “College Owned” or “Inventor Owned”. Both College Owned and Inventor Owned Inventions shall be subject to the royalty sharing sections below. An Invention disclosure shall be held in confidence by the disclosing Inventor(s); however, an Inventor may seek the advice of counsel in order to determine whether the Inventor prefers that the Invention will be College Owned or Inventor Owned. A College Owned Invention shall be owned by the College unless such Invention is reassigned to the Inventor(s) as discussed below.

While an Invention qualifies as a College Owned Invention, the College shall: (1) control all commercialization and licensing of the Invention; (2) control all decisions with respect to foreign and domestic patent protection; and (3) pay all patent prosecution costs and maintenance associated with the College Owned Invention, as deemed appropriate by the College.  An Inventor Owned Invention may be owned by the Inventor(s) who has/have invented such Invention. If owned by the Inventor(s), the Inventor(s) shall: (1) control all commercialization and licensing of the Invention; (2) control all decisions with respect to foreign and domestic patent protection; and (3) pay all patent prosecution and maintenance costs associated with an Inventor Owned Invention, as deemed appropriate by the Inventor(s).

It is the intent of the College that in most cases, the Inventor(s) ownership preference will control. However, the above notwithstanding, in exceptional circumstances, the College may assert ownership over any disclosed Invention, subject to the royalty sharing provisions of this Policy.

After a determination has been made with respect to ownership of the Invention, the parties shall work together to complete necessary documentation reflecting ownership. If the Invention will be College Owned, the Inventor shall complete the necessary documentation to transfer all right, title, and interest in the Invention to the College. The Inventor shall also assist in the prosecution of the patent application(s) covering the Invention

A separate written agreement between the College and Inventor(s) may determine sharing of royalties from all inventions.

If the College deems it appropriate to cease patent prosecution and/or commercialization of a College Owned Invention, the College shall reassign such Invention to the Inventor(s). Such Invention shall then be considered an Inventor Owned Invention under this Agreement. A reassignment under this Policy shall be made at least thirty (30) days before a final deadline to respond to any pending communication from the United States Patent and Trademark Office.

If an Inventor deems it appropriate to cease patent prosecution and/or commercialization of an Inventor Owned Invention, the Inventor shall offer to assign such Invention to the College. The College may then decide whether to pursue such Invention as a College Owned Invention. A reassignment offer under this Policy shall be made at least thirty (30) days before a final deadline to respond to any pending communication from the United States Patent and Trademark Office.

An Inventor shall have a nonexclusive, non-transferable, royalty-free license to practice a College Owned Invention that the Inventor invented for noncommercial academic and research purposes whether at the College or otherwise. The College and Inventor may negotiate terms for a commercial or other license at the College’s discretion.

The College shall have a nonexclusive, non-transferable, royalty-free license to practice all Inventor Owned Inventions for noncommercial academic and research purposes.

Resolution of Disputes:

All inventions disclosed to the College shall be reviewed by a College designee in a timely manner. If the inventor(s) agrees to the recommendation by the College designee as to ownership/equity, an agreement is signed and recorded by the College and Inventor(s). If there is no agreement, a committee chaired by the Academic Dean and consisting of a faculty member, alumni, vice president of business and finance and Trustee representation will hear the case presented by the interested parties and decide how the ownership/equity of the invention will be managed. Panel decisions may be appealed to the Simpson College President.

When an Inventor leaves the employment of Simpson College, she or he will continue to be bound by the policy of the institution in terms of ownership of Inventions conceived of and/or reduced to practice while in employment.

In addition to the above-described inventions in which the College has an interest, and which must be disclosed to the College, Inventions meeting the following criterion may be disclosed to the College:

• Such invention is conceived and/or reduced to practice by a faculty or staff member, or student, wherein the individual (or individuals) wishes to opt-in to the College Patent Policy in an effort to offer the Invention to the College in order to both benefit the College and commercialize the invention. Disclosers of such an invention shall also be considered “Inventors”.

In such a case, the College, at its sole discretion, may assume ownership of such invention as a College Owned Invention, as described above.

Trademark Policy

The College seal, name, logo is retained by the College for its sole use.

* Updated policy approved by Board of Trustees 5/15/15

* Revised in regard to licensing effective 3/29/2017

NON -FRATERNIZATION / NO DUAL RELATIONSHIPS

Simpson College employees are prohibited from fraternizing or pursuing or engaging in romantic, dating, or sexual relationships with any co-employee or student.

The only exception to this prohibition is if the relationship existed at the time the employee was hired. Even in that circumstance, no person in a management or supervisory position will be permitted to: (a)  directly supervise an employee with whom he or she is in a romantic, dating, or sexual  relationship; (b) be permitted to hold a position in which he or she is able to influence the terms or conditions of employment of the person with whom he or she is in a romantic, dating, or sexual relationship; and (c) no faculty member will be permitted to teach, grade, supervise, or academically advise the person with whom he or she is in a romantic, dating, or sexual relationship.

Romantic, dating, and/or sexual relationships with co-workers often are an obstacle to meeting the College’s goals of avoiding workplace misunderstandings, preventing complaints of favoritism or sexual harassment, and eliminating morale problems.  Similarly, romantic, dating, and/or sexual relationships between College employees and students involve inherent inequality of power between the student and the employee, especially if the employee is a faculty member, and often result in undermining the employee’s professional integrity in supervisory, educational, and advisory functions. These relationships also can negatively impact the College’s legal obligations to its employees and students, and impede the College’s efficient operation.  For example, it is often difficult to determine whether romantic conduct is unwelcome, to identify the point at which it becomes unwelcome, and to discern whether a subordinate or student is merely tolerating romantic conduct because of managerial/ supervisor seniority or a student / employee power imbalance.  Simpson College will administer and apply this policy subject to any applicable federal, state, and local laws and regulations.

Employees failing to abide by this policy are subject to discipline, up to and including termination.

Approved by Cabinet 10/24/2022

RECEIVING MEDIA REQUESTS FOR INFORMATION

Although responsibility for responding to requests from the news media for information is in the purview of the Vice President for Marketing & Strategic Communication, almost any employee may receive an unsolicited telephonic and/or email message or inquiry from a member of the media seeking information from the College. The subject of these inquiries may range from questions about personnel issues, commentary on controversial or emergency situations that may arise on campus, or even tragic events that may occur on campus or involve College employees or students.

Non-crisis requests for information

In non-crisis requests for information from a member of the media, proceed as follows:

[1] Decline comment, obtain the name and contact information of the inquiring media member and inform him or her that you will relay the message to the appropriate college official, who will respond.

[2] Immediately notify the Vice President for Marketing & Strategic Communication.

[3] Immediately notify your supervisor of the inquiry. If the situation involves a non-crisis inquiry regarding athletics or athletes, immediately notify the Athletic Director.

Crisis situations

In  so-called “crisis situations,” reporters will bombard the institution with calls, all wanting to get the facts as quickly as possible.  In the event, you should receive such a media inquiry:

[1]  Decline comment, obtain the name and contact information of the inquiring media member and inform him or her that you will relay the message to the appropriate college official, who will respond.  Then immediately contact the Vice President for Marketing & Strategic Communications.

[2] Immediately notify your supervisor of the inquiry.

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

[4]  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.  Decline comment until the official spokesperson arrives.  Remember, any time you speak; you become the “college spokesperson”.

[5] 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 Office of Marketing and Strategic Communication.

Revised 10/22/2024

EMERGENCY PREPAREDNESS AND RESPONSE PLAN

In the event of a campus emergency or crisis, the College has established an Emergency Preparedness and Response Plan. This plan can be accessed here <insert link>

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B. Technology

ELECTRONIC COMMUNICATIONS AND SECURITY POLICY

All uses of your computer system must conform to this policy. Violations of this policy will result in disciplinary action up to and including termination. The computer system is the property of Simpson College, and is for authorized users only. It is intended to be used for employer-related business. Users are only allowed to access data which they have been specifically authorized to access by management that pertains to their specific job function. Individuals using this system are subject to having their activities on the system monitored and recorded or examined by authorized personnel, including law enforcement personnel. By accessing this network, you agree the College may download, print, inspect, monitor, copy or disclose any e-mail, electronic communication or other data contained in this system at any time without further notice.

Statement of Principles. Simpson College provides information technology resources to a large number of users, both students and employees. As members of the campus community, all users have the responsibility to use those services in an effective, efficient, ethical, and legal manner. While freedom of expression is recognized, users of institutional computer accounts are reminded that certain categories of speech – defamation, obscenity, and incitement to violence are not protected by the Constitution. Users are encouraged to respect the privacy of others, and are prohibited from engaging in harassment on the basis of race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, and all other characteristics protected by law or otherwise covered under the College’s anti-discrimination and anti-harassment policies. Simpson College reserves the right to monitor the use of technology related resources for the purpose of determining compliance with this policy.

COMPUTER SYSTEMS AND SOFTWARE

All employees, except adjunct faculty, are issued College-owned laptop computers for their work. Installation of software must be performed or approved by the College’s systems administrator and approved in advance by an employee’s supervisor.  The installation, modification, or relocation of computer hardware or other electronic equipment must again take place only with the approval of the systems administrator or applicable supervisor.

Only approved software which is licensed to the College may be used on College-owned computers.  All terms of the software license agreements shall be adhered to by employees, including, but not limited to, copy, transfer, and use restrictions.  Approved public domain or College-provided software must be used in accordance with the restrictions and requirements for each software package.  To prevent computer viruses from being transmitted through the system, software or other applications may not be downloaded from the Internet without advance approval.  All downloads must be scanned for viruses.

Any information stored on, created on or transmitted by a College-owned computer or using College technology or systems is considered the property of Simpson College.  Employees have no legitimate expectation of privacy in regard to system usage, and all communications and use of College systems, hardware, and software are subject to review, interception, and monitoring in the ordinary course of business.  The College may use, review, or monitor any information created with, saved in, sent by, or received from a College-owned computer at any time, or transmitted through a College system with or without notice to employees.

The following policies are aimed to protect the integrity of Simpson College’s data and ensure it remains safe and secure under College control.

• All College-owned laptops must have a pin or password protection, per rules established by the Information Technology Department.
• Your laptop must be set to lock no later than 10 minutes or less of inactivity or leaving the app, requiring reentry of the password.
• The password must conform to the rules established by the IT Department. .
• Your device will be wiped if:
  • You lose your device;
  • IT detects a data or policy breach or virus; or
  • In the event IT detects a policy breach or virus, the College will you notify you prior to wiping your device to allow you to retain personal information.

• Upon termination of employment with the College, voluntary or involuntary, your device(s) must be returned to IT. Should you refuse, your laptop will be remotely wiped which will result in loss of any personal information and a reset to factory defaults.

E-MAIL SYSTEM

The e-mail system is provided to facilitate business-related communication both internally and with our employees, students and their families, alumni, benefactors, and the greater Simpson community.  The e-mail system should be used primarily for College business as it relates to the duties of your position.  Information on the e-mail and computer system is considered proprietary and belongs to Simpson College. E-mail users should understand that information transmitted over the Internet may not be greatly protected and highly confidential and sensitive material should not be sent via the e-mail system and should be sent by encrypted email or communicated directly to the applicable parties by other means.  While the College recognizes that in limited, unusual and unique situations, primarily of an emergency nature, employees may need to use the College’s email system for a personal reason, such occasions are to expected to be unusual and limited.

INTERNET POLICY

Access to the Internet has been provided to staff members for the benefit of the institution and its students. The College Internet is intended for business purposes only.  No illegal or inappropriate sites should be accessed at any time over the College’s Internet.

Acceptable Use of the Internet. Employees accessing the Internet on a College computer or through a College computer system are representing the College. All communications should be for business reasons. You are responsible for seeing that the Internet is used in an effective, ethical and lawful manner.

Unacceptable Use of the Internet. Simpson College’s Internet connection may not be used for personal gain or advancement of individual views. Use of the Internet must not disrupt the operations of the College network or the networks of other users. It must not interfere with your productivity or that of others. Nothing in this policy shall be interpreted or applied to preclude, restrict, or interfere with employees’ rights under the National Labor Relations Act.

Sending, saving, or viewing offensive or pornographic material is prohibited. Offensive material includes, but is not limited to violence, vandalism, pornography, sexual comments, jokes or images, racial slurs, gender-specific comments, jokes or images that would offend, intimidate or threaten someone based on race, color, creed, religion, sex, sexual orientation, gender identity, age, national origin or ancestry, physical or mental disability, military veteran status, as well as any other category protected by federal, state, or local laws.

NETWORK SECURITY

You are responsible for any misuse of the Network by your account. Therefore, you must take steps to ensure that others do not gain unauthorized access to the Network through your account. Passwords should not be printed, stored online, or given to others.

The Network may not be used to breach the security of another user or to attempt to gain access to any other person’s computer, software or data, without the knowledge and consent of such person. They also may not be used in any attempt to circumvent the user authentication or security of any host, Network, or account. This includes, but is not limited to, accessing data not intended for you, logging into or making use of a server or account you are not expressly authorized to access, or probing the security of other Networks. Use or distribution of tools designed for compromising security, such as password guessing programs, cracking tools, packet sniffers or Network probing tools, is prohibited, unless expressly permitted in writing as part of the College’s computer science and related disciplines’ curricula or for use in connection with the College’s cyber-security program.

Users must not disrupt the Network. The Network also must not be used to interfere with computer networking or telecommunications services to any user, host or network, including, without limitation, denial of service attacks, flooding of a network, overloading a service, improper seizing and abuse of operator privileges and attempts to “crash” a host. The transmission or dissemination of any information or software containing a virus or other harmful feature also is prohibited.

Users must not extend the Network by attaching networking devices to the Network. Networking devices include but are not limited to hubs, routers, bridges, and switches. All networking devices are to be under the authority of Information Systems and secured in the appropriate data closets. Unauthorized devices will be denied access to the Network by port deactivation and/or confiscation of the equipment.

COPYRIGHT INFRINGEMENT POLICY

It is the policy of Simpson College to comply with all copyright laws. No employee and/or user of the College’s computer systems shall store or otherwise make unauthorized copies of copyrighted material on or using College computer systems, networks, cell phones or storage media. No College computer system user and/or employee shall download, upload, transmit, make available or otherwise distribute copyrighted material using the College’s computer systems, networks, internet access or storage media without prior written authorization from an officer of the College. College employees and computer system users shall not use or operate any unlicensed peer-to-peer file transfer service using College computer systems or networks or take other actions likely to promote or lead to copyright infringement. Questions concerning whether an employee or computer user properly may copy or otherwise use copyrighted material should be raised before proceeding with the Head Librarian, who will either research the issue and/or direct the user to the appropriate College personnel.

The College reserves the right to monitor its computer systems, networks and storage media for compliance with this policy, at any time, without notice, and with or without cause, and to delete from its computer systems and storage media, or restrict access to, any seemingly unauthorized copies of copyrighted materials it may find, at any time and without notice.

College employees who violate this policy are subject to discipline, as appropriate under the circumstances, up to and including termination.

SOFTWARE USAGE POLICY

Software piracy is both a crime and a violation of Simpson College’s Software Usage Policy.

Employees are to use software strictly in accordance with its license agreement. Unless otherwise provided in the license, the duplication of copyrighted software (except for backup and archival purposes by the software manager or designated department head) is a violation of copyright law. In addition to violating copyright law, unauthorized duplication of software is contrary to Simpson College’s standards of employee conduct.

To ensure compliance with software license agreements and the organization’s Software Usage Policy, employees are required to follow these procedures:

All software used on organization-owned computers will be purchased through appropriate procedures.

Employees must use software in accordance with license agreements and Simpson College’s Software Usage Policy. Employees acknowledge they do not own software or its related documentation. Unless expressly authorized by the software publisher, employees may not make additional copies of software, except for archival purposes.

All employees, including adjuncts using personal laptops, have access to download and install Microsoft Office via their Simpson account, to three personal devices.  Other software packages  require annual licensing and will expire if not updated the following year. College-owned software cannot be taken home and loaded on an employee’s home computer for personal use.

The College prohibits the use of unauthorized software or fonts. Employees illegally reproducing software may be subject to civil and criminal penalties including fines and imprisonment. Employees and managers should not condone the illegal copying of software under any circumstances. Employees who make, use, or otherwise acquire unauthorized software will face disciplinary action, up to and including termination.

Employees are prohibited from giving software or fonts to students, alumni, vendors, and other outsiders. Employees are not permitted to load any software without prior approval of the College’s IT personnel. Under no circumstances will the College use software that has been brought into the organization from an unauthorized source, including, but not limited to, the Internet, home, friends, and colleagues. Employees should exercise caution in using files that have been created outside of Simpson College’s network, including student, alumni, and vendor supplied files.

Employees who suspect or become aware of software misuse are required to notify IT Personnel, the Human Resources Director, or their department manager.

SOCIAL MEDIA POLICY

Definitions

For purposes of this policy, “online activity” includes, but is not limited to, wired or wireless communications, access to, use of, or communications stored, sent, or received over the Internet, e-mail, or any interactive online media, tool, or function (such as social or professional networking sites like Facebook or Linked In; microblogging services like Twitter; weblogs; chat rooms; listservs; and other online profiles or online forums), as well as text, photo, or data messaging.  Online activity includes all such communications, access, use, storage, and messaging, whether over a fixed or mobile electronic device.

For purposes of this policy, “electronic device” includes, but is not limited to, desktop computers, laptops, landline phones, cell phones, smart phones, web-enabled handheld devices, networks, servers, technology systems, and other communications and computer equipment.

Policy

Simpson College takes no position on your decision to participate in personal online activities.  To the extent you choose to engage in personal online activity, such activity must comply with these guidelines and all other Simpson College policies.  In your online activity, you may not represent that you are speaking on the College’s behalf unless you have been given written authority from your supervisor to engage in the activity or the activity is clearly required by your job duties and expressly authorized by Simpson College.

In your online activity, you may not use or disclose student information or the College’s trade secrets, or confidential and/or proprietary information, including College marketing and recruitment strategies, financial information, or other confidential information. Pursuant to the National Labor Relations Act, this prohibition is not and will not be interpreted or enforced to extend to the terms and conditions of your employment.

In your online activity, you must not engage in communications that are vulgar, obscene, threatening, intimidating, defamatory, harassing, or a violation of the College’s workplace policy against illegal discrimination, harassment, or hostility because of a person’s sex, race, color, religion, national origin, age, pregnancy, disability, military service, genetic information, sexual orientation, gender identity, or any other characteristic protected by applicable federal or state law.

You may not use Simpson College’s logo when you are engaged or depicted in online activity that violates Simpson College’s policies, is illegal, or is otherwise unrelated to communications regarding the terms and conditions of employment.

When using the College’s provided electronic devices for online and other activity, you must enable and comply with the College’s security procedures, including use of approved anti-virus software.

Scope

Although this policy may touch upon specific technologies used today, the policy must be interpreted broadly, as changes to and uses of such technologies have been and will continue to grow so rapidly that no policy can keep pace with individual developments.

This policy is not intended to interfere with or restrain employee’s rights to engage in protected concerted activity under the National Labor Relations Act, or any other activity protected under the law, and will not be interpreted or applied to limit such protected activity.

Disciplinary Action

Violations of this policy may result in disciplinary action, up to and including termination.

PERSONAL E-MAIL ACCOUNTS

Simpson College provides most employees an e-mail account to be utilized for business purposes only.  Employees should not access their personal e-mail accounts during working time or send personal e-mail messages over Simpson College’s network during work time. Similarly, employees are prohibited from conducting College business using personal e-email accounts.

PERSONAL TELEPHONE CALLS, CELL PHONES AND TEXT MESSAGES

Simpson College recognizes that employees must occasionally place or receive personal phone calls and text messages while at work.  However, the telephone system is intended primarily to serve the business needs of the College, and it is essential that we keep personal use from interfering with that purpose. If you have a personal call to make on either the business phone or your personal cell phone or send a text message, please do so during non-work personal times such as breaks and lunches.  Employees should not be receiving personal phone calls or text messages at work, except in emergency situations. Personal cell phones / smart phones may be carried. The College may take disciplinary action against any employee if the College finds that the employee’s excessive personal calls are interfering with College work.

Employees must adhere to the state laws as it relates to cell phone usage while driving. Texting and email usage are strictly prohibited in all states.  Cell phones can only be used via Bluetooth or hands-free mode while operating a College, personal or rented vehicle for College business, regardless of whether the employee is on College or personal time. The exception is in an emergency situation, an employee may use the cell phone for the purpose of dialing 911 or another number to reach an emergency service provider. However, such telephone calls must be made while the vehicle is not moving.  Distracted driving may cause circumstances that put employees or others at risk.

USE OF PERSONAL ELECTRONIC DEVICES FOR WORK PURPOSES (BRING YOUR OWN DEVICE POLICY)

As the usage of individual mobile devices accessing employer applications and data continues to grow within the workplace, Simpson College embraces this trend with a Bring Your Own Device (BYOD) policy.

The use of personal cell/smart phones and tablets in connection with College business is a privilege granted to employees through approval of their management and is based on job function, geography, and exempt status.  Simpson College reserves the right to revoke these privileges in the event users do not abide by the policies and procedures set forth below.

The following policies are aimed to protect the integrity of Simpson College’s data and ensure it remains safe and secure under College control.

• All devices must have a pin or password protection.
• Your application will lock no later than 10 minutes or less of inactivity or leaving the app, requiring reentry of the password.
• The password must be a minimum of four characters.
• Upon termination of employment with the College, voluntary or involuntary, your device(s) must be given to IT for the removal of exchange, College e-mails and contacts, and College confidential information. Should you refuse, the College may take legal action against you to recover such information.

In addition to the above security settings, all users are expected to use their device in an ethical manner. Using your device in ways not designed or intended by the manufacturer is not allowed.

Employee Responsibility:  A personal smartphone can be connected to the College’s infrastructure, but the user is personally liable for the device and carrier service costs.  Users of personal smartphones are only eligible for expense reimbursement of hardware or carrier service through management approval.  Users of personal smartphones must agree to all terms and conditions in this policy to be allowed to use those services.

Employees who want to purchase a personal device that will be used for work purpose and connected to the College’s infrastructure are strongly encouraged to consult with the College’s IT Department before making the purchase to determine whether the contemplated device can be supported by IT. Furthermore, the College reserves the right to disable or disconnect some or all services without prior notification.

Employees must notify the IT department as soon as practicable, but no later than the next business day, of a lost/stolen smartphone or tablet.

Employer Support: The IT department will provide application setup and account lock-up support on approved mobile devices.  The BYOD policy is limited to cell phones and tablets– no personal computers are set up on the domain.

Release of Liability and Disclaimer to Users:  Simpson College hereby acknowledges that the use of a personal smartphone and/or tablet, in connection with College business carries specific risks for which you, as the user, assume full liability.  These risks include, but are not limited to, the partial or complete loss of data as a result of a crash of the OS, errors, bugs, viruses, and/or other software or hardware failures, or programming errors which could render a device inoperable.

Furthermore, depending on the applicable data plan for phones and tablets, the software may increase applicable rates.  You are responsible for confirming any impact on rates as a result of the use of College supplied applications that you will not be reimbursed by the College, unless authorized by management.  Finally, the College reserves the right, at its own discretion, to wipe data from any College supplied application as a result of an actual or deemed violation of this Bring Your Own Device Policy, or any other related policy of the College.

Safe & Effective Performance.  Notwithstanding anything else in the policy, employees may not use a mobile electronic device at times when doing so would pose a safety risk or interfere with work performance.  When driving a vehicle while using a mobile device for work purposes, employees must also be aware of and obey the laws of the state in which they are driving regarding cell phone use, including but not limited to laws prohibiting text messaging while driving.

No Interference.  This policy is not intended to interfere with or restrain employees’ rights to engage in protected concerted activity under the National Labor Relations Act or any other activity protected under the law, and will not be applied to interfere with such protected activity.

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C. General Employment Policies.

CRIMINAL BACKGROUND CHECKS AND CRIMINAL CONVICTIONS

During the hiring process, the College will obtain information regarding a prospective employee’s background and work experience. Prior to the beginning of employment, the College will conduct a complete background check that may include, but is not limited to, criminal background checks, security clearance, past employment, and education. The College will utilize a third-party consumer agency to procure this information, and will comply with the requirements of the Fair Credit Reporting Act in doing so. The information obtained during this process will be reviewed and used only as it is relevant to the hiring decision for the position for which the candidate has applied, as described below. A signed authorization and release form must be provided and on file prior to obtaining a criminal background check. An applicant’s failure to provide a signed release will render the applicant ineligible for further consideration for employment.

The College will not use arrest records as a basis for hiring decisions. The College will not use criminal conviction and guilty plea records as a basis to refuse to hire, to segregate, or to act with respect to recruitment, hiring, promotion, renewal of employment, selection for training or apprenticeship, discharge, discipline, tenure or terms, privileges or conditions of employment, unless (1) there is a substantial relationship between one or more of the previous criminal convictions and the employment sought or held; or (2) the granting or continuation of the employment would involve an unreasonable risk to property or to the safety or welfare of specific individuals or the Simpson College community or the general public. “Substantial relationship” means a consideration of whether the employment position offers the opportunity for the same or a similar offense to occur and whether the circumstances leading to the conduct for which the person was convicted will recur in the employment position.

The College will consider the following factors in making its determination based on conviction or guilty plea record: (1) the length of time since the conviction and the completion of the sentence therefor; (2) the number of convictions that appear on the conviction record; (3) the nature and severity of the conviction and its relationship to the safety and security of others; (4) the nature and duties of the job or position sought conviction; and (5) evidence of rehabilitation efforts.

Revised and restated: October 22, 2024

GENERAL OFFICE CONDUCT

The College is responsible for providing a safe and secure workplace and strives to ensure that all individuals associated with the College are treated in a respectful manner. Though it is not possible to list all forms of behavior that are unacceptable in the workplace, the following are examples of behavior that would be considered inappropriate in the workplace. Such behavior may result in disciplinary action, up to and including termination of employment. This list is not intended to be exhaustive:

1. Theft or inappropriate removal or possession of College property or the property of a fellow employee.
2. Willful destruction of College property or the property of a fellow employee.
3. Possession, distribution, sale, transfer or use of alcohol or illegal drugs in the workplace, while on duty, or while operating employer-owned vehicles or equipment.
4. Fighting or threatening violence in the workplace.
5. Conduct that violates the College’s Anti-Discrimination and Anti-Harassment policy.
6. Using excessively abusive, threatening or obscene language.
7. Using intimidation tactics and making threats.
8. Sabotaging another’s work.
9. Making defamatory statements about others.
10. Falsifying company records or reports, including one’s time records or the time records of another employee

Employees are expected to confirm 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 departments, and on the telephone and in emails is highly encouraged. Supervisors are responsible for ensuring that their department complies with these procedures.

Employees should not be asked to perform non-professional or personal tasks that are considered to be beyond normal requirements of the position.

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.

To best meet the needs of our students and business, the College has established “Core Hours,” during which the academic offices are to be open and staff available for meetings. Core hours during the academic year are 9:00 a.m. – 3:00 p.m. Monday through Friday. If feasible for your department, this offers individuals the ability to flex their time – whether staying late or leaving early – as long as there is departmental coverage. As always, if you intend to flex your hours, you are required to obtain your supervisor’s approval in advance.

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.  Core hours during summer half days will be 9:00 a.m. -3:00 p.m. Monday through Thursday.  All employees are urged to take their half-day off each week, as half days must be used by September 30 or they will be forfeited.

INCLEMENT WEATHER

Generally, all offices will be open and classes held as regularly scheduled despite the weather conditions.  However, in the case of severe weather or emergencies, the College may close for all or part of normal working hours.

In the event of severe weather, the following procedures will be used:

1. The appointed members of the President’s Cabinet will meet to determine if a closure is necessary and are the only individuals who may cancel classes and close the College because of inclement weather.
2. Canceled events may be rescheduled.  If rescheduled, it should be convenient for the students or other persons involved.

Notification Procedures:

In the event of a closure, the campus community will be notified by all or a combination of the following:

• The SAFE Emergency Alert Information system.
• Notification will be placed on the internal and external College web site.
• Notification will be made through primary local media.

The campus weather line (961-1414) will also carry a closure message.

Absences Due to Inclement Weather

The following applies to both full-time and part-time employees.

A. If an employee comes in late, leaves early or is unable to report to work because of severe weather on a day the College is open, that employee has the option to use vacation or personal leave, take time without pay or make up the time within the same work week with direct supervisor approval.

B. If a decision to close or delay opening is announced, employees are encouraged to stay home and will be paid for those hours at their regular rate. Employees who voluntarily elect to report to work during a delay or closure will not be further compensated.

C. If an employee previously scheduled time off and the decision to close or delay opening is announced, that employee will be required to use vacation, personal leave or sick leave as planned.

D. Non-exempt employees who are required to remain at work after the College has closed due to severe weather will be compensated for the hours worked plus allowed SC leave hours with direct supervisor approval.

In all situations, the safety of students, faculty and staff is the College’s first concern.  Please utilize discretion and judgment when determining whether to travel in inclement weather and communicate with your supervisor in a timely manner.

Additional Resources:

Iowa’s DOT 511-Traveler Information

Class schedule for delayed start

Updated February 26, 2019.

DRESS CODE

In an effort to enhance flexibility, Simpson College has initiated a “Dress for Your Day” employee dress code, which provides each employee the discretion to choose his or her dress, based on what is appropriate attire for the venue and with whom the employee will be working that day.

Dress for Your Day Guidelines:

Using good judgment, we decide what to wear every day, with just a few basic guidelines. Consider what your workday looks like and take it from there.  It is all about showing your individuality in an appropriate, good-judgment kind of way.

For example:

• If you have several appointments, you might wear something like a dress or a suit, or maybe even dressy jeans and a blazer.
• If your day is more low-key, jeans and a nice polo or a sweater might be the answer.

Traditional business attire is always acceptable.  Supervisors will have discretion to require traditional business attire for certain situations, campus meetings or events.

The list below contains examples of items that are not acceptable:

• Heavily worn shoes, rubber flip flops
• Clothing with potentially offensive graphics or words
• Clothing with large logos (other than Simpson)
• Shorts, overalls, sweats, workout clothes or jogging suits (coaches are exempt)
• Leggings unless worn with an appropriate length dress, skirt or top
• Halter tops, sheer or revealing clothing (e.g., bare midriffs, short miniskirts, tube tops)
• Spaghetti-strap tops or dresses unless covered by a jacket or sweater

Fridays will continue to be ‘Show your Simpson Pride days’ and you are encouraged to wear jeans and your favorite Simpson gear.

Remember, your sound judgment is the best initial measure of appropriate attire. If you are questioning whether a certain piece of clothing should be worn, probably best to not wear it.

Employees with individual needs should consult with their supervisor or HR to discuss the dress guidelines.

Approved for 1/2/2020 effective date

ENTRY KEY GUIDELINES

Simpson College, with concern for both accessibility and security, has keyed its academic and administrative buildings with a highly professional key system.

At the time of hire and prior to the new employee beginning work, the supervisor will work with Human Resource or the Building Advocate to obtain the appropriate building and office keys. If additional keys are needed, the Building Advocate will have to initiate a work order.

Individuals who receive keys are asked to protect them as they would protect their personal keys and to follow these basic rules.

1. Do not share keys. Security is available to open buildings if needed.
2. Building keys must not be given to students.
3. Colleagues in the building should be notified immediately if a key is lost, stolen or misplaced, so they may give special consideration to their offices and property.
4. The divisional vice president will be notified to coordinate the replacements of locks.
5. The College reserves the right to periodically determine if all issued keys are in the possession of the person to whom they have been issued.
6. When special occasions occur in a building, which affect the scheduled opening or closing times, the building supervisor must notify the Physical Plant and Campus Security at least 24 hours prior to the event. This enables the security guard and other personnel to be aware of any changes in regularly scheduled hours.  All weekend events that necessitate different hours than those scheduled must be reported by Thursday at 4:00 p.m.

POSTING OF INFORMATION ON CAMPUS BULLETIN BOARDS

The purpose of this policy is to provide campus organizations and approved community organizations opportunities to promote events and place posters, flyers and postings in approved locations in the Kent Campus Center and elsewhere on campus. This policy will ensure effective campus posting that reduces waste, restricts publicity of unauthorized or unendorsed events, and encourages safety and campus attractiveness. Any person(s) or organization(s) advertising events, providing information, as well as students campaigning for positions, and/or informing the campus community of events or programs must follow this posting policy.

Any damage to college property will be charged to the event sponsor. Unauthorized postings will be removed and discarded. Please direct requests for exceptions to this policy to the student activities office.

Approval and Guidelines for Posting

• Postings in the Kent Campus Center, including but not limited to flyers, posters, and table tents, must be approved by the Student Activities Office prior to distribution and posting.
• Postings in other non-residential campus buildings for non-Simpson College sponsored events and services must be approved by the Student Activities Office prior to posting.
• Postings and distributions in Simpson College residence halls must be approved by the Residence Life Office prior to posting.
• All postings must be stamped for approval prior to posting.
• Personal notices by students and college employees may not be approved for posting depending on the content of the posting.
• Commercial and solicitation advertising will be approved on a limited basis depending on the content. Postings promoting bars, magazine subscriptions, non-Simpson-sponsored spring break trips, etc. are not allowed. The Student Activities Office will consider exceptions for educationally beneficial products. Individuals and groups should consult with the student activities office in regard to requesting an exception.
• Activities prohibited by Simpson College policies, or local, state or federal laws may not be publicized.
• Unauthorized postings will be removed and discarded.

Posting Specifications

No poster should be larger than 11”x17”. Exceptions to this policy must be approved by the Student Activities Office.

A maximum of one posting per event/per campus group/per bulletin board is permitted.

Posters may be displayed for up to two weeks (unless approved for longer display based on available space by the Student Activities Office) or until the publicized information becomes obsolete, whichever comes first.

All postings must include the name(s) of the individual(s) or group(s) sponsoring the publicized information and dates of the event.

Approved Posting Locations

• Glass panels adjacent to doors may be utilized for campus groups only. Postings are not permitted on glass doors and windows.
• Office doors, with permission of the occupant.
• Kiosks and bulletin boards (unless designated for exclusive use of a Simpson College department or group).
• Temporary supports such as poles, sticks, ropes, sandwich boards and sign boards.
• All banners and self-supporting signs and their location indoors and outdoors the Kent Campus Center must be approved in advance by the Student Activities Office.
• Posters and fliers may not be affixed to interior or exterior walls except with prior, specific approval

While all posters must be approved prior to posting, individual academic buildings may have additional guidelines for what can be posted and where it can be posted. All groups should consult with individual building managers for approved locations for posting in each building.

Materials for hanging posters

For cork bulletin boards and tack strips, use tacks or stick pins only. For solid surfaces use only blue painters’ tape.

Exceptions

Any exceptions to the above policy must be approved by the Student Activities Office.

Emergency or closing notices are exempt from this policy.

PARKING PERMITS

The College has designated parking areas for faculty/staff and students.  Your car must have a parking permit tag, which can be obtained from the Security Office in Brenton Student Center.  The tags are color coded with the parking areas and should be hung over the interior rearview mirror.

SOLICITATION OF FUNDS AND GRANTS

As an independent, non-profit, 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 of Funds

The only solicitations of funds 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 Solicitation to the College Annual Fund

Employees may be solicited by colleagues once annually 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 way 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 College’s 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 the College 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 the College’s development efforts.  Faculty members are encouraged to pursue any leads they might have concerning funding for research and/or academic programs or projects. While the gift support policy statement covers 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 Office of the Senior Vice President and Academic Dean, 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 Senior Vice President and Academic Dean 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 Senior Vice President and Academic Dean.
3. The Offices of Academic Affairs and College Advancement collaborate in determining the appropriate funding source (private or public) to be approached and help 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.

SECONDARY OUTSIDE EMPLOYMENT

Rationale for Policy: Secondary outside employment of the College’s employees can, in some circumstances, enhance the stature of those employees and the College itself. However, the establishment of a policy regarding secondary outside employment is necessary to ensure such employment does not undermine or negatively impact the performance of the employee’s regular job responsibilities to the College.

Definition.  As used in this policy, the term “secondary outside employment” refers to additional employment for which compensation is paid by an external source while the employee is also an employee of the College.  This employment includes, but is not limited to, teaching, consulting, and advisory services, and includes all external employment of any sort, whether academic or non-academic in nature.  Employees on nine-month contracts or employment periods and paid over twelve months may accept outside secondary employment during the summer months without approval, provided they do not have employment duties with the College for any part of the summer months and such employment does not contravene the section on Conflicts of Interest and Non-Interference of this policy.

• This policy applies even when employees are on sabbatical or paid leave.
• Honoraria received for lectures or literary or scholarly articles; private income from investments; and royalties from books or patents are not considered “compensation from secondary outside employment” within the meaning of this policy.

Time Limitations. Paid outside employment will be limited to the person’s non-scheduled work hours at the College (i.e., evenings, weekends, and vacations or holidays). Exceptions to this policy shall be made only upon the written approval of the Senior Vice President and Academic Dean in the case of faculty, or the relevant Division Vice President in the case of non-faculty employees.

Conflicts of Interest and Non-Interference.  Secondary outside employment shall not interfere with an employee’s duties at the College. No employee shall engage in outside employment, whether for compensation or not, which would result in a conflict of interest with the interests of the College or would be inconsistent with the values or mission of the College.

• Providing services to other higher education institutions is prohibited. Exceptions to this policy may be made in regard to teaching while on sabbatical; formally-designated visiting scholar or artist in residence programs; or other situations if the benefit to the College is deemed apparent and sufficient. Such exceptions shall be made only upon the written approval of the Senior Vice President and Academic Dean and the President.
• In all cases, secondary outside employment must not interfere with or diminish the quantity and quality of an employee’s performance of the full scope of his or her duties. In the case of faculty members, this includes teaching, advising, service work, and research. The fact that a substitute “to cover classes” has been or would be procured does not necessarily mean the secondary outside employment does not interfere with or negatively impact the performance of the employee’s duties.

Prior Approval Before Accepting Secondary Outside Employment. Tenured faculty, probationary tenure track faculty, and full-time adjunct faculty must receive prior written approval from the Senior Vice President and Academic Dean before accepting outside employment. Approval is required to ensure an employee is not overly committed to an outside entity, to ensure any conflicts are properly identified and managed, and to be aware of and address potential intellectual property issues that could be created. Faculty requesting approval for secondary outside employment shall submit a written request disclosing the name(s) of the outside employer(s), the amount of time involved and schedule, the proposed duration of the secondary outside employment, a statement that the secondary outside employment will meet the requirements of these policies, and written approvals of the Department Chair and Senior Vice President and Academic Dean.

Non-faculty employees, whether full or part-time, must receive prior written approval from the relevant Division Vice President or Athletic Director before accepting outside employment. Non-faculty employees shall submit a request form disclosing the same information as required of faculty employees and are subject to the same limitations and conditions of approval. Requests must also include written approval of the employee’s immediate supervisor and department head. Request forms are available in the Human Resources section of the web site.

Approvals may be revoked by the relevant Vice President or Athletic Director in the event the secondary outside employment demonstrates a conflict of interest or interferes with or negatively impacts the performance of an employee’s job duties. Approvals shall be of limited duration and shall not be longer than a single academic year.  The fact that a particular secondary outside employment was approved in a previous academic year does not mean the employment will be approved in the future. Each request will be evaluated in view of its own relevant circumstances.

Materials, Facilities and College Services. Normally in outside secondary employment, no use will be made of the College’s materials, equipment, supplies, facilities, and services. Exceptions to this policy shall be made only by prior written authorization from the appropriate Vice President and proper advance deposit and reimbursement to the College.

Private Instruction and Lessons. Individuals who engage in private instruction, such as providing lessons to persons or groups (music, tennis, swimming, etc.) must have fees charged approved by the College. A contract outlining these matters is available from, and must be fully executed and submitted to, the Business Office before instruction commences. Generally, the College will charge for use of equipment and facilities. The charges will be set at an appropriate level with the approval of the Vice President for Business and Finance.

Effective: November 1, 2024

NON-FACULTY TEACHING POLICY

Employees subject to the policy: All full-time employees employed in non-teaching positions are subject to this policy. This includes all members of the Administration and staff, and applies to employees who seek to teach a class or classes as the regular instructor of record of that class. 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 applicable vice president.

Amended 1/31/2011

TELECOMMUTING POLICY

The College may allow certain non-faculty employees to telecommute (work remotely or work from home). This policy applies to non-faculty employees permitted to telecommute during a period determined by the College. Telecommuting entails a work-at-home arrangement or a remote-access arrangement for at least part of the workweek on a defined basis.  In general, telecommuting is a privilege that may be granted under appropriate circumstances to high performing employees whose job responsibilities are suited to such an arrangement, and each request to telecommute will be decided on an individual basis under the guidelines set forth below.

Eligibility

Initiation of a telecommuting arrangement can be at the request of either the College or the employee.  Participation in telecommuting is voluntary on the part of the employee. Telecommuting is not intended to permit employees to have time to work at other jobs or to run their own businesses. Failure to fulfill normal work requirements, both qualitative and quantitative, on account of other employment, will be cause to end the telecommuting arrangement and may be cause for disciplinary action or termination of employment.  Permission to telecommute is dependent upon the employee having a suitable work location at the off-site premises, and on compliance with the requirements set forth below.

Telecommuting Approval

The College will consider the duties of positions and how the work is performed in making decisions about which positions are appropriate to approve for telecommuting. Generally, the following types of positions may be appropriate for telecommuting:

• Require independent work
• Require little face-to-face interaction
• Require concentration
• Result in specific, measurable work product that can be monitored by output, not time spent doing the job

All telecommuting arrangements are granted on a limited, temporary and revocable basis, and may be discontinued by the College at any time at its discretion. The College will attempt to give employees two weeks’ notice if a decision is made to terminate a telecommuting agreement; however, advance notice is not required and may not be provided if circumstances warrant. In the situation when a telecommuting agreement is terminated, there is no appeal process.

While reporting for work in the employee’s College office on campus is usually an important part of employees’ job duties and recognizing that performance of all essential job functions may not be possible or may be accomplished less efficiently or effectively while telecommuting, the College may temporarily permit such telecommuting in unique situations.   An employee’s supervisor may approve a request to telecommute and the telecommuting arrangement will be reviewed with additional College supervisory personnel and the Director of Human Resources. The College may withdraw an employee’s ability to telecommute at any time or approve the employee to telecommute for a longer period. The College may require employees who telecommute to report to work on campus as needed and may require employees to attend meetings via telephone, video teleconferencing, or other telecommunication available to employees.  In addition, an employee may discontinue participation in telecommuting at any time.

College’s Policies Remain in Effect

Telecommuting assignments do not change the conditions of employment or required compliance with policies.  Employees permitted to telecommute must continue to abide by College’s Employee Handbook and all other applicable policies. Failure to follow the College’s policies may result in termination of the telecommuting arrangement, and/or disciplinary action, including, but not limited to, termination of employment. Employees may not engage in or perform unauthorized work during their telecommuting work hours. The employee must notify the supervisor if there is a change to the agreed-upon terms of the telecommuting arrangement.

The following guidelines apply to telecommuting arrangements:

• A specific work schedule, including workdays and hours, must be agreed upon in advance.
• Employees must be on site as necessary to attend meetings, training sessions, or similar events or occurrences.
• Employees must maintain a normal workload.
• Employees who are unable to work due to illness must use sick leave or PTO, and must report their absence to their supervisor. Telecommuting may not be used in place of sick leave, Family and Medical Leave, Workers’ Compensation leave, or other types of leave.
• Employees who wish to be relieved of responsibility for work on a particular day or days must use vacation or personal leave.
• Employees are responsible for the safety and security of all College property, and confidential and proprietary information.
• Telecommuting may not serve as a substitute for child or adult care. If children or adults in need of primary care are in the alternate work location during employees’ work hours, some other individual must be present to provide the care.

Timekeeping

Nonexempt employees who are permitted to telecommute must comply with the College’s timekeeping and payroll practices. Employees must accurately record all working time. The employee’s supervisor must authorize any hours beyond their normal work schedule in advance, and failure to do so may result in disciplinary action, up to and including, termination of employment.

Written Telecommuting Agreement

The employee whose telecommuting request has been approved will be required to sign a written telecommuting agreement that explains:

• The telecommuting agreement is not a contract of employment, does not provide any contractual rights to continued employment, and does not alter the employee’s status as an employee-at-will.
• Permission to telecommute can be withdrawn at any time.
• The agreed-upon hours of work and how hours will be recorded.
• All telecommuting agreements will be reviewed for potential renewal every ninety (90) days.
• Expectations regarding how frequently the employee and the employee’s supervisor will communicate.
• Currently we request the employee communicate at least once per day with employee’s supervisor and attend any meetings via telephone, video teleconference, or other telecommunication system available to employees.
• Employee’s responsibilities for safeguarding the College’s equipment, information and work product.

Equipment and Technology Support

Unless otherwise approved, the employee will provide all furniture and equipment that the employee will need to telecommute except for the laptop that has been assigned to employee by the College. The College will not be responsible for any damage to employee’s personal furniture or equipment.

Any equipment supplied by the College must be used solely by employee and only for business purposes of the College. The employee is prohibited from allowing College equipment to be used by anyone else and should not use it for non-College business or personal use. Employee must return all of College’s equipment when the telecommuting arrangement ends. College’s technology support is available to assist employees who telecommute.

Employee access and connection to College’s network(s) may be monitored and may record dates, times, and duration of access.

Insurance

For the employee’s protection, employees should have their homeowners/ tenant’s liability policy endorsed to cover bodily injury and property damage to all third parties arising out of or relating to the business use of their home. Employees who live in rented property should be aware that their lease may not permit business use of the premises.

Security

The employee is responsible for securing from theft any of the College’s property. Employees must use secure remote access procedures. Employees agree to maintain confidentiality by using passwords and maintaining regular anti-virus protection and computer backup. Employee will not download College confidential, proprietary or trade secret information and/or intellectual property onto a non-secure device. Any paper or folders that the employee takes out of the office must be kept confidential and held in a safe place so it is not made available to any third parties (including members of the employee’s family). All records and information utilized and/or created by employee on behalf of the College are and remain the property of the College and subject to all College polices, including the College’s Intellectual Property policy.

Employee may not share the employee’s password with anyone outside of the College. If any unauthorized access or disclosure occurs, the employee must inform the College immediately.

Expenses

The College will not reimburse any additional expenses without advance approval from management. The College is not obligated to assume responsibility for operating costs, home maintenance, or other costs incurred by employees in the use of their homes as telecommuting alternate work locations.

Workers’ Compensation

Workers’ compensation does not apply to injuries to any third parties or members of the employee’s family on the employee’s premises.

Administration of This Policy

The Assistant Vice President of Human Resourcesis responsible for the administration of this policy. Employees with questions regarding this policy, including questions about telecommuting that are not addressed in this policy, should contact Human Resources.

Approved 08/01/2020

RECRUITMENT FOR OPEN POSITIONS

Except in circumstances involving adjunct faculty employees and assistant coaching positions (which are governed by other procedures) or temporary part-time positions (400 annual hours or less), at the time a supervisor knows of or anticipates an opening in a non-academic department, the following procedures will be followed. [1]

1)  The supervisor 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, the divisional vice president who seeks to fill the vacancy will bring the staffing request to a Cabinet meeting for discussion. If approval to fill the position is given the Division Vice President, the Vice President for Business & Finance, and the President will sign the staffing request and send it to Human Resources to begin the search process.

2)  The Assistant Vice President of Human Resources will review the job announcement to assure compliance with professional and equal employment opportunity standards. Human Resources will place the finalized job announcement in local and regional job boards, and in appropriate national or regional professional publications. The notice will contain minimum job eligibility requirements, the steps to apply using the College’s Applicant Tracking System (ATS), and a deadline for applications.

3) A search committee will be formed.  The names of the committee members will be sent to Human Resources so that search committee members receive DEI/anti-bias training before commencing work.   Search committees should include representative individuals who will work closely with the position sought to be filled.  The committee should be involved at all stages of the candidate selection process and will have access to the job description. Salary ranges will be kept confidential.  The duty of the search committee is to find and recommend the best-qualified candidate.

4) After all applications are reviewed, those candidates identified as having appropriate qualifications and work experiences, and who appear potentially suited for the position should be scheduled for a Zoom interview to determine who to bring to campus for an in-person interview.  The decision to invite candidates is to be made after such a conference and relayed to the candidate by the committee chair.

5)  Communications with candidates regarding scheduling campus interviews 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 Assistant Vice President of Human Resources or the committee chairman as soon as possible.

6) Arrangements for the interview schedule (and when appropriate and applicable, lodging, entertainment and travel support) are the responsibility of the search committee chair and the Office of Human Resources. Careful attention is to be given to keeping candidate evaluation costs within reason.

• When appropriate and available, the candidate should be entertained on campus at the Pfeiffer Dining Hall or Kent Campus Center as the primary intent of a campus interviewing is to allow the candidate to see the campus.
• Restaurants and accommodations in Indianola should be used if possible.
• The number of people involved with meals should be kept to a minimum.
• Under no circumstances is the cost of liquor to be charged against any college or departmental account.

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

8) After review of all input and data collection concerning each candidate, the search chair will review with the division vice president to determine if an offer should be extended.

9)  Salary offers and offers regarding moving costs are to be made by the divisional vice president or Human Resources unless otherwise directed.  No other special agreements can be offered without approval of the President.

10)  When the applicant accepts a job offer, the search chair/supervisor will inform the Assistant Vice President of Human Resources so that an employment agreement (if applicable and appropriate) can be drafted and sent.  The supervisor will also draft a first week schedule for the new hire; scheduling meetings that will include Human Resources to complete necessary forms, IT for technology on-boarding and other relevant departments or individuals to bring the new hire up to speed.

ACCESS TO PERSONNEL FILES

Employees shall have access to their personnel files in accordance with the Employee Access to Personnel Files Act (Chapter 91B.1 of the Code of Iowa), subject to the following:

1. The College and the employee shall agree on the time the employee may have access to the employee’s personnel file and a representative of the College may be present;
2. An employee shall not have access to employment references written for the employee;
3. The College may charge a reasonable fee for each copy made by the College for an employee of an item in the employee’s personnel file, except that the charge shall not exceed what a commercial photocopying service would charge.

CHANGES IN NAME AND CONTACT INFORMATION

Your personnel records should be kept up to date.  It is important that the College be informed of any changes in your home address, personal email address, telephone number, marital status, dependent information, or other pertinent data so your paycheck and W-2 information can be kept up to date. It is the responsibility of each employee to promptly notify the College of any such changes.  If this information is not correct, problems could arise concerning your taxes, employee benefits, and other important matters.  If you have any changes, please contact your supervisor or Director of Human Resources.

EMPLOYMENT ORIENTATION PERIOD

All new non-exempt employees and all new exempt employees below the Cabinet level (except probationary track faculty) will work through an Employment Orientation Period. The Employment Orientation Period is ninety (90) days for non-exempt employees and six (6) months for exempt employees. The purpose of the Employment Orientation Period is to:

• Ensure the position remains as described during the interview process;
• Confirm the employee demonstrates the skills to be successful in the position;
• Provide a period of adjustment to the College community;
• Conduct orientations and training as required;
• Communicate Simpson College employment expectations; and
• Provide an opportunity for the employee to review and commit to these standards.

Supervisors are responsible for completing an evaluation on the employee’s progress during the orientation period and at the completion of the orientation period. All new employees should meet with their supervisor at monthly intervals to complete the orientation evaluations in addition to any regularly scheduled weekly/biweekly meetings.

Holidays and any days off will be taken into account when calculating the three (3) or six (6) months of the orientation period and/or any extensions, and will be extended accordingly.

At the end of the orientation period review, supervisors will recommend one (1) of three (3) courses of action in writing:

• Employment will continue and the orientation period will be completed;
• Employment will continue but the orientation period will be extended due to either specific performance issues or to allow the supervisor additional time to evaluate performance during a typical workload; or
• Employment will be severed because the employee is not likely to be successful in the position (requires advance consultation with the Assistant Vice President of Human Resources and the applicable department head).

In cases of employee misconduct or extreme poor performance, employment may be terminated before reaching the end of the Employment Orientation Period, if warranted and appropriate under the circumstances.

Successful completion of the Employment Orientation Period and/or conferral of regular status does not change an employee’s status as an employee-at-will.

PROMOTIONS AND TRANSFERS

Job promotion is based on merit.  It is the College’s policy to fill vacancies through a promotion process.  Many times it is necessary to employ persons from outside the College for positions that require special experience or skills.  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 due consideration.  Such transfers are made only when they are satisfactory to both the employee and the College.

CORRECTIVE ACTION / EMPLOYEE DISCIPLINE

The College reserves the right to exercise judgment in determining behavior and/or infractions of policy that might subject an employee to discipline or corrective action.  When an employee’s work performance, work behaviors, or compliance with policy do not meet expectations of the College, discipline may occur. The circumstances will determine the nature and severity of the discipline which may include, but is not limited to, verbal or informal counseling, a verbal warning, written warning, suspension without pay, or termination.  Disciplinary documentation signed by the supervisor is presented to the employee for a signature as acknowledgment of the receipt of the discipline, and retained in the employee’s personnel file. Any documentation related to the incident should be attached.

Nothing contained in this policy is intended to affect the “at will” status of the employment relationship or create an obligation to use progressive steps in employee discipline.

ANNUAL PERFORMANCE EVALUATIONS

The College will conduct annual written performance assessments. Employees will complete a self-assessment; their supervisor will also complete as assessment. These reviews include a written performance appraisal and discussion between the employee and the supervisor about job performance, and goal setting for the coming year.

Human Resources will send an orientation period review to supervisors approximately 90 days after a new employee begins to review performance as well as set goals for the coming year.  The schedule for all other performance assessments will typically occur over the summer months. The President shall evaluate the Vice Presidents in the same time frame.

Evaluations should be thorough and allow for open discussion.  Resources and a guide to completing and holding a performance review can be found on the Human Resources site on SC Connect.

When a performance assessment form is complete, it should be sent to the divisional vice president for review and approval via signature. After the assessment has been approved by the division vice president, the supervisor should administer the assessment to the employee. After the assessment has been administered, the completed assessment form should besent to Human Resources and will be maintained in the employee’s personnel file.

Communication between employees and their supervisors is very important. Discussions regarding job performance should be ongoing. Employees should feel free to initiate conversations with their supervisors at any time if they want or need additional feedback.

SALARY ADJUSTMENTS

In years when salary adjustments are available, using individual productivity during the preceding year, divisional vice presidents will make recommendations regarding individual salary adjustments for each employee in their division to the President and Vice President for Business and Finance. Typically, only those individuals employed by the College prior to May 31 will be eligible for a salary adjustment.  The effective date of a salary adjustment will be determined by the Board of Trustees, in consultation with the President.

Simpson College follows the regulations established by the Department of Education and the Department of Health and Human Services regarding student financial assistance programs. Simpson will not allow or tolerate a supervisor suggesting that recruitment goals would be tied in any way to an increase in compensation.  As such and in accordance with 34 CRF 668.14(B)(22)(I), Simpson College does NOT provide any commission, bonus, or other incentive payment based in any part directly or indirectly, upon success in securing enrollments or the award of financial aid, to any person or entity who is engaged in any student recruitment of admission activity or in making decisions regarding the award of title IV HEA program funds.

Revised 9/24/2014
Updated 8/3/2024

[1] 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.

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IV. Pay and Hours

A. Employee Categories

The descriptions below are used throughout this Handbook to describe the various classifications of employees.  Sometimes employees can be classified into more than one type at a time.  The purpose of this is to determine employee participation in the College’s benefit programs, wage or salary reviews, or any time employment level is used to define a group of employees.  The following is an explanation of each classification.

Temporary Employee

Temporary employees are hired for a specific period of time, project or assignment.  The employee is paid for actual hours worked and is not eligible for vacation, paid sick leave, group insurance or retirement benefits, or other paid leave benefits.  Employees hired for a specific project or period of time will not experience a change in status simply because they remain in employment for a longer period of time than initially expected.

Regular Part-Time Employee

Employees who regularly work less than 30 hours per week.   Part-time employees who are regularly scheduled to work a minimum of 20 hours per week or more (12 months per year) are eligible for vacation, paid sick leave and retirement benefits. Leave accruals will be prorated according to their FTE status. The benefits available are outlined in this Handbook. Some part-time employees may be eligible for group insurance and retirement benefits, depending on the number of hours they are regularly scheduled to work, and only as designated in the Benefits section of this Handbook or in the official Plan documents.

Academic Calendar Year Part-Time Employee

Part-time employees who work the Academic Calendar Year (ACY) who are regularly scheduled to work a minimum of 20 hours per week and less than 30 hours per week, 10 months per year, are eligible for personal time, paid sick leave, and retirement benefits.  The benefits available are outlined in this Handbook and in the official Plan documents.

Regular Full-Time Employee

Employees who regularly work 30 or more hours per week.  Full-time employees are eligible for vacation, paid sick leave, and group insurance and retirement benefits.  The benefits available are outlined in this Handbook and in the official Plan documents. Full-time regular employees can be further classified as Exempt or Non-Exempt as explained below.

Academic Calendar Year Full-Time Employee

Employees who regularly works 30 or more hours per week during the Academic Calendar Year (ACY).  Full-time ACY employees are eligible for paid personal time, paid sick leave, and group insurance and retirement benefits.  The benefits available are outlined in this Handbook and in the official Plan documents.  Full-time ACY employees can be further classified as Exempt or Non-Exempt as explained below.

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B. Non-Exempt and Exempt Employees

Employees are also classified as either non-exempt or exempt under the minimum wage and overtime provisions of the Fair Labor Standards Act and any applicable state laws.

Non-Exempt Employees

Non-Exempt employees are entitled to pay at one and one-half times the employee’s regular rate for work performed in excess of 40 hours in a workweek.  Non-exempt employees may not work any hours that are outside their regularly scheduled hours unless advance approval has been received from a supervisor.  Do not start work early, perform work prior to clocking in, finish work late, continue to work after clocking out, work during a meal break, work from home, or perform any other extra work or overtime unless you are authorized to do so and that time is recorded in your time record.  Employees are prohibited from performing any “off-the-clock” work.   “Off-the-clock” work means work you perform but fail to report.  Any employees who fail to report or inaccurately reports any hours worked will be subject to disciplinary action, up to and including termination.

Exempt Employees

Exempt employees under the Fair Labor Standards Act are paid on a salary basis and do not receive overtime compensation; they receive the same compensation for each workweek regardless of the number of hours worked each day, except in certain circumstances as outlined below. Therefore, if you are classified as an exempt employee, you will receive a salary which is intended to compensate you for all hours you may work for the College in that pay period.  This salary will be established at the time of hire or when you become classified as an exempt employee.  While it may be subject to review and modification from time to time, such as during salary review times, the salary will be a predetermined amount that will not be subject to deductions for variations in the quantity or quality of the work you perform.

That being said, your salary is subject to certain deductions under applicable law.  For example, the following deductions from your salary can be made:

• Full day absences for personal reasons, other than sickness or disability.
• Full day absences for sickness or disability and the deduction is made pursuant to a bona fide plan, policy or practice of paying wage-replacement benefits.
• Partial or full day deductions as penalties for violations of a safety rule of major significance.
• Full day disciplinary suspensions for violations of workplace conduct rules.
• Family and Medical Leave absences (either full or partial day absences).
• To offset amounts received as payment for jury duty or military pay.
• The first or last week of employment in the event you work less than a full week.
• Any full week in which you do not perform any work.

Your salary may also be reduced for certain types of deductions such as your portion of health, dental, or life insurance premiums; state, federal or local taxes, social security; or, voluntary contributions to a 401(k) or pension plan.

Please note: Employees may be required to use accrued paid sick leave or vacation for full or partial day absences for personal reasons, sickness or disability.  However, an exempt employee’s pay will not be reduced for partial day absences if they have exhausted their paid sick leave and vacation balances. Under some such circumstances, the employee may be subject to disciplinary action for excessive absences.

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C. Work Week

The workday is 7.75 hours and the workweek begins at 12:01 a.m. Sunday and ends at 12:00 p.m. Saturday, for a total of 38.75 hours.  However, when wages of non-exempt employees are expressed as a salary, the converted hourly wage rate is computed and paid for based on a 40-hour workweek.  On occasion certain departments may require overtime. As discussed in the following section, overtime compensation will be paid only after an employee has worked 40 hours in a given week, not after the 38.75 usually worked during the scheduled work week.

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D. Pay Periods and Pay Dates

Faculty and Exempt Staff Pay Periods and Pay Dates.

Payroll is monthly. The pay period runs from the first through the last day of each month. Faculty and Exempt Staff Pay Dates are on the last working day of each month (except December when pay day is on the last banking day of the year.)

• Faculty members are typically paid over 12 months; 1/12 of their annual salary each month from September through August.
• Exempt staff (administration) are paid 1/12 of their annual salary each month. New hires are paid a pro-rated amount of their monthly salary on the last working day of the month in which they begin employment. Salaries of exempt staff are based on a standard 40-hour week. Total hours per pay period will vary based on the number of working days in the month. The pay periods are used to accrue vacation and sick leave earned and to deduct vacation, sick leave, and other types of leave used.

Non-Exempt (Hourly) Staff Pay Periods and Pay Dates.

Payroll is biweekly. The pay period ends on Saturday. An automated timecard system for non-exempt staff is used. This system is accessed through SC Connect and is call Self Service Time Entry.  Employees have until 12:00 noon the following Monday to complete and submit timecards to their supervisors. Supervisors have until 4:00 pm Monday to approve all of their employee’s timecards. Non-exempt Staff are paid on Friday following the end of each biweekly pay period.

• Full-time, non-exempt staff are paid on an hourly basis according to hours reported on their biweekly timecard. Vacation and sick leave are accrued each pay period, and leave used is deducted from leave balances each pay period.

If a full-time, non-exempt staff employee works over 40 hours in one work week, the number of hours over 40 hours is paid at one and one-half times the regular rate (OT on the timecards). Any type of leave used counts toward weekly hours, but does not count as “hours worked” for purposes of determining entitled to overtime and is paid at the straight time rate. All overtime must be pre-approved by the supervisor. Comp time is not allowed. Flexible hours within a week may be worked in order to prevent overtime (i.e., longer days early in the week may be offset by shorter days later in the week).

Leave hours are earned based on an 8-hour day and therefore full days off need to be entered as 7.75 hours off.

• Part-time, non-exempt staff are paid on an hourly basis according to the pay periods. The number of hours over 40 hours is paid at time and a half (OT on the timecards). Part-time, non-exempt staff employees who work a minimum of 20 hours per week, year-round, earn a pro-rated amount of vacation, personal, holiday, and sick leave. Any type of leave used counts toward weekly hours, but does not count as “hours worked” for purposes of determining overtime compensation and is paid at the straight time rate.

Non-Regular Pay (Stipends, Overload, and Supplemental Pay):

Non-regular pay must be approved by the appropriate department chair or vice president and submitted to payroll by the 15th of each month for inclusion in that month’s pay.

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E. Overtime

Non-exempt employees are to work overtime only at the request and authorization of your supervisor.  Only non-exempt employees will be paid overtime.

Work schedules should not exceed over 40 hours per week, unless approved by your immediate supervisor.  If possible, when an employee is required to work beyond their regular schedule, their supervisor should make every effort to arrange to flex time and adjust the employee schedule in the same workweek.

Qualifying non-exempt employees will earn overtime at a rate of one- and one-half times their regular rate of pay for all hours worked over forty in a workweek.  Overtime compensation will be paid only after an employee has worked 40 hours in a given workweek. Hours paid for vacation, sick leave, holiday, or any other non-working time do not constitute “hours worked” and will not be used in determining entitlement to overtime compensation or the overtime calculation.

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F. Payroll deductions

Every payday your earnings statement will show the deductions which you have authorized from your gross earnings.  They include, for example, all Federal and State withholdings, Social Security, Medicare, deductions for the employee’s portion medical and dental and vision insurance premiums, flexible spending or HSA accounts for medical and/or dependent care, optional life insurance, retirement, pledges, rent (if living in college housing), and other items as requested, and reductions for applicable retirement plan contributions, among others.

Federal and State tax withholdings are calculated using the information you have supplied the College or on your W-4 forms.  This form designates the number of allowances you wish to claim, your marital status and any additional amounts you wish to have withheld.  You may make changes to your W-4 status anytime by completing a new form and submitting it to Human Resources.

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G. Direct Deposit

Simpson College requires all new employees to utilize payroll direct deposit into a checking or savings account at any financial institution that an employee chooses.  Multiple direct deposit accounts are allowed. Staff and faculty can view earnings statement in the payroll and tax information on SC Connect. Employees may make changes to their direct deposits by submitting a new direct deposit authorization form at least one week prior to the scheduled pay date.

QUESTIONS: Payroll questions should be directed to the Payroll Coordinator, at x.1510.Funds will be deposited and available for withdrawal on your payday.

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H. Review Your Earnings Statement

Simpson College’s policy and practice is to accurately compensate employees and to do so in compliance with all applicable state and federal laws. The College makes every effort to ensure employees are paid correctly.  Occasionally, however, unintentional errors happen.  Mistakes brought to our attention will be promptly corrected. To ensure that you are paid properly for all time worked and that no improper deductions are made, you must record correctly all work time and review your earnings statements promptly to identify and to report any errors.

If you believe your wages have been subject to any improper deductions or your pay does not accurately reflect all hours worked, you should report your concerns to your supervisor or the Director of Human Resources.  The College will promptly investigate and make corrections, as applicable.

I. Time Records

You must maintain a record of the total hours you work each day.  Your time record must accurately reflect all regular and overtime hours worked, any absences, late arrivals, early departures, and meal breaks utilizing the approved Web Time Entry (WTE) Timecard Entry Hints.

It is a violation of Simpson College’s policy for any employee to falsify a time record, or to alter another employee’s time record.  It is also a serious violation of College policy for any employee or supervisor to instruct another employee to incorrectly or falsely report hours worked, to alter another employee’s timecard, or to under or over report hours worked.  If any supervisor or employee instructs you to (1) incorrectly or falsely under or over report your hours worked, or (2) alter another employee’s time records to inaccurately or falsely report that employee’s hours worked, you should report it immediately to the Director of Human Resources or the Vice President for Business and Finance.

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J. Payment Upon Death of An Employee

In the event of the death of an individual while employed by the College, his/her estate shall be paid his/her salary or regular wage for the month (1/12 annual salary) in which the death occurred and two additional months.

If a full-time employee who has served the College for at least six consecutive years dies while employed by the College, the spouse and children of that employee are guaranteed the same tuition remission benefit that they would have received if the deceased had continued his/her employment at the College.

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K. Rest Periods

Employees shall be allowed paid rest periods (or coffee breaks) of 15 minutes maximum each half-day, provided such interruption in work does not interfere with the performance of the employee’s responsibilities or the efficiency of the department. If a rest period is permitted, it should be taken at times within the workday to be arranged by the supervisor, normally mid-morning and mid-afternoon. The work supervisor is responsible to ensure that this privilege is not abused.

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L. Break for Nursing Mothers

For up to one year after the child’s birth, any lactating employee who is breastfeeding will be provided reasonable paid times to express milk at work. The College will provide a clean, private, shielded from view, and secure room that is not a bathroom near the work area that includes access to an electrical outlet for employees to express milk.

If you are a nursing mother and require breaks to express breast milk during the day, please contact your supervisor or Human Resources for information and to make arrangements to accommodate your needs.

Lactation breaks will be unpaid after they exceed 20 minutes in length and will be recorded on timesheets where appropriate. If the lactation break coincides with an unpaid meal break, the entire break will be unpaid.

Updated 6/18/2024

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M. Meal Periods

Employees are encouraged to take a meal break each day. Non-exempt employees are required to clock out during meal breaks that are 20 minutes or longer in duration.  During a meal break, any non-exempt employee is not permitted to perform work of any type.

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N. Dining Hall Privileges

Employees and their families are welcome to utilize the College dining hall. Door prices for faculty and staff dining will be set by Food Services.

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O. Travel Training Policy

In the course of employment an employee may be asked to attend training or educational classes that would not only enhance their skills and abilities, but also be necessary for the continued satisfactory performance of his or her job. An example would include computer training needed with the implementation of a new system.  Such classes or training may require an employee to travel and attend seminars for a period longer than the normal 8-hour workday.  Travel time and attendance at seminar sessions will be considered time at work.  In such situations, the non-exempt employee and supervisor must determine the number of hours by which the employee’s hours worked will exceed eight hours. Items such as banquets, social hours or receptions not required to complete the program or for certification, but which are included in the days’ events are strictly voluntary and attendance will not be counted as time at work.  Employees are, however, welcome to attend for their own pleasure.  Where training and travel time result in a number of hours worked in the workday which exceeds eight hours, the supervisor may rearrange the non-exempt employee’s schedule within the same workweek by reducing the number of hours worked on an alternative workday by an amount equal to the hours, or seek approval from the employee’s divisional vice president for overtime hours.  This information should then be communicated to Human Resources and the Payroll Coordinator on the employee’s monthly timesheet via WTE.

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P. Travel Time In General

Commute time to work: Time spent during home-to-work travel by an employee in an employer-provided or personal vehicle, generally is not “hours worked” and, therefore, are not paid.

Commute time or downtime during work hours: After you arrive at your first work site, time spent traveling to other work sites or downtime is considered compensable work time. Examples of “down-time” might include a situation in which you have timely arrived for a meeting but are awaiting past the scheduled start time for the meeting to begin.

Commute time home: Your compensable time ends when leaving your work site for the day on your commute home.

Airline business travel: When airline business travel that will keep a non-exempt employee away from home overnight occurs during a non-exempt employee’s regular work hours on a regular workday, the time is compensable.   If airline business travel occurs on a non-regular workday, the non-exempt employee is paid for any travel time that cuts across their normal work hours as if this had occurred on a regular workday.   In those non-regular workday instances, time spent traveling to and from the airport, including going through security and sitting at the gate, generally is not “hours worked” and, therefore, are not compensable. Compensable time begins when you board the plane.  An exception to this would occur if, after going through security, work is being done while sitting at the gate awaiting boarding, then that work is compensable. Any compensable time, outside normal work hours, must have management’s pre-authorized, written approval.

Automotive business travel: For non-exempt employees needing to work from another business location, compensable time begins when you exceed your normal commute to your office. When business travel that will keep a non-exempt employee away from home overnight occurs during a non-exempt employee’s regular work hours on a regular workday, the time is compensable.   If business travel occurs on a non-regular workday, the non-exempt employee is paid for any travel time that cuts across their normal work hours as if this had occurred on a regular workday. Any compensable time, outside normal work hours, must have management’s pre-authorized, written approval.

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V. Time Away From Work

 A. Institutional Holidays

The following days are institutional holidays for which all full-time employees are paid and excused from regular duties, except those who may be needed for emergencies or unusual circumstances:

New Year’s Day	one working day
Martin Luther King Day	one working day
Easter	one working day
Memorial Day	one working day
Juneteenth	one working day
Independence Day	one working day
Labor Day	Offices are open on Labor Day; employee gets one working day as a floating holiday
Thanksgiving	two working days
Christmas	five working days – see below*

 

*The office schedule for the Christmas and New Year’s holidays is flexible and published each fall at the discretion of the President.

Part-time regular employees who work at least 20 hours per week, year-round are granted time off in accordance with hours regularly worked that day.

If a non-exempt employee must work on a paid holiday, that employee will be paid double time for that day or will be given equivalent time off during the same week as the paid holiday.  Double time is calculated as holiday pay plus straight time for the hours worked on the holiday.

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B. Holiday Pay for Compressed Work Week Schedule

A full-time regular work schedule is a 5-day work week, with one day equaling 20% of the work week.  For holidays, an employee receives 8 hours of holiday compensation (20% of the regular work schedule) for each day the College is closed in observance of a holiday.

For holiday pay-eligible employees whose regular work week schedule is compressed to fewer than five days during a week, the holiday pay calculation is different. Full-time employees who regularly work a compressed work week schedule will receive 8 hours of holiday pay regardless of the percentage their compressed scheduled hours bear to their regular work schedule.

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C. Veterans’ Day Holiday

Simpson College allows its employees who are veterans to schedule the day off on Veteran’s Day, November 11, unless to do so would impact public health or safety or cause the College to experience significant economic or operational disruption.

Employees who are veterans and who wish to take Veteran’s Day off must provide the College with a written request at least one month prior to Veteran’s Day. Exempt or non-exempt staff may elect to apply vacation or personal time to this day; otherwise the time off is unpaid. The employee’s federal certificate of release or discharge from active duty, or similar federal document must be included with the request to allow the College to verify the employee’s eligibility for the benefit. On or before November 1, the College will notify each employee who has submitted a timely written request as to whether the request is granted. The College reserves the right to deny a request if it is determined that to grant it would impact public health or safety or would cause the College to experience significant economic or operational disruption. Under those circumstances, the College will deny time off to the minimum number of employees needed by the College in order to protect public health and safety or to maintain minimum operational capacity, as applicable.

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D. Vacation

The College believes that periodic breaks from work benefit the health and well-being of its employees. The following vacation benefit policy describes the procedures and accruals for paid time off intended for rest and relaxation or to attend to personal circumstances that necessitate an absence from work.

Whenever possible, the College will grant earned vacation at the convenience of the employee. However, requests will be reviewed based on a number of factors, including departmental needs and staffing requirements. All vacation use must be approved by your supervisor prior to use.

VACATION ACCRUAL

NON-EXEMPT STAFF

Vacation for non-exempt employees working full-time and the entire year (12 months) will accrue using the following schedule:

0 to 4 years:   10 days (80 hours) annually (6.67 hours per month)

5 to 9 years:   15 days (120 hours) annually (10 hours per month)

10+ years:     20 days (160 hours) annually (13.34 hours per month)

• Part-time employees who work a minimum of 20 hours per week the entire year (12 months) will earn vacation at the percentage of FTE their position is assigned.  (i.e. half-time equals .5 FTE).
• Temporary, seasonal, adjunct or student status employees are not eligible for vacation benefits.
• Vacation will begin accruing the month of hire. The first month of employment will be pro-rated to hire date.
• Vacation accrual is posted monthly on the College’s payroll system (pay advice).
• Years of service advancement is granted for continuous employment.
• Vacation time is paid using base rate of pay when the vacation is taken.
• Maximum accrual is 240 hours.
• Employees shall be paid their accrued unused vacation time upon termination of employment, unless the employee quits without providing the required notice or is involuntarily terminated as a disciplinary action (not a performance reason), in which case such accrued unused vacation at the time of termination is forfeited.

EXEMPT STAFF (EXCLUDING CERTAIN ATHLETIC DEPARTMENT PERSONNEL)

Exempt staff employees who are full-time and work twelve (12) months per year accrue vacation at the rate of 13.34 hours per month for every month worked or 20 days (160 hours) over a 12-month period. Effective June 1, 2021, this section does not apply to the Director of Athletics, the Assistant Director of Athletics, the Sports Information Director, the Assistant Sports Information Director, and Athletic Department exempt staff who serve as full-time Athletic Team Coaches pursuant to a Coach Appointment Agreement with the College. These employees do not accrue paid vacation time and are not eligible for this benefit.

Vacation use must be approved in advance by the employee’s supervisor, taking into consideration the needs of the department and vacation requests made by other employees in the department.

• Vacation accrual is posted monthly on the College’s payroll system (pay advice).
• Vacation begins accruing the month of hire.  The first month of employment will be pro-rated.
• Vacation time is paid using base rate of pay when the vacation is taken.
• Paid vacation can be used in one-hour increments.
• Maximum accrual is 240 hours.
• Employees shall be paid their accrued unused vacation time upon termination of employment, unless the employee quits without providing the required notice or is involuntarily terminated as a disciplinary action (not a performance reason), in which case such accrued unused vacation at the time of termination is forfeited.

ACADEMIC YEAR ONLY STAFF (EXEMPT AND NON-EXEMPT)

Individuals working the academic year (9 months) will receive a bank of personal days each September 1. This time is to be used at their discretion over the course of the academic year after obtaining supervisor approval for usage.

• Full-time, academic year only staff will receive a bank of 64 hours personal time.  Part-time academic year only staff will receive a bank of personal hours based on their FTE equivalence.
• Individuals starting after September 1 will receive a pro-rated bank of time.
• Time is paid using base rate of pay when the vacation is taken.
• This time will not carry over to subsequent years; hours not used during the academic year are forfeited.

Other Conditions of Vacation Leave

In order to allow the coordination of paid vacation and sick leave with Family & Medical Leave Act leave (FMLA), all employees seeking to take a vacation will be required to provide enough information to their supervisor and/or Human Resources about the nature and purpose of the leave to allow a determination of whether the leave is appropriately qualified as FMLA leave. If the paid vacation also qualifies as FMLA leave, the leave will be so designated, and the paid vacation (and/or sick) leave will run concurrently with FMLA leave, as specified in the College’s FMLA policy.

All employees will be required to record vacation time used monthly on the College’s Time tracking system. Late or inaccurate reporting of vacation leave will be considered a negative performance issue, and depending on the circumstances, may subject an employee to disciplinary action.

When an authorized paid holiday falls within an employee’s vacation period, the employee will not be charged a vacation day; the employee will be paid for the holiday instead.

If an employee becomes ill during a vacation, that time cannot be converted to sick leave.

In the event an employee has exhausted his or her accrued vacation, any time off requested that does not qualify as sick leave or a protected leave (e.g., FMLA, workers’ compensation) will be unexcused and may be considered a negative performance issue.

Revised: November 1, 2024

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E. Sick Leave

Paid sick leave is provided to prevent loss of income or financial hardship during necessary periods of absence from work caused by illness or non-work-related injury. Employees may use paid sick leave for absence due to personal illness or medical appointments. Accrued sick leave may also be used to care for a spouse/domestic partner, child or parent as a result of personal illness or medical appointments.

Sick leave is accrued at the rate of one day (8 hours) for each month of employment, with the maximum accrual limited to 90 days (720 hours). Accrual will begin upon the first full month of employment.  A supervisor or department head may require a statement from a doctor documenting any absence of three days or more.

An employee who works less than full-time, but at least half-time accrues sick leave based on their FTE.  Faculty do not accumulate sick leave. Accumulated sick leave is accrued and posted monthly on the pay deposit slip in hours accrued.

All time off for personal or family illness will be charged against sick leave. If no accrued time is available, the employee may use accrued vacation time or take the time without pay.

When employees cannot work because of personal or family illness, they should call their supervisor immediately and explain the reason for their absence. In addition, the supervisor should be kept informed of the progress and when to expect the employee back on the job.

Sick leave with pay will be granted only for time lost on the basis of a regular workweek or less, and not overtime or premium pay.

When an employee goes from full-time to part-time, the sick leave will be prorated on the same basis as the part-time work. For example, a full-time employee who has accrued 10 days leave will retain five of these days when going to one-half time.

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F. Accumulated Sick Leave Pay-Out for Non-Exempt Employees

Non-exempt employees who retire at age 62 or older, and non-exempt employees who voluntarily leave the employ of the College after 20 years of service, will be paid his or her accrued unused sick leave, said payout being subject to a $2,000 maximum limit.  Accrued unused sick leave in excess of that limit shall be deemed forfeited.

Amended and restated April 3, 2023

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G. Paid Personal Day

Full-time regular non-exempt employees working on a twelve (12) month schedule will receive eight (8) hours of paid personal time.  Paid personal time will be added to leave banks at the time of hire. Paid personal time will accrue in the same month each year thereafter. As with all time off, supervisor approval is necessary.  Paid personal time can be used in as little as a one-hour increments. This time will not accumulate, so needs to be used prior to the next anniversary month. Part-time, non-exempt staff who work a minimum of 20 hours per week, year-round, will earn a pro-rated amount based on their full-time equivalent status.

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H. Paid Bereavement (Funeral) Leave

A regular employee is eligible to take paid time off in the event of a death of immediate and extended family members.

• You may be excused with pay for up to five working days in the event of the death of an immediate family member.

Immediate family is defined as the mother, father, spouse/domestic partner, son, daughter, foster child, brother, sister, or grandchild of the employee.

• You may be excused with pay for up to three working days in the event of the death of a grandparent or grandparent-in-law, mother or father-in-law, sister or brother-in-law and daughter or son-in-law.

Requests to attend funerals of other relatives or friends will be given consideration by the employee’s supervisor and, if possible, will be granted, as vacation or time without pay.

Updated & Approved by Cabinet March 18, 2019

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I. Family and Medical Leaves of Absence

Revised and restated: February 15, 2018

PART A. Employees Who Qualify for a Leave Under the Family and

Medical Leave Act of 1993

The College will grant a leave of absence to regular full-time and regular part-time employees (who meet the requirements described below) for:

• the care of a child after birth or placement with the employee for adoption or foster care;
• the care of a family member (spouse, child, or parent) with a serious health condition;
• an employee’s own serious health condition that makes the employee unable to perform the functions of the employee’s job, or incapacity due to the employee’s pregnancy or prenatal medical care;
• any qualifying exigency (as defined below) arising out of the fact that a family member (spouse, son, daughter or parent) is serving in any branch of the Armed Forces, including a member of the National Guard or Reserves on active duty or has been notified of an impending call or order to active duty; or
• the care of a service member with a serious injury or illness if the employee is the spouse, child, parent or next of kin of the service member.

Leaves will be granted for a period of up to twelve weeks (or up to 26 weeks in the case of care for a service member, as discussed below) in any twelve-month period.   Except in the case of leave to care for a covered service member with a serious illness or injury, the twelve-month period is a rolling period, measured backward from the date any qualifying leave is taken.  In the case of leave to care for a covered service member with a serious illness or injury, the twelve-month period is measured forward beginning on the date the employee first takes FMLA leave.

An employee must have completed at least twelve months of service with the College and have worked a minimum of 1,250 hours in the twelve-month period preceding the leave to be eligible for such leave. All periods of absence from work due to or necessitated by USERRA-covered service is counted in determining an employee’s eligibility for FMLA leave. An employee must also be employed at a worksite where 50 or more employees are employed by the College within a 75 mile radius of that worksite. Service prior to a break in service of less than seven years will be counted in determining whether the employee has completed at least twelve months of service with the College. Service prior to a break in service lasting seven years or more will be counted only when the break in service has been caused by the fulfillment of USERRA-covered service obligations.

Employees who do not meet these requirements may apply for a leave of absence subject to the conditions described in Part B of this policy.

Scope of Child/Family Care/ Military Exigency Leave

You may request a leave of absence to care for a child after birth, or placement in your home for adoption or foster care.   An employee’s entitlement to leave for a birth or placement for adoption or foster care expires at the end of a 12-month period beginning on the date of birth or placement.

You may also request a leave of absence to care for a covered family member with a serious health condition (as defined below). A covered family member is a spouse; a biological, adoptive, step or foster parent, but not an “in law”; a biological, adoptive, step or foster child, or legal ward who is under age 18, or who is 18 or older and incapable of self-care because of a mental or physical disability at the time that FMLA leave is to commence.

You may also request a leave of absence because of any qualifying exigency arising out of the fact that the spouse, or a son, daughter, or parent of the employee is a member of any branch of the Armed Forces, including a member of the National Guard or Reserves on covered active duty in a foreign country (or has been notified of an impending call or order to covered active duty in a foreign country) in support of a contingency operation.  A qualifying military exigency means: (a) short-notice deployment (up to seven days of leave if the military member receives seven or less days’ notice of a call to active duty); (b) military events and related activities; (c) certain temporary or alternative childcare arrangements and school activities (excluding ongoing regular childcare); (d) making or updating financial and legal arrangements to address the service member’s absence resulting from active duty status; (e) counseling by a non-medical counselor, such as a member of the clergy, arising from the active duty or call to active duty; (f) rest and recuperation (up to fifteen days of leave when the military member is on short-term, temporary rest and recuperation leave); (g) parental care leave for a military member’s parent who is incapable of self-care when the change in care is necessitated by the member’s covered active duty and/or (h) post-deployment military activities.

Leave for Employee’s Serious Health Condition

You may request a leave of absence in the event that your own serious health condition renders you unable to perform the functions of your position.  An employee is unable to perform the functions of his or her position when the employee either cannot work at all or is unable to perform any one of the essential functions of his or her position within the meaning of the Americans with Disabilities Act.  An employee who must be absent to receive medical treatment for a serious health condition is considered to be unable to perform the essential functions of the position during the absence for treatment.

Serious Health Condition Defined

The Family & Medical Leave Act broadly describes a serious health condition as an illness, injury, impairment, or physical or mental condition that involves either inpatient care or continuing treatment by a health care provider.

The term “continuing treatment” is defined in the Department of Labor regulations as including five different scenarios:

• A period of incapacity of more than three full consecutive calendar days involving two or more treatments within 30 days of the first day of incapacity (absent extenuating circumstances), by or under the orders of a health care provider, or treatment by a health care provider on at least one occasion that results in a supervised regimen of continuing treatment (for example, prescription medications or specialized therapy). Treatment by a health care provider requires an in-person visit with the health care provider, the first (or only) in-person treatment visit taking place within seven days of the first day of incapacity;
• Pregnancy (including severe morning sickness) and time needed for prenatal visits;
• A chronic health condition, such as asthma, diabetes, or epilepsy, which require at least two visits for treatment by a healthcare provider per year;
• A long-term condition such as Alzheimer’s, a severe stroke, or the terminal stages of a disease, for which treatment may not be effective; and
• Restorative surgery after an accident or other injury, or a condition that is likely to result in a period of incapacity of more than three full consecutive calendar days if left untreated, such as physical therapy for severe arthritis or chemotherapy for cancer.

(Note: any period of incapacity that is the result of pregnancy or a chronic serious health condition, such as morning sickness or an asthma attack, qualifies for FMLA leave even if the employee does not receive treatment from a health care provider or the absence does not last more than three full, consecutive days.)

Service Member Family Leave

An eligible employee who is the spouse, son, daughter, parent, or next of kin (usually, the nearest blood relative) of a covered service member shall be entitled to a total of 26 work weeks of leave during a twelve (12) month period to care for the service member. The leave described in this paragraph shall be available only during a single 12-month period, measured from the date the employee’s first FMLA leave to care for the covered service member begins A “covered service member” means a member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious illness or injury, which either existed prior to the beginning of the member’s active duty and was aggravated by service in the line or duty or was incurred in the line of duty on active duty that may render the service member medically unfit to perform the duties of his or her office, grade, rank or rating for which the service member is undergoing medical treatment, recuperation, or therapy.

A “covered service member” also includes a veteran who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or who is otherwise on the permanent disability retired list, and who was formerly a member of the Armed Forces, including a former member of the National Guard or Reserves, at any time during the period of 5 years preceding the date on which the veteran undergoes the medical treatment, recuperation or therapy.  For purposes of this paragraph only, the term “serious illness or injury” means:

1. An injury or illness incurred by the member in the line of duty on active duty in the Armed Forces (or that pre-existed active duty and was aggravated by service in the line of duty on active duty) that may render the member medically unfit to perform the duties of the member’s office, grade, rank or rating; or
2. A physical or mental condition for which the covered veteran has received a VA Service Related Disability Rating (VASRD) of 50 percent or greater and such VASRD rating is based, in whole or in part, on the condition precipitating the need for caregiver leave; or
3. A physical or mental condition that substantially impairs the veteran’s ability to secure or follow a substantially gainful occupation by reason of a disability or disabilities related to military service or would do so absent treatment: or
4. An injury, including a psychological injury, on the basis of which the covered veteran has been enrolled in the Department of Veterans Affairs Program of Comprehensive Assistance for Family Caregivers

This leave entitlement is applied on a per-covered-service-member, per-injury basis.

Leave Entitlement and Schedule

Eligible employees are entitled to leave for up to twelve weeks (or up to 26 weeks in the case of care for a service member as discussed above) in any twelve-month period (or longer if required by applicable state or local law or, in the case of a leave for an employee’s serious health condition, where a leave extension is requested and approved).

Leave taken to care for a child after birth or placement in your home for adoption or foster care must be taken in consecutive workweeks. Leave taken for the employee’s or a covered family member’s (or nearest blood relative in the case of service member leave) serious health condition may be taken consecutively, intermittently, or on a reduced work/leave schedule based on certified medical necessity.

To accommodate an intermittent or reduced schedule FMLA leave when the leave is foreseeable based on planned medical treatment for the employee or a covered family member, the employee may be transferred on a temporary basis to an alternative position for which the employee is qualified.  The alternative position will have equivalent pay, benefits, and terms and conditions of employment.

Combined Leave Total

If an eligible employee qualifies in the applicable 12-month period for leave to care for a service member and leave for one of the other purposes described above, that employee shall be entitled to a combined total of 26 work weeks of leave. If both spouses are employed by the College and are eligible for service member family leave, then they are entitled to take only a combined total of 26 work weeks of leave during the single 12-month period.

When eligible spouses are both employed by the College, and are not eligible for service member family leave, they may take only a combined total of 12 weeks during the applicable twelve month period if the leave is taken (1) for the birth of a child and to care for such child; (2) for the placement of a child for adoption or foster care and to care for such child; or (3) to care for his/her own parent (not an “in-law”) with a serious health condition.

Conditions of Leave

1. Notification Requirements. If the leave is planned in advance, you must provide us with at least thirty (30) days’ notice prior to the anticipated leave date, using the College’s official Leave-of-Absence Request Form.  In the case of leave arising out of the fact that the spouse, or a son, daughter, or parent of the employee is on active duty (or has been notified of an impending call or order to active duty) of the armed forces in support of a contingency operation, the employee shall provide such notice to the College as is reasonable and practical. Verbal notice of the need for leave is sufficient, but it is preferred that you provide notice by filing the College’s official Leave-of-Absence Request Form

If the leave is unexpected, you should notify your supervisor and the Human Resources Department as far in advance of the anticipated leave date as is practicable.  (Normally, this should be the same day or the next business day after you become aware of your need for the leave.) Verbal notice of the need for leave is sufficient, but it is preferred that you provide notice by filing the College’s official Leave-of-Absence Request Form.

2. Designation of Leave as FMLA-qualifying. The College will provide a written notice to the employee designating the leave as “FMLA-qualifying” within five (5) business days after the College has enough information to determine whether the leave is being taken for a FMLA-qualifying reason, absent extenuating circumstances. The College may delay final leave designation until a required medical certification form has been returned.
3. Certification of the Need for Leave. The College will require you to provide certification of the need for leave as follows:
   • Employees requesting a leave to care for a child after birth or after placement in your home for adoption or foster care must provide documentation to support the leave request.
   • Employees requesting a leave to care for a covered family member (including as a next of kin in the case of service member leave, as discussed above) with a serious health condition (or serious injury or illness, in the case of service member leave) will be required to provide medical certification from the family or service member’s physician attesting to the nature of the serious health condition, probable length of time treatment will be required, and the reasons that the employee is required to care for this family or service member.
   • Employees requesting a leave due to his or her own serious health condition will be required to provide medical certification from his or her health care provider attesting to the nature of the serious health condition, probable length of time leave will be required, and the inability of the employee to perform the functions of his or her position due to the serious health condition.
     • Employees requesting leave due to a military exigency will be required to provide certification that the covered family member is a member of the Armed Forces, including a member of the National Guard or Reserves who is on active duty or called to active duty in support of a contingency operation in a foreign country. The employee will also be required to provide a statement, including available written support documentation, about the nature and details of the specific exigency, the amount of leave needed and the employee’s relationship to the military member.Employees are required to provide the requested certification within fifteen (15) calendar days of the College’s request for certification. If the College fails to receive the certification, FMLA leave may be denied. If the College receives incomplete, vague, ambiguous or non-responsive medical certifications, the College will notify you of the problems with the certification and provide you seven (7) days to cure any deficiency unless not practicable under the circumstances.  If the deficiencies are not cured within that time frame, the College may contact the health care provider directly for clarification or authentication purposes or the FMLA leave may be denied.

       If the College determines that a second medical opinion is required, the College may, at its own expense, require you to obtain a second opinion from a health care provider designated by the College. If the first and second opinions do not agree, the College may, at its own expense, require you to obtain a third opinion from a health care provider agreed upon by both you and the College. The opinion of the third health care provider is final.  However, in the case of certification of a serious injury or illness for military caregiver leave, second opinions may be required only if the initial certification was not made by an authorized DOD/VA affiliated healthcare provider.

4. Recertification. While on leave under this policy, the College may request recertification of medical necessity every thirty (30) days, or if the medical certification indicates the minimum duration of the condition is more than 30 days, then at the end of the minimum duration. You may also be requested to provide recertification in less than 30 days if you request a leave extension, the circumstances described by the earlier certification have changed substantially, or the College receives information that casts doubt upon the employee’s stated reason for the absence. The College may also require periodic reports on your status and intent to return to work.  Where a serious health condition of either an employee or that of a family member lasts beyond a single leave year, the College may require employees to provide a new medical certification each subsequent leave year.
5. Substitution of Paid Leave. You will be required to use all accrued, unused vacation days, sick days, and personal days during the leave period. When leave is taken on an intermittent or reduced leave schedule, the minimum increment of substituted paid leave used will not be greater than one hour, and your FMLA leave entitlement will not be reduced by more than the amount of leave actually taken. Once such benefits are exhausted, the balance of the leave will be without pay. FMLA leave because of an employee’s own serious health condition will run concurrently with worker’s compensation leave, when applicable.
6. Continuation of Benefits. All College benefits that operate on an accrual basis (e.g., vacation and personal days) will cease to accrue during the leave period.  All group health benefits (e.g., major medical, hospitalization, and dental insurance) will continue during the leave provided you continue regular employee contributions to these plans. (Other benefits will be governed in accordance with the terms of each benefits plan.)

Reinstatement Rights

Eligible employees are entitled on return from leave to be reinstated to their former position or an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment. Exceptions to this provision may apply if business circumstances have changed (e.g., if the employee’s position is no longer available due to a job elimination).  In addition, employees on a leave extension are not guaranteed reinstatement.

Before you will be permitted to return from medical leave, you will be required to present the College with a note from your physician indicating that you are capable of returning to work and performing the essential functions of your position with or without reasonable accommodation. Where required, the College will consider making reasonable accommodation for any disability you may have in accordance with applicable laws.

Under limited circumstances, where restoration to employment will cause substantial and grievous economic injury to the operations of the College, the College may refuse to reinstate certain “key” employees after using FMLA leave. These employees will be made aware of their status as “key” employees prior to any denial of job restoration and will have a reasonable opportunity to return to work from FMLA leave upon this notice.

Non-Discrimination

The College will not interfere with, restrain, or deny an employee the opportunity to exercise any right provided under FMLA. The College will not discharge or discriminate against any employee for opposing any practice made unlawful by FMLA or because of an employee’s involvement proceeding under or related to FMLA.

Confidentiality

The College will also keep any medical information it obtains in complying with the FMLA confidential, pursuant to this statute, as well as the Genetic Information Non-Discrimination Act (GINA).

Enforcement

An employee may file a complaint with the U.S. Department of Labor or may bring a private lawsuit against an employer to enforce the employee’s rights under the FMLA.  The FMLA does not affect any Federal or State law prohibiting discrimination, or supersede any State or local law or collective bargaining agreement that provides greater family or medical leave rights.

PART B.  Leaves for Employees Who Do Not Meet the Minimum

Service Requirements

Full-time regular and part-time regular employees who have less than twelve months of service and/or who have not worked a minimum of 1,250 hours during the twelve-month period prior to their leave may request leaves of absence due to disabilities resulting from the employee’s pregnancy, miscarriage, legal abortion, childbirth, or recovery therefrom, subject to the following terms and conditions:

1. Leave requests must be made at least thirty (30) days in advance of the date the employee would like the leave to begin or, in emergency situations, with as much advance notice as is practicable, using the College’s official Leave-of Absence Request Form. (Normally, this should be the same day or the next business day after you become aware of your need for the leave). This request must be submitted to the employee’s supervisor and the Human Resources Department.
2. The certification requirements and the conditions for required use of accrued time off, benefits accrual, and continuation of group health insurance during leave set forth in Part A apply to all leave requests.
3. All leaves due to disabilities resulting from the employee’s pregnancy, miscarriage, legal abortion, childbirth, or recovery therefrom will be granted for the period of disability or eight weeks, whichever is less, and which may be taken intermittently.
4. Eligible employees are entitled on return from leave to be reinstated to their former position or an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment. Exceptions to this provision may apply if business circumstances have changed (e.g., if the employee’s position is no longer available due to a job elimination).

All questions regarding leaves of absence and requests for applicable forms should be directed to the Human Resources Department.

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J. Short Term Disability Paid Leave Due to Childbirth

Leave is available to all birthing mothers under the Family and Medical Leave Act (FMLA), or under state law if the employee is not eligible for leave under the FMLA (or does not have sufficient FMLA time available), as described in the immediately preceding section of this Handbook.

Paid Short-term Disability Benefit due to Childbirth

Full-time employees are eligible for a paid short-term disability benefit for temporary disabilities resulting from childbirth. The College will pay 100% of the employee’s weekly regular wage for six (6) weeks as a result of disabilities due to a normal delivery and for eight (8) weeks for delivery via C-section. The employee’s weekly benefit is not calculated and does not apply to overtime, holiday, and bonus pay. This paid short-term disability benefit due to childbirth will be subject to your tax elections.

Alternative to FMLA Leave and Paid Leave Benefit for Birthing Faculty Employees

• In lieu of paid short-term disability benefits due to childbirth described above, a birthing faculty member may elect to take FMLA leave (or leave under state law if FMLA leave of sufficient FMLA leave is unavailable) for the entire semester during which the leave discussed above [or a majority thereof] would have otherwise been utilized. In the event that a majority of the leave discussed above is rendered unavailable or unnecessary due to the temporal proximity of the birth to the winter holiday recess or summer recess, the eligible faculty member may elect to exercise the entire semester leave option during the semester immediately following the recess. In no instance can the entire semester leave option be utilized by an eligible faculty member for more than one semester for any one birth. If a faculty member elects this entire semester leave option, the faculty member will receive one half (1/2) of that faculty member’s regular salary for that semester, and will not receive the paid short-term disability benefit discussed above. To utilize the entire semester leave option, the faculty member should submit a written request to the Assistant Vice President of Human Resources and the Senior Vice President and Academic Dean at least sixty (60) days prior to the start of the impacted semester. A failure or inability to request the entire semester leave option sixty [60] days prior to the start of the impacted semester may, at the discretion of the College, preclude the faculty member from utilizing the entire semester leave option.
• Impact on Contracted Compensation and Tenure or Promotion Decisions

It is NOT the intent of the Short Term Disability Paid Leave Benefit due to Childbirth and the New Child Paid Leave Benefit to provide remuneration beyond that for which the faculty member is contracted. Therefore, faculty members exercising the option to under section 1 of this policy will not eligible for, and will not receive, either the Short-Term Disability Paid Leave Benefit due to Childbirth or the New Child Paid Leave Benefit.

The use by a faculty member of any leave contemplated by the Short-Term Disability Leave Benefit due to Childbirth and New Child Leave provisions shall in no way adversely affect tenure or promotion decisions related to that faculty member. Please refer to the tenure and promotion provisions in the faculty handbook for specific information.

Written request for this leave should be submitted to Human Resources and the Vice President for Academic Affairs thirty (30) days prior to the expected leave date, or as soon as practicable thereafter.

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K. New Child Paid Leave Benefit

Under the FMLA, eligible employees may take up to twelve (12) weeks of unpaid leave for the care of a child after birth or placement with the employee for adoption or foster care. In order to cushion the expense of taking time off work for bonding with their new child, an FMLA eligible employee may apply for paid New Child Leave benefits. FMLA-eligible birthing mothers will receive paid benefits as outlined in the Short-Term Paid Disability Leave due to Childbirth section above in addition to the New Child Paid Leave Benefit.

New Child Paid Leave is based on the employee’s status as a parent of a newborn child or as a parent with whom a child is placed for adoption or foster care. Benefit eligibility begins on the day the baby is born or the child is adopted or placed.  The employee will be provided two weeks of paid leave at 100% pay. The 100% pay benefit does not apply to overtime, holiday, and bonus pay.  New Child Leave must be taken within twelve weeks after birth or placement of the child. New Child Paid Leave will run concurrently with FMLA, and after exhaustion of the paid leave benefit, will not run longer than the employee’s FMLA entitlement.  Beyond the applicable New Child Paid Leave benefit, any additional time off under the FMLA will require use of available accrued but unused vacation hours, per the College policy, and thereafter will be unpaid.

For non-faculty employees, a written request for this leave should be submitted to Human Resources and the appropriate Vice President thirty (30) days prior to the expected leave date, or as soon as practicable thereafter.

For faculty employees, a written request for this leave should be submitted to Human Resources and the Senior Vice President and Academic Dean thirty (30) days prior to the expected leave date, or as soon as practicable thereafter.

New Child Leave will not be extended by, but rather will run concurrently with, any paid holidays falling within the leave period.

In the case of adoption, Simpson College will provide an eligible employee $1,000 per adopted child to help cover the cost associated with adoption. Payment will be made upon submission of appropriate documentation of a completed adoption.

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L. Time Off to Vote

Employees are encouraged to participate in the political process by voting in public elections.  In general, an employee who wishes to vote is expected to do so before or after their scheduled work time.  However, the College understands that there may be times when your work schedule might not leave you enough time outside of your shift to vote.  If, on the day of any election, you do not have three consecutive hours outside your scheduled work time during which the polls are open for voting, you will be granted such paid time off as will, when combined with your nonworking hours, provide you with three consecutive hours to vote.  Each employee who wishes to obtain time off to vote must provide advance written notice (prior to Election Day) to their supervisor.  The College will designate the particular hours you may take off work to vote.

No employee will be penalized or retaliated against for requesting time off to vote.  This leave does not apply to participation in the Iowa caucuses.

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M. Jury Duty and Witness Leave

Employees called for jury duty and assigned to serve will be paid their normal base compensation by the College during the time you are required to report and serve on a jury.  A jury duty summons and payment slip must be submitted to your supervisor when compensation during jury duty is sought, and receipt of such compensation is expressly conditioned upon the employee remitting to the payroll clerk the monies received from the county, state, or federal courts for this duty. The time absent from work will not be deducted from vacation or sick leave allowance.  Employees excused from jury duty are expected to return to work as promptly as possible.

Jury duty pay does not cover circumstances where you are a party to a court action, such as a plaintiff or a defendant.

Employees who receive a subpoena to be a witness at a hearing or trial will be granted Witness Leave according to the same requirements for Jury Duty above.  A copy of the subpoena must be submitted to your supervisor when pay for witness leave is requested. Witness Leave is not granted if you volunteer to be a witness.

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N. Volunteer Time Off (VTO)

This policy is designed to support the mission of Simpson College by encouraging staff to become involved in the Indianola and Greater Des Moines communities, supporting programs that positively impact the quality of life.

Each new calendar year, eight (8) paid hours of Volunteer Time Off (VTO) will be available to full-time employees; a proration will be given to part-time employees. VTO is in addition to Campus Day (annual spring-cleaning day).

Employees should request approval of the volunteer option they have selected and the time needed with their supervisor at least one (1) week prior to using VTO.

Volunteer work needs to be in association with a charitable organization, school, or other non-profit group.

While every reasonable effort will be made to accommodate requests, approval is contingent on business needs, workload, and performance of each individual staff member.  If a question arises, Divisional Vice Presidents and the Assistant Vice President of Human Resources will have the final decision over approval or denial of a request.

Volunteer time should not conflict with work-related responsibilities, create the need for overtime, or cause conflicts with other employees’ schedules.

VTO time cannot be carried over from year to year.

VTO is non-working paid time; it will not count as “hours worked” for the calculation of overtime and is not subject to overtime, nor will it be paid out if not used at the time of termination or retirement.

VTO may not be used for organizations that discriminate based on race, national origin, color, sex, religion, age, sexual orientation, gender identity, disability, or any other characteristic protected by law.

Staff using VTO will need to record the use on their monthly timesheet under the category “VTO.”

Examples of appropriate uses for VTO:

• Building a house for Habitat for Humanity.
• Donating time at a food bank.
• Helping with your child’s school field trip.
• Participating in Big Brother/Big Sister programs.

Examples of inappropriate uses for VTO:

• Taking a ski vacation and charitably giving ski lessons.
• Attending your child’s PTA conference.
• Attending a professional or personal interest conference.

Effective January 1, 2013.

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O. Military / Reserve/National Guard Leave

The College provides military leaves of absence to employees who serve in the uniformed services as required by the Uniform Services Employment and Reemployment Rights Act of 1994 (USERRA) and applicable state laws. The College’s policy is that no employee or prospective employee will be subjected to any form of discrimination on the basis of that person’s membership in or obligation to perform service for any of the uniformed services of the United States, including any reserve or National Guard unit. No person will be denied employment, reemployment, promotion or other benefit of employment on the basis of such membership. Furthermore, no person will be subjected to retaliation or adverse employment action because such person has exercised his or her rights under applicable law or this policy. If any employee believes that he or she has been subjected to discrimination in violation of this policy, the employee should immediately contact the Assistant Vice President of Human Resources.

Eligibility

Employees taking part in a variety of military duties are covered under this policy. Such military duties include leaves of absence taken by members of the uniformed services, including active duty, reserve, or National Guard, for training, periods of active military service, and funeral honors duty, as well as time spent being examined to determine fitness to perform such service. Subject to certain exceptions under the law, these benefits are generally limited to five years of leave of absence.

A military leave of absence will be granted to full-time and part-time employees to attend scheduled drills and training or if called to active duty with the U.S. Armed Services, including reserve units and the National Guard.  USERRA requires that service members provide advance written or verbal notice to their employer for all military duty unless giving notice is impossible, unreasonable, or precluded by military necessity.  Accordingly, an employee requesting military leave shall submit a copy of his or her orders as soon as possible to their immediate supervisor indicating the dates of service. The supervisor shall then forward the orders to the Office of Human Resources.

Human Resources will review the request for leave of absence, collect any applicable insurance premiums from the employee, generate other applicable documents and process the leave of absence accordingly. In the event of verbal notice by the employee, Human Resources will document the military leave on a leave of absence form.

Employees on temporary or extended military leave may, at their option, use any or all accrued paid vacation or personal leave during their absence. This is an exception to the College’s other leave policies, which require an employee to exhaust all vacation prior to going into an unpaid status.

Military leave of less than 31 days.

The College provides up to thirty (30) calendar days of unpaid military leave per calendar year.  The leave shall be without loss of fringe benefits.

If an individual is on military leave for less than 31 days, (including, but not limited to, two-week active-duty training assignments or inactive duty training drills), the service member must return to work at the next regularly scheduled shift after the end of the training, allowing reasonable travel time home plus an eight-hour rest period.  If an employee fails to return to work in a timely manner, they will be deemed to have resigned.

Military leave of more than 30 days

Under USERRA, an individual may be absent from work for military duty and retain reemployment rights for five years.  However, there are exceptions to the five-year limit, including initial enlistments lasting more than five years, periodic training duty, and involuntary active duty extensions and recalls, especially during a time of national emergency.

Benefits During Military Leave

If the leave is for 30 days or less, an employee on military leave may elect to continue the College health, dental, and vision plan coverage and is required to pay only the employee’s portion of the insurance premium.

If the leave of absence is for 31 days or longer, the employee (and covered dependents) may elect to continue healthcare coverage as provided under COBRA for up to 24 months at 100% of the overall (both employer and employee) premium rate. Employees must elect coverage and make the required payments to Human Resources in a timely manner to continue coverage. If coverage is terminated at the employee’s option, the College may not impose a waiting period for benefit reinstatement upon return to employment.

Employees do not accrue vacation, personal leave or sick leave while on military leave of absence status.

The group life insurance and long-term disability insurance benefits provided by the College will terminate the day the employee becomes active military.

With respect to the College’s retirement plan, upon reemployment, employees who have taken military leave will be credited for purposes of vesting with the time spent in military service and will be treated as not having incurred a break in service. Immediately upon reemployment, the employee may, at the employee’s election, make any or all employee contributions that the employee would have been eligible to make had the employee’s employment not been interrupted by military service. Such contributions must be made within a period that begins with the employee’s reemployment and that is not greater in duration than three times the length of the employee’s military service. Employees will receive all associated College matches for such contributions.

General Benefits Upon Reemployment 

Employees reemployed following military leave will be treated as though continuously employed for determination of benefits based on length of service, such as paid time off accruals, and will receive seniority and other benefits determined by seniority that the employee had at the beginning of the military leave, plus any additional seniority and benefits the employee would have attained, with reasonable certainty, had the individual remained continuously employed. An employee’s time spent on active military duty will be counted toward eligibility for FMLA leave. Additionally, upon reemployment, a covered employee will not be discharged except for cause for up to one year following reemployment.

Documentation  

The Office of Human Resources will, upon the employee’s reapplication for employment, request that the employee provide the College with military discharge documentation to established the timeliness of the application for reemployment, the duration of the military service, and the honorable discharge from the military service, if applicable.

Application for Reemployment  

An employee who has engaged in military service must, in order to be entitled to the reemployment rights set forth above, submit an application for reemployment to the Office of Human Resources according to the following schedule:

• If service is less than 31 days (or for the purpose of taking an examination to determine fitness for service) – the employee must report for reemployment at the beginning of the first full regularly scheduled working period on the first calendar day following completion of service and the expiration of eight hours after a time for safe transportation back to the employee’s residence.
• If service is for 31 days or more but less than 181 days – the employee must submit an application for reemployment with HR no later than 14 days following the completion of service.
• If service is more than 180 days – the employee must submit an application for reemployment with HR no later than 90 days following the completion of service.
• If the employee is hospitalized or convalescing from a service-connected injury – the employee must submit an application for reemployment with HR no later than two years following completion of service.

Exceptions to Reemployment 

In addition to the employee’s failure to apply for reemployment in a timely manner, an employee is not entitled to reinstatement as described above if any of the following conditions exist:

• The College’s circumstances have so changed as to make reemployment impossible or unreasonable.
• Reemployment would pose an undue hardship upon the College.
• The employee’s employment prior to the military service was merely for a brief, non-recurrent period and there was no reasonable expectation that the employment would have continued indefinitely or for a significant period.
• The employee did not receive an honorable discharge from military service.

Amended and restated April 4, 2023

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P. Student and Special Assemblies

Employees are invited to attend open convocations at the beginning of each academic semester. Student assemblies, Homecoming, Commencement, and other activities that are held during normal working hours are normally not to be attended by non-faculty personnel, unless expressly and specifically permitted. Only in special cases will permission be granted for non-faculty personnel to attend assemblies during working hours, which have been scheduled primarily for students.

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Q. Voluntary Shared Leave Program

The College recognizes employees may experience serious personal or family medical emergencies that require an extended leave resulting in the need for time off in excess of their available accrued leave banks, thereby otherwise rendering the leave unpaid.  This voluntary shared leave program has been created to allow employees with unused vacation hours to donate up to 24 hours into a paid leave bank (“the donation bank”) for use by eligible co-workers, in accordance with the guidelines detailed below. This program is strictly voluntary; no employee is or will be compelled to participate.

In all instances, the College determines whether leave in excess of available paid leave and/or leave in excess of that required under the law may be taken.  The existence of this program does not substitute or otherwise eliminate the need for all leave requests, whether paid or unpaid, to be approved by the College under its regular procedures. 

Definitions:
Medical emergency is defined as a major illness or medical condition of the employee or an immediate family member that will require the prolonged/extended absence of the employee from duty and will result in a substantial loss of income to the employee due to the exhaustion of all paid leave available.

Immediate family member is defined as a spouse, child or parent as defined under
the Family & Medical Leave Act.

Eligibility and conditions of receipt and use of donated leave:  

• The employee or the employee’s immediate family member has a qualifying medical condition that has been certified by the treating healthcare practitioner.
• Eligible employees are those who accrue paid sick and vacation time.
• The employee is eligible to receive donated leave only after the employee’s request for donated leave has been approved and the employee has exhausted or does not have vacation, sick or personal time accrued and available to cover all leave time needed because of the medical emergency.
• Employee has not qualified for and is not receiving Long Term Disability (LTD) or workers’ compensation benefits.
• Donated time may be used only for time off related to the approved request. A leave recipient may not convert leave received under the plan into cash in lieu of using the leave.

Requesting shared leave:

• Employees requesting to receive donated hours must complete the Shared Leave Request Form found on the Human Resources portal and submit it to Human Resources. In addition, the employee must submit certification of the employee’s or family member’s qualifying medical condition by the treating healthcare practitioner, if not previously submitted. Human Resources may require an updated certification if previously submitted.
• If the recipient employee has available any accrued unused paid leave balance of any type – sick, vacation or personal – those balances must be exhausted before an employee may use any donated time.

Limits and exceptions:

• Recipient identities will not be disclosed to donating employees.
• An employee donating leave to the donation bank is not allowed to designate the donation be used only for a specific leave recipient or restrict the use of the donated hours from use by particular employees or for use for only a certain group of employees.
• An approved donation is irrevocable.
• Employees who receive donated time may receive no more than 480 hours (12 weeks), prorated to 12 weeks for part-time employees, within a rolling 12-month period, as that term is defined in the College’s FMLA policy.
• Nothing in this policy will be construed to limit or extend the maximum allowable leave available to an employee under the Family and Medical Leave Act.
• Leave due to childbirth (whether a normal delivery or C-section) is not eligible for donated leave unless circumstances arise that result in the leave qualifying as a medical emergency as defined in this policy. Similarly, leave under the College’s New Child Leave policy is not eligible for donated leave.

Eligibility to donate leave:

• Employees wanting to donate hours must complete the Voluntary Shared Leave Donation Form found on the Human Resources portal.
• Any employee may donate only vacation hours. The minimum number of vacation hours that an eligible employee may donate is four (4) hours per calendar year and the maximum number that may be donated per calendar year is 24 hours; provided, however, that in no event may the number of vacation hours donated reduce the donor’s accrued unused vacation leave below an annual accumulation of 80 hours, or prorated to 2 weeks for part-time employees.
• Although employees may seek to donate at any time, employees will be given the opportunity to donate vacation hours twice per year. The donated vacation hours will be transferred from the donor to the leave pool on December 1 and June 1 of each year.
• Sick leave and personal days are excluded from donation.
• Employees cannot borrow against future vacation accruals to donate.
• Employees who are currently on an approved leave of absence are not eligible to donate.

Administration:

• Human Resources will administer this program.
• The donation of time is made in hours.  These hours will be converted to a dollar value using the donor’s hourly rate of pay and placed in the donation bank.
• When a Recipient Application request is processed and approved, money from the donation bank will be converted to the recipient’s base hourly rate to be used during the approved leave period. In other words, donated hours will be paid at the receiving employee’s current rate of pay.
• All paid leave granted to the recipient is taxable as wages and is subject to appropriate tax withholding.
• Under current tax law, donor employees may not claim an expense, tax deduction, or a deduction for a charitable contribution for any of the leave donated to the donation bank. Please consult your personal tax professional on advice in this area.
• Request Applications will be processed and acted upon in chronological receipt by the Human Resources Department as measured from the date the fully-completed Request Application Form and all fully-completed required medical certifications are received.
• Leave requested that is not used will be returned to the donation bank.
• Unused donated hours do not remain in the donation bank indefinitely.  All hours donated in a fiscal year (June 1 – May 31) and remaining unused at the end of the fiscal year will expire and be deemed forfeited as of the close of business on the last day of the fiscal year.

CONFIDENTIALITY: Information regarding hours donated or received is confidential, as is all medical information. Individual leave records are also confidential.

Approved date 1/2020
Effective date 6/2020

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R. Leaves of Absence

A leave of absence without pay is discouraged. It is granted only in emergency circumstances at the discretion of the department supervisor and approved in writing by the Assistant Vice President of Human Resources.

Employees must request leave from their supervisor and receive approval before beginning any unpaid leave. The direct supervisor has a right to know the reason for the absence. Any leave of absence including medical, or family leave should be reported on the employee’s time sheet. If a leave of absence is granted for a period of 30 days or more, the employee must make arrangements with the Assistant Vice President of Human Resources to maintain medical insurance and other benefits during the leave.

Employees taking leaves of absence to extend a holiday period either before or after the holiday will not be eligible for holiday pay. The entire period of absence is an unpaid leave of absence. Employees also do not receive pay for holidays falling within the leave of absence, nor will vacation or sick leave accumulate during the leave.

If employees wish to take an extended leave without pay (more than one month), no guarantee will be made that their jobs will be available upon their return. Unusual circumstances and extreme emergencies will be given special consideration by the supervisor and the Assistant Vice President of Human Resources.

There is no established sabbatical policy for non-faculty personnel. Exceptions based upon unusual circumstances may be made upon occasion with the approval of the President and the Board of Trustees.

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VI. WORKPLACE SAFETY AND SECURITY

A. SAFETY IN THE WORKPLACE 

It is the policy of the College to comply with all applicable federal, state, and local health and safety regulations and to provide a work environment as free as practical from recognized hazards. Safety is also a condition of employment.  The College expects all employees to be safety-conscious and to assist in eliminating hazards in the work place, which might cause an accident.  Unsafe conditions or injuries received while at work, even though very slight, should be reported to your immediate supervisor, who will then contact the Office of Human Resources. 

The College will not terminate, take adverse action against, or otherwise discriminate in any manner against an employee because the employee has instituted a safety-related proceeding, has participated in that type of proceeding, has internally raised or filed a safety-related issue or complaint, has reported a work-related injury, or has otherwise exercised any right provided by law. 

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B. INJURY REPORTING PROCEDURE 

Despite all of our commitments and efforts to work safely, employees may sustain work-related injuries or illnesses.  Employees are required to immediately report any work-related injury or illness, no matter how small, to their immediate supervisor. The supervisor in each department is responsible for notifying the Assistant Vice President of Human Resources immediately when an employee has been injured. The employee should, within 24 hours of the injury, furnish the Assistant Vice President of Human Resources with all information necessary to complete the insurance forms. A First Report of Injury Form is required to be completed within 48 hours.   

 If Health Services is available, minor injuries should be treated there.  Otherwise, if the injury requires medical attention beyond first aid, or is severe, the employee should be examined immediately at Mercy Indianola Medical Clinic or UnityPoint Clinics.  

Valid work-related medical costs will be paid by worker’s compensation insurance.  Depending on the number of workdays missed, you may be eligible for compensation for lost wages. An employee who needs assistance with filing a claim for workers’ compensation should contact their supervisor or the Assistant Vice President of Human Resources as soon as possible.  Failure to submit a timely claim can adversely affect workers’ compensation benefits. 

Employees have a right to report work-related injuries or illnesses and employers are prohibited by federal and state law from discharging or in any manner discriminating against employees for reporting work-related injuries or illnesses.   Simpson College complies with these laws. 

Similarly, an employee who has sustained an off-duty or non-work-related injury or illness that may negatively affect workplace safety or the employee’s ability to perform the essential functions of the employee’s job, is required to report the condition immediately to the Human Resources Department. 

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C. WORKER’S COMPENSATION INSURANCE 

Simpson College is required by law to provide worker’s compensation insurance for all employees.  This means that you are covered for injuries and illnesses which arise out of and occur in the course of employment, and an employee may be eligible for wage replacement and medical care as a result of a work-related injury or illness.    This insurance does not cover employees for injuries or illnesses that are not work-related. The coverage includes situations at the regular place of employment and those where employees are on College business at locations away from the regular place of employment.  The employer pays the premium, with no deduction from the employee’s pay. Please see the section on “Injury Reporting Procedure” if you sustain a work-related injury or illness. 

Neither the College nor the insurance carrier will be responsible for the payment of worker’s compensation benefits for any injury which arises out of an employee’s voluntary participation in any off duty recreational, social, or athletic activity which is not part of the employee’s work related duties.  There are currently no such activities requiring employee participation.  If and when there is such activity, you will be so notified.   

Subject to applicable legal requirements, workers’ compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately.  

If the medical services of a specialist are needed, contact the Human Resources Office for a list of preferred doctors. Employees not wishing to receive medical treatment from a College selected physician may be personally responsible for the medical expense associated with the injury. 

The College will not take any adverse action or otherwise discriminate against any employee for reporting a work-related injury or illness. 

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D. RETURN TO WORK 

This policy covers employees who are on leave due to a work-related injury or illness.  The College attempts to help employees return to work as soon as possible after the treating physician certifies their fitness to do so because long-term studies show that injured employees who return to work as soon as medically safe to do so experience the best medical outcomes. 

An employee on leave due to a work-related injury or illness can return to work only when the College receives written medical release from the treating physician authorizing return to work. It is the employee’s responsibility to keep their supervisor informed of their progress if he or she is off work, and the probable length of absence. In addition, employees must work with their department to make arrangements for returning to their job as soon as possible.  

The Human Resources department will ensure the job description accurately describes the essential functions of the position.  The Assistant Vice President of Human Resources is responsible for providing the physician with a copy of the job description for potential light-duty assignments, and written information explaining our return-to-work program. 

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E. CHILD ABUSE REPORTING 

This policy is established in compliance with Iowa Code 261.9 (1)(h): Child Abuse Reporting Law and defines who is required to report any incident of or suspected incident of child abuse and the process for reporting.  The College also seeks through this policy to ensure the safety and protection of minors on its campus or those who are participating in off-campus college-sponsored programs.  

Terms and definitions  

• Attends – to care for; to look after; to take charge of; to watch over  
• Child – any person under the age of 18 years  
• Counsels – to advise or instruct 
• Circumstances – a fact or condition connected with relevant to an event or action, such as the name of the victim(s), the name of the perpetrator(s), the time and date of the incident, the location of the incident, and additional information of which the reporter has knowledge 
• Examines – to observe, test, or investigate (a body or any part of it), in order to evaluate general health or determine medical condition  
• Physical abuse – non-accidental physical injury, or injury which is at variance with the history given of it, suffered by a child as the result of the acts or omissions of a person responsible for the care of the child  
• Required Reporters – all staff and faculty of the college who in the scope of their responsibilities examines, attends, counsels or treats a child. This will include, but is not limited to, faculty, coaches, student employees, administrators, and staff. If an employee is not sure whether they are required to report, they are encouraged to err on the side of caution and report.  
• Sexual abuse – the commission of a sexual offense with or to a child as a result of the acts or omissions of the person responsible for the care of the child 
• Suspected – to believe to be the case or to be likely or probable 
• Treats – to deal with (a medical condition, patient, etc.) in order to relieve or cure 

Procedures and Guidelines  

Required reporters must report child abuse when they see, know about, or reasonably suspect the abuse of a child            

The College will report all suspected child abuse and neglect involving minors, including sexual assault, to law enforcement and Campus Safety. College employees who, in the scope of their employment responsibilities, examine, attend, counsel, or treat a child must report physical or sexual child abuse to law enforcement and Campus Safety when they see, know about, or reasonably suspect the physical or sexual abuse of a child.  

The College must act immediately in response to suspected sexual or physical abuse of a minor. It is not the responsibility of any employee, student, or volunteer to investigate suspected child abuse. This is the role of child protective services and law enforcement authorities. The source of abuse does not need to be known in order to file a report. Reports will be promptly investigated internally and appropriate action taken including disciplinary action or in the case of an outside organization using our facilities, termination of the usage contract.   

Reports received by the college administration will be reported to law enforcement within 24 hours of receipt.  

A report must be made as follows:  

• In the event of an emergency and immediate danger, first call the police at 911. 
• Suspected abuse must be reported within twenty-four (24) hours to both:
  • Indianola Police Department: (515) 961-9400 and Campus Security (515) 961-1711  

 

The College will forward reports received to law enforcement within 24 hours of receipt to ensure complete reporting has been followed.   

• The employee may also call the Iowa Department of Human Services Abuse Hotline at 1- 800-362-2178, available 24 hours per day, 7 days per week.  

When reporting suspected child abuse, the caller will need to provide the following information to the best of their knowledge:  

• Name of the alleged victim(s) 
• Name of the alleged perpetrator(s) 
• Time and date of the incident(s) being reported 
• Location where the incident(s) occurred; and 
• Any additional information supporting the suspicion that misconduct has occurred.  

The College will attempt to protect the identity of any employee who makes a good faith report of suspected physical or sexual abuse of a child. If an employee or faculty member feels that they are being retaliated against for making a good faith report of suspected physical or sexual abuse of a minor or because they have aided and assisted in the assessment of a child abuse report, they must report this immediately to the Assistant Vice President of Human Resources. 

Amended and restated: February 2023 

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F. 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, COVID-19, 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, COVID-19, 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, COVID-19, 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 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 President and Cabinet 8/2009 

Updated 5/2013, 8/2020 

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G. BLOOD BORNE PATHOGEN STANDARDS 

The Occupational Safety and Health Administration (OSHA) has issued standards to protect workers from blood borne pathogens, which are microorganisms in human blood that can cause disease in humans.  They include the hepatitis B virus (HBV) and the human immunodeficiency virus (HIV), which causes AIDS. 

The standards mandate engineering controls, work practices, and personal protective equipment that, coupled with employee training will reduce on-the-job risks for all employees exposed to blood and other body fluids.  (All body fluids must be viewed as infectious.)  The standards also require employers to offer, at their expense, voluntary hepatitis B vaccinations to all employees that are deemed by a physician to have a high risk of exposure.  The College must maintain a record of these vaccinations, training, and any exposure.  These records are kept in the Office of Human Resources. 

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H. DRUG FREE WORKPLACE  

Simpson College is committed to an environment free of drugs and alcohol.  It is the policy of Simpson College to create a drug-free workplace in keeping with the spirit and intent of the Drug-Free Workplace Act of 1988.  The use of controlled substances is inconsistent with the behavior expected of employees, poses a threat to the health and safety of College employees, students and visitors and subjects them to unacceptable safety risks, and undermines our ability to operate effectively and efficiently.  In compliance with the Drug-Free Schools and Campuses Act of 1989, alcohol and drug prevention programs include policy enforcement, education programs and treatment services. 

In this connection, the unlawful manufacture, distribution, dispensation, possession, sale, or use of a controlled substance by students and employees in the workplace, on College property, while engaged in College business off our premises, or as part of its officially sponsored activities whether on or off campus (collectively hereafter, “the workplace”), is strictly prohibited.   

Students 

Please refer to the Student Handbook for details on the College’s requirements, expectations, resources, treatment options, and sanctions for students related to drug and alcohol use/abuse. Pertinent policies begin at page 17 of the Student Handbook; which can be found at the following link: https://simpson.edu/sites/default/files/2022-10/Student Handbook.pdf 

 Prohibited Activities and Related Sanctions for Employees 

Pursuant to the Drug-Free Workplace Act of 1988, employees convicted of controlled substance-related violations for conduct in the workplace, including pleas of guilty or no contest, must inform the Office of Human Resources within five days of such conviction or plea. If any of the employee’s compensation is from a federal contract or grant program, the College must then notify the contracting or granting agency within ten (10) days after receiving notice from the employee or of learning about an employee’s criminal drug statute conviction for conduct in the workplace. Employees who violate any aspect of this policy may be subject to disciplinary action, up to and including termination.  Employees who drive College vehicles are prohibited from driving while using illegal drugs and alcohol.  

Any employee receiving a drug-related criminal conviction will be subject to disciplinary action (up to and including suspension, suspension without pay, and termination) and may be required by the College to satisfactorily participate in a drug abuse or rehabilitation program. 

Further, an employee found to be otherwise in violation of these policies prohibiting the use of illicit drugs or abuse of alcohol on the College’s campus or in connection with its activities may be required to participate in a drug abuse or rehabilitation program or may be subject to disciplinary action (up to and including suspension, suspension without pay, and termination). Such actions may also implicate local, state, and federal laws and Simpson College will cooperate, as required, with law enforcement authorities. 

Prescription Drugs:  An employee may bring to work and take a prescription drug during work hours only if the drug has been prescribed for the employee by a physician or other authorized prescriber and only if the drug is taken in accordance with the prescriber’s directions. All prescription drugs must be kept in the container in which they were received from the pharmacy or other dispenser.  Prescription drugs which have side effects which may cause impairment must be disclosed to the employer.  

Over-the Counter Medications:  An employee may bring to work an over-the-counter medication during work hours only if the drug is used for its intended purposes and in accordance with package directions and any supplemental directions of the employee’s physician. All over-the-counter medication must be kept in the original container (including the box which may contain the appropriate warnings in which they were received). 

Notification of Simpson College:  An employee must notify the appropriate College official whenever he or she is using a prescription or over-the-counter medication which potentially may affect safety or work-performance. In making this determination, the employee should rely on the warnings or cautions that are received with the particular legal drug. The College does not seek information on all drugs that an individual may be taking, but only those where there is an indication that the drug may affect performance, or there is a caution that one should not engage in certain activities which are part of the employee’s job duties while taking the drug. The College reserves the right to take appropriate action (including relieving employee from work or assignment of other duties, at the sole discretion of the College) if the use of the drug is negatively impairing or is deemed likely to impair the employee’s faculties or work performance. 

Health Risks Associated with the Abuse of Alcohol and Use of Illicit Drugs 

Specific serious health risks are associated with the use of alcohol and illicit drugs. Health risks of using alcohol or other drugs include both physical and psychological effects. The health consequences of drugs depend on the frequency, duration and intensity of use. For all drugs, there is a risk of overdose. Overdose can result in coma, convulsions, psychosis or death. Combinations of certain drugs, such as alcohol and barbiturates, can be lethal. The purity and strength of doses of illegal drugs are uncertain. 

Continued use of substances can lead to tolerance (requiring more and more of a drug to get the same effect), dependence (physical or psychological need), or withdrawal (a painful, difficult and dangerous symptom when stopping use of drugs). 

Information about the most commonly misused and abused drugs can be found at the links below:  

• Alcohol: https://nida.nih.gov/research-topics/alcohol 
• Club Drugs: https://medlineplus.gov/clubdrugs.html  
• Cocaine: https://nida.nih.gov/research-topics/cocaine  
• Hallucinogens: https://nida.nih.gov/research-topics/hallucinogens  
• Heroin: https://nida.nih.gov/research-topics/heroin  
• Inhalants: https://nida.nih.gov/research-topics/inhalants  
• Marijuana: https://nida.nih.gov/research-topics/cannabis-marijuana  
• MDMA (Ecstasy/Molly): https://nida.nih.gov/research-topics/mdma-ecstasymolly  
• Methamphetamine: https://nida.nih.gov/research-topics/methamphetamine  
• Prescription Drugs & Cold Medicines: https://nida.nih.gov/research-topics/over-counter-medicines  
• Steroids (Anabolic): https://nida.nih.gov/research-topics/steroids-anabolic 

For more information about the risks associated with the use of alcohol and other drugs, employees may contact Human Resources, Hillman Hall Room 22 (Telephone (515) 961-1511) or the Employee Assistance Program (Telephone (515) 263-4004 or (800) 732-4490).  

Available Drug and Alcohol Related Services at the College for Employees 

Simpson College offers drug abuse assistance through the Employee Assistance Program located at
1301 Penn Avenue, Suite 305
Des Moines, IA 50316.

Telephone (515) 263-4004 or (800) 732-4490. 

Other resources: 

• Powell Chemical Dependency Center, 700 East University Avenue, Des Moines, IA 50314 Telephone (515) 263-2424
• Alcoholics Anonymous: www.aa-iowa.org Telephone (515) 282-8550
• Narcotics Anonymous: www.na.org
• Al-Anon: www.al-anondesmoines.org

Condition of Employment 

As a condition of employment, employees are required to abide by the terms of this policy. 

Posting of Policies 

In addition to circulating this policy annually to all employees and students, these policies will be posted in areas of the College in compliance with the Drug-Free Workplace Act of 1988. 

Questions 

Should employees have any questions regarding the implications of this drug-free workplace requirement, they should contact either the Assistant Vice President of Human Resources, Hillman Hall Room 22 (Telephone (515) 961-1511) or the Vice President for Business & Finance, Hillman Hall Room 21 (Telephone (515) 961-1512). 

Updated: April 2016 

Restated: October 2022 

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I. ALCOHOL 

On selected social occasions involving College employees and trustees, limited use/consumption  of mixed cocktails, wine or beer will be permitted with the approval of the Division Vice President.  Such use is normally limited to Great Hall, Hubbell Hall, Tyler’s Grille, Black Box Theatre, or the Matthew Simpson Room and under no circumstances are College monies to be used to purchase alcoholic beverages for social or promotional purposes.  Employees are asked not to carry drinks across campus from one building to another when a function has multiple meeting places.  Non-college or off-campus organizations using College facilities may through Sodexo Food Service arrange for beer and wine to be served at events in Great Hall, Hubbell Hall, Tyler’s Grille, Black Box Theatre, or the Matthew Simpson Room. 

The use of alcohol during working hours or on the campus except for the selected occasions listed above is strictly forbidden and may result in termination of employment. 

Only preapproved expenditures for the use of alcoholic beverages at social occasions may be charged against any College budget.  

Violations of this policy may lead to required participation in a substance abuse rehabilitation or treatment program and/or disciplinary action, up to and including immediate termination of employment. Such violations may also have legal consequences. 

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J. SMOKE FREE CAMPUS 

To maintain a safe and comfortable working environment and to ensure compliance with Iowa’s Smoke Free Air Act, smoking in any College offices, facilities, school grounds, and vehicles is strictly prohibited. “School grounds” is defined in the Act as parking lots, athletic fields, playgrounds, tennis courts, and any other outdoor area under the control of a public or private educational facility, including inside any vehicle located on such school grounds. Because the College may be subject to criminal and civil penalties for violations of the applicable smoking law, an employee’s failure to abide by this College policy and State law may subject the employee to disciplinary action, up to and including discharge from employment. 

Complaints about violations of this policy may be filed under the Staff Grievance Policy for resolution or may be brought directly to the Office of Human Resources. Persons may file a civil complaint against a smoker by filing a civil complaint with a magistrate at the county courthouse or by asking a police officer to issue a citation. No employee will face any discrimination or retaliation for reporting violations of this policy to the College. 

In order to promote a healthy environment for its students, employees, and visitors, Simpson College prohibits on its school grounds the use of: 

• Cigarettes, cigars, pipes, water pipes, or any item that burns or vaporizes a product for the purpose of inhalation
• Electronic cigarettes, vaporizers, and any product intended to simulate cigarettes, pipes, and cigars
• Carrying any of the above items on campus while the item is burning or activated

Cabinet Approved: October 1, 2019
Posted to General Handbook: October 3, 2019
Restated and updated:  October, 2022 

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K. TRAVEL IMMUNIZATION POLICY 

Faculty and Staff who travel internationally on College related business will be reimbursed for the cost of required and recommended immunizations prior to their travel. In an effort to manage the institutional cost associated with such immunizations, the cost of reimbursement will be no greater than the cost charged by the Polk or Warren County Health Departments. 

Employees will be reimbursed for direct costs associated with obtaining these immunizations at the Polk County health department for travel to non-U.S. destinations for May Term or a semester abroad program.  Employees should submit receipts for reimbursement to the Human Resources Office. Vaccination costs for dependents will be the sole responsibility of the employee.  

Employees should contact Polk County Health Department well in advance of anticipated travel as vaccinations may sometimes entail a series of inoculations.  Polk County Health Department is located at 1907 Carpenter Avenue, Des Moines, IA; phone (515) 286-3798. Travel immunizations are available by appointment only. 

In some instances, post-travel testing, for conditions such as tuberculosis and COVID-19, may be recommended.  If this is the case, the College will reimburse employees for the testing again at a cost no greater that the cost charged by Polk or Warren County Health Departments. 

The Director of Off Campus Porgrams can also assist in gathering information about specific pre and post travel requirements, including information on passports, visas, immunizations, and medical information. 

Effective Date: 5/2013; 

Update: 10/2020  

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L. SECURITY IN THE WORKPLACE  

In simplest terms, security is for the purpose of protecting people, College property, and information. 

The security of our College community, as well as the welfare of our students and employees requires that every individual be constantly aware of potential security risks.  You should immediately notify your supervisor when unknown persons are in the workplace, acting in a suspicious manner, in or around the campus grounds and buildings, or when keys, security passes or identification badges are lost or misplaced. 

Employees entrusted with keys to buildings and other College facilities are responsible for the safekeeping of the keys and/or access cards, the security and protection of College property, as well as any activity taking place while the employee is present, and the office is closed. 

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M. CAMERA SURVEILLANCE 

The College has installed cameras both inside and outside campus buildings and facilities for security and safety purposes. Security cameras are placed in strategic and non-intrusive locations (areas where there exists no expectation of privacy) in order to adequately capture the intended area while not violating the standard of a reasonable expectation of privacy. Cameras will not view private bedrooms, bathrooms, locker rooms (including dressing and shower areas), offices, classrooms not including labs, or any private locations through windows. The College reserves the right to remove any unapproved or nonconforming devices. 

Viewing/Monitoring/Accessing Recordings

Campus Security, in conjunction with IT, has the authority to select, coordinate, operate, manage, and monitor all campus surveillance systems pursuant to this policy. All departments using camera surveillance are required to coordinate surveillance operations through Security and IT and comply with this policy. 

All recording or monitoring of activities of individuals or groups by College security cameras will be conducted in a manner consistent with College policies, state and federal laws, and will not be based on the subjects’ personal characteristics, including age, color, disability, gender, national origin, race, sexual orientation, or other protected characteristics. Furthermore, all recording or monitoring will be conducted in a professional, ethical, and legal manner. 

Retention and Release of Video Surveillance System Recordings/Information

Surveillance footage will be secure and accessible only by authorized personnel as determined by the Director of Security or the Dean of Students. Any information gathered from the observation of these secure recordings is strictly confidential and is only to be used for official College business and/or law enforcement purposes.

Security cameras will not be installed or used with the intent to conduct personnel investigations, such as those related but not limited to workplace attendance, work quality, or academic conduct. However, the College may utilize security camera recordings captured during routine surveillance or upon reasonable cause for suspicion that employees or students are violating College policy or state or federal laws, or in a civil suit or other proceeding involving person(s) whose activities are shown on the recording and relate to the proceeding.  

Simpson College reserves the right to take photographs at any time and use the images – whether of employees, students, alumni, faculty staff, or visitors without compensation or consultation for College promotional purposes. 

Amended and Restated October 1, 2023 

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N. WORKPLACE MONITORING 

Workplace monitoring may be conducted by the College to ensure employee and student safety, security, and compliance with College rules, regulations, and practices. 

Computers furnished to employees are the property of the College.  As such, computer usage and files may be monitored or accessed, as set forth is earlier sections of this Handbook. 

Because the College is sensitive to the legitimate privacy rights of employees, every effort will be made to guarantee that workplace monitoring is done in an ethical and respectful manner. 

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O. WORKPLACE SEARCHES  

The College reserves the right to conduct searches or inspections of an employee’s person or personal effects including (without limitation) purses, briefcases, and motor vehicles located on College property, based on reasonable suspicion, as well as College property used by an employee, including (without limitation) lockers, desks, and offices whether secured, unsecured or secured by a lock or locking device provided by the employee, based on reasonable suspicion. 

Searches of the person shall include the emptying of pockets and the production of other items concealed in clothing. It shall not include a pat-down search. All searches will be conducted by the College’s security personnel. 

The College may, with the aid of trained drug-detection dogs, conduct random unannounced searches of College property and employee personal property located on College premises, to include (but not limited to) lockers, desks, personal vehicles, purses, and briefcases. 

Any item believed to be an illegal drug or drug paraphernalia, found during a search, will be confiscated by the Department of Campus Security. The individual from whom the item or substance has been confiscated will be given a written receipt listing the item or substances seized. 

In the administration of these search provisions, personal privacy will be considered to the maximum extent practicable. 

Coordination with Law Enforcement Agencies 

The sale, use, purchase, transfer or possession of an illegal drug or drug paraphernalia is a violation of the law. The College will report information concerning possession, distribution, or use of any illegal drugs to law enforcement officials and will turn over to the custody of law enforcement officials any such substances found during a search of an individual or property. The College will cooperate fully in the prosecution and/or conviction of any violation of the law. 

As used in this Employee Handbook, except where otherwise indicated, the following definitions apply: 

• College Premises – All College property including buildings, athletic facilities and grounds, vehicles, lockers, parking lots, travel ways or any improved or non-improved land within College control. 

• College Property – All College owned or leased property used by employees such as vehicles, lockers, desks, closets, etc.

• Drug Paraphernalia – Equipment, a product or material that is used or intended for use in concealing an illegal drug or for use in injecting, ingesting, inhaling or otherwise introducing into the human body an illegal drug or controlled substance. 

• Illegal Drug – An illegal drug is any drug or derivative thereof which the use, possession, sale, transfer, attempted sale or transfer, manufacture, or storage of is illegal or regulated under any federal, state, or local law or regulation and any other drug, including (but not limited to) a prescription drug, used for any reason other than a legitimate medical reason, and inhalants used illegally. Included is marijuana or cannabis in all forms.   

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P. PREVENTION OF VIOLENCE IN THE WORKPLACE 

Violence or threatened violence in the workplace, or any conduct including, but not limited to, verbal and nonverbal threats or conduct that places another in fear of violence, is prohibited.  To ensure that Simpson College maintains a workplace safe and free of violence for all employees, the College prohibits the possession or use of dangerous weapons on College property. 

Examples of workplace violence include, but are not limited to, the following: 

• Physically harming, threatening, intimidating, stalking or harassing conduct to an individual, group, or relative of the individual.
• Possession or use of any kind of unauthorized weapon in the College workplace, on campus, or at an official College event or activity, whether or not on campus. 
• Callous or intentional disregard for the safety or well-being of others.
• Intentional destruction of College, student, or employee property.
• All threats or acts of violence occurring on College premises or at an official College event or activity, whether or not on campus, and regardless of the relationship between the College and the parties involved.
• All threats or acts of violence occurring off College premises involving a person acting as a representative of the College or involving an employee of the College if the threats or acts affect the interests of the College or members of the College community.
• Any other conduct that a reasonable person would perceive as constituting a threat of violence.

Firearms and weapons cannot be brought on campus sites at any time by members of the campus community or third-parties.1 Employees who violate this policy are subject to immediate disciplinary action, up to and including termination.  

• For purposes of this policy, a weapon may be defined as any type of firearm (including BB, pellet, or paint guns and toy guns), explosive devices or material, dangerous or hazardous substances, ammunition, knives, or any item designed to or intended to cause physical harm to another individual. This definition is by no means exclusive and other items not specifically mentioned may be considered weapons in the context of this policy.  
• In certain circumstances, the College or its contractors may issue items such as knives or box cutters to employees or other workers for use in their duties. In certain limited circumstances, the College may authorize certain employees in Campus Security or independent contractors to carry firearms for purposes of premises security in connection with their duties.  Only those items expressly issued or authorized by the College for these limited purposes and only when used for these express limited purposes, will be deemed an exception to this prohibition. 

“College property” is defined as all College-owned or leased buildings and surrounding areas such as sidewalks, walkways, driveways and parking lots under the College’s ownership or control. This policy applies to all College-owned or leased vehicles and all vehicles that come onto College property. College property, also includes premises not owned or controlled by the College, but used for an officially sponsored activity or event, whether on or off campus 

Employees should immediately report to Campus Security or their supervisor such incidents or threats.  We encourage employees to promptly report such incidents and to suggest ways to reduce or eliminate risks.  The College will not retaliate against any employee for reporting such an incident, and will not knowingly permit any retaliation by management or non-management employees. 

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 Q. VEHICLE POLICY 

Simpson College has made a commitment of safety to its employees, students, and the general public. The College has invested in vehicles so that our employees can use them for College business in place of their own vehicles, and eliminates the need for keeping track of mileage. The College mandates that employees operate vehicles owned by or in the care of the College in a safe, lawful and economical manner. 

A basic component of the College’s risk management program is a vehicle safety policy that establishes the safety guidelines for its authorized drivers when driving on College business. The following guidelines have been established to help us control the operation of our institution’s owned, leased or rented vehicles. 

I. Driver Qualification 

To help select only well-qualified drivers, we will adhere to the following procedures: 

A. Driver’s License 

1. All faculty and staff whose duties may require them to operate an institution vehicle or operate a personal vehicle on College business will have a valid driver’s license appropriate for the type of vehicle they will be driving. 
2. The employee will provide a copy of the driver’s license during the hiring process. 
3. Driver’s license will be checked at least once every two years or upon request thereafter. The institution will maintain a copy of the license in the employee’s personnel file. Human Resources will maintain these files. 

B . Motor Vehicle Record 

1. All employees and student drivers will complete and sign a “Driving History” form. To begin the process please email Department of Human Resources (mimi.bartley@simpson.edu with the individual’s name and email address. 
2. Only drivers with a good driving record are allowed to operate College vehicles or vehicles rented for College business. If a driver’s record contains one of the following violations within the past three (3) years, the employee is ineligible to serve as an institution driver: 
   • Driving under the influence of alcohol/drugs 
   • Failure to stop/report an accident. 
   • Reckless driving 
   • Driving while impaired 
   • Making a false accident report 
   • Homicide, manslaughter, or assault arising out of the use of a vehicle. 
   • Driving while license is suspended/revoked. 
   • Speeding contest 
   • Attempting to elude a police officer. 

The following chart is used to determine whether an individual is eligible to serve as an institution driver. If a driver’s record fall outside of the acceptable number of accidents or violations, that individual should not be allowed to operate an institution vehicle or drive on institution business. The following chart will not take the place of or supersede Iowa’s Motor Vehicle Record guidelines and requirements regarding the maintenance of a driver’s license in good standing but will be used to determine if a driver will be eligible to drive a College vehicle.  

# of Moving Violations Within the Past 3 Years	# of At-Fault Accidents Within the Past 3 Years
	0	1	2	3
0	Yes	Yes	No	No
1	Yes	Yes	No	No
2	Yes	No	No	No
3	No	No	No	No
4	No	No	No	No

 

On a case-by-case basis, this rule may be temporarily over-ridden by specific authorization of the President or his designee. Such authorization must be in writing and will be maintained in the driver’s personnel file. The College’s insurance carrier recommends that this specific authorization be given only after the driver has attended an approved vendor’s driver training course, lasting 8-hours or longer, such as the National Safety Council’s Defensive Driver Training Program. 

1. It is the responsibility of the driver to report any changes in the status of their driving record to the Human Resources Department. Employees without a valid driver’s license have a responsibility to notify their supervisor that they are not able to drive if asked to drive for business purposes.  Failure to do so may result in violation of the law and will be grounds for disciplinary action, up to and including termination. 
2. Motor vehicle records checks will be run for each authorized driver once every three years at a minimum.   

C. Assigned Vehicles 

Some vehicles may be assigned to individuals as part of their job duties. These employees must operate and maintain the vehicles assigned to them as though the vehicle was their own.  

College vehicles may be operated by faculty, staff or students, depending on the need. Control of these vehicles will be maintained through Campus Services.  

1. When a department wishes to use a vehicle for a specific purpose, the requestor will complete a Vehicle Use Request form and submit it to Campus Services as soon as possible. If the requesting department plans to provide the driver, the names of all drivers should be provided with the Vehicle Use Request form and the drivers should be verified against the institution’s list of eligible drivers. 
2. Vehicles will not be loaned, leased or rented to others. Vehicles are to be used only for College business. Personal business should not be conducted using a College vehicle. 

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II. Trip Safety 

A. Seat Belts 

Seat belts are one of the most important pieces of safety equipment installed on a motor vehicle. Thus, it should be noted that the use of seat belts is entirely under the control of the driver. All drivers should follow the seat belt laws for drivers and passengers.  

B. Safe Vehicle Operation; Prohibition on Use of Alcohol , Drugs and Other Impairments 

Vehicles must be operated only when both the driver and vehicle are in safe operating condition.  Drivers must be physically and mentally able to drive safely.  Employees may not operate College vehicles, or operate any other vehicle to conduct College business, while under the influence of drugs or alcohol or while otherwise impaired.  Smoking is not permitted in or around College vehicles. Drivers are expected to drive in a safe and courteous manner and conform to all traffic laws as well as respect the rights of other drivers and pedestrians.   A conviction or guilty plea for operating a College vehicle while under the influence of drugs or alcohol will result in termination of employment. Each driver must sign a commitment statement in which he/she pledges to comply with all applicable federal, state and local regulations regarding drug and alcohol use, including College polices, when operating any vehicle for College business.  

C. Cell Phones 

Cell phones may only be used to make calls with the assistance of Bluetooth or other hands-free devices. Headphones that reduce hearing should not be used. For navigation devices, program the destination before starting the vehicle, pull off the road to make changes and rely on voice directions to guide you. 

III. Other Procedures and Requirements

A. Maintenance Procedures

All employees are required to keep vehicles clean and remove any trash or personal items when finished using the vehicle each day.  Vehicles should be returned with a full tank of gas. Please immediately report any accidents, mechanical problems, or other problems to your immediate supervisor or to the Director of Procurement.  College vehicles are repaired or serviced as soon as possible. 

B. Accident Reporting Procedures

In the event an Employee is involved in a traffic accident while operating a College owned vehicle or a personal vehicle while on College business, a police report must be filed and your immediate supervisor or the Director of Procurement must be notified immediately.  If you receive any tickets for parking violations or moving violations while operating a College vehicle, you must notify your supervisor immediately, and you are responsible for taking care of any associated fines or penalties. 

C. Loss of Driver’s License

An employee who loses their driver’s license either permanently or temporarily must notify their supervisor immediately if their position requires operating a vehicle.  If the employee’s position requires that the employee maintain a valid driver’s license and insurability under the College’s vehicle insurance policy, the loss of either of these may result in suspension or termination of employment. 

D. Proof Insurance  

Employees using personal cars on College business are required to carry, at their own expense, insurance with a minimum of $50,000 of liability coverage. A copy of the employee’s current insurance card must be on file. Simpson College encourages employees to review their personal insurance policy to validate there is no exclusion for business use. 

E. Mileage Reimbursement 

Employees using personal cars on College business are provided a non-taxable mileage allowance. Per IRS regulations, all employees receiving this allowance must maintain and provide to the College as requested a mileage log to validate the allowance is in accordance with the number of business miles being driven. If the appropriate miles are not submitted, the allowance will be subject to taxation. 

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R. HAZARD COMMUNICATION STANDARD 

Simpson College, like all employers, is required to inform all employees of the Federal OSHA Hazard Communication Standard.  This standard gives employees the “right to know” about chemicals which they come in connect with or may be exposed to in the workplace.  It provides for the listing of all chemicals on the premises, labeling all chemical containers, and making available safety data sheets (SDS) for all chemical products.  In Carver Science Hall the laboratories all have hard copies of the appropriate SDS available for review.  

A copy of the Hazard Communication Standard and Safety Data Sheets (SDS) is available here <link>.

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S. TORNADO PROCEDURE

During storm seasons, weather can change within minutes, so we must be prepared to seek safety when violent storms approach.  The College has a tornado procedure, which must be followed.  The Tornado procedure can be found at the College’s Emergency Response document found on SC Connect, beginning at page 28. 

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T. FIRE PROCEDURE 

In the event of a fire you will be asked to exit the building.  In order to be prepared, please investigate your work area and always know where the nearest fire extinguisher is located and review the full outline of fire procedures (page 23) in the College’s Emergency Response document found on SC Connect.  Also, be sure to know where the nearest exits are wherever you are in the building to assure a safe and quick escape.  If you are asked to evacuate the building, please do so in an orderly fashion and report to the designated safe location for your building listed on page 19.  Employees should not leave the premises.  It is important that you can be located.  

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VII. BENEFITS 

A. BENEFITS GENERAL STATEMENT 

Simpson College values its employees and has developed an extensive benefits program for eligible full-time employees to support this goal.  All benefits, unless otherwise noted in this handbook, are subject to carrier qualifications.  You may become eligible for some or all of the following benefits.  A more detailed description of these benefits will be provided by the Office of Human Resources at the time you become eligible. Some benefits provided will be summarized in a Summary Plan Description (SPD).  For complete details about benefit plans, consult with the Office of Human Resources department and the official plan documents. In case of any discrepancy between a SPD, a description in this Handbook, and the official plan documents, the official plan documents shall prevail and control. 

The benefits provided herein may be modified, altered, added to, removed, revoked, suspended, terminated, eliminated, or changed in the sole discretion of the College at any time and without prior notice. Some of the employee benefit plans described in this handbook are subject to legal reporting and disclosure requirements. 

If you have any questions regarding our benefit plans, please contact the Assistant Vice President of Human Resources. The Plan Administrator is the Vice President for Business and Finance.

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B. MEDICAL INSURANCE 

The College offers group medical insurance and prescription drug coverage to full-time employees. An employee may enroll their dependents and pay for this coverage through a payroll deduction. Couples who are both employed full-time by the College can combine their Simpson contribution for medical insurance not to exceed the total premium. For family coverage Simpson will contribute the College portion for one Employee/Child and one Single employee contribution to use towards family coverage. 

A full description of the benefits as well as a schedule of premium costs may be obtained in the Office of Human Resources. 

Information concerning plan updates will be made available when applicable. 

Retiring employees (and their spouses) who are: 

1. covered by the College’s group health insurance plan at the time of retirement,
2. at least 55 years of age, but less than 65, and
3. retiring after 10 or more years of continuous full-time service, have the option to remain on the College’s group health insurance plan until age 65. During this period the retiree is required to pay 100% of the premium.

Updated July 1, 2016 

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C. PHARMACY DEDUCTIBLE REIMBURSEMENT POLICY 

An employee may qualify for a taxable payment equal to the lower of the employee’s deductible amount or the amount provided by a non-Simpson source to be used toward fulfilling the employee’s deductible for covered prescriptions if all of the following apply: 

1. A. The employee participates in Simpson’s High Deductible Health Plan (HDHP).
2. B. The employee has been contacted by Simpson’s pharmacy insurance provider and has been asked to adjust pharmacy preferences in order to reduce pharmacy costs to the College.
3. C. The employee is receiving a documented benefit from a non-Simpson source that they will lose due to the adjustment of pharmacy preferences.

Approved by Cabinet April 18, 2017 

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D. DENTAL AND VISION INSURANCE 

Dental and vision insurance is available coverage to employees recognized by the College as fulltime. Simpson College will pay one-half of the cost of the single coverage. Dependents may be covered at the employee’s expense.  

Retiring employees (and their spouses) who are: 

1. covered by the College’s group dental and vision insurance plans, as applicable, at the time of retirement,
2. at least 55 years of age, but less than 65, and
3. retiring after 10 or more years of continuous full-time service have the option to remain on the group dental and vision insurance plans, as applicable, until age 65. During this period the retiree would be required to pay 100% of the premium.

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E. TAX SAVER 125 (CAFETERIA) PLAN

The College has designed its group medical, dental, and vision insurance benefits as a Section 125 Plan, also known as a Cafeteria Plan. In a Section 125 Plan, employees can pay the cost of non-taxable medical, dental, and vision insurance on a pretax basis, which has the effect of reducing taxable income.  

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F. RETIREMENT ANNUITY PROGRAMS 

Simpson College provides a voluntary defined contribution plan through TIAA (Teachers Insurance and Annuity Association).  Information about this plan, as well as optional participation in tax deferred annuities (TDA) accounts offered by TIAA, is available in Human Resources. 

All employees who work at least 1,000 hours per year and are at least 21 years of age are eligible to begin participation in the TIAA voluntary defined contribution plan on the first day of the month following the completion of one year of continuous service. The one year waiting period will be waived with proof of equivalent employment in higher education.  

Adjunct faculty members and students are not eligible to participate in the voluntary defined contribution plan but may be eligible to participate in tax deferred annuities (TDA) and should contact the Human Resources Office for details. 

Participants in the voluntary annuity retirement plan are required to make personal contributions of 2 percent of base monthly salary. This personal contribution is a tax-sheltered salary reduction. The College will contribute 5 percent of base monthly salary.   

Retirement age defined under the Plan as age 65. However, participants may withdraw funds beginning at age 59 1/2 without tax penalty, if they so choose. By law an individual must begin drawing retirement funds by age 72 – 73, if you reach age 72 after December 31, 2022. 

*Updated 6/1/2016 

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G. LONG TERM DISABILITY (LTD) INSURANCE

Beginning, July 1, 2020, all full-time employees of the College are covered by Symetra Life Insurance Company. The terms of this policy guarantee, after a ninety-day elimination period, a maximum monthly benefit, including any Social Security and Worker’s Compensation funds, of 60 percent of the monthly salary base up to $11,000 per month. In no event will the monthly income benefit be less than $100. This benefit will be paid to age 65 or until the employee is able to return to work in their own profession. The College pays the total insurance premium for all eligible employees. If an employee enrolled in the College retirement plan becomes disabled, the disability insurance will continue to make payments into the employee’s retirement fund at a rate of 2 percent of the base salary at the time of disability as long as the eligibility for disability payments continues. 

There is a conversion option for LTD at the request of the employee when leaving Simpson employment. 

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H. GROUP LIFE INSURANCE

The College provides all eligible employees group term life insurance coverage equal to one and one-half the employee’s annual salary.  Optional life insurance is available at special group rates. There is a portability or conversion option for this term insurance.  

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I. EDUCATIONAL BENEFITS 

Eligibility for the educational benefit begins at the start of the term after hire for full-time employment. The employee’s immediate family members (spouses/domestic partner and/or dependent children) are eligible for educational benefits after one year of continuous full-time employment. “Children” refers to those individuals who meet the criteria of dependent as defined by Federal Student Aid Regulations. Children must be considered dependent each year that the student is enrolled at Simpson College and receiving the educational benefits. For the degree-seeking student (spouse/domestic partner or dependent children), tuition remission will be granted for a maximum of eight semesters plus four May terms and up to 20 summer credits or a total of 164 credits. The maximum available credits will be reduced by any transfer credits that are accepted toward a degree program resulting from attendance at a tuition exchange college. Tuition remission benefits will be restricted to a maximum of a six-year period from the original enrollment date. 

A. Dependents eligibility

1. When an employee separates from their spouse/domestic partner and no longer co-habitats in the same residence, the College shall not be responsible, after a six-month period of separation, for the tuition remission benefit of the spouse/domestic partner. 
2. In the case of “common law marriage,” the employee shall provide the Director of Financial Assistance legal evidence of the marriage in order for the spouse to be eligible for tuition remission benefits. 
3. For a domestic partner to be eligible to receive tuition remission benefits the employee and partner must have on file with the office of Human Resources an Affidavit of Domestic Partnership. 
4. When the employee is divorced and the dependent children of the employee reside with the former spouse/domestic partner, the children are eligible for tuition remission benefits. 
5. When the employee’s spouse/domestic partner has dependent children (stepchildren to the employee of the College), they must reside in the employee’s home for at least their senior academic year in high school to be eligible for tuition remission benefits. 
6. If a full-time employee who has served the College for at least six consecutive years dies while under contract to the College, the spouse/domestic partner and/or dependent children of that employee is/are guaranteed the same tuition remission benefit that they would have received if the deceased had continued to be employed at the College. 
7. Dependents are not eligible to receive tuition remission for graduate course study.

B. Tuition Remission Policies and Procedures

Tuition remission is available for classes taken at Simpson College. Tuition remission is only available in credit granting areas. Non-credit programs and music lessons do not fall under this remission benefit. Tuition remission does not apply to study requiring extra compensation to be paid to faculty members, as is the case of independent study courses or summer school courses in which the employee is enrolled that requires extra compensation to the instructor. The employee must request tuition remission for each academic year. Tuition remission forms may be obtained in the Office of Financial Assistance or the Human Resources Office. The Assistant Vice President  of Human Resources and the Assistant Director of Financial Assistance must sign the tuition remission form. 

Tuition remission benefits are intended to cover tuition charges after business/corporate educational benefits, state and federal grants have been applied for and credited to the student’s account. In other words, total gift assistance will NEVER exceed the cost of tuition less fees. 

In order for the College to avoid over funding tuition, which can be funded through state and federal grants, employees, spouses/domestic partners and dependent children without a baccalaureate degree will be required to complete the Free Application for Federal Student Aid (FAFSA) annually by the state deadline of July 1st. Students who are not degree seeking are not required to complete the FAFSA. 

The FAFSA must be filed by the prescribed deadline each year. Should the student be eligible for the state grants and fail to meet that deadline, the amount of such grants will be deducted from the student’s tuition remission. To receive full tuition remission, one must document ineligibility for state and federal grants. 

In order to document ineligibility for such grants, the following procedures will be used: 

• It is a requirement that each applicant complete the Simpson College Tuition Remission Application. The form is to be returned to the Director of Human Resources, who will initially process the form and forward it to the Financial Assistance Office for appropriate action. 

• All degree seeking employees, spouses/domestic partners and/or dependent children must complete FAFSA with the federal processor prior the July 1st yearly deadline. 

• Tuition remission is not granted for more than sufficient credits to graduate. Additional tuition remission beyond graduation must enhance the individual’s employment at Simpson College and be approved in writing by the Cabinet level officer for that employee. 

• Employees, spouses/domestic partners or dependent children who enroll as “non-degree” students do not need to complete the FAFSA but must complete the Simpson College Tuition Remission Application. 

Application forms may be obtained from the Financial Assistance Office. Tuition remission will be provided according to the program outlined above, less federal and state grants. 

C. Employee Tuition Remission

The term after hire, a full-time regular employee of the College interested in degree seeking or personal growth and development may be granted tuition remission under the following conditions: 

• Employees must have the approval of their supervisor. 

• Classes must not interfere with the performance of the employee’s responsibilities. 

• The employee must continue to work full-time. Hours may be adjusted with the supervisor’s approval to compensate for class time occurring during the regular workday. The employee is required to submit to Human Resources a schedule signed by the supervisor stating when the class time will be made up. 

• The employee must request tuition remission for each academic term. Tuition remission forms may be obtained in the Office of Financial Assistance or Human Resources. The Director of Human Resources and the Office of Financial Assistance must sign the tuition remission form. 

• Employees will be limited to one day class during each fall and spring semester. Classes may be taken in the evenings, Saturdays, and modules up to a total maximum of 32 credits per academic year. One course in each summer session may also be taken. 
• Employees will be eligible to enroll in graduate level courses offered at Simpson, as space is available, with partial tuition remission. The amount of tuition waived per credit hour will be equal to the per credit hour remission offered for undergraduate courses. The employee will then be responsible for the unremitted difference. 

D.  Dependents Tuition Remission

Full tuition remission is granted exclusive of the general fee, campus center fee, technology fee and student activity fee for spouses/domestic partners and/or dependent children of all full-time regular employees. For the degree-seeking student (spouse/domestic partner or dependent children), tuition remission will be granted for a maximum of eight semesters plus four May terms and up to 20 summer credits or a total of 164 credits. The maximum available credits will be reduced by any transfer credits that are accepted toward a degree program resulting from attendance at a tuition exchange college. Tuition remission benefits will be restricted to a maximum of a six-year period from the original enrollment date. 

E. CIC Tuition Exchange Program

Simpson College is a member of the Council of Independent Colleges that makes available to its member institutions a tuition exchange program involving approximately 300 schools throughout the nation. The program is available to all dependent children of Simpson College employees who have been employed full-time at least one year and are continuously employed while the student is enrolled at the exchange college. 

The following requirements must be met in order for a student to be eligible to participate: 

• The applicant must be admissible at the host college. 

• Each host college may choose to enroll only three (3) exchange students in any year. 

• Applicants are required to submit notice of all other financial aid awards to the host college. 

• The host college’s commitment to each student is limited to tuition remission and may be full-tuition or partial tuition. 

• Each applicant applies directly to the college(s) of choice, submitting all required financial aid information. 

• The Admissions Office of the host college informs the student of his/her admissibility. 

• The tuition exchange officer will notify the student of tuition exchange eligibility after acceptance for admission. 

• Retention of a student in this program is determined on the same basis as all other students are continued. 

If, as an employee, you have any questions regarding this program please feel free to contact Human Resources or the Office of Financial Assistance. To see a list of participating colleges and universities, go to www.cic.edu. 

F. Tuition Exchange, Inc. Program

Simpson College also participates in a program of cooperative tuition remission involving over 400 schools throughout the nation (list available at www.tuitionexchange.org). Eligibility also includes one year of continuous employment, and to remain in the system depends upon the number of students from other institutions choosing Simpson as well as the number going to those institutions from Simpson. The College cannot assure any college family that eligibility will be available at a given time. At the same time, a dependent must be admissible to the institution by their standards. Details of this program are subject to change. 

The policy for export under the TE Program is as follows: 

1. All applicants wishing to be considered for export must file the tuition exchange/remission application with either the Office of Financial Assistance or Human Resources by October 5th of each academic year to be eligible for consideration for the next academic year. Applicants filing after October 5th will be considered on a space available basis.
2. The family of the applicant will be given 2 points for every complete year of the employee’s full-time, continuous employment with the College. In the case where two parents are employed by the College, points will be calculated for the parent with the greater years of service. We will then deduct one point for each semester of export other dependents in the family have used in the past ten years.
3. The point value will be assigned to each student wishing to be exported under the TE program. All students will be ranked in order of points from highest to lowest and Simpson will export the number of students that will keep our balance in good standing.
4. The Financial Assistance Officer will send a copy of the form to the tuition exchange officer at the College to which the student is making application.
5. Limitations exist on the number of students Simpson may export to other schools, the number of students which a given school is willing to accept on this program, and in some cases the number of credits Simpson may invest in any given student.
6. During the life of an existing tuition exchange agreement, if the full-time employment status of the Simpson employee changes or ceases for reasons other than voluntary resignation or misconduct, the President shall have the discretion to take into consideration any mitigating circumstances, and under such terms and conditions as the President deems in the best interests of Simpson College, agree on behalf of the College to continue to honor the exchange agreement beyond the employment of the Simpson employee for a period not to exceed two years.  The Assistant Vice President for Enrollment & Financial Assistance is the designated tuition exchange officer at Simpson College. The Director will provide full information on colleges participating in the program, Simpson’s status within the program, related details and will provide counsel and assistance to all seeking further information.

* Updated March 2017 

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 J. CONTINUING EDUCATION CREDIT TUITION REMISSION 

Applicability 

This policy applies to all employees of Simpson College. Continuing education is considered to be educational opportunities offered through the College’s Continuing Education and Graduate Division that are typically not part of a degree program. They are often one-time or limited time opportunities for the purpose of career enhancement. This policy augments the College’s existing tuition remission policy.  

Policy 

The extent to which Simpson College will offer tuition remission to its employees for continuing education opportunities will be determined by reviewing the unique circumstances of each offering. The following guidelines will apply in making the determination: 

Tuition remission for continuing education offerings will be limited to the employee. 

Tuition remission is offered on a “space available” basis with the consent of the individual directing the continuing education opportunity. 

The decision regarding applicability of tuition remission for continuing education offerings will be made in consultation with the Dean of Continuing Education and Graduate Programs at the time the offering is developed. 

Full-Tuition Remission 

Except in extraordinary circumstances determined by the appropriate vice president, the College will not offer tuition remission when doing so would come at a financial cost to the institution. 

Example: The institution partners with another entity to offer to the public a workshop on time management. The partner will charge the institution $100 per participant. Simpson will charge the public $150 for the workshop. In this case, full remission would not be granted as the College would have to pay $100 to the partner to have the employee participate. 

Example: The College offers a workshop to the public on choosing health insurance. There is a $25 materials cost built into the $100 workshop fee. In this case, full remission would not be granted as the College would have to pay an additional $25 materials cost to have the employee participate. 

Partial-Tuition Remission 

In both of the examples provided above, the College may, at its discretion, grant employees partial remission of the workshop fees by reducing the employee cost to the out of pocket expense the College would need to pay. In the first case, the College may allow the employee to participate if she or he agrees to pay the $100 to cover the partner cost. In the second example, the College may allow the employee to participate if he or she agrees to pay the $25 materials cost. 

Other 

The above policy and guidelines apply to all continuing education offerings, no matter the format (face-to-face, hybrid, online) of the offering. 

Nothing precludes a division or unit of the College paying from its own budget the fee for a continuing education offering so that an employee may participate. 

Example: The College offers a workshop on improving supervisor/employee communications. The College has partnered with an outside company which will be charging the College $100 per participant, plus a $25 materials fee. The College will be charging the public $200 per participant. The HR department at the College agrees to pay the $125 cost of attending for one of the College’s supervisors from its own training budget line. 

*Approved 9/30/14; Posted 10/22/14 

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K. WELLNESS PROGRAM

Simpson College offers a voluntary wellness program, which includes annual blood profiles, flu shots, and EAP program. Beginning July 1, 2016, a “flex policy” was provided as an option for employees to utilize a portion of their lunch break to exercise, when approved in advance by their supervisor. 

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L. SIMPSON ATHLETIC CLUB PRIVILEGES

As an employee of Simpson, you and your immediate family have the benefit of the athletic facilities to enhance your personal fitness and exercise opportunities with a complimentary employee membership to the Simpson Athletic Club.  All employees wishing to use the facilities are asked to use the employment ID card for access.  Only family members who request SAC passes will receive them.  Each family member (age 16 and over) will have his or her own personalized pass, which should not be shared. Dependents under age 16 may use the facilities when they are accompanied by their parent or guardian.   

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M. LIBRARY

College employees may check out library materials by presenting their Simpson ID card. Family members may present their public library card. Check out the library website for current hours & services. Follow us on Facebook and Instagram for updates. 

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N. BOOKSTORE DISCOUNT

The Simpson College Bookstore is a retail service that seeks to provide students, employees, parents, friends and the surrounding communities with a convenient, competitively priced and attractive environment for the purchase of books, supplies, gifts and sundry items conducive to a positive Simpson College experience. 

Caps, gowns, and hoods for faculty and cabinet members can be rented or purchased by contacting the Bookstore. Rental gowns need to be returned the first working day after graduation. 

A 20 percent discount will be given to the supplies charged to the department. Please provide the Bookstore with the department charge number. 

A 10 percent discount will be given to all college employees for personal purchases. The Simpson College I.D. should be shown when bringing purchases to the cashier. 

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O. PERSONAL COMPUTER PURCHASES

Employees may purchase computers for personal use through the College. Computer choices will be limited to Simpson’s current computer vendor(s).  Purchases may be paid for in full at the time of purchase or through payroll deduction.  More detailed information is available through Information Technology Services. 

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P. MOVING EXPENSES POLICY

Under certain circumstances, the College will provide reimbursement of moving expenses for new full-time faculty/staff members living farther than 50 miles from the College. 

Moving expenses are limited to the costs of relocation to a new residence and the ordinary and customary cost of moving household goods and personal effects as detailed in the IRS Publication 15 (Circular E). This reimbursement is considered a taxable fringe benefit by the IRS, and are subject to Federal and State tax withholding as well as Social Security and Medicare taxes and will be included on an employee’s W-2 form.  

Payment of Moving Expenses 

Moving expenses must be supported by an original itemized receipt for the employee to receive reimbursement. 

1. Original itemized receipts for expenses incurred eligible for reimbursement must be submitted to Human Resources (i.e. truck rental fee, gas receipts for rental truck or personal vehicle, etc.).
2. Reimbursement will be made to the employee and will be added to the following month’s payroll upon the submission of itemized receipts.
3. An employee will have a maximum of one-year from the date of commencing employment in which to submit receipts for reimbursement, if this benefit is offered by the College.

Updated 1/1/2018, October 1, 2022 

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 Q. COLLEGE HOUSING

In some instances, the College may be able to offer an employee a College-owned house or apartment on a rental basis. For information, contact the Director of Procurement. 

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R. PROFESSIONAL GROWTH AND DEVELOPMENT COURSES, CONFERENCES, AND WORKSHOPS

To attend a conference or class to enhance abilities or skills an employee must first obtain the supervisor’s approval.  Staff are expected to exhibit and continue professional growth and development consistent with their major responsibilities. 

a.  Within the restraints of budget and schedule, staff are encouraged to attend professional conferences that have identifiable promise for professional growth or institutional improvement. Employees are encouraged to utilize those conferences that seem to be most productive within geographic limits of the state or the region.  Attendance at conferences should be planned well in advance and the opportunity shared equitably among staff members in each department.  

b.  Occasional workshops and in-service programs may be presented on campus for the purpose of professional improvement and growth. Supervisors are encouraged to support these activities. 

c.  Networking is encouraged with colleagues at neighboring colleges or invite colleagues in similar fields to our campus. Expenses for such travel should be assessed against department budgets. 

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S. SPECIAL RISK AND ACCIDENT COVERAGE 

Exempt employees are insured up to $100,000 for accidental injury or death if such injury or death occurs while the insured is on a College authorized trip. Any injury which occurs while in or on, or entering or leaving any kind of aircraft shall be covered, when such injury occurs as follows: 

1. While the insured is a passenger in a licensed passenger aircraft;
2. Provided by a scheduled airline on any regular, special or chartered flight; and
3. Flown by a pilot duly licensed to operate such aircraft; or
4. While the insured is a civilian passenger in any transport type aircraft operated by the Military Air Transport Service of the United States or by the Air Transport Command of Canada; or
5. As a result of the insured being struck by any aircraft.
6. The College provides bodily injury and property damage coverage when an employee uses a rental car in the line of business. Employees are requested not to take out additional insurance through the rental agency when scheduling a rental car. Employees who travel will be issued insurance cards that verify coverage.
7. Beneficiary will be the same as named on employee’s life insurance policy.

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VIII. LEAVING EMPLOYMENT AT SIMPSON 

A. RESIGNATION/TERMINATION 

1. Since employment with the College is based on mutual consent, both the employees and the College have the right to terminate employment at will, with or without cause, at any time with or without prior warning or notice.  Terminations are an inevitable part of personnel activity within any employer, and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is terminated. 

Resignation:  employment termination initiated by an employee who chooses to leave the College voluntarily. 

Discharge:  employment termination initiated by the College  

Layoff:  involuntary employment termination initiated by the College, usually for non-performance, non-disciplinary reasons. 

Retirement:   voluntary retirement from active employment status initiated by the employee. 

When an employee has chosen to end the employment relationship through resignation or retirement, a two-week notice to their immediate supervisor, Department head, and the relevant Cabinet officer is required. The supervisor is responsible for immediately notifying the Assistant Vice President of Human Resources.  At its sole discretion, the College may pay out the notice period in lieu of having the employee work the last two weeks. Employees shall be paid their accrued unused vacation time upon termination of employment, unless the employee quits without providing the required notice or is involuntarily terminated as a disciplinary action (not a performance reason), in which case such accrued unused vacation at the time of termination is forfeited. Failure to give notice may be entered on the employee’s personnel record.   

If a staff reduction is necessary, employees losing their employment via layoff 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. If notice of staff reduction is not given, two weeks’ pay will be granted in lieu of such notice. 

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B. RETURN OF PROPERTY 

Employees are responsible for all property, materials, or written information issued to them or in their possession or control.  Employees must return all property of the College that is in their possession or control in the event of termination of employment, resignation, or layoff, or immediately upon request. 

As stated in earlier in this handbook, by using any electronic device to connect to or access the College’s email server or access email server data, an employee gives the College the capability and consent to remotely wipe the device, which will likely affect all other applications and data (including personal data) on the device as well. Upon termination of employment, employees may be given the opportunity to work directly with an IT designee to manually remove or to confirm removal of all College Data and any confidential, proprietary or trade secret information to which the employee had access and that may have been stored on or in a personal electronic device. This may help avoid a remote wipe of the employee’s electronic device. Failure to cooperate will result in an automatic remote wipe of the device.

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C. EXIT INTERVIEW 

In addition, the following procedures should be followed: 

1)  Responsibilities of the Assistant Vice President of Human Resources: 

1. a)  The employee should schedule an exit interview with the Assistant Vice President 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.
2. b)  Arrangements to return SAC tags, parking permits, and ID cards should be made with the Director during the exit interview.
3. c)  If the employee has any College credit cards, then arrangements to return should be made during the exit interview.
4. d)  Arrangements to return all building or office keys in the employee’s possession need to be made during the exit interview.  Keys need to be returned to Human Resources or the Building A
5. e)  Assistant Vice President 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 receivables, and make arrangements for satisfaction and collection thereof through offset.

2)  Responsibilities of Information Services: 

In addition to the duties set forth above under “Return of Property,” the employee’s phone authorization code, e-mail account and computer password should be canceled. 

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D. CONTINUATION OF HEALTH COVERAGE UNDER COBRA 

If you are enrolled in a group benefit plan through your employment with the College and your employment is terminated for any reason other than gross misconduct, or your hours are reduced to the point in which you are ineligible to participate in the health plan, you may be able to continue coverage for a period of time at your cost as provided for in the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA).   

COBRA gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage under the College’s health plan when a “qualifying event” would normally result in the loss of eligibility.  Some common qualifying events are resignation, termination of employment, or death of an employee; a reduction in an employee’s hours or a leave of absence; an employee’s divorce or legal separation; and a dependent child no longer meeting eligibility requirements. 

Under COBRA, the employee or beneficiary pays the full cost of coverage at the College’s group rates plus an administration fee.  Upon the occurrence of a qualifying event, the College provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under the Company’s health insurance plan.  The notice contains important information about the employee’s rights and obligations. 

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E. RETIREMENT 

Simpson College does not have a standard or expected retirement age. An employee who has reached the age, as defined by the Social Security Administration, at which an individual can begin to draw their retirement benefits, is nevertheless welcome to continue in employment as long as the employee’s work performance remains satisfactory. 

Retiring employees (and their spouses) who are: 

1)  enrolled and covered by the College’s group health insurance plan at the time of retirement; 

2)  at least 55 years of age, but less than 65 years of age; and 

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