Part IV - Administrative Procedures
The following administrative practices and procedures are administered by individual offices. These practices and procedures are currently in effect but subject to change at the sole discretion of Earlham.
1. Alcoholic Beverages
The possession or use of alcoholic beverages is not permitted in campus buildings or on campus.
2. Athletic Event Passes
Employees are provided with passes for themselves and their guests to regular season athletic contests. Admission fees may be charged for special games and for tournaments. For more information, please contact the Athletic Office on the second floor of the Athletics and Wellness Center.
3. Bookstore Discounts
The Bookstore provides an employee discount. Please present your Earlham identification card at the time of your purchase. The discount may not apply to special items or sales items. The Bookstore is located in Runyan Center.
4. Campus Events
There are a variety of many fine educational, cultural and recreational activities that occur regularly on the Earlham campus. Throughout the year, there are numerous evening and weekend events that are open for attendance and employees, along with family and friends, are encouraged to participate. Many, but not all, events are free. For some events with limited seating, employees may be limited to receiving and/or paying for one ticket for themselves and one for a guest.
In addition, other Earlham events occur during normal working hours. Earlham employees are encouraged to attend such events, recognizing that such attendance should not be to the detriment of their tasks on campus and with the explicit approval of their supervisor.
College Convocations: All College offices are expected to close during official College Convocations and all employees are encouraged to attend.
5. Campus Post Office
The campus operates a branch U.S. Postal Service office in the basement of Runyan Center. It operates during normal Earlham office hours. Each employee is assigned a P.O. Drawer number (sometimes shared with an entire office or department) to which campus notices are sent. Individuals must pay for postage for personal mail. Employees may not use the College postal meter for personal use without reimbursing the college at the time the mail is sent.
Earlham provides space and utilities in two campus buildings for parent co-operatives that provide childcare services for pre-nursery and nursery-aged children. For information about whom to contact, call the Provost or the Business Office.
7. Catering and Meals on Campus
Earlham contracts with an outside vendor who has an exclusive contract to provide all meals and food served on the Earlham campus. If you wish to host an event with food on campus, please contact the Food Service.
8. Credit Cards
Earlham provides credit cards for those employees who travel frequently on Earlham business. Earlham credit cards may not be used for any personal purchases or charges.
9. Dining on Campus
Earlham provides meals that are available to employees and visitors. Tickets for the Dining Hall may be purchased at a discount at Runyan Desk. The Runyan Center Coffee Shop provides food on a cash basis.
10. Facilities Use
Use of Earlham facilities and buildings by employees is governed by a Facilities Use Policy. There are charges for some spaces and charges for set-up and clean-up. Contact Runyan Desk and/or the Events Coordinator for reservations and more detailed information.
11. Identification Cards
All full-time Earlham employees are provided with Earlham identification cards at the time of their first employment. Cards are obtained from the Security Office. These cards are required for admittance to several campus buildings, including the Athletics and Wellness Center and Residence Halls and are required to authorize a variety of transactions on campus, e.g. library book check-outs.
12. Inclement Weather Days
On days when the College and/or ESR are declared to be closed due to inclement weather, full-time and part-time employees are paid for their regularly scheduled hours at their regular hourly wage rate. Closings are announced over radio and TV stations and on campus by the Business Office or the Dean of ESR. Whenever possible, decisions about and announcements of College closing will be made by 10:00 p.m. the night before the closing. Decisions about closing the Wellness Center will be made separately by Wellness Center management. Individual supervisors may not dismiss employees nor authorize pay for hours not worked unless the College and/or ESR has been declared closed.
13. Keys and Authorized Areas
In general, employees are not permitted to be in secured areas of the campus outside of their own work area, unless authorized by their supervisor or an officer of the College or ESR. With few exceptions (for example, 3rd shift security officers, area directors), employees are not permitted to spend the night on campus without written permission from their immediate supervisor or an officer of the College. The only blanket exception to this policy is a College event that is open to the entire Earlham community.
Keys are issued by the Security Office and must be authorized by each employee's supervisor. There is a significant fine for lost keys. All keys must be returned at the end of employment.
14. Library Borrowing
You may borrow materials from the Earlham Libraries. An Earlham identification card is required. There is a charge for some services, including overdue materials. Library hours are posted and are reduced on holidays and during academic breaks. The Wildman Science Library is located in Noyes Hall between Stanley and Dennis Halls.
All Earlham employees are required to obtain and display parking tags for their vehicles in order to park in campus lots. There is no charge for the parking tags. Except for medical personnel and area directors, there are no reserved parking spaces on campus. Employees are not permitted to use spaces on campus that are designated for short-term visitor parking during normal working hours. There are fines imposed for illegal and/or improper parking. Contact the Security Office for parking tags and additional information.
16. Personal Property and Belongings
The Earlham insurance does not cover the personal property, including computers, books, clothing, etc. of its students, visitors or employees. If employees have property in their offices on campus or take personal property with them while traveling on Earlham business, then each employee should make certain that their own personal home or renter insurance covers them adequately in case of loss.
17. Personnel Records
The official repository for Personnel Records, including materials relating contract renewals, initial hires and official correspondence are as follows: For College teaching and administrative faculty, in the President's Office; for staff employees, in the Business Office; for ESR teaching and administrative faculty, in the Dean's Office. Financial records relating to fringe benefits and payroll are kept in the Earlham Payroll Office.
18. Pets On Campus
The only animals permitted in campus buildings are service animals whose presence is necessary to assist individuals with disabilities.
Earlham believes that it is in everyone's best interests that closely related individuals not be placed in the position of making personnel decisions involving each other. Relatives, as defined below, should not be hired, transferred or promoted into positions that report, directly or indirectly, to another relative.
Relatives are spouses fathers, mothers, sisters, brothers, children, step-relatives, aunts, uncles, first cousins, nieces, nephews, grandchildren, grandparents, and direct in-laws.
Because conveners in academic departments and programs do not normally make personnel decisions about faculty colleagues, this statement does not apply to teaching faculty nor to those who share appointments.
20. Rental Housing
Earlham owns a number of rental apartments and rental houses in the vicinity of the College. Priority is given to Earlham employees. Leases are for a minimum of 12 months and normally run from July 1 to June 30. Tenants pay for most utilities, except water. House renters are expected to provide their own snow removal and lawn care. Employees are encouraged to use payroll deduction to pay rent. Contact the Campus Services Office in the basement of Carpenter Hall for more information.
21. Smoking on Campus
Smoking is not permitted in any area within educational and/or administrative buildings on campus, including private offices.
22. Telephone Calling Cards
Earlham provides telephone calling cards for those who travel frequently on Earlham business. Earlham calling cards may not be used for personal calls. Contact the Business Office for information.
Earlham vehicles are only for official Earlham business. Personal use of college vehicles by employees is not allowed. If you use your personal automobile for Earlham business, then the primary insurance coverage is by the employee's insurer, not the Earlham insurance. If you rent a vehicle for Earlham business, then decline the leaser's insurance coverage as the Earlham insurer will provide liability and collision coverage.
24. Wellness Center
Full-time Earlham employees may use the Wellness Center by presenting their identification cards. There are additional fees for instruction, classes and the use of some facilities within the Wellness Center. You may purchase identification cards for your spouse and dependent children by applying at the Wellness Office. There is a fee for the initial identification card and for lost cards.
25. Administrative Faculty Annual Review Self-Evaluation Form — .doc .pdf
Summary Form for Supervisors — .doc