Employment PoliciesEmployment Policies Anonymous (not verified) August 18, 2015
Alcohol and Social Event Policy for Faculty and StaffAlcohol 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:
- 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.
- 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.”
Anti-Discrimination and Harassment PolicyAnti-Discrimination and Harassment Policy
Rhodes College’s Commitment to Diversity
A diverse learning community is a necessary element of a liberal arts education, for self-understanding is dependent upon the understanding of others. We, the members of Rhodes College, are committed to fostering a community in which diversity is valued and welcomed. To that end, Rhodes College does not discriminate – and will not tolerate harassment – on the basis 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.
We are committed to providing an open learning environment. Freedom of thought, a civil exchange of ideas, and an appreciation of diverse perspectives are fundamental characteristics of a community that is committed to critical inquiry. To promote such an academic and social environment we expect integrity and honesty in our relationships with each other and openness to learning about and experiencing cultural diversity. We believe that these qualities are crucial to fostering social and intellectual maturity and personal growth.
Intellectual maturity also requires individual struggle with unfamiliar ideas. We recognize that our views and convictions will be challenged, and we expect this challenge to take place in a climate of open-mindedness and mutual respect.
I. Rhodes College Statement
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.
The Dean of Students is responsible for ensuring that students are informed of the Anti-Discrimination and Harassment Policy and the Sex/Gender Discrimination and Sexual Misconduct Policy (the “Title IX Policy”). The Dean of the Faculty and the Chief Human Resources Officer are responsible for taking necessary steps to notify College faculty and staff of the provisions of this policy.
Rhodes College reserves the right to modify these policies and procedures as needed in order to maintain the environment of mutual respect for all persons that is an objective in issuing this present document.
II. 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 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 or that of his/her relatives, friends, or associates, 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).
IV. Process for Student Concerns
All student complaints of discrimination or harassment, whether the complaint involves alleged discrimination or harassment can be reported to the Associate Dean for Divisional Strategy, Inclusion, and Involvement or the Director of Community Standards. Students can also report complaints of discrimination or harassment to the Bias Response Reporting button at express.rhodes.edu.
V. Process for Faculty and Staff Concerns
It is the responsibility of managers, supervisors, department chairpersons, directors, and vice-presidents to ensure that employees and contract employees under their direction or supervision are informed of this policy. In order to promote and uphold the College’s commitment to a 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.
All employee complaints of discrimination or harassment, including sexual harassment, whether the complaint involves alleged discrimination or harassment must be reported by the employee to the Chief Human Resources Officer, the Dean of the Faculty, or by email to firstname.lastname@example.org.
For information about student complaints, please refer to the Title IX Policy. However, please note that student complaints against faculty and staff are governed by this policy pursuant to Title IX Policy, Section XIV. Please see below for your obligations to report incidents involving students.
Any act that is thought to constitute a crime should be reported to the Chief Human Resources Officer, the Director of Campus Safety, the Title IX Coordinator or the Memphis Police Department.
If the harassment or discrimination allegation involves an employee of the College, 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 (through one of the avenues listed above). Violations of this policy involving college employees will be dealt with according to Rhodes policies regarding “Dismissal for Cause” and “Employee Discipline”. Please contact the Chief Human Resources Officer with any questions regarding this policy.
HOW DO I FILE A COMPLAINT?
Complaints can be made to:
Claire Shapiro, Chief Human Resources Officer, 128 Evergreen, 901-843-3750
Milton Moreland, Dean of the Faculty, 329 Halliburton Tower, 901-843-3795
Or by email to email@example.com
Chief Human Resources Officer
128 West Campus
Dean of Students
Dean of the Faculty
300 Halliburton Tower
Associate Dean of Students
406 Burrow Hall
Director of Campus Safety
No 5 Spann Place
Director of Community Standards
404 Burrow Hall
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 his or her 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.
Compensation Philosophy, Goals, Principles and AdministrationCompensation Philosophy, Goals, Principles and Administration
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 recognize superior performance and to encourage development of qualifications that enhance the employee’s potential;
- To comply with all applicable federal and state laws and regulations;
- To be fiscally responsible.
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 and 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.
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.
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 Chief Human Resources Officer and the Vice President for Finance and Business Affairs. The approved written request and justification must be attached to the Personnel Action Request (PAR) processed by Human Resources.
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 “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 his or her 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 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. 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 Office of Academic Affairs and submitted to the Chief Human Resources Officer on a Personnel Action Request Form (PAR). The department will generate the PAR form and forward it to Human Resources by noon on the payroll Friday preceding the desired payroll date. Any PAR forms sent to Human Resources after the deadline will be processed on the subsequent payroll.
Non-Employee Compensation. Requests for payments to non-employees of Rhodes, such as visiting faculty 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 completing an authorization form. Authorization forms are available in the Human Resources Office, in Finance/Accounting, and online in Rhodes Express under ‘Documents & Forms – Human Resources’.
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.
Conflict of InterestConflict 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 his or her 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 his or her responsibilities to the College, or
- such employee is aware that a member of his or her family (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 member of his or her family) 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.
Employee Discipline and TerminationEmployee 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 his or her 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.”
Employee Drug PolicyEmployee 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.”
Employee ResignationEmployee Resignation
Employee Resignation. An employee in good standing wishing to terminate their employment with the College must file a written resignation with his or her 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. 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 his or her 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 and timesheets 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 his or her 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.
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 most employees timesheets will serve as documentation of vacation hours due. 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.
Employment Status and Job CategoriesEmployment Status and Job Categories
- 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, worker’s compensation coverage, and the tax deferred annuity program, unless otherwise approved by the Vice President for Finance and Business Affairs.
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.
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.
Employment and Selection Guidelines - FacultyEmployment 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.
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.
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 Associate Dean of Academic Affairs 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 Associate Dean of Academic Affairs will send the approved ad to the Human Resources Office with a request to submit the ad to Higheredjobs.com, Inside Higher Education 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.
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.
Employment and Selection Guidelines - StaffEmployment 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.
This guide is intended to provide general assistance. It is not intended to address all possible scenarios related to recruitment, interviewing, selection, and hiring.
Authorization to Post
Authorization to post is required for all new and budgeted replacement positions prior to beginning a search. The hiring manager should contact the Associate Director of Human Resources upon notification of an opening. The Associate Director works with the hiring manager to review the job description, create the recruitment plan, and review the compensation/hiring range for the position. The appropriate Vice President must secure budget approval and permission to post the position from the President of the College before the position can be announced.
Open full-time and part-time positions must be posted through Human Resources. To advertise open positions, contact the Human Resources Department.
To develop a broad and diverse applicant pool, most vacancies are advertised simultaneously on the campus and outside the College. The Associate Director of Human Resources 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. Having a diverse faculty and staff is a high priority of the College.
Interviewing and Selection
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.
- Internal Applicants. All regular part-time and full-time positions are posted to enable eligible employees the opportunity to apply for promotion or transfer. A position must be posted for at least five (5) business days from the posting date before it can be filled. Only internal applicants may be considered during this time, and their candidacy must be addressed before pursuing external applicants.
- Interviewing. The hiring manager and the Associate Director of Human Resources will discuss procedures for interviewing qualified applicants. Applicants selected for on campus interviews must meet with the Associate Director of Human Resources. 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 his/her non-refundable travel expenses incurred.
- 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. Many employers may require written authorization from candidates before releasing information, or may provide only standard verification of job title and dates employed.
- Background Screens. 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 three to five business days but will vary depending upon individual applicant’s circumstances.
- Employment Offer. The hiring manager in consultation with the Associate Director of Human Resources 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 Associate Director of Human Resources 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.
- 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.
- Employment Letter. Upon confirmation of acceptance of employment and selected start date, the Associate Director of Human Resources will send an employment letter to the selected candidate confirming the terms of employment.
- Physical Capacity Employment 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.
- Closing the search: All unselected applicants will be notified at the close of the search.
Equal Employment Opportunity PolicyEqual 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.
Fraternization PolicyFraternization 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.
Introductory PeriodIntroductory 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.
Job DescriptionsJob 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.
Job ReclassificationJob Reclassification
To request that a position be reclassified, a new job description must accompany the request and be submitted to the Director of Human Resources. The Director of Human Resources will make a recommendation to the Vice President for Finance and Business Affairs who will make a final decision.
If the position is currently filled and the job duties have increased resulting in the position being reclassified to a higher grade, the promotional procedures will apply in terms of pay. If the position is filled and the employee at the instigation of the College, assumes lesser or fewer responsibilities, the College will not decrease the compensation immediately, but will accomplish this over time by making no compensation increases until the appropriate level of compensation is reached. Exceptions to this include when a person is moved from 12-month employment to 10 months per year; the time reduction will be made immediately upon appointment.
Promotions and Transfers
"Promotion" is the upgrading of an employee to a position with a higher minimum starting salary than the former position and with greater 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.
"Transfer" is a reassignment to a position having the same or a lower minimum salary as the employee′s present position.
Individuals may apply for a promotion or transfer after at least one (1) year of continuous service in their current position provided he/she has 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 in the Human Resources Office. Those who find a position of interest for which they are qualified should submit an internal application (found online at jobs.rhodes.edu) to the Director of Human resources for approval. If done within the internal posting period (first five business days), their application will be addressed before looking to an external pool. 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.
The promotion will be effective at the beginning of a new pay period. The employee′s pay will be increased to the minimum of the new pay grade or 5% increase to current pay rate, whichever is greater.
Transfers. A transfer is a reassignment to a position having the same or a lower minimum salary as the employee′s present position.
Individuals may apply for a 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 his or her immediate supervisor of the intent to apply for a transfer.
In most cases, vacant positions are posted in the Human Resources Office. Individuals who find a position of interest for which they feel qualified and after consultation with his or her supervisor, should contact the Employment Manager in Human Resources to apply or to obtain further information.
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 the transfer is found unsuitable by either the employee or the College, consideration will be given to allowing the transferred employee to return to the former or a comparable position held prior to his or her transfer if there is an available position. If no such return position is 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 representative of one department of the College to an employee of another department of the College without approval of the respective Dean.
Transfers will be effective with the beginning of a new pay period.
Mandatory Reporting (Faculty and Staff)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 Tiffany Cox at firstname.lastname@example.org 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.
Nepotism PolicyNepotism 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.
Performance Management for Staff EmployeesPerformance Management for Staff Employees
The College has an annual performance management process for full-time 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.
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:
- Exceeds the College’s high expectations,
- Meets the College’s high expectations, or
- Does not meet the College’s high expectations.
The staff employee completes a self-evaluation and the manager will complete an evaluation of the employee as well. The manager and employee meet to discuss the results of the evaluation and complete the annual documentation process. The evaluations are transmitted to Rhodes Human Resources department electronically through the People Admin Performance Management System. The results are then uploaded to the staff employees’ personnel records, where they are maintained for the duration of the employees’ employment with the College.
Personnel RecordsPersonnel 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. Please notify the Human Resources Office of any changes which need to be made to your records. These include change of name, address, phone number, cell number, marital status, withholding exemption changes, beneficiary changes or emergency contact.
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. Employees must make an appointment with Human Resources in order to review their files.
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.
Romantic and/or Sexual Relationships Between EmployeesRomantic 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 Sexual 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.
Secondary EmploymentSecondary 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. The person 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 request may be made on the annual Faculty Remunerative Request Form. If the request is approved by the appropriate Vice President and the President, it will be made a part of the employment contract for contract employees. All approved requests are placed 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. In outside employment, no use will normally 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. For any continuing outside employment, if there is use of these College resources, they shall be included as part of the annual contract.
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 Comptroller′s Office to obtain the required Conflict of Interest Form.
Smoking PolicySmoking Policy
Certain public areas of the campus are designated as “smoke-free.” Classified as “No Smoking” areas are all interior spaces of all buildings and the exterior space within 25 feet of the entrances to all buildings.
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 areas not designated as “smoke-free.”
All residence hall space is non-smoking, including student rooms, social rooms, and hallways. E-Cigarettes are not permitted for use in Residence Halls. A violation of the smoking policy is also a violation of the fire safety policy.
Social SecuritySocial 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. (This rate is subject to change each January and those changes may be obtained from the Human Resources Office.)
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/.
Standards of Ethical ConductStandards 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.
Student PayrollStudent 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 or paper timesheets. The due date for submission is in each timesheet. Completed forms 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 and/or sign these timesheet reports 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.
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. A signed authorization form stating name of bank, address of bank, and account number should be forwarded to the Finance Office. Direct Deposit enrollment forms can be found under ‘forms’ on the Rhodes Express homepage.
Temporary EmploymentTemporary 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.
In effect March 13, 2007.
Vice President for Finance and Business Affairs.
Uniforms PolicyUniforms Policy
The College provides uniforms for Campus Safety Officers, Housekeeping, Grounds, 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 his or her 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, tennis shoes, slides, slip-ons or high heels are not be allowed.
Weapons PolicyWeapons 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, hunting 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 the TCA § 39-17-1313, the holder of a valid handgun carry permit recognized in Tennessee may transport and store a firearm or firearm ammunition in the permit holder’s motor vehicle if:
- The permit holder’s vehicle is parked and located where it is permitted to be;
- 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.
Work HoursWork 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 pay wages and to document hours worked 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, Grounds, Housekeeping, and Campus Safety is forty 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: Report time not worked (i.e., sick and vacation) on a timesheet.
- Salaried non-exempt: Report time worked and leave time on a timesheet.
- Hourly Non-exempt: Report time worked and leave time (i.e., sick and vacation) through the College electronic timekeeping system.
Time Sheets 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.
- The difference between your scheduled work week (i.e., 37 ½, 32, 20 hours, etc.) and 40 hours per week. Maximum compensatory time bank is 37 ½ hours.