Employee Handbook

Employee Handbook Anonymous (not verified) May 15, 2015

Benefits - General

Benefits - General Anonymous (not verified) August 18, 2015

ERISA

ERISA

Employee Retirement Income Security Act of 1974 (ERISA)

As a participant in an ERISA Covered Plan, you are entitled to certain rights and protections under the Employee Retirement Income Security Act of 1974 (ERISA). ERISA provides that all Plan Participants shall be entitled to:

  • Examine without charge, at the Plan Administrator’s Office all Plan documents, including insurance contracts and copies of all documents filed by the Plan with the U.S. Department of Labor, such as Plan descriptions. 
  • Obtain copies of all documents and other Plan information upon written request to the Plan Administrator. The Administrator may make a reasonable charge for the copies. 
  • Receive a summary of the Plan’s annual financial report.

If you have any questions about your Plan, you should contact the Plan Administrator. If the Plan Participant has any questions about this statement or his or her rights under ERISA, that Plan Participant should contact either the nearest area office of the U.S. Pension and Welfare Benefits Administration, Department of Labor listed in the telephone directory or the Division of Technical Assistance and Inquiries, Pension and Welfare Benefits Administration, U.S. Department of Labor, 200 Constitution Avenue, N.W., Washington, DC 20210.

Anonymous (not verified) August 18, 2015

Faculty Emeritus and Retired Staff

Faculty Emeritus and Retired Staff

Campus and Community Benefits in Regard to Faculty Emeritus/Emerita and Staff Retired from Service.

It is the College’s intention to make it possible for faculty emeritus/emerita to be as active as desired in the on-going academic life of the College.

Designation as faculty emeritus/emerita is accompanied by the following community benefits:

  • Campus parking privileges
  • Library privileges including the possibility of reserving working space in the library on an “as-needed” basis
  • Use of the Bryan Campus Life Center
  • Discounts at the College Bookstore
  • Faculty/staff discount for event rental of Rhodes campus facilities
  • Each faculty member may enroll without fee in one standard course each semester in the academic program of the Meeman Center (based on spaces available; travel courses are excluded)
  • Regular courses in the academic program may be audited without charge upon approvals of the instructor and of the Office of Academic Affairs (based on spaces available)
  • Faculty emeritus/emerita are invited to attend formal academic occasions, most notable the Opening Convocation of the Academic Year at which time faculty emeritus/emerita will be recognized. The College will include faculty emeritus/emerita in an annual event for faculty with the President of the College and the Office of Academic Affairs

Staff of the College are designated as retired from service if the following criteria are met:

  1. The person must have served the College as a full-time member of the Staff for at least ten consecutive years.
  2. The person must be in good standing according to the policies and procedures of the College.
  3. The person must be eligible to draw retirement benefits as defined by applicable federal/state regulations and college policy.

Staff of the College designated as retired from service also benefit from participation in the on-going life of the College:

  • Campus parking privileges
  • Library privileges
  • Use of the Bryan Campus Life Center
  • Use of the event rental of Rhodes campus facilities
  • Each staff retired from service may enroll without fee in one standard course each semester in the academic program of the Meeman Center (based on spaces available; travel courses are excluded)
  • Regular courses in the academic program may be audited without charge upon approvals of the instructor and of the Office of Academic Affairs (based on spaces available)
  • Staff retired from service will be invited to attend formal academic occasions; most notably the Opening Convocation of the Academic Year at which time staff retired from service will be recognized. The College will include staff retired from service in an annual event for staff with the President of the College.

 

Anonymous (not verified) August 18, 2015

Flexible Benefits Program

Flexible Benefits Program

All full-time faculty and staff are eligible to participate in the program. The Flexible Benefits Program is an Internal Revenue Code Section 125 sanctioned plan, whereby the IRS allows certain benefits to be purchased through the Plan on a tax-free basis. Thus, participating in the flexible benefits program allows you to pay your medical and dental benefit premiums, and your Flexible Spending Accounts (FSA) (Health Care FSA and Child/Dependent Care FSA) through payroll deduction before taxes have been withheld.

Participants must enroll during annual enrollment or submit an enrollment form to elect a tax payment option (i.e., pre-tax or after-tax). FSA participants are required to sign an enrollment form if they elect to participate in the health care or child/dependent care FSA. Participants are then committed to these agreements for the designated plan year (July 1 - June 30). Thus, it cannot be amended during the plan year except as provided by IRS Code Section 125.

Anonymous (not verified) August 18, 2015

Life Insurance and AD&D - Voluntary Supplemental Insurance

Life Insurance and AD&D - Voluntary Supplemental Insurance

Full-time employees may purchase additional life insurance coverage through UNUM Life Insurance Company. Supplemental life insurance may be purchased through payroll deductions for the employee and his/her spouse up to $500,000 each or five (5) times the employee’s annual salary, whichever is less.

Dependent children may be covered up to $10,000 per child. The amount of life insurance purchased on a spouse and/or dependent must be equivalent to or less than coverage purchased on the employee. The employee may purchase up to $150,000 of guaranteed coverage within their first 30 days of eligibility. A spouse is guaranteed coverage of $25,000.

If desired coverage is greater than $150,000 or $25,000 respectively, a medical questionnaire must be completed and UNUM must approve the coverage.

Applications for coverage may be obtained in Human Resources.

Monthly Premium Supplemental Life Rates

 Age Band

 Employee Rate
per $10,000 coverage

 Spouse Rate
per $1000 coverage

Child Rate
per $2,000 coverage 

 

 

 

 $ .73

 15-29

 .80

 1.10

 

 30-34

 .90

 1.16

 

 35-39

 1.20

 1.60

 

 40-44

 1.79

 2.28

 

 45-49

 2.83

 3.58

 

 50-54

 4.52

 5.59

 

 55-59

 6.98

 8.46

 

 60-64

 10.90

 14.55

 

 65-69

 18.82

 24.86

 

 70-74

 33.66

 44.28

 

 75+

 65.79

 88.69

 

 

Voluntary Accidental Death & Dismemberment (AD&D)

All full-time employees have the option to purchase AD&D coverage for themselves and their dependents. Coverage is available for employees in increments of $10,000, and for spouses and dependent children in increments of $1,000.

The cost per month for this benefit is $.33 per $10,000 of coverage.

Anonymous (not verified) August 18, 2015

Life Insurance, AD&D - College Provided

Life Insurance, AD&D - College Provided

 

The following information comprises the Summary Plan Description to our employees under the Employees’ Retirement Income Security Act of 1974 often referred to as ERISA. 

Plan Administrator.

This Welfare Benefit Plan is administered by Rhodes College, 2000 North Parkway, Memphis, TN 38112 whose Internal Revenue Service Employer Identification Number is EIN620476301. The Plan Number is 503. The Plan year is July through June. This is a fully insured plan.

Information regarding Plan eligibility, enrollment, cost, and the procedure for applying for benefits is contained in this section. The Certificate of Insurance which each insured employee receives includes a description of benefits under the Plan and the conditions under which these benefits are available to insured individuals.

Employees Eligible for the Plan.

All active full-time faculty and staff are eligible.

When an Employee Becomes Eligible for Insurance.

Each employee becomes eligible for insurance under the Plan the first day of the month following the date of employment with Rhodes. If an employee is absent from work on the day he or she would otherwise become eligible, the employee will become eligible on the day he or she returns to work.

Enrolling in the Plan.

An employee will become insured on the first of the month following date of hire. No medical examination is necessary. Enrollment forms, which should be completed promptly, may be obtained from Human Resources. Additional information about enrollment procedures may also be obtained from this office.

Applications, Requests, and Questions Directed to the Plan Administrator.

Applications, requests and questions regarding enrollment, participation, or other administrative matters and service of legal process on issues arising from such questions, should be directed to the Plan Administrator, Chief Human Resources Officer, Rhodes College, 2000 North Parkway, Memphis, TN 38112, (901) 843-3750.

The Cost of the Plan.

Rhodes currently pays the entire cost of this Plan. Periodically, generally near the end of a plan year, the insurance company reviews the adequacy of premiums charged for the Plan and advises the College whether existing premium rates will be continued or whether adjustments will be made for the coming year.

Covered Schedule (Life and AD&D), maximum benefit is $300,000:

Employee’s Age          Amount of Coverage

18 - 64 Years             1.00 x Annual Salary
65 - 69 Years               .65 x Annual Salary
70 - 74 Years               .45 x Annual Salary
75 - 79 Years               .30 x Annual Salary
80 - 84 Years               .20 x Annual Salary
85 - 89 Years               .15 x Annual Salary
90 and over                  .10 x Annual Salary

Applying for Benefits.

The appropriate forms for applying for benefits, and assistance in the completion of these forms, may be obtained from Human Resources. The forms when completed will be forwarded by the Benefits Services Manager to the insurance company.

Notice and proof of claim should be made promptly. Details on the applicable time limits for submitting benefit applications may be found in the Certificate of Insurance which each insured employee receives, as well as in the Group Policy maintained in the office of the Plan Administrator. Upon receipt by the insurance company of the application for benefits and supporting documentation, valid claims will be paid promptly.

If a claim is denied, the insurance company shall within a reasonable period of time (not exceeding 90 days) provide a written denial to the participant. It will include specific reasons for denial, the provisions of the insurance contract on which the denial is based, and how to apply for a review of the denied claim. Where appropriate, it will also include a description of any material which is needed to complete or perfect a claim and why such material is necessary. A participant may request in writing a review of a claim denied by the insurance company and may review pertinent documents and submit issues and comments in writing to the insurance company. The insurance company shall provide in writing to the participant a decision upon such request for review of a denied claim within 60 days of receipt of the request.

If special circumstances require a delay on the initial decision on a claim or a review of a denied claim, the insurance company will notify the participant within 90 days of the date the claim was initially submitted or within 60 days of the date a review was requested. The notice will explain the reasons for the delay and when a decision can be expected. In no event will the decision be provided later than 90 days after the notice is sent for an initial decision on a claim or more than 60 days after the notice is sent for a review of a denied claim.

Currently the insurance company is UNUM. Requests for information concerning UNUM Life Insurance contract and its terms, condition, and interpretations thereof, claims thereunder, any requests for review of such claims, and service of legal process may be directed in writing to UNUM Life Insurance Company, 2211 Congress St., Portland, OR 04122.

For a statement of ERISA rights see ERISA.

Amendment to the Group Life Insurance Plan.

Rhodes College shall be the Administrator for this Plan, and as such, shall have the authority to control and manage the operation and administration of the Plan, subject to the provisions of the Group Insurance Policy. The Administrator has designated in writing the Chief Human Resources Officer to carry out duties under the Plan.

The Board of Trustees reserves the right to modify or discontinue the Plan at any time. Such modification or discontinuance must be effected in accordance with the terms of the group insurance contract.

Anonymous (not verified) August 18, 2015

Long Term Disability

Long Term Disability

Long Term Disability Income Plan Summary Plan Description

The following information comprises the Summary Plan Description to our employees under the Employees’ Retirement Income Security Act of 1974 often referred to as ERISA.

Plan Administrator

This Welfare Benefit Plan is administered by Rhodes College, 2000 North Parkway, Memphis, TN 38112 whose Internal Revenue Service Employer Identification Number is EIN620476301. The Plan Number is 501. The Plan year is July through June. This is an insurer administration plan. Information regarding Plan eligibility, enrollment, cost, and the procedure for applying for benefits is contained in this section. The Certificate of Coverage includes a description of benefits under the Plan and the conditions under which these benefits are available to insured individuals.

Employees Eligible for the Plan

All active full-time faculty and staff are eligible.

Date Eligible for Insurance

Each employee becomes eligible the first day of the month following the date of employment with Rhodes. If an employee is absent from work on the day he or she would otherwise become eligible, the employee will become eligible on the day he or she returns to work.

Enrolling in the Plan

An employee will become insured on the first day of the month following hire date. No medical examination is necessary.

Applications, Requests, and Questions Directed to the Plan Administrator

Applications, requests, and questions regarding enrollment, participation, or other administrative matters and service of legal process on issues arising from such questions, should be directed to the Plan Administrator, Chief Human Resources Officer, Rhodes College, 2000 North Parkway, Memphis, TN 38112, (901) 843-3750.

If a written application or request pertaining to enrollment, participation, or administration of the Plan is denied by the Administrator, the Administrator shall, within a reasonable time, provide a written denial to the participant.

It will include the specific reasons for denial, the provisions of the Plan upon which the denial is based, a description of any material needed to complete the application or request (if appropriate) and why it is necessary, and instructions on review procedures. When the Administrator requires additional time to respond because of special circumstances, an extension of up to 90 days may be obtained by notifying the participant that a decision will be delayed, what circumstances have caused the delay and when a decision can be expected. The Administrator will inform the participant of the delay within 90 days of the date the application or request was submitted.

A participant may request in writing a review of a denied request or application, and may review pertinent documents and submit issues and comments in writing to the Administrator. The Administrator shall provide in writing to the participant a decision upon such request for review within 60 days of receipt of the request. When special circumstances require an extension, the Administrator may obtain an extension of up to 60 days by notifying the participant why the decision on the review will be delayed and when a decision can be expected.

The Cost of the Plan

Rhodes currently pays the entire cost of this Plan. Periodically, generally near the end of a plan year, the insurance company reviews the adequacy of premiums charged for the Plan and advises the College whether existing premium rates will be continued or whether adjustments will be made for the coming year.

Basic Coverage

After six months of total disability and approval by the insurance company, the disabled employee receives monthly income (offset by Social Security and Workers’ Compensation benefits) equivalent to 60% of regular monthly salary with a maximum total benefit of $7,500 per month. When an individual begins receiving total disability income protection payments from the insurance company, the College will no longer continue to provide fringe benefits and the employment relationship is terminated.

Applying for Benefits

The appropriate forms for applying for benefits, and assistance in the completion of these forms, may be obtained from Human Resources.

Notice and proof of claim should be made promptly. Details on the applicable time limits for submitting benefit applications may be found in the Certificate of Coverage which each insured employee receives, as well as in the Group Policy maintained in the office of the Plan Administrator. Upon receipt by the insurance company of the application for benefits and supporting documentation, valid claims will be paid promptly.

If a claim is denied, the insurance company shall within a reasonable period of time (not exceeding 90 days) provide a written denial to the participant. It will include specific reasons for denial, the provisions of the insurance contract on which the denial is based, and how to apply for a review of the denied claim. When appropriate, it will also include a description of any material which is needed to complete or perfect a claim and why such material is necessary. A participant may request in writing a review of a claim denied by the insurance company and may review pertinent documents and submit issues and comments in writing to the insurance company. The insurance company shall provide in writing to the participant a decision upon such request for review of a denied claim within 60 days of receipt of the request.

If special circumstances require a delay on the initial decision on a claim or a review of a denied claim, the insurance company will notify the participant within 90 days of the date the claim was initially submitted or within 60 days of the date a review was requested. The notice will explain the reasons for the delay and when a decision can be expected. In no event will a decision be provided later than 90 days after the notice is sent for an initial decision on a claim or more than 60 days after the notice is sent for a review of a denied claim.

Currently the insurance company is UNUM. Requests for information concerning the UNUM Group Total Disability Insurance contract terms, condition, and interpretations thereof, claims thereunder, any requests for review of such claims, and service of legal process may be directed in writing to UNUM, Suite 1700 - Benefits, 3 Ravina Drive, Atlanta, GA 30346.

For a statement of ERISA rights see ERISA.

Continuation of Medical Benefits Coverage

When an individual begins receiving total disability income protection payments from the insurance company, the College will no longer continue to provide medical benefits coverage and the employment relationship is terminated. Even though an employee will no longer be covered by the College, he or she has the option of COBRA benefits (refer to “COBRA” in this chapter).

Amendment to Group Long Term Total Disability Benefits Insurance Plan

Rhodes College shall be the Administrator for this Plan, and as such, shall have the authority to control and manage the operation and administration of the Plan, subject to the provisions of the Group Insurance Policy. The Administrator has designated in writing the Chief Human Resources Officer to carry out duties under the Plan.

The Board of Trustees reserves the right to modify or discontinue the Plan at any time. Such modification or discontinuance must be effected in accordance with the terms of the group insurance contract.

Anonymous (not verified) August 18, 2015

Retirement Plan

Retirement Plan

Rhodes College
Defined Contributions Retirement Plan
Memphis, Tennessee January 1, 2003 

This Summary Plan Description provides each Participant with a description of the RHODES COLLEGE Retirement Plan.

Anonymous (not verified) August 18, 2015

Information About the Plan

Information About the Plan

Information About the Plan

1. What Is The Rhodes College′s Retirement Plan?

The Rhodes College Retirement Plan (the "Plan") is a Defined Contribution (“Money Purchase”) Plan. The Plan operates under Section 403(b) of the Internal Revenue Code and uses annuity contracts to provide retirement benefits. It was established by the Board of Trustees of Rhodes College as of January 1, 1945 and was amended and restated in its entirety on December 21st, 2002, to comply with certain tax law changes including the General Agreement on Tariffs and Trade (“GATT”), the Uniformed Services Employment and Reemployment Rights Act of 1994 (“USERRA”), the Small Business Job Protection Act of 1996 (“SBJPA”), the Taxpayer Relief Act of 1997 (“TRA’97"), the Internal Revenue Service Restructuring and Reform Act of 1998 (“RRA”) and the Economic Growth and Tax Relief Reconciliation Act of 2001 (“EGTRRA”).

As sponsor of the Plan, the College selects the “Funding Vehicles” into which employer contributions may be paid for the benefit of participants. Funding Vehicles are annuity contracts which meet the requirements of Section 403(b) of the Internal Revenue Code. Currently benefits are provided through annuities issued by

  1. the Teachers Insurance and Annuity Association (TIAA),
  2. the College Retirement Equities Fund (CREF) (TIAA′s companion organization)

Information concerning TIAA and CREF can be obtained by writing to:

TIAA-CREF
730 Third Avenue
New York, NY 10017

You may also contact TIAA at (800) 842-2733 (or the TIAA-CREF telephone counseling center at (800) 842-2776).

TIAA, CREF, and any other insurance, variable annuity or investment company that provides Funding Vehicles available to Participants under the Plan are sometimes referred to herein as “Fund Sponsors”.

As part of its fiduciary duties under ERISA, the College periodically reviews the Funding Vehicles offered to Plan participants.

The Administrator of the Plan is Rhodes College. The Plan Year is the fiscal year (July 1 to June 30).

2. Who Is Eligible To Participate In The Plan?

All categories of employees are eligible to participate in this retirement plan except employees who normally work less than 20 hours per week, student employees, employees whose employment is governed by the terms of a collective bargaining agreement and leased employees. However, if your employment is incidental to your educational programs at Rhodes College, if you′re employed by Rhodes College primarily as a music commission teacher or as a consultant, or if you are not a regular Rhodes College employee and you are employed by or through the College on the basis of grants and/or contracts and/or agency agreements you are not eligible to participate. If you are treated as an independent contractor, but the Internal Revenue Service subsequently determines that for tax purposes you should be treated as an employee, you will still not be eligible for the plan despite your reclassification.

3. When Do I Begin Participating In The Plan?

If you′re an eligible employee, you will begin participation in this Plan on the first of the month following completion of a 24-month period that constitutes two Years of Service at the College without a Break in Service. A Break in Service means a 12-month period during which you perform less than 501 Hours of Service with the College. If a Break in Service occurs prior to satisfaction of the participation requirements, any “Year of Service” you have earned prior to the Break in Service will not be counted for purposes of meeting the participation requirement.

The Plan Administrator will be required to credit you with Hours of Service for a maternity or paternity absence. These are absences taken on account of pregnancy, birth, or adoption of your child. No more than 501 Hours of Service shall be credited for this purpose and these Hours of Service shall be credited solely to avoid your incurring a Break in Service. The Plan Administrator may require you to furnish proof that your absence qualifies as a maternity or paternity absence.

The appropriate enrollment forms must be completed and returned to the College.

The College will notify you when you′ve completed the requirements necessary to participate in the Plan. All determinations about eligibility and participation will be made by the College. The College will base its determinations on its records and the official Plan Document on file with the Plan Administrator.

4. How Are Years Of Service Counted?

You are credited with a year of service for each 12-month period starting with your date of employment (or anniversary date of employment) during which you complete 1,000 or more hours of service. Year(s) of Service with any educational organization or any organization that meets the eligibility requirements of Code Section 403(b)(1), any teaching institution, any institution of higher education or any nonprofit research institution during the 24-month period immediately preceding your date of employment with the College will be counted for meeting the participation requirements. However, no credit is given for a period of employment with another institution which does not meet the hours of service requirement for a complete Year of Service.

5. Do I Participate During An Approved Leave Of Absence?

During a paid leave of absence, the College will continue its Plan Contributions on your behalf. The Plan Contributions will be based on your compensation during your leave of absence.

6. When Do My Benefits Become Vested (i.e., owned)?

You are immediately vested in the contributions made by Rhodes College for your benefit under the Plan. Such contributions are non-forfeitable.

7. How Are Plan Contributions Made?

When you begin participation in the Plan, contributions will be made by the College automatically to a “Funding Vehicle”. A “Funding Vehicle means the financial instrument(s) issued for the purposes of funding benefits under this Plan and specifically approved by the Employer for use under this Plan The contributions are based on a percentage of your regular salary in accordance with the following schedule. If you participate in the Plan for only a part of a year, your allocation will be based on the portion of salary applicable to the period in which you participate.

Plan Contributions as a Percentage of Regular Salary:

 On the portion of regular salary

 Rhodes Contribution

 Up to $22,900

 8%

 On any Regular Budgeted Salary above $22,900

 12%

For faculty, Regular Salary means the salary stated in the academic year contract or appointment letter. For all other employees, Regular Salary means the basic annual earnings excluding overtime pay, bonuses, and any other forms of supplemental remuneration. In no event will the salary taken into account under the Plan exceed the limits of Internal Revenue Code Section 401(a)(17) ($220,000 in 2006).

8. Is There A Limitation On Contributions?

Yes. The total amount of contributions made on your behalf for any year will not exceed the limits imposed by Sections 402 and 415 of the Internal Revenue Code. These limits may be adjusted from time to time. For more information on these limits, contact the Fund Sponsor.

9. What Is The Normal Retirement Age Under The Plan?

The normal retirement age under the Plan is the first day of the month on or following your 65th birthday. Annuity income usually begins on that date.

10. When Does My Annuity Income Begin?

Although income usually begins on the normal retirement age, you may begin to receive income at any time after termination of employment, which may be either earlier or later than the normal retirement age. However you may not receive distributions while you are employed by the College.

Retirement benefits must normally begin no later than April 1 of the calendar year following the year in which you attain age 70 ½, or cease to be an employee of the College, whichever is later. Failure to begin annuity income by the required beginning date may subject you to a substantial federal tax penalty.

If you die before the distribution of benefits has begun, your entire interest must normally be distributed within five years after your death. Under a special rule, death benefits may be payable over the life or life expectancy of a designated beneficiary (which must be a natural person or eligible trust) if the distribution of benefits begins not later than one year from the date of your death. If the designated beneficiary is your spouse, the commencement of benefits may be deferred until you would have attained age 70 had you continued to live.

The payment of benefits according to the above rules is extremely important. Federal tax law imposes a 50 percent excise tax on the difference between the amount of benefits required by law to be distributed and the amount actually distributed if it is less than the required minimum amount.

11. What Options Are Available For Receiving Retirement Income?

You may choose from among several types of income options when you retire. If you are married at the time you elect to begin receiving distributions, your right to choose an income option will be subject to your spouse′s right (under federal pension law) to survivor benefits as discussed in the next question, unless this right is waived by you and your spouse. A summary of the annuity income options provided under each the current Funding Vehicles are available from the TIAA-CREF website:  TIAA-CREF 

12. What Are My Spouse’s Rights Under This Retirement Plan?

Benefits must be paid to married Participants in the Plan only as described below, unless a written waiver of the benefits by the Participant and a written consent to the waiver by the spouse is filed with the Fund Sponsor. This provision applies to both retirement benefits and pre-retirement death benefits.

If benefits commence before your death, your surviving spouse at your death shall continue to receive income that is at least half of the annuity income payable during the joint lives of you and your spouse (joint and survivor annuity). If you die before annuity income begins, your surviving spouse shall receive a benefit that is at least half of the full current value of your annuity accumulation (pre-retirement death benefit), payable in a single sum or under one of the income options offered under the Funding Vehicle applicable to you.

Married Participants and their spouses may waive the spousal entitlement to a joint and survivor annuity or a pre-retirement death benefit only if a written waiver of the benefit signed by the Participant and the spouse (and notarized) is filed with the Fund Sponsor. The necessary forms will be provided to the Participant by the Fund Sponsor or the annuity company.

For post-retirement survivor benefits (joint and survivor annuity), the waiver may be made only during the 90-day period before the commencement of benefits. The waiver also may be revoked during the same period. It may not be revoked after annuity income begins.

The period during which you and your spouse may elect to waive the pre-retirement survivor death benefit begins on the first day of the plan year in which you attain age 35. The period continues until the earlier of your death or the date you start receiving annuity income. If you die before attaining age 35 – that is, before you have had the option to make a waiver – at least half of the full current value of the annuity accumulation is payable automatically to your surviving spouse in a single sum, or under one of the income options offered under the applicable Funding Vehicle. If you terminate employment before age 35, the period for waiving the pre-retirement death benefit begins no later than the date of termination. The waiver also may be revoked during the same period.

If a judgment, decree or order made following a state domestic relations law establishes the rights of another person (the “alternate payee”) to your benefits under this Plan, and if such an order (hereafter called a "qualified domestic relations order") is for providing child support, alimony or other marital property payments, then payments will be made according to that order. If a court issues a qualified domestic relations order, the order preempts the usual requirements that your spouse be considered your primary beneficiary for a portion of the accumulation.

13. Is There A Retirement Income Option That Allows Me To Receive Income While Preserving My Accumulation?

One or more of the Funding Vehicles may offer such an option. You should consult the Income Options section of the TIAA-CREF website (depending on which Funding Vehicle you have elected for your account) to determine if this option is available to you.

14. May I Receive A Portion Of My Accumulation In A Lump Sum Upon Retirement?

This option may be available depending on the Funding Vehicle you have chosen. Please check the appropriate web site.

15. May I Receive A Lump Sum Payment From The Plan?

This option may be available depending on the Funding Vehicle you have chosen. Please check the appropriate web site. You may not receive any distributions while you′re employed by the College.

16. What Happens To My Annuities If I Terminate Employment Before Retirement?

Your Retirement Annuities remain in force, including all benefits purchased by the College′s contributions. You don’t forfeit any of the benefits that have already been set aside for you.

Your accumulations in the Funding Vehicle you have chosen will continue to participate in the earnings (or losses) of the fund as would have been the case had you continued contributions.

17. What If I Die Before Starting To Receive Benefits?

If you die before beginning retirement benefits, the full current value of your annuity accumulation is payable as a death benefit. Subject to the special rules for married participants discussed above, you may choose one or more of the options listed in your annuity contracts for payment of the death benefit, or you may leave the choice to your beneficiary.

Federal tax law puts limitations on when and how beneficiaries receive their death benefits. The Fund Sponsor or annuity company whose Funding Vehicle you have chosen will notify your beneficiary of the applicable requirements at the time he or she applies for benefits.

You should review your beneficiary designation periodically to make sure that the person you want to receive the benefits is properly designated. You may change your beneficiary by completing the "Designation of Beneficiary" form available from the Fund Sponsor or appropriate annuity company. If you die without having named a beneficiary, your spouse will automatically receive half of your accumulation. Your estate will receive the other half. If there′s no spouse, your estate receives the entire accumulation.

 

 

 

 

Anonymous (not verified) August 18, 2015

Information About Your TIAA - CREF Annuities

Information About Your TIAA - CREF Annuities

Contributions may be invested in one or more of the following funding vehicles which are currently available under this Plan: A. Teachers Insurance and Annuity Association (TIAA): TIAA Retirement Annuity B. College Retirement Equities Fund (CREF): (See web site for available investment options). The College’s current selection of fund sponsors and Funding Vehicles is not intended to limit future additions or deletions of fund sponsors and Funding Vehicles. You’ll be notified of any additions or deletions.

2. May I Rollover My Accumulations?

If you’re entitled to receive a distribution from your contract which is an eligible “rollover distribution,” you may rollover all or a portion of it either directly or within 60 days after receipt into another retirement plan or into an IRA. An eligible rollover distribution, in general, is any cash distribution other than an annuity payment, a minimum distribution payment or a payment which is part of a fixed period payment over ten or more years. The distribution will be subject to a 20 percent federal withholding tax unless it′s rolled over directly into another retirement plan or into an IRA – this process is called a “direct” rollover.

If you have the distribution paid to you, then the plan must withhold 20 percent even if you intend to roll over the money into another retirement plan or into an IRA within 60 days. To avoid withholding, instruct the fund sponsor to directly roll over the money for you.

Anonymous (not verified) August 18, 2015

Additional Information

Additional Information

1. How Is The Plan Administered?

The Retirement Plan is available through Rhodes College. The benefits are provided by retirement annuity contracts issued to Participants by TIAA-CREF. The Chief Human Resources Officer, 2000 North Parkway, Memphis, Tennessee 38112, (901) 843-3750, of the College is the Administrator of this Plan. The Administrator is responsible for enrolling Participants, forwarding Plan Contributions for each Participant to TIAA-CREF, and performing other duties required for operating the Plan.

2. May The Terms Of The Retirement Plan Be Changed?

The Board of Trustees of the College reserves the right to modify or discontinue the Plan at any time. The College, by action of its Board, also may delegate any of its power and duties with respect to the Plan or its amendments to one or more officers or other employees of the College. Any such delegation shall be stated in writing. The College will exercise good faith, apply standards of uniform application, and refrain from arbitrary action.

3. How May I Get More Information About The Plan?

Requests for information concerning eligibility, participation, contributions, or other aspects of operating the Plan should be in writing and directed to the Plan Administrator. Requests for information concerning the Plan and its terms, conditions and interpretations may be directed in writing to: ADMINISTRATOR: 
Chief Human Resources Officer
Rhodes College 
2000 North Parkway 
Memphis, TN 38112
(901) 843-3750.

4. What Are The Plan′s Claims Procedures? The following rules describe the claims procedure under the Plan:

  • Filing a claim for benefits. A claim or request for plan benefits is filed when the requirements of a reasonable claim-filing procedure have been met. A claim is considered filed when a written or oral communication is made to the College. 
  • Processing the claim. The Plan Administrator must process the claim within 90 days after the claim is filed. If an extension of time for processing is required, written notice must be given to you before the end of the initial 90-day period. The extension notice must indicate the special circumstances requiring an extension of time and the date by which the Plan expects to render its final decision. In no event can the extension period exceed a period of 90 days from the end of the initial 90-day period. 
  • Denial of claim. If a claim is wholly or partially denied, the Plan Administrator must notify you within 90 days following receipt of the claim (or 180 days in the case of an extension for special circumstances). The notification must state the specific reason or reasons for the denial, specific references to pertinent plan provisions on which the denial is based, a description of any additional material or information necessary to perfect the claim, and appropriate information about the steps to be taken if you wish to submit the claim for review. If notice of the denial of a claim is not furnished within the 90/180-day period, the claim is considered denied and you must be permitted to proceed to the review stage. 
  • Review procedure. You or your duly authorized representative has at least 60 days after receipt of a claim denial to appeal the denied claim to an appropriate named fiduciary or individual designated by the fiduciary and to receive a full and fair review of the claim. As part of the review, you must be allowed to see all plan documents and other papers that affect the claim and must be allowed to submit issues and comments and argue against the denial in writing. 
  • Decision on review. The Plan must conduct the review and decide the appeal within 60 days after the request for review is made. If special circumstances require an extension of time for processing (such as the need to hold a hearing if the plan procedure provides for such a hearing), you must be furnished with written notice of the extension, which can be no later than 120 days after receipt of a request for review. The decision on review must be written in clear and understandable language and must include specific reasons for the decision as well as specific references to the pertinent plan provisions on which the decision is based. For a plan with a committee or board of trustees designated as the appropriate named fiduciary, a decision does not have to be made within the 60-day limit if the committee or board meets at least four times a year (about every 90 days). Instead, it must be made at the first meeting after the request is filed, except that when a request is made less than 30 days before a meeting, the decision can wait until the date of the second meeting following the plan′s receipt of request for review. If a hearing must be held, the committee can wait to decide until the first meeting after the hearing. However, it must notify you and explain the delay, which can be no later than the third meeting of the committee or board following the plan′s receipt of the request for review. If the decision on review is not made within the time limits specified above, the appeal will be considered denied. If appeal is denied, in whole or in part, you have a right to file suit in a state or federal court.

5. What Are My Rights Under The Law? As a Participant in the Plan, you are entitled to certain rights and protections under the Employee Retirement Income Security Act of 1974 (ERISA). ERISA provides that all Plan Participants are entitled to:

  1. Examine, without charge, at the Plan Administrator′s office all documents, including insurance contracts, and copies of all documents filed by the Plan with the U.S. Department of Labor, such as annual reports and Plan descriptions.
  2. Obtain copies of all Plan documents and other Plan information upon written request to the Plan Administrator. The Administrator may make a reasonable charge for the copies.
  3. Receive a summary of the Plan′s annual financial report. The Plan Administrator is required by law to furnish you with a summary of the Plan′s financial report.
  4. Obtain a statement telling whether you have a right to receive a pension at normal retirement age and if so, what your benefits would be at normal retirement age if you stop working under the Plan now. If you do not have the right to a pension, the statement will tell you how many more years you have to work to get a right to a pension. This statement must be requested in writing and is not required to be given more than once a year. The Plan must provide the statement free of charge.

In addition to creating rights for Plan Participants, ERISA imposes duties upon the people who are responsible for operating the plan. The people who operate your Plan, called "fiduciaries" of the Plan, have a duty to do so prudently and in the interest of you and other Plan Participants and beneficiaries. No one, including your employer, your union, or any other person, may fire you or otherwise discriminate against you in any way to prevent you from obtaining a pension benefit or exercising your rights under ERISA. If your claim for a pension benefit is denied in whole or in part, you must receive a written explanation of the reason for the denial. You have the right to have the Plan review and reconsider your claim. Under ERISA, there are steps you can take to enforce the above rights. For instance, if you request materials from the Plan and don′t receive them within 30 days, you may file a suit in a federal court. In such a case, the court may require the Plan Administrator to provide the materials and pay you up to $100 a day until you receive the materials, unless the materials were not sent because of reasons beyond the control of the Administrator. If you have a claim for benefits that is denied or ignored in whole or in part, you may file suit in a state or federal court. If the Plan fiduciaries misuse the Plan′s money, or if you′re discriminated against for asserting your rights, you may seek assistance from the U.S. Department of Labor, or you may file suit in a federal court. The court will decide who should pay court costs and legal fees. If you are successful, the court may order the person you have sued to pay these costs and fees. If you lose, the court may order you to pay these costs and fees, for example, if it finds your claim is frivolous. If you have any questions about your Plan, you should contact the Plan Administrator. If you have any questions about this statement or about your rights under ERISA, you should contact the nearest Area Office of the U.S. Pension and Welfare Benefits Administration, Department of Labor.

6. Is The Plan Insured By The Pension Benefit Guaranty Corporation (PBGC)?

No. Since the Plan is a defined contribution plan, it is not insured by the PBGC. The PBGC is the government agency that guarantees certain types of benefits under covered plans.

7. Who Is The Agent For Service Of Legal Process?

The agent for service of legal process is: Chief Human Resources Officer, Rhodes College, 2000 North Parkway, Memphis, Tennessee 38112. This document was prepared for the employees of Rhodes College. If there is any ambiguity or inconsistency between the terms of the Plan Document, the individual annuity contracts or the certificates and those of this Summary Plan Description, the terms of the annuity contracts or certificates are final, unless they violate ERISA or other applicable tax law. This document must be accompanied or preceded by a current CREF prospectus. Copies of the CREF prospectus may be obtained by calling TIAA- CREF toll free at 1-800-842-2733.

Employer Identification Number: 62-0476301

Plan Number: 001

Teachers Insurance and Annuity Association
College Retirement Equities Fund
730 Third Avenue
New York, NY 10017
1 800 842-2733

Anonymous (not verified) August 18, 2015

Benefits - Leave

Benefits - Leave
Anonymous (not verified) August 18, 2015

Bereavement

Bereavement

Guidelines for Bereavement Practices

  1. All employees are entitled to three working days of bereavement leave, with pay, for a death in the family to be used to attend to personal business including funeral services. This leave must be taken within a 10-day period after death. Bereavement leave is available for use following the death of the employee’s spouse or partner, the employee’s child, the employee’s spouse’s or domestic partner’s child, parent, stepparent, brother, sister, grandparent, or grandchild.
  2. The college will recognize the death of a staff member, a faculty member, or a member of their immediate family with an official notice by email to the campus faculty and staff. The department chairperson or department/division manager head should email the President’s Office, the appropriate Dean/Vice President, and the Human Resources office with notification of the family member’s death and funeral arrangements if available. If requested by the employee, the campus should then be notified by email.
  3. Spending levels from division or department budgets for gifts to the bereaved family for tangible items such as food, flowers, or memorial gifts to Rhodes should not exceed $75 per item or $150 in total. Memorial gifts to Rhodes may include a donation to the college′s library, scholarship fund or other programs at Rhodes in memory of the deceased.
  4. Cash memorials from college funds cannot be made to other non-profit organizations. Gifts to these organizations should be by personal donation only.
Anonymous (not verified) August 18, 2015

Bonus Day

Bonus Day

After a twelve-month, full-time employee reaches the 24-day maximum sick leave accrual, a bonus day of vacation leave is awarded for each additional six months of non-utilization of sick leave. Awarded bonus days must be taken in full and within six months or they will be forfeited.

Anonymous (not verified) August 18, 2015

Faculty Illness

Faculty Illness

Eligibility: Faculty member

Utilizing Benefit: When a faculty member must be absent due to his or her own illness during an academic semester, he or she should refer to Section V, "Professional Duties and Responsibilities" of the Policies and Procedures in Regard to Faculty. The Office of Academic Affairs and the department chair will arrange for temporary substitutes to cover teaching responsibilities. The faculty member will continue to receive salary when absent for his or her own illness. Faculty members will be responsible to pay the employee portion of benefits during an absence due to illness under the Family and Medical Leave Act. Faculty (FMLA) members do not accrue sick and/or vacation leave because faculty salaries are determined by annual academic year contracts.

In addition, each time a faculty member is out ill more than three (3) consecutive days, a written statement from the physician certifying the illness must be submitted to and reviewed by the Director of Human Resources. The employee′s FMLA benefits will begin and the total amount of the employee′s Family and Medical Leave Act FMLA will be reduced by the amount of time he or she is out ill. (Refer to the Family and Medical Leave Act.)

Maximum: The maximum time period for temporary substitutes will be twelve (12) weeks.
 
Leave after Exhaustion of Benefit: Faculty members absent due to extended illness (12 weeks or longer) will be required to notify the Vice President for Academic Affairs and the Human Resources Director and request an extended leave of absence one month prior to the end of the first twelve (12) weeks. The faculty member must provide a written statement from a physician certifying medical necessity for the extended leave of absence. The Vice President for Academic Affairs and the Director of Human Resources will determine the pay status of that faculty member. Benefits will continue during the extended leave of absence for a maximum of one year and the employee will pay the employee′s portion of the benefits.

The College may require that the eligible faculty member provide status reports to the Director of Human Resources and the Office of Academic Affairs at least every thirty (30) days regarding his or her condition.

The Vice President for Academic Affairs and the Director of Human Resources reserve the right to require a second medical opinion from a College designated physician before approving extended leave benefits. Should the medical opinions of the employee′s physician and the College designated physician concerning the medical necessity of the leave differ, a third physician, chosen mutually by the employee and the College, will be asked to render an opinion. The majority opinion of the three physicians will be binding.

Illness due to pregnancy is treated the same as any other type of illness for the purposes of the Faculty Illness Policy (refer to the Family and Medical Leave Act).

Anonymous (not verified) August 18, 2015

Faculty Maternity Leave Under the Tennessee Maternity Leave Act

Faculty Maternity Leave Under the Tennessee Maternity Leave Act

Rhodes College will provide leave for pregnancy, birth, adoption and nursing as set forth in the Tennessee Maternity Leave Act “TMLA”; T.C.A. 4-21-408. Leave under this policy is intended to and will run concurrently with leave under the College’s Family Medical Leave policy and Faculty Illness policy (which includes up to 12 weeks of paid leave), to the extent applicable. [Nota bene: For legal purposes, pregnancies are referred to as an illness.]

The TMLA provides for up to an additional four weeks of unpaid leave for adoption, pregnancy, childbirth and nursing an infant to employees upon request who have been employed by the College for at least twelve consecutive months as full time employees prior to the commencement of the leave. Leave for adoption commences at the time placement of the child.

The faculty member seeking leave must give the Director of Human Resources and the Vice President for Academic Affairs no less than three months advance notice of intent to take the leave, unless a medical emergency develops or the notice of adoption was received less than three months in advance of placement.

The employee taking leave under this policy must notify the College of the requested length of the leave and express the intent to return to full time status at the end of the leave.

The employee may not pursue any other employment in any way during the leave.

Faculty members who intend to request a maternity leave should contact the Vice President for Academic Affairs, their department chair, and Human Resources to ask questions about the process or request further clarification of College policies.

Anonymous (not verified) August 18, 2015

Faculty Parental Leave Policy

Faculty Parental Leave Policy

Eligibility: Tenured Faculty or Faculty on Probationary Appointments who have been employed by the College at least one year before the leave is to begin. Therefore, part-time faculty, faculty on term contracts, or terminal year contracts will not be eligible for this paid leave. Faculty who are otherwise eligible for FMLA leave but not eligible for paid parental leave under this policy must follow the terms of the College’s FMLA policy and, if applicable, the Tennessee Maternity Leave Policy and Faculty Illness policy.

Benefit: One semester leave of absence for the primary caregiver parent of the newborn minor child or minor child placed for adoption, twelve weeks of which will be paid leave.

Utilizing the Benefit:

  • Leave under this policy must be taken in one semester and is paid up to a total of twelve weeks. A semester begins on the first scheduled day of classes and ends on the last scheduled day of classes. Leave under this policy must be taken in consecutive weeks.
  • The Parental Leave under this policy may be taken during the semester in which the child is born, or first placed for adoption or during a subsequent semester that begins no later than six months after the birth or placement for adoption of the child with the faculty member. Leave under this policy will start at the beginning of an academic term. Leave under this policy is not available when a spouse adopts the already born minor child(ren) of a spouse. 
  • Leave under this policy will run concurrently with any other available leave including FMLA, Faculty Illness and Tennessee Maternity Leave, to the extent applicable, and will not exceed twelve weeks of pay.
  • Faculty who will be requesting Parental Leave under this policy must notify the Department Chair, the Vice President of Academic Affairs, and Director of Human Resources as soon as the need for such leave is foreseeable. In order to request leave for the Fall Term, leave must be requested no later than June 1 of the previous term. For leave in the Spring Term leave must be requested no later than October 1 of the previous term. The College reserves the right to deny or delay the granting of paid Parental Leave where notice is not given in a timely fashion. 
  • Primary caregiver is the faculty member who is primarily responsible for the day to day custody, care and control of the child. A request for Parental Leave must be accompanied by an Affidavit of primary caregiver status. The affidavit form is available in Human Resources.
  • Parental Leave may be split between two eligible faculty members with approval of the Vice President of Academic Affairs and Human Resources and with consideration given to the needs of the College. If approval to split the semester is given, each eligible parent must complete an Affidavit of Primary Caregiver covering that period of time during which each faculty member will be the primary caregiver for the child. Under any circumstance no more than one semester of leave will be granted per birth or initial placement of a minor child and paid leave will be limited to twelve weeks under this policy. 
  • A faculty member taking Parental Leave will receive the same benefits as she or he would have received that semester if not on leave, under the same terms as though she or he was working. However, leave under this policy will not count toward sabbatical leave eligibility.
  • Parental Leave is available to spouses, domestic partners, and birthparents who are otherwise eligible under this policy.
  • Unless waived by the Vice President of Academic Affairs, a faculty member who takes Parental Leave is obligated to return to active status for at least an equivalent period immediately following such leave in order to retain the benefits of the leave, including salary paid. If the faculty member who has taken paid Parental Leave does not return she/he shall be responsible to return the pay received under this policy unless otherwise waived by the Vice President of Academic Affairs.
 
Anonymous (not verified) August 18, 2015

Family and Medical Leave Act (FMLA)

Family and Medical Leave Act (FMLA)

The Family and Medical Leave Act (FMLA) requires the College to provide up to 12 weeks of unpaid, job-protected leave to “eligible” employees for certain family and medical reasons in a 12-month period (the 12-month period measured forward from the date an employee’s first FMLA leave begins). Each time an employee utilizes more than three (3) consecutive sick days, the employee’s Family and Medical Leave Act (FMLA) benefits will begin and the total amount of the employee’s FMLA benefits will be reduced by the amount of sick leave utilized. When an employee utilizes FMLA leave, the remaining leave entitlement will be the balance of the twelve weeks that has not been used during the immediately preceding twelve-month period. Employees wishing to request a Leave of Absence under FMLA should submit such a request in writing to the Human Resources Office.

The College will grant an employee up to 12 weeks of leave if that employee has been employed for at least 12 months and has worked as least 1,250 hours during the 12 months before the leave is to begin. A leave will be granted for one or more of the following reasons:

  • To care for the employee’s child after birth, or placement for adoption or foster care. This leave is required to be taken all at one time (refer to the Maternity Leave section for additional information).
  • To care for the employee’s spouse, son or daughter, or parent who has a serious health condition. This leave may be taken intermittently or on a reduced time basis (e.g., by working fewer days in a week or by working fewer hours in a day), but only if such a schedule is needed for medical reasons.
  • For a serious health condition, where the employee is unable to perform his or her job. As with a family member’s illness, this leave can be taken intermittently or on a reduced time basis if medically necessary.
  • To address qualified exigencies related to the employee’s spouse, son, daughter or parent on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation. 

The College will grant an employee up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty. The injury or illness may render the service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability retired list.

The definition of a serious health condition includes, but is not limited to: (a) inpatient care in a hospital, hospice, or residential medical care facility, or (b) continuing treatment by a health care provider. Continuing treatment may include a period of incapacity of more than 3 consecutive days combined with at least two visits to a health care provider, or one visit and a regimen of continuing treatment. 

A qualified exigency may include attending certain military events, arranging for alternative childcare, addressing financial and legal arrangements, attending counseling sessions, and attending post-deployment reintegration briefings.

The College may require certification from a health care provider. Medical certification should include the date the condition commenced, the probable duration of the condition, dates and duration of any planned treatment and any appropriate medical facts regarding the condition. For a family member’s condition, a statement from the health care provider saying that the employee is needed to care for the family member may be required. For the employee’s condition, a statement from the health care provider indicating that the employee is unable to perform the essential functions of his or her job may be required. If the leave is to be taken intermittently or on a reduced schedule the certification should include a statement of the medical necessity for intermittent leave or reduced schedule. A complete and sufficient certification must be received within 15 calendar days after the College’s request for certification.

If the employee does not provide the requested certification within the time required or fails to provide a complete and sufficient certification despite the opportunity to cure any deficiencies, the College may deny the employee’s request for FMLA leave.

Failure to return to work at the end of a leave of absence will be considered a resignation. Any employee who has been on leave of absence for over 180 days is terminated automatically, unless the leave is for any work related or non-work related disability, the employee remains unable to work due to the disability, and a reasonable accommodation can be made. Any employee who believes that he or she needs additional leave in excess of 180 days as reasonable accommodation should contact the HR office as soon as possible so the College may consider whether it can grant the extension without causing undue hardship, or if another reasonable accommodation is available. Any termination under this policy is “no fault.”

In addition, the College may, at its own expense, require a second opinion from a different health care provider chosen by the College. If there is a conflict of opinion, the College may (again at its own expense) require a third opinion from a provider jointly designated by the College and the employee.

The College may further require that the eligible employee obtain subsequent recertification if the employee requests an extension of leave or if circumstances have changed significantly from the original certification. In cases of chronic or long-term conditions the College may request recertification every 30 days in connection with an absence. 

When an employee takes leave for the foreseeable birth, placement, or adoption of a child, the employee must give three months advance written notice of intent to leave, otherwise “practicable” notice is required. Similarly, an employee who can foresee the need to take leave either for his or her own medical treatment or to take a spouse, child, or parent for treatment, is required to “make a reasonable effort to schedule the treatment so as not to disrupt unduly” the department’s operation.

While on leave under the FMLA the employee will continue to receive applicable medical benefit plan benefits. Thus, the employee would be required to pay the applicable employee premium. If, however, the employee fails to return to work at the expiration of the leave, the College may recapture the amount it contributed to the employee’s medical benefit plan during the leave, unless the failure to return to work is due to a serious health condition or due to circumstances beyond the employee’s control. Sick leave and vacation benefits will not continue to accrue during any period of the leave.

Staff employees on leave under FMLA will be required to exhaust all accrued sick, vacation, and compensatory time. Any additional weeks of leave necessary to attain the twelve (12) work weeks of leave required by the Act would then be provided without compensation or under the Short-Term Disability policy (refer to “Short-Term Disability Leave” policy section). A faculty member on leave under FMLA for his or her own illness is paid according to his/her current contract.

Employees returning from FMLA leave will be reinstated to their previous or an “equivalent position” without loss of any benefits that accrued prior to the leave.

 

Anonymous (not verified) August 18, 2015

Holidays

Holidays

The College observes eleven official, paid holidays each year:

  • New Year’s Day;
  • Martin Luther King, Jr.;
  • Good Friday;
  • Memorial Day;
  • July Fourth;
  • Labor Day;
  • Thanksgiving (two days);
  • Christmas (three days); and
  • Winter Break (at the discretion of the President′s Office).

College Holiday Schedule

2018-2019

July Fourth

Wednesday, July 4, 2018

Labor Day

Monday, September 3, 2018

Thanksgiving

Thursday – Friday, November 22-23, 2018

Christmas

Monday - Wednesday, December 24-26, 2018  

Winter Break

Thursday-Friday, Monday, December 27-28, 31 2018  

New Year′s

Tuesday, January 1, 2019

Martin Luther King, Jr .

Monday, January 21, 2019

Good Friday

Friday, April 19, 2019

Memorial Day

Monday, May 27, 2019

 

2019-2020

July Fourth

Thursday, July 4, 2019

Labor Day

Monday, September 2, 2019

Thanksgiving

Thursday – Friday, November 28-29, 2019

Christmas

Monday – Thursday, December 23-26, 2019

Winter Break

Friday, Monday - Tuesday, December 27, 30-31, 2019

New Year′s

Wednesday, January 1, 2020

Martin Luther King, Jr .

Monday, January 20, 2020

Good Friday

Friday, April 10, 2020

Memorial Day

Monday, May 25, 2020


An employee must be in pay status on the day before and the day after a holiday in order to be eligible for holiday pay. If an employee is off sick the day before and/or the day after a holiday, the supervisor may request a doctor’s certificate in order for the employee to be eligible for holiday pay.

Persons employed on a twelve-month basis, but for less than a full workweek receive holiday pay in proportion to the amount of time per week they are actually employed. For example, an hourly employee who works half-time will receive one-half the normal full-time holiday pay.

If an employee works fewer than twelve months per year, he or she will not be paid for any holidays falling during the period of time that he is not actually working. For example, an employee who regularly works from August 1 through June 1 will not receive pay for the July Fourth holiday.

Part-time employees whose regular weekly schedule causes him or her to be off on an official holiday will not be compensated for that holiday.

Employees who are required to work on an observed College holiday should be given a compensatory day off in lieu of the actual holiday. The compensatory day off should be taken during the same seven-day period as the holiday.

If the staffing needs of the department do not permit employees to be given a compensatory day off, employees will be paid for holidays in lieu of time off at straight time, as long as actual hours worked during the seven day period do not exceed forty (40) hours.

In addition, if a holiday falls on an employee’s regularly scheduled day off, they will be compensated for that holiday at straight time. For example, if an employee is scheduled to work on Saturday, Sunday, Monday, Thursday, and Friday, his or her days off are Tuesday and Wednesday. If a holiday falls on a Tuesday (the employee’s day off) he or she will be compensated straight time for the holiday in addition to hours actually worked for the pay period.

Anonymous (not verified) August 18, 2015

Jury Duty

Jury Duty

Employees summoned for Jury Duty must notify and present the summons to their immediate supervisor as soon as it is received. Once the court excuses the employee from jury duty, the employee will be required to report to work immediately (if during working hours) and notify their supervisor of their return.

A Rhodes employee who serves as a juror will be compensated at their regular wage rate. Payments received from the courts for parking, etc. are retained by the employee.

 

Anonymous (not verified) August 18, 2015

Leave of Absence Without Pay

Leave of Absence Without Pay

A leave of absence without pay may be granted for the following reasons: medical, disability, military, childcare, educational, pregnancy, adoption, and care for a parent or spouse. Doctors’ certification may be requested.

Eligibility: All employees normally must work 20 hours a week or more (regardless of months per year) and have one year of service to be eligible for this benefit.

Benefit: A leave of absence without pay may be granted in up to 6-month increments (but not to exceed one year) at the discretion of the College with the approval of the employee’s supervisor and Dean/Vice President. Requests for a Leave of Absence Without Pay must be made a minimum of one month prior to the beginning of the leave.

Utilizing Benefit: All paid benefit time must be used before an unpaid leave begins. Any outstanding debts owed to the College must be paid before leave is granted. Sick leave and vacation leave will not accrue while an employee is on a leave of absence without pay.

Failure to return to work at the end of a leave of absence will be considered a resignation. Any employee who has been on leave of absence for over 180 days is terminated automatically, unless the leave is for any work related or non-work related disability, the employee remains unable to work due to the disability, and a reasonable accommodation can be made. Any employee who believes he or she needs additional leave in excess of 180 days as a reasonable accommodation should contact the HR office as soon as possible so the College may consider whether it can grant the extension without causing undue hardship, or if another reasonable accommodation is available. Any termination under this policy is “no fault.”

The College, under ordinary circumstances, will keep the employee’s position open for the employee to reassume upon the termination of the leave. However, when the orderly functioning of the College requires replacement, the College may fill the position. In such cases, the College will make every effort to find an equivalent position for the employee elsewhere in the College.

Fringe benefits during a leave of absence may be continued if paid for by the employee. The employee would pay the entire cost (100%) of fringe benefits, unless qualified under the Family and Medical Leave Act (FMLA) (refer to the Family and Medical Leave Act) in which case employee will pay his or her employee portion of health benefits.

Requesting Leave of Absence: Employees wishing to request a Leave of Absence without pay should submit such a request in writing to their immediate supervisor. The leave request must be dated, signed by the employee, and state the reason(s), circumstances, duration, and location of the employee during leave. The supervisor will submit the request to the Chief Human Resources Officer. The Chief Human Resources Officer will submit his or her recommendation to the appropriate Dean/Vice President, who will approve or disapprove the leave, and notify the employee through the supervisor. Extensions of an initial leave of absence must be requested in the same manner.

Should you have any questions concerning the Leave of Absence Without Pay policy, contact the Human Resources Director.

 

Anonymous (not verified) August 18, 2015

Parental Leave

Parental Leave

General Information:

Rhodes College will provide unpaid leave for eligible employees who have been employed by the College for at least twelve (12) months as a full-time employee for the birth, placement, or adoption of a child. Requests will be processed in accordance with the College’s sick leave policies, comp and vacation policies, the Family Medical Leave Act of 1993 (FMLA), and the Tennessee Parental Leave Law , TN Code Annotated 4-21-408, as applicable. Faculty members who intend to request a maternity leave, should also consult both the Faculty Maternity Leave Under the Tennessee Maternity Leave Act and the Faculty Illness policy.

Upon receipt of the employee’s request for maternity, paternity, or adoptive parent leave, Human Resources will process the request in accordance with the College’s policies for leave, the Tennessee Parental Leave Law and the applicable provisions of FMLA.

In general, FMLA provides eligible employees:

  1. up to 12 work weeks of unpaid leave during a 12 month period for specified family and medical reasons, including but not limited to maternity, paternity, and adoptive parent leave;
  2. continued health insurance coverage during the leave period;
  3. ensured reinstatement to the same or an equivalent position following leave period.

To be eligible for FMLA, the employee must have worked at least 1250 hours for the preceding 12 months before the first day of leave requested. FMLA is unpaid, however the employee is required to use all available accrued benefit time in the following order for pay during the leave: sick leave hours, comp time (if applicable), and finally vacation leave hours. When all paid benefit time has been exhausted prior to the end of the approved leave, the employee will be placed on unpaid status for the remainder of the approved leave.

In the event both parents are Rhodes College employees, the total amount of parental leave available is twelve (12) weeks. Leave taken under the FMLA for maternity, paternity or adoptive parent leave must be taken within one year of the birth or placement of the child. Employees who meet the eligibility requirements under the Tennessee Parental Leave Law may be entitled to an additional four (4) work weeks of unpaid leave upon request. 

Maternity Leave 

Unpaid Maternity leave and FMLA leave shall commence when in the opinion of the attending physician, the employee is no longer able to carry out her job duties due to her pregnancy. Eligible employees also may use Maternity leave and FMLA leave, if applicable, for prenatal care. Available sick leave, comp (if applicable), and vacation leave will be used for pre/post-natal care, recovery, and bonding. If the employee uses all available paid benefit time and is still considered to be unable to perform the employee’s duties as certified by the attending physician, the employee may request short-term disability (STD) benefits from the Benefits Services Manager, if applicable. At the time the employee is declared recovered and fit to return to work, STD pay will cease and the employee will be placed on unpaid leave for the remainder of the approved leave.

At the end of the twelve (12) weeks leave provided by FMLA, the employee may be entitled to an additional four (4) work weeks of unpaid leave under the Tennessee Parental Leave Law. To be granted this leave, the employee must meet the eligibility requirements including:

  1. Have at least 12 consecutive months as a full-time employee of Rhodes College prior to the commencement of covered leave;
  2. Give three (3) months advance notice of intent to take the leave, unless a medical emergency develops or the notice of adoption was received less than three months in advance;
  3. State the length of the leave and the intent to return to full-time status after the Maternity leave; and
  4. Not pursue any other employment in any way during the leave.

Paternity Leave

The College will provide paternity benefits to eligible full-time employees, who have worked for the College twelve (12) months, due to the birth of children in accordance with TN Code Annotated 4-21-408 and the FMLA. The guidelines and requirements are the same as stated in the “Maternity Leave” section of this policy. This leave is unpaid and the employee will use all accrued sick, comp (if applicable), and vacation time before being placed on unpaid leave.

Adoptive Parent Leave

Rhodes will provide unpaid leave for a period of up to four (4) months to eligible adoptive parents upon written request to the Benefits Services Manager and in accordance with the provisions of the FMLA and Tennessee Parental Leave Law, as applicable. This leave is unpaid and the employee will use all accrued sick, comp (if applicable), and vacation time before being placed on unpaid leave. The request should be accompanied by a statement from the adoption agency indicating the date of placement of the child. This section will not apply in the case of step-child or adult adoption. The four (4) months will commence when the employee receives custody of the child. The FMLA regulations provide for pre-custody activity related to adoption, such as attending counseling sessions, court appearances, and consultations with the attending physician, as necessary.

Anonymous (not verified) August 18, 2015

Short Term Total Disability Leave - Staff

Short Term Total Disability Leave - Staff

Eligibility: All full time 10 and 12 month employees are eligible for this benefit.

Benefit: Eligible employees earn short-term disability leave in proportion to their employment status (i.e. hours/week and months/year). An employee accumulates one month of short-term total disability leave for each full year’s service to the College up to the maximum allowable accumulation. No disability leave accumulates for a fraction of a year’s service. Sick leave and vacation leave will not accrue while 12 month employees are on short-term disability leave.

Maximum: The maximum allowable accumulation of short-term total disability leave will not exceed five months. For any individual employee the actual short-term total disability leave accumulation, when added to the employee’s available paid benefit time, will not exceed six months. Short-term total disability leave may not commence until all paid benefit time has been used, and eligibility has been approved.

Utilizing Benefit: For employees to become eligible for short-term total disability a written statement from the physician certifying disability must be submitted to the Benefits Services Manager and approved by the Chief Human Resources Officer.

The College reserves the privilege of requiring a second medical opinion from a College-designated physician before approving disability benefits. Should the medical opinions of the employee’s physician and the College-designated physician concerning total disability differ, a third physician, chosen mutually by the employee and the College, will be asked to render an opinion. The majority opinion of the three physicians will be binding.

Short-term total disability leave may not commence until all paid benefit time has been used, and eligibility has been approved. Any debts owed to the College should be paid prior to the effective date of the leave. If sick and vacation leave have been exhausted and eligibility is still pending, the employee will be on an unpaid leave status. If the disability is approved, the College will retroactively pay the employee for this unpaid leave. While an employee is on an unpaid leave, the employee will be responsible for the entire premium (100%) for benefits.

The College may require that the eligible employee provide status reports at least every thirty (30) days regarding the employee’s condition.

The College, when circumstances allow, will keep the employee’s position open for the employee to reassume upon the termination of the leave. However, when the orderly functioning of the College requires replacement, the College may fill the position once the employee has exhausted his or her FMLA Leave, if applicable. In such cases, the College will make every effort to find an equivalent position for the employee elsewhere in the College.

Each time an employee utilizes short-term total disability leave; the total amount of the employee’s accrued short-term total disability leave time is reduced by the amount of short-term total disability leave utilized. Once short-term disability leave is exhausted, no further accumulation will occur. In addition, each time an employee utilizes short-term disability leave, the employee’s Family and Medical Leave Act (FMLA) benefits will begin and the total amount of the employee’s Family and Medical Leave Act (FMLA) benefits will be reduced by the amount of short-term disability leave utilized (refer to the Family and Medical Leave Act).

Leave after exhaustion of benefit: Should an employee anticipate the disability to extend longer than the eligible period of short-term total disability, a request for a leave of absence must be made to Human Resources. (See Leave of Absence Without Pay Section). A covered employee who is totally disabled for more than six months may be eligible for certain benefits. Included in this coverage is the continuation of the employee’s medical benefit plan subject to COBRA limitations. Failure to return to work at the end of a leave of absence will be considered a resignation. Any employee who has been on leave of absence for over 180 days is terminated automatically, unless the leave is for any work related or non-work related disability, the employee remains unable to work due to the disability, and a reasonable accommodation can be made. Any employee who believes that he or she needs additional leave in excess of 180 days as a reasonable accommodation should contact the HR office as soon as possible so the College may consider whether it can grant the extension without causing undue hardship, or if another reasonable accommodation is available. Any termination under this policy is “no-fault.”

Benefit upon Termination: As of the date of retirement, resignation, or termination of employment, the employee forfeits all accrued short-term total disability leave. Should the employee, again be employed by the College, he or she receives no short-term total disability benefits due to prior service.

In cases in which an employee has been employed by the College for a definite period of time, ending at a specific date, short-term total disability leave will under no circumstances continue to pay the employee’s salary subsequent to the scheduled date of termination of employment.

Short-term total disability due to pregnancy is treated the same as any other type of short-term total disability for the purposes of this Short-Term Total Disability Leave Policy.

Please contact the Benefits Services Manager if you have any questions about this leave.

 

Anonymous (not verified) August 18, 2015

Staff Sick Leave

Staff Sick Leave

Eligibility: All full-time 10 and 12 month staff employees are eligible.

Benefit: Eligible employees begin to accrue sick leave credit on the first pay period following their hire date. Sick leave will be earned at the rate of one day each month, up to a maximum of two times the employee′s annual accrual limit. Sick leave will be earned at the following rate:

12-Month 37.50 Hour Employees 3.47 hours per pay period for 26 pay periods  Max Accrual 24 Days
12-Month 40.00 Hour Employees 3.70 hours per pay period for 26 pay periods Max Accrual 24 Days
10-Month Employees 3.41 hours per pay period for 22 pay periods Max Accrual 22 Days

Introductory Period: Employees in their introductory period are not eligible to use sick leave, but will be given credit for accrued sick leave once regular employment status is achieved. 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.

Maximum: The maximum sick days allowed to accrue is two times the annual accrual.

Utilizing Benefit: All employees who are unable to report to work due to personal or other sick leave conditions are required to notify their supervisor (or an alternate designated by the supervisor) no later than one hour prior to their scheduled starting time. Employees who must leave work due to illness or sick leave conditions should likewise advise their supervisor. In cases of advanced knowledge of a sick leave, such as pregnancy or preplanned surgery, the supervisor must be notified as soon as possible in order to prepare for the employee’s absence. All absences for sickness should be indicated on the employee’s time sheet or time card.

Employees will be required to “call-in” every day that they are on sick leave and let their supervisor know their recovery progress, unless their illness is of a continuing nature such as confinement to a hospital.

A doctor’s certificate may be required for sick leave absences. An employee who misuses the sick leave benefit will be subject to disciplinary action as outlined in the “Employee Discipline” section. Employees are also required to return to work within one day after a physician certifies that the employee is capable of returning. Failure to return to work under this condition is cause for disciplinary action up to and including dismissal.

In addition, each time an employee utilizes more than three (3) consecutive sick days, the employee’s Family and Medical Leave Act (FMLA) benefits will begin and the total amount of the employee’s FMLA benefits will be reduced by the amount of sick leave utilized. (Refer to the Family and Medical Leave Act in this chapter.)

While on vacation, days on which the employee is confined to a hospital or residence because of a major illness or injury may be charged to sick leave. A certificate from the treating physician is required in each case.

As a normal practice, sick leave is to be used by an employee only for his or her own sickness or illness. However, when a member of an employee’s family (spouse, child, or parent, as defined by the FMLA) is ill, sick time may be used (refer to the Family and Medical Leave Act in this chapter). Routine medical and dental appointments should be scheduled outside regular working hours. If this is impractical, medical and dental appointments scheduled during regular working hours, with the prior approval of the department head, will be charged to sick leave time.

Leave after Exhaustion of Benefit: After all accumulated sick leave has been used, an employee must use all accrued vacation and compensatory time. There will be no negative accrual of sick leave. When all paid benefit time has been used, a request for a leave of absence without pay must be initiated. (See also Short Term Total Disability Leave and the Family Medical Leave Act).
 
The College may require that the eligible employee provide status reports at least every thirty (30) days regarding the employee’s condition.

The College, when circumstances allow, will keep the employee’s position open for the employee to reassume upon the termination of the leave. However, when the orderly function of the College requires replacement, the College may fill the position. In such cases, the College will make every effort to find an equivalent position for the employee elsewhere at the College.

Failure to return to work at the end of a leave of absence will be considered a resignation.  Any employee who has been on leave of absence for over 180 days is terminated automatically, unless the leave is for any disability, the employee remains unable to work due to the disability, and a reasonable accommodation can be made.  Any employee who believes that he or she needs additional leave in excess of 180 days as a reasonable accommodation should contact the Benefits Services Manager as soon as possible so the College may consider whether it can grant an extension without causing undue hardship, or if another reasonable accommodation is available.  Any termination under this policy is “no fault”.

Pregnancy: Illness due to pregnancy is treated the same as any other type of illness for the purposes of this Staff Sick Leave Policy.

Benefit upon Termination: On separation from the College, voluntarily or otherwise, no employee shall be compensated for any unused sick leave. Should an employee be employed by the College at a later date, they will receive no sick leave benefits due to prior service.

Should you have any questions about the Sick Leave Policy, please contact the Benefits Services Manager.
 

Anonymous (not verified) August 18, 2015

Subpoenas

Subpoenas

Employees that have received a subpoena to appear either as a witness or as a defendant shall adhere to the vacation policy.

 

Anonymous (not verified) August 18, 2015

USERRA Leave

USERRA Leave

Eligibility

Employees taking part in a variety of military duties are eligible for benefits under this policy. Such military duties include leaves of absence taken by members of the uniformed services, including Reservists, National Guard members for training, periods of active military service, and funeral honors duty, as well as time spent being examined to determine fitness to perform such service. Subject to certain exceptions under the applicable laws, these benefits are generally limited to five years of leave of absence.

Procedures for Taking Military Leave

Unless military necessity prevents it, or is otherwise impossible or unreasonable, employees should provide their supervisor with notice of the need for leave as far in advance as is reasonable under the circumstances. Written notice is preferred, but not required under the law or this policy. Additionally, it is preferred, but not required under the law or this policy, that the notice be accompanied by a copy of the order, directive, notice or other document requiring the work absence. Employees may choose to take leave without pay or to use accumulated vacation days during the leave.

Application for Re-Employment

An employee who has engaged in military service must, in order to be entitled to the re-employment, submit an application for re-employment according to the following schedule:

  1. If service is less than 31 days (or for the purpose of taking an examination to determine fitness for service) – the employee must report for re-employment at the beginning of the first full regularly scheduled working period on the first calendar day following completion of service and the expiration of eight hours after a time for safe transportation back to the employee’s residence.
  2. If service is for 31 days or more but less than 181 days – the employee must submit an application for re-employment with Human Resources no later than 14 days following the completion of service.
  3. If service is over 180 days – the employee must submit an application for re-employment with Human Resources no later than 90 days following the completion of service.
  4. If the employee is hospitalized or convalescing from a service-connected injury – the employee must submit an application for re-employment with Human Resources no later than two years following completion of service.

Documentation Necessary for Re-Employment

Employees who apply for re-employment following military service must provide their supervisor with military discharge documentation to establish the timeliness of the application for re-employment, the duration of the military service, and the honorable discharge from the military service.

Exceptions to Re-Employment

In addition to the employee’s failure to apply for re-employment in a timely manner, an employee is not entitled to reinstatement if any of the following conditions exist:

  1. The College’s circumstances have so changed as to make re-employment impossible or unreasonable.
  2. Re-employment would pose an undue hardship upon the College.
  3. The employee’s employment prior to the military service was merely for a brief, non-recurrent period and there was no reasonable expectation that the employment would have continued indefinitely or for a significant period.
  4. The employee did not receive an honorable discharge from military service.

Position upon Re-Employment

Upon an employee’s prompt application for re-employment (as defined above), an employee will be reinstated to employment in the following manner depending upon the employee’s period of military service:

  1. Less than 91 days of military service – (i) in a position that the employee would have attained if employment had not been interrupted by military service; or (ii) if found not qualified for such position after reasonable efforts by the College, in the position in which the employee had been employed prior to military service.
  2. More than 90 days and less than 5 years of military service – (i) in a position that the employee would have attained if employment had not been interrupted by military service or a position of like seniority, status and pay, the duties of which the employee is qualified to perform; or (ii) if proved not qualified after reasonable efforts by the College, in the position the employee left, or a position of like seniority, status and pay, the duties of which the employee is qualified to perform.
  3. Employee with a service-connected disability – if after reasonable accommodation efforts by the employer, an employee with a service-connected disability is not qualified for employment in the position he or she would have attained or in the position that he or she left, the employee will be employed in (i) any other position of similar seniority, status and pay for which the employee is qualified or could become qualified with reasonable efforts by the College; or (ii) if no such position exists, in the nearest approximation consistent with the circumstances of the employee’s situation.

Benefits

While on leave, employees are entitled to participate in any rights and benefits not based on seniority that are available to employees on comparable nonmilitary leaves of absence, whether paid or unpaid, including those rights and benefits that become effective during their service and that are provided to similarly situated employees on furlough or leave of absence. Employees may be required to pay the employee cost, if any, of any funded benefit to the extent that other employees on leave of absence are so required.

Employees re-employed following military leave will receive seniority and other benefits determined by seniority that the employee had at the beginning of the military leave, plus any additional seniority and benefits the employee would have attained, with reasonable certainty, had the individual remained continuously employed.

 

Anonymous (not verified) August 18, 2015

Vacations

Vacations

Eligibility: Twelve month staff employees earn vacation time.

Benefit: Exempt employees earn one month (23 days) of vacation with full base pay per year. Vacation is accrued on a biweekly basis at 6.63 hours per pay period for 26 pay periods.

All other employees (Non-Exempt) shall accrue 11 days (two weeks and one day) paid vacation per year for the first 8 years of continuous service. After 8 years of service, employees will accrue 16 days (three weeks and one day) paid vacation per year, and upon completion of 15 years of continuous service, employees will earn 21 days (four weeks and one day) paid vacation per year.

The following chart provides information concerning vacation accrual rates for non-exempt employees. These rates are based on 26 pay periods.

 Upon Completion of

 Days Accrued

 37.5 Hour Employee Accrual Per Pay Period

 40 Hour Employee Accrual Per Pay Period

 Up to 8 years

 11 days

 3.18 hours

 3.39 hours

 8 to 15 years

 16 days

 4.62 hours

 4.93 hours

 15 years and over

  21 days

 6.06 hours

 6.47 hours

Leave after exhaustion of benefit: After all accumulated vacation leave has been used, there will be no negative accrual of vacation leave. Employees have the option of using accrued compensatory time (if available). If such compensatory time is not available, the remaining time off will be without pay.

Maximum: A year is defined as 12 full months of employment. An employee’s “year” begins on the first of the month following their hire date. The maximum vacation accrual is one and one half time (1 1/2) the annual vacation rate.

For example, if an employee earns vacation at the rate of two weeks (10 days) a year, the maximum accrual allowed is three weeks (15 days). Employees will lose credit for unused vacation time in excess of these maximums.

Utilizing Benefit: The actual date(s) of vacation time must be planned with your supervisor. Vacation may be taken in no less than half day increments.

Subpoenas: Employees that have received a subpoena to appear either as a witness or as a defendant shall adhere to the vacation policy. 

Introductory Period: Vacation with pay may not be granted until a new employee has completed the introductory period, although vacation credit will be accrued during that period.

Benefit upon Termination: When an employee terminates their employment with the College after their introductory period, the employee will be paid for any unused vacation accruals subject to the following limitations:

  • Employees who have at least fifteen consecutive years of service will be paid a maximum of one month (23 days) of unused vacation. 
  • Employees who do not have at least fifteen consecutive years of service will be paid a maximum of two weeks (10 days) of unused vacation. 

However, if the employee’s termination is a result of disciplinary actions, payment of unused vacation accruals will be forfeited. Employees will not be paid for any vacation leave if they leave the service of the College, voluntarily or otherwise, during their introductory period. If, subsequent to employee’s termination of employment for any reason, the employee should again be employed by the College, he or she shall not receive seniority or vacation benefits based on prior service.

An employee may not use vacation for the purpose of extending their date of termination.

Should you have any questions concerning the vacation policy, please contact the Benefits Services Manager.

 

Anonymous (not verified) August 18, 2015

Benefits - Medical

Benefits - Medical Anonymous (not verified) August 18, 2015

COBRA

COBRA

Consolidated Omnibus Budget Reconciliation Act

In compliance with the federal law COBRA, the College offers full-time faculty and staff continuation of the medical benefits coverage. If you lose coverage due to termination or reduction in hours, you will be offered COBRA coverage for 18 months. An additional 11 months, for a total of 29 months, can be given to a qualified beneficiary who is determined to be disabled by the Social Security Administration at the time of the qualifying event or if the qualified beneficiary becomes disabled during the first 60 days of COBRA coverage. If an enrolled dependent loses coverage due to death of the covered employee, divorce, or legal separation of the employee or a child reaches the age limit for the Plan, the dependent will be offered continuation coverage for 36 months.

It is the employee’s responsibility to notify the College of a divorce, legal separation, or a child reaching the age limit within 60 days of the later of the date of the event or the date on which coverage would be lost because of the event.

Individuals who elect to continue the medical benefits coverage will be required to pay 100% of the total premium plus an administration fee.

HealthSmart will send a notice to the home address on file when an employee is eligible for coverage. You may contact the Benefits Services Manager for additional information.

After the 18-month, 29-month, or 36-month period, medical benefits coverage will be terminated.

 

Anonymous (not verified) August 18, 2015

Claims

Claims

How to Submit a Claim. When a Covered Person has a claim to submit for payment, that person must:

  1. Obtain a claim form from the Human Resources Office or the Plan Administrator.
  2. Complete the Employee portion of the form. All questions must be answered.
  3. Have the Physician complete the provider’s portion of the form.
  4. For Plan reimbursements, attach bills for services rendered. All bills must show:
    • Name of Plan
    • Group number of Plan
    • Employee’s name
    • Name of patient
    • Name, address, telephone number of the provider of care
    • Diagnosis
    • Type of services rendered, with diagnosis and/or procedure codes
    • Date of services
  5.  Send the above to the Claims Administrator at this address:
    HealthSmart
    P.O. Box 111047
    Memphis, TN 38111
    (901) 473-3100

When Claims Should Be Filed: Claims should be filed with the Claims Administrator within 90 days of the date charges for the service was incurred. Benefits are based on the Plan’s provisions at the time the charges were incurred. Charges are considered incurred when a treatment or care is given or a procedure performed. Claims filed later than that date may be declined or reduced unless:

  • it is not reasonably possible to submit the claim in that time; and 
  • the claim is submitted within one year from the date incurred. This one-year period will not apply when the person is not legally capable of submitting the claim.

The Claims Administrator will determine if enough information has been submitted to enable proper consideration of the claim. If not, more information may be requested from the claimant. The Plan reserves the right to have a Plan Participant seek a second medical opinion.

A request for Plan benefits will be considered a claim for Plan benefits, and it will be subject to a full and fair review. If a claim is wholly or partially denied, or if there is any other adverse benefit determination, the Claims Administrator will furnish the Plan Participant with a written notice. The written notice will contain the following information, in addition to any other information required by law:

  • the specific reason or reasons for the adverse benefit determination; 
  • specific reference to those Plan provisions on which the determination is based; 
  • a description of any additional information or material necessary to correct the claim and an explanation of why such material or information is necessary; and 
  • appropriate information as to the steps to be taken if a Plan Participant wishes to submit the claim for review.

A Plan Participant will be notified as to the acceptance or denial of a claim within the following time frames:

  • Urgent care claims: Within 72 hours of receipt of the claim, unless the Plan Participant fails to provide sufficient information to determine whether, or to what extent, benefits are covered or payable under the Plan. In the case of such failure, the Plan Administrator will notify the Plan Participant of the specific information necessary to complete the claim within 24 hours after receipt of the claim by the Plan. The Plan Participant will then have at least 48 hours to provide the specified information. The Plan Administrator will then notify the Plan Participant of the acceptance or denial of the claim within 48 hours of the earlier of the Plan Administrator’s receipt of the specified information or the end of the period afforded the Plan Participant to provide the specified information
  • Pre-service claims: Within 15 days of the Plan’s receipt of the claim.
  • Post-service claims: Within 30 days of the Plan’s receipt of the claim.

If special circumstances require an extension of time for processing a non-urgent care claim, the Claims Administrator shall send written notice of the extension to the Plan Participant. The extension notice will indicate the special circumstances requiring the extension of time and the date by which the Plan expects to render the final decision on the claim. In no event will the extension exceed a period of 15 days from the end of the initial 15-day period for pre-service claims, or a period of 30 days from the end of the initial 30-day period for post-service claims.  If the extension is necessary due to the Plan Participant’s failure to submit the information necessary to decide the claim, the extension notice shall specifically describe the required information, and the Plan Participant will have at least 45 days from receipt of the notice to provide the specified information.

If a Plan Participant is not notified as to acceptance or denial of a claim within the time frames provided above, the claim shall be deemed denied. Note-Failing to respond to the claim within these time periods can have adverse effects on Rhodes.  The participant will be free to sue for benefits (rather than follow the administrative appeal process), and the court will be able to review the denial de novo (the standard is typically abuse of discretion when the plan follows the procedural requirements).

Claims Review Procedure: In cases where a claim for benefits payment is denied in whole or in part, or if there is any other adverse benefit determination, the Plan Participant may appeal the denial. This appeal provision will allow the Plan Participant to:

  1. Request from the Plan Administrator a review of any claim for benefits. Such request must include: the name of the Employee, his or her Social Security number, the name of the patient and the Group Identification Number, if any. 
  2. File the request for review in writing, stating in clear and concise terms the reason or reasons for this disagreement with the handling of the claim. 
    The request for review must be directed to the Plan Administrator or Claims Administrator within 180 days after the claim payment date or the date receipt of the notification of denial of benefits.

A review of the denial or other adverse benefit determination will be made by the Plan Administrator and the Plan Administrator will provide the Plan Participant with a written response as follows:

  • Urgent care claims: Within 72 hours of receipt of the Plan Participant’s request for the review of the adverse benefit determination.
  • Pre-service claims: Within 30 days of the Plan Participant’s request for review of the adverse benefit determination.
  • Post-service claims: Within 60 days of the Plan Participant’s request for review of the adverse benefit determination.

If the Plan Participant is not notified of the plan’s decision within the time frames provided above, the Plan Participant may deem the claim denied. As noted above, failing to respond to the claim within these time periods will permit a reviewing court to review the denial de novo, rather than abuse of discretion.

The Plan Administrator’s written response to the Plan Participant shall cite the specific reason or reasons for adverse determination, the specific Plan provision(s) upon which the determination is based, and any other information required by law.

A Plan Participant must exhaust the claims appeal procedure before filing a suit for benefits.

For further information, please see a copy of the Summary Plan Description of the Welfare Benefit Plan.

Note: The Rhodes College Handbook is not a contract of employment, nor should it be construed to create a contract with the College. Rhodes reserves the right to make future changes to its policies, practices, and fringe benefits. If such changes occur, the College will inform employees of such changes and their effect, if any. If you have questions, please contact The Rhodes Human Resources Department at hr@rhodes.edu.

Anonymous (not verified) August 18, 2015

Dental Insurance

Dental Insurance

Voluntary Dental Insurance

Plan Sponsor. This Plan is sponsored by Rhodes College, 2000 North Parkway, Memphis, TN 38112.

Eligible Participants. All full-time faculty and staff have the option to purchase dental insurance coverage for themselves, their domestic partner and their dependents.

Date Eligible for Coverage. Each employee becomes eligible for dental coverage under the Plan the first day of the month following the date of employment with Rhodes.

Date Eligible for Dependent Coverage. A dependent shall become eligible for coverage on either (a) the first day that the employee becomes eligible for coverage and satisfies the definition of eligible dependent coverage or (b) the day a covered employee first acquires an eligible dependent.

Benefits Provided. There are two separate Dental Plans available.

Split Value Plan In-Network

  • $100 lifetime deductible per covered individual (maximum 3 per family)
  • Diagnostic and preventive services covered at 100%
  • Basic services covered at 80% after deductible has been met
  • Major services covered at 50% after deductible has been met
  • $1,000 per person maximum benefit per calendar year

Split Value Plan Out-of-Network

  • $100 lifetime deductible per covered individual (maximum 3 per family)
  • Diagnostic and preventive services covered at 100% of the network rate after the deductible has been met
  • Basic services covered at 50% after the deductible has been met
  • Major services covered at 25% after the deductible has been met
  • $1,000 per person maximum benefit per calendar year

PPO Plan In-Network

  • $100 lifetime deductible per covered individual (maximum 3 per family)
  • Diagnostic and preventive services covered at 100%
  • Basic services covered at 100% after deductible has been met
  • Major services covered at 60% after deductible has been met
  • $2,000 per person maximum benefit per calendar year

PPO Plan Out-of-Network

  • $100 lifetime deductible per covered individual (maximum 3 per family)
  • Diagnostic and preventive services covered at 100% after the deductible has been met
  • Basic services covered at 80% after deductible has been met
  • Major services covered at 50% after deductible has been met
  • $1,500 per person maximum benefit per calendar year

There is a monthly charge for dental insurance coverage that is paid through payroll deduction. At the employee’s option, dental insurance premium payments may be deducted through the flexible benefits program (pre-tax option).

Currently the insurance company is Guardian Life Insurance Company. Request for information concerning Guardian Life Insurance Company contract terms, condition and interpretation thereof, claims thereunder, any requests for review of such claims and service of legal process may be directed in writing to: Guardian Life, 7 Hanover Square, H-26-E, New York, NY 10004.

The requirements for being covered under this Plan, the provision concerning termination of coverage, a description of Plan benefits (including any limitations and exclusions which may result in reduction or loss of benefits) are explained in the Certificate of Coverage.

Guardian Life offers a Vision discount plan to participants covered under the dental plan and their dependents. For additional information, please contact the Benefits Services Manager.

The plan year is July through June.
For a statement of ERISA rights see ERISA

Note: The Rhodes College Handbook is not a contract of employment, nor should it be construed to create a contract with the College. Rhodes reserves the right to make future changes to its policies, practices, and fringe benefits. If such changes occur, the College will inform employees of such changes and their effect, if any. If you have questions, please contact The Rhodes Human Resources Department at hr@rhodes.edu.

Anonymous (not verified) August 18, 2015

Medical Benefit Plan

Medical Benefit Plan

Plan Administrator. This Welfare Benefit Plan is administered by Rhodes College, 2000 North Parkway, Memphis, TN 38112 whose Internal Revenue Service Employer Identification Number is EIN620476301. The Plan Number is 501. The plan year is July through June. This is a contract administration plan and the third party administrator (TPA) is HealthSmart Benefits. Information regarding Plan eligibility, enrollment, cost, and the procedure for applying for benefits is contained in this section. The Plan Document which each covered employee receives without cost, includes a description of benefits under the Plan and the conditions under which these benefits are available to covered individuals. For a copy of the Plan Document please contact the Benefits Services Manager.

Employees Eligible for the Plan. All full-time faculty and staff and their dependents and qualified domestic partner are eligible to be enrolled in the Medical Benefit Plan, Part-time employees working an average of 30 hours per week are eligible to enroll in the Medical Benefit Plan. Employees working less than 30 hours per week are not eligible for medical coverage.

Date Eligible for Coverage. Each employee becomes eligible for medical coverage under the Plan the first day of the month following the date of employment with Rhodes.

Date Eligible for Dependent Coverage. A dependent shall become eligible for coverage on either (a) the first day that the employee becomes eligible for coverage and satisfies the definition of eligible dependent coverage or (b) the day a covered employee first acquires an eligible dependent. New dependents must be added to your medical coverage within 30 days of the event (i.e., marriage, birth, adoption or placement for adoption). The definition of the dependents eligible for coverage under this Plan appears in the Medical Benefit Plan Document, which each covered employee receives.

Enrolling in the Plan. An employee and his or her dependents may become enrolled on the date of first eligibility. Enrollment forms, which should be completed promptly, may be obtained from the Human Resources Office. Additional information about enrollment procedures, including special enrollment periods, may also be obtained from the Benefits Services Manager.

Plan A — PPO Benefits

  • 100% coverage after $30 office co-payment on physician’s charges if you see a physician participating in the Partner Solutions PPO network.
  • X-ray and lab charges are paid at 80% of PPO rate and the deductible waived for PPO Select providers.
  • $500 calendar year deductible per person (family maximum of 3). All eligible expenses apply toward the deductible except the $30 office co-payment, the 20% coinsurance for in-network X-ray and lab charges and prescription drug co-payments if purchased from a network pharmacy.
  • 80% coverage for eligible expenses after the deductible has been met.
  • 100% coverage on all eligible expenses after $2,500 per covered individual (plus deductible and co-payments) per calendar year has been paid out-of-pocket by the covered person.
  • Well baby care and routine exams.
  • Pre-admission certification is required for hospital admissions, observation stays, skilled nursing, MRI, CT and chemo/radiation therapy.

Plan A — Non-PPO Benefits

  • $600 calendar year deductible per person (family maximum of 3). All eligible expenses apply toward the deductible except prescription drug co-payments if purchased from a network pharmacy.
  • 50% coverage on eligible expenses after the deductible has been met.
  • Pre-admission certification is required for hospital admissions, observation stays, skilled nursing, MRI, CT and chemo/radiation therapy.

Plan B — PPO Benefits

  • $900 calendar year deductible per person (family maximum of 3). All eligible expenses apply toward the deductible except prescription drug co-payments if purchased from a network pharmacy.
  • 80% coverage on eligible expenses after deductible has been met.
  • 100% coverage on all eligible expenses after $3,500 per covered individual (plus deductible and co-payments) per calendar year has been paid out-of-pocket by the covered person.
  • Pre-admission certification is required for hospital admissions, observation stays, skilled nursing, MRI, CT and chemo/radiation therapy.

Plan B — Non-PPO Benefits

  • $1,200 calendar year deductible per person (family maximum of 3). All eligible expenses apply toward the deductible except prescription drug co-payments if purchased from a network pharmacy.
  • 50% coverage on eligible expenses after deductible has been met.
  • Pre-admission certification is required for hospital admissions, observation stays, skilled nursing, MRI, CT and chemo/radiation therapy.

Applications, Requests, and Questions Directed to the Plan Administrator. Applications, requests, and questions regarding enrollment, participation, or other administrative matters and service of legal process on issues arising from such questions, should be directed to the Plan Administrator, Chief Human Resources Officer, Rhodes College, 2000 North Parkway, Memphis, TN 38112, 901-843-3750.

The Cost of the Plan. Effective July 1, 1989, employees will be responsible for sharing in the cost of the Medical Benefit Plan through a medical benefit premium payment. At the employee’s option, medical benefit premium payments can be deducted through a flexible benefits program (pre-tax option).

Amendment to the Medical Benefit Plan. Rhodes shall be the Administrator for this Plan, and as such, shall have the authority to control and manage the operation and administration of the Plan. The Administrator has designated in writing the Chief Human Resources Officer to carry out duties under the Plan.

The Board of Trustees reserves the right to modify or discontinue the Plan at any time.

Anonymous (not verified) August 18, 2015

Prescription Drug Plan

Prescription Drug Plan

The Rhodes Prescription Drug Plan is part of the Medical Benefit Plan. Therefore, all full-time faculty and staff who participate in the College’s Medical Benefit Plan are eligible to participate in the Prescription Drug Plan. Effective July 1, 1996, all eligible employees and retirees may obtain prescription drugs at a negotiated price for themselves and their eligible dependents from any participating pharmacy.

Express Scripts, Inc. has a network of pharmacies that participate in our plan. The preferred pharmacies can identify covered persons and the Plan’s coverage provisions. To find out which pharmacies participate, contact Express Scripts, Inc at 1-800-451-6245.

The covered person must purchase the prescription drugs through a participating pharmacy or the mail order option.

Prescription Drugs – Express Scripts Participating Pharmacy

Retail Store

 Generic

$10

 Name brand formulary

 $30

 Name brand non-formulary

 $50 or 50% (whichever is greater)

Mail Order Program (90 day supply per prescription)

 Generic

$20 Generic

 Name brand formulary

 $60

 Name brand non-formulary

 $90

Note: The Rhodes College Handbook is not a contract of employment, nor should it be construed to create a contract with the College. Rhodes reserves the right to make future changes to its policies, practices, and fringe benefits. If such changes occur, the College will inform employees of such changes and their effect, if any. If you have questions, please contact The Rhodes Human Resources Department at hr@rhodes.edu.

Anonymous (not verified) August 18, 2015

Retiree Medical Benefit Plan

Retiree Medical Benefit Plan

Retiring employees and their eligible dependents that are currently on the active plan, may enroll in the Retiree Medical Benefit Plan upon completion of ten consecutive years of full-time employment after age 50. Employees hired after January 1, 1995 will not be eligible for medical benefits upon retirement.

To participate in the Retiree Medical Benefit Plan, a new enrollment form needs to be completed and returned to the Benefits Services Manager by the first day of the month after the employee’s retirement date. If the retired employee chooses not to enroll or cancels his or her participation after enrolling in the plan, reenrollment is not allowed. In case of death of the retiree, dependent coverage will continue until the spouse dies, remarries, or has other group medical benefits available to them (excluding Medicare). Employees retiring after June 30, 1989 will be responsible for sharing in the cost of medical coverage through medical benefit premium payments. Employees hired after January 1, 1995 will not be eligible for medical benefits upon retirement.

COBRA medical benefit continuation is also offered to retirees. A retiree may elect either the COBRA coverage or the Retiree Medical Benefit Plan (refer to the “COBRA” policy).

Note: The Rhodes College Handbook is not a contract of employment, nor should it be construed to create a contract with the College. Rhodes reserves the right to make future changes to its policies, practices, and fringe benefits. If such changes occur, the College will inform employees of such changes and their effect, if any. If you have questions, please contact The Rhodes Human Resources Department at hr@rhodes.edu.

Anonymous (not verified) August 18, 2015

Vision Insurance

Vision Insurance

Voluntary Vision Insurance

Plan Sponsor. This Plan is sponsored by Rhodes College, 2000 North Parkway, Memphis, TN 38112.

Eligible Participants. All full-time faculty and staff have the option to purchase vision insurance coverage for themselves, their domestic partner and their dependents.

Date Eligible for Coverage. Each employee becomes eligible for vision coverage under the Plan the first day of the month following the date of employment with Rhodes.

Date Eligible for Dependent Coverage. A dependent shall become eligible for coverage on either (a) the first day that the employee becomes eligible for coverage and satisfies the definition of eligible dependent coverage or (b) the day a covered employee first acquires an eligible dependent.

Benefits Provided. All services must be rendered by a provider in the VSP Signature Network

  • $10 annual exam
  • $25 materials copay for glasses and lenses every 2 years
    • Single vision lenses, line bifocals or trifocals
    • Frames up to $120
    • Elective contact lenses up to $120
  • Average 30% discount for all other materials

There is a charge for vision insurance coverage that is paid through payroll deduction. At the employee’s option, vision insurance premium payments may be deducted through the flexible benefits program (pre-tax option).

Currently the insurance company is Guardian Life Insurance Company. Request for information concerning Guardian Life Insurance Company contract terms, condition and interpretation thereof, claims thereunder, any requests for review of such claims and service of legal process may be directed in writing to: Guardian Life, 7 Hanover Square, H-26-E, New York, NY  10004.

The requirements for being covered under this Plan, the provision concerning termination of coverage, a description of Plan benefits (including any limitations and exclusions which may result in reduction or loss of benefits) are explained in the Certificate of Coverage.

Guardian Life offers a Vision discount plan to participants covered under the dental plan and their dependents who do not enroll in the Vision insurance. For additional information, please contact the Benefits Services Manager.

The plan year is July through June.
For a statement of ERISA rights see ERISA.

Note: The Rhodes College Handbook is not a contract of employment, nor should it be construed to create a contract with the College. Rhodes reserves the right to make future changes to its policies, practices, and fringe benefits. If such changes occur, the College will inform employees of such changes and their effect, if any. If you have questions, please contact The Rhodes Human Resources Department at hr@rhodes.edu.

Anonymous (not verified) August 18, 2015

Benefits - Tuition

Benefits - Tuition Anonymous (not verified) August 18, 2015

Rhodes Tuition Exchange Programs

Rhodes Tuition Exchange Programs

Rhodes participates in three exchange programs to assist eligible dependent children with the cost of undergraduate tuition at colleges and universities other than Rhodes.  

Eligibility: The natural or legally adopted child of a full-time employee with at least 1 year of service.  The child must have never married and must begin receiving the benefit before the age of 25.  Dependents of part-time employees (those scheduled to work less than 37 ½ hours per week and 10 months per year) are not eligible for the tuition exchange.  The dependent must be accepted for admission by a participating institution.

Benefit for Dependents: Tuition exchange programs are limited to four years of study or the equivalent or until the requirements for an undergraduate degree are met, whichever comes first.

Exchange Programs: Each program has its own application process and tuition credit program. Please refer to the website for the program below for more specific information.  (We recommend that you contact the Financial Aid office of the individual school as well).

  • Associated Colleges of the South (ACS):  Information at www.colleges.org including a list of schools.  The ACS charges a fee of $1,500 per year for participation in the tuition exchange.  Please notify the Benefits Services Manager if your child is applying to a school in this program.
  • Association of Presbyterian Colleges & Universities (APCU):  Information and list of schools at www.presbyteriancolleges.org. The APCU grants a full tuition waiver through the exchange.  Please notify the Benefits Services Manager if your child is applying to a school in this program.
  • The Tuition Exchange (TE):  Information and list of participating schools at www.tuitionexchange.org.  The TE grants a tuition waiver up to the amount of the current tuition at Rhodes.  Applicants for this program should apply at the website.

Students should apply for all scholarships and financial aid just as they would at any other school.  

Benefits after Termination: No tuition payments will be continued after the termination of employment except in the following cases. In the event of death, retirement, or total disability of a Rhodes employee, one academic year of tuition payments will be granted for the spouse and/or natural or legally adopted children for each four years of full-time employment. If a totally disabled employee recovers and resumes employment with an organization other than Rhodes, the tuition payment will terminate.
 

admin April 22, 2019

Rhodes Tuition Remission Program

Rhodes Tuition Remission Program

Benefit for Employees: After one year of service, full-time employees of Rhodes (those working at least 10 months per year and 37.5 or 40 hours per week depending on the employee’s position) may be eligible for tuition remission. The employee is responsible for the registration and application fees, and must meet Rhodes’ admissions criteria as established by the Committee on Admissions. 

After one year of service, part-time employees (those working at least 18.75 hours per week or 20 hours or more per week depending on the employee’s position) are eligible for tuition remission on a pro-rata basis, under the same provisions as full-time employees. Employees who work fewer than 18.75 hours per week are not eligible for tuition remission.

Employees may take up to two (2) tuition remission courses at Rhodes each semester. Tuition remission will be given provided that:

  • The employee’s supervisor approves of the class schedule;
  • The employee continues as an employee for the duration of the semester;
  • The number of credit hours does not exceed 8 in each semester;

Only one course may be taken during the employee’s regular work schedule for full-time employees. If on a part-time schedule, the employee must arrange for class to be before or after their assigned work schedule. The employee must be in good standing with the College and have no disciplinary actions during the past 12 months. This is not an entitlement; the first priority is the mission and function of the College and our responsibility to the College community is dependent upon each other for timely services. If, however, such arrangements can be made, the employee’s supervisor and the appropriate Dean/VP must approve in writing, prior to registration, the revised work schedule necessary to attend the class. The employee’s actual work time excluding class time remains undiminished, and care should be exercised regarding how the revised work schedule may affect others. This policy does not apply for summer sessions, study abroad, or other special programs.

In order to receive tuition remission at Rhodes, the employee must complete, sign and submit a Tuition Remission form to Human Resources for approval. This form may be obtained from the Benefits Services Manager. After eligibility is confirmed and tuition remission is approved, the employee must complete an Application for Admission as a Special Student, available in the Office of Admission. Both the completed Tuition Remission form and the completed Application for Admission as a Special Student with the required supporting documents must be submitted to the Office of Admission at least two weeks prior to the beginning of the desired semester of enrollment.

Benefit for Spouse/Partner and Dependents: A spouse, partner and natural or legally adopted child of a full-time employee, provided the child has never married and begins receiving the benefit before the age of 25. The spouse/partner and dependents of part-time employees (those working less than 37 ½ hours per week and 10 months per year) are not eligible for tuition remission.

Tuition payments are limited to four (4) academic years (or the equivalent thereof). Tuition payments will not cover summer directed inquiries or other courses for which the instructor is paid on the basis of the number of enrollees. A spouse, partner or child of eligible employees may take music lessons and may enroll as special students in various courses at special rates. For specific details regarding special fees, inquire at Rhodes Express located in Burrow Hall.

Tuition at Rhodes will be remitted on behalf of spouse, partner and/or natural or legally adopted child subject to the following qualifications:

  • After 1 year of full-time employment — one-third tuition at Rhodes will be remitted.
  • After 2 years of full-time employment — two-thirds tuition at Rhodes will be remitted.
  • After 3 years of full-time employment — full tuition at Rhodes will be remitted.

In order for a spouse, partner or dependent to receive tuition remission at Rhodes, the employee must complete, sign and submit a Tuition Remission form to Human Resources for approval. This form can be obtained from the Benefits Services Manager. After eligibility is confirmed and tuition remission is approved, the spouse or dependent must complete an Application for Admission. Both the completed Tuition Remission form and the completed Application for Admission with the required supporting documents must be submitted to the Office of Admission before the deadline for regular admissions. 

If an employee’s natural or legally adopted child attending Rhodes receives a merit scholarship from Rhodes, the amount of the Rhodes tuition remission plus the merit scholarship will be credited to the student’s account. However, the total amount of Rhodes tuition remission plus all sources of aid, including outside scholarships, shall not exceed the cost of tuition, room, board and fees at Rhodes.

Benefits after Termination: No tuition payments will be continued after the termination of employment except in the following cases. In the event of death, retirement, or total disability of a Rhodes employee, one academic year of tuition payments will be granted for the spouse/partner and/or natural or legally adopted children for each four years of full-time employment. If a totally disabled employee recovers and resumes employment with an organization other than Rhodes, the tuition payment will terminate.
 
 
Note: The Rhodes College Handbook is not a contract of employment, nor should it be construed to create a contract with the College. Rhodes reserves the right to make future changes to its policies, practices, and fringe benefits. If such changes occur, the College will inform employees of such changes and their effect, if any. If you have questions, please contact The Rhodes Human Resources Department at hr@rhodes.edu.

Anonymous (not verified) August 18, 2015

Tuition Grant Program

Tuition Grant Program

Tuition Grants to Other Accredited Institutions

NOTE: The Tuition Grant Program is no longer available for full time employees whose employment date is subsequent to December 1, 2011.

Eligibility: Natural or legally adopted children, never married and begin receiving the benefit before age 25, of tenured faculty members, and Deans/VPs.

Benefit: Tuition grants will be remitted at any other accredited college or university in the United States, up to a maximum of Rhodes published tuition price and mandatory fees. It is assumed, under this policy, that each student will make every appropriate effort to take advantage of scholarships offered by the other institutions or by any other agency. Rhodes will pay toward the student’s total bill the smallest of the following three amounts:

  1. The current tuition and mandatory fees charged by Rhodes.
  2. The tuition and mandatory fees charged by the college or university the student is attending.
  3. The tuition, room, board, and mandatory fees charged by the college or university the student is attending less all grants and scholarships received by the student, regardless of the source of the grants and scholarships.

Maximum Benefit: There shall be a limitation of four academic years (or the equivalent thereof) of baccalaureate study for each eligible child of a tenured faculty member. Enrollment for more than four academic years and/or after the receipt of a baccalaureate degree will not qualify for tuition grants.

All tuition grant payments under this benefit are considered taxable income and are subject to applicable withholding taxes.

Note: The Rhodes College Handbook is not a contract of employment, nor should it be construed to create a contract with the College. Rhodes reserves the right to make future changes to its policies, practices, and fringe benefits. If such changes occur, the College will inform employees of such changes and their effect, if any. If you have questions, please contact The Rhodes Human Resources Department at hr@rhodes.edu.

Anonymous (not verified) August 18, 2015

Diversity

Diversity

Rhodes College 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, and national or ethnic origin.

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.

 

 

The policies and practices that establish the manner in which the College addresses allegations of discrimination and harrassment are published in a document titled Rhodes College′s Policy on Discrimination and Harassment. Print copies are available in the Dean of Student′s Office.

admin August 31, 2018

Employment Policies

Employment Policies Anonymous (not verified) August 18, 2015

Alcohol and Social Event Policy for Faculty and Staff

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

Anti-Discrimination and Harassment Policy

Anti-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.

 III. 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 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 employeehotline@rhodes.edu.

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.

VI. Investigation

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.

VII. Retaliation

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 employeehotline@rhodes.edu

Campus Contacts

Claire Shapiro
Chief Human Resources Officer 
128 West Campus
901-843-3750

Russ Wigginton
Dean of Students
Refectory
901-843-3997

Milton Moreland
Dean of the Faculty
300 Halliburton Tower
901-843-3795

Alicia Golston
Associate Dean of Students
406 Burrow Hall
901-843-3885

Ike Sloas
Director of Campus Safety
No 5 Spann Place
​901-843-3880

Christine Fox
Director of Community Standards
404 Burrow Hall
​901-843-3885

                                               

admin October 30, 2017

Attendance

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 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.

 

Anonymous (not verified) August 18, 2015

Compensation Philosophy, Goals, Principles and Administration

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 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.

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 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.

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 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.

Anonymous (not verified) August 18, 2015

Conflict of Interest

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 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. 

Anonymous (not verified) August 18, 2015

Employee Discipline and Termination

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 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.” 

Anonymous (not verified) August 18, 2015

Employee Drug Policy

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

Employee Resignation

Employee 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 use vacation time to extend his or her dates of employment.

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 Business Systems Analyst in the HR office.

Anonymous (not verified) November 20, 2017

Employment Status and Job Categories

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, worker’s compensation coverage, and the tax deferred annuity program, 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.

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

Employment and Selection Guidelines - Faculty

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.

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 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.

Anonymous (not verified) August 18, 2015

Employment and Selection Guidelines - Staff

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.

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. 

Job Announcements

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.
Anonymous (not verified) August 18, 2015

Equal Employment Opportunity Policy

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

Fraternization 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.

admin October 30, 2017

Introductory Period

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

Job Descriptions

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

Job Reclassification

Job 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.  

 

Anonymous (not verified) August 18, 2015

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 coxt2@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

Nepotism Policy

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 neither employee participates in making recommendations or decisions affecting the appointment, retention, promotion, demotion, salary, or work assignments of the other; and that one relative does not directly supervise another.

  • Each individual has the responsibility for disclosing that such a relationship exists, including a change in circumstances affecting application of this policy.
  • In exceptional circumstances there may exist a supervisory relationship between relatives, necessitated by unique qualifications or responsibilities. 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

Performance Management for Staff Employees

Performance 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:

  1. Exceeds the College’s high expectations,
  2. Meets the College’s high expectations, or
  3. 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.

 

admin March 14, 2019

Personnel Records

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. 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.

Anonymous (not verified) August 18, 2015

Romantic and/or Sexual Relationships Between Employees

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 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.

admin October 30, 2017

Secondary Employment

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. 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.

 

Anonymous (not verified) August 18, 2015

Smoking Policy

Smoking 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. 

Anonymous (not verified) February 14, 2018

Social Security

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. (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/.

 

Anonymous (not verified) August 18, 2015

Standards of Ethical Conduct

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

Student Payroll

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 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.

Anonymous (not verified) August 18, 2015

Temporary Employment

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.

In effect March 13, 2007.
Vice President for Finance and Business Affairs.

Anonymous (not verified) August 18, 2015

Uniforms Policy

Uniforms 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.  

 

Anonymous (not verified) August 18, 2015

Weapons 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, 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:

  1. The permit holder’s vehicle is parked in 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

Work Hours

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 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.

Compensatory Time:

  • 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. 
Anonymous (not verified) August 18, 2015