Published on Rhodes College: Employee Handbook (https://handbook.rhodes.edu/)

Employment Policies

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/employment-policies


Alcohol and Social Event Policy for Faculty and Staff

Employee Responsibility for College Alcohol Policy Enforcement

Employees who organize or sponsor a student group involved in an institutionally sponsored activity of the College, whether on or off campus, have the responsibility to take all reasonable measures to enforce the College’s Alcohol Policy. Reasonable measures would include (but not limited to): required use of identification when alcohol is allowed, monitors utilized, etc.

Failure to comply with these responsibilities will be considered a violation of the Alcohol Policy and violators will be subject to disciplinary action suited to the severity of the violation as stated in the section entitled “Employee Discipline and Termination.”

Violations by Employees of College Alcohol Policy.

All Rhodes College employees are responsible for compliance with the College Alcohol Policy. The following employee regulations represent the College’s policy concerning alcohol:

  1. While at work, all employees are prohibited from being under the influence of alcohol to the point where, in the opinion of the College, judgment or performance is impaired.
  2. Employees who exhibit chronic erratic or unusual behavior, incur excessive absences or incidents of tardiness, are involved in a work-related accident, or otherwise give the College reasonable cause to believe they are under the influence of alcohol will be subject to drug and alcohol testing and possible disciplinary action as stated in the College Handbook, “Employee Discipline and Termination.”
Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/employment-policies/alcohol-and-social-event-policy-faculty-and-staff


Anti-Discrimination and Harassment Policy

Title VI of the Civil Rights Act of 1964

In compliance with Title VI of the Civil Rights Act of 1964 (Title VI), Rhodes College does not permit discrimination on the basis of race, color, or national origin in any program or activity receiving Federal financial assistance. 

Inquiries concerning the application of Title VI by or about students or former students should be directed to one of the following:

Dr. Meghan Harte Weyant, Vice President of Student Life
403 Burrow Hall
2000 N Parkway
Memphis, TN 38112
(901) 843-3958
weyantm@rhodes.edu

Inquiries concerning the application of Title VI by or about faculty, staff or contractors, should be directed to the Chief Human Resources Officer

Claire Shapiro
West Campus – HR 128
(901)843-3750
shapiro@rhodes.edu 

The following are additional resources pertaining to the application of Title VI:

Atlanta Office
Office for Civil Rights
61 Forsyth St. S.W., Suite 19T10
Atlanta, GA 30303-8927 
Telephone: 404-974-9406
Fax: 404-974-9471; TDD: 800-877-8339
Email: OCR.Atlanta@ed.gov

U.S. Department of Education
Office for Civil Rights
Lyndon Baines Johnson Department of Education Bldg.
400 Maryland Avenue, SW
Washington, DC 20202-1100  
Telephone: 800-421-3481
Fax: 202-453-6012; TDD: 800-877-8339
Email: OCR@ed.gov

Title VII of the Civil Rights Act of 1964

Discrimination and harassment on grounds of race, gender, color, age, religion, disability, sexual orientation, gender identity or expression, genetic information, national or ethnic origin, military status or any other protected status are forms of misconduct that undermine the institutional mission of the College and thus will not be tolerated. All members of the College community are responsible for maintaining an environment of mutual respect for all persons.  

In compliance with Title VII of the Civil Rights Act of 1964 (Title VII), Rhodes College prohibits employment discrimination based on race, color, religion, sex, sexual orientation, gender identity and national origin.

Sexual Harassment

Rhodes College is committed to providing a working, educational, social, and residential environment for all members of our College community, including all faculty, staff, and students, that is free from harassment and discrimination. Harassment and discrimination in any form is unacceptable behavior and will not be tolerated. It is a form of misconduct that undermines the institutional mission of the College.

“Sexual harassment” is defined as unwanted sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when: (1) submission to such conduct is made either explicitly or implicitly a term or condition of employment or involvement in a College or academic activity; (2) submission or rejection of the conduct is used as a basis for making employment decisions or decisions regarding inclusion or exclusion of a College or academic activity; or (3) the conduct has the purpose or effect of interfering with work performance or creating an intimidating, hostile, or offensive environment.  

Sexual harassment may include a range of subtle and not-so-subtle behaviors and may involve individuals of the same or different gender. Depending on the circumstances, these behaviors may include, but are not limited to, unwanted sexual advances or requests for sexual favors; sexual jokes and innuendo; verbal abuse of a sexual nature; commentary about an individual’s body, sexual prowess, or sexual deficiencies; leering, whistling, or touching; insulting or obscene comments or gestures; display in the workplace of sexually suggestive objects, pictures, emails, text messages, or content on social media; and other physical, verbal, or visual conduct of a sexual nature.

Harassment 

Harassment on the basis of any other protected characteristic is also strictly prohibited. Under this policy, “harassment” is verbal, written or physical conduct that denigrates or shows hostility or aversion toward an individual because of his/her race, color, religion, gender, sexual orientation, national origin, age disability, genetic information, military status, or any other characteristic protected by law and that a) has the purpose or effect of creating an intimidating, hostile, or offensive environment; b) has the purpose or effect of unreasonably interfering with an individual’s work or academic performance; or c) otherwise adversely affects an individual’s employment opportunities or education.

Harassing conduct includes epithets, slurs, or negative stereotyping; threatening, intimidating, or hostile acts; denigrating jokes; and written or graphic material that denigrates or shows hostility or aversion toward an individual or group and that is placed on walls or elsewhere on College grounds or circulated in the workplace, on the College's grounds, or using the College's equipment including e-mail and phones (including voice messages, tweets, blogs, social networking sites, or other means).

Student Concerns

Student concerns pertaining to sex or gender discrimination or harassment, or sexual misconduct are governed by Title IX of the Civil Rights Act of 1964. (See Title IX Policy).  If a student has been subjected to gender discrimination or harassment or sexual harassment, or has witnessed such, they should contact the College’s Title IX Coordinator.  

Inez Warner, Title IX Coordinator
200 Southwestern Hall
2000 N Parkway
Memphis, TN 38112
(901)843-3550
warneri@rhodes.edu

Faculty and Staff Concerns 

In order to promote and uphold the College’s commitment to a discrimination and harassment-free environment, it is the responsibility and requirement of all members of the College community to report alleged violations of this policy to the appropriate College official.

If the allegation involves an employee of the College, and it is based on gender or sexual harassment, the Chief Human Resources Officer in conjunction with the Title IX Coordinator will interview the Complainant and gather facts related to the allegations.  The Title IX Coordinator will review the information and make a determination as to whether the complained of conduct meets the jurisdictional definition of “Sexual Harassment” under Title IX and, if so, will proceed under Title IX.  (See Title IX Policy).  

If the allegation is based  on a characteristic other than gender or sexual harassment or if the Title IX Coordinator finds that the allegation does not meet the jurisdictional definition of “Sexual Harassment” under Title IX, then Human Resources will perform a prompt and thorough investigation and will take appropriate remedial action if the allegations are substantiated. This investigation will be kept confidential to the extent possible. Once the investigation is completed, the party making the complaint will be contacted about the completion of the investigation.

Anyone who retaliates against any individual making complaints of discrimination or harassment, or anyone making a false or malicious charge against an employee or student of Rhodes College is in violation of this policy and will be subject to disciplinary actions and/ or sanctions accordingly. Acts of retaliation must be reported immediately. Violations of this policy involving College employees will be dealt with according to Rhodes policies regarding employee discipline.

All employee complaints of discrimination or harassment, including sexual harassment, and/or retaliation must be reported by the employee to one of the following:  

Claire Shapiro
Chief Human Resources Officer
West Campus – HR 128
(901)843-3750
shapiro@rhodes.edu 

Dr. Katherine Bassard
Provost
300 Halliburton Tower
(901)843-3795
bassardk@rhodes.edu

Inez Warner, Title IX Coordinator
200 Southwestern Hall
2000 N Parkway
(901)843-3550
warneri@rhodes.edu

employeehotline@rhodes.edu

Additional Resources

Atlanta Office
Office for Civil Rights
61 Forsyth St. S.W., Suite 19T10
Atlanta, GA 30303-8927 
Telephone: 404-974-9406
Fax: 404-974-9471; TDD: 800-877-8339
Email: OCR.Atlanta@ed.gov

U.S. Department of Education
Office for Civil Rights
Lyndon Baines Johnson Department of Education Bldg.
400 Maryland Avenue, SW
Washington, DC 20202-1100  
Telephone: 800-421-3481

Fax: 202-453-6012; TDD: 800-877-8339
Email: OCR@ed.gov

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/anti-discrimination-and-harassment-policy


Attendance

Punctuality and regular attendance are of vital importance to Rhodes. Each employee should be at the appropriate work location ready to perform assigned tasks at the beginning of each workday. If an employee is unable to report for work because of illness or an emergency, or will be late, the employee must notify the appropriate supervisor no later than the employee’s starting time. Employees must also keep their supervisors advised of any emergency in order that arrangements can be made for the employee’s work to be performed during their absence.

If an employee does not report to work, or departs from campus after reporting for work without informing and receiving approval from their supervisor, the employee will be subject to disciplinary action upon their return. Failure to report to work for three (3) consecutive work days without proper notice may be considered cause for termination with forfeiture of accrued benefits.

Employees with serious attendance or tardiness problems may be subject to disciplinary action, and failure to improve attendance may lead to dismissal. If the employee’s attendance and/or tardiness are the result of a serious health condition under the FMLA or disability that prevents him or her being able to comply with this Policy, the employee must contact Human Resources to discuss a request for a reasonable accommodation.

For additional information, see “Sick Leave” policy.

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/attendance


Compensation Philosophy, Goals, Principles and Administration

Philosophy

Rhodes affirms that one of its greatest assets is its employees. Without the dedication, loyalty, and commitment to service of its faculty and staff, Rhodes could not provide the level of teaching excellence exemplified by selective national liberal arts colleges nor could it provide the administrative, technical, and professional support required for its academic mission.

Rhodes supports its employees by providing a positive working environment, opportunities for personal and professional training and development, and a competitive compensation program, consisting of both salary and fringe benefits. At the heart of its philosophy for the compensation program is the remuneration of employees through a competitive compensation package in exchange for performance of all assigned responsibilities in an exemplary manner, consistent with the high standards of the College.

Rhodes Compensation Goals:

  • To attract and retain highly qualified employees with the required education, experience and skills necessary to achieve the College’s mission;
  • To compensate employees at a level consistent with comparable market benchmarks for institutions of higher education or other appropriate job markets for similar skills, responsibilities, educational qualifications, and working conditions:
    • For higher education related positions, the market is based on salaries of peer institutions.
    • For all other positions, the market is based on the local, regional, and/or national markets, depending on the position.
  • To maintain internal equity for all employees performing similar functions based on the requisite knowledge, skills, complexity, autonomy, experience, contacts, scope, and decision-making or supervisory responsibility required to perform those functions;
  • To set salaries for new or vacant positions at market levels that recognize skills, experience required for the position while considering the salary level of current employees within the same or similar positions.
  • To comply with all applicable federal and state laws and regulations;
  • To be fiscally responsible.

Employee Benefits

Rhodes College designs and delivers an array of benefits to provide employees with health, retirement, and other work-related benefits to address their differing needs. The College expects employees to be informed about their benefits, to make benefits choices wisely, and to understand and accept the implications of their choices.

Guiding principles of the employee benefit program include the following:

  • Flexible options for employees to choose the benefits that best meet their needs and preferences and are responsive to their own life events.
  • Benefits that are competitive with those of similar employers.
  • Benefits are funded through a combination of employee and College contributions, in a way that supports mutual fiscal responsibility.
  • When legally possible and fiscally prudent, the College will design benefits that enable employees to take advantage of tax-related savings.
  • Provision of information and counseling to help employees make educated choices about their benefits.

Rhodes College is committed to providing a set of core benefits including health care insurance and retirement support. The costs of these core benefits should be shared between the College and the employee or retiree.

Currently, the College provides at no cost, additional benefits to full time benefit eligible employees, such as term life insurance and long-term disability insurance.

The College may also offer benefits, such as supplemental life insurance, dental insurance, and AD&D when it is able to leverage the size of the College’s employee population to provide savings for employees. The employee will contribute the full cost for voluntary participation in these supplemental benefit programs.

Market considerations, fiscal prudence, or regulatory demands may cause the College to change its compensation and benefits practices with or without notice. Employees should be aware that their benefits may change over time as a result of college policy decisions.

Financial Exigency

The College will always pursue the compensation program goals in accordance with its overall fiscal position. Nonetheless, during periods of exceptional institutional fiscal difficulty, the College recognizes that there may be unique circumstances where pay adjustments are desirable for certain employees when the failure to do so poses strategic risks to the institution. While not guaranteed, the College will make every effort to accommodate unanticipated needs as budget resources allow while respecting the goals of the program. Requests for pay adjustment based in large measure on “market” benchmarks are generally considered insufficient grounds for such adjustment unless the College can ensure internal equity across divisional lines for similarly ranked positions.

Salary Administration

Pay Period. All Rhodes employees are paid biweekly. In case a regular pay day falls on a holiday, the checks will be released on the last banking day preceding the scheduled pay day.

Overtime. Overtime must be authorized in advance by the employee’s supervisor. Overtime is paid to non-exempt employees at time and a half for all hours worked over 40 hours in the designated work week.

Special Compensation Payments for Staff. Any stipend or compensation in addition to regular salary for staff members must be submitted in writing and approved in advance by the Vice President for Finance and Business Affairs. The approved written request and justification must be included with the processing of stipend payment(s).

Staff members with an exempt job classification may not receive additional payments for performing duties during the normal work day. This includes time worked outside of the employees’ regularly scheduled work hours. With prior approval, employees with an exempt job classification may receive additional payments for duties performed outside the employee’s regularly scheduled work hours if the duties are considered materially outside the scope of their regular duties.

Full-time non-exempt employees who work more than 37.5 hours but less than 40 hours will receive compensatory (“comp”) time for any approved hours worked beyond their normal work schedule and at their regular job duties unless additional hours cause them to exceed 40 hours a week. In this case, the employee will be paid at their overtime rate for the hours over 40. Comp time must be exhausted before using accrued vacation hours.

Rarely, and only with prior approval from the Vice President for Finance, non-exempt employees may be compensated at different hourly rates for work outside their normal work week schedule (e.g. nights or weekends), if the duties and responsibilities are materially different than those duties required of their current job. However, hours worked under this exception will not exceed 2½ hours per week in excess of the normal 37.5 hours in the weekly pay cycle and will be paid to the employee, not banked as compensatory time.

Supplemental Pay. Supplemental Pay is defined as additional pay for assuming temporary new duties and responsibilities in addition to those currently required of the job description. Such pay can be provided to an employee who is assigned materially different or significant additional duties and responsibilities on an interim basis for a limited period of time (i.e. temporary supervisory duties due to organizational change, vacancy or leave of absence). Requests by a supervisor for supplementary pay for an employee taking on additional duties may be considered but must be approved in advance by the Chief Human Resources Officer and the Vice President for Finance and Business Affairs. Supervisors must consult on the appropriate amount and duration of supplemental pay with the Chief Human Resources Officer and the Vice President for Finance and Business Affairs. Only after supplemental pay has been approved may the matter be discussed with the employee.

Special Compensation Payments for Faculty. Requests for special salary payments such as grant payments, stipends through the Meeman Center or any additional compensation over and above the employee’s budgeted salary, must be approved by the Vice President for Finance and Business Affairs. These payments will be processed in Workday and included in the next regularly scheduled and/or future paycheck(s).

Non-Employee Compensation. Requests for payments to non-Rhodes employees and students, such as visiting faculty and speakers' honoraria, athletic officials, piano tuners, etc., must be forwarded to the Finance Office for payment. Requests should include a form W-9 with the recipient’s social security number and address. IRS form 1099 will be issued annually to all non-employees earning $600 or more at the College.

If the non-employee is a Foreign National, contact the Finance Office as soon as possible to ensure that the service provider can receive U.S. payments for services.

Payroll Deduction. Deductions from each employee’s gross pay period earnings are of two types: mandatory and voluntary. Mandatory deductions are those required by law or to maintain compliance with other regulatory agencies. Such deductions may include federal income tax withholding, social security, wage garnishments, wage earners, and child and/or family support. After written authorization, voluntary reductions will be made for elected benefits such as supplemental retirement, flexible spending account, dependent care reimbursement, United Way, Rhodes Annual Fund contributions, or various College-sponsored voluntary benefits. Once an employee’s resignation is received in the Human Resources Office, effective with the next payroll, any outstanding debt owed must be repaid.

Direct Deposit. Employees may have their pay checks automatically deposited in accounts at any financial institution of their choice by maintaining their payment elections in Workday while on the campus network. If changes to payment elections are required while an employee is unable to be using the campus network, please contact the Payroll Office.

Disruptions. If the work of the College is stopped or is disrupted by an act of God (e.g. earthquake, flood) or other reasons, the College is not obligated for salaries or compensation but will make every effort to meet these obligations depending on the financial position of the College.

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/compensation-philosophy-goals-principles-and


Conflict of Interest

Employees of the College should avoid a conflict of interest, defined as involvement that limits a person’s ability to support the best interest of the College when performing their job. A conflict of interest may take various forms. It begins when an employee is or may be in a position to influence the College's business, research, or make decisions in ways that could lead to any form of personal gain for the staff member or others closely associated with that College employee. No employee should have any financial or other interest in business transactions or relationships that could reasonably be construed to give rise to a conflict of interest, real or apparent, that would affect independent and unbiased judgment in carrying out an employee's duties to the College.

An employee shall be considered to have a conflict of interest if:

  • such employee has existing or potential financial or other interests which impair or might reasonably appear to impair such employee’s independent, unbiased judgment in the discharge of their responsibilities to the College, or
  • such employee is aware that a personal family member (which for purposes herein shall be a spouse, parents, siblings, children and any other relative if the latter reside in the same household as the employee), or any organization in which such employee (or personal family member) is an officer, director, employee, member, partner, trustee, or controlling stockholder, has such existing or potential financial or other interests.

All employees shall disclose to the Vice President for Finance and Business Affairs any possible conflict of interest at the earliest practicable time. 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/conflict-interest


Employee Discipline and Termination

The College has a progressive disciplinary system which allows opportunities for correction while maintaining fair treatment to all. When necessary, supervisors will discuss marginal work performance and employee conduct with employees. In order to maintain and operate the College in the best interest of both the employee and the College, it is necessary that all employees adhere to certain standards of conduct designed to create a friendly, cooperative, and effective work atmosphere. This requires each employee to respect the rights and feelings of others as well as assure that each employee’s personal conduct is not harmful to others or to the College. Any employee who, after investigation, is found to have violated a rule or regulation of the College or the department, will be subject to disciplinary action up to and including discharge. The following steps are typical of the procedure followed to counsel the employee; however, each situation is unique and the College reserves the right to choose the level of disciplinary action it deems appropriate at any time including, but not limited to immediate termination.

Verbal Counseling. If an employee’s work performance or conduct is unsatisfactory, the supervisor should communicate this information to the employee through personal counseling. The supervisor should also provide suggestions to the employee for work improvement in the form of reasonable and attainable goals.

Written Warning. When a formal warning is necessary, the supervisor should consult with the Chief Human Resources Officer to obtain approval to issue a written warning. Once the written warning has been approved, the supervisor should meet with the employee regarding the deficiencies in performance and/or conduct. The written warning is a written summary of the unsatisfactory performance or conduct as well as any violations of College policy. The warning should also contain reasonable and attainable goals for the employee with specific dates for completion. Both the supervisor and the employee should sign the written warning. The employee may attach a written statement to the written warning. The written warning and any attachments should be forwarded to the Chief Human Resources Officer for retention in the employee’s official College personnel file.

Suspension Without Pay. If, after a reasonable time, performance or conduct deficiencies persist, the employee may be given a disciplinary suspension without pay for 3-5 working days. Prior to suspending an employee, the supervisor must obtain approval the Chief Human Resources Officer. Once the suspension has been approved, the supervisor should inform the employee of the unsatisfactory performance or conduct resulting in suspension and record the meeting in writing. Both the supervisor and the employee should sign the written record of suspension. The employee may attach a written statement to the written warning. The written record of suspension and any attachments should be sent to the Chief Human Resources Officer for retention in the official college personnel file.

Disciplinary Discharge. If unsatisfactory performance or conduct continues beyond suspension, the employee should be terminated. Each supervisor must gain the written concurrence of their supervisor, department head and the appropriate Vice President or Dean after consultation with the Chief Human Resources Officer before initiating a discharge action.

Immediate Termination. Immediate discharge and forfeiture of benefits may result, without prior counseling or warning, where there are serious violations. Serious violations include but are not limited to:

  • Threat of violence or physical harm to any individual;
  • Stealing property of the College or of another person;
  • Damaging property of the College or of another person;
  • Reporting to work while under the influence of alcohol or drugs in violation of college policy;
  • Using alcoholic beverages or drugs while on duty in violation of college policy;
  • Falsification of time records;
  • Lying in official matters;
  • Refusal to accept instructions of authorized supervisor including but not limited to failure to perform assigned duties, insubordination, or disobedience;
  • Receipt of three (3) written warnings in one twelve (12) month period;
  • Failure to report to work for three (3) consecutive scheduled work days without notice;
  • Other serious infractions that may involve immediate termination will be handled on a case-by-case basis through consultation among the supervisor, the department head, the appropriate Vice President or Dean, and the Chief Human Resources Officer.
    (See also Rhodes’ “Alcohol and Social Event Policy” and “Employee Drug Policy.”)

Automatic, No Fault Termination. Any employee who has been on leave of absence for any work-related or non-work-related illness or accident for over 180 days, and has not contacted the Human Resources Office to see if a reasonable accommodation (if applicable) can be made, is terminated automatically. The termination is “no fault.”

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/employee-discipline-and-termination


Employee Drug Policy

The possession, use, sale or distribution of illegal drugs, the misuse or abuse of medications or other legal drugs on the Rhodes campus is prohibited.

The faculty and staff of Rhodes, as citizens, are responsible for knowing and complying with all applicable state and local laws that make it a crime to possess, sell, deliver or manufacture those drugs considered to be “controlled substances” by the state of Tennessee. Any member of the Rhodes community who violates the law is subject to both prosecution and punishment by civil or criminal authorities and to disciplinary proceedings by the College.

All Rhodes employees are responsible for compliance with the College Drug Policy. The following employee regulations represent the College’s policy concerning illegal drugs:

  • While at work, all employees are prohibited from being under the influence of illegal drugs. Violations of this regulation will be subject to discipline, including termination.
  • The sale, possession, transfer, manufacture or purchase of illegal drugs or the misuse of legal drugs on College property or while performing College business is strictly prohibited. Any such actions will be reported to appropriate law enforcement officials and is cause for immediate termination.
  • Employees who exhibit chronic erratic or unusual behavior, incur excessive absences or incidents of tardiness, are involved in a work-related accident, or otherwise give the College reasonable cause to believe they are under the influence of drugs will be subject to drug and alcohol testing and possible disciplinary action as stated in the procedures for “Employee Discipline.”
Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/employment-policies/employee-drug-policy


Employee Resignation

Employee Resignation. An employee in good standing wishing to terminate their employment with the College must file a written resignation with their supervisor (at least two (2) weeks prior to the effective date for non-exempt employees and at least four (4) weeks prior to the effective date for exempt employees) stating specific reason(s) for the resignation as well as the effective date. The employee's resignation must be forwarded promptly to the Chief Human Resources Officer. The employee is also responsible for submitting their resignation in Workday. Failure of the employee to give such notice may result in denial of future employment with the College. (See “Exit Interview” and “Final Paycheck” sections.) Once an employee’s resignation is received in the Human Resources Office, effective with the next payroll, any outstanding debts owed to the College will automatically be deducted from the remaining paychecks to the extent allowed by law. (See Final Paycheck below for terminal benefit pay.)

Exit Interview. Human Resources may conduct an exit interview for employees terminating their employment regardless of reason, and includes discussion of employee benefits that may be continued by the terminating employees at their own cost and other issues as applicable. All College property such as keys, uniforms, credit cards, laptops, etc. must be returned to Human Resources by the last day worked.

Terminal Benefit Pay-Vacation. Time records will serve as documentation of vacation hours due. For director level and above employees, a written request that has been approved by the employee’s supervisor is necessary. The Vice President for Finance and Business Affairs may review these requests. An employee may not take vacation during their required notice period (2 weeks for non-exempt employees and 4 weeks for exempt employees) before leaving employment with Rhodes. Additionally, an employee may not use vacation for the purpose of extending their date of termination. For more information regarding payout of unused vacation time, please refer to the College’s Staff Vacation Policy.

Final Paycheck. The final paycheck for an employee who has resigned will be issued on the next regular payday. Final paychecks may be deposited directly, picked up at Rhodes Express, or mailed at the option of the employee. The final paycheck will represent compensation for hours worked and accumulated vacation time up to limits allowed by the Vacation Policy and compensatory time minus outstanding debts to the College (bookstore balance, library fees, etc.) to the extent allowed by law. No payment will be made for unused staff sick leave. For directors and above whose time is not tracked through payroll, a written request that has been approved by the employee’s supervisor is necessary. The request should be forwarded to the Human Resources Records Specialist in the HR office.

Anonymous (not verified) November 20, 2017

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/employee-resignation


Employment Status and Job Categories

Faculty Employees:

  • Full-time faculty employees are those with an annual contract for full-time service.
  • Part-time faculty employees are those with an appointment letter for part-time service.

Staff Employees: Staff employees are classified based on their “hours worked per week” and their “months per year” according to the following categories:

  • 37.5+ hours/week — 12 months/year (full time).
  • 37.5+ hours/week — 10 months/year (full-time).
  • Less than 37.5 hours/week — 12 months/year (part-time).
  • Less than 37.5 hours/week — 10 months/year (part-time).

Other Employees: Your employment is incidental to your educational programs at the College, you are employed by the College primarily as a consultant, or you are not a regular College employee and you are employed by or through the College on the basis of grants and/or contracts and/or agency agreements. Employees in this category are eligible only for social security and worker’s compensation coverage, unless otherwise approved by the Vice President for Finance and Business Affairs.

Job Categories

Contract Employee: An employee with a written individual employment agreement with the College. Included in this category are appointed faculty, both tenured and non-tenured, and others with a written employment agreement.

At-Will Employee: Employees who do not have a written individual employment agreement with the College. At-will employees may terminate their employment relationship with the College at any time with or without reason, cause, or notice. The College may likewise terminate an at-will employee at any time with or without reason, cause, or notice.

Exempt. Under the guidelines established by the Fair Labor Standards Act (FLSA), exempt employees are not subject to minimum wage and overtime pay requirements. To qualify for exempt status, employees’ specific job duties and salary must meet all of the requirements of the Department of Labor’s regulations regarding executive, administrative, professional, computer and outside sales employees.

Non-Exempt (salaried or hourly): Subject to minimum wage regulations and overtime pay at time and a half for all hours worked over 40 in one work week.

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/employment-policies/employment-status-and-job-categories


Employment and Selection Guidelines - Faculty

Faculty Hiring Procedures from the Office of the Provost

Introduction. It is the policy of Rhodes College to establish and adhere to consistent and standard employment procedures. This guide is a brief summary of the key points central to conducting a successful search. It is one of several resources available to individuals with responsibility for recruitment, interviewing, selection, and hiring of employees. It is Rhodes′ policy that recruitment for all faculty positions reflects a commitment to equal employment opportunity, good personnel management practices, and the mission and goals of the College.

This guide is intended to provide general assistance. It is not intended to address all possible scenarios related to recruitment, interviewing, selection, and hiring.

Overview of Recruitment Procedure

Rhodes’ recruitment procedures promote the fundamental philosophy of equal opportunity in selecting the most qualified individuals available to assist in meeting the College′s mission. Recruitment and hiring procedures as defined here are to be applied consistently for all faculty (non-staff) positions. A qualified candidate is defined as one who meets the education, experience and disciplinary requirements as outlined in the job announcement. Rhodes’ Equal Employment Opportunity Policy prohibits discrimination on the basis of age, race, sex, national origin, religion, color, veteran status, or on the basis of disability.

Authorization to Post

Authorization is required for all regular new and replacement positions prior to beginning a search. The Department Chair should send a request for the position to the Provost and Faculty Governance Committee to receive notification of approval and funding.

External Announcements

In order for the administration to exercise its appropriate responsibility and accountability in the area of faculty and staff hiring, the Board expects the administration to be actively involved and responsible for the employment and selection process, including ads placed by the College for open positions. To advertise open positions, ad copy should be submitted to the Dean for Faculty Recruitment, Development, and Diversity for approval. The ad should provide a date for the Search Committee to begin review of the completed applications rather than state a closing date for receipt of applications.

The Dean for Faculty Recruitment, Development, and Diversity will send the approved ad to the Human Resources Office with a request to submit the ad to external job boards and the Rhodes webpage. The Department Chair or Search Committee Chair will submit the ad to the appropriate disciplinary site and appropriate graduate departments. Advertisements may also be placed in regional, national, and/or specific disciplinary publications. Searches should include advertisements with disciplinary organizations and networks of special interest that contribute to a diverse candidate pool. The Department Chair/Search Committee Chair should consult with the Office of the Provost about the composition of the committee and about who will represent Academic Affairs as a diversity advocate.

Interviewing and Selection

Search Committee. Search Committee proposed by Chair of department, submitted for approval by the Provost

Department Chair normally chairs all tenure track search committees.

  • Search committee normally consists of Chair, two department members one faculty member from outside the department, and a diversity advocate on all tenure track search committees.
  • Select 2-3 candidates for campus interviews and seek approval of the Provost for these visits.

The academic department/program will send notification to all applicants acknowledging receipt of completed application. It is advisable to inform candidates if materials are missing from their file as the review date nears.

Campus Interview. The hiring department will send copies of candidate files to the Provost. Approved candidates for interview will be sent background check materials before proceeding with an invitation to campus. When background checks are completed satisfactorily, departments/programs may schedule the campus visit by making arrangement for travel and hotel accommodations (check with the Office of the Provost). If your candidate is a foreign national, when you call to invite them to campus, please ask them if they were the candidate selected for employment if they can submit verification of their legal right to work in the United States. (Question: “Can you, after employment, submit verification of your legal right to work in the United States?)

Required campus activities:

  • Meetings with members of the department
  • Meeting with the Vice President for Academic Affairs or a designated representative from the Office of Academic Affairs
  • Activities with students
  • Classroom teaching demonstration
  • Formal seminar presentation to campus community (send announcement of seminar to all Faculty)

Optional campus activities:

  • Meeting with Information Services if computing needs are critical to the position
  • Meeting with Director of the Library if library resources are a matter of importance

Candidate Selection. The Search Committee makes recommendation to the Provost. The Provost will discuss recommendation with the Chair and if approved, will provide information on salary and additional benefits as applicable

Offer. The Chair contacts the candidate with the offer with a deadline for acceptance. Two weeks is usually sufficient time for candidate to decide, allowing you to progress to next candidate in a timely fashion if necessary. A letter from the Provost formalizing the offer is sent to the candidate after confirmation of acceptance of the offer.

Closing the Search. Notification that the position has been filled will be sent to all candidates.

New Hire Paperwork. The new hire paperwork is required to establish the record of employment at Rhodes College. The prospective employee will complete the following forms and return them to the Human Resources office on their first day of employment:

  • Biographic information form
  • Demographic data sheet
  • W-4 Federal tax withholding form
  • College Handbook acknowledgement form
  • Payroll deduction form
  • Payroll direct deposit program enrollment form (optional)
  • Employment eligibility verification (I-9 Form)

Federal law requires verification of original forms of identification for the completion of the I-9 Form. People most commonly use either a passport or the driver’s license/social security card combination. There are other types of ID that are acceptable and they are detailed on the back of the I-9 form.

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/employment-and-selection-guidelines-faculty


Employment and Selection Guidelines - Staff

Introduction. It is the policy of Rhodes College to establish and adhere to consistent and standard employment procedures. This guide is a brief summary of the key points central to conducting a successful search. It is a resource for individuals responsible for recruitment, interviewing, selection, and hiring of employees. It is Rhodes′ policy that recruitment for all full and part-time staff positions reflects a commitment to equal employment opportunity, good personnel management practices, and the mission and goals of the College. Rhodes College is committed to a diverse faculty, staff, and student body, and an inclusive campus community. This culture, coupled with generous benefits, makes Rhodes College an employer of choice in the Memphis area.

This guide is intended to provide general assistance. It is not intended to address all possible scenarios related to recruitment, interviewing, selection, and hiring.

Postings

Open full-time and part-time positions must be posted through Human Resources. To advertise open positions, contact the Human Resources Department. Authorization to post is required for all new and budgeted replacement positions prior to beginning a search. The hiring manager should contact the Talent Acquisition Specialist upon notification of an opening. The Talent Acquisition Specialist works with the hiring manager to review the job description and create the recruitment strategy before posting the position. The job requisition process requires the authorization of the direct hiring manager as well as the Vice President for Finance and Business Affairs before the position can be posted. These authorizations must be completed in the Workday recruiting system. 

To develop a broad and diverse applicant pool, most vacancies are advertised simultaneously on the campus and outside the College. The Talent Acquisition Specialist will work with the hiring department to determine the appropriate scope of the search. Positions may be advertised on the College’s website and other websites, list serves, and local advertising resources as appropriate. Depending upon the position, advertisements may also be placed in regional, national, and/or specific professional publications. It may also be appropriate to expand the search to include professional organizations and networks of special interest that contribute to a diverse candidate pool. Only internal applicants may be considered during the first five (5) business days of the posting and their candidacy must be addressed before pursuing external applicants.

Interviewing

Rhodes′ recruitment procedures promote the fundamental philosophy of equal opportunity in selecting the most qualified individuals available to assist in meeting the College′s mission. Recruitment and hiring procedures as defined here are to be applied consistently for all staff (non-faculty) positions. A qualified individual is defined as one who meets the minimum education and experience requirements, either through formal education, work or volunteer experience, and possesses the potential for development and success in a position.

For details on the interviewing and selection process, please contact the Associate Director of Human Resources. This process includes screening of applicants, interviews, positive reference checks, successfully completed background screens and physical capacity testing where required.

  • Review: All candidates must submit their application materials online via the job posting. Hiring managers have access to view all candidates who applied for the opening via the applicant tracking system.
     
  • Internal Applicants: All regular part-time and full-time positions are posted to enable eligible employees the opportunity to apply for promotion or transfer. Internal applications will be submitted online and will go to the Chief Human Resources Officer for approval. If the internal application is done within the internal posting period of the first five business days, their application must be addressed before looking to an external pool. Any internal application received after five business days from the posting date will be considered within the entire candidate pool.
     
  • Screening and Interviewing: The hiring manager and the Talent Acquisition Specialist will discuss procedures for screening and interviewing qualified applicants that fit best with the open position. It is required that every candidate have the same experience for each stage of the interview process, including the same set of interview questions. With regard to travel expenses for visiting candidates, the hiring manger and candidate are expected to obtain the most cost effective arrangements when traveling. Please contact the Finance Department for guidelines and reimbursement. If a candidate cancels an interview after travel arrangements are made, the candidate will be responsible for their non-refundable travel expenses incurred.

Selection:

  • Employment References: Reference checks should be limited to the top candidate(s) and be conducted only after interviews are completed. References may be checked after confirming permission from the candidate via the employment application, to contact those references. Rhodes requires at least two (2) favorable employment references on file for all new employees.
     
  • Employment Offer: The hiring manager in consultation with the Talent Acquisition Specialist will identify the most qualified candidate. Starting salaries will be based on the candidate′s qualifications, relevant market data, and internal equity. Employment offers can be made by the Talent Acquisition Specialist or by the hiring manager, but no employment commitment, verbal or written, may be made without prior approval from Human Resources. The applicant will have three business days to consider an employment offer.
     
  • Offer Letter: Upon confirmation of acceptance of employment and selected start date, the Talent Acquisition Specialist will send an electronic offer letter to the selected candidate confirming the terms of employment. The hiring manager and selected candidate must electronically acknowledge the offer letter through the applicant tracking system.

Post Offer Pre-Employment

  • Screenings: All employment offers will be contingent upon the completion of a satisfactory background screen. Current employees applying for promotion or transfer may be subject to a background screen and when necessary, a credit check. Applicants must complete a release form to start the screening process. The average time for completion is up to ten (10) business days but will vary depending upon individual applicant’s circumstances. The Talent Acquisition Specialist will also complete an education verification and collect current certifications (when applicable) for all prospective new hires. The Talent Acquisition Specialist takes full responsibility for verifying prospective staff education records prior to hire and will notify the hiring manager if any issues arise.
     
  • Physical Capacity Testing. Post Offer/Pre-Employment test is utilized to create a safer working environment for employees in designated jobs. Recognizing that every job and every employee are different, the tests are utilized to determine whether or not the employee can adequately and safely perform job duties. These tests must be successfully completed before the employee can begin their new position.
     
  • Closing the search: All unselected applicants will be notified at the close of the search.

Onboarding

All new employees must attend New Employee Orientation on their first day. During orientation, the Human Resources Department will cover compliance related trainings as well as complete required onboarding tasks with the new employee.

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/employment-and-selection-guidelines-staff


Equal Employment Opportunity Policy

Rhodes Equal Employment Opportunity Policy prohibits discrimination on the basis of race, color, religion, gender, national origin, veteran status, age, sexual orientation, gender identity or expression, or disability.

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/employment-policies/equal-employment-opportunity-policy


Fraternization Policy

FACULTY AND STAFF

As an educational institution Rhodes College is committed to maintaining an environment, in which its faculty members, students, administrators, and staff members are safe, can be trusted and count on others to be trustworthy, and receive and extend to others respect as human persons. Indeed, mutual respect among faculty members, students and administrators is an essential ingredient in the educational process and the greatest care must be taken that it not in any way be eroded.

Virtually all faculty members, administrators, and staff members are, or can appear to be, in a position to exercise power or authority, directly or indirectly, over students, whether or not an individual student is enrolled in their classes, are subject to their direct supervision, or have some form of business to transact with offices at the College. Many students are at a stage in their development when they may be particularly vulnerable to the influence of faculty members, administrators, and staff members who are in positions where they can affect the terms and conditions of a student’s standing at the College.

If a student consents to a romantic relationship with a faculty member, administrator, or staff member, the existence of such a relationship could have unintended adverse effects on the educational environment of the College. In some cases such a relationship can end unhappily or become problematic, resulting in charges of sexual harassment, and even physical or psychological abuse.

Some circumstances in which faculty members, administrators, and staff members work with students can have the potential for the exploitation of students. For example, a work-study student might be asked to perform services that go beyond the terms and conditions of the work-study assignment, e.g. child care, personal business transactions. In such cases, it must be clear that the student may decline such personal invitations without any adverse consequences. It may be that a work-study student will respond to an invitation to provide personal assistance, but this relationship must be one in which the student volunteers, is offered and accepts a fair wage for services, and one which bears no relationship to the continuation of or the evaluation of the work-study assignment.

Because of the commitment to maintaining an environment that supports our educational goals Rhodes College prohibits romantic, sexual, and exploitative relationships between college employees and students. In the event that any such relationship is reported and confirmed the college employee is subject to employee disciplinary procedures up to and including termination in the case of administrators and staff members, or dismissal for cause in the case of faculty members. The policies and procedures for employee disciplinary procedures and dismissal for cause apply in all such cases. Please contact the Chief Human Resources Officer with any questions regarding this policy.

There are exceptional circumstances in which the spouse or partner of a college employee is a student at the College. This fraternization policy does not apply in such circumstances. The Vice President for Academic Affairs, in consultation with the Chief Human Resources Officer, is the administrative officer who determines whether an exceptional circumstance applies.

Printed from: https://handbook.rhodes.edu/employee-handbook/employment-policies/fraternization-policy


Introductory Period

In order to become a “regular” employee (either full or part-time), each employee must complete an initial introductory period of ninety (90) days following initial employment or reemployment in a regular budgeted position.

This period will be utilized to train and evaluate the employee’s effective adjustment to work tasks, conduct, observance of rules and regulations, attendance, and job responsibilities. The introductory period may be extended for a period of time, at the discretion of the supervisor in consultation with the Chief Human Resources Officer. During the introductory period, the College reserves the right to terminate the employment relationship with any introductory employee at will and without advance notice.

New and rehired employees will not be eligible to take Sick Leave and Vacation Leave until they are considered a “regular” employee at the end of their introductory period. The accrual of these benefits, however, begins immediately upon employment. If employees still in their introductory period are absent due to illness or non-work related injury, their pay will be adjusted to reflect an unpaid absence.

Employees who receive a promotion or transfer to another position at Rhodes will be subject to a new introductory period. Sick time may be utilized if necessary but vacation time is discouraged during this new introductory period. Previously scheduled vacation time must be approved by the new manager and should not exceed one week.

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/employment-policies/introductory-period


Job Descriptions

A job description describes the required qualifications, essential job functions, and physical requirements needed to complete a specific job. An accurate job description is an important tool to help manage employees’ performance, set clear expectations, and maintain compliance with the Fair Labor Standards Act and the Americans with Disabilities Act.  Descriptions must be reviewed by supervisors for accuracy on an annual basis. The current descriptions will be maintained by Human Resources.

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/employment-policies/job-descriptions


Job Reclassification

To request that a position be reclassified, a new job description must accompany the request and be submitted to the Chief Human Resources Officer. The Chief Human Resources Officer will make a recommendation to the Vice President for Finance and Business Affairs who will make a final decision.
 

Promotions, Demotions, and Lateral Moves

"Promotion" is the upgrading of an employee to a position with a higher level of responsibility and challenge. An employee may be promoted either within the same department or through moving to another department. Rhodes encourages promotion from within where it is determined to be in the best interest of the College to do so.

"Lateral Move" is a reassignment to a position having a similar level of responsibility and challenge, and “Demotion” is a reassignment to a position with less responsibility and challenge.

Individuals may apply for a promotion or transfer after at least one (1) year of continuous service in their current position provided they have not received any disciplinary action in the previous 12-month period. The employee must notify their immediate supervisor if selected to progress in the selection process.

Job opportunities are posted online at www.rhodes.edu/employment, those who find a position of interest for which they are qualified should submit an internal application online. All internal job applications must be approved to move forward by the Chief Human Resources Officer. If done within the internal posting period (first five business days), their application will be addressed before interviewing external candidates. Any internal applications received after five business days from the posting date will be considered within the entire candidate pool.

When an employee is officially notified of selection for the new position, at least two (2) weeks notice must be given to the present department, unless waived by the employee′s current supervisor. In the event a promotional assignment is found unsuitable by either the employee or the College, consideration will be given to allow the promoted employee to return to the former position if available. If not available, and the employee has been counseled and given sufficient time to correct any existing deficiencies, the employee may be subject to termination.

No offer of employment can be made by a hiring manager of one department of the College to an employee of another department of the College without approval of the respective Vice President/Dean.
 
Any job changes will be effective at the beginning of a new pay period. 

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/job-reclassification


Mandatory Reporting (Faculty and Staff)

All Rhodes employees, faculty and staff defined as “mandatory reporters” are required to report all sexual misconduct and gender-based misconduct (physical misconduct and harassment) involving or affecting students. Under Title IX, Rhodes is obligated to investigate and potentially take corrective action when its mandatory reporters receive notice of a potential incident of sex or gender discrimination or sexual misconduct involving a student. Accordingly, mandatory reporters must inform Rhodes of all such incidents so that Rhodes can fulfill its duties.

The following groups of individuals are mandatory reporters: all Rhodes faculty, all Rhodes staff (excluding “confidential resources” and student employees), all resident assistants and all members of the Peer Advocate Center. Student Counseling Center staff and any member of the Student Health Services staff are considered “confidential resources” and are not considered mandatory reporters for purposes of this policy; however they have obligations to report aggregated statistics and child abuse under state law.

When a mandatory reporter receives information concerning a potential act of sex or gender discrimination or sexual misconduct, the mandatory reporter must promptly contact Title IX Coordinator Inez Warner at warneri@rhodes.edu or a Deputy Title IX Coordinator, including Claire Shapiro at shapiro@rhodes.edu. The mandatory reporter must provide all reported information, including the name of the potential victim, the name of the accused individual, and other identifying details about witnesses, location, etc. While Rhodes will attempt to maintain the confidentiality of the information, if requested, the mandatory reporter has no right to confidentiality from the Title IX Coordinator or to withhold information that may assist Rhodes in its investigation and potential remediation of the incident. A mandatory reporter who fails to properly report an incident involving a student may receive disciplinary action up to and including termination from Rhodes.

When a mandatory reporter thinks that a student or other member of the Rhodes community may be about to disclose to him/her an act of sex or gender discrimination or sexual misconduct that the mandatory reporter would be required to report, they may preemptively inform the disclosing individual that Rhodes will attempt to maintain the confidentiality of the information, if requested, but the mandatory reporter is required to report the allegations and the names of the parties involved to Rhodes pursuant to Rhodes’ Title IX obligations. If the disclosing individual expresses reservations about sharing information s/he would prefer to keep confidential, the mandatory reporter should refer the disclosing individual to Rhodes’ Confidential Resources at the Counseling Center or Student Health Services. Mandatory reporters should encourage all persons who have experienced or witnessed potential sex/gender discrimination or sexual misconduct to report the incidents in accordance with their own sensitivities, but no employee (other than the Confidential Resources) can or should promise confidentiality.

The Title IX Coordinator will promptly notify Campus Safety of incidents when appropriate. Mandatory reporters may assist disclosing individuals with contacting Campus Safety, law enforcement, or other people or resources at the request of the disclosing individual.

For more information, please refer to Rhodes’ Title IX Policy, available at http://sites.rhodes.edu/titlenine/.

Mandatory reporters also have duties, pursuant to the Clery Act, to report to Campus Safety other crimes or incidents not involving sex or gender discrimination or sexual misconduct. When in doubt, the Title IX Coordinator can facilitate such reports if requested.

 

 

admin October 30, 2017

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/mandatory-reporting-faculty-and-staff


Nepotism Policy

Rhodes College seeks to employ and promote the most highly qualified and competent candidates. The College will permit employment of qualified relatives of employees as long as: (1) neither employee participates in making recommendations or decisions affecting the  appointment, retention, promotion, demotion, termination, salary, or work assignments of the other;  (2) one relative does not directly supervise another; and (3) there is no actual conflict of interest or the appearance of a conflict of interest.

For purposes of this Policy, the term “relatives” includes the following: significant other, domestic partner, spouse, parent or step-parent, child or step-child, grandparent, grandchild, sibling, uncle, aunt, nephew, niece, first cousin, and in-laws.

Each individual is responsible for disclosing that such a relationship exists, including a change in circumstances affecting application of this policy.

This policy applies to employees who marry or become members of the same household during their employment with Rhodes College. Should this become an issue, the College will attempt to find a suitable position within the College to which one of the affected employees may transfer. If accommodations of this nature are not feasible, the affected employees will be permitted to determine which of them will resign.

In exceptional circumstances, there may exist a supervisory relationship between relatives, necessitated by unique qualifications or responsibilities. This will be determined on a case-by-case basis by Human Resources. In such cases, job performance and salary determinations shall be handled by the second level supervisor as approved by the appropriate dean or vice president.

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/employment-policies/nepotism-policy


Performance Management for Staff Employees

The College has an annual performance management process for staff employees. The review process, discussion, and evaluation are heavily reliant on the staff employee’s individual position description. The position description contains the qualifications and job duties for each staff job on campus. The documents must be continually updated to document the duties and essential functions actually being performed by staff employees.

The purpose of this annual process is to promote open communication amongst employees and managers, giving employees the opportunity to receive useful feedback on job performance, and to provide an historical record of performance and professional development.

In addition to the position descriptions, there are three community values by which all staff employees are evaluated. These are service, teamwork, and communication. The performance for both the position description review and the community values review are evaluated on the same scale. The scale is as follows:

  1. Exceeds the College’s high expectations,
  2. Meets the College’s high expectations, or
  3. Does not meet the College’s high expectations.

After reviewing the position description with their manager, the staff employee completes a self-evaluation. Their manager will complete their evaluation of the employee’s performance as it relates to the community values and position duties. The manager and employee will meet to discuss the results of the evaluations and complete the annual documentation process. The evaluation documentation process is completed electronically through the PeopleAdmin Performance Management System. 

 

admin March 14, 2019

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/performance-management-staff-employees


Personnel Records

The Human Resources Office maintains a personnel file on each employee of the College. Contained in these files is information relevant to the employment relationships and statistical and legal information required by governmental regulations.

Employees are responsible for regularly reviewing their employee record in Workday to ensure accuracy. If necessary, they should update their data in Workday with changes to name, contact information (both personal and work), marital status, federal withholdings, payment elections, beneficiary changes, emergency contacts, etc. 

Access to Personnel Records in the Human Resources Office. Employee records are property of Rhodes College. The confidential nature of personnel records is respected by the College and access is granted to those current employees with a clearly demonstrable job-related necessity. Current employees have access to their own personnel files; however, the removal and/or copying of records is prohibited. To review documents not included in Workday, employees must make an appointment with Human Resources.

References. The Human Resources Office will verify current and past employment giving current job title and employment dates. Salary information will be verified by written request only. Due to legal implications of releasing employment information, employees must obtain, complete and return the Rhodes Reference Release Form from Human Resources. The Human Resources Office will verify that a Reference Authorization Release Form has been signed and is on file.

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/personnel-records


Protection of Minors Policy

Statement of Responsibility for All Program Participants and their Parents

Behavioral Responsibilities: All participants will at all times comply with rules, standards, and instructions for student behavior set forth in the Rhodes Student Handbook and in this document. All forms associated with this policy must be requested by contacting Stacey Duncan at financeoffice@rhodes.edu. 

Rhodes reserves the right to enforce appropriate standards of conduct and specifically reserves the right to terminate participation in the program by anyone who fails to maintain these standards or for any action or conduct that Rhodes considers to be incompatible with the interests, harmony, comfort, and welfare of other participants. It is important that participants conduct themselves in an entirely honorable manner during their association with this program, and avoid any act that might reasonably be construed as lying, cheating, or stealing.

Participation in Rhodes online programs is contingent on adherence to these expectations regarding student conduct. Unacceptable behavior includes, but is not limited to the following:

  • Participants are prohibited from engaging in any type of disrespectful, exclusionary, discriminatory, threatening, aggressive, or abusive behavior. Any such behavior may be grounds for dismissal from the program, regardless of whether such conduct occurs online, on social media, through verbal expression, or otherwise.
  • Participants may not consume any alcohol or illegal drugs while participating in the online classes or supplemental programming provided by the College.
  • Participants may not engage in any sexual misconduct, including online sexual harassment, while participating in classes and activities. Such behavior includes the use of technology to share images, videos, posts, and messages on public or private platforms.
  • Participants may not record, copy, or share online program events and materials with others.

Release of Liability: The undersigned, in consideration for being permitted to participate in the program, for him- or herself, his/her heirs and his/her personal representatives, hereby forever releases and discharges the College, its trustees, officers, faculty, staff, employees and agents (Released Parties), from any and all liability arising out of the undersigned’s participation in the program, including, without limitation, liability for any claims or causes of action whatsoever arising out of any damage, loss, or injury (including death), to the participant or to property owned by or in the custody of the participant while engaged in the program.

Academic Responsibility: For the satisfactory completion of the course and/or the awarding of academic credit (in relevant programs only), participants are expected to attend all lectures and seminars and to complete all assignments in a timely way. Further, participants are expected to abide by the Rhodes Honor Code at all times.

Online Programs: Rhodes uses several computer applications and web-based services operated by third parties (web-operators), such as Zoom, Moodle, and similar educational programs. In order for my child to use these applications and services, certain basic personal identifying information must be provided to the web-operator. These web-operators must notify parents/guardians and obtain parental consent before collecting personal information from children under 13 years old, but the law permits schools, like Rhodes, to consent to the collection of personal information on behalf of participants. Additionally, online programming may include the following:

  • One-on-one audio-video conferences with faculty and staff
  • Group audio-video conferences with faculty and staff
  • Audio-video interaction with other participants
  • College recording of online programming

Photos: Participants consent to the use of their photographs, comments, and photographic likenesses by Rhodes for publicity purposes insofar as Rhodes may in its discretion think fit.

Health and Safety: All participants shall assume responsibility for medical treatment and the cost of such treatment while in the program.

Rhodes reserves the right to take whatever action it may consider warranted by circumstances relating to the health and safety of the participants, and the undersigned hereby releases Rhodes from any liability for such decisions or actions. The participant hereby authorizes Rhodes and its agents and employees at their discretion without obtaining any further consent to arrange such medical services and treatment as may be deemed necessary for the participants at the sole risk and expense of the participants or their parents.

Parents will normally be contacted to pick up their child if any of the following obtain:

  • Illness that prevents a participant from taking part in activities for more than 24 hours.
  • Illness that results in greater need for care than we can provide.
  • Fever (above 100°F under the arm, above 101°F in the mouth, above 102°F in the ear) accompanied by other symptoms.
  • Diarrhea – two or more cases of loose stool.
  • Vomiting – incidents over two days.

Procedures in cases of medical emergencies:

  • Determine if the emergency is life-threatening. Contact Campus Safety.
  • In cases that are life-threatening, contact emergency medical services first (911).
  • Contact the parents at the emergency contact numbers provided.

Substance Abuse Policy: The sale, distribution, use or possession of a controlled drug or substance, or unauthorized prescription while a participant on this program represents a serious breach of conduct and will result in expulsion from the program and notification of the appropriate officials of the parent institution and/or others who may be concerned. Also, to be present, though not a participant, during a violation of this policy will in itself be deemed reprehensible and subject to penalty.

Weapons Policy: Rhodes College strictly prohibits possession of weapons of any type by students employees or visitors on all College property, including but not limited to firearms, B-B guns, pellet guns, bows and arrows, knives, explosives or any other object that could be used as a deadly weapon. (Weapons are defined in the Tennessee Code Annotated). Violators (including those individuals with valid Tennessee gun carry permits) are subject to suspension, expulsion, termination, or any combination of appropriate sanctions.

Any violation of this policy should be reported immediately to Campus Safety at (901) 843-3880. Prohibition of such weapons extends to the property and/or vehicles controlled by an individual while on College property. Questions regarding this policy should be directed to the Director of Campus Safety or the Chief Human Resources Officer.

Room Searches and Safety Inspections: The Director of the program or the Director’s designee, in consultation with the Director of Campus Safety and/or Director of Residence Life, may authorize a search of a student's premises if there is reasonable cause to believe that a violation of college policy is occurring or has occurred.

Authorized personnel of Rhodes have the right to enter student rooms at any time for purposes of maintenance and repair, inspection of health and safety conditions, and investigation of violation of College regulations.

Indemnity: The participant, in consideration for being permitted to participate in the program, both on campus and off campus, further agrees to assume the liability for, and indemnify and defend Rhodes from, any and all claims or damages for any sickness, personal injury, death, property damage or any other loss that may arise, either wholly or in part, out of any negligent, intentional or other act or omission by the participant in connection with the program, both on campus and off campus, including those claims or damages that may arise out of the joint or concurrent negligence of a third party, the Released Parties, or any of them.

Cancellation Policy: In the event of cancellation of an entire session of this program before
commencement of the program, all monies paid to Rhodes prior to that time will be refunded. These actions will terminate any further liability on the part of Rhodes.

Participants and their parents will be required to agree to these terms with their signature on a form presented to them by the Program Director or his/her designee.

FERPA: Rhodes complies with the Family Educational Rights and Privacy Act. As provided by the Department of Education regarding minor participants, “If a student is attending a postsecondary institution – at any age – the rights under FERPA have transferred to the student. However, in a situation where a student is enrolled in both a high school and a postsecondary institution, the two schools may exchange information on that student. If the student is under 18, the parents still retain the rights under FERPA at the high school and may inspect and review any records sent by the postsecondary institution to the high school.” Rhodes’ full FERPA statement can be found here.

Rhodes College Policy on the Protection of Minors

The College has established this Protection of Minors Policy to protect children who participate in programs and activities associated with the College or that are involved with non-College programs or activities on the College’s campus. Rhodes College welcomes the presence of children in our campus community and is committed to ensuring the health, safety and wellbeing of all children (those under the age of 18). This policy also provides guidance for College faculty, staff and students, as well as non-College organizations or individuals who are involved in programs with minors on campus.

  1. Scope

This policy applies broadly to interactions of College students, faculty, and staff with minors in College-affiliated programs and activities (including those hired temporarily to work in such programs), and non-College organizations or individuals that operate programs or activities involving minors on the College’s campus. College programs with activities for children fall within the scope of this policy and currently include, but are not limited to, athletic camps and academic programs (such as the Rhodes Summer Writing Institute and the Mock Trial Academy). College faculty and others on campus who only interact in classes or other normal academic settings with Rhodes undergraduates are not obligated to undergo the training or background checks required by this Policy. Anyone covered by this Policy who knows or suspects that a Rhodes undergraduate or high school student under the age of 18 has been abused or neglected must, however, make reports as required and outlined in Sections VIII and IX. Minors visiting campus and staying in dorms as part of an official visit with the Office of Admission are not covered under this policy. The Office of Admission trains undergraduate student hosts in appropriate conduct with minors, and coordinates official visits, including visits by athletic recruits who are spending the night on campus.

  1. Definitions

Abuse or Neglect of Minors1 for the purposes of this policy means serious physical or emotional harm, sexual abuse, exploitation or imminent risk of serious harm of a person under the age of18. Sexual abuse also means the commission of any act involving molestation, fondling or carnal knowledge of a child. Neglect includes the failure to make reasonable efforts to prevent the infliction of abuse upon a person under the age of 18.

Minor for the purpose of this policy is any person under the age of 18. Rhodes undergraduate students who are also under the age of 18 are treated similarly to other College students under this policy with regard to their interactions with minors in College-affiliated programs.

  1. Guidance and Responsibilities

When participating in College-affiliated programs and activities, students, faculty and staff (including those hired temporarily to work in such programs) must

  • always be vigilant in protecting the well-being and safety of minors with whom they interact on campus or elsewhere;
  • review the informational material about the signs of abuse and neglect of minors in Appendix A or at this website: https://www.childwelfare.gov/pubs/factsheets/whatiscan/ and Appendix C; and
  • watch for signs of minor abuse or neglect and promptly report suspected instances of abuse or neglect, or violations of this policy or law (see Sections VIII and IX).

Before engaging in any College-affiliated program or activity involving contact with minors, students, faculty and staff (including those hired temporarily to work in such programs) must

  • meet the requirements of this Policy relating to training (Section IV) and criminal background checks (Section V); and
  • meet any additional requirements that relate to the specific program or activity.

Program Directors and supervisors of all College and non-College affiliated programs that involve minors must 1) register their program; 2) coordinate and certify appropriate training; and 3) coordinate and certify appropriate background checks. Specific information is found in Appendix B. Non-College organizations and entities that operate programs or activities involving minors on campus must be aware of, and comply with this Policy.

To the extent that College faculty, staff or students are participating in programs or activities run by a non-College organization or entity off campus, they should familiarize themselves with, and follow, the policies of the organization relating to interactions with minors and understand their legal obligations with respect to working with minors in the program setting.

  1. Training

College students, faculty, and staff who participate in College-affiliated programs or activities involving minors (including those hired temporarily to work in such programs) must complete appropriate annual training and sign the certification form as outlined in Appendices B and C. Training is the responsibility of the director of each program. At a minimum, training must include

  • basic warning signs of abuse or neglect of minors;
  • guidelines for protecting minors from emotional and physical abuse and neglect; and
  • requirements and procedures for reporting incidents of suspected abuse or neglect or improper conduct.

Training may be expanded depending upon the program or activity and the person’s role in the program or activity.

Non-College organizations and entities that wish to operate programs or activities involving minors on campus must provide documentation to the College indicating that all individuals who will be interacting with minors (and anyone who supervises such individuals) have received training that meets or exceeds the minimum requirements of this section.

Specific requirements and procedures for training appear in Appendices B and C.

  1. Criminal and Background Checks

Certain categories of individuals are required to clear a criminal background check prior to participation in College-affiliated activities involving minors, and it is the responsibility of the director of each program to ensure that these checks are completed before offering employment. Area county schools require FBI/TBI background checks with fingerprinting. The College honors the results of these background checks for personnel entering schools through its classes and programs, and does not require an additional background check by HR. The categories of individuals who must undergo background checks are listed in Appendices B and D.

If a College criminal background check reveals adverse information or unfavorable results, the College will conduct an individualized assessment using criteria designed to identify potential risk to minors. A prior conviction shall not automatically disqualify a person from participating in a program or activity.

Non-College organizations and entities that operate programs or activities on campus involving minors must conduct criminal background checks of their employees, volunteers, and representatives that meet College standards. The College may request any additional information it deems necessary to meet the requirements of this Policy. Rhodes requires such organizations to have a minimum of $1,000,000 of liability insurance and a minimum of $1,000,000 of sexual moles tat ion insurance. Organizations that are unable to provide proof of the required insurance coverage will not be permitted to operate programs or activities on the Rhodes campus.

Specific requirements and procedures for background checks appear in Appendices B and D.

  1. Staffing and Supervision

An adequate ratio of staff to participants should be maintained at all times; particularly when in residence halls; Minimum required staffing ratios are as follows:

       Ages       Staff-to-Camper Ratio of Overnight Programs Staff-to-Camper Ratio for Day Programs
4-5 N/A 1:6
6-8 N/A 1:8
9-14 N/A 1:10
15-17 1:10 1:12

Acceptable procedures for releasing children from the program or activity should be followed (i.e. participants that are being picked up by a parent should be properly matched with the parent before the participant is released).    

  1. Housing Guidelines for Overnight Programs

For College groups, participants will be housed such that all those in a dorm are either: 18 and older; or are under 18. The only adults (18 or over) allowed to stay in a dorm with participants who are under 18 are program employees who have had a background check and training as outlined in the Policy, OR participants who are rising Rhodes freshman. However, if a camp has other participants who are 18 or older, rising Rhodes freshmen that are also 18 or older would normally be housed with these other adults. Age will be determined as the age of the participant on the first day of the program, and all programs should ask for date of birth on participant applications. It is the responsibility of the Program Director to ensure that Office of Residence Life knows the ages of all participants for appropriate housing assignments. If possible, programs should employ Resident Assistants (RA) recommended by the Residence Life Office. If none of the recommended RA’s is available to work the program, other Rhodes students may be considered for the RA positions.

Dorms are not appropriate family housing, and the College will not house family units (parents with their children) in dorms. The Office of Residence Life will work with each program to determine appropriate housing for participants and instructors. Visitors, other than parent/guardian and siblings, are discouraged. No overnight visitors are permitted.

The Program Director should collect and have readily available the following medical information for all participants:

  • Emergency contact information
  • Known medical conditions
  • List of medications the participant is taking (participants taking prescription medication must be able to self-administer their medication)
  • Health insurance information

The Campus Safety Office should be made aware of the program and should be provided with the following information prior to the start of the program:

  • Name of the program
  • Contact persons and phone numbers
  • Names of the residence halls where the participants will be staying overnight
  1. Reporting

According to Tennessee state law, a report is required when a person knows or has reasonable cause to suspect that a child has been abused, neglected, or sexually abused. Failure to report is a Class A misdemeanor.

  1. Emergencies: In case of an emergency, one should immediately call Campus Safety (901) 843-3880 or 911.
  2. Mandated Reporting: Any person with knowledge of child abuse or neglect (Tenn. Code. Ann. §§ 37-1-403; 37-1-605) must report that knowledge to local law enforcement or law enforcement where the child resides and internally to the College Title IX Coordinator or Campus Safety Office. This reporting obligation applies to physicians, osteopaths, medical examiners, chiropractors, nurses, hospital personnel, other health or mental professionals; teachers, other school officials or personnel, daycare center workers, or other professional child care; foster care, residential or institutional workers, social workers, practitioners who rely solely on spiritual means for healing, judges or law enforcement officers; neighbors, relatives or friends, and other persons. Essentially anyone with knowledge of child abuse or neglect must report that knowledge (Tenn. Code Ann. §§ 37-1-403; 37-1-605).

Reports may be made to the Tennessee Child Abuse Hotline, 877 237 0004, to the Memphis Police Department, or the Rhodes College Campus Safety Office, 901-843 3880, or the College Title IX Coordinator, TitleIX@rhodes.edu ; 901-843-3550 or by visiting 200 Southwestern Hall), or by filing a report at: http://bit.ly/rhodestixreport. The Title IX Coordinator, with support from other appropriate offices as necessary, will help determine appropriate next steps.

In addition, one should promptly notify one’s supervisor or the Program Director.

  1. Addressing Reports of Abuse or Neglect

A. Whenever the College receives a report of alleged abuse or neglect of a minor in a College affiliated program or activity:

  1. The person receiving the report shall immediately notify the Title IX Coordinator (see contact information above).
  2. The Title IX Coordinator, in consultation with the Campus Safety, the College Legal Counsel, and appropriate senior College leadership, shall: 
    1. Take immediate steps to prevent further harm to the alleged victim or other minors, including, where appropriate, removing the alleged abuser from the program or activity or limiting his or her contact with minors pending resolution of the matter. 
    2. Determine whether Campus Safety, TN Department of Child Services, or both have already been notified and, if not, whether such notification is required or appropriate given the circumstances. 
    3. If the parents or guardians of the alleged victim have not been notified and are not the alleged abusers, notify the parents or guardians of the minor involved. 
    4. Investigate the report and resolve the matter in a way that safeguards minors, protects the interests of victims and reporters, affords fundamental fairness to the accused, and meets relevant legal requirements.
    5. Facilitate the College’s cooperation with any investigation conducted by Campus Safety, TN Department of Child Services, or other governmental agency.

B. Whenever a report alleges that someone involved in a non-College program or activity on campus who is not a member of the College faculty, staff or student body has abused or neglected a minor, the person receiving the report shall immediately notify the Title IX Coordinator. The Title IX Coordinator, in consultation with Campus Safety, the College Legal Counsel, and appropriate senior College leadership, shall coordinate with the non-College organization or entity as necessary to see that the requirements of Part A. 2 of this Section are accomplished.

  1. Enforcement

Sanctions for violations of this policy will depend on the circumstances and the nature of the violation, but may include the full range of available College sanctions applicable to the individual including suspension, dismissal, termination, and, where appropriate, exclusion from campus. The College may also take necessary interim actions before determining whether a violation has occurred. The College may terminate relationships or take other appropriate actions against non- College entities that violate this Policy.

APPENDIX A: “What is Child Abuse and Neglect? Recognizing the Signs and Symptoms” Child Welfare Information Gateway (https://www.childwelfare.gov/pubPDFs/whatiscan.pdf)


APPENDIX B: For Program Directors and Supervisors
Rhodes College has adopted a “Protection of Minors Policy” to promote the wellbeing and safety of minors who participate in College-affiliated programs or activities and in programs and activities run by non-College organizations or individuals that operate programs or activities on the College’s campus.

Directors of programs or activities (“Program Directors”) of College and non-College Affiliated programs involving minors must

  1. Register their program with the Finance Office;
  2. Coordinate and certify appropriate training; and
  3. Coordinate and certify appropriate background checks.

Some details regarding each of these responsibilities follow below. Further details can be found in associated appendices.

1. Register the program or activity involving minors

Program Directors must register their program with the Finance Office In order to register a program or activity involving minors, fill out the “Program or Activity with Minors Registration Form” appended at the end of this policy and send to the Finance Office The completed form (which includes Program Director required training be completed – see below) must be on file in the Finance office 14 days prior to the opening date of the program or activity, or in the case of summer programs, by March 1 each year.

2. Coordinate and certify training for individuals working with minors

Program Directors are responsible for providing training to those working in College and non- College programs or activities with minors as outlined below.

a. Program Director required training: Program Directors must complete free online training through United Educators, our insurer. There are two courses to complete (see below) with a total time of about an hour. Login at this address: https://learn.ue.org/WJ2M5193586/RhodesProtectingChildren. Complete the Registration form.

  • Enter your first name, last name, and email address and click Register.
  • You will receive a welcome email with your username and a temporary password.
  • Follow the link in the email to sign on.
  • You will be prompted to:
    • Enter your temporary password
    • Create a new password
    • Create and answer a security question
  • Once you are logged in, be sure to complete all courses assigned to you. Program Directors must complete two training courses entitled “Hiring Staff Who Work with Minors” and “Identifying and Reporting Sexual Misconduct”, each will take about 30 minutes to complete.
  • A history of your completed courses is available in “My Completions.” You will also receive an email containing a link to your completion certificate, upon successful completion of the course. Note: If you have any issues with sign-in or accessing the courses, or if you did not receive your welcome e-mail, visit the Support Portal at https://portalhelp.ue.org/sims/helpcenter/common/layout/SelfHelpHome.seam?inst_name=ue or click any Support Portal link on the site.

b. Supervisors and Individuals who stay overnight, or are regularly alone, with minors require training

Supervisors, and individuals who stay overnight, or are regularly alone, with minors must complete the one online training course entitled Identifying and Reporting Sexual Misconduct (same as the director) and it will take about 30 minutes to complete. Login at this address:
https://learn.ue.org/WJ2M5193586/RhodesProtectingChildren. Complete the Registration form.

  • Enter your first name, last name, and email address and click Register.
  • You will receive a welcome email with your username and a temporary password.
  • Follow the link in the email to sign on.
  • You will be prompted to:
  • Enter your temporary password
  • Create a new password
  • Create and answer a security question
  • Once you are logged in, be sure to complete all courses assigned to you. Program staff must complete one training courses entitled “Identifying and Reporting Sexual Misconduct”, which will take about 30 minutes to complete.
  • A history of your completed courses is available in “My Completions.” You will also receive an email containing a link to your completion certificate, upon successful completion of the course. Note: If there are any issues with sign-in or accessing the courses, or if you did not receive your welcome e-mail, visit the Support Portal at https://portalhelp.ue.org/sims/helpcenter/common/layout/SelfHelpHome.seam?inst_name=ue or click any Support Portal link on the site.

c. Additional Required Training for All: Working with Minors Guidelines

All individuals working with minors in College affiliated programs or activities are required to

  • review Appendix A (Mandated Reporter training): What is Child Abuse and Neglect? Recognizing signs and symptoms;
  • review Appendix C: Working with Minors Guidelines; and
  • sign the Certification contained in Appendix C.

Individuals required to read Appendix C and to submit the signed Certification to the Program Director or supervisor prior to the start date of any program or activity (Program Directors should set an appropriate deadline). In general, individuals who participate in programs or activities involving minors are required to review the Guidelines and sign the Certification at least annually for each program or discrete activity.

Appendices A and C provide helpful tips for maintaining a safe and positive environment when working with minors, advice on signs of child abuse and neglect, and steps to take if you suspect that a minor has been abused or neglected.

d. Supplemental Training: Program Directors are encouraged to supplement the College’s training to meet the needs and specifics of their program.

3. Coordinate background checks for relevant individuals working with minors
Program Directors are responsible for coordinating criminal background checks of the following:

  • program and activity directors and supervisors (consult with Human Resources, if you are unsure who needs a background check);
  • those who stay overnight with minors; and
  • those who regularly spend time with minors as part of their job responsibilities or role in a program involving minors.

More specific information on background check requirements and procedures can be found in Appendix D. A few specifics are given below. Area county schools require FBI/TBI background checks with fingerprinting. The College honors the results of these background checks for personnel entering schools through its classes and programs.

Background checks need to be done no more than 90 days before the start date of the program. To start the background check process, send the names and email addresses of potential hires to Leigh Powel l (powelll@rhodes.edu) in Human Resources, and they will initiate the entire process. This process, from submission to result, can take several days so please leave 2 weeks between the request and the date you need to certify the check (see 4 below), just to be sure. The Program Director will be informed if concerns are raised by the background check. Because a problem with a background check could impact your ability to hire a particular individual, you should have HR perform background checks as early as possible, but no more than 90 days before the start date of your program. HR will forward concerns raised about Program Directors to the Finance Office. FBI/TBI checks are performed by an external service.

Training and background check certification

Program Directors are responsible for certifying that all training and background check requirements are fulfilled by completing the “Program Employee Information” form and attaching all signed “Training Certification” forms (last page of Appendix C) for each employee, volunteer, and supervisor, and the online certifications for those necessary. This completed form and accompanying documentation is due at least 7 days prior to the start date of the program to the Finance Office.

Non-College Programs Operating on the College Campus

Non-College organizations that wish to operate programs or activities involving minors on campus must comply with the College’s Protection of Minors Policy, including requirements relating to reporting suspected abuse or neglect of minors, completing all relevant training and criminal background checks, and providing satisfactory evidence of liability insurance as noted in Section V of the Rhodes College Policy on the Protection of Minors. Non-College organizations or entities must also register their program and submit to the Finance Office certification of compliance with the training requirements described herein at least seven (7) days prior to the start of any program or activity involving minors on campus.

College departments or units that would like to host non-College programs involving minors on campus (“Non-College Program Coordinators”) must contact the Finance Office well in advance of the program’s anticipated start date for further information about the procedures for ensuring that outside organizations meet these requirements.


APPENDIX C: Working with Minors Guidelines

Information for Those Working with Minors in College-Run or -Affiliated Programs or Activities

Rhodes welcomes the presence of children in our campus community and is committed to ensuring the health, safety and well-being of all children (those under the age of 18). To further this goal, this packet contains important information that individuals1 must review if they are participating in programs or activities involving minors that 1) the College operates or 2) that others operate in College facilities.

You are receiving this information because you have been identified as participating in a program or activity with participants who are minors. You must review the information in this packet and return the attached certification indicating that you have read the packet and agree to comply with the requirements it describes. You must also determine whether you may be a mandated reporter and agree to comply with the obligations imposed by law and by the College on mandated reporters. You may also be required to review additional materials that are germane to your specific situation.

This informational packet contains the following:

  • Guidelines for working with minors that will help you to maintain safe and positive interactions and reduce the risk of mistaken allegations;
  • Steps to take if you suspect that a minor has been abused or neglected or is otherwise unsafe, including information about how to report your suspicions or ask questions;
  • Advice on the signs of child abuse and neglect from the US Department of Health and Human Services Administration for Children and Families; and
  • An acknowledgement form that you must sign to certify that you have read and understood the information and will comply with your obligations if you are a mandated reporter. This form must be turned into the director of the program or activity in which you are participating by the deadline set by the director of your program (and at least 7 days prior to the start date of the program).

Code of Conduct for Working with Minors

Those associated with programs or activities involving minors should observe the following "dos" and "don'ts" in order to maintain a safe and positive experience for program participants, encourage parental confidence, and avoid mistaken allegations.

DO:

  • Maintain the highest standards of personal behavior at all times when interacting with minors. 
  • Whenever possible, try to have another adult present if you are working with minors in an unsupervised setting.
  • Conduct necessary one-on-one interactions with minors in a public environment where you can be observed.
  • Listen to and interact with minors and provide appropriate praise and positive reinforcement.
  • Treat all minors in a group consistently and fairly, and with respect and dignity.
  • Be friendly with minors within the context of the formal program or activity while maintaining appropriate boundaries.
  • Maintain discipline and discourage inappropriate behavior by minors, consulting with your supervisors if you need help with misbehaving youth.
  • Be aware of how your actions and intentions might be perceived and could be misinterpreted.
  • Consult with other adult supervisors or colleagues when you feel uncertain about a situation.

DON'T:

  • Don’t spend significant time alone with one minor away from the group or conduct private interactions with minors in enclosed spaces or behind closed doors.
  • Don’t engage in inappropriate touching or have any physical contact with a minor.
  • Don’t use inappropriate language, tell risqué jokes, or make sexually suggestive comments around minors, even if minors themselves are doing so.
  • Don’t give personal gifts to, or do special favors for, a minor or do things that may be seen as favoring one minor over others.
  • Don’t share information with minors about your private life or have informal or purely social contact with minors outside of program activities.
  • Don’t strike or hit a minor, or use corporal punishment or other punishment involving physical pain or discomfort.
  • Don’t relate to minors as if they were peers, conduct private correspondence or take on the role of "confidant" (outside of a professional counseling relationship).
  • Don’t “friend” minors on personal social media networks. If your Program has a Facebook page, Twitter account or uses other social media, be sure to use it for Program business only.
  • Don’t date or become romantically or sexually involved with a minor, either in person or virtually (no sexting).
  • Don’t show pornography to minors or involve minors in pornographic activities, either in person or virtually.
  • Don’t provide alcohol or drugs to minors or use them in the presence of minors.


Reporting: What to do if you suspect a minor has been abused or neglected or is otherwise unsafe

According to Tennessee State Law Citation: Tenn. Code Ann. §§§ 37-1-403; 37-1-605, a report is required when a person knows or has reasonable cause to suspect that a child has been abused, neglected, or sexually abused. Failure to report is a Class A misdemeanor.

  • Emergencies: In case of an emergency, one should immediately call Campus Safety (901) 843-3880 or call 911.
  • Mandated Reporting: Any person with knowledge of child abuse or neglect (Tenn. Code. Ann. §§ 37-1-403; 37-1-605) must report that knowledge to local law enforcement or law enforcement where the child resides. This reporting obligation applies to physicians, osteopaths, medical examiners, chiropractors, nurses, hospital personnel, other health or mental professionals; teachers, other school officials or personnel, daycare center workers, or other professional child care; foster care, residential or institutional workers, social workers, practitioners who rely solely on spiritual means for healing, judges or law enforcement officers; neighbors, relatives or friends, and other persons. Essentially anyone with knowledge of child abuse or neglect must report that knowledge (Tenn. Code Ann. §§ 37-1-403; 37-1-605).
  • Reports may be made to the Tennessee Child Abuse Hotline, 877 237 0004, to the Memphis Police Department, or the Rhodes Col lege Campus Safety Of f ice, 901- 843-3880, or the College Title IX Coordinator, TitleIX@rhodes.edu ; 901-843-3550). The Title IX Coordinator, with support from other appropriate offices as necessary, will help determine appropriate next steps.
  • Internal Reports of Known or Suspected Abuse or Neglect of Minors: Anyone participating in a College-affiliated program or activity involving minors or a non-College program or activity operating on campus involving minors who knows, suspects, or receives information indicating that a minor has been abused or neglected, or who has other concerns about the safety of minors MUST inform the College Title IX Coordinator 901-843-3550 or visiting 200 Southwestern Hall, by emailing TitleIX@rhodes.edu, or by filing a report at: http://bit.ly/rhodestixreport.
  • In addition, one should promptly notify one’s supervisor or the Program Director.


APPENDIX D: Criminal Background Checks for Those Interacting with Minors

The following categories of adults are required to undergo a criminal background check prior to their participation in College activities or programs involving minors:

  • Directors and supervisors of programs involving minors, including those who are responsible for supervising those who interact with minors;
  • Those who stay overnight with minors as part of their job responsibilities in a program or activity involving minors; and 
  • Those who regularly spend time with minors as part of their job responsibilities or role in a program involving minors.

More guidance on which employees need background checks, see the Guidance at the end of this appendix.

Background checks for College employees and students who participate in College- affiliated programs or activities involving minors must be renewed every four (4) years. Any employee or student who is required by this Policy to have a background check is under a continuing obligation, as long as he/she continues to participate in programs or activities involving minors, to disclose immediately any new felony or misdemeanor conviction to the Human Resource Office. Employees who have a break in service of more than six (6) months, and students who withdraw, are suspended or dismissed, or who take leaves of absence of more than six (6) months, will be required to undergo a new background check if they reengage in College programs or activities involving minors and would otherwise be required to undergo a background check pursuant to this policy.

Individuals who are required to have a background check under this Policy who are not College employees or students (whether involved in a College program or activity or one operated by a non-College entity) must renew the background check annually to continue participation. Human Resources (HR) will oversee the processing of criminal background checks and maintain all records relating to these checks for at least 10 years, except in the case of FBI/TBI background checks with fingerprinting. Details on the mechanics of getting background checks done through HR can be found in Appendix B.

For College-affiliated programs or activities, only a background check conducted by the College or an external source approved by the College (such as FBI/TBI check with fingerprinting) will be accepted for purposes of this policy. Background checks, at a minimum, shall consist of a social security number trace, address locator for seven years, a search of federal and state or county databases for criminal history for the past seven years, and a sex offender registry check.

If a background check reveals adverse information or unfavorable results as determined solely by the College, an individualized assessment will be conducted by HR and the Finance Office, taking into account the following:

  • the nature of the finding;
  • the job for which the applicant is being considered;
  • the underlying event(s) that occurred;
  • the time elapsed since the event(s) occurred;
  • the applicant’s employment history and other evidence of his or her activities in the intervening time since the event(s) occurred; and
  • other relevant information.

A prior conviction shall not automatically disqualify an applicant from a program or activity, but shall be considered using the criteria identified above.

Non-College Programs Operating on the College Campus

Non-College organizations and entities that operate programs or activities involving minors on campus must conduct criminal background checks of their employees, volunteers, and representatives that meet College standards. If any background check conducted by a non-College program returns a conviction or other adverse information, the external program must inform their College contact person in writing. The College may, in its sole discretion, exclude any external program employee, volunteer, or representative who does not successfully pass a background check.

Certification of compliance with the background check rules described herein, including that they have conducted background checks as set forth in this Policy and that they have disclosed all convictions revealed by background checks, is required prior to the start of any program or activity involving minors on campus. The College may request any additional information it deems necessary to meet the requirements of this Policy.

Guidance: Background Check Requirements Student workers

Student workers are all "current and incoming College undergraduate students" and thus include rising accepted and deposited freshmen and accepted and deposited transfer students. HR has a separate form for hiring "Current and Incoming College undergraduate students.”

Employees in the Student Worker category WILL be subject to background checks

  • IF
  1. they are 18 years or older;
  • AND a OR b:
  1. they "regularly spend time with minors as part of their job responsibilities or role in a program involving minors". Directors will need to determine if an employee, volunteer or student regularly spends time with minors.
  2. they "stay overnight with minors as part of their job responsibilities in a program or activity involving minors".

All new employees in temp and staff positions must have a background check performed before they are hired. This includes temp employees and staff who have already been in the employ of the College at any point in the past, regardless of the length of time of any break in service. Current policy is for all such tests and checks to be charged to the department or program that is doing the hiring.

  • This policy applies to all employees of your programs that you are hiring each year EXCEPT
  1. those who are "Current and Incoming College undergraduate students" who have NOT
  • withdrawn from the College;
  • been suspended or dismissed; or
  • taken a leave of absence for more than 6 months.
     
  • Employees in your program will be subject to a new background check only every 4 years IF a AND b are true, AND IF they need a background check because of c OR d:
  1. they are already in the employ of the College; and
  2. they have not had a break in service of more than 6 months (excluding approved leaves of absence);
  3. they "regularly spend time with minors as part of their job responsibilities or role in a program involving minors". Directors will need to determine if an employee, volunteer or student regularly spends time with minors; or
  4. they "stay overnight with minors as part of their job responsibilities in a program or activity involving minors".

You are responsible for making sure your employees who are also in the employ of the College have had a background check in the past 4 years IF they are in the category that need a background check (either c or d above are true). Some employees may have been hired before the College started doing background checks. Check with HR to confirm an up-to-date background check (again, only on those for whom it is necessary).

Other Individuals: Individuals who are required to have a background check under this Policy who are not College employees or students (whether involved in a College program or activity or one operated by a non-College entity) must renew the background check annually to continue participation.

APPENDIX E: External Programs Operating on College Campus

Non-College organizations and entities that wish to operate programs or activities involving minors on campus must comply with the College’s Protection of Minors Policy, including requirements relating to reporting suspected abuse or neglect of minors, completing all relevant training, and criminal background checks, and providing satisfactory evidence of liability insurance as noted in Section V of the Rhodes College Policy on the Protection of Minors. Non-College organizations or entities must also register their program and submit to the Finance Office certification of compliance with the training requirements described herein at least seven (7) days prior to the start of any program or activity involving minors on campus.

These organizations must conduct criminal background checks of their employees, volunteers, and representatives that meet College standards. If any background check conducted by a non- College program returns a conviction or other adverse information, the external program must inform their College contact person in writing. The College may, in its sole discretion, exclude any external program employee, volunteer, or representative who does not successfully pass a background check.

Certification of compliance with the background check rules described herein, including that they have conducted background checks as set forth in this Policy and that they have disclosed all convictions revealed by background checks, is required prior to the start of any program or activity involving minors on campus. The College may request any additional information it deems necessary to meet the requirements of this Policy.

College departments or units that would like to host non-College programs involving minors on campus (“External Program Coordinators”) must contact the Finance Office well in advance of the program’s anticipated start date for further information about the procedures for ensuring that outside organizations meet these requirements.


SUMMER RESIDENTIAL PROGRAMS AT RHODES COLLEGE STATEMENT OF RESPONSIBILITY

The undersigned is a student accepted into a residential summer program at Rhodes College (hereinafter referred to as “program”) and the student’s parent. The undersigned agrees to the obligations and considerations set forth herein. Reference in these conditions to Rhodes College (hereinafter referred to as “Rhodes”) shall include all its officers, trustees, employees, agents and related parties, individually and collectively. Reference in the conditions to "participants" shall include all students who have been accepted into the program. All reference herein to "the parents" of the participants shall include the legal guardians or other adults responsible for the applicant.

Behavioral Responsibilities: All participants will at all times comply with rules, standards, and instructions for student behavior set forth in the Rhodes Student Handbook and the summer camp policies and guidelines. Rhodes reserves the right to enforce appropriate standards of conduct and specifically reserves the right to terminate participation in the program by anyone who fails to maintain these standards or for any action or conduct that Rhodes considers to be incompatible with the interests, harmony, comfort, and welfare of other participants. It is important that participants conduct themselves in an entirely honorable manner during their association with this program, and avoid any act that might reasonably be construed as lying, cheating, or stealing. Participation in Rhodes online programs is contingent on adherence to these expectations regarding student conduct. Unacceptable behavior includes, but is not limited to the following:

  • Participants are prohibited from engaging in any type of disrespectful, exclusionary, discriminatory, threatening, aggressive, or abusive behavior. Any such behavior may be grounds for dismissal from the program, regardless of whether such conduct occurs online, on social media, through verbal expression, or otherwise.
  • Participants may not consume any alcohol or illegal drugs while participating in the online classes or supplemental programming provided by the College.
  • Participants may not engage in any sexual misconduct, including online sexual harassment, while participating in classes and activities. Such behavior includes the use of technology to share images, videos, posts, and messages on public or private platforms.
  • Participants may not record, copy, or share online program events and materials with others.

Release of Liability: The undersigned, in consideration for being permitted to participate in the program, for himself, his heirs and his personal representatives, hereby forever releases and discharges the College, its trustees, officers, faculty, staff, employees and agents (Released Parties), from any and all liability arising out of the undersigned’s participation in the program, including, without limitation, liability for any claims or causes of action whatsoever arising out of any damage, loss, or injury (including death), to the participant or to property owned by or in the custody of the participant while engaged in the program.

Academic Responsibility: For the satisfactory completion of the course and/or the awarding of academic credit (in relevant programs only), participants are expected to attend all lectures and seminars and to complete all assignments in a timely way. Further, participants are expected to abide by the Rhodes Honor Code at all times.

Online Programs: Rhodes uses several computer applications and web-based services operated by third parties (web-operators), such as Zoom, Moodle, and similar educational programs. In order for my child to use these applications and services, certain basic personal identifying information must be provided to the web-operator. These web-operators must notify parents/guardians and obtain parental consent before collecting personal information from children under 13 years old, but the law permits schools, like Rhodes, to consent to the collection of personal information on behalf of participants. Additionally, online programming may include the following:

  • One-on-one audio-video conferences with faculty and staff
  • Group audio-video conferences with faculty and staff
  • Audio-video interaction with other participants
  • College recording of online programming

Photos: Participants consent to the use of their photographs, comments, and photographic likenesses by Rhodes for publicity purposes insofar as Rhodes may in its discretion think fit.

Health and Safety: All participants shall assume responsibility for medical treatment and the cost of such treatment while in the program.

Rhodes reserves the right to take whatever action it may consider warranted by circumstances relating to the health and safety of the participants, and the undersigned hereby releases Rhodes from any liability for such decisions or actions. The participant hereby authorizes Rhodes and its agents and employees at their discretion without obtaining any further consent to arrange such medical services and treatment as may be deemed necessary for the participants at the sole risk and expense of the participants or their parents.

Parents will be contacted to pick up their child if any of the following obtain:

  1. Illness that prevents a participant from taking part in activities for more than 24 hours.
  2. Illness that results in greater need for care than we can provide. Fever (above 100°F under the arm, above 101°F in the mouth, above 102°F in the ear) accompanied by other symptoms.
  3. Diarrhea – two or more cases of loose stool.
  4. Vomiting – incidents over two days.

Procedures in such cases of medical emergencies:

  1. Determine if it the emergency is life-threatening. Contact Campus Safety.
  2. In cases that are life-threatening, contact emergency medical services first (911).
  3. Contact the parents at the emergency contact numbers provided.

Substance Abuse Policy: The sale, distribution, use or possession of a controlled drug or substance, or unauthorized prescription while a participant on this program represents a serious breach of conduct and will result in expulsion from the program and notification of the appropriate officials of the parent institution and/or others who may be concerned. Also, to be present, though not a participant, during a violation of this policy will in itself be deemed reprehensible and subject to penalty.

Weapons Policy: Rhodes College strictly prohibits possession of weapons of any type by students, employees or visitors on all College property, including but not limited to firearms, B-B guns, pellet guns, bows and arrows, knives, explosives or any other object that could be used as a deadly weapon. (Weapons are defined in the Tennessee Code Annotated). Violators (including those individuals with valid Tennessee gun carry permits) are subject to suspension, expulsion, termination, or any combination of appropriate sanctions. 

Any violation of this policy should be reported immediately to Campus Safety at 843-3880. Prohibition of such weapons extends to the property and/or vehicles controlled by an individual while on College property. Questions regarding this policy should be directed to the Director of Campus Safety or Director of Human Resources.

Room Searches and Safety Inspections: The Director of the program of the Director’s designee, in consultation with the Director of Campus Safety and/or Director of Residence Life, may authorize a search of a student's premise if there is reasonable cause to believe that a violation of college policy is occurring or has occurred.

Authorized personnel of Rhodes have the right to enter student rooms at any time for purposes of maintenance and repair, inspection of health and safety conditions, and investigation of violation of College regulations. Resident Assistants conduct routine checks of battery-powered room smoke detectors.

Indemnity: The participant, in consideration for being permitted to participate in the program, both on campus and off campus, further agrees to assume the liability for, and indemnify and defend Rhodes from, any and all claims or damages for any sickness, personal injury, death, property damage or any other loss that may arise, either wholly or in part, out of any negligent, intentional or other act or omission by the participant in connection with the program, both on campus and off campus, including those claims or damages that may arise out of the joint or concurrent negligence of a third party, the Released Parties, or any of them.

Cancellation Policy: In the event of cancellation of an entire session of this program before commencement of the program, all monies paid to Rhodes prior to that time will be refunded. These actions will terminate any further liability on the part of Rhodes.

FERPA: Rhodes complies with the Family Educational Rights and Privacy Act. As provided by the Department of Education regarding minor participants, “If a student is attending a postsecondary institution – at any age – the rights under FERPA have transferred to the student. However, in a situation where a student is enrolled in both a high school and a postsecondary institution, the two schools may exchange information on that student. If the student is under 18, the parents still retain the rights under FERPA at the high school and may inspect and review any records sent by the postsecondary institution to the high school.” Rhodes’ full FERPA statement can be found here.

hendrix@rhodes.edu August 20, 2021

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/protection-minors-policy


Romantic and/or Sexual Relationships Between Employees

Rhodes College recognizes that relationships of a romantic and/or sexual nature may develop between two employees. These relationships (even when consensual) are potentially exploitive when one employee is the supervisor of the other because of the inherent imbalance of power. In addition, when such relationships come to an end they can potentially lead to claims of sexual harassment. (For more information please refer to the College "Anti-Discrimination and Harassment Policy").

Because of these potential issues, Rhodes College prohibits employees from making decisions affecting the appointment, retention, promotion, demotion, salary or work assignments of an employee with whom they have a romantic or sexual relationship. When an intimate relationship develops between employees in a supervisory relationship, immediate steps must be taken to terminate the supervisory arrangement and alternative means of supervision must be implemented.

Each individual has the responsibility for promptly disclosing that such a relationship exists to the Chief Human Resources Officer. After the relationship is disclosed the alternative means of supervision will be made by the second level supervisor as approved by the appropriate Dean or Vice President. The employee’s failure to report a relationship may result in disciplinary action for the employees involved – see “Employee Discipline and Termination”.

In exceptional circumstances, necessitated by unique qualifications or responsibilities, a supervisory relationship may exist between two people in a sexual or romantic relationship. In these cases, job performance, work assignments and salary determinations shall be handled by the second level supervisor as approved by the appropriate Dean or Vice President.

admin October 30, 2017

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/romantic-andor-sexual-relationships-between


Secondary Employment

Guidelines Regarding Outside Employment for Full-Time Employees

Time Limitations. Paid outside employment will be limited to the person’s non-scheduled work hours at the College (i.e., evenings, weekends, and vacations or holidays). Exceptions to this policy shall be made only upon the written approval of the appropriate Vice President/Dean and the Vice President for Finance and Business Affairs.

Approval. Faculty requesting approval for continuing outside employment, or for outside employment that is expected to be more frequent than once a year, shall submit a formal, written request, giving the name(s) of outside employer(s), the amount of time involved and schedule, and a statement that all outside employment will meet the requirements of these policies. 

This Remunerative Employment Request may be made by faculty and approved by the Provost in Workday. Depending upon the timing of the request, approved employment may also be included in faculty contracts. If the request is approved by the Provost, it will be made a part of the employment contract for contract employees. All approved requests are retained in the employee’s personnel file. Occasional honoraria for speaking and leadership in academic consortia or associations are not considered as outside employment.

Materials, facilities and ITS Services. Normally in outside employment, no use will be made of Rhodes materials and facilities and ITS services. Exceptions to this policy shall be made only by written authorization from the appropriate Vice President and proper reimbursement to the College. 

Name. The use of the College name in soliciting outside employment is prohibited except in cases approved by the appropriate Vice President.

Competition. Providing services to higher education institutions is prohibited. Exceptions to this policy may be made in regard to teaching if the gain for the College is sufficient. Such exceptions shall be made only upon the written approval of the Vice President of Academic Affairs and the President.

College values and goals. Activities to fulfill outside employment should be consistent with Rhodes values and goals.

Non interference. Activities in the pursuit of outside employment shall not interfere with one’s duties at the College.

Disciplinary action. Violations of these policies could result in disciplinary action, reduced remuneration, or in case of moral turpitude or adequate cause, termination.

Conflict of interest. No full-time member of the faculty or administration at the College shall engage in outside employment, whether for extra compensation or not, which would be a conflict of interest with those of the College. Please contact the Finance Office to obtain the required Conflict of Interest Form.

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/secondary-employment


Smoking Policy

Certain areas of the campus are designated as non-smoking. Specifically, all interior spaces of all buildings and all exterior space within 50 feet of all buildings are designated as “No Smoking”. 

In order for Rhodes to have an environment that is relatively free of pollutants or other substances that may be hazardous to one’s health, members of the campus community are encouraged to direct those who choose to smoke to do so in exterior locations at least 50 feet away from all buildings.  

All residence hall spaces are non-smoking, including student rooms, social rooms, and hallways. This policy includes e-cigarettes, which are not permitted for use in any buildings. A violation of the smoking policy is also a violation of the fire safety policy.

Anonymous (not verified) February 14, 2018

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/smoking-policy


Social Security

Social Security is deducted from each employee’s paycheck at an established Federal Government rate. The College shares the cost of this benefit by matching contributions for all employees. 

Social Security benefits are paid for death, total disability, and retirement, provided you have been covered by Social Security for a period of time sufficient for eligibility. These benefits are paid regardless of any other insurance coverage you may have. Claims for benefits should be filed with the local Social Security office.

The Social Security Administration recommends you check your account periodically at http://www.ssa.gov/.

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/social-security


Standards of Ethical Conduct

Rhodes College is committed to the highest standards of ethics and integrity. Each employee pledges that they will hold themselves and those who report to them to the highest standards of honest and ethical conduct. 

  • Each employee will report to their supervisor any real or potential conflicts of interest between their personal and professional relationships, including those relationships with only the appearance of a conflict. Such conflicts may arise when someone could receive personal benefits (financial and otherwise) as a result of their position at the College. All employees with any financial responsibility will complete the Conflict of Interest Questionnaire on an annual basis.
  • Each employee is committed to full, fair, accurate, timely, and understandable disclosure in the College’s financial statements and other public documents. Each employee should understand that even individuals outside the Finance area help create the College’s financial statements since all entries into the College’s accounting and financial records maintained in its administrative systems contribute to the development of the financial statements. Each employee should also understand that any public announcement or statement by the College must be complete and correct to the best of their abilities.
  • Each employee will transact the business of the College in compliance with laws, rules, and regulations applicable where it conducts business.
  • Each employee will acknowledge that employment records, student data, and other information they utilize may be covered by laws of confidentiality, and pledge that they will not disclose any confidential information except where authorized or legally obligated to do so.
  • Each employee pledges to promptly report any violations of this Code or any other suspected fraud or fraudulent activity of which they become aware to the Executive Assistant to the President. They may make such reports in writing, by telephone, or by email, or in person by appointment. The College will not allow any retaliation against anyone who acts in good faith in reporting any such violation or suspected violation.
  • Each employee is responsible for their own adherence to these Standards, and for exercising proper supervision to detect and report violations by their subordinates, peers, and other members of the Rhodes’ community.

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/employee-handbook/employment-policies/standards-ethical-conduct


Student Payroll

Pay Period. All Rhodes student employees are paid bi-weekly. If a regular pay date falls on a holiday, the checks will be released on the last banking day preceding that date.

Reporting Student Employment Hours. Student employees must report their hours worked using the College electronic timekeeping system. Records which are received after 9:30 a.m. on the due date will not be processed for payment until the next pay period. Supervisors who approve hours worked through the College electronic timekeeping system have the primary responsibility for making certain that the report is accurate, complete, and within government work-study regulations. Falsification of time reports will be subject to disciplinary action.

Students may not work during hours that coincide with class sessions in which they are enrolled. Students hours are limited for all positions combined, and under no circumstances are students permitted to work more than forty (40) hours per week.

Automatic Check Deposits. All student employees may have their pay checks automatically deposited into a checking or savings accounts at any bank of their choice by maintaining their payment elections in Workday while on the campus network. If changes to payment elections are required while an employee is unable to be on the campus network, please contact the Payroll Office.

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/student-payroll


Temporary Employment

Departments that require temporary employees should first obtain approval from the appropriate Vice President or Dean and then consult with the Human Resources Office. All persons employed by the College must be compensated through the regular payroll system or a third party temporary employment agency. Check requests for departmental non-salary funds to compensate temporary employees will not be approved. Dependents of employees will not be paid through the Financial Aid Office unless they are current Rhodes students and the hiring department has adequate funding. All others must be employed through the Human Resources Office.

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/temporary-employment


Uniforms Policy

The College provides uniforms for Campus Safety Officers, Housekeeping, Engineering, Building Maintenance, and Special Services staff. Staff are expected to wear a clean uniform every day. The employee is required to return the uniforms on their last day of employment. For any uniforms not returned or returned damaged, the cost of the uniforms may be deducted from the employee′s final paycheck.

The College does not provide shoes or boots nor requires steel toe protection, but staff members are required to wear the proper shoes or boots based on suitability with the job description and the supervisor's approval. Staff should wear solid sole, closed toe work shoes or boots and consider shoes with steel toe protection. Sandals, or other open toe shoes, slides, slip-ons or high heels are not be allowed.  

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/uniforms-policy


Vaccine Policy

COVID-19 Vaccinations

In order to protect the health of our community, Rhodes will require all faculty and staff to be fully vaccinated by September 30, 2021. Vaccination and submission of vaccination records (or an approved request for exemption due to medical or religious reasons) by September 30 is a condition of continued employment. 

Staff: For staff members in the process of getting vaccinated and those granted an exemption, their work location and/or schedule may be adjusted to increase physical distancing and limit contact with others. This will include a shift to remote work for those whom it is feasible to fulfill their work responsibilities remotely. For those whom a shift to remote work is not feasible, weekly asymptomatic testing will be required. Once the employee is fourteen days beyond the completion of their vaccination series, they may return to the normal work schedule/location.

After September 30, 2021, supervisors will be notified of staff members who are not in compliance, and the College will take appropriate disciplinary action, which will include a period of two weeks of unpaid administrative leave and, for those not vaccinated at the end of the administrative leave, termination of employment. Employees who submit fraudulent or illegitimate vaccination records may be subject to discipline, up to and including termination.

Faculty: All faculty who are fully vaccinated will teach in person. Faculty who are not yet fourteen days beyond the completion of their vaccination series by the time of their first class will need to begin the semester teaching remotely. Once a faculty member is fourteen days beyond the completion of their vaccination series, they may begin teaching in person.

Faculty granted a medical or religious exemption will teach their classes remotely. Faculty who have neither received both doses of a vaccine nor been approved by Human Resources for a medical or religious exemption by September 30 will teach remotely for the fall semester.

Faculty who have neither received a full vaccine series nor been approved by Human Resources for a medical or religious exemption by September 30 will be given written notification of the College’s intention to place them on unpaid leave for the spring 2022 semester. If conditions warrant, the College may reconsider this decision by the end of the fall 2021 semester. However, be advised that the College considers the likelihood of waiving the vaccination requirement at any time during the 2021-22 academic year to be unlikely. 

Exemptions: Individuals may seek a medical or a religious exemption to the vaccination requirement. Please email Human Resources (vaccines@rhodes.edu), to request either a medical or religious exemption and to obtain the necessary paperwork to be completed in accordance with the exemption request. Completed exemption forms are due no later than August 25, 2021. There is no guarantee that an exemption will be granted.

Retaliation Prohibited
Rhodes strictly prohibits retaliation against any employee who makes a good faith request for exemption from the vaccine, regardless of whether the exemption is granted. Any employee found to have engaged in retaliation against an employee who makes a valid request for an exemption will be subject to discipline, up to and including termination. Employees who submit fraudulent or illegitimate vaccination requests for exemption from the vaccine may also be subject to discipline, up to and including termination. To report instances of retaliation of fraudulent documentation, contact Human Resources.  
 

hendrix@rhodes.edu August 10, 2021

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/vaccine-policy


Weapons Policy

Rhodes College strictly prohibits possession of weapons of any type by students, employees or visitors on all College property, including but not limited to firearms, B-B guns, pellet guns, bows and arrows, knives, explosives or any other object that could be used as a deadly weapon. (Weapons are defined in the Tennessee Code Annotated.)

Violators (including those individuals with valid Tennessee gun carry permits) are subject to suspension, expulsion, termination, or any combination of appropriate sanctions.

The sole exception to this policy is that Rhodes College complies with Tennessee Code Annotated § 39-17-1313.

In accordance with TCA § 39-17-1313,  a person who has a valid enhanced handgun carry permit or concealed handgun carry permit or who lawfully carries a handgun pursuant to § 39–17–1307(g) may, unless expressly prohibited by federal law, transport and store a firearm or firearm ammunition in the person’s motor vehicle if:

  1. The permit holder’s vehicle is parked and located where it is permitted to be;
    and
  2. The firearm or ammunition being transported or stored in the vehicle:
    • Is kept from ordinary observation if the permit holder is in the vehicle;
    • Is kept from ordinary observation and locked within the trunk, glove box, or interior of the person’s motor vehicle or a container securely affixed to the vehicle if the permit holder is not in the vehicle.

Any violation of this policy should be reported immediately to Campus Safety at 843-3880. Prohibition of such weapons extends to the property and/or vehicles controlled by an individual while on College property if that individual is not in compliance with TCA § 39-17-1313. Questions regarding this policy should be directed to the Director of Campus Safety or the Chief Human Resources Officer.

 

Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/weapons-policy


Work Hours

Wage and Hour Laws of the Fair Labor Standards Act. The Fair Labor Standards Act contains specific requirements concerning employees’ wages and hours worked. It is the policy of Rhodes to document hours worked and pay wages in accordance with the Fair Labor Standards Act.

The official work week is from Monday morning to the following Sunday night.

The normal work schedule for office personnel is 8:30 a.m. to 5:00 p.m., Monday through Friday, with one hour for lunch. Please check with your supervisor for your individual work schedule.

The normal work schedule for full-time, non-exempt personnel in Physical Plant and Campus Safety is forty (40) hours per work week. Please check with your supervisor for your individual work schedule.

All employees may take a fifteen-minute break each half-day. Breaks should be scheduled so that offices and telephones, or other essential responsibilities, are not left unattended. Breaks not taken may not be translated into any other kind of privilege, such as early departure, elongated lunch period, or overtime pay.

At the supervisor’s discretion the employee may be allowed or required to take time off to maintain time worked within the 40-hour work week. This time must be taken within the same 40-hour work-week in which the unscheduled hours are worked. It is violation of the law to “bank” overtime for use at a later date.    

How to Report Time:

  • Directors and above are responsible for maintaining individual record of time not worked. Time reports are not submitted.
  • Exempt employees: Request and report time not worked (i.e., sick and vacation) in Workday.
  • Salaried non-exempt: Report time worked and leave time in Workday.
  • Hourly Non-exempt: Report time worked and leave time (i.e., sick and vacation) through the College electronic timekeeping system.

Time Records and College electronic time keeping system:

  • Time must be kept daily by employee.
  • Hours worked must be reported accurately per day and on the exact date worked.
  • Records must be submitted to Payroll Office in Southwestern Hall by 9:30 a.m. Monday on a biweekly basis.
  • Falsification by employee or supervisors is subject to termination.

Regular Work Time is defined:

  • All hours worked by the employee.
  • Other hours worked include if an employee takes work home, works during a lunch hour, or works before or after normal working hours. “Work suffered”, whether permission is granted by the supervisor or not, is time worked under the law.
    • Time worked creating overtime hours without explicit permission may result in disciplinary action.
  • If uniforms are required and furnished and employees are required to change into and out of uniforms on campus, this must be counted as time worked.

Compensatory Time:

  • For full-time non-exempt employees, the difference between your scheduled 37.5 hour work week and 40 hours per week. Maximum compensatory time bank is 37.5 hours. 
Anonymous (not verified) August 18, 2015

Printed from: https://handbook.rhodes.edu/college-handbook-employee-policies/employment-policies/work-hours