EMPLOYEE HANDBOOK

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EMPLOYEE HANDBOOK

Revised Spring, 2018

LAGRANGE COLLEGE

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This Handbook replaces and supersedes any previous employee handbook published and issued by the College. Each employee is responsible for reading and understanding its contents, including any updates.

The Handbook is published on-line at the LaGrange College website, PantherNet. The contents and location of the Handbook is presented to all new employees during new hire orientation.

An employee may request a printed copy of the Handbook by contacting the Department of Human Resources.

PURPOSE OF THE HANDBOOK

The LaGrange College Employee Handbook provides information concerning the College’s organizational structure and the procedures the College has adopted to carry out its mission. The

the specific details of each policy. It is not intended to be all-inclusive, and should not be interpreted as forming an express or implied contract or promise that the policies discussed in it will be applied in all cases. LaGrange College reserves the right to interpret, change, alter, suspend and cancel all policies and practices without advance notice. The College will periodically update the Employee Handbook, but there will be times when policy will change before material in the Employee Handbook is revised.

Nothing contained in the Employee Handbook should be construed as a contract or guarantee of continued employment. All staff employees of the College are hired on an at-will basis for no specific term of employment, and the College reserves the right to terminate the relationship at any time.

The College is an equal employment opportunity employer. No person may be unlawfully discriminated against in employment because of race, color, religion, gender, age, sexual orientation, national

orientation, disability or veteran status.

The office of Human Resources is responsible for revision of the Employee Handbook and for the

interpretation of statements made in it.

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TABLE OF CONTENTS

Page

Mission Statement 5

Organization and Administration 6

Organizational Chart 6

Accreditation and Degrees 7

Board of Trustees 7

Leadership Council 8

President 8

Cabinet 8

Vice President for Academic Affairs 9

Vice President for Finance & Operations 9

Vice President for External Relations 9

Chaplain & Director of Spiritual Life 10

Institutional Planning Council 10

Administrative Council 10

Staff Council 10

Policies and Procedures 11

Absences 11

Academic Calendar 11

Americans with Disabilities Act 11

Bereavement Leave 11

Budget Cycle 12

Campus Mail 12

Cell Phone Acquisition 12

Cell Phone and Pager Usage 13

Clinic 13

College Publications 13

Confidentiality of Records 13

Conflicts of Interest 13

Copy Center 13

Dental Insurance 13

Drug-Free Workplace 14

Emergencies or Crimes on Campus 14

Employee Classification 14

Employee Identification Cards 15

Employee Records 15

Facilities Scheduling 15

Family Medical Leave (FMLA) 15

Flexible Benefits Plan “Cafeteria Plan” Section 125 15

Food Services 16

Fund Raising Activities 16

Health Insurance 16

Hiring Process 16

Holidays 16

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Institutional Property Rights 17

Jury Duty 17

Keys 17

Leave of Absence 17

Library 17

Life Insurance 17

Loan Funds 18

Long-Term Disability Insurance 18

Maintenance, Housekeeping, Grounds 18

Maternity/Paternity Leave 18

Military Leave 18

Natatorium 19

Non-Discrimination Statement 19

Non-Solicitation Policy 19

Office Hours 19

Office Supplies 19

Other Employment 19

Overtime and Compensatory Time Off 19

Parking 20

Payment of Salaries 20

Personal Use off Telephones, Computers, Copiers, Etc. 20 Personal Appearance and Dress Code (Special Casual Days) 20

Posting and Promotion 21

Probationary Period 21

Promotions and Transfers 22

Rest Periods 22

Retirement Plans 22

Salary Increments 23

Security 23

Sexual Harassment 24

Shared Sick Leave 38

Sick Leave 38

Smoking Policy 38

Staff Evaluations 39

Staff Teaching Policy 39

Travel 39

Tuition Remission for Employees and Dependents 39

Vacation 40

Weight Rooms 40

Weapons 40

Workers’ Compensation 40

Workplace Safety 40

Pg. 5 LaGrange College

our core values…

a common language for success

Our Mission

LaGrange College challenges the minds and inspires the souls of its students. Founded in 1831 and committed to its relationship with the United Methodist Church and its Wesleyan and liberal arts traditions, the college supports students in their search for truth. An ethical and caring community valuing civility, diversity, service and excellence, LaGrange College prepares students to become successful, responsible citizens who aspire to lives of integrity and moral courage.

LaGrange College challenges the minds and inspires the souls of its students.

• Through an interdisciplinary, broad-based general education curriculum, rigorous study in the major disciplines, innovative learning opportunities and integrative co-curricular programs, LaGrange College students encounter experiences that challenge and inspire them to develop intellectually, socially, and spiritually.

Founded in 1831 and committed to its relationship with the United Methodist Church and its Wesleyan and liberal arts traditions, the college supports students in their search for truth.

• The oldest private college in the state of Georgia, the institution has been affiliated with the United Methodist Church for more than 150 years.

• Firmly rooted in the Christian faith and grounded in the Wesleyan and liberal arts traditions, both of which are devoted to the unfettered pursuit of truth, the college encourages students to deepen their understanding of their faith and empowers them to engage in free intellectual inquiry.

• Welcoming students from widely diverse backgrounds and a variety of faith traditions, the college fosters an environment of respect and humility and is committed to the ideals of religious and academic freedom.

An ethical and caring community valuing civility, diversity, service and excellence, LaGrange College prepares students to become successful, responsible citizens who aspire to lives of integrity and moral courage.

• Understanding the necessity of informed thought directed toward responsible decision making, the

academic programs of the college provide opportunities for students to grow in their ability to communicate effectively, to encounter the world with critical insight, and to approach problems and opportunities with creativity.

• Committed to the success of students as members of the college community and as alumni, the institution encourages students to see life and work as deeply related and to engage themselves in rich opportunities for meaningful service.

• Aware of the global nature of 21st -century learning and living, the college provides multiple opportunities for students to experience distant cultures and diverse peoples through study-away options, language study, internships, and a wide exposure to cultural-enrichment events – all in the context of academic study and action that foster responsible, sustainable stewardship.

(This mission statement was approved by the faculty and the Board of Trustees in 2010.)

Pg. 6 LAGRANGE COLLEGE

ADMINISTRATIVE ORGANIZATIONAL CHART 2017-2018

Director of Special Events and Conferences

Executive Assistant to the President

Executive Vice President Chief Financial Officer

Vice President for Academic Affairs

Vice President for External Relations Vice President for Enrollment

Vice President for Athletics Athletic Director

Vice President for Student Engagement

& Dean of Students Vice President for Human Resources

President

Pg. 7 Accreditation and Degrees

LaGrange College is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award the degrees of Bachelor of Arts, Bachelor of Music, Bachelor of Science, Bachelor of Business Administration, Bachelor of Science in Nursing, Master of Education, Master of Arts in Teaching, the Specialist in Education degree in Curriculum and Instruction Education. Accreditation information is given in order for interested constituents to (1) learn about the accreditation status of LaGrange College, (2) file a third-party comment at the time of the institution's decennial review, or (3) file a complaint against the institution for alleged non-compliance with a standard or requirement. Contact the Commission on Colleges at 1866 Southern Lane, Decatur, Georgia 30033-4097 or call 404-679-4500 or visit www.sacscoc.org for questions about the accreditation of LaGrange College. Normal inquiries about the institution, such as admission requirements, financial aid, educational programs, etc. should be addressed directly to LaGrange College and not to the Commissions of College's Office.

LaGrange College is also approved by the United Methodist University Senate. It has membership in the National Association of Independent Colleges and Universities and the Georgia Independent Colleges Association.

The Georgia Professional Standards Commission, which confers professional certificates upon College graduates meeting requirements in early childhood, middle grades or secondary education, has awarded highest approval to LaGrange College's program of teacher education.

The Bachelor of Science in Nursing program is accredited by the National League for Nursing.

The undergraduate in business administration is accredited by the Association of Collegiate Business Schools and Programs.

Board of Trustees

Ultimate authority for LaGrange College is vested in a board of trustees. The membership is self- perpetuating, all nominees being confirmed by the North Georgia Conference of The United Methodist Church before becoming active. Executive Vice President for Finance and Operations, Chaplin, Vice President for External Relations, and a tenured faculty member, elected by the faculty for a three-year term, serve as consultants to the Board of Trustees. The elected faculty member cannot succeed himself/herself.

The Board of Trustees establishes the basic policies of the College, but does not participate in administrative management. It sets the budget and provides funds for capital development by gifts and solicitations, planning for long-range campus development and administering

investments. The board operates under a charter and by-laws and meets semiannually during the fall and spring.

The Executive Committee of the Board of Trustees meets three times per year with called

meetings scheduled as necessary. The following standing committees meet on call: Finance

Pg. 8 Committee, Buildings and Grounds subcommittee, Development subcommittee, Investment subcommittee, Education Committee, Enrollment subcommittee, Academic Affairs

subcommittee, and Student Affairs subcommittee.

Leadership Council

The Leadership Council is an advocacy, service-oriented group of friends of the College whose primary purpose is to assist in developing resources for the College.

Members of the Leadership Council are selected by the Leadership Council membership.

President

The President is the principal executive officer of the College, responsible to the Board of Trustees. The President presides over official meetings of the faculty, administration and student body. The President's duties also involve relations with various constituencies on and off campus, including other members of the administration, faculty, staff and student body, as well as with the United Methodist Church, educational associations, parents, alumni and the general public. The President has a major responsibility in institutional development and finance. The President sets the agenda for sessions of the Executive Committee and the Board of Trustees. The President has the final responsibility for the implementation of College policy, the selection and continuance of all personnel, and College operation. The President may

dismiss students for breach of College conduct codes or failure to meet academic standards.

The President confers College degrees and serves as ex officio vice chairman of the Board of Trustees.

The original 1831 charter (under which the College still operates) stipulates that the Trustees appoint a principal (president) who "shall have the right and power to appoint assistants, (to) prescribe a course of studies, to make and enforce all such laws as the internal policy of the institute may require, (to) establish a rate of tuition, (to) adjust expenses, and (to) adopt such regulations as the good of the institution may require."

Executive Cabinet

The President is the principal executive officer of the College, responsible to the Board of

Trustees. Other members of the Cabinet responsible directly to the President include the

CFO/Executive VP for Finance and Operations, the VP for Academic Affairs, VP for External

Relations, VP for Student Enrollment, VP for Student Engagement, VP for Athletics, VP for

Human Resources. The Cabinet typically meets weekly.

Pg. 9 Vice President for Academic Affairs

The Vice President for Academic Affairs is a faculty member and serves as chair of the faculty.

The VPAA is ordinarily called on by the President to preside over faculty meetings. The VPAA also presides over sessions of the Academic Advisory Council.

The Vice President for Academic Affairs has a major responsibility in the selection of the faculty members in consultation with appropriate members of the faculty. The VPAA sets the annual calendar and supervises the scheduling of preschool planning sessions and academic orientation of students. The VPAA has the responsibility for assigning faculty members and determining teaching responsibilities, consistent with the approved curriculum of the College. He/she is responsible for the academic part of a student's orientation to the College and for the

implementation of a faculty advising program for students. The VPAA is responsible, with the Academic Advisory Council, for the academic information in the LaGrange College Bulletin and is the editor of the Bulletin although the VPAA may hire a member of the faculty to assist with these editorial duties. The VPAA also works with appropriate committees of the faculty in reviewing and evaluating curricula. The VPAA cooperates with other personnel in the establishment of special committees and is responsible for special programs of an academic nature. He/she is the chief counselor to the members of the faculty who are responsible to the VPAA for effective performance in keeping with the aims of the College. The VPAA has the ultimate responsibility to see that students meet the academic requirements of the institution for admission, advancement and graduation. The VPAA recommends the dismissal of students for failure to meet academic standards. The academic status of any student is determined by the VPAA. The VPAA serves as a consultant to the Board of Trustees and is responsible for affecting a program for faculty development.

Vice President for Finance & Operations

The Vice President for Finance & Operations is the chief financial officer, serves as Treasurer of the Board of Trustees, and is responsible for the business, financial, human resources, physical facilities security, and auxiliary operations of the College. Responsibilities include strategic financial planning and oversight of the operational and capital budgets of the College, all internal and external financial reporting, cash management, accounting, endowment

management, capital construction and oversight of the College's maintenance, food service and bookstore. The Vice President serves as an advisor to the, Buildings and Grounds, Finance, Investment Committees of the Board.

Vice President for External Relations

The Vice President for External Relations, working closely with the President, trustees, council

members, administrative colleagues, faculty, staff and the United Methodist Church, develops

programs and activities designed to enhance the College's image and reputation among internal

and external constituencies to increase its endowment, to supply resources for needed academic

projects, and to upgrade physical facilities. In providing leadership for the College's overall

Pg. 10 advancement effort, the Vice President is responsible for planned and deferred giving, alumni and parent relations, capital funds drives, special needs initiatives, foundation and corporation solicitations, the Annual Loyalty Fund in conjunction with the Alumni Office, and

communications and marketing for the College. The Vice President for External Relations supervises the undergraduate and graduate admission processes, and the financial aid operation for the college. The Vice President also serves as a consultant to the Enrollment Management subcommittee of the Board of Trustees. The Vice President for External Relations works with the Leadership Council and the Development Committee of the Board.

Chaplain & Director of Spiritual Life

The LaGrange College Chaplain is an ordained United Methodist minister who gives leadership to the religious life of the College. This person has responsibility for caring for the pastoral needs of students, staff and faculty. In addition to the numerous individual encounters with LaGrange College community members, the Chaplain is responsible for the coordination of worship, the Wesley Fellowship group, the interfaith religious group and certain volunteer service opportunities.

Institutional Planning Council

The Institutional Planning Council is charged with the development, documentation and communication to the College community and its constituencies of the College-wide planning and assessment process; guidance and support of the implementation of the process in all units of the College; provision of assistance to units of the College; and evaluation of the

effectiveness process. Individuals serving on the Council presently include members of the Academic Advisory Council, the Cabinet, the Director of Financial Aid, the Director of

Admission, the Registrar, the President of the Student Government Association, a representative from the Administrative Council, a representative from the Staff Council and a representative from the Leadership Council. Members are appointed by the President.

Administrative Council

The Administrative Council is composed of mid-level administrators of the College who meet monthly to improve communication within the College. Leadership of the Administrative Council is elected by the group.

Staff Council

The Staff Council is composed of all support staff members of the College. The Staff Council

meets monthly and organizes meetings around topics of interest to the group. Leadership of the

Staff Council is elected by the group.

Pg. 11 POLICIES AND PROCEDURES

In some instances, the information that follows is a summary of a policy printed in another College publication. For full text and additional policies, procedures and information, consult all official College publications, Faculty Handbook, Student Handbook, the College’s Bulletin or contact Human Resources for questions and specific policy information.

Absences

An employee’s immediate supervisor should be notified as early as possible, but no later than the beginning of the work period and each day thereafter, unless otherwise approved, if the

employee will be absent from work. An absence of three or more consecutive working days without notification may be cause for separation without notice.

Academic Calendar

LaGrange College operates according to a 4-1-4 academic calendar.

The Evening College Program at LaGrange College operates on a quarter system utilizing nine- week terms in the fall, winter and spring. In addition to these terms, the Evening College Program offers courses during the summer session.

Americans with Disabilities Act

The Americans with Disabilities Act provides certain rights to employees and certain

obligations by employers for specific disabilities. The College will meet its obligations under this act. There are certain necessary steps that an employee with an included disability must take: the providing of medical documentation concerning the nature and extent of the disability, and the initiation of an open and meaningful dialog regarding feasible and effective ways to address the disability. That documentation should be provided to, and that dialog initiated with, the Vice President for Human Resources.

Bereavement Leave

In the event of the death of an immediate family member, regular employees are entitled to up to

three consecutive days of bereavement leave. Regular employees may be absent one regularly

scheduled working day in the case of the death of other family members outside the immediate

family. Time off for other deaths in the family or additional time away for bereavement will be

charged against accrued vacation or leave without pay.

Pg. 12 Budget Cycle

October

Review audit from PFY, fall enrollment for CFY and develop parameters for tentative budget for next FY.

November

Communicate budget parameters for tentative budget for next FY to campus community and solicit input.

January

Compile budget requests for first draft review of tentative budget by Cabinet.

February

Revise based on Cabinet review and forward to IPC. Revise based on IPC and forward to Executive Committee for tuition rates.

April

Revise based on current information and review tentative budget with Board.

June

Release tentative operating budgets to campus community.

September

Revise tentative budget based on actual fall enrollment.

October

Present revised budget to Board for approval as official budget. Release official budgets to campus community.

The Finance Committee of the Board of Trustees regularly evaluates the budget planning process.

Campus Mail

Postal services are provided for members of the administration, faculty, staff and students through assigned post office boxes. Hours of operation are 8 a.m. until 5 p.m. with the last mail leaving the campus at 4 p.m.

Cell Phone Acquisition

Individual departments, with the approval of the appropriate Vice President, may issue cell phones to staff members if it is deemed necessary to support College business. Requests for cellular phone service must be submitted to the Business Office. All cell phones are to be used to conduct the work of the College, and any use that interferes with this purpose is prohibited.

Although personal use is not prohibited, the College expects employees to exercise prudent

judgment in keeping personal calls to a minimum during normal work hours.

Pg. 13 Cell Phone and Pager Usage

The use of cell phones and /or pagers must not disrupt the functions of the College. Devices must be off or ringers silenced in meetings, classes, laboratories, the library, study spaces, and other business and/or academic settings and during plays, concerts, lectures and College ceremonies.

Clinic

The College operates a medical clinic delivering primary care for faculty and staff covered on the employee health plan and offers urgent care for all students.

College Publications

All official publications of the College, such as admission materials, bulletins, advancement materials and similar items will be reviewed prior to publication by Communications and Marketing for consistency in design and appearance.

Confidentiality of Records

In the keeping and use of student records, members of the faculty, administration and staff must comply with the Family Educational Rights and Privacy Act of 1974, HIPAA Privacy Rules and other pertinent laws.

Conflicts of Interest

Employees are not permitted to accept extraordinary gifts, entertainment or any other personal favors from any individual or firm that supplies or seeks to supply any materials or services to the College.

Copy Center

Copying and bulk mailing services are available through the Center. The Center owns all copiers on campus and provides all supplies, including paper, for the machines.

Dental Insurance

Through a self-insured dental plan, the College provides employees with individual coverage at a provider of the employee’s choice. Dependent coverage is available through payroll deduction.

More information is available through the Human Resources office.

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Drug-Free Workplace

The College maintains a drug-free workplace as required by the Drug-Free Workplace Act of 1988.

Employees who violate this prohibition shall be terminated. The termination process will be instituted by the College within 30 days after an employee is found guilty of a drug-related violation.

It is the responsibility of any employee convicted of a violation of this policy to notify the College no later than five days after such a conviction. Upon conviction and termination, the U.S. Department of Education will be notified concerning the conviction and the action taken by the College.

By accepting or continuing employment at LaGrange College, an employee agrees to abide by the terms of this policy.

Emergencies or Crimes on Campus

All emergency situations involving a medical emergency, a fire, or a crime in progress should be reported immediately to 911 and Campus Security, 8911. Be prepared to identify yourself, state your location and the nature of the call.

Employee Classification

Staff of the College is employees involved in non-teaching activities. Administrative staff are typically exempt employees at the director or higher level and are members of the Administrative Council. Other staff members are members of the Staff Council. Administrative and support staff may have an employment status of regular, full or part-time employee or as a temporary worker.

A regular, full-time or part-time staff member is one who works in a position that is expected to work regular hours for 12 months or longer, but with the understanding that all positions are “at will” with no guarantee of continued employment.

Temporary staff members are “at will” employees who work on a temporary basis, normally on

fixed, short-term assignments of less than six months.

Pg. 15 Employee Identification Cards

All employees can obtain identification cards through the security office. The cards may be required for admission to certain College facilities, bookstore discounts, library services and to gain access to secured buildings.

Employee Records

All resumes, transcripts, benefit records, evaluations, salary increment notifications and all other information relating to employment at the College are maintained in the employee's personnel file in the Human Resource office.

Facilities Scheduling

Campus Services is responsible for coordinating room and set-up requests, including food requests, for both on-campus and off-campus groups for all campus facilities.

Family Medical Leave (FMLA)

A regular employee who has been employed at the College for a minimum of twelve months and worked 1,250 hours or more during the previous twelve months is eligible for FMLA. Qualified employees are eligible for up to 12 weeks of unpaid leave per rolling 12-month period for the birth, adoption or foster care placement of a child; for care of a spouse or an immediate family member with a serious health condition; or for the employee's own care in the case of a serious health condition. This leave will run concurrently with any paid leave used by the employee in conjunction with the specified situation.

Flexible Benefits Plan “Cafeteria Plan” Section 125

The Section 125 Flexible Benefits Plan makes available tax-exempt benefits for childcare

reimbursement, medical reimbursement, College-sponsored life insurance premium

reimbursement (up to $50,000), and premium conversion for health and dental insurance

premiums paid for by the employee. In addition, a variety of optional benefits are available for

the employee’s purchase. More information is available through the Human Resources office.

Pg. 16 Food Services

LaGrange College's Margaret Adger Pitts Dining Hall is operated by ARAMARK Food Service.

Members of the administration, faculty, staff and their families may dine in the College Dining Hall at a discounted rate.

Fund Raising Activities

All solicitation of gifts must be conducted by or coordinated through the Development Office.

All donations to the College must be received by, and all charitable gift receipts must be issued through the Advancement Office.

Health Insurance

Health insurance for regular College employees is provided through self-funded plans. An employee chooses from the available options which plan best meets the employee’s needs. The co-pays, deductibles and out-of-pocket vary among plans. Dependent coverage is available through payroll deduction. More information is available by contacting Human Resources.

Hiring Process

Requests to fill vacant or new positions are forwarded to the Human Resources Office.

Approved staff and faculty positions are posted on-line at http://jobs.lagrange.edu , and may also be posted/advertised externally and run concurrently with internal postings. Human Resources will be the primary point of contact for applicant communication.

Holidays

Regular full-time and part-time employees scheduled to work when a holiday occurs are paid for the following 11 holidays recognized by the College: New Year's Day, Martin Luther King Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving (2 days –

Thanksgiving Day and the day after) and Christmas (3 days).

When Christmas falls on Monday, the College will observe Christmas Day, the previous Friday and the Tuesday following Christmas as holidays. When Christmas falls on a Tuesday,

Wednesday or Thursday, the College will observe Christmas Eve, Christmas Day and the day

following Christmas as holidays. When Christmas falls on Friday, the College will observe

Christmas Eve, Christmas Day and the following Monday as holidays. When Christmas falls on

Saturday, the College will observe Christmas Eve, the previous Thursday and the Monday

following Christmas as holidays. When Christmas falls on Sunday, the College will observe the

Friday before Christmas and the Monday and Tuesday following Christmas as holidays.

Pg. 17 Institutional Property Rights

The Institutional Property Rights policy is designed to present a coherent description of property rights related to intellectual and artistic work completed by employees or students of LaGrange College. This policy conforms to standard practices in higher education regarding intellectual property and is in conformity with the mission of the college, in particular its emphases on the search for truth and the liberal arts tradition of intellectual work. This policy is designed to encourage and support the intellectual and artistic work of all members of the college

community, including faculty, staff, and students. (the complete policy is located on PantherNet, Human Resources, Institutional Property Rights).

Jury Duty

Regular employees will receive regular earnings during absences for jury duty.

Keys

An employee is responsible for safekeeping of any key(s) issued for College facilities or equipment. The employee must return the key(s) upon termination or request by the College.

Leave of Absence

Under extreme circumstances and when the leave is in the best interest of the regular employee and the College, an unpaid leave of absence, with the length of the leave to be determined by the College, may be granted. All earned sick and vacation leaves must be exhausted before taking unpaid leave. Requests for leave, outlining the reason for and duration of the leave, should be submitted in writing to the employee’s supervisor. The appropriate Vice President, Vice President for Finance & Operations and Human Resources Director will review the request and make a determination. If applicable, the leave will run concurrently with any FMLA leave.

Library

Regular employees are encouraged to use the materials, services and facilities of the Library.

Books and other appropriate resources may be checked out with an employee ID card.

Life Insurance

Coverage equal to 1.5 times the employee's base salary with a minimum coverage of $50,000.00 is provided and paid for by the College for all, regular, full-time employees. Dependent

coverage for spouse and dependents is offered at a cost to the employee.

Pg. 18 Loan Funds

Funds for computer purchases may be available to qualified, regular, full-time employees.

Information is available in the Business Office.

Long-Term Disability Insurance

The College provides full-time, regular employees a long-term disability policy. Elimination period for becoming eligible for benefits under the policy is 90 days.

Maintenance, Housekeeping, and Grounds

The maintenance, housekeeping and grounds operations of the College are contracted with National Management Resources Corporation. Their office may be reached at 706.880.8296 or by e-mail at [email protected].

Maternity/Paternity Leave

A regular employee of the College may qualify for maternity/paternity leave of 12 weeks or 60 days under the provisions of FMLA. Regular employees who do not qualify for FMLA leave may be granted up to 6 weeks of maternity/paternity leave at the discretion of the College.

Maternity/paternity leave may be paid or unpaid based on the employee’s available sick and vacation leave. The employee must exhaust sick and vacation leaves before taking unpaid leave.

Regular employees who are on maternity leave, have exhausted their sick and vacation leaves, and have medically certified need for additional sick leave may apply for shared sick leave under the current College policy. Any FMLA leave runs concurrently with paid leave. See also

Family Medical Leave.

Military Leave

Military Leave, per the Uniformed Services Employment and Reemployment Rights Act of 1994

(USERRA), covers all categories of military training and service, including duty performed on a

voluntary or involuntary basis, in time of peace or war. It applies to the National Guard and

reserve military personnel and also applies to persons serving in the active components of the

Armed Forces as provided by state and federal law. Contact HR for details & eligibility.

Pg. 19 Natatorium

A natatorium membership is available for all employees. Contact the Pool Operations Manager for further information.

Non-Discrimination Statement

LaGrange College is an equal opportunity employer and does not discriminate on the basis of race, color, religion, gender, age, sexual orientation, national orientation, disability or veteran status.

Non-Solicitation

A community email list serves as an electronic “employee bulletin board”, allowing faculty and staff to voluntarily enroll and to both publicize and receive non-work-related messages.

Office Hours

Campus offices are open from 8 a.m. until 5 p.m., Monday through Friday with the exception of official holidays.

Office Supplies

Office supplies are available through a purchasing agreement with Staples. All departments have access to the on-line ordering system at www.stapleslink.com. To be set up with a log-in and for training sessions on the use of the system, contact the Business Office.

Other Employment

An employee’s outside employment shall not conflict with hours of scheduled work, including requested overtime. Nor shall it conflict with the employee’s job responsibilities or affect the employee’s ability to perform satisfactorily. Outside employment shall not cause the employee to arrive late or leave early. An employee cannot directly or indirectly maintain or engage in an outside business or financial interest that conflicts with the interests or principles of the College.

Overtime and Compensatory Time Off

Non-exempt employees are paid time and one-half for all hours worked over 40 hours in one

work week. All overtime must be approved by the immediate supervisor prior to working. An

employee may not be granted time off during a future work period in lieu of compensation for

hours worked in excess of forty per week. Any time off without pay must be taken during the

same work period.

Pg. 20 Exempt employees are not entitled to either overtime pay or compensatory time off.

Parking

Parking areas for the administration, faculty, staff and students are designated by the office of the Vice President for Finance & Operations. Parking permits must be obtained from the Business Office. On-campus security is responsible for enforcement of all parking guidelines and rules.

Payment of Salaries

Employees are paid semi-monthly on the 15

and the 30

of the month. All employees are paid through electronic deposits of their earnings. Deductions for each pay period will include social security, federal and state income tax, and may include retirement, group insurance plans, donations, loan payments or any other employee-designated deductions.

Personal Use of Telephones, Computers, Copiers, Etc.

College equipment, including but not limited to, telephones, copiers, computers and fax

machines are to be used to conduct the work of the College and any use that interferes with this purpose is prohibited. Employees are expected to use good judgment in limiting the number of personal copies and personal telephone calls made or received. Long-distance calls or personal copies made using College equipment will be at the personal expense of the employee.

Personal Appearance and Dress Code

All LaGrange College employees should project a professional and welcoming image to the students, parents and customers with whom they interact. One aspect of our image is clothing.

Employees are expected to dress in a manner appropriate to their type of work along with maintaining personal cleanliness and hygiene, avoiding excessive use of perfume and cologne.

Because of this, LaGrange College has developed guidelines for proper dress in the work environment.

The final decision on what to wear and what is appropriate is the responsibility of each

supervisor. Supervisors will use their judgment regarding a variance to the dress code policy. If a supervisor feels an employee is dressed inappropriately, he/she may ask the employee to avoid wearing inappropriate apparel in the future or may ask the employee to leave work and change clothing. Time away from work for this purpose would be applied as vacation.

In some departments and jobs, we will observe business attire during the Academic year (Opening Session - Commencement). Acceptable business attire includes business slacks,

blazers, collared shirts, business suits, pants suits, blouses and skirts, blouses and pants, sweaters

Pg. 21 and business-type dresses and appropriate business type shoes (ladies’ sandals are acceptable).

All apparel must be designed in styles and fabrics appropriate for business hours.

Due to the nature of the work in some departments and/or occasional type of work performed, business attire may not be appropriate and required. In those cases, the policy will be business casual. And, for employees required to wear business attire during the academic year, in those areas during the summer (day after Commencement – Opening Session) the policy will also be business casual attire as approved by the supervisor. The schedule of events, activities, visitors to campus and an employee’s assigned department/job function may dictate a need to wear business attire vs. business casual. Acceptable business casual attire includes cropped slacks, Gaucho pants, dress slacks, dress shirts, collar shirts, blouses and dresses/skirts (no more than 3 inches above the knee) blazers and sports coats and sandals. Unacceptable business casual attire includes jeans (any color and style) casual athletic attire such as sweat suits, miniskirts,

sundresses, spandex, leggings, low-cut or tight clinging attire, athletic shoes, flip flops, shorts, skorts or t-shirts (plain or with logo). Special note: The schedule of events, activities and visitors to campus may dictate an occasional need to wear business vs. business casual attire.

Special Casual Days

There may be times during the year that a day is announced as a casual day or “blue jean day”

such as Fridays during the summer, Staff Appreciation Day, Earth Day or a day during the week of Spring Break. Those announcements will be made by the Human Resources Department.

Acceptable attire for these days includes jeans (tailored and appropriately fitted), denim skirts and shirts, Capri jeans and T-shirts with LaGrange College logo and clean neat athletic shoes or sandals.

If an employee has any questions about this dress code or a specific item of clothing, the employee should contact his/her supervisor or Human Resources.

Posting and Promotion

Flyers and posters must not detract from the College’s mission or purpose and must be posted on bulletin boards located around the campus. Use of sidewalk chalk is prohibited on covered surfaces, on buildings or on the fountain. Questions regarding signage should be directed to the Dean of Student Engagement, Human Resources or the Vice President of Finance and

Operations.

Probationary Period (New Hire Orientation Period)

All new employees are considered on probation for the first 90 days of employment. During this

period, the new employee’s performance will be evaluated to determine if a continuation of

employment is desirable. Successful completion of the probationary period does not eliminate

Pg. 22 the College’s at-will employment rights, and the employee or the College may terminate the employment at any time for any reason.

Promotions and Transfers

Promotion is defined as the movement of an employee from one position to another position at a higher salary. Transfer is defined as the movement of an employee from one position to another position at the same or a similar salary. An employee must have completed at least 6 months of employment in the current position before being eligible for transfer or promotion.

Rest Periods

All staff working a minimum of four hours in a workday are entitled to a rest period. Rest periods should be at least 10 minutes, but should not exceed 15 minutes during each four-hour work period. Rest periods may not be accumulated from day to day or added together to create a prolonged break. Rest periods cannot be foregone to make up for time lost due to absence or tardiness. Rest periods may not be used at the beginning or end of the work schedule or added to the scheduled meal period.

Retirement Plan

Participation in the College-sponsored retirement plans is optional. Regular, full-time

employees may elect to participate through TIAA/CREF. Employees are free to contribute at any time before gaining eligibility to receive the College’s matching funds, if any, as described below.

Effective September 1, 2009, the plan includes a discretionary matching contribution. The College will determine annually whether to match employee contributions. The matching contribution, if any, will range from 0 to 6 percent. Employees joining the College and already participating in one of these retirement plans, may participate in the College’s match

immediately (provided there is a match), with no waiting period for full vesting. There is a one- year waiting period to participate in the college’s match (provided there is such a match) for new employees who come to the College not participating in the retirement plan; however, employees are free to contribute at any time before gaining eligibility to the College’s match.

The employee may also participate in a Supplemental Retirement Annuity up to a maximum set by federal law governing 403(b) tax-sheltered annuities.

Retirement Plan – Voluntary Early Retirement Incentive Program and Phased Retirement

The College offers voluntary programs for eligible faculty and staff the opportunity to work

half-time or retire prior to Social Security full retirement age and continue participation in group

health plan. For detailed information contact Human Resources

Pg. 23 Salary Increments

Salaries are reviewed once a year. Employees will be notified of a salary adjustment no later than November 1, with increases effective on subsequent payrolls.

Security

Security for the College campus is provided by Securitas Security Services. Reporting to the

Vice President for Finance & Operations, Securitas provides routine patrols and building checks

as a part of their duties. Employees needing security assistance should dial 8911.

Pg. 24 LaGrange College

Sexual Harassment / Sexual Violence Policy Revised August 17, 2017

All members of the College community have the right to be free from sex discrimination in the form of sexual harassment; as dictated by the Office for Civil Rights, acts of sexual violence are a form of sexual harassment. Sex discrimination, sexual harassment, sexual assault, dating violence, domestic/family violence, and stalking are prohibited by federal and state law as well as College policy. LaGrange College prohibits sexual harassment against community members of any sex, sexual orientation, gender identity, or gender expression in the context of education.

The College is committed to appropriately addressing alleged acts of sexual harassment and sexual violence that impact students, faculty, staff, and visitors to campus if such activity occurs while on College property.

Prior to the articulation of the policy, it is important to note options for assistance following an incident of sexual violence. Whether or not an individual chooses to formally report an incident, receiving immediate medical attention and/or counseling is vital to the student’s overall health and wellness. Likewise, seeking immediate medical attention is vital to preserve evidence if an investigation is to follow. More detailed information on resources is also available at the end of this policy.

On-Campus Resources

• Campus Security (706-880-8911): available 24 hours a day; can connect the student to resources and procure medical attention

• Dawn Coker (706-880-8267): as the College’s Title IX Coordinator, Ms. Coker can connect the student to resources and procure medical attention as well as explain the institution’s policies and procedures pertaining to reporting; the Title IX Coordinator may also take any immediate interim actions (no contact orders, alteration of

academic or non-academic schedules, etc.)

• Pamela Tremblay (706-880-8313): as the Director of the Counseling Center, Ms.

Tremblay can assist the student seek resources and maintain a confidential relationship with the student following the incident

• Brandi Cameron (706-880-8177): as a Counselor, Ms. Cameron can assist the student seek resources and maintain a confidential relationship with the student following the incident

• Rev. Adam Roberts (706-880-8004): as the Chaplain, Rev. Roberts can assist the student seek resources and maintain a confidential relationship with the student following the incident

Off Campus Resources

Pg. 25

• Harmony House: Domestic/Sexual Violence Shelter (LaGrange, GA): 24-hour hotline 706-885-1525 / General 706-882-4173 – an advocate can assist a student seek medical treatment at the Coleman Health Clinic where the student can be seen by a Sexual Assault Nurse Examiner (SANE) as well as provide additional advocacy and support following the incident

• LaGrange Police Department (LaGrange, GA): dial 911 for emergencies or contact the domestic violence investigator, Investigator Brown at 706-883-2606 – the department can assist a student seek medical treatment at the Coleman Health Clinic where the student can be seen by a Sexual Assault Nurse Examiner (SANE) as well as provide additional information about options moving forward (if a student visits West Georgia Health, the hospital will call the police for assistance)

• Sexual Assault Support Center, Inc. (Columbus, GA): Crisis line 706-571-6010 / General 706-221-1033

• West Georgia Rape Crisis Center (Carrollton, GA): Crisis line 770-834-7273 / General 770-834-8905

• National Domestic Violence Hotline: 1-800-799-7233 (SAFE)

• Domestic abuse Helpline for Men & Women: 888-7HELPLINE (888-743-5754)

Sexual harassment is unwelcome conduct of a sexual nature, including but not limited to

unwelcome sexual advances; requests for sexual favors; or other verbal or nonverbal conduct of a sexual nature, including acts of sexual violence. Based on guidance from the Federal

government, dating violence, domestic violence, and stalking may, depending on the facts, be forms of sexual harassment. LaGrange College prohibits sexual harassment against community members of any sex, sexual orientation, gender identity, or gender expression in the context of education. Complaints alleging harassment based on a person’s actual or perceived gender identity or expression will be taken seriously and handled in the same manner as other harassment complaints. Sexual harassment may take two forms: (1) quid pro quo, and (2) creating a hostile environment.

Sexual harassment quid pro quo occurs when a position of authority is used to threaten to impose a penalty or to withhold a benefit for sexual favors, whether or not the attempt is successful.

Sexual harassment may involve behavior by a person of either gender against person of the same or opposite gender. It should be noted that the potential of sexual harassment exists in any of the following relationships: student/student, faculty/student, student/faculty, and faculty/faculty.

Here and subsequently, “faculty” refers to faculty, staff, and administration. Because of the inherent differential in power between faculty and students, sexual relationships between faculty and students are prohibited.

A hostile, demeaning, or intimidating environment exists when sexual harassment is sufficiently

serious to deny of limit an individual's full and free participation in the life of the College. A

hostile environment can be created by anyone involved in a College’s program or activities (e.g.,

administrators, faculty members, and campus visitors).

Pg. 26 These behaviors may range from the most egregious forms, such as sexual violence, to more subtle forms. The College defines acts of sexual violence as physical sexual acts perpetrated against a person’s will or where a person is incapable of giving consent (e.g., due to the

student’s age or use of drugs or alcohol, or because an intellectual or other disability prevents the students from having the capacity to give consent). The College recognizes the following

aspects regarding consent: (a) consent is a voluntary agreement to engage in sexual activity, (b) someone who is incapacitated cannot consent; (c) past consent does not imply future consent, (d) silence or an absence of resistance does not imply consent, (f) consent to engage in sexual

activity with one person does not imply consent to engage in sexual activity with another; (g) consent can be withdrawn at any time, and (h) coercion, force, or threat of either invalidates consent. Sexual violence includes rape, sexual assault (both non-consensual sexual contact and non-consensual sexual intercourse), sexual abuse, sexual coercion, and sexual exploitation.

Other than “rape, definitions of the proceeding terms will be the State of Georgia definition governing at the time of the incident. By Federal dictate, the College will use the FBI definition of “rape” included in the most current version of the Uniform Crime Reporting (UCR) Summary Reporting System, which encompasses the categories of rape, sodomy, and sexual assault with an object; the current definition used therein is as follows, “Penetration, no matter how slight, of the vagina or anus with any body part or object, or oral penetration by a sex organ of another person, without the consent of the victim.”

Explicit behaviors constituting sexual harassment include but are not limited to requests for sexual favors, physical assaults of a sexual nature, sexually offensive remarks, and rubbing, touching or brushing against another’s body. More subtle behaviors may be experienced as intimidating or offensive, particularly when they recur or one person has authority over another.

Such behaviors may include but are not limited to unwelcome hugs or touching, inappropriate staring, veiled suggestions of sexual activity, requests for meetings in non-academic settings, and risqué jokes, stories or images.

As noted above, Federal guidance has confirmed that, depending on the facts, dating violence, domestic/family violence, and stalking may also be forms of sexual harassment. While

definitions of the proceeding terms are included in the definition section of this policy, the College will use the most current definition used by the State of Georgia governing on the date of the alleged incident.

Accusations of sexual harassment that are made without good cause shall not be condoned.

Such accusations are indeed considered grievous and can have damaging and far-reaching

effects upon the careers and lives of individuals. The College has a duty to investigate

complaints arising either on or off campus and shall proceed without respect to any pending

legal or criminal matters arising from the incident. The institution’s sexual harassment and

sexual violence policy applies to all students and employees, regardless of sexual orientation or

gender identity, as well as third parties. Individuals are encouraged to read the section at the end

of this policy regarding reporting and confidentiality.

Pg. 27 Any member of the College community having a complaint of sexual harassment may raise the matter informally and/or file a formal complaint. The informal process is an attempt to mediate between the parties in order to reach a mutually agreeable solution without entering into the formal hearing process; the informal process will not be used in situations of sexual violence.

The following informal procedures may be followed:

✓ Clearly say "no" to the person whose behavior is unwelcome.

✓ Communicate either orally or in writing with the person whose behavior is unwelcome. The most effective communication will have three elements:

✓ A factual description of the incident(s) including the time, place, date and specific behavior

✓ A description of the complainant's feelings, including any consequences of the incident

✓ A request that the conduct cease

✓ Speak with a department chair, Provost, director, counselor or chaplain who may speak to the person whose behavior is unwelcome. The name of the complainant need not be disclosed. The purpose of such conversation is the cessation of the unwelcome behavior.

✓ In the case of harassment of a student, it may be appropriate first to seek the advice of his or her advisor.

Formal complaint process and procedure:

Upon receipt of a formal written complaint that alleges a violation of the College’s policy against sexual harassment, the College’s Title IX Coordinator, Deputy Title IX Coordinator, or designee shall begin an investigation of the charge(s). In cases of sexual violence

involving students, the College may begin an investigation without a written complaint from the student. Upon beginning an investigation, the College may take any immediate interim actions deemed appropriate that may remain in effect until a decision is reached; these

actions could involve the alteration of class schedules, extracurricular activities, or residential location; removal from classes; or restrictions from communicating with involved parties.

Likewise, the College may work with a reporting student to provide additional academic

support or even withdrawing from class(es) without penalty. An investigation shall include

an interview with the person filing the complaint, the person(s) accused of violating the anti-

harassment policies and any person designated by either of the principle parties as witnesses

to the incident in question. Throughout the entire process, the College prohibits retaliation

against any person involved in the investigation; as a separate violation of college policy,

serious sanctions, including separation from the institution may result from any act that could

be reasonably deemed retaliation for participation in the process. The investigation shall be

completed within 30 days of the receipt of the complaint unless extraordinary circumstance

Pg. 28 arise that delay in the investigation. The matter shall then be presented to the President in the form of written recommendations. At the President’s discretion, he may accept the recommendations, interview the persons involved, direct further investigation by the investigator and/or hold formal hearings on the matter. Hearings will not be held for

instances of student sexual violence. All evidentiary decisions made regarding the complaint will be based on a preponderance of evidence standard. If formal hearings are ordered, no party is allowed to be represented by legal counsel. This process shall be completed and the President shall make a final decision on the merits of the complaint and communicate that decision simultaneously to both parties in writing within 60 days of receipt of the complaint by the College. In matters involving students, staff, or administration, the decision of the President shall be considered final unless there are grounds to grant an appeal. The only grounds upon which a student, staff, or member of the administration may appeal are: (a) denial of due process indicating that the institution has failed to follow articulated policy in reaching a decision; (b) presentation of significant and relevant evidence not made available during the investigation with a potential to alter the final decision – this does not include information that one voluntarily failed to present during the investigation; and (c) unduly harsh or arbitrary sanctions that are not consistent with case precedent. Student, staff, or member of the administration will make the appeal in writing to the college’s Title IX coordinator within 72 hours of the time the final decision was communicated. The specific reason for the appeal and a detailed explanation should be included in the appeal. The Title IX coordinator will review only matters pertaining to the appeal justification as listed above.

The Title IX coordinator will make a determination as to whether the appeal should be denied, reopen the internal investigation if new and relevant evidence exists, or refer the matter to an outside and neutral party. There is no definitive timeline for receiving an appeal response – it depends on the complexity of the case and the information mentioned in the appeal. Faculty may appeal a final decision regarding the complaint in writing within 10 days to the Executive Committee of the Board of Trustees. Throughout this process, the college will keep the identities of the complaining party and accused confidential. The College will not require a party to abide by a nondisclosure agreement, in writing or otherwise, that would prevent the redisclosure of information related to the outcome of the proceeding.

Possible outcomes of the investigation are (1) that the allegation is not warranted and cannot be substantiated, (2) a negotiated settlement of the complaint or (3) that the allegation is

substantiated requiring a recommendation to the President that disciplinary action be taken. In the case of students, disciplinary sanctions include those listed in the College’s Social Code policy.

If the President of the College is the accused, the case is referred to the Executive Committee of the Board of Trustees.

If the chairperson of the Review Committee is the accused, the complaint shall be submitted to

the President of the College. If any member of the Review Committee is the accused or for

reason of prejudice must be recused, the President of the College shall appoint another member.

Pg. 29 The right to confidentiality of all members of the College community will be respected in both formal and informal procedures insofar as possible.

LaGrange College is committed to preventing sexual harassment. To that end, this policy and these procedures will be printed in appropriate College publications. In addition, educational programs will be conducted annually by the College to (1) inform students, faculty, staff and administration about identifying sexual harassment and the problems it causes; (2) advise members of the College community about their rights and responsibilities under this policy; (3) train personnel in the administration of this policy. The Sexual Harassment / Sexual Violence Policy and Procedures will be issued to all incoming students and personnel.

Reporting

The College’s Title IX Coordinator is Dawn Coker, Vice President for Human Resources (Quillian Building; 706-880-8267; [email protected]). The College encourages individuals to immediately consult with or report incidents of sexual discrimination, sexual harassment, or sexual violence to Ms. Coker, or to one of the institution’s Deputy Title IX coordinators:

Issues involving students: Dr. Marc H. Shook, Vice President for Student Engagement (Smith Hall, Room 125; 706-880-8269; [email protected]);

Issues involving faculty or staff: Dawn Coker, Vice President for Human Resources (Quillian Building; 706-880-8267; [email protected])

Students may also report incidents of sex discrimination, sexual harassment, or sexual violence to any “responsible employee” (see below), who is then responsible to promptly notify any of the above Title IX coordinators of the reported incident.

The College reserves the right to grant amnesty from drug, alcohol, or other violations of the social code for parties reporting allegations under this policy (i.e., if alcohol was involved in the incident, the reporting party would not then be charged with an alcohol infraction). Decisions regarding amnesty under the policy will be made by the dean of students in conjunction with the Title IX coordinator.

Complaints or allegations of student-to-student sexual discrimination, sexual harassment, or sexual violence will be handled by the Dean of Student Engagement. Students may also contact the U.S. Department of Education, Office for Civil Rights to complain of sexual discrimination, sexual harassment, or sexual violence; see:

http://www2.ed.gov/about/offices/list/ocr/complaintintro.html.

Cases of sexual violence may also be reported to the LaGrange Police Department; the College’s Title IX coordinators can assist individuals with contacting the Police Department. The College reserves the right to share any information from its own investigation with the Police

Department at the discretion of the Title IX coordinator.

Pg. 30 Complaints of sexual discrimination, sexual harassment, or sexual violence involving non-

students will be handled by the Director of Human Resources.

Confidentially Disclosing Instances of Sexual Harassment or Sexual Violence

The College encourages individuals who have experienced what they believe could constitute sexual harassment or sexual violence to speak with someone about what happened so that support can be offered and the College can respond appropriately. Different individuals associated with the College have different abilities to maintain confidentiality in this area.

• Some are required to maintain near complete confidentiality; talking to them is sometimes called a “privileged communication.”

• Some employees are required to report all the details of an incident (including the identities of both the survivor and alleged perpetrator) to the Title IX Coordinator. A report to these employees (called “responsible employees”) constitutes a report to the College and generally obligates the College to investigate the incident and take appropriate steps to address the situation.

• It is also possible to report to a third-party counselor or advocate off campus who may maintain confidentiality and only inform the school that an incident has occurred. As reporting requirements vary, it is important to discuss confidentiality with the third party prior to speaking with that individual.

This policy is intended to make students aware of the various reporting and confidential

disclosure options available to them so they can make informed choices about where to turn if an incident occurs. The College encourages students to talk someone identified in one or more of these groups. The options include:

A. Privileged and Confidential Communications

• Professional and Pastoral Counselors

Professional, licensed counselors and pastoral counselors who provide mental-health counseling to members of the school community (and including those who act in that role under the supervision of a licensed counselor) are not required to report any information about an incident to the Title IX Coordinator without a victim’s permission. Following is the contact information for these individuals:

1. Pamela Tremblay, Ed.S., LPC - Director of the Counseling Center (706-880- 8313; [email protected])

2. Brandi Cameron – Counselor (706-880-8177; [email protected]) 3. Rev. Adam Roberts – Chaplain and Director of Spiritual Life (706-880-8004;

[email protected])

NOTE: While these professional and non-professional counselors and advocates may

maintain a victim’s confidentiality vis-à-vis the College, they may have reporting or other

obligations under state law. Such as mandatory reporting to law enforcement in case of