Employment Policies and Procedures

View Earlham’s Policy on Sex/Gender Harassment, Discrimination and Misconduct.

1. The Professional Development Fund

The Professional Development Fund is used to make grants to teaching and administrative faculty for projects that will promote the professional growth of these persons. Grants are available for expenses such as travel and workshop fees, books and supplies, and requests for stipends for summer work are also entertained.

The Fund is administered by the PDF Committee, convened by the Associate Academic Dean. Information and guidelines are available on the web and in the President’s Office.

Proposals from faculty are solicited in the fall or early winter, for submission no later than February 1, for projects starting in March or later. Most but not all proposals are for projects to be accomplished during the summer.

It is expected that for workshops and other professional growth opportunities needed by administrative faculty to keep current in their jobs, provision should be made in departmental budgets. PDF cannot serve this purpose.

A small percentage of the yearly PDF fund appropriation is reserved in order to respond to requests that could not be anticipated early enough to fit in to the PDF Committee’s funding cycle. This “emergency” fund is administered by the Academic Dean and Associate Academic Dean.

2. The National Conference Travel Fund

The NCT Fund provides reimbursement for teaching faculty for attendance at professional meetings. Up to $900 is available for each full time and regular part time teaching faculty member, or up to $1,200 if the faculty member is an organization officer or conference presenter. This amount may be spread over more than one conference.

Application should be made to the Academic Dean. E mail is acceptable. Receipts must be submitted.

Amounts over the amount eligible for reimbursement should also be submitted, so that if any NCT funds are left over late in the fiscal year (June), the remaining funds can be used to help faculty members further with previously un-reimbursed expense amounts.

Conference attendance by administrative faculty should be supported by the budget of the faculty member’s department.

3. Degree Completion Subsidies

Sometimes Earlham is able to help subsidize the tuition and fees and/or travel expense involved in a faculty member’s course work toward completion of a degree. The expense involved does not allow this subsidy to be routinely offered, and the amount of support depends on the total required, the importance of the degree to one’s future contributions at Earlham, as well as the financial situation of the college and/or the budget center at the time. Requests for help with such expenses should be discussed with and submitted to the supervisor (for administrative faculty) or the Academic Dean (for teaching faculty). Requests may also be submitted to the Professional Development Fund through their regular process, described above. It is best for the faculty member to discuss arrangements before or at the time of appointment. In the case of PDF requests, you will find it helpful to seek the counsel of the convener, who is the Associate Academic Dean.

Those incurring expense connected with the editing and duplication of dissertations should discuss their needs with the Academic Dean. Earlham is often able to provide some support to help with these expenses.

Opportunities may be presented to lead or participate in off-campus programs that are outside the responsibilities of an administrative faculty member’s position. Examples of such programs are August Wilderness, domestic and international off-campus programs, and May Term.

It is recognized these opportunities are rich professional development activities and a vehicle for administrative faculty members to serve the College community in ways beyond the contribution made on a daily basis.

Approval to lead or participate in a program must be granted by the supervisor of the faculty member and by the vice president or dean of the area. This approval normally needs to be secured at least 1 year in advance of the program. All aspects of the impact of the faculty member’s absence should be examined and resolved as part of the approval process. When leading a program, payment of the faculty member’s salary will be made by the off-campus program. If the faculty member is joining a program as a participant, then arrangements need to be made with the supervisor regarding how the time is being accounted, whether vacation, unpaid leave, or other.

When there is evidence that an administrative faculty member has engaged in misconduct, is not fulfilling minimum job responsibilities, has been negligent or insubordinate, has violated College policies or procedures, has made unauthorized use of College resources has had unexcused or unapproved absences, or has engaged in other inappropriate or unacceptable behavior, the College may take reasonable actions in response. Unless immediate job termination is deemed necessary, the faculty member shall be given an opportunity to make corrections. The disciplinary process is not meant to take the place of regular job performance reviews.

For disciplinary purposes, the administrative faculty member’s supervisor may issue a verbal warning or a written reprimand to the faculty member. With the approval of the supervisor’s supervisor, disciplinary actions may also include suspension without pay, demotion, or termination of employment. Any disciplinary action will follow consideration of all discoverable facts and include an opportunity for the faculty member to be heard. In situations involving patterns of misconduct or inadequate performance, the full extent of the pattern shall be taken into account. All attendant facts and the action taken must be documented and reported to the Provost, for filing in the faculty member’s personnel file.

When a problem is identified, it shall be brought immediately to the attention of the supervisor, who is expected to address it directly with the faculty member. If the solution calls for a reprimand or a cease and desist order, the supervisor shall issue it clearly and directly in writing.

If it is established that there is a pattern to the problem, the supervisor is expected to work with the faculty member to write a corrective action plan. It is appropriate to let the faculty member know that failure to correct or improve could call for more serious actions and/or referral to a higher supervisor. All corrective action plans shall be copied and sent to the Provost to be filed in the faculty member’s personnel file.

Any corrective action plan shall be in writing, dated and signed by the supervisor, discussed with the faculty member, who shall then sign and date it to acknowledge receipt and understanding of the plan.

A corrective action plan shall be as specific and clearly written as possible. It shall indicate the specific problems to be addressed and the expected outcomes. Where possible, specific time lines shall be included. In all cases, a review date shall be indicated by which time the supervisor and the faculty member shall meet to discuss the results.

At any time in the disciplinary process when the faculty member has substantial and serious disagreement with the process and/or the results, s/he may appeal through regular channels as described in the Grievance Policy and Procedure for Administrative Faculty Members found elsewhere in this handbook.

Earlham College affirms the right of each administrative faculty member to be free from exploitation and mistreatment by her/his supervisor and fellow faculty members. The College finds such behavior to be inappropriate and unacceptable. The College expects all faculty members to conduct themselves as professionals with the highest regard for all others. Mistreatment or disrespect in any form shall not be tolerated.

If an administrative faculty member believes that s/he is being exploited or mistreated by her/his supervisor or another faculty member, s/he has the right to file a grievance under the following guidelines. The faculty member may do so with assurance that the College expects no consequent reprisal or retaliation for filing the grievance.

The faculty member should note that differences of opinion over a written policy of the College or annual or periodic reviews of job performance shall not be grounds for filing a grievance under this policy. An appeal of disciplinary action may be filed in accordance with the guidelines of this policy.

In instances where professional or personal conflicts/misconduct occur, the College is committed to dealing with the conflicts at the organizational level closest to the problem.

To file a grievance or an appeal of a disciplinary action, these guidelines shall be followed:

1. If an administrative faculty member has a problem, concern, or complaint, it shall be discussed first and forthrightly with the person involved, in expectation of finding a resolution. Failing that, the faculty member shall inform the immediate supervisor of the other person involved, and ask her/him to intervene as may be appropriate. If the grievance/appeal directly involves the immediate supervisor, the faculty member shall inform the supervisor’s supervisor. At that point, the supervisor is expected to inform the Provost, who may act as a consultant. The supervisor shall convene a meeting of the parties involved to discuss the situation and work to resolve it.

2. If the problem remains unresolved, the supervisor shall bring it to the attention of the next level supervisor. At this point, the grievance/appeal shall be in writing. That supervisor, in turn, shall inform the Provost, who may continue to act as a consultant and/or may request additional formal documentation. The highest level supervisor shall convene a meeting of the parties involved to attempt resolution.

3. In the event that any of these efforts fail or at any time the Provost deems it appropriate, the matter may be referred to the President of the College for resolution. All pertinent information shall be forwarded to the President in writing to facilitate understanding and resolution of the problem. The President may convene a meeting of the parties involved or may discuss the problem with the faculty member filing the grievance and each of the involved parties to help in making the final determination.

The teaching consultant works with teaching faculty on request for any issues having to do with teaching and learning, including attending and commenting on lectures and discussions, assessing teaching strategies, and assisting with syllabus and course outline construction.

The teaching consultant is appointed by the academic dean after consultation with previous consultants, normally for a two-year term and is released from 1/3 of other faculty responsibilities for this period.

The teaching consultant works on a confidential basis and is not allowed to serve on the Faculty Affairs Committee, which advises the President on contract renewal and tenure decisions while serving as a consultant and for a period of three academic years thereafter.

1. Sabbatical Leaves for Teaching Faculty and Librarians

Teaching faculty members and librarians are normally eligible for sabbatical each seven years. A sabbatical leave is normally for an academic year with half pay or one semester with full pay. Untenured teaching faculty will be eligible to apply for sabbatical leave subject to existing guidelines after three years of continuous full-time teaching at Earlham if, before accepting a position at the College, they occupied full-time teaching positions in other colleges or universities for four or more years during which they did not take a sabbatical leave in the four years preceding appointment to the Earlham faculty. Approval of sabbatical leaves is made by the Associate Academic Dean as delegated by the Academic Dean.

2. Professional Development Leaves for Administrative Faculty

Administrative faculty members may request a paid Professional Development Leave of up to 6 contiguous weeks for the acquisition or refreshment of skills that the faculty member and supervisor agree are critical to maintaining knowledge and skills in the faculty member’s field, and critical to the department or division. The leave shall be taken at a time that the supervisor determines will not place an undue burden on the department or division. While it may be preferable that the faculty member not take vacation days contiguous to the professional development leave, the final determination shall be made by the supervisor. Administrative faculty members shall be eligible for such a leave after five years’ employment with the College. Leaves may be taken no more often than every five years after the first leave.

3. Leaves of Absence

To these the College makes no financial contribution from its regular budget; i.e., funds must be obtained from special funds available to the College or from outside sources available to the faculty member. Each such leave is an ad hoc arrangement between the individual faculty member and the College, approved by the President or Academic Dean. Faculty members may be allowed a period of unpaid leave under the provisions of the Family and Medical Leave Act.

4. Maternity Leave

For more information on maternity leave, please refer to the Parental Leave Policy.

5. Adoption Leaves – Primary Caregiver

Upon the completion of one (1) calendar year of full time service, full time faculty members 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 faculty member normally would be scheduled to work.

The faculty member may be allowed a period of unpaid leave directly following the six weeks of paid adoption leave, under the provisions of the Family and Medical Leave Act.

Please see “Other Provisions Concerning Leaves” for more important information about this paid leave.

6. Birth or Adoption Leaves – Secondary Caregiver

Upon the completion of one (1) calendar year of full time service, full time faculty members 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 dependent child’s secondary caregiver. Paid leave is provided only during the periods when the faculty member normally would be scheduled to work. Adoptive parents both working at Earlham may propose modifications to the primary and secondary caregiver leave time outlined above. Proposals must be submitted to the Provost’s office and are subject to the approval of the direct supervisors.

It is required that the faculty member work for at least two (2) calendar months after completion of the paid secondary caregiver leave. Please see the “Family Leave” section for other information about this paid leave.

The faculty member may be allowed a period of unpaid leave directly following the one week of paid adoption leave, under the provisions of the Family and Medical Leave Act.

7. Sick Leaves

In cases of serious illness, faculty members may receive full pay for up to six months, after which the faculty member comes under the provisions of the Long Term Disability Benefit Policy. In cases other than those that fall under the Family and Medical Leave Act, and where the faculty member is experiencing frequent and recurring absences due to illness, the College may require appropriate documentation and shall determine whether such absences shall be paid or unpaid. The supervisor shall determine when the number of absence warrants such action.

8. Family Leave

Upon the completion of one (1) calendar year of full-time service, full-time faculty members will be eligible for up to five (5) days of paid family leave with the written approval of the Provost or the Vice President for Financial Affairs. Paid leave is available only during periods when the faculty member normally would be scheduled to work. Paid family leave is limited to the following events within the faculty member’s immediate family: serious accident or illness, and death. No more than five (5) days of paid leave may be taken within two fiscal years. It is required that the faculty member work for at least two (2) calendar months after completion of the family leave.

Additional, unpaid family leave will be governed by the provisions of the Family and medical Leave Act described at the end of this section.

9. Other Provisions Concerning Leaves

Since continuity of administration and teaching are important to the College, it is expected that individuals will have engaged in full-time teaching or administration for at least three years between leaves.

Faculty members who have been on a paid leave are obligated to teach/administer full-time at Earlham for at least one academic/fiscal year following the leave.

No more than ten percent of the faculty should be granted leaves in any one term.

Earlham does not provide fringe benefits to faculty members on unpaid leaves, although the faculty member may, at their own expense, pay in advance for such benefits. Time on unpaid leave shall not count for the accumulation of service time toward fringe benefit eligibility. Teaching faculty members eligible for tenure may request an extension of their contract renewal and/or tenure decision if paid/unpaid leaves result in not teaching for one or more academic terms.

It is understood that when possible no additional funds will be expended for personnel as a result of the College’s policy on leaves and sabbaticals.

If an administrative faculty member is called for testimony in a trial, they may choose to take vacation time for this purpose or to apply for unpaid leave for the period involved. The application for unpaid leave should made to the supervisor. Approval of the leave is determined by the supervisor, in consultation with the Provost. If the employee chooses not to use vacation time for this purpose, it is considered an unpaid leave.

Earlham aspires to be an inclusive community. Striving for inclusion of all people is based upon Earlham’s educational ideals. Our vision of good education involves community members learning about other members within an everyday context that mirrors the pluralistic world around us. This ideal applies equally to students and employees of the College who may have disabilities requiring reasonable accommodations.

In pursuit of this ideal, we are also guided by federal law. Section 504 of the Rehabilitation Act of 1973 states that “no otherwise qualified individual with a disability shall, solely by reason of the disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance.” Title I of the Americans with Disabilities Act of 1990 (ADA) reinforced the provisions of the Rehabilitation Act, and prohibits private employers from discriminating against qualified individuals with disabilities in job application procedures, hiring, firing, advancement, compensation, job training, and other terms, conditions and privileges of employment. To this end, Earlham College is committed to providing reasonable accommodations to qualified employees with disabilities.

1. Who is Considered Disabled under these Laws?

The ADA defines an individual with a disability as a person who (1) has a physical or mental impairment that substantially limits one or more of the major life activities of that person, (2) has a record of such an impairment, or (3) is regarded as having such an impairment. Major life activities include caring for self, performing manual tasks, walking, seeing, hearing, speaking, breathing, learning and working.

2. What is Reasonable Accommodation?

“Reasonable accommodation” is the term used by the ADA and the Rehabilitation Act for modifications made to an environment which eliminate or decrease, to a reasonable degree, barriers which an employee might encounter due to his or her disability. “Reasonable accommodation” may include modifying existing facilities, acquiring or modifying equipment used to perform the job, modifying work schedules or reassignment to a comparable vacant position that, ideally, offers comparable salary. However, an employer is not required to make an accommodation if it would impose an “undue hardship” on the operation of the employer’s business. The EEOC defines undue hardship as an action requiring significant difficulty or expense when considered in light of factors such as an employer’s size, financial resources, and the nature and structure of its operation.

Reasonable accommodations related to the “benefits and privileges” of employment include accommodations that are necessary to provide individuals with disabilities access to facilities or portions of facilities to which all employees are granted access (e.g., employee break rooms and cafeterias), access to information communicated in the workplace, and the opportunity to participate in employer-sponsored training and social events. (www.eeoc.gov)

3. College Commitment and Support

a. Commitment
Earlham College is committed to providing equality of opportunity to persons with disabilities through a supportive work environment. Supervisors and employees work together in partnership to determine employees’ needs and attempt to see that those needs are met.

4. Procedural Guidelines

a. Communication
Earlham expects employees to take an active role in communicating their need for accommodations. Therefore, employees seeking accommodations should inform their supervisor of their needs as soon as possible after hiring. If the need for accommodations or changes in accommodations arises after employment, notification of such should be in a timely manner to allow for sufficient time to make any necessary arrangements.

b. Diagnostic Documentation
Diagnostic documentation is critical in determining reasonable accommodations. It is the individual employee’s responsibility to identify her- or himself as a person with a disability and to provide the College with diagnostic documentation of the disability from an appropriately licensed medical or vocational professional. The documentation should state the major life activity that is significantly impaired when compared to the average person and the current functional limitation of that major life activity. The professional may also provide guidance on reasonable accommodations. The documentation must be submitted to the individual’s supervisor for review when an accommodation is sought.

c. Confidentiality and Information Release
Earlham College is committed to ensuring that all disability information regarding an employee is maintained as confidential as required or permitted by law. Training necessary for supervisors to implement this commitment will be provided by the College. In most instances, the College will not inform other employees as to the nature of the person’s disability except as deemed necessary by a senior staff member within applicable law. College officials will generally be informed on a need to know basis as to what accommodations are necessary or appropriate to meet the person’s disability-related needs.

d. Creating a Climate of Inclusiveness
In order to promote a climate of inclusiveness with regard to disabilities, the College will offer workshops, share informational material, and/or provide other opportunities for dialogue among community members aimed at developing better understanding of differences in ability and fostering greater appreciation of how such differences enrich the community.

Employees requesting reasonable workplace accommodations should contact the Director of Human Resources for more specific procedures.

Procedure for Requesting Workplace Accommodations Updated March 2007

1. Submit current documentation regarding the specific disability to the employee’s supervisor (for purposes of this policy, the supervisor of teaching faculty is the Academic Dean). The request for an accommodation should include Diagnostic Documentation, as defined in the handbooks, and should specifically demonstrate how the disability limits the individual’s ability to perform the essential functions of the position. For sake of consistency, the supervisor shall consult with the College’s Director of Human Resources for information regarding both College policy and relevant federal law. The documentation will be reviewed, and the employee will be notified once that process is completed. The documentation will be maintained in the Human Resources Office, separate from other personnel records.

2. The employee meets with his/her supervisor to discuss the request for appropriate workplace accommodations. Some accommodations may dictate that the employee, supervisor, and other College officials collaborate to identify an accommodation that meets the needs of both the employee and the College. Supervisors and employees are encouraged to consult resources such as www.eeoc.gov, the ADA Hotline (800-949-4232) and a publication available in the Human Resources Office, “Campus Supervisor Training Tips: Guidance for Accommodating Employees with Disabilities”.

3. The senior staff member responsible for the employee’s area acts upon the request for accommodations, in consultation with the Director of Human Resources. A memo prepared by the appropriate senior staff member, documenting the approved accommodation, will be retained in the Human Resources Office, in a separate confidential file with a copy to the employee. Likewise, any medical information necessary for determining reasonable accommodation will be maintained in that same separate confidential file. In the event that a request for accommodation is denied, a memo explaining that decision will be kept in that confidential file, with a copy to the employee. Any appeal of this decision will be decided by the President. The appeal to the President must be submitted in writing, within thirty calendar days of the date of the denial (the date of the memo explaining the decision).

4. The initial accommodations recommended for an employee may be modified as directed by a change in the employee’s need, the nature of work requirements or available technology. It is the employee’s responsibility to request the modification and to provide support for said change. Additional documentation may or may not be required at the supervisor’s discretion.

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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 pay date in the contract.
7. 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 pay date, i.e. the last business day of the month for faculty and Friday paydays for staff employees.

Employee 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.

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 are in good health as determined by the insurance carrier before participation under the plan can be permitted. The cost of the plan is divided between Earlham and the employee. Detailed costs are listed in the Earlham Benefit Guide available in the Human Resources Office.

Family Member benefits are available to a legal spouse, a domestic partner, and unmarried dependent full time students children until their 26th birthday, including any family member who is also an employee of Earlham College. If your Spouse/Partner is eligible for group coverage under his/her employer’s health plan, they are not eligible for Medical benefits under the Earlham plan. They are considered eligible even if they have opted not to be covered under their employer’s health plan.

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 this period 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 Human Resources 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 Human Resources 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 Human Resources Office for details.

Booklets that explain the plans in detail are available through the providers’ websites. When an employee becomes insured, he/she will receive an identification card. All claims are filed directly with the health care plan administrator.

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 16).

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.

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.

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.

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.

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.

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:

1. 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.
2. 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.
3. 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.
4. 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.
5. The student must be enrolled in a regionally accredited four-year undergraduate college or in a regionally accredited two-year college.
6. 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.
7. 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.
8. 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.
9. 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.
10. 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.
11. 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.

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.

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.
***Additional paid time off between Christmas and New Year’s Day may be granted at the president’s discretion.

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:

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.

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.

Full-time (12-month contract) administrative faculty members are entitled to 22 days of vacation in each of the first ten fiscal years of full-time employment. After ten consecutive full-time years of employment, an administrative faculty member is entitled to 27 days of vacation. Those administrative faculty members on less than 12-paid month contracts or those who come in the middle of a contract year will receive vacation on a prorated basis.

Normally, vacation days can be taken only as whole days, never by the hour. Occasionally, half-days of vacation may be requested in writing and granted by the supervisor due to special circumstances.

Vacation days must be used prior to June 30, the end of the fiscal year. Unused vacation days may not be carried over to the next fiscal year. There are no exceptions to this policy.

It is the responsibility of the administrative faculty member to notify the supervisor in writing of vacation days planned and taken. Each supervisor should keep a record of vacation days for each administrative faculty member reporting to the supervisor. Administrative faculty members should seek the approval of the supervisor in advance for the scheduling of vacation days in order to allow coverage of work during peak times and to allow planning for coverage of one’s responsibilities during absences.

Vacation days must be used to take time off during academic breaks. Academic breaks are not holidays for administrative faculty.

If an administrative faculty member leaves his or her position at Earlham during a fiscal year, he/she is entitled to that portion of annual vacation days represented by the fraction of the year worked. For example, if an administrative faculty member in his fourth year leaves Earlham after having work six months, then the amount of vacation days would be 11 days. These vacation days may be taken either in paid days off or in equivalent amount of salary paid for those days, subject to the agreement of both the faculty member and the supervisor. The supervisor’s decision is determinative if the supervisor and the faculty cannot agree.

Administrative faculty members are allowed to do consulting for pay outside Earlham or for other Earlham units, e.g. Wilderness, on days taken as vacation days. If vacation days are not available or the faculty members wishes not to use them for this purpose, then the faculty member may request in writing an unpaid leave of absence for those days that are paid by outside organizations. Exceptions to this policy must be requested in writing and approved in writing by the supervisor and either the President or the Provost.

Administrative faculty members taking days off to interview for other positions must take such days as paid vacation days or as unpaid days of an unpaid leave of absence. Exceptions to this policy must be requested in writing and approved in writing by the supervisor and either the President or the Provost.

There are no paid personal days for teaching or for administrative faculty members. Administrative faculty members may use paid vacation days or request days for an unpaid leave of absence for personal matters. Requests must be made in writing to the supervisor.

It is expected that teaching faculty members will ensure that their academic responsibilities are met or covered by other faculty members.

Paid sick time for administrative faculty members is provided as a transition to the Intermediate-Term Disability (see Section 16) and Long-Term Disability policies (see Section 3 for additional information).

In the event of illness or injury, it is the responsibility of the administrative faculty member to notify his or her supervisor prior to the start of the normal business day or in the event that the faculty member must leave early. An absence without notice may be the basis for disciplinary action. If there is a pattern of absences that adversely impacts job performance or others in the office, then the supervisor may notify the faculty member in writing that a doctor’s statement certifying the illness will be required in order to be paid for missed days.

For illnesses or injuries that last more than five (5) days, the administrative faculty member may be required by the supervisor to submit a written statement from the attending physician certifying the faculty member’s ability or inability to return.

It is expected that teaching faculty members will ensure that their academic responsibilities are met or covered by other faculty members. Teaching faculty members should contact their convener in the case of short illnesses and the Provost for longer illnesses that will have an impact on their teaching obligations.

This Intermediate-Term Disability policy for teaching and administrative faculty members is provided as a bridge between Paid Sick Days (see Section 15) and the Long-Term Disability policies (see Section 3 for additional information).

Intermediate-term disability benefits are available to all full-time faculty members who have been employed by Earlham for more than one (1) year on a full-time basis. Under this program, an administrative faculty member who is unable to work because of serious illness or injury will continue to be paid up to 180 calendar days from the initial date of the disability. Without a written request from the faculty member and written approval from the Provost, President, Dean of ESR or the Vice President for Financial Aid, intermediate-term disability benefits may be initiated only once in a 12-calendar-month period.

It is expected that teaching faculty members will ensure that their academic responsibilities are met or covered by other faculty members. Teaching faculty members should contact the Provost for longer illnesses that will have an impact on their teaching obligations.

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.

Athletic Passes

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.

Bookstore

Retired employees receive the same discount on bookstore items as other employees.

Library privileges

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.

Parking

Retired employees may retain their Earlham parking tags and use Earlham parking lots in the same ways as Earlham employees.

Wellness Center

With the use of their Earlham identification card, retirees and their spouses retain all employee privileges to use the Wellness Center facilities and equipment.

As the death of a loved one is very difficult to endure, every effort is made to ensure that individuals are able to attend to necessary family matters without a loss of earnings.

All full and part-time benefit eligible faculty and staff qualify for bereavement leave. A paid leave of up to three scheduled workdays is available to arrange for and/or attend the funeral of an immediate family member. Immediate family refers to the employee’s spouse, domestic partner, child, sibling, parent, grandchild, grandparent, and the “step” or in-laws of the above named relationships.

Faculty and staff will be granted a paid absence of one scheduled workday to attend the funeral of a close relative. A close relative is defined as aunt, uncle, niece, nephew, or cousin.

There may be circumstances under which an employee is ultimately responsible for funeral arrangements for a person not specifically listed above but is a very close relationship, or in which other mitigating circumstances, such as international travel, may be a consideration. When such circumstances arise, the employee should present a specific request for additional paid bereavement leave to their supervisor who, in consultation with the Office of Human Resources, may grant additional days with pay to facilitate arrangements and attend the funeral.

It is important to advise your supervisor as soon as you know you will be absent from work due to a death in your family. If you need additional time off, you should discuss this with your supervisor. This may be arranged with pay through another leave benefit or an excused absence without pay if you do not qualify for or have other leave pay benefits available.

Emeritus Status and Post-Retirement Privileges

Emeritus faculty status may be granted when a full-time member of the teaching faculty has served Earlham for a minimum of 10 years and leaves Earlham for retirement. The President and the Provost (or the Dean of ESR) determine whether a faculty member is to be granted Emeritus status.

Baccalaureate and Commencement

Emeriti faculty are encouraged to attend and be part of the academic procession at the Baccalaureate and the Commencement ceremonies.

E-mail

Emeriti faculty retain e-mail access and privileges indefinitely.
Faculty Meeting for Business: Emeriti faculty may attend and observe the Faculty Meeting for Business.

Faculty Buffet

Emeriti faculty are encouraged to attend the regular Faculty Buffet.

Faculty Retreat

Emeriti faculty are encouraged to attend and be part of Faculty Retreat.