RECEIPT FOR EMPLOYEE MANUAL

 

 

I acknowledge receipt of this manual and understand and agree that it supersedes and replaces any and all prior manuals or handbooks and is effective July 1, 1999.

I understand I am responsible for reading the information contained in this manual and addressing any questions to my supervisor or to the Human Resources Office at 362-6660.

 

_____________________________________ (Signature)

_____________________________________ (Date)

 

 

 Note: Please be sure to sign and return to the Human Resources Office, Botetourt Hall.

 

  

SCOPE OF THIS MANUAL

 

The contents of this manual are presented as information only, and are not to be misunderstood or construed as a promise or contract between Hollins University and any employee. Neither this manual nor any other document or statement are intended to create an implied or explicit contract. Hollins University reserves the right at will to modify, change, disregard, suspend or cancel at any time without written or verbal notice all or any part of the manual’s contents involving policies and/or benefits referred to herein as circumstances may require. However, as an employer, Hollins is committed to the practice of providing advance notice of changes when practical.

As employment is at will, the employment relationship may be terminated by Hollins or the employee at any time with or without cause. Any statements to the contrary are disavowed by the university.

  

MISSION OF THE UNIVERSITY

 

 

Hollins is an independent liberal arts university dedicated to academic excellence and humane values. Hollins University offers undergraduate liberal arts education for women, selected graduate programs for men and women, and community outreach initiatives. The Hollins curriculum and co-curricular programs prepare students for lives of active learning, fulfilling work, personal growth, achievement, and service to society.

The Hollins community sustains talented students engaged in challenging study, and productive scholars and artists devoted to teaching and to the advancement of knowledge. Experiential learning, study abroad, and internships enhance the academic program. The hallmarks of a Hollins education are creativity and effective self-expression, problem solving and critical thinking skills, and independent inquiry and the free exchange of ideas.

Hollins nurtures civility, integrity, and concern for others, encourages and values diversity and social justice, and affirms the equal worth of women and men. Our university motto, Levavi Oculos, calls us to leadership and service in accord with the Hollins values and traditions.

  

HISTORY OF HOLLINS

 

Initially established in 1842 as Valley Union Seminary, a coeducational college, Hollins became an institution for women in 1852. Three years later, it was renamed Hollins in recognition of benefactors John and Ann Halsey Hollins, who donated generously to the school. Hollins Institute became Hollins College in 1910 and Hollins University in 1998.

The transition to Hollins University affirms the institution’s long tradition of graduate programs, originating 40 years ago with a path-breaking program in experimental psychology and a creative writing program recognized nationally for its quality and the impressive publication record of its graduates. Over the years Hollins has developed four other M.A. programs, in liberal studies, children’s literature, teaching, and screenwriting and film studies.

The history of Hollins is synonymous with the history of Charles Lewis Cocke, a young mathematics professor from Richmond who at the age of 19 had written that he wished to dedicate himself to the "higher education of women in the South." Within a few years Cocke fulfilled that dream by accepting the position offered him as principal of the institute that would become Hollins University. The motivating force behind the first women’s college in Virginia and one of the first in the nation, Charles Lewis Cocke is properly known as the founder of Hollins.

Cocke was not only surprisingly single-minded at an early age, he was also ahead of his time. During an era when the education of women was thought to be a futile, even possibly dangerous business, Cocke wrote in 1857: "The plan and policy of this school recognizes the principle that in the present state of society in our country young women require the same thorough and rigid training as that afforded to young men." Thus it was that Hollins dedicated itself early in its history to academic excellence for women and high standards of achievement.

 

SECTION A

 

 

 

 

 

EMPLOYMENT

POLICIES

AND

PRACTICES

 

 EQUAL EMPLOYMENT OPPORTUNITY

Hollins University is committed to a policy of providing Equal Employment Opportunity without discrimination because of race, color, creed, sex, age, handicap, sexual orientation, Veteran status, or national or ethnic origin. This policy applies to all terms and conditions of employment, including, but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

This policy applies to the total Hollins community and is designed to comply with both the spirit and the letter of governing federal and state laws. It is expected that this policy will be positively effectuated in spirit as well as in law, by employees, students, and others who may act on behalf of Hollins University

 

 

EMPLOYEE RELATIONS POLICY

Hollins University desires, and intends to maintain, a working environment that respects the individual worth of each of its employees and values their contribution to the mission of the university. To that end, an "open door policy" to discuss issues as they arise is to be practiced by all levels of supervision throughout the university community, faculty and administrators alike. First and foremost, supervisors are accountable to address their employee concerns in a forthright and caring fashion, to interpret and carry out university policies in a consistent and even-handed fashion, and to respond promptly and factually to questions and concerns brought to them by their employees. For further information, see the Employee Relations Policy and Grievance Procedure on page 56 of this manual.

 

 

POLICY STATEMENT ON HARASSMENT

Hollins University strives to recognize human dignity and therefore does not tolerate sexual harassment or any other type of harassment within or connected to this institution. Harassment is unlawful and unfairly interferes with the opportunity for all persons, regardless of gender, to have a comfortable and productive education and work environment. We are committed to taking all reasonable steps to prevent sexual harassment and to discipline those who violate this policy. We believe that a person is entitled to say "no" to unwanted and offensive conduct based on sex without the fear of reprisal or retribution from any person. Harassment on the basis of gender, age, race, ethnicity, sexual orientation, or religion is unlawful and will not be tolerated at Hollins University. For further information, see the Sexual Harassment Policy in the appendix of this manual.

 

AMERICANS WITH DISABILITIES ACT

ADA

In compliance with the Americans With Disabilities Act (ADA) and applicable state and local laws providing for nondiscrimination in employment against qualified individuals with disabilities, Hollins University is committed to providing reasonable accommodation for such individuals in accordance with these laws. Any request for accommodation will be evaluated in light of the ADA’s guidelines to determine whether such accommodation will create an undue hardship. It is the policy of Hollins University to:

    1. Ensure that qualified individuals with disabilities are treated in a nondiscriminatory manner in the pre-employment process and that employees with disabilities are treated in a nondiscriminatory manner in all terms, conditions, and privileges of employment.
    2. Request medical examinations of employees only when justified by business necessity, such as for a second medical opinion or a fitness-for-duty exam.
    3. Keep all medical-related information confidential in accordance with the requirements of the ADA and retain such information in separate confidential files.
    4. Provide applicants and employees with disabilities with reasonable accommodation, except where such an accommodation would create an undue hardship on the university.
    5. Notify individuals with disabilities that Hollins provides reasonable accommodation to qualified individuals with disabilities, by including this policy in the employee manual and by posting the Equal Employment Opportunity Commission’s poster, by not discriminating against individuals with disabilities and other protected groups conspicuously throughout campus facilities.

Procedure for Requesting an Accommodation

Qualified individuals with disabilities may make requests for reasonable accommodations to the Director of Human Resources. On receipt of an accommodation request, the Director of Human Resources will meet with the requesting individual to discuss and identify the precise limitations resulting from the disability and the potential accommodation that Hollins might make to help overcome those limitations.

The Director of Human Resources, in conjunction with the Vice President for Finance and Administration, the university medical review officer and, if necessary, appropriate management representatives identified as having a need to know (e.g., the individual’s supervisor/department head), will determine the feasibility of the requested accommodation, considering various factors, including, but not limited to, the nature and cost of the accommodation, and the accommodation’s impact on the operation of the facility, including its impact on the ability of other employees to perform their duties.

EMPLOYEE PERSONNEL FILES

 

Hollins maintains employee personnel files in the Human Resources Office. These files contain documentation regarding aspects of employment, such as performance appraisals, disciplinary warning notices, and letters of commendation. If you are interested in reviewing your file, contact the Human Resources Office to schedule an appointment.

To ensure that your personnel file is up-to-date at all times, notify your supervisor or the Human Resources Office of any changes in your name, telephone number, home address, marital status, number of dependents, beneficiary designations, scholastic achievements, the individuals to notify in case of an emergency, and so forth.

 

RISK MANAGEMENT AND SAFETY

Hollins University is committed to providing a safe and healthful working environment. In connection with this commitment, the university makes every effort to comply with relevant federal and state occupational health and safety laws and to develop the best feasible operations, procedures, technologies, and programs conducive to such an environment.

Hollins’ policy is aimed at minimizing the exposure of employees, students, and all other visitors to campus facilities to health or safety risks. To accomplish this objective, all Hollins employees are expected to work diligently to maintain safe and healthful working conditions and to adhere to proper operating practices and procedures designed to prevent injuries and illnesses.

The responsibilities of all employees of Hollins in this regard include:

    1. Exercising maximum care and good judgment at all times to prevent accidents and injuries;
    2. Reporting to supervisors and seeking first aid for all injuries, regardless of how minor;
    3. Reporting unsafe conditions, equipment, or practices to supervisory personnel;
    4. Using safety equipment provided at all times;
    5. Observing conscientiously all safety rules and regulations at all times.

 

 

POLICY ON AIDS

Hollins University recognizes that employees with a life-threatening illness such as AIDS may wish to continue their employment and, in fact, that continued employment may be therapeutically important to their recovery process. Hollins also recognizes that it must satisfy its legal obligation to provide a safe work environment for all employees, students, and other visitors to our campus. As long as employees who have AIDS are able to maintain acceptable performance standards in accordance with established policies and procedures, and the weight of medical evidence continues to indicate that AIDS cannot be transmitted by casual workplace contact, employees with AIDS will be permitted to continue to work.

In determining such an employee’s ability to continue in employment, the university will consider making reasonable accommodations to the employee’s condition, consistent with applicable federal, state, and local laws.

As part of its overall AIDS program, Hollins strives to provide education and information about the nature of this disease and to help allay fear, owing to a lack of understanding of AIDS and especially of how it can be transmitted.

  

JOB POSTING

Hollins University believes in promoting from within whenever possible and has established a job-posting program to give employees an opportunity to apply for positions for which they are qualified. Vacancies below the senior management level are normally posted on the designated bulletin board outside the human resources office and usually include the title, the minimum hiring specifications, the essential functions of the job, and if applicable, closing date for submitting our application. Positions are also normally posted in The Grapevine.

To be eligible to apply for a posted position, one must meet the minimum hiring specifications for the position and be capable of performing the essential functions of the job, with or without a reasonable accommodation. Generally, an employee must be in good standing with a favorable work record of at least six months in the employee’s present position in order to be considered for posted positions.

You are responsible for monitoring job vacancy notices and for completing and submitting an in-house application with human resources during the posting period for a specific opening.

You are not required to notify your supervisor when submitting an application for a posted position. However, if you are a finalist for the position, your supervisor will need to be notified prior to the completion of the application process. The human resources office will contact you regarding your application and the status of your candidacy.

  

PERFORMANCE EVALUATIONS

While job performance will be evaluated by your supervisor on an ongoing basis, it is Hollins policy to conduct a written performance evaluation for each employee on an annual basis, as a means of providing feedback and direction and to establish and monitor goals.

If you have not received a performance review in accordance with the above time frames, it is your responsibility to notify your supervisor and the human resources office about this matter. This will help ensure that the evaluation process is administered in a timely manner.

All written performance reviews will be based on your overall performance in relation to your job responsibilities and will also take into account your conduct, demeanor, and record of attendance and tardiness, goals and objectives. Employees are permitted to comment in the "Remarks" section of the evaluation form.

A performance evaluation is not a commitment to provide a salary adjustment, a promotion, a bonus, continued employment, or retention. Performance evaluation is only one of several factors that the university uses in making these and other employment decisions.

Any comments made on your evaluation by your supervisor or other statements made during discussions regarding the evaluation, or your performance or future, including during any coaching or counseling session, should not be construed as a promise or guarantee, since circumstances may change in the future, including business conditions, and your performance.

In addition to the regular annual performance evaluations described above, special written performance evaluations may be conducted by your supervisor at any time as appropriate to advise you of the existence of performance or disciplinary problems. If you are promoted or transferred to a new position, your performance will normally be evaluated in writing after you have been in your new job for six months.

  

 

EMPLOYEE IDENTIFICATION CARDS

When you commence employment with Hollins, you will be issued an employee identification card (ID) that includes your photograph, name, and other identifying information. This card identifies you as an employee of Hollins University and may be used for check cashing and other purposes including use of the campus library.

If you lose your ID, it is your responsibility to notify the security department immediately so that arrangements can be made to cancel your lost card in the security system, take another photograph of you, and issue you a new card. If you lose your ID more than once, it will be your responsibility to pay for a replacement. ID cards are obtained at the Security Office.

Employee identification cards must be returned to the Security Office upon termination.

 

 

PARKING FACILITIES AND DECALS

If you drive to work, you must register your car with campus security. Parking for all faculty and staff of Hollins is provided free of charge. There are handicapped parking areas reserved for individuals who are disabled. Anyone who is disabled and would like to request a reserved space must request an accommodation for such a space from Security.

The visitors parking areas are reserved for visitors to campus. For reasons of fire safety, and to maintain campus grounds, please park ONLY in areas designated as Faculty/Staff parking. Cars parked in inappropriate areas will be ticketed. There is a parking fine for each violation. Such parking is available for the general use of employees, subject to the "first-come, first-serve" rule.

Please keep in mind that Hollins parking is unattended and parking is at your own risk as the university assumes no responsibility for fire, theft, or other damage to motor vehicles or their contents.

 

GRAPEVINE NEWSLETTER

Hollins publishes a weekly newsletter on the Hollins intranet as well as limited printed copies to communicate information of general interest to employees and other community members. This is the official campus vehicle for most communications and employees are encouraged to read The Grapevine regularly to stay well informed. If you wish to submit articles of interest for publication, please contact the Events Coordinator at extension 6393 for details and information relating to publication deadlines and format.

 

 

MEDIA INQUIRIES

From time to time, as an employee of Hollins, you may receive inquiries from the media (e.g., newspapers, television stations, radio stations, magazines, or other periodicals). To ensure that Hollins maintains the appropriate public image and that communications to the media are accurate and in line with applicable university policy, if you are contacted by the media, you should refer the individual making the inquiry to Hollins public relations director, extension 6224. No other employees are authorized to give statements to any representative of the media.

 

EMPLOYMENT OF RELATIVES

Hollins University permits the employment of relatives of employees as long as such employment does not, in the opinion of the university create actual or perceived conflicts of interest. For purposes of this policy, "relative" is a spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, first cousin, or corresponding in-law or "step" relation. Hollins will exercise sound business judgment in the placement of related employees in accordance with the following guidelines:

department provided no direct reporting or supervisory/management relationship exists. That is, no employee is permitted to work within the "chain of command" of a relative such that one relative’s work responsibilities, salary, or career progress could be influenced by the other relative.

 

 

OUTSIDE EMPLOYMENT

Although Hollins University expects you to devote your primary efforts towards the duties and responsibilities of your position with the university, you may engage in outside employment provided it:

 

 

EMPLOYEE ORIENTATION

When you first begin work with Hollins, you will be provided information on group benefit plans for health, dental, life, accident, disability and your retirement plan. Orientation for benefits enrollment is very comprehensive and usually takes place on a one-on-one basis in human resources.

Sometime within your first three months of employment, you will be invited to attend a general orientation. At this meeting you will learn many other issues which need to be covered with new employees, i.e., overview and history of Hollins, organization structure, divisions, facilities and services on campus, safety, parking, telephone system, voice mail, e-mail, education/development opportunities, admissions video viewing, who are our students, where they come from, and be accompanied on a campus tour to help orient you to campus services and location of services.

Your first few weeks of employment are a time for becoming acquainted with the university and your job. You are responsible for learning and meeting the standards of performance and conduct required of you in your job. Any questions you have should be discussed with your supervisor who will have primary responsibility for your orientation.

 

CONNECTIONS

CONNECTIONS is a quality service training program for support staff and is designed to benefit both you and Hollins. All of us are important to the success and satisfaction of our students and how we treat our students creates lasting impressions with them, and impacts on our success. This valuable program will be offered to you; and it will help you gain awareness about the important role you play in the Hollins community.

 

 

 

SECTION B

 

COMPENSATION

POLICIES

AND

PRACTICES

 

CLASSIFICATIONS OF EMPLOYMENT

For purposes of salary administration and eligibility for overtime payments and employee benefits, Hollins University classifies employees and other workers as follows:

You will be informed of your initial employment classification and of your status as an exempt or nonexempt employee during your orientation session with the human resources office. If you change positions during your employment as a result of a promotion, transfer, or otherwise, you will be informed by the human resources office of any change in your exemption status.

Please direct any questions regarding your employment classification or exemption status to the human resources office.

 

WORKWEEK/WORK HOURS

ATTENDANCE

ABSENTEEISM AND TARDINESS

The normal workweek runs Sunday 12:01 a.m. through midnight on Saturday.

All employees are expected to assume diligent responsibility for regular attendance and promptness. Your work schedule will be determined by your supervisor and may vary from the typical Monday through Friday schedule. Typical hours for full-time staff office employees are 8:30 a.m. to 4:30 p.m., Monday through Friday with a 30 minute unpaid lunch break. Some employees do not work a typical schedule and daily and weekly work schedules may be changed from time to time to meet varying business needs. Changes in work schedules will be announced as far in advance as practicable.

Regardless of your individual work schedule, your supervisor will expect you to maintain prompt regular attendance at work. If you should be unable to report to work, it is best to get authorization from your supervisor in advance, whenever possible according to the department’s procedures for reporting absences. At minimum if you unexpectedly are unable to report to work as scheduled for any reason, you must contact your supervisor as soon as possible prior to the start of your scheduled work shift and explain the reason for absence.

If you are absent for more than five consecutive workdays, a statement from a physician may be required before you will be permitted to return to work. In such instances, Hollins also reserves the right to require you to submit to an examination by a physician designated by Hollins at its discretion. In instances where abuse is suspected (e.g., where an employee’s record indicates a pattern of short absences and/or frequent absences before or after holidays and weekends) the university at its discretion may require a physician’s statement.

Absenteeism or tardiness that is unexcused or excessive in the judgment of Hollins University is grounds for disciplinary action, up to and including dismissal.

Failure to properly notify your supervisor results in an unexcused absence.

Absence for three (3) consecutive working days without appropriate prior notification is considered job abandonment.

 

TIMEKEEPING AND PAYROLL REGULATIONS

The Fair Labor Standards Act, commonly referred to as the Wage and Hour Law, provides regulations governing minimum wage, equal pay, overtime, and time recording. It is the policy of Hollins University to comply fully with all these regulations.

Each employee will be informed of the timekeeping procedure for his/her department. Paychecks will not be issued until proper time records have been submitted to the payroll department.

Employees who are required to clock in and out should do so at the beginning and end of the work day, and when they leave their work area for any reason other than for university business. After clocking in, they must report directly to their place of work. Employees are required to clock out and then in after meal periods.

Employees are not to punch in earlier than 5 minutes before the start of their scheduled shift. If you neglect to clock in or out, you must receive your supervisor’s approval to write in the time that you claim to have reported or departed.

At the end of the pay period, you are required to sign your time card or time sheet. Prior to signing it, you should check all calculations carefully to insure that you are receiving full credit for hours worked. Any questions should be resolved before signing the card.

Any of the following may be considered grounds for immediate dismissal:

 

OVERTIME

All overtime should be approved in advance by the employee’s supervisor.

Overtime work will be paid for all hours actually worked in excess of forty (40) per work week at time and one-half (1-1/2) the employee’s regular rate of pay. The forty (40) hours does not include holiday, vacation, or sick time. Time involving off campus seminars, workshops, etc., after work hours, will be paid appropriately only if attendance is required for the job.

No overtime will be paid until forty (40) hours has been spent on the job.

Overtime will be kept to a minimum and will not be used as a substitute for an increase in an employee’s rate of pay.

 

 

HOLIDAY AND SHUT-DOWN TIMEKEEPING

Please record the hours normally scheduled to work, if any, during all holiday and shut-down periods when you note eligibility for holiday or shut-down pay.

 

 

CALL-IN

A call-in is defined as an emergency situation which makes it necessary for the university to call employees back to work after the end of their normal work schedule. Compensation for the time on the job will be as follows:

Period

Payment

12:01 am Monday to midnight Friday

One hour "bonus pay" at 1 ½ times regular rate plus actual hours worked at 1 ½ times regular rate.

12:01 am Saturday to midnight Sunday

Two hour "bonus pay" at 1 ½ times regular rate plus actual hours worked at 1 ½ times regular rate.

Holiday

Two hour "bonus pay" at 1 ½ times regular rate plus actual hours worked at 1 ½ times regular rate.

Snow Removal

Three hour "bonus pay" at 1 ½ times regular rate plus actual hours worked outside of normal scheduled hours at 1 ½ times regular rate.

 

 CALL-BACK

A call-back is a repeat emergency call to return to the university within 24-hours after the call-in. An employee will be paid 1 ½ times normal rate for the actual hours spent on the job. No bonus payment is made after the original call-in, regardless of the job requiring a call-back.

 

 

WORK ON A HOLIDAY

Full-time hourly employees who are required to work on a scheduled holiday will be paid for the number of hours worked, plus holiday pay, or if possible will be allowed the option of receiving paid time off at another time to compensate.

 

 

ELIGIBILITY FOR HOLIDAY PAY

To be eligible for holiday pay, employees are required to work the normal scheduled days before and after a holiday. Any employee properly excused the day before or day after a holiday is qualified for the holiday pay. Should a holiday occur during an employee’s vacation period, an additional day of vacation will be allowed at another time.

Holiday pay will not be paid to any employee who is laid off, terminated prior to the holiday, or on unpaid sick leave. Holiday pay will not be paid to an employee who is not scheduled to work the day on which the holiday falls.

Regular part-time employees will receive holiday pay equal to the number of scheduled working hours on that day.

Temporary employees are not eligible for holiday pay.

Official university holidays are listed on page 34 of this manual.

  

SHUT-DOWN PAY

Employees in departments whose work is "seasonal" and are subject to layoff during the months of June, July, and August and when their department closes due to recesses will receive "shut-down" pay during recesses. Shut-down pay is not paid during the summer months when the university is not in regular session.

Employees of the following departments are considered "seasonal": Dining Room and Snack Bar.

All full-time seasonal employees who work more than thirty (30) hours per week and more than eight (8) months per year will be eligible for pay during the periods the qualifying department is closed for recesses. The amount of pay the employee receives will be based on length of service and the length of the shut-down:

Length of Service

Shut Down Pay

0 – 3 months

No pay

3 months to 5 years

50% normal schedule

5 years to 8 years

67% normal schedule

8 years to 10 years

83% normal schedule

Over 10 years

100% normal schedule

 

(Time spent in part-time services is not included in length of service.)

Employees obtaining temporary summer work in other departments of the university do not earn vacation pay.

Shut-down pay is based on that employee’s "normal workweek". For those whose normal workweek exceeds forty (40) hours overtime is included.

The rate used to determine shut-down pay is the hourly rate of the employee at that time. No additional payments will be made for holidays occurring within a shut-down period.

Shut-down pay will not be paid to any employee who is terminated for any reason prior to the completion of three (3) months of services.

 

PAYDAYS/PAYCHECKS

Non-exempt (hourly) employees are paid on a bi-weekly basis, with payday every two weeks on the Friday following the end of the pay period. Checks are usually ready at 2:00 p.m. on payday. It is the responsibility of the department head to pick up and deliver the checks to the correct employee.

Exempt (salaried) employees are paid on a monthly basis on the last working day of each month.

Employees on vacation or otherwise absent from work on a payday may pick up checks from the Business Office upon returning to work. Paychecks will be mailed to a vacation address if prior arrangements are made with the Payroll Coordinator.

 

DIRECT DEPOSIT

Direct deposit of payroll checks is available and employees are encouraged to utilize this convenient benefit to have your paycheck deposited directly to your checking and/or savings account(s).

 

CREDIT UNION

Hollins University employees are eligible for the services offered by the Roanoke Valley Federal Credit Union. The Credit Union offers free checking accounts. The human resources office can answer specific questions. Also available is the purchase of U.S. Savings Bonds.

 

 

PAYROLL ADVANCES/LOANS

Hollins University expects all employees to be responsible in managing their financial affairs. It is the policy of Hollins not to loan money or advance salary or pay to any employees.

  

WAGE ATTACHMENTS, GARNISHMENTS, TAX LEVIES

Garnishments and tax levies are court orders requiring the university to withhold part or all of any employee’s wages to satisfy a local debt. The university must accept legal garnishments on an employee’s wages and comply with all valid claims against an employee’s wages.

If a garnishment or tax levy is received, the following procedure is followed:

Only court-issued releases will be honored by the university. Telephone calls by lawyers or company representatives are not legal releases under any circumstances.

 

 

DEBTS TO HOLLINS UNIVERSITY

Employees are allowed to charge in the dining room and snack bar. The maximum amount allowed on any account is $100.00. Payments are expected monthly and employees will be requested to set up automatic payroll deduction. Any unpaid balance is charged 1.5% interest at the end of the month.

If an account remains ninety (90) days without payment, regardless of the amount, you will be contacted by the business office. A request will be made for immediate payment or the controller will begin payroll deductions. On termination of employment, any account balance is payable in full and may be deducted from the final paycheck.

 

UNEMPLOYMENT INSURANCE

Unemployment Insurance paid by the university is available for employees of Hollins who become unemployed through no fault of their own. The Virginia Employment Commission determines eligibility for benefits.

 

SALARY/WAGE ADMINISTRATION

To attract and retain above-average employees, Hollins University endeavors to pay salaries competitive with those paid by other employers in our industry and in the applicable labor markets. In line with this objective, Hollins monitors its wage scales to help ensure that they are kept in line with local as well as national economic conditions.

The present practice is to review salary and wage levels on an annual basis. If you are granted a salary increase, it will normally be effective on July 1 of the fiscal year.

Your total compensation at Hollins University consists not only of the salary you are paid but also of the various benefits you are offered, such as group health and life insurance and your retirement plan.

Questions regarding the salary administration program or your individual wage rate should be directed to your supervisor or the human resources office.

  

 

NOTICE OF RESIGNATION/

TERMINATION OF EMPLOYMENT

Regular employees are requested to give their supervisors or department heads at least two (2) week’s notice upon resignation.

Employees are encouraged to think very carefully before submitting a resignation. An oral resignation accepted by the supervisor or department head is just as binding as one made in writing.

The human resources office should be informed immediately so that all benefits can be handled appropriately.

An outgoing employee will normally be requested to meet with the Director of Human Resources and complete an exit interview. The purpose of this interview is to provide employees with an opportunity to discuss their job-related experiences with Hollins University.

 

 

 

SECTION C

 

TIME OFF BENEFITS

  

 

VACATION

All full-time employees who work thirty (30) hours or more per week and twelve (12) months per year will be eligible for a vacation with pay based on length of service.

Days of Paid Vacation

Years Completed

Office (12 mos.)

Security, Maintenance, Buildings and Grounds (12 mos.)

Administrative (salaried)

1

15

10

22

5

 

15

 

20

20

 

 

25*

 

20

 

 

*If you leave and are re-employed, the 25 years may be met by accumulating all prior years of service.

Those 12-month employees working less than thirty (30) hours per week will receive pro-rata vacation based on hours worked compared to either 1,950 hours (37.5 hrs/wk) or 2,080 hours (40 hrs/wk) per year.

Regular full-time employees who work only 9-10 months per year do not receive vacation pay, but are granted three (3) paid days to use as "time off".

Vacation pay will be paid at the time the vacation is taken. It is computed at the hourly rate the employee is receiving at the time the vacation is taken and does not include overtime.

The university’s year for vacation accrual is from July 1 through June 30; employees hired after July 1 are eligible to receive vacation on a pro-rata basis as of the following July 1. This time must be used as time off during the university fiscal year and payment while continuing to work is not permitted. Vacation time is not cumulative; any unused vacation time is lost.

With the approval of the employee’s vice president, the employee may be allowed to carry over up to ten (10) days into the following year and these days must be used within the first 180 days of the new fiscal year. These carry over days will not be eligible for cash out should the employee leave Hollins employment.

 

 

HOLIDAYS

The university observes the following as official paid holidays for regular 12-month full-time and part-time employees based on normally scheduled hours. Nine-month employees will receive pay only for those holidays which occur during their nine month working period.

Memorial Day

Fourth of July

Labor Day

Thanksgiving

Friday after Thanksgiving

Christmas Day

New Year’s Day

Additions to university holidays are made only by a decision of the President and are considered additional unscheduled paid holidays. As it is not possible to close the university during holiday periods, some staff will be required to work. Your supervisor will give you notice as to whether you will be scheduled to work the holiday, in which case you will be compensated in accordance with policy listed under Work on a Holiday on page 25 of this manual.

 

LEAVES OF ABSENCE

All requests for general leaves of absence are handled on an individual basis and a Leave Form must be obtained in the human resources office and completed in advance.

In order to be in compliance with the Family Medical Leave Act of 1993 (FMLA),* Hollins University provides employees up to 12 weeks of unpaid job protected leave of absence to address specified family responsibilities or their own serious illness. Other university policies may provide salary continuation, short-term disability pay or other benefits and all leaves incorporate the provisions of the FMLA simultaneously with any other applicable programs that may apply (i.e., short-term disability plan, workers’ compensation). For specific details regarding any leave of absence, please contact the human resources office at 362-6630.

*For further information, see the Family Medical Leave Policy in the Appendix of this manual.

 

  

SICK TIME

Non-Exempt (Hourly) Employees.

The sick time plan attempts to offer some assurance of receiving a full paycheck if an employee must be absent due to illness, accident, or to tend to the illness of a child or family member. Sick time may also be used for the purpose of doctor’s and dental appointments.

Full-time non-exempt employees will receive paid sick time as follows:

This time may be taken after 30 days of employment, and need not be earned on a days-per-month worked basis. Employees hired after July 1 will receive sick leave on a pro-rata basis. Sick time is credited at the beginning of each fiscal year (July 1). An employee may use the sick time as needed during the year but may not borrow against future years. Sick time not taken is carried over for a maximum of thirty-five (35) days to prevent hardship caused by loss of earnings.

To be eligible for sick pay, employees must telephone the supervisor or department head within a reasonable time, or preferably a minimum of one hour prior to the time scheduled for duty. The university may require written proof from a physician, or other reasonable evidence, to substantiate the employee’s illness and inability to work; the university may also have an employee’s condition evaluated by a physician of its choosing.

The supervisor or department head is responsible for indicating on payroll records an employee’s use of sick time days. An employee who fails to return to work following a period of sick time forfeits the right to sick time. If the sick time has already been paid, the employee must reimburse the university for such payments.

 

 

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Exempt (Salaried) Employees

Exempt employees will receive ten (10) days sick leave per year to be utilized for absences due to illness, accidents, or to tend to the illness of a child or family member. Sick time may also be used for the purpose of doctor or dental appointments. Sick time not used is not carried over to subsequent years. This time may be taken after 30 days of employment. Employees hired after July 1 will receive sick leave on a pro-rata basis.

 

 

PERSONAL MEDICAL LEAVE PAY PRACTICE

IN EVENT OF EXTENDED EMPLOYEE ILLNESS

 

 

When an employee has to be away from work for an extended personal illness, beginning on the eighth calendar day, the following pay practice will apply.

Non-exempt (hourly) employees

Beginning on the eighth calendar day of illness, Short-Term Disability will pay 50% of the employee’s wages (up to a maximum of 26 weeks). The remaining 50% will be paid by available sick leave to whatever extent available. If an employee is out for more than seven (7) weeks, beginning with the eighth week, the employee will be required to utilize available vacation leave until the employee returns to work or the vacation leave is exhausted. The vacation leave will be charged in ½ day increments.

 

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Exempt (salaried) employees

Salaried employees will be paid full salary continuation according to the following schedule:

Years of Service

Days of Full Salary Continuance

1

10 (2 weeks at 100%)

2

20 (4 weeks)

3

30 (6 weeks)

4

40 (8 weeks)

5 or greater

60 (12 weeks)

 

Once the above allotment has been exhausted, the employee will be paid 50% of the employee’s wages up to a maximum of 26 weeks.

If an employee is out for more than seven (7) weeks, beginning with the eighth week, vacation leave will run concurrent with the salary continuance until the employee returns to work or the vacation leave is exhausted.

 

 

BENEFITS DURING LEAVE WITHOUT PAY

If an individual wishes to continue benefits during an authorized leave of absence without pay, he or she may do so by payment of the full premiums applicable. Coverage does not continue when a staff or faculty member is on leave without pay unless paid for by the insured. * This policy applies to group medical coverage, group life insurance coverage, and long-term disability coverage.

During an authorized unpaid leave, the university will not continue contributions to retirements accounts; however, the faculty or staff member may continue to do so on his or her behalf. In order to continue medical, group, and/or long-term disability coverage, the faculty or staff member may choose to be billed on a monthly basis by the university.

 

 

*If the leave is FLMA leave, Hollins will continue its contribution towards health insurance as required, with the employee responsible for paying his or her portion.

 

  

SUMMER PERSONAL DAYS*

Instead of the daily one-half hour given in the past as "summer hours," employees will receive three (3) full "personal" days off with pay. Time may be taken in half-day increments or full days only and with prior approval from the department head.

Please clearly designate these days on your time sheet so as not to be confused with vacation.

 

 

*This unique fringe benefit applies only to employees hired prior to January 1, 1990.

 

MILITARY LEAVES OF ABSENCE

Leaves of absence without pay for military or Reserve duty are granted to full-time and part-time employees. If you are called to active military duty or to Reserve or National Guard training, or if you volunteer for the same, you should notify your supervisor and submit copies of your military orders to him or her as soon as is practicable. You will be granted a military leave of absence without pay for the period of military service, in accordance with applicable federal and state laws. If you are a reservist or a member of the National Guard, you are granted time off without pay for required military training. Your eligibility for reinstatement after your military duty or training is completed is determined in accordance with applicable federal and state laws. With respect to duration of military leave, federal law allows individuals to serve five years in the military without losing reemployment rights.

 

 

PHYSICIAN CERTIFICATION

In the event that an employee must be absent from the job due to medical necessity, the university may request certification of medical cause of absence from the employee’s physician. Every effort will be made to accommodate an employee’s medical condition and to assist an employee’s return to work as quickly as possible. In cases where there is any question about the ability of an employee to return to work, the university may call upon its Medical Director to consult with the employee’s physician so that a medical determination can be made about the employee’s fitness and ability to return to work.

In cases of medically related absences and when required by medical necessity, modified or light duty will be made available to enable an employee to return to work as quickly as possible. Departments are expected to make job modifications when possible to accommodate temporary limitations. If the modified duty period will exceed thirty (30) calendar days, it will be necessary for the department head to work with the Director of Human Resources to determine an appropriate long-term course of action. For employees returning to work from medical leave, including workers’ compensation absences, a doctor’s statement may be requested by human resources which indicates that the employee may return to work with or without restriction. In cases where a medical restriction is indicated, details of the restriction(s) will be reviewed with the employee’s physician by the university’s medical director, who will communicate with the director of human resources if accommodations are necessary.

Employees are responsible for notifying their supervisor of status pertaining to medical leave, i.e., physician’s visits, prognosis/timetable for return to work. In turn, the supervisor is responsible for notifying human resources office of the employees continuing medical status. If an employee is offered modified duty and refuses, or if an employee is determined to be able to return to work and chooses not to do so, the university may terminate employment.

 

 

MATERNITY/PATERNITY LEAVE POLICY

PAY PRACTICE

July, 1999

 

 

Hollins University has adopted the following as the pay practice with regard to an employee on leave for maternity/paternity leave. Any such leave will run concurrent with Family Medical Leave of up to 12 weeks for eligible employees.

SUMMARY FOR NON-EXEMPT EMPLOYEES

It is the intent of this pay practice to support employee family needs and provide further income protection to supplement the employee’s short-term disability benefit while on leave for maternity or paternity purposes.

The pay practice will permit the short-term disability benefit which pays 50% for the six-week period following the birth of a baby to be supplemented by Hollins paying the other 50% of lost wages without requiring the employee to use sick or vacation leave to subsidize the 50% short-term disability payment. In all other leave instances where short-term disability is applicable an employee is required to utilize paid sick leave available to subsidize the short-term disability payments.

ELIGIBLE NON-EXEMPT EMPLOYEES

This policy applies to non-exempt employees covered by the university’s short-term disability plan. The 50% additional pay would be available to an employee who has completed one year of service on a full-time basis with the university; employees who have not completed one year of full-time service would be eligible for 25% of wages lost to subsidize the 50% paid by short-term disability. This pay practice is designed to allow an employee on maternity leave to reserve sick or vacation time for later use.

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ELIGIBLE EXEMPT EMPLOYEES

Hollins’ exempt (salaried) employees will receive salary continuation for a standard six weeks for maternity leave purposes. The amount of salary continuation is based on length of service as indicated (i.e., less than one year service will receive 75%).

 

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PATERNITY LEAVE

In the event that paternity leave is applied for, Hollins would pay the employee 50% of pay for an approved leave period of up to 10 days (even though short-term disability would not apply since it would not be a medical leave). The employee is required to use available paid sick leave to subsidize the 50% paternity pay.

PROCEDURE

An employee anticipating the need for maternity or paternity leave should complete a LEAVE OF ABSENCE form as soon as possible to request that accommodation be provided. The supervisor and Director of Human Resources must approve this form and every effort will be made to accommodate employee needs for leave periods.

For maternity leave purposes, the medical short-term disability benefit will begin paying on the eighth day after the birth of the baby. Hollins University will pay applicable lost wages prior to the start of the short-term disability benefit. Short-term disability benefit will begin to pay 50% of wages and Hollins University will supplement with the additional 50% (25% if less than one year of service) thereafter. The employee on maternity leave will not have to use available sick time or vacation time to be paid for the initial six-week leave period. Beyond the initial standard six-week period of medical disability an employee is required to use available sick or vacation leave retaining a balance of five sick days for use after return to work at the end of a maximum of a 12-week leave.

In the case of paternity leave of up to a 10 day maximum, the request for LEAVE OF ABSENCE will need to be completed and approved by the supervisor. The short-term disability benefit will not apply, however, Hollins University will pay 50% of wages to an employee requesting paternity leave for purposes of meeting family needs and the employee is required to use available paid leave time to supplement this 50%.

 

NOTE

Only for the purpose of maternity will the university not require that an employee use available sick time to subsidize short-term disability pay until after the initial six week leave period.

Hollins will continue the regular wages for the employee during the short-term disability "eligibility period" of the first eight days for maternity leave only.

 

 

INCLEMENT WEATHER POLICY

The residential character of Hollins University, with over 900 students and faculty to be served during the academic year, requires that university employees who provide essential services to the campus community be available at scheduled times. The availability of essential services personnel is especially critical during emergency situations as posed by severe inclement weather, e.g. significant snow and/or ice accumulation. Essential services employees are ALL EMPLOYEES, both salaried and hourly, in the following departments: Security and Telecommunications/Dispatch Center, Maintenance, Buildings, Grounds, and Food Services. In addition, certain employees in Student Services and the Library may be identified as essential services employees by the Vice President of Student Services and the Director of Library Services.

Unless specifically notified to the contrary, ALL EMPLOYEES should assume that the university is open at all times and that they are expected to report to work according to their normal schedule. Hollins’ campus messaging service, AUDIX, is the only official source of information regarding work schedules, class cancellations, delays or early release. Broadcast AUDIX messages will be utilized to notify the university community of such decisions as determined by the Vice President for Finance and Administration in consultation with the Vice President for Academic Affairs. Announcements made by public media, e.g. radio, TV and newspapers, should not be relied upon for official information concerning work schedules.

In instances of severe inclement weather, essential services employees are required to report on their normal schedules, or when "called-in", as a condition of their employment. Special pay provisions will apply for essential services employees if they are "called-in" prior to or after their regularly scheduled shift. This special pay will consist of a call-in bonus of 3 hours paid at 1 ½ times their regular pay rate, plus 1 ½ times regular pay for actual hours worked outside normally scheduled work hours.

The university may invoke a LIBERAL LEAVE POLICY as the pay practice during severe inclement weather for employees not designated as essential services employees. Employees not designated as essential should make every effort to report on schedule. However, should such employees decide that conditions prevent them from reporting to work, they should communicate with their supervisor. With the supervisor’s approval, vacation time may be used or lost time made up within the current or immediately following pay period. Otherwise, lost work time will be unpaid.

 

 

JURY DUTY

If you are called for jury duty, time off is granted. Such time is not deducted from your vacation time. If jury duty does not occupy the full workday, you are expected to report to work. Employees must notify their supervisor as soon as they receive notice of a jury duty obligation. This will assure the maximum opportunity to adjust the department’s work schedule. A voucher showing the date and time served and the amount of compensation received from the court must be submitted to the payroll coordinator promptly upon receipt. If the compensation received is less than your regular rate of pay, excluding overtime, the university will pay the difference between these two amounts.

 

DEATH IN THE FAMILY

A leave of absence with pay, up to but not exceeding five (5) working days, may be taken upon death of spouse or child.

Under other circumstances, employees may be allowed up to three (3) consecutive workdays off with pay and without charge to vacation to attend the funeral of immediate family members. Specific arrangements must be coordinated with the employee’s supervisor and the human resources office. An employee is requested to return to work as soon as possible and not take three days unless needed.

If death of a family member occurs during a holiday, vacation, or other paid time or on a weekend, additional time will not be allowed. However, vacation time or leave without pay may be used to supplement allowed days with the supervisor’s approval.

  

 

SECTION D

 

GROUP HEALTH

AND

RELATED EMPLOYEE

BENEFITS

 

 EMPLOYEE BENEFITS PROGRAMS

 

Hollins University has established a variety of employee benefits programs designed to assist you and your eligible dependents in meeting the financial burdens that can result from illness, disability, and death, and to help you plan for retirement, deal with job-related or personal problems, and enhance your job-related skills.

This section highlights some features of these benefits programs. The group health and life insurance, retirement-related programs, and other benefit plans are described more fully in summary plan descriptions, and/or booklets, with which you are provided once you are eligible to participate in these programs. Complete descriptions of our group health insurance programs are also in the master insurance contracts with insurance carriers, which are maintained in the human resources office; complete descriptions of our retirement-related programs are in the appropriate master plan documents, which are likewise maintained in the human resources office. If information in this manual and the summary plan descriptions contradicts information in these master contracts or master plan documents, the master contracts/documents shall govern in all cases.

Hollins University reserves the right to amend or terminate any of its benefit programs or to require or increase employee premium contributions toward any benefits with or without advance notice at its discretion. This reserved right may be exercised in the absence of financial necessity. Whenever an amendment is made to any of Hollins’ benefits programs, the plan administrator will draft and submit the amendment to the Vice President for Finance and Administration for review and approval with the appropriate policy committee. The plan administrator will notify plan participants of all approved amendments or plan terminations, in accordance with the requirements of applicable federal law.

For more complete information regarding any of our benefits programs, please contact the human resources office.

 

GROUP HEALTH INSURANCE

If you are a regular full-time employee, you are eligible for university-subsidized group health and major medical insurance coverage. Hollins University offers group coverage through Trigon Blue Cross and Blue Shield of Virginia. There are two plans to choose coverage from: Keycare 200 (PPO) medical plan or Healthkeepers (HMO). The Human Resources Office has claim forms, booklets, and further details regarding both coverage provisions. Outpatient prescription coverage is provided by Trigon in conjunction with the medical plan in which you are enrolled.

 

  

DENTAL INSURANCE

For full-time employees who are enrolled in either of the above medical plans, basic dental coverage for the employee is provided at no cost. You may purchase optional coverage at group rates. If your eligible dependents are covered under the medical plan, you may elect to purchase basic or optional family coverage at group rates. The human resources office has claim forms, booklets, and further details regarding coverage.

 

 

GROUP LIFE INSURANCE

Hollins University provides to its full-time staff members group life insurance coverage. This coverage is in the amount of your annualized salary and is provided at no charge to you. Coverage becomes effective the first day of the month following your hire date.

 

 

SUPPLEMENTAL GROUP LIFE INSURANCE

Hollins University makes it possible for you to purchase group life insurance protection for yourself (one, two, or three times your salary) to supplement the policy which Hollins University provides for you. This plan also enables you to purchase life insurance coverage for your spouse in the amount of $10,000 and for your children in the amount of $2,500.

 

 

SUPPLEMENTAL ACCIDENTAL DEATH &

DISMEMBERMENT INSURANCE

If you desire, you may purchase through the university, Supplemental Accidental Death and Dismemberment Insurance. Contact the human resources office at extension 6630 for details.

 

 

TOTAL DISABILITY INSURANCE

After completion of one year of employment for full-time employees, the university provides Total Disability Insurance protection. In the event that you become totally disabled from performing any work, the total disability benefit coverage would ensure for 60% of income protection. This coverage would become available after six months of continued disability.

 

 

 

SHORT-TERM DISABILITY INSURANCE

For full-time non-exempt employees, Hollins University provides short-term disability insurance protection. This coverage becomes effective after 30 days of employment. Should you become disabled for an extended period of time due to personal illness, you will continue to receive at least 50% of your salary for up to 26 weeks. See Personal Medical Leave in this manual.

 

 

FLEXIBLE SPENDING ACCOUNT

After 90 days of employment, you are eligible to participate in a Flexible Spending Account program which allows you to pay eligible health care expenses and/or eligible dependent care expenses with pre-tax dollars. Contact the human resources office for additional details.

 

 

SOCIAL SECURITY

In general, Social Security (FICA) provides substantial insurance for your spouse and children under (18) years of age in the event of death; disability payments in the event of permanent and total disability; retirement benefits following retirement. Both the employee and the university contribute equal amounts of taxes on the statutory taxable base earnings.

 

 

RETIREMENT PLAN

Hollins University makes available a 403(b)retirement plan through either Teachers Insurance and Annuity Association or Fidelity Investments. If you are a regular full-time employee who works at least 1,000 hours/year, you are eligible to participate in the plan upon employment. The plan requires that you contribute 5% of your salary to the plan in order to receive an 8% contribution from Hollins. If you choose not to contribute any monies, Hollins will contribute 2% to an account in your name. It is your responsibility to be certain to complete the appropriate enrollment forms.

The Supplemental Retirement Annuity (SRA) option with TIAA-CREF is also available to all employees including part-time employees who wish to set aside monies in a pre-tax basis.

 

 

RETIREMENT RECOGNITION PROGRAM

 In recognition of service to the university, employees will receive a cash award at retirement based upon the following.

Eligibility

To qualify for retirement, an employee must be at least 55 years old and have completed at least 10 years of service. Part-time employees will be eligible to receive a pro-rata amount of the appropriate award.

Employees will be awarded according to the following schedule:

Years of Service Completed

Amount

10 thru 14 years

$100

15 thru 19 years

$200

20 thru 24 years

$300 and framed print*

25 thru 29 years

$400 and framed print*

30 and up

$500 and framed print*

*Framed print of Hollins with matte to be signed by colleagues/coworkers.

Note: An employee will be given credit for all/any prior years of service for purposes of calculating retirement cash award, and eligibility for service awards.

 An employee who returns to work after retiring and subsequently retires a second time will not receive a second cash award.

 

   

EMPLOYEE SERVICE AWARDS PROGRAM

 

Each year Hollins recognizes those employees who are celebrating certain milestones in their employment with the university. Staff and administrative employees are recognized at the completion of five years of employment, faculty employees are recognized at the completion of 10 years of employment. Service is recognized at five year intervals up to and including retirement. (See Retirement Recognition Program.)Hol

 

The employee is invited to a luncheon hosted by the President and may elect to receive either the appropriate jewelry for that milestone, or a university bookstore gift certificate in an equivalent amount.

Years of Service

Pin/Tie Tack, Charm

Equivalent Cash Value of Bookstore Certificate

5 years (non-faculty)

 

$ 10.00

10 years

Silver pin

$ 25.00

15 years

10K Gold/no stone

$ 75.00

20 years

10K Gold/ 3 pt. Diamond

$100.00

25 years

10K Gold/ 4 pt. Diamond

$125.00

30 years

10K Gold/ 5 pt. Diamond

$150.00

35 years

10K Gold/10 pt. Diamond

$200.00

40 years and up

10K Gold/15 pt. Diamond

$300.00

 

TUITION ASSISTANCE & TUITION EXCHANGE POLICIES FOR FACULTY & STAFF

Hollins has a tuition waiver benefit to assist employees with the cost of college education for themselves, their spouses, and dependent children.

Eligibility extends to:

Full-time

Part-time (less than 30 hours/wk)

Employees and spouses may take undergraduate or graduate courses or undertake independent studies offered at the college at no tuition charge subject to these conditions:

Other limitations apply for employees:

All students, including employees, spouses and dependent children, must apply to and be accepted through the regular admission process, and are not guaranteed admission to any program or course. For further information about assistance available to spouses and dependent children, see Tuition Assistance & Tuition Exchange Programs in the Appendix of this manual.

 

 

DINING FACILITIES

You and your guests may purchase meals in the university dining room or the snack bar, both located in the Moody Center. Meals in the Dining Room may be paid for by cash, charge tickets, or meal tickets obtainable from the cashier. Special days are designated when Faculty and Staff are permitted to purchase lunch for a special $2.00 discount rate.

 

 

BOOKSHOP

The Bookshop, located in the Moody Center, offers university employees a 10% discount on many items.

 

 

POST OFFICE

The U.S. Post Office, located in Botetourt is available to all community members.

 

 

LIBRARY

The dedication for the new state-of-the-art academic Wyndham Robertson Library was held on Saturday, April 10, 1999 and is available to all community members.

 

 

RETIREE MEDICAL BENEFITS POLICY

SUMMARY

As a result of recent changes to accounting regulations for retiree benefits which highlight the rising costs to the university for retiree medical insurance and prescription drug coverages, the Executive Committee of the Hollins University Board of Trustees has adopted certain changes in retiree medical benefits. In addition, the Executive Committee adopted specific criteria for employee eligibility for retiree medical benefits. These changes, effective October 1, 1996, are outlined and discussed below.

ELIGIBLE EMPLOYEES

Employees must attain a minimum age of 55 with a combined age and service equaling 80 (Rule of 80) to be eligible for post-retirement medical benefits from Hollins University.

Discussion: This eligibility rule applies only to retiree medical benefits; it does not affect employees’ right to cease their employment with Hollins at any time and carry with them their accumulated 403(b) retirement account balance. This criterion only applies to retiree medical benefit eligibility. For example, an employee age 55 and 25 years of service with Hollins University (55 + 25 = 80) will be eligible for retiree medical benefits; likewise an employee age 59 with at least 21 years of service with the university (59 + 21 = 80) will also qualify for retiree medical benefits. An employee may not retire before age 55 and receive retiree medical benefits. Likewise, an employee 55 or older whose age and service do not equal 80 may not retire with retiree medical benefits; you must decide whether to continue working until your age + service equals 80 and receive medical benefits, or retire early without retiree medical benefits.

RETIREE ELECTION OF MEDICAL COVERAGE

Employees who retire from the university prior to age 65 and who meet the eligibility Rule of 80 will be offered the opportunity to elect Hollins-provided medical coverage only at the time of their retirement; retirees who choose to waive Hollins-provided coverage upon their retirement will not be permitted to reinstate their coverage at a later date.

PRE-65 RETIREMENT MEDICAL BENEFITS

There is no change being made to the existing retiree medical benefits provided by the university to employees who retire before the age of 65 who meet the Rule of 80; an employee electing to retire before reaching the age of 65 remains a part of the active employee Group Medical Plan with full drug card privileges; these retirees pay the active plan premium cost.

65+ RETIREMENT MEDICAL BENEFITS (MEDICARE ELIGIBLE)

Effective with retirements occurring on or after October 1, 1996, all retirees reaching the age of 65 will cease receiving Hollins University-sponsored medical coverage, including prescription drug coverage. The university will assist in providing information concerning commercially available medical insurance coverage, including prescription drugs, which may be purchased by the retiree.

70+ RETIREE PRESCRIPTIOIN DRUG SAFETY NET

Should an active employee of Hollins University retire after reaching the age of 70, s/he may apply for individual Medicare supplement coverage from an accredited carrier. Should carrier-required medical review disqualify the retiree from prescription drug coverage, the university will make available a prescription drug "safety net" coverage up to a maximum of $1000 per year at the retiree’s cost subject to co-pay and deductible consistent with the active plan.

These changes were not adopted lightly but within the constraints of the new accounting rules and time frames and after very careful study with the goal of balancing the needs of our retirees with the fiscal health of the university.

 

 

SECTION E

 

STANDARDS

OF

CONDUCT

 

 

GUIDELINES FOR APPROPRIATE CONDUCT

As an integral member of the Hollins University community, you are expected to accept certain responsibilities, adhere to acceptable business principles in matters of personal conduct, and exhibit a high degree of personal integrity at all times. This not only involves sincere respect for the rights and feelings of others but also demands that both in your business and in your personal life you refrain from any behavior that might be harmful to you, your coworkers, and/or Hollins University, or that might be viewed unfavorably by current or potential customers (i.e., students) or by the public at large.

Whether you are on or off duty, your conduct may reflect on Hollins and you are encouraged to observe the highest standards of professionalism at all times.

Listed below are some of the rules and regulations which serve to ensure harmony on campus. This list should not be viewed as being all-inclusive. Types of behavior and conduct considered inappropriate and which could lead to disciplinary action up to and including termination of employment without prior warning, at the sole discretion of the university include, but are not limited to, the following:

If your performance, work habits, overall attitude, conduct, or demeanor becomes unsatisfactory in the judgement of Hollins, based on violations either of the above or of any other Hollins’ policies, rules, or regulations, you will be subject to disciplinary action, up to and including dismissal.

 

 

 

EMPLOYEE RELATIONS POLICY &

GRIEVANCE PROCEDURE

Problems in the workplace are best addressed and solved in an atmosphere of mutual respect and trust. An open and trusting relationship between employee and supervisor is best established through frequent and informal two-way communications. It is the equal responsibility of employee and supervisor to foster this relationship. Personal matters discussed with supervisors will be treated in confidence.

At times, a more formal consideration or review of workplace policies and their application is appropriate, the following formal Employee Grievance Procedure is provided:

Step 1:

An employee with a complaint relating to his/her employment with the university may approach his/her supervisor as soon as possible, but generally no later than seven (7) working days after the event which prompted the complaint arises. Employee complaints can be most quickly and amicably resolved directly between an employee and the employee’s supervisor. Therefore, employees are encouraged to bring problems and complaints to supervision. Hollins supervisors are similarly responsible for providing a prompt and thorough response to employee complaints within seven (7) working days of receiving the employee’s grievance. Should employees wish to consult with a trained counselor for objective, confidential, third party advise concerning their complaint, they may contact the Employee Assistance Program provided for employees and family members of Hollins University at 540-563-5316 or 1-800-307-6187.

Step 2:

If the employee and his/her supervisor are not able to resolve the problem, then the employee shall submit a written statement to the Director of Human Resources within seven (7) working days of receiving the supervisor’s response, setting forth all the facts of the matter, why the supervisor’s response to Step 1 was not acceptable, and the resolution that the employee is requesting. The Director of Human Resources shall then meet with the employee, and the supervisor if appropriate, within seven (7) working days to assist the parties in finding a satisfactory resolution of the problem. The outcome of the meeting will be documented by the Director of Human Resources and provided to the employee and supervisor.

Step 3:

If the employee remains unsatisfied with the outcome of Step 2, the employee, within seven (7) working days of receiving that response, may request of the Vice President for Finance and Administration (VPFA) that an impartial mediator be appointed to meet with the employee and the supervisor in an effort to resolve the complaint. Upon receiving an employee request for mediation, the university shall request that a professional mediation service in the Roanoke Valley, the "Conflict Resolution Center", appoint a mediator to meet, within 30 calendar days at a mutually convenient time with the supervisor and the employee to hear all facts relating to the complaint and assist the university and the employee to achieve a mutually satisfactory solution. At the mediation processing the employee may be accompanied by a university employee of his/her choosing. The VPFA may attend as an observer.

Step 4:

If resolution still fails, the employee may, within seven (7) working days of receiving the result of mediation, bring the matter to the VPFA, who will review the complaint and reach a final decision within seven (7) working days. Should the VPFA be unavailable for any reason, another officer of the university may review the complaint and render a final decision.

Definition of Grievances Subject to Mediation

Complaints subject to mediation shall involve a complaint or dispute by an employee relating to the following employment actions in which the employee is personally involved, including but not limited to:

  1. formal disciplinary actions, including suspensions, demotions, transfers and assignments, and dismissals resulting from formal discipline or unsatisfactory job performance;
  2. the application of all written personnel policies, procedures, rules and regulations of the university where it can show that the policy was misapplied or unfairly applied;
  3. discrimination or acts of retaliation or harassment on the basis of race, color, religion, national origin, sex, sexual orientation, age disability or marital status;
  4. arbitrary or capricious performance evaluations;
  5. retaliation for exercising any right otherwise protected by law.

The university administration reserves the exclusive right to manage the affairs and operations of the university. Thus, complaints relating solely to the following issues are not subject to mediation:

  1. establishment or revision of wages, salaries, position classifications or general benefits;
  2. work activity accepted by the employee as condition of employment or which may be reasonably expected to be a part of the job content;
  3. the contents of written personnel policies, procedures, rules and regulations of the university;
  4. methods, means and personnel by which work activities are to be carried on;
  5. termination, layoff, demotion or suspension from duties because of lack of work, reduction in workforce or job abolition where no misapplication or unfair application of written university personnel policies, procedures rules and regulations has occurred;
  6. termination for cause;
  7. hire, promotion, transfer, assignment or retention of employees within the university where no misapplication or unfair application of written personnel policies, procedures, rules or regulations of the university has occurred.

 

  

 

SAFETY AND ACCIDENT PREVENTION

Hollins recognizes its responsibility to provide safe, healthful living and working conditions for all personnel. The university’s safety interests are under the leadership of the Director of Security and Safety who has oversight of all safety matters on campus. Individual department heads and supervisors are responsible for proper safety procedures and training in their areas. Any situation which requires attention for reasons of safety, health, or sanitation should be reported to your supervisor. Your cooperation is requested in avoiding accidents, preventing injuries, and reporting hazards.

In the event that an accident does occur, it should be reported to your supervisor and/or the Human Resources Office immediately or as soon as possible – even if no injuries or only slight injuries are sustained. All accidents must be reported to our insurance company and a report must be filed for OSHA purposes. For further information, see Workers’ Compensation in this manual.

The best protection for the workplace is conscientious, security-minded employees. If you observe anyone in campus facilities who appears to be engaging in suspicious activity, please notify your supervisor, the security department, or human resources immediately.

 

WORKERS’ COMPENSATION INSURANCE

 

To provide for payment of medical expenses and for partial salary continuation in the event of a work-related accident or illness, university employees are covered by workers’ compensation insurance. The amount of benefits payable (generally two-thirds of the average weekly wage) and the duration of payment depend on the nature of the injury or illness. In general, all medical expenses incurred in connection with an injury or illness are paid in full, and partial salary payments are provided beginning after the seven-day wait period during absence from work due to injury sustained on the job. Benefits are paid retroactively to date of injury if disability continues longer than 21 days.

If you are injured on the job, you must immediately report such injury to your supervisor and then if you are able to do so:

 

Return to Work

Hollins University is committed to making every effort to return an employee to work as quickly as possible, including to modified and/or light duty assignments where appropriate.

 

 

POLICY ON ALCOHOL USE

 

Hollins prides itself in providing an environment in which all members of the community can develop intellectually, personally, and professionally. Since excessive use of alcohol may not only cause physical and mental harm, but also interfere with the professional life of all members of the university community, the university strongly disapproves of excessive use of alcohol by any of its members.

Reporting to work or performing one’s job while under the influence of alcohol is cause for disciplinary action, up to and including dismissal. Disciplinary action will also be taken when disruptive or destructive behavior related to alcohol becomes evident.

The primary objective of the university is, however, to provide education about the use of alcohol and its consequences. Alcohol dependency will be treated as an illness and anyone with an alcohol problem will be offered help through counseling or referrals to appropriate programs and support groups.

The storage, possession and consumption of alcoholic beverages by anyone over 21 on university property is permitted only in accordance with Virginia state law, which means that drinking of alcoholic beverages in public spaces is prohibited, as is intoxication in public. A public place is any place or building which the public has or is permitted to have access.

According to Virginia state law, the purchase, possession, and consumption of alcoholic beverages by persons under the age of 21 is prohibited, Those 21 and older may not purchase or distribute alcohol for anyone under age. The university does not provide any sanctuary from the law, and persons who furnish alcoholic beverages to anyone under the age of 21 may be subject to civil liability and criminal prosecution.

It is often hard to determine a person’s age without asking for proper identification. It is the responsibility of the faculty, administration and staff to understand and adhere to the student alcohol policy. Sponsors of university events are asked to refrain from offering alcoholic beverages if a large number of underage persons are expected to attend. At any event at which alcoholic beverages are served, attractive non-alcoholic beverages and food must be made readily available for the duration of the event.

  

 

POLICY ON ILLEGAL DRUGS

 

Since the consumption of drugs frequently causes physical and mental harm to users, and interferes with their ability to carry on their professional and personal lives, it is the intent of Hollins University to provide a drug-free workplace and campus environment. Since the use of some drugs is illegal, the university cannot, under any circumstances, tolerate the use of controlled substances by an member of the Hollins community.

The primary objective of the university is to provide education about the misuse of illegal drugs and its consequences. The university will treat drug dependency as an illness and anyone with a drug-related problem will be offered help through counseling or referrals to appropriate programs and support groups. However, no person who is known or suspected to be a user or distributor of drugs will be employed by the university. The use or possession of illegal drugs within the campus environment or during working hours is strictly prohibited. Violation of this policy is cause for immediate disciplinary action.

Anyone who distributes illegal drugs will be dismissed from the university and may be subject to criminal prosecution by appropriate federal or state authorities. Hollins University does not provide sanctuary from state and federal laws which regulate the use of drugs. Law enforcement agents have jurisdiction on campus, and, when in possession of the proper documents, may legally make arrests and search any room or building without prior notice to the university. The university cannot protect an accused person from the consequences of an arrest or conviction on or off campus.

 

 

POLICY FOR A SMOKE-FREE CAMPUS

 

This policy applies to all members of the Hollins University community including faculty, staff, students, and visitors to the campus.

As Hollins University is dedicated to providing a healthful, comfortable, and productive study and work environment for all members of the community, and because Hollins is aware of the health hazards and concern of the health, productivity, and well-being of all community members, along with health care costs, all of which are adversely affected by smoking, this policy is being established. Further, this policy is being established in response to the preferences expressed through a survey of Hollins University faculty, staff, and student body.

Smoking is prohibited in all academic and administrative buildings, including private offices, all campus vehicles, campus dining hall, snack bar, restrooms, and any other common indoor areas, and at all indoor public events; smoking is prohibited in all student residence halls unless the building is designated as a smoking permitted residence hall.

As with all university policies, persons in supervisory capacities will have responsibility for ensuring that the policy is enforced. You also have the right to remind anyone of the university policy. Problems or violations should be brought to the attention of the appropriate supervisor and handled through the existing administrative/academic structure, or the student judicial system. Any such incidents will be handled on an individual basis.

Participation in smoking cessation programs will be arranged for by the director of health services, or the director of human resources upon request.

All community members share the responsibility for the success of this policy which will depend upon the thoughtfulness, consideration, and cooperation of everyone.

 

 

SOLICITATIONS AND DISTRIBUTION OF LITERATURE

In the interest of maintaining a proper business environment and preventing interference with work and inconvenience to others, employees may not distribute literature or printed material of any kind, sell merchandise, solicit financial contributions, or solicit for any other cause during working time. Employees who are not on working time (e.g., those on lunch hour or breaks) may not solicit employees who are on working time for any cause or distribute literature of any kind to them. This policy also prohibits solicitations via E-mail and other telephonic communication systems. Furthermore, employees may not distribute literature or printed material of any kind in working areas at any time without approval by the vice president for finance and administration.

Non-employees are likewise prohibited from distributing material or soliciting employees on Hollins’ premises at any time.

Hollins’ bulletin boards may not be used by outside parties for the posting of commercial notes and advertisements, announcements, and witticisms, sales of personal property, or any other matters.

 

ELECTRONIC AND TELEPHONIC COMMUNICATIONS

All electronic and telephone communication systems and all communications and information transmitted by, received from or stored in these systems are the property of Hollins University and as such are to be used solely for job-related purposes. The use of any software and business equipment including but not limited to, telephones, facsimiles, computers, the E-mail systems, the Internet, and copy machines for private purposes is discouraged without proper authorization.

Employees using this equipment for personal purposes do so at their own risk. Improper use of the E-mail system (e.g., spreading offensive jokes or remarks), including the Internet, will not be tolerated. Employees who violate this policy are subject to disciplinary action, up to and including discharge.

Hollins University maintains a web site and provides access to the Internet. The Internet represents a useful tool for the university in conducting its business, but like any other tool, it must be used properly. Employees should have no expectation of privacy in connection with the use of this equipment or with the transmission, receipt, or storage of information in this equipment.

 

 

 

APPENDIX

  

FAMILY AND MEDICAL LEAVE POLICY

July, 1999

 

As employees may find it necessary or desirable to take leave from their jobs to deal with family obligations and responsibilities, or to deal with their own serious health conditions, and in order to comply with the Family and Medical Leave Act of 1993 (FMLA), Hollins University has adopted the following policy with regard to parental, family, and medical leave.

 

SUMMARY

An eligible employee is entitled to 12 weeks of unpaid leave during any 12-month period** to care for:

*The entitlement for the birth or placement of a child will expire 12 months after the birth or placement of the child.

**In determining eligibility for leave, Hollins University utilizes a Arolling@ 12-month period measured backward from the date an employee uses FMLA leave.

 

ELIGIBLE EMPLOYEES

An employee who has been employed by Hollins University for at least 12 months and has worked at least 1,250 hours during the previous 12 months is an eligible employee.

With regard to FMLA, employees are limited to a maximum of 12 weeks of unpaid leave for all purposes; for example, an employee cannot take 12 weeks of parental leave and 12 weeks of sick leave during the same 12-month period.

If a husband and wife both work for the university and are each eligible for leave, the leave will be combined and calculated as leave for an individual employee, not as two separate employees except for personal medical reasons.

 

 

BENEFITS AND EMPLOYMENT CONTINUATION

Hollins University will continue health coverage for an employee on FMLA leave on the same basis as provided for active employees. The employee will be billed monthly for any required employee portion of health insurance premiums.

If an employee does not return from leave for reasons other than continuation, recurrence, or onset of a serious health condition, or other circumstances beyond the employee's control, the university may recover the premium contribution it paid to continue the employee's coverage during the leave.

Taking leave will not result in loss of any employment benefit accrued by the employee prior to commencement of leave. In accordance with existing policy on unpaid leave, employees will not earn any vacation pay, sick leave, or personal leave while on unpaid FMLA leave. Employees on an intermittent or reduced-schedule leave will earn vacation or other leave at the same rate as part-time employees working similar schedules.

Reinstatement benefits may not apply in the case of a salaried employee who is among the highest paid 10% of employees; reinstatement may be denied in the case of such highly-compensated employees if it is necessary to prevent substantial and grievous economic injury to the operation of the university, if the employer notifies the employee of the intent to deny restoration on such basis at the time the employer determines such injury would occur; and where the leave has started, the employee elects not to return to work after receiving the notice. Even if the employee has been notified that reinstatement will be denied, the employee who takes leave is still eligible for continuation of health benefits.

Hollins cannot use an employee's taking of FMLA leave as a negative factor in any employment actions, including evaluations and promotions.

 

INTERMITTENT LEAVE

If medically necessary, an employee may take leave due to serious illness or the serious illness of a family member in increments of less that a full workweek or a full workday. However, an employee cannot take leave for the birth or placement of a child on an intermittent basis unless approved by the employee's supervisor. By taking leave on an intermittent or part-time basis, the employee does not reduce his or her total leave entitlement beyond the time actually taken.

An employee who requests intermittent or part-time leave due to planned medical treatment may be required to transfer temporarily to an available alternative position. The employee must be qualified for the alternative job and the position will have equivalent pay and benefits; and it will better accommodate recurring periods of leave.

 Hollins University will require that an employee substitute any accrued paid vacation, personal leave, or paid sick leave for any part of the 12 weeks of unpaid leave except for certain cases under the Maternity/Paternity Leave Policy. For FMLA purposes, any combination of paid or unpaid leave may not exceed 12 weeks. Any leaves beyond the 12 week FMLA allowance will be handled according to other Leave Pay Practices as applicable.

 

CERTIFICATION

When a leave is for a serious medical condition, the university will require a certification by the health care provider. The health care provider will be requested to include the date when the serious health care condition commenced, the probable duration of the condition, and any other appropriate information that would allow the university to determine the employee's eligibility for Family and Medical Leave. In the case of a serious illness of a family member, Hollins University will request information such as an estimate of the amount of time that the employee is needed to care for a family member. Such certifications shall be submitted by the employee within 15 days of the date Hollins University requests such information. The university has the option of requiring the employee to get a second opinion at the university’s expense; if two opinions conflict, the conflict may be resolved by a third opinion by a provider agreed to by Hollins University and the employee.

REQUEST FOR LEAVE/NOTICE TO THE UNIVERSITY

Requests for family or medical leave should be initiated by contacting your immediate supervisor who should notify the Director of Human Resources. If for any reason you do not wish to inform your supervisor of the reason for the leave, or if you have any questions about your supervisor's response, contact the Director of Human Resources. The university will respond to the employee request for leave within three (3) days (verbally) and five (5) days (written) from the day of the request.

If the need for family or medical leave is foreseeable, the employee must provide notice to the university of not less than 30 days. Leave request forms are available in the Human Resources Office. Leave may be denied unless there is a reasonable excuse for the delay. If leave is denied for lack of notice, the employer may designate leave to start 30 days after the notice is given. The employee must make a reasonable effort to schedule medical treatment so as not to unduly disrupt the operation of any department.

CONFIDENTIALITY

Hollins University will keep confidential all information relating to requests for family or medical leave. This information will be used to make decisions in regard to the provisions of this policy. Supervisors must submit all records to the Human Resource Department and should not retain any copies in their files. Hollins follows the confidentiality procedures of the Americans with Disabilities Act (ADA) for all FMLA-related information.

 

 

 

NOTIFICATION OF NOT RETURNING TO WORK

If an employee notifies Hollins that he or she is not returning from leave, Hollins will terminate the employee's benefits and he or she will no longer retain the right to restoration of the same or equivalent position. The employee will be entitled to continuation of health insurance benefits in accordance with the Consolidated Omnibus Budget Reconciliation Act (ACOBRA@) and the provisions of the university’s group health plan.

 

Upon receiving notice that the employee is not returning to employment with Hollins University, or should the employee simply fail to return, or return to Hollins for less than 30 days after leave has ended, the employee will owe Hollins the cost of any benefits provided by Hollins during the leave. No such amount will be owed if there is a recurrence or onset of a serious health condition, or in the opinion of Hollins if there is a change of circumstances beyond the employee's control.

 

POLICY STATEMENT

ON SEXUAL HARASSMENT

To our students, faculty, administrators, and staff:

  1. Statement of philosophy. Hollins University strives to recognize human dignity and therefore does not tolerate sexual harassment or any other type of harassment within or connected to this institution. Harassment is unlawful and unfairly interferes with the opportunity for all persons, regardless of gender, to have a comfortable and productive education and work environment. We are committed to taking all reasonable steps to prevent sexual harassment and to discipline those who violate this policy. We believe that a person is entitled to say "no" to unwanted and offensive conduct based on sex without the fear of reprisal or retribution from any person.
  2. Statement of policy. Sexual harassment will not be tolerated by Hollins University.
  3. Sexual harassment defined. Sexual harassment is a specific form of discrimination prohibited by Title VII of the Civil Rights Act of 1964 and Title IX of the Educational Amendments (1972). Sexual harassment is defined by Hollins University as unwelcome and offensive physical or verbal conduct of a sexual nature, including instances when:
  1. Statement of prohibited conduct. Sexual harassment, a form of discrimination based on sex, is any threatening, demeaning, or unwelcome and offensive conduct or situation that unreasonably interferes with a person’s ability to perform his or her job or educational pursuits and is based on the sex of that person. Sexual harassment is any conduct or situation that, on the basis of sex, makes it more difficult for a reasonable person to do a job or receive his or her education. Hollins University considers the following specific actions to be violations of this policy:

This list is not intended to be, nor should it be construed as, all inclusive of prohibited acts under this policy. Any of the prohibited conduct described in this document could constitute sexual harassment of anyone toward whom it is directed or who is otherwise subjected to it. Such conduct has no legitimate basis at a higher education institution; accordingly, the person who engages in such will be made to bear the full responsibility for violations of this policy.

In determining whether the alleged conduct constitutes a violation of this policy, those charged with such determination will consider the totality of the circumstances, including all relevant information regarding the nature of the alleged sexual conduct and the context in which that alleged conduct occurred. Such determination will be based on fact and will be made on a case by case basis.

  1. Scope of policy. This policy applies to all members of the university community, including students, staff, faculty, administration, and to anyone who resides on campus. This policy also applies to members of the Hollins community attending off-campus events sponsored by Hollins University. This policy applies to those who do business here, including contractors. Compliance with this policy is a term and condition of employment with and education at this institution. The terms "employee" and "employment" include, but are not limited to, faculty, staff, and administrators.
  2. Discipline. In the event it is determined that a violation of this policy has occurred,

discipline may include, but is not limited to, any of the following:

The final discipline shall be determined exclusively by the appropriate senior administrator (president or such vice-president as may be designated by the president) of the institution. A determination that an individual has violated this policy shall be placed in the individual’s file.

  1. Contact persons: sexual harassment grievance officers. Five sexual harassment grievance officers will be appointed for a three-year term by the president. Grievance officers may include members from the tenured and untenured faculty, administration and staff. The following selection criteria will be considered by the president: knowledge of policies, procedures, practices and rules; effective communication skills, high regard by peers and management, ability to maintain confidentiality to the extent appropriate; and impartiality.
  2.  

     

    The sexual harassment grievance officers are trained in identifying sexual harassment and handling sexual harassment complaints. They will handle, in a fair and timely manner, any complaint alleging sexual harassment by any member of the university community. The sexual harassment grievance officers will assist all parties to deal with university procedures while protecting the rights of the individuals involved. Grievance officers have the right to share information amongst themselves in confidence, when deemed appropriate.

  3. Sexual Harassment Grievance Board. The five sexual harassment grievance officers will constitute the Sexual Harassment Grievance Board, and a chair will be elected by the Board members.

I. Resolution procedures. The purposes of these procedures are to provide a prompt and fair resolution of problems and to preserve the interests of all involved, including the opportunity to receive notice of complaints and to have an impartial investigation. These procedures also are created to provide for discipline of violators of this policy. Under appropriate circumstances, immediate action to prevent harassment may be taken and is not limited to the process provided here in.

A member of the university community who believes that she or he is or has been the victim of sexual harassment should contact a sexual harassment grievance officer as soon as possible. Disclosure of identity is not required to make a complaint; however, an investigation may be significantly impaired if a complainant chooses to remain anonymous. The university also reserves the right to pursue complaints and implement formal charges.

Reasonable attempts will be made to resolve any complaint in not more than 30 days from the date of a complaint.

After the completion of the resolution process, a grievance officer will contact each of the parties. The purpose of this follow-up is to discourage any further harassment, retaliation, or retribution that may occur or has occurred. Written documentation of this follow-up will be maintained as part of the complaint summary.

J. Informal resolution. When possible individuals have a responsibility to resolve conflicts between themselves. The purpose of this informal procedure is to provide assistance and guidance to both the individual complaining of sexual harassment and the accused in the functioning of the university’s procedures. It provides an opportunity for the complainant and the individual accused of harassment to resolve the problem in an informal way without the necessity of disciplinary action or the formal procedure defined below. Use of the informal procedure shall not impair the right of a complainant, the accused or the University not satisfied by this procedure to utilize the formal procedure.

When a complaint has been initiated, a grievance officer meets with the complainant to discuss that individual’s concerns, to clarify the university’s sexual harassment policy and procedures and, if appropriate to remind the individual that professional counseling is available inside and outside the university.

The grievance officer will meet promptly with the individual about whom the allegation is made to inform him or her that a particular behavior has been reported. The grievance officer will also inform the person that no formal complaint exists and that all discussions are confidential to the extent possible.

Based on the information obtained from the complainant and the accused, the grievance officer prepares a written resolution agreement believed to be acceptable to both parties. If accepted by all parties in writing, the resolution agreement releases the university and all parties from any claims arising from the specific incident(s) or behavior(s) which prompted the initiation of the complaint procedure. Each party receives a signed copy of the agreement.

The grievance officer prepares a written summary of these actions; the written summary and a copy of the resolution agreement is maintained in a file in the office of the chair of the Sexual Harassment Grievance Board.

If the resolution agreement proposed by the grievance officer is unacceptable to the complainant or to the accused, each is advised in writing of that fact by the grievance officer and of the formal internal procedure for addressing sexual harassment complaints. A copy of this letter is maintained in a file in the office of the chair of the Sexual Harassment Grievance Board.

The written reports and resolution agreements described in this section are confidential and will be released only to the complainant, the accused, the grievance officers, and others with a need to know. An incident resolved informally shall not be the subject of a formal complaint. The sexual harassment grievance officers also reserve the right to pursue complaints and implement formal charges.

K. Formal Resolution. Any member of the university who believes that she or he has been the victim of sexual harassment, as defined by the Hollins University Statement on Sexual Harassment, and who elects to seek a remedy through formal university procedures, should complete a written statement with a grievance officer as soon as possible. A grievance officer, as representative of the university, also may initiate formal proceedings in cases where a possible violation of this policy has been identified.

The Sexual Harassment Grievance Board will conduct a prompt and impartial investigation, make a determination of whether a violation of this policy has occurred, and recommend discipline if a violation is found. The parties to the complaint will be provided written notice of all determinations and recommendations. The grievance officers will prepare a written summary of these actions.

The president or such vice-president as may be designated by the president will make the final and ultimate determinations of discipline based primarily upon the investigations and recommendations derived from the outline process.

 

 

 

In cases where the accused is a faculty member and a suggested sanction is dismissal from the institution, the Grievance Officer directly notified the Vice President for Academic Affairs that a Hearing Board has found adequate cause for a dismissal hearing against a faculty member. The VPAA then notifies the Chair of the Faculty Review Board, who will promptly convene a meeting of the Review Board. The Review Board will then conduct a formal procedure according to the joint American Association of Colleges and American Association of University Professors "Statement on Procedural Standards in Faculty Dismissal Proceedings."

The written reports and resolutions described in this section are confidential and will be released only to the complainant, the accused, the grievance officers and others with a need to know. A written summary of each formal complaint will be maintained in a file in the office of the chair of the Sexual Harassment Grievance Board.

L. Confidentiality and prohibition of retaliation. Access to records and other information pertaining to sexual harassment complaints and investigations will be maintained confidentially to the extent practicable by restricting access to such records and other information to those individuals with a need to know and to those individuals designated or otherwise authorized by Hollins University to review such information. Any retaliation against a complainant or witnesses is prohibited specifically by this policy and anyone found to have violated the anti-retaliation provision of this policy will be disciplined.

M. Training. Hollins University will conduct training sessions for faculty, administrators, staff and students regarding this policy and regarding prevention of sexual harassment. The intent of this training is to produce an institution that is free of harassment and that provides the opportunity for everyone to reach full potential in the performance of his or her assigned job or educational pursuits.

N. This policy is a revision to existing policy and procedures adopted July 1993 and becomes effective July 1, 1998. It may be revised or amended from time to time as Hollins University may deem appropriate.

 

 

POLICY STATEMENT

ON THE USE OF DRUGS AND ALCOHOL

 

Hollins University prohibits the possession and use of illegal drugs. Possession, sale, use, or distribution of controlled substances, including marijuana, is a violation of both federal and state laws, and university regulations.

The use of alcoholic beverages on campus is at the discretion of the university and subject to state alcoholic beverage regulations. Those individuals who violate this policy are subject to the full range of criminal penalties including fines and imprisonment. In addition to criminal penalties, violators of this policy may be subject to university disciplinary action up to and including termination.

Drug-Free Workplace Policy

Reporting to work or performing one’s job while under the influence of alcohol or other drugs is cause for disciplinary action, up to and including dismissal. Disciplinary action will also be taken when disruptive or destructive behavior related to alcohol or other drugs become evident. Hollins University does not provide sanctuary from state and federal laws, which regulate the use of alcohol and other drugs.

Hollins University Drug and Alcohol Policy

All university employees and students shall receive a copy of the Hollins University policy on alcohol and other drugs, which is in the employee, faculty, and student manuals/handbooks. Violation of this policy is cause for disciplinary action up to and including termination.

Federal and State Penalties

Under the federal Controlled Substances Act and the Virginia Drug Control Act, the law penalizes the unlawful manufacture, distribution, use, and possession of controlled substances. The penalties vary based on the type of drug involved, possession and intent to distribute. For first offenses, federal law sets penalties ranging from one year to life imprisonment and/or $100,000 to $4 million in fines. Penalties may include forfeiture of property, including vehicles used to possess, transport or conceal a controlled substance, or denial of Federal benefits such as student loans and professional licenses. Convictions under state law may be misdemeanor or felony crimes with sanctions ranging from six months to life imprisonment and/or $250 to $100,000 fines.

Federal laws holds that any person, who distributes, possesses with intent to distribute, or manufactures a controlled substance in, on or within one thousand feet of an educational facility is subject to a doubling of the applicable maximum punishments and fines. A similar State law carries sanctions of up to five years imprisonment and up to $100,000 in fines.

 

 

 

Health and Behavioral Risks

The negative physical and mental effects of the use of alcohol and other drugs are well documented. Use of these drugs may cause blackouts, poisoning and overdose, physical and psychological dependence, damage to vital organs such as the brain, heart and liver, inability to learn and remember information, and psychological problems including depression, psychosis and severe anxiety. Risks associated with specific drugs are described later in this section.

Impaired judgment and coordination resulting from the use of drugs are associated with acquaintance assault and rape, DUI/DWI arrests, accidents, falls, drownings, and unwanted or unplanned sexual experiences and pregnancy.

Employees concerned about their own health or that of a family member or friend should consult a physician or mental health professional. More information and assistance can be obtained by contacting one of the university’s substance abuse resources listed in this policy or a community resource listed in the yellow pages of the telephone directory.

Alcohol

Alcohol abuse is a progressive disorder in which physical dependency can develop. Even low doses of alcohol impair brain function, judgment, alertness, coordination and reflexes. Very high doses cause suppression of respiration and death. Chronic alcohol abuse can produce dementia, sexual impotence, cirrhosis of the liver and heart disease, and sudden withdrawal can produce severe anxiety, tremors, hallucinations and life-threatening convulsions.

Marijuana (Cannabis)

Marijuana has negative physical and mental effects. Physical effects include elevated blood pressure, a dry mouth and throat, bloodshot and swollen eyes, decrease in body temperature and increased appetite. Frequent and/or long-time users may develop chronic lung disease and damage to the pulmonary system.

Use of marijuana is also associated with impairment of short-term memory and comprehension, an altered sense of time, and a reduction in the ability to perform motor skills such as driving a car. Marijuana use also produces listlessness, inattention, withdrawal and apathy. It can intensify underlying emotional problems and is associated with chronic anxiety, depression, and paranoia.

Hallucinogens

This category includes phencyclidine (PCP or "angel dust") and amphetamine variants, which have mind-altering effects. Perception and cognition are impaired and muscular coordination decreases. Speech is blocked and incoherent. Chronic users of PCP may have memory problems and speech difficulties lasting six months to a year after prolonged daily use. Depression, anxiety and violent behavior also occur. High psychological dependence on the drug may result in taking large doses of PCP. Large doses produce convulsions, comas, and heart and lung failure.

Lysergic acid diethylamide (LSD or "acid"), mescaline and psilocybin (mushrooms) cause illusions, hallucinations and altered perception of time and space. Physical effects include dilated pupils, elevated body temperature, increased heart rate and blood pressure, decreased appetite, insomnia and tremors. Psychological reactions include panic, confusion, paranoia, anxiety and loss of control. Flashbacks, or delayed effects, can occur even after use has ceased.

Cocaine

Cocaine stimulates the central nervous system. Immediate physical effects include dilated pupils and increased blood pressure, heart rate, respiratory rate and body temperature. Occasional use can cause a stuffy or runny nose, while chronic use may destroy nasal tissues. Following the "high" of extreme happiness and a sense of unending energy is a cocaine "crash" including depression, dullness, intense anger and paranoia. Injecting cocaine with contaminated equipment can cause AIDS, hepatitis and other diseases. Tolerance develops rapidly, and psychological and physical dependence can occur.

Crack or "rock" is extremely addictive and produces the most intense cocaine high. The use of cocaine can cause kidney damage, heart attacks, seizures and strokes due to high blood pressure. Death can occur by cardiac arrest or respiratory failure.

Stimulants (uppers, speed)

Amphetamines and other stimulants include "ecstasy" and "ice". The physical effects produced are elevated heart and respiratory rates, increased blood pressure, insomnia and loss of appetite. Sweating, headaches, blurred vision, dizziness and anxiety may also result from use. High dosage can cause rapid or irregular heartbeat, tremors, loss of motor skills and even physical collapse. Long-term use of higher doses can produce amphetamine psychosis, which include hallucinations, delusions and paranoia.

Depressants

Barbiturates and benzodiazepines are two of the most commonly used groups of these drugs. Barbiturates include Phenobarbital, Seconal and Amytal; benzodiazepines include ativan, Dalmane, Librium, Xanax, Valium, halcion and restoril. These drugs are frequently used for medical purposes to relieve anxiety and to induce sleep. Physical and psychological dependence can occur if the drugs are used for longer periods of time at higher doses. Benzodiazepine use can cause slurred speech, disorientation and lack of coordination. If taken with alcohol, abuse can lead to a coma and possible death.

Narcotics

Narcotics include heroin, methadone, morphine, codeine and opium. After an initial feeling of euphoria, usage causes drowsiness, nausea and vomiting. Effects of overdose include slow shallow breathing, clammy skin, convulsions, coma and possible death. Physical and psychological dependence is high and sever withdrawal symptoms include watery eyes, runny nose, loss of appetite, irritability, tremors, panic, cramps, nausea, chills and sweating. Use of contaminated syringes may cause AIDS and hepatitis.

 

Inhalants

Some legal products are sniffed in order to get "high". Some common inhalants include spray paint, glue, paint thinner, propane gas, and dry cleaning fluid. People also inhale nitrous oxide (laughing gas) and anyl nitrites, which are lawfully used to treat heart patients. Inhalants can harm your memory, vision, thinking, and coordination. They can kill by instantly stopping breathing and heart beat.

 

RESOURCES

Educational

Health and Counseling Services have available pamphlets, books and videos and loan. Educational programs provided by Student Health Advisory Board (SHAB).

Confidential Consultation and Treatment

Director of Health and Counseling Services 6298

Counselor, Student Counseling Center 6444

Family Service of Roanoke Valley Employee

Assistance Program 563-5316

AA – Roanoke District Inter-Group 343-6857

AL-ANON & AL-ATEEN 985-5884

Roanoke Valley Area Narcotics Anonymous 983-0388

Blue Ridge Community Services 345-9841

Private Counselors (see phone directory)

RESPOND 776-1100

The following may provide additional assistance or referral:

Director of Human Resources 6630

Associate Dean for Campus Life 6333

 

  

 

TUITION ASSISTANCE AND TUITION EXCHANGE PROGRAM FOR EMPLOYEE DEPENDENT CHILDREN

 

Hollins University seeks to provide for employees of Hollins University a benefit program to support the post-secondary education of employee children. Efforts will be made to maximize this benefit to long term employees of the institution and to accommodate new employees with some restrictions.

Eligibility Limitations and Special Requirements:

Employees of Hollins University are eligible for participation in one of several programs which seek to aid in the post-secondary education of dependent children. Employees who have been hired at Hollins University prior to 1/1/93 are eligible for assistance after three years of employment. Employees who are hired on, or after, 1/1/93 are eligible for assistance after eight years of employment or, for faculty members, upon the granting of tenure.

Where two or more students are competing for limited "export" status (See "Tuition Exchange Program") in any given year the following factors will determine selection:

(1) First priority will be given to students already in the program.

(2) Second priority will be given to dependents of employees without prior participation in the program.

(3) Finally, priority will be given on the basis of employee seniority (determined by years of service).

Further Restrictions and Requirements Address Special Circumstances:

(1) Dependent children in full-time study must apply for Virginia assistance programs (TAGP/CSAP). This will be applied toward tuition.

(2) Dependent children who participate in the Hollins Abroad Programs will receive a tuition waiver, but are responsible for the surcharge and room/board charges.

(3) In the event employment is terminated for any reason, employee benefits will cease immediately but dependent children's benefits will extend to the end of the university academic year in which the termination occurs.

(4) Dependents enrolled at the time of an employee's death, disability, or retirement, after the equivalent of 10 years or more of full-time service, will continue to be eligible.

Explanation of Programs for Dependent Children:

There are three distinct programs which seek to support the post-secondary education of employee dependent children. These programs are (a description of each program follows separately):

  1. Tuition Exchange Program
  2. Council of Independent Colleges Tuition Exchange Program
  3. Hollins University Tuition Exchange Program - The Seven College Exchange Program
  1. Tuition Exchange Program

Under the Tuition Exchange Program, employee dependents of Hollins University may receive full or partial tuition waivers at one of more than 300 colleges and universities in the university tuition program1. Dependent children apply directly to an institution for admission. The Hollins employee notifies the Human Resources Office of their application by November 15 of the year preceding proposed matriculation. The Human Resources Office will forward application to the individual colleges after evaluating the balance of import versus export students (see below). At this deadline a decision will be made relative to each applicant.

The Tuition Exchange Program allows Hollins to provide tuition waivers to dependent children from other participating colleges and universities, within certain limits of overall students "imported" (numerically considered as a credit) versus "exported" (debit).

 

2. Council of Independent Colleges (C.I.C.) Tuition Exchange Program

To broaden the opportunities for post-secondary education of employee dependents, Hollins University has joined a second tuition exchange program which includes over 250 colleges, some of which are also members of the Tuition Exchange Program. The C.I.C. Tuition Exchange Program offers an expanded opportunity with a more restricted group of colleges. Procedures for application to this tuition exchange program are similar to that for the Tuition Exchange Program; notification of the Human Resources Office should be made by November 15 and employee notification of program participation for dependent children will be made by Hollins University by May 15.

This program does not limit the total number of students each institution exports but requires a commitment to import up to 3 dependents of employees from other participating institutions. There is no further restriction and therefore, whenever possible, this program will be preferentially recommended to dependent children of employees where a college or university is listed jointly in both exchange programs (Tuition Exchange Program and CIC).

3. Hollins Tuition Exchange Program - The Seven College Exchange Program

Any dependent of a Hollins University employee who is granted admissions to a program of instruction may enroll at Hollins University without payment of tuition. This includes the traditional undergraduate program, the Hollins Abroad programs, and the graduate degree programs.

Furthermore, any student enrolled at Hollins University may enroll in the Seven College Exchange Program. The seven participating colleges are: Mary Baldwin; Washington & Lee; Hampden-Sydney; Sweet Briar; Randolph-Macon, Ashland; Randolph-Macon Woman's; and Hollins.

In the case of dependent children of employees (and spouses), tuition will be waived. However, room and board will be remitted to Hollins at its regular rate.

This information is consistent with that contained in the Academic Catalog, page 12.

Hollins students participating in the Seven College Exchange Program remit tuition, room and board to Hollins at its regular rate. Charges for any special fee (music, riding, laboratory) are billed to the exchange student by the host institution at the host institution's rates. Exchange students pay a $25 non-refundable application fee.

Students receiving financial aid are eligible to participate in the abroad or exchange programs; however, since additional expenses for the student are involved, she should consult with the director of financial aid before making a commitment.

Any amount of cost that exceeds Hollins' regular rate will be billed to the student.

In summary, it is the intention of Hollins University to enable employees, whenever possible, to secure a means for post-secondary of dependent children through tuition exchange, and tuition waiver. Hollins University makes available a wide variety of options for dependent children. Although restrictions may limit the availability of this program to all dependent children, every effort will be made to manage this program for the long term benefit of the maximum number of Hollins University employees.

To assure that employees are educated about options for college education of dependents, the Human Resources Office will work with the Office of Admissions and Financial Aid to provide support in the form of workshops and individual counsel. Employees are encouraged to make use of these services in considering their plans and options for educating dependent children.