Part I - Earlham Benefits
Earlham provides a number of employee benefits programs in addition to wages and salary. A comprehensive list of these benefits is contained in the table of contents. Explanations of each benefit and eligibility requirements follow this section. Some benefits are provided with no employee contribution; others may require an employee contribution.
Benefits may or may not be made available for individuals whose positions exist because of outside funding sources such as, but not limited to, agencies, grants, gifts and departmental or office revenue. De minimus benefits, such as bookstore discounts and library privileges, are provided. Other benefits, such as various insurance plans, retirement and tuition remission, are limited by the resources available to those spending units.
Earlham will provide all benefit plans to those eligible employees who change from less than full-time status to full-time status. Years of service prior to such a change in status will not be considered in determining the level or beginning date of full-time benefits received by the employee (e.g. vacation time, retirement eligibility and tuition remission eligibility).
Those employees changing their employment status from full-time status to less than full-time status will immediately be eligible for only those benefits available to them in their new status. Participants in the health and life insurance plans have the right to convert their group coverage to individual policies upon request.
Separate booklets with detailed information are available from the Business Office on group health and life insurance, long-term disability insurance, and the pension plan.
Part I: Section 1 — Payroll and Compensation
- Teaching and Administrative Faculty are paid on the last business day of each month. Staff employees are paid every other week on Friday. In the event that the normal payday is a holiday, then an alternative payday will be announced in advance.
- No contract or offer of employment is valid until approved in advance in writing by the Provost, the Vice President for Financial Affairs, the Dean of ESR or the Assistant Vice President for Business Operations.
- By federal law, no employee may begin work or be paid until his/her employment status and employment eligibility has been certified by the Business Office. In order to receive a paycheck, the faculty member must return a signed contract to the President’s Office. Staff employees must submit a properly filled out timeslip signed by their supervisor.
- The College fiscal year begins on July 1 and ends on June 30. For full-time faculty, salaries are paid in twelve equal monthly installments beginning with the last business day of July. A teaching faculty member who resigns prior to the start of classes and who has been paid for July and August will reimburse the college for the gross amount paid.
- Each faculty member’s contract stipulates title, gross salary, length of contract and a summary of major benefits provided. A staff wage letter notifies staff of their new wage rates for the next fiscal year. Eligibility for benefits ceases on the last calendar day of the period covered by the contract or employment period.
- For staff employees, the new wage rate takes effect on the first payday in the new fiscal year, i.e. the first payday in July. For faculty, the new salary takes effect on the date stated as the first paydate in the contract.
- Paychecks may be picked up in person in the Accounting Office, mailed to an on-campus mailbox, mailed to a home address or deposited electronically in the employee’s bank account. Checks mailed to home addresses may not arrive by the actual paydate, i.e. the last business day of the month for faculty and Friday paydays for staff employees.
Part I: Section 2 - Group Health Care
Coverage under a group health care plan providing hospital and medical expense benefits is available to all full-time employees upon their beginning date of employment. A staff employee has a thirty-one (31) day enrollment period from his/her beginning date of employment in which to decide whether to participate in the group health insurance plan. If an employee wishes to enroll in the plan or to add dependent coverage after this enrollment period, it will be necessary to provide evidence that the employee and any dependents desiring coverage meet the requirements established by the health plan before participation under the plan can be permitted. The cost of the plan is divided between Earlham and the employee, with Earlham paying all of the employee-only premium and 50% of the dependent premium for staff employees and 25% for teaching and administrative faculty.
Family member benefits are available to a spouse and unmarried dependent children under 19 years of age, including any family member who is also an employee of Earlham College. Unmarried dependent children who are full-time students are eligible for coverage until their 25th birthday. If an employee does not have a family at the time of his/her initial enrollment, he/she will be given a thirty-one (31) day enrollment period for dependent coverage beginning on the date that he/she is married and upon the birth or adoption of the first child. If dependent coverage is not elected during established enrollment periods, and later desired, it will be necessary to provide evidence that the spouse and/or unmarried dependent child meet the requirements established by the health plan. Contact the Business Office for further information.
Health care coverage for full-time employees begins on the first day of employment. If elected, health care coverage for dependents begins on the first day of the first full pay period worked following the first day of employment or on the first day of employment if that is the first business day of the full pay period.
Same-sex domestic partners may be eligible for dependent coverage. For further information, contact the Business Office.
In the event that a full-time employee is disabled and receiving either Workman's Compensation or Long-Term Disability Benefits, Earlham will continue to pay the employer portion of the employee's group health care premium. While disabled, the employee is responsible for paying the employee share. If the employee has a past due premium, then at the sole discretion of the College the health care coverage may be terminated.
Eligibility ceases on the last day of employment. All employees are eligible to continue their health insurance coverage for themselves and their dependents as by federal law (COBRA). Contact the Business Office for details.
A booklet that explains the plan in detail is available from the Business Office. When an employee becomes insured, he/she will receive the booklet and an identification card. All claims are filed directly with the health care plan administrator.
Part I: Section 3 - Long-Term Disability
Long-term disability insurance is available to all full-time Earlham employees upon the beginning date of full-time employment at the employee's expense. After completing one continuous year of full-time service, all full-time Earlham employees are automatically enrolled in the long-term disability insurance plan at Earlham's expense.
To establish eligibility for long-term disability insurance benefits, the employee must submit a completed claim form signed by his/her physician to the Earlham Business Office. Only after a completed claim form is submitted and disability status is accepted by the insurance company can benefits begin. Eligibility for disabled status is at the sole determination of the insurance company.
Under this program, an employee who is unable to work because of serious illness (including pregnancy-related conditions) or injury continues to receive a portion of his/her salary. However, there is a 180-calendar-day waiting period before the insurance benefits begin following the illness or injury. During the first year of full-time employment, the employee, though he/she may be enrolled in the long-term disability insurance plan at his/her own expense, does not receive any compensation (unless accumulated sick time or vacation time is available) during the 180-day waiting period. After the first year, Earlham not only takes over the cost of insurance premiums but also provides some compensation during the 180-day waiting period (see the appropriate Intermediate-Term Disability plan in section 14).
Once the long-term disability insurance goes into effect, an employee receives compensation equivalent to 60% of his/her regular gross wages reduced by other benefits such as Workers' Compensation or Social Security for which the employee is eligible. (e.g., if 60% of the employee's gross pay is $400 and he/she receives $100 in Social Security benefits, the employee would receive $300 from the insurance company). The insurance company will also make contributions on the employee's behalf to the Earlham College pension plan. The payment of benefits will continue until rehabilitation or until the employee's eligibility ends. There is a maximum monthly payment. Consult your plan book for the full provisions and limitations of the plan.
Earlham allows employees receiving long-term disability benefits to continue coverage in the life insurance and personal accident insurance policies by billing these employees for their monthly premium amounts. Eligibility for these policies will end if, at any time, the employee's premiums are 30 days past due.
In the event that a full-time employee is disabled and receiving Long-Term Disability benefits, Earlham will continue to pay the employer portion of the employee's group health insurance premium. A detailed plan booklet is available from the Business Office.
Earlham will also bill employees who wish to extend their dependent health care coverage while receiving Long-Term Disability benefits. If at any time, the employee's dependent health care premium contributions are 30 days past due, the dependent's Earlham health insurance coverage will end, and COBRA coverage will be extended to the dependent. Contact the Business Office to make arrangements for these billing procedures.
While receiving Long-Term Disability benefits, all de minimus fringe benefits and Tuition Remission at Earlham continue but only the health insurance, pension and group life insurance paid benefits are continued as described above. In the event that the employee is no longer eligible for long-term disability benefits and does not return to employment at Earlham, then health care coverage will continue at the employee's expense under the eligibility requirements described in the plan book.
Part I: Section 4 - Earlham College Pension Plan
All full-time employees are automatically enrolled in the Earlham College Pension Plan upon completion of two consecutive (2) years of full-time service. Each employee must complete an application upon enrollment into the pension plan, so as to designate his/her beneficiary and indicate which investment options are desired.
Upon completion of two (2) consecutive years of full-time service, Earlham will begin contributing an amount equal to 5% of gross pay to the pension plan on the employee's behalf. Upon completion of three (3) consecutive years of full-time service, Earlham will increase its contribution level to an amount equal to 8% of gross pay. Contributions are made monthly by Earlham and are calculated on the gross pay, excluding supplementary pay, during the previous month and are immediately vested at 100%.
A summary plan description explaining the plan in detail is available upon request from the Earlham Business Office. Quarterly reports are issued by the pension plan company to each participant in the plan.
Tax Deferred Annuities
Employees may make voluntary contributions to a tax deferred annuity program. This type of program is similar to but separate from the pension plan. For more information, contact the Business Office.
Part I: Section 5 - Group Term Life Insurance
All full-time employees are covered by a group term life insurance policy with a basic amount of $50,000. Each employee must designate a beneficiary. Premiums are paid by Earlham.
The basic amount of life insurance will be reduced to $32,500 on the employee's 65th birthday; to $26,000 on the 70th birthday; to $22,100 on the 75th birthday; and is discontinued when an employee ceases his/her full-time status for any reason.
Part I: Section 6 - Social Security (F.I.C.A.) and Medicare
All Earlham employees are covered under the federal Social Security system. As provided by law, the employee and Earlham each contribute to this program based upon the wage level of the employee. Information concerning retirement and other Social Security benefits can be obtained by consulting a representative of the local Social Security Office.
Part I: Section 7 - Workers' Compensation
All Earlham employees are covered by Workers' Compensation insurance for all injuries while at work. Earlham endeavors to provide safe and healthful conditions in which to work. In addition to obtaining prompt medical attention, details of any job-related injury must be reported to the Business Office as soon as possible, both for Worker's Compensation purposes as well as the record keeping requirements of the Occupational Safety and Health Act. If an employee is injured in the course of his/her work, the employee is eligible for lost-wage compensation and medical expenses as determined by the Workers' Compensation Law. Prior to returning to work, the employee must submit a physician's statement certifying the employee's ability to return to work and perform all his/her duties.
Earlham reserves the right to require drug-testing of employees involved in any accident which results in lost time, injury to self or others, or property damage.
In the event that an employee is disabled and receiving Workman's Compensation Benefits, Earlham will continue to pay the employer portion of the employee's group health insurance premium and the life insurance premium. While receiving Workers Compensation benefits, all de minimus fringe benefits and Tuition Remission at Earlham continue but only the health insurance and group life insurance paid benefits are continued as described above.
Earlham will also bill employees who wish to extend their dependent health care coverage while receiving Workers’ Compensation benefits. If at any time, the employee’s dependent coverage premium payments are more than 30 days past due, Earlham’s health care coverage will cease and COBRA coverage will be extended to the dependent. In the event that the employee is no longer eligible for workers compensation benefits and does not return to employment at Earlham, then health care coverage will continue at the employee’s expense under COBRA. The employee must contact the Business Office to make arrangements for these billing procedures.
Part I: Section 8 - Tuition Remission
Tuition Remission for Dependent Children
The aim of the tuition remission program at Earlham is to provide assistance to eligible full-time employees in meeting the tuition costs of undergraduate education in degree programs for employee dependents. This is a tuition remission program; assistance will not be provided to pay for fees, room, board, and other charges. The program is limited to undergraduate education; if a dependent completes a B.A. program without using all 8 semesters (4 academic years or 12 academic quarters or terms) or equivalent of eligibility, he or she is not eligible for further assistance toward another B.A. or higher degree program.
Questions concerning eligibility or dependency that arise in the administration of this policy will be resolved by the Vice President for Financial Affairs (see the Appeals procedure at the end of this section).
Dependent children of full-time employees may receive, upon written application to the Business Office, tuition scholarships under the following conditions:
- Upon the completion of two consecutive years of full-time employment, the employee's child may receive a full tuition scholarship while attending Earlham as a student. The child shall pay all non-tuition fees, regular room charges in college housing and board rates. The child is subject to the same financial aid policies as are other Earlham students; e.g., the child is eligible to receive scholarship assistance for only one off-campus program.
- Upon the completion of four consecutive years of full-time employment, the employee's child may receive a tuition scholarship, when attending another regionally accredited college, equal to one-half of that institution's tuition or one-half of Earlham's tuition, whichever is less. The scholarship is paid directly to the institution, not to the employee nor to the child.
- This tuition scholarship for all the employee's children will be limited to 32 semesters or 48 terms (the equivalent of 16 "academic years" of undergraduate education), no more than 16 semesters or 24 terms (eight (8) academic years) of which may be at institutions other than Earlham College. Participation in the GLCA Tuition Exchange and/or the tuition export benefit are each applied against this combined 16 semester limit. Under this policy, tuition scholarships for any individual shall be limited to 8 semesters (4 academic years) at Earlham or a comparable period of time at other institutions or a combination thereof. Tuition scholarships paid for part-time enrollment during academic semesters (or other terms) or short academic terms will count as full academic semesters.
- In order to qualify for assistance under this tuition scholarship program, the employee and his/her dependent first must attempt to qualify for all potential government (federal and state) sources of aid, unless waived in writing by the Business Office before March 1. Earlham assistance will not be granted until the Earlham employee can demonstrate that application has been made. Assistance from non-Earlham sources (e.g., federal government, state government, another college) will be taken into account in determining the amount of Earlham assistance, according to the following rule: the combination of Earlham and non-Earlham assistance will not exceed the total tuition costs.
• For example, assume that the Earlham College tuition (not including fees) is $24,000. The maximum Earlham tuition scholarship for a student attending another institution is $12,000, which is one-half of Earlham's tuition, even if the other institution's tuition exceeds that of Earlham. If the other institution's tuition is less than Earlham's (e.g., $18,000), the Earlham tuition scholarship is limited to one-half of the lower tuition figure (in this example, one-half of $18,000, or $9,000).
• For answers to specific situations, please contact the Business Office.For dependents receiving tuition remission, any non-tuition-specific outside scholarships may be applied to non-tuition cost of attendance items. However, if the outside scholarship is tuition-specific, then it reduces the tuition benefit, so that the combination of the scholarship and the tuition remission do not exceed tuition costs.
- The student must be enrolled in a regionally accredited four-year undergraduate college or in a regionally accredited two-year college.
- Employees who are on an approved leave of absence for not more than one year may apply in writing for tuition remission for their dependents, stating the nature and the duration of the leave of absence, provided that they are not employed full-time elsewhere.
- Students on Earlham administered off-campus study programs, either domestic or foreign, shall be entitled to the same scholarship as if they were on campus, i.e. up to Earlham's tuition. However, if they participate in an off-campus program administered by another institution the scholarship shall be equal to one-half of that institution's on-campus tuition or one-half of Earlham's tuition, whichever is less. The other institution in which the student is enrolled must be regionally accredited.
- Children of employees who are no longer considered to be dependent upon their parents under IRS or Department of Education guidelines will not be eligible for tuition scholar-ships. Dependency requires that the child be claimed as a dependent on the latest Federal Income Tax return. In no case will a child be considered dependent for academic terms beginning after his or her 25th birthday.
- Tuition scholarships shall be extended to the dependent children of deceased employees and to the dependent children of employees who have retired because of age or disability, provided that the employee had an unbroken service record of seven or more years of full-time service with Earlham.
- Children of full-time employees are not eligible to apply these tuition scholarships to any high-ability high school student program or summer programs at Earlham College or elsewhere.
- Dependents eligible for tuition scholarships shall not be considered eligible for other Earlham scholarships.
Tuition Exchange for Dependent Children
GLCA Tuition Exchange: In special situations, the dependent children of full-time Earlham employees may be eligible for Tuition Exchange at other GLCA colleges, provided that they have satisfied the years of service requirements for Tuition Export. Please inquire in the Business Office.
Tuition Remission for Employees
After the first year of employment, full-time and part-time employees will be eligible, upon written application to the Business Office, to take up to five semester hours per semester at Earlham College or one graduate course at the Earlham School of Religion without paying tuition upon admission to the academic program. (Note that graduate credit tuition scholarship grants may be considered taxable income and, if so, will be reported on the employee's W-2.)
In order to use this benefit the following conditions must also be met:
- The immediate supervisor of the employee approves release time to attend the course.
- The employee shall not be paid for any working hours spent in attending the course, but if it is practical may be granted the opportunity by the supervisor to make up the lost work time while attending the class during the same workweek.
- The requirements of the employee's job assignment must always take priority, so that class attendance does not result in inconvenience or hardship for other employees.
Tuition Remission for Spouses
Upon the completion of two years of full-time employment, the employee's spouse will be eligible to take undergraduate courses at Earlham College tuition-free if he or she does not hold a bachelor's or higher degree and is admitted to the College. Tuition Remission for spouses does not extend to classes offered by ESR. Waivers to this policy must be approved in writing by the Provost, the Vice President for Financial Affairs or the Dean of ESR.
Appeals under Tuition Remission
Employees who feel that they have been denied tuition scholarships benefits to which they are entitled must submit an appeal in writing to the Vice President for Financial Affairs before the first official day of classes of the academic semester or term at the college or university that the student is attending and for which the tuition scholarship application is being made.
Earlham College Retiree Tuition Policy
Retirees will be eligible, upon written application to the Human Resources Office, to take up to five semester hours per semester at Earlham College or one graduate course at the Earlham School of Religion without paying tuition upon admission to the academic program.
Retired employees may qualify for tuition remission for themselves under the following conditions:
- Must be retired from a full-time regularly appointed position and meet one of the following criteria: Rule of 70 (Age plus years of service equal or exceed 70) or age 55 with 15 years of service.
- A former employee who is in the Group Retirement Plan, but does not meet one of the criteria above is not eligible to receive tuition remission benefits when separated from employment at the College.
Part I: Section 9 - Flexible Spending Plan
All full-time Earlham employees are eligible to participate in a voluntary, pay reduction plan that provides tax benefits in paying eligible medical and dependent care expenses.
The plan year is July 1 to June 30. Upon initial employment or prior to the start of the plan year, an employee must authorize an amount to be deducted from every paycheck during the plan year. Upon presentation of proof of payment for reimbursable expenses to the plan administrator, the employee will be reimbursed up to the amount of the annual deduction authorized by the employee. By federal law, any unused monies are forfeited by the employee and cannot be refunded to the employee.
Please contact the Business Office for further information.
Part I: Section 10 - Paid Holidays
Full-time employees will be paid for holidays that fall during their normal employment period. Part-time employees will receive holiday pay for the number of hours normally worked if they are scheduled to work during the period in which the holiday occurs. Staff employees on approved vacation, personal time, and/or sick time will be compensated for holidays falling during such periods of absence.
If a holiday falls on a day when classes are in session, some offices and/or departments will need to remain open; and therefore, some staff employees will be required to work. The need for an office or area to remain open will be determined by the President, the Provost and/or the Vice President for Financial Affairs. The respective department head, supervisor or convener will determine which staff employees will be required to work. In this event, staff employees who work on the holiday will receive an equivalent amount of personal time for hours worked, up to the amount of holiday time normally given (see next paragraph for calculation of holiday time). Such personal time will be in addition to the personal time given annually to each employee and must be used by the last day of the last pay period in June of a given year or be forfeited. Administrative faculty who work on the holiday will receive an equivalent amount of vacation time for hours worked.
For employees with work schedules that vary from the normal five (5) day work week with a consistent number of hours per day, hours paid for a given holiday are calculated by dividing an employee's budgeted hours per week by five (5). For example, an employee working 8 hours per day for 4 days per week would receive 6.4 hours of holiday pay for a given holiday (i.e. 32 divided by 5 = 6.4).
The following days are considered to be paid holidays:
- New Year's Day
- Martin Luther King Jr. Day**
- Memorial Day*
- Fourth of July*
- Labor Day**
- Thanksgiving Day and the Friday following
- Christmas Day and the workday before or after (to be determined annually by the Assistant Vice President for Business Operations)
*Not a paid holiday for employees in academic year positions.
**Classes normally in session.
In the event that one of the above holidays falls on a Saturday or Sunday, the Assistant Vice President for Business Operations will determine what workday Earlham will observe as the paid holiday in question. The key factor in making this decision will be the impact upon Earlham's operations in closing on a particular workday. In such instances, the workday selected may not necessarily correspond to the day other companies or organizations select nor will it always be possible to select the workday preferred by individual employees. Supervisors may not grant an alternate workday as the paid holiday.
Earlham does not recognize all state, federal and religious holidays as paid holidays. Employees who wish to use vacation days or unpaid days in order to observe unrecognized holidays must receive written permission from their supervisor. The timeslip should have a vacation entry.
The following offices are considered essential and will remain open on holidays as listed:
||July 4 Holiday
|Food Service - Dining Hall
|Housekeeping - Academic Buildings
|Housekeeping - Residences
|Maintenance - 1 per Trade
Part I: Section 11 - Personal Accident Insurance
Full-time Earlham employees are eligible to participate in a voluntary Personal Accident Insurance plan through Earlham for themselves and their dependents. A booklet that explains the plan in detail is available through the Business Office. The premiums will be deducted from your paycheck. Coverage begins 30 days after submitting the enrollment form to the Business Office. Coverage ends on the date that you cease to be an eligible College employee. If otherwise eligible, retirees, academic year employees and employees receiving long term disability benefits or workers' compensation benefits may arrange to continue their accident insurance coverage in the absence of a paycheck, by arranging billing for the coverage through the Business Office. If at any time the billed premium payment is 30 days past due, coverage will be terminated.
Part I: Section 12 - Travel Insurance
Earlham provides travel insurance for all employee travel related to the business of Earlham. All active full-time employees are insured up to $200,000 for traveling accidents. Part-time employees and student drivers are insured up to $100,000. The coverage begins on the first date of full-time employment, and ends on the date that you cease to be an eligible Earlham employee. Contact the Business Office for more information.
Part 1: Section 13 - Paid Vacation Time
A staff employee may use his/her accrued vacation time at any time after consulting with and obtaining the approval of his/her supervisor. Although some staff employees take their vacation time during the summer months, it is recognized that other staff members may prefer to take all or part of their vacation at another time of the year; if at all possible, supervisors will try to accommodate such requests. Academic year employees and those employees working less than year round may only take vacation time during their regular, scheduled work period (see Academic Year Positions section).
Full-time Staff Employees
Full-time staff employees accrue paid vacation time on the following basis:
|Length of Service
||Approx. days per year**
|First 26 work weeks
|26 weeks but less than 2 years
||.0385 hours per hour worked
|2 years but less than 8 years
||.0465 hours per hour worked
|8 years but less than15 years
||.0582 hoursper hour worked
|15 years or more
||.0769 hours per hour worked
*Note: Accrual rate will be applied to regular hours worked, as well as, hours paid for holiday time, vacation time, sick time, and personal time.
**These figures are based on a full time employee, working 37.5 hours per week for 52 weeks.
Accrued vacation time up to a maximum of 240 hours may be carried forward into the new fiscal year. Unused vacation time in excess of 240 hours will be forfeited on the last day of the last pay period in June of each year.
Part-time Staff Employees
Part-time staff employees accrue paid vacation time on the following basis:
|Length of Service
||Approx. days per year**
|First 26 work weeks
|26 weeks but less than 8 years
||.0231 hours per hour worked
|8 years but less than 15 years
||.0346 hours per hour worked
|15 years or more
||.0465 hours per hour worked
*Note: Accrual rate will be applied to regular hours worked, as well as, hours paid for holiday time, vacation time, sick time, and personal time.
**These figures are based on a full time employee, working 20 hours per week for 52 weeks.
Accrued vacation time up to a maximum of 50 hours may be carried forward into the new fiscal year. Unused vacation time in excess of 50 hours will be forfeited on the last day of the last pay period in June of each year.
Upon employee-initiated termination of employment or retirement and with at least two (2) weeks written notice in advance, an employee will receive the cash equivalent of any accumulated and unused vacation time. In the event of an Earlham-initiated termination, pay-out of accumulated and unused vacation time is at the sole discretion of Earlham College. In the event a staff employee accepts a contract position with Earlham, he/she must use any accumulated vacation time prior to the effective date of his/her contract or forfeit the vacation time.
Part I: Section 14 - Paid Personal Time
After being employed full time by Earlham for one (1) year, a full time staff employee is granted one (1) personal day. Thereafter, the staff employee is granted one (1) personal day per fiscal year as of the first day of the first pay period of the year. One (1) day is defined as the employee's average budgeted hours per week divided by five (5). Personal time may be used for any reason and is entered on the "Record of Hours Worked" time slip as a "P". Unused personal time will be forfeited on the last day of the last pay period in June of each year. Upon retirement or termination of employment, there will be no cash payment of accumulated personal time hours.
Part I: Section 15 - Paid Sick Time
A full-time staff employee, if absent due to illness or injury, will be compensated for such absences up to the amount of sick time accumu-lated. This time can be applied only to periods when an employee would normally be scheduled to work.
In the event of illness or injury, it is the employee's respon-sibility to notify his/her supervisor within the first hour of the employee's regular work schedule that he/she will be unable to report to work on a given day. Absence without notice is considered just cause for disciplinary action and/or termination of employment. A physician's statement documenting an employee's illness or injury may be required by a supervisor, or by the Assistant Vice President for Business Operations, from an employee who has a pattern of frequent absences. A physician's statement certifying an employee's ability to return to work at his/her full duties may be required.
Sick time is not accrued during a staff employee's first six (6) months, but is subsequently accrued at the rate of .0465 hours per hour worked thereafter, up to a maximum of 240 hours. Sick time is not accrued during periods in which sick time is being used. The accrual rate will be applied to regular hours worked, as well as, hours paid for holiday time, vacation time, and personal time.
As of the last day of the last pay period in June of a given year, employees with 240 hours of accumulated sick time who have used little or no sick time (including any approved use of sick time) during the fiscal year will be granted extra vacation time in the following year as noted below:
|Annual Budgeted Hours
||Sick Time Used
|0 - 1049
---------------------------- (not eligible) ---------------------------
|1050 - 1339
||9 hours or less
|1340 - 1799
||12 hours or less
|1800 or more
||16 hours or less
An employee must notify his/her supervisor promptly in the case of any illness or injury which will likely extend his/her time away from work beyond five (5) working days; prior to returning to work, the employee must submit a written statement from his/her physician to the Business Office certifying the employee's ability to return to work and to perform his/her full duties.
After an employee has been employed full time by Earlham for one (1) year, sick time may be used for "approved" reasons other than personal illness or injury, assuming that sick time has been accumulated and that the employee's supervisor gives his/her approval. "Approved" reasons include: death of a close relative, serious illness or injury in the immediate family (i.e. parent, spouse or dependent child), real estate closings, and urgent medical or dental appointments that can not be scheduled outside the normal work week schedule. The use of "approved" sick time for bereavement is usually limited to three working days. The use of sick time for "approved" reasons in excess of twenty-four (24) hours in a given year or for any reason not listed above must be approved by the Assistant Vice President for Business Operations prior to its use. Such time is to be recorded on the "Record of Hours Worked" time slip as "A" (i.e. approved use of sick time) with a brief accompanying explanation.
Periods of longer illness or injury may be covered under a combina-tion of intermediate-term and/or long-term disability benefits for eligible employees; see Intermediate-term Disability (16) and/or Long-term Disability (3) sections. Supervisors are expected to keep the Business Office informed of such situations.
Upon retirement or termination of employment, there will be no cash payment for accumulated sick time hours.
Part I: Section 16 - Intermediate Term Disability
Intermediate-term disability benefits are available to all full-time staff employees who have been employed by Earlham for one (1) year on a full-time basis.
To establish eligibility for intermediate-term disability benefits the staff employee must submit a physician's statement indicating the nature and expected duration of the disability to the Business Office. Earlham reserves the right to a second, independent medical opinion. The Assistant Vice President for Business Operations will determine whether the employee is eligible to receive intermediate-term disability benefits and the length of the benefit period. Until an employee submits the necessary information from his/her physician and is determined to be eligible for intermediate-term disability benefits, the situation will be treated as a routine illness or injury (see Paid Sick Time section). Without a written request from the staff employee and written approval from the Assistant Vice President for Business Operations, intermediate term disability benefits may be initiated only once in a 12-calendar-month period.
Under this program, an employee who is unable to work because of serious illness (including pregnancy-related conditions) or injury continues to receive a portion of his/her regular wages during a period of up to 180 calendar days from the date of the disability. The benefits go into effect after all of an employee's accumulated sick time has been exhausted but not before the eleventh continuous working day of such disability. For example, if the employee had six (6) days of accumulated sick time, he/she would not be paid for the remaining four (4) days during the ten (10) working day waiting period unless he/she elected to use vacation and/or personal time. Another example, if the employee had twenty (20) days of accumulated sick time, he/she would not begin to receive intermediate-term disability benefits until the twenty-first working day following the disability.
Once the intermediate-term disability benefits go into effect, the eligible employee receives compensation equivalent to 70% of his/her regular gross wages reduced by the amount of any Workers' Compensation wage benefits during a period not to exceed 180 calendar days from the beginning date of such disability. (Note: the employee may then be eligible for long-term disability insurance benefits, elect to use accumulated vacation days, or request an unpaid leave of absence). Any holiday which occurs while intermediate-term disability benefits are in effect is also paid at the 70% rate. Employees do not accrue sick time nor vacation time while receiving intermediate-term disability benefits. An employee may receive 100% of his/her regular gross wages for any days of intermediate-term benefits he/she chooses to replace with accumulated vacation days. (Note: exchange is on a one day at 100% for one day at 70% basis and does not extend the length of the eligibility period for intermediate-term disability benefits).
Part I: Section 17 - Post-Retirement Benefits
Paid fringe benefits
All paid benefits stop on the last day of employment. Retired faculty members should contact the Business Office about continuing health care coverage through COBRA and/or Medicare Supplement insurance.
Retired employees are provided with athletic passes so that they and their immediate family are able to attend regular-season Earlham athletic events at no charge. Contact the Athletic Office for more information.
Retired employees receive the same discount on bookstore items as other employees.
With the use of their Earlham identification card, retired employees retain the same borrowing privileges in Lilly Library and in Wildman Science Library as other employees.
Retired employees may retain their Earlham parking tags and use Earlham parking lots in the same ways as Earlham employees.
With the use of their Earlham identification card, retirees and their spouses retain all employee privileges to use the Wellness Center facilities and equipment.
Part II: Section 1 - Sexual Assault Policy
Click here to view Earlham’s Sexual Assault Policy.
Part II: Section 2 - Academic Honesty
Earlham’s Statement of Community Principles and Practices contains the following statement concerning academic integrity:
The College trusts students who enroll at Earlham to be honest seekers of truth and knowledge. This trust is extended to all students by other students and by teachers, and is manifested in a variety of forms. Exams are rarely proctored, and then usually after consultation with the class and the Academic Dean or Associate Academic Dean. Unlike many colleges and universities, Earlham does not ask students to sign an oath affirming that they did not cheat on an assignment, since this would simply that people are either inherently dishonest, or will be honest only when they explicitly swear to it.
Students must be mindful that although Earlham encourages cooperative and collaborative, rather than competitive, modes of learning, one’s work must still be one’s own, unless explicitly assigned to a group. Giving or receiving aid inappropriately on assignments and tests, or plagiarizing by using another person’s words or ideas without credit constitutes a serious breach of our trust in one another and in the integrity of the search for truth.
Those who believe they have witnessed violations of academic integrity should feel the obligation to speak about this to the suspected offender. The witness should also feel obligated to report the suspected offender to the instructor if the person fails to offer a satisfactory explanation and refuses to report him or herself.
Violations of academic integrity, because they undermine our trust in one another and in the credibility of the academic enterprise, are taken very seriously. Penalties for violations range from failing assignments or tests to suspension or expulsion from the College.
Faculty who suspect a violation of academic integrity standards should consult the Student Code of Conduct or consult with the Academic Dean.
Part II: Section 3 - Sexual Relationships with Students
It is expected that Earlham employees will refrain from sexual relationships with Earlham College students.
Part II: Section 4 - Diversity
Several documents available on Earlham's Web site speak to the college's commitment to and plans to protect and enhance the diversity of our community.
Earlham College's Principles and Practices says, in part, "As an educational community that aims to experience the diversity of human culture and experience, we welcome this diversity of personal and cultural values, expecting to learn from the real differences and even, occasionally, conflicts of values."
Concerning Respect for Persons, the Principles and Practices document says, "We are a community that very deliberately welcomes persons of all religious faiths and spiritual convictions, including those who have no religious affiliation or faith. For a fuller statement of this aspiration, see the Statement on Religious Life."
Click here for Earlham's non-discrimination policy.
A Diversity Progress Committee monitors our progress toward diversity goals which are outlined at "Diversity". The committee solicits community comment and suggestions as we work toward these goals.
Part II: Section 5 - Earlham's Policy on Alcohol and Drugs
Link here to view the Earlham College Approach to Alcohol.
Link here to view the College's Illegal Drug and Drug Paraphernalia Policy
Part II: Section 6 - Harassment Policy
Click here for a complete statement of Earlham’s policy on harassment (including sexual, racial, and other forms of harassment).
Part III: Section 1 - Staff Professional Development Fund
The College provides funding on an annual basis to assist full-time and part-time staff employees with the cost of professional development activities, such as course work at other colleges, seminars, training sessions, etc. Employee Council has been given the responsibility for allocating these funds in response to requests from staff employees.
To be eligible for professional development funds, an employee must complete at least six (6) months of service at the College. To apply for funding, an employee must submit a written request to the Convener of Employee Council outlining the intended professional development activity, the time period involved, and the amount of funding desired. Requests should be submitted in a timely manner well in advance of any due dates keeping in mind that Employee Council normally meets on a monthly basis.
Funding will normally not cover food or lodging; funding will not be provided for textbooks, supplies, or travel related to course work taken at Earlham, Ivy Tech, or IU East. In the event that demand is likely to exceed the amount of funds available, Employee Council will normally allocate funds on the basis of the following priorities:
- Requests from employees who have not previously requested funds.
- Requests which are clearly job related.
- Requests from previous applicants who have successfully carried out their proposed program.
- Requests which are part of a degree program.
If a professional development activity occurs during an employee's regular work schedule, then the supervisor must approve participation in the activity in writing to the Business Office, stating how the employee's work will be covered. The employee will not be paid for the hours which he/she would have worked; however, the supervisor may provide the employee with the opportunity to make up the lost work time during the same work week in which the professional development activity occurs. With the approval of the supervisor, an employee may use vacation time or personal time in such situations.
If a supervisor directs a staff employee to attend a class, seminar, or other training activity as part of the staff employee's job responsibilities, the department is usually expected to bear the cost of that activity, including the regular hourly wage for hours missed. Professional development funds are not typically allocated for these activities.
ESR Staff employees should request funding from the Dean of ESR.
Part III: Section 2 - Conference Representatives and Related Compensation
In the event that there is a conference to which it would be appropriate to have staff employee representatives attend, up to four (4) staff employees may be designated as the official representatives of Earlham. The Assistant Vice President for Business Operations or the Dean of ESR shall determine the appropriateness of sending representatives to a particular conference and shall designate the staff employees to serve as official representatives. The designated representatives shall be paid their regular hourly wage rate for any hours missed from their regular work schedule attending the conference. If other staff employees attend the conference, they will not be compensated for hours missed from their regular work schedule, and must use vacation time or take an unpaid leave of absence.
If a supervisor determines that a staff employee should attend a conference or event outside the immediate area, then the employee shall be paid their regular hourly wage rate for their normally scheduled hours.
Earlham does not pay wages during the time an employee travels to and from work. The only exception is when an employee is driving other Earlham employees to a location outside the immediate Richmond area, in which case the driver will be paid for travel time from Earlham to the conference location, and from the conference location to Earlham.
Part III: Section 3 - Paid and Unpaid Leaves
Earlham provides several different programs to accommodate the needs of Earlham and of the employee.
Full-time female staff employees will be eligible for up to six (6) weeks of paid maternity leave for childbirth after they have completed one (1) calendar year of full-time service. Paid maternity leave is available only during periods when the staff employee normally would be scheduled to work.
The staff employee should notify her immediate supervisor and the Assistant Vice President for Business Operations in writing as early as possible, requesting the paid maternity leave and stating the approximate dates on which the leave might reasonably be expected to begin and to end. Normally a staff employee will not be replaced during the period of a paid maternity leave; however, in special situations, the department head or convener may request a replacement in writing to the Assistant Vice President for Business Operations.
If, due to medical complications, the staff employee is unable to return to work after the five-week paid leave, then the policies on Paid Sick Time and Intermediate-Term Disability Benefits shall apply. If, again for medical reasons, the staff employee is unable to return to work for one hundred and eighty (180) calendar days after the start of the paid maternity leave, then the policy on Long Term Disability Benefits shall apply. It is expected that a staff employee will continue to work for one (1) year after the completion of a paid maternity leave. A paid maternity leave may be immediately followed by an unpaid leave of absence.
Adoption Leave – Primary Caregiver
Upon the completion of one (1) calendar year of full time service, full time staff employees will be eligible for up to six (6) weeks of paid parental leave, for adoption of a dependent child. This six week leave is provided only to the employee serving as the primary caregiver for the adopted child. Paid leave is provided only during the periods when the staff employee would normally be scheduled to work.
The staff employee should notify his/her immediate supervisor and the Assistant Vice President for Business Operations in writing as early as possible, requesting the paid adoption leave and stating the approximate dates on which the leave might reasonably be expected to begin and to end. Normally a staff employee will not be replaced during the period of a paid adoption leave; however, in special situations, the department head or convener may request a replacement in writing to the Assistant Vice President for Business Operations.
It is expected that a staff employee will continue to work for one (1) year after the completion of a paid adoption leave. A paid adoption leave may be immediately followed by an unpaid leave of absence, under the provisions of the Family and Medical Leave Act.
Birth or Adoption Leaves – Secondary Caregiver
Upon the completion of one (1) calendar year of full time service, full time staff employees will be eligible for up to five (5) days of paid parental leave, for adoption or birth of a dependent child. This one week leave is provided only to the employee serving as the secondary caregiver for the adopted/birthed child. Paid leave is provided only during the periods when the staff employee would normally be scheduled to work. Adoptive parents both working at Earlham may propose modifications to the primary and secondary caregiver leaves outlined above. Proposals must be submitted to the Assistant Vice President for Business Operations and are subject to the approval of the direct supervisors.
The staff employee may be allowed a period of unpaid leave directly following the paid leave, under the provisions of the Family and Medical Leave Act.
Exemption from Work for Religious Beliefs
Earlham wishes to be sensitive to the religious beliefs of staff employees while insuring that necessary work of Earlham is per-formed. Normally, requests to be excused from work for religious beliefs will be handled by the employee's immediate supervisor and should be submitted at least 30 days in advance of the work schedule date in question.
If a staff employee's request to be excused from work for religious beliefs is denied by his/her supervisor or if the supervisor feels uncomfortable reviewing the employee's request, the employee may ask that his/her request be reviewed by an ad hoc committee convened by the Director of Religious Life. The committee will determine the sincerity of the employee and the centrality of the stated beliefs to his/her religious faith.
The committee will meet with the employee and then make a recommendation to the Vice President for Financial Affairs as to whether to grant the employee's request. Acceptance of the committee's recommendation will be contingent upon arriving at a practical solution for performing the work duties normally performed by the employee requesting the exemption. In the absence of such a solution, the employee will not be excused from work even if the committee's recommendation would support such action.
The ad hoc committee will be composed of the Director of Religious Life, the Assistant Vice President for Business Operations, the employee's supervisor, and a member of Employee Council. Since the committee will normally be convened by the Director of Religious Life, requests for committee review should be directed to this person. Unless there are extenuating circumstances, such requests must be submitted at least 30 days in advance of the work schedule date in question.
If an employee is exempted from work for religious beliefs, the scheduled hours exempted are required to be unpaid leave or vacation.
Unpaid Leaves of Absence
Unpaid leaves of absence are available to full-time employees who have been employed on a full-time basis for at least three (3) months beyond the completion of his/her introductory period. Such leaves are available to employees who need to be away from work for personal or family reasons that do not qualify them for intermediate-term disability and/or long-term disability benefits.
These leaves fall into two categories: those requested due to illness or injury and those requested for reasons other than illness or injury. In either instance, a written request must be submitted to the Assistant Vice President for Business Operations who will, in consultation with the Vice President for Financial Affairs, decide whether to grant an unpaid leave of absence.
An unpaid leave of absence due to illness or injury may normally be granted for a period of up to six (6) months. A physician's statement regarding the nature and expected duration of the illness or injury must be submitted to the Assistant Vice President for Business Operations before a leave can be granted. An extension of an additional three (3) months is available to an eligible employee having at least five (5) years of full-time service, with each five year period of full-time service permitting an additional three (3) month extension. A physician's statement is necessary for each extension for which an employee may be eligible, noting progress as well as the expected duration of the illness or injury. A physician's statement certifying the employee's ability to return to work and perform his/her full duties must be submitted to the Business Office prior to an employee reporting back to work.
An unpaid leave of absence due to reasons other than illness or injury may normally be granted for a period of up to six (6) months; extensions are not available. Reasons for granting such a leave may include: birth or adoption of a child, death of a close relative, and serious illness or injury in the immediate family (i.e. spouse or dependent child).
An unpaid leave of absence may immediately follow a Maternity Leave; however, the period of the Maternity Leave will be considered as part of the unpaid leave of absence period.
Earlham will reserve the employee's existing position or a comparable position for up to six (6) months while he/she is on an unpaid leave of absence. If an employee secures employment with another employer while on an unpaid leave of absence, his/her leave of absence will automatically be rescinded and employment by Earlham terminated.
During an unpaid leave of absence, Earlham ceases its payment for all benefits for which an employee is enrolled. During an unpaid leave of absence, vacation time and sick time are not accrued. An employee may continue his/her group health insurance coverage for the period of the leave provided that advance arrangements are made with the Payroll Clerk to pay the necessary premium payments prior to their due date as determined by Earlham. At Earlham's sole discretion, access to de minimus benefits may continue. Any exceptions to this policy must be approved in writing by either the Provost or the Vice President for Financial Affairs.
If an employee's leave of absence expires and he/she fails to immediately return to work, then his/her employment status may be terminated by Earlham.
Part !V - 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. Computer Usage
Computers are provided to employees at Earlham's discretion and are to be used for Earlham-related activities.
10. 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.
11. 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.
12. 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.
13. 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.
14. 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.
15. 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.
17. 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.
18. 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.
19. 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.
21. 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.
22. Smoking on Campus
Smoking is not permitted in any area within educational and/or administrative buildings on campus, including private offices.
23. 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.
25. 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.