Employee Handbook  Back to Camelweb Home
Employee Handbook
Table of Contents
Welcome to the Connecticut College Community!
College Policies
Employment Information
Benefits
Leave Benefits
Salary and Wage Policy
College Resources and Facilities
Leaving Connecticut College
Glossary of Terms
Hourly Administrative Addendum
Salaried Administrative Addendum
Campus Safety Addendum
Dining Services Addendum
Physical Plant Addendum
Employee Handbook Printer Friendly Version
Employment Information
 Employment at Connecticut College
 We adhere to the principle of employment at will, which allows either party to terminate the employment relationship at any time. The unique circumstances of each case will be considered within the policies and guidelines of the College when making any decision regarding termination of employment.
 The College expects that employees make a commitment to their position and the needs of the College. In return, the College provides employees with pay and benefits. We expect your employment to take priority over other commitments during scheduled working hours at the College.
 Medical Examinations
 The College requires applicants for employment in an hourly position to undergo post-offer, pre-placement medical examination in accordance with the Americans with Disabilities Act. Satisfactory completion of such medical examination is required before employment begins.
 The College reserves the right to require an employee to undergo a medical examination at any time if deemed necessary. All required medical examinations will be at College expense.
 Adjustment Period
 Non-exempt staff who work 20 hours per week or more are in an adjustment period status for the first 90 calendar days of active employment or re-employment. Exempt staff who work 20 hours per week or more are in an adjustment period status for the first 180 calendar days of active employment or re-employment. An appropriate adjustment period will also apply each time there is a change from one position to another. During the adjustment period, employment may be terminated by the employee or by the College without advance notification.
 An Adjustment Period Evaluation will be completed by your supervisor prior to the end of the appropriate period. The adjustment period may be extended upon recommendation of the employee's supervisor and approval of the department head and Human Resources.
 Dress Code
 Although the College does not have a formalized dress code, your supervisor will let you know the guidelines for proper dress in your department or office. You should dress in a reasonable business-like manner, appropriate to your work area. You may be required to wear uniforms and safety equipment as designated by your supervisor.
 Keys
 College keys may be obtained through the Campus Safety Office with written approval. All keys must be returned to the Campus Safety Office upon termination of employment and must not be transferred to any other person. Under no circumstances are you to have duplicate keys made.
 Lateness
 You are expected to be ready for work at the scheduled time and continue working until the scheduled hours are completed. If you expect to be late, it is your responsibility to notify your supervisor as soon as possible. You will be paid for actual time worked, if you are an hourly employee.
 Frequent or habitual lateness will be considered cause for disciplinary action by the College, up to and including dismissal. Vacation time or accumulated sick time may not be used as a substitute for lateness.
 Personal Conduct
 Employees are expected to display good judgment and appropriate conduct during working hours.
 Examples of some, but not all, infractions which may result in disciplinary action, up to and including termination are: violation of College Policies, excessive absences or lateness, illegal activities, use of or being under the influence of alcohol or narcotics during working hours, disregard for appearance or personal hygiene, and unprofessional, disorderly or insubordinate behavior. Other prohibited activities include unauthorized solicitations on campus or unauthorized distribution of literature.
 Job Safety
 In the interest of your personal health and safety, the College strives to keep the campus free of recognizable hazards and in compliance with the standards of the Occupational Safety and Health Act of 1970. Hazards should be promptly reported to your supervisor, a Safety Committee member, or to the Director of Environmental Health and Safety.
 You must comply with posted safety and health standards and orders. You are required to report all accidents to your supervisor as they occur. Accident report forms are available from the Manager of Occupational Health or from your supervisor. Should you be injured at work, you must complete the report and have it signed by your supervisor as soon as practical. All reports must be forwarded to the Office of the Manager of Occupational Health as soon as possible.
 It is your responsibility to notify your supervisor of any change in your health condition which might affect your ability to perform essential functions causing risk to your health, our students, staff and/or faculty, such as medications or temporary disabilities (sprains, illness, etc.).
 Health Services
 The services offered at Student Health are for fully enrolled students at Connecticut College where they receive their primary care. Employees must have their own source for their primary health care.
 In the event of a work-related injury, employees may come to Student Health Services for first aid or triage/referral to an appropriate facility.
 Change in Personal Status
 You are required to report any change in your name, address, or telephone number to the Office of Human Resources and to your supervisor promptly. If there is a change in your family status that affects your medical, life insurance, or other benefits, (i.e. birth/adoption, divorce/marriage), Human Resources must be notified within 30 days of the change and appropriate change forms must be completed. We reserve the right to request documentation verifying the change.
 Performance Appraisal Reviews
 You will participate in a performance review with your supervisor on an annual basis. The intent of the review is to discuss your performance, to review past accomplishments, to establish goals and to discuss professional development opportunities where possible.
 Performance Reviews are submitted to the Office of Human Resources and are retained in your personnel file.
 Personnel Files
 Personnel files are maintained in the Office of Human Resources. You may review your file by submitting a written request to the Office of Human Resources for an appointment. A copy of all or parts of your file may be made at a nominal charge. If you believe that records in your file are wrong, you may request that they be corrected. Either they will be corrected, or the Assistant Vice President of Human Resources and Professional Development will explain why they cannot be changed. If the change cannot be made, you may write a statement expressing your point of view and have it placed in your personnel file. Following termination, personnel files are maintained in the Office of Human Resources for a minimum of three years.
 Release of Information
 Only information relative to dates of employment and job titles will be released without your written authorization. All employment reference checks and/or requests for letters of reference for current or previous employees are to be directed to the Office of Human Resources.
 Job Postings
 Connecticut College endeavors to fill job openings from within whenever possible. Notice of vacant non-academic positions are available in the "Open Positions" book in the Human Resources Office and on the College web-page.
 You may apply for a posted position in another department after completion of one year of service in your present position. If a position becomes available within your current department, there is no waiting period to apply.
 Job Transfers
 Reassignment may occur according to the needs of the College. Every effort will be made to make such change with the employee's concurrence.
 Benefits will not be affected by a change as long as you maintain a similar employment status.
 Employment of Relatives
 The appointment of employees to positions under direct supervision of a relative will not be permitted. College decisions affecting your job status or pay may not be made by a relative.
 "Relative", as used in this rule, refers to parent, step-parent, adoptive parent, grandparent, child, step-child, spouse, brother, sister, mother-in-law, father-in-law, and other close relatives by birth or marriage.
 The College discourages employment of family members working together within a department or work unit.
 Suggestions
 One of our continuing goals is to seek new ways to improve operations. As you become more familiar with your work and the College, you may have some ideas that might simplify work, save money, or otherwise benefit the College. Suggestions should be directed to your supervisor or to the Director of Human Resources.
 Problems and Complaints
 In the day-to-day operation of the College, misunderstandings and problems will occasionally develop. The College feels the best way to solve a problem is to discuss it openly before it becomes serious. If you have a problem or complaint, you are encouraged to discuss it with your supervisor or the Director of Human Resources so that the conditions that create dissatisfaction can be properly understood. If the problem relates to employment practices and is not resolved, you have the right to file a formal grievance.
 If the problem refers to or includes harassment or discrimination, the appropriate College policy will apply. If the problem is not resolved, you have the right to request initiation of the formal grievance procedures.
 Grievance Procedure
 The College strives to ensure fair and equitable treatment of employees in matters of employment and is committed to preventing discrimination. The College encourages all employees to state constructively their concerns and complaints about work matters affecting them, and to use established steps in doing so. Any retaliation against employees for using this policy and procedure is prohibited. An employee may present a concern or grievance regarding employment at the College and have it considered on its merits. You are encouraged to discuss suggestions or complaints with your supervisor, Department Head, the College Affirmative Action Officer, or Human Resources.
 In line with this goal, the College has formulated a process for the orderly resolution of all grievances arising out of employment practices that have not been resolved through the above process. This grievance procedure is intended to be conducted as expeditiously as possible, allowing sufficient time to determine the facts while permitting the College to fulfill its educational and administrative functions. The Grievance Process may also apply in cases where an employee has a complaint involving discrimination. The College recognizes its responsibility at all times to remain in compliance with all applicable state and federal law. This grievance procedure is intended to resolve problems during the employment relationship. It is not intended to address the termination of an employee's employment. Any complaint concerning an employee's termination may be heard by the Director of Human Resources in his or her sole discretion.
 Only items that are job-related and involve an individual's job description may be subject to the grievance procedure. The following are examples of items which are not subject to the grievance procedure.
 
  • Unfavorable annual evaluations.
  • Particular assignments of other personnel.
  • Termination of employment or any issue relating to termination.
 The Director of Human Resources in his or her sole discretion may remove any grievance from the Grievance Process whenever it becomes apparent that the subject of the grievance does not meet the proper criteria for inclusion within the process. If an employee has more than one grievance pending, the Director of Human Resources may, in his or her sole discretion, combine two or more grievances for simultaneous consideration.
 If an employee files a grievance but his or her employment with the College ends for any reason prior to the resolution of the grievance, then the grievance will be considered withdrawn and no further action will be taken on it.
 The College prefers that employees use this process to resolve grievances. However, should an employee choose to pursue a more formal process to resolve a grievance (e.g. through litigation), the college generally will respect that decision and not use the grievance process to attempt to resolve the dispute.
 This grievance procedure is not a contractual right and as the other sections of this Handbook, is subject to the Disclaimer of Contract Provision set forth on page 6a.
 Grievance Process
 The process outlined herein describes the ordinary method for handling grievances (as defined in the section "Grievance Procedures"). The Director of Human Resources may in his or her sole discretion adjust any part of these procedures with regard to any grievance(s) as is deemed necessary under the circumstances.
 Step 1: The employee may consult with his/her supervisor to attempt to resolve the grievance. It is quite possible that the problem can be resolved promptly by the two of you to your mutual satisfaction. If the supervisor is unable to do so, the grievance can proceed to Step 2. If the issue involves the employee's supervisor, the employee may skip Step 1 and go directly to Step 2.
 Step 2: Following Step 1, the employee may present the grievance to the head of his or her department, who may attempt to resolve the grievance. If the head of the department is unable to do so, the employee can, if desired, proceed to Step 3. If the issue involves the head of the department in any way, the employee may skip Step 2 and go directly to Step 3.
 Step 3: Following Step 2, the complainant may present the grievance to the Director of Human Resources, who may attempt to resolve the grievance. If the Director of Human Resources is unable to resolve the matter, the employee can, if desired, proceed to Step 4.
 If a resolution is reached at this step, it will be presented in writing to the employee.
 Step 4: If no resolution is reached at Step 3, the employee may request that a Grievance Committee be formed to conduct a hearing. The employee shall submit a request for a Grievance Committee to the Director of Human Resources within twenty working days of the completion of Step 3.
 The Committee shall consist of five members as follows: an appointee of the Senior Administrator responsible for the grievant's area, an appointee of the Affirmative Action Officer or designee, a member of the administrative support staff, a member of the hourly staff and an at-large member appointed by the Manager of Benefits and Employee Relations. The Human Resources Director or a designee shall serve as a non-voting advisor unless disqualified under Step 3. (If there is a personal involvement in any way, the Committee member will be disqualified and a substitute will be appointed.) A quorum of at least three members is required to conduct a hearing.
 The Committee shall elect its own chairperson; determine the details of its procedure; conduct a hearing within ten working days following receipt of the written request from the complainant; maintain written records, including a statement of the complaint and a statement of the findings and recommendations of the Committee. Committee deliberations shall be confidential, except as otherwise provided herein or as required by law. The Committee should report its findings and recommendations in writing to the employee involved in the grievance and the applicable Senior Administrator within twenty working days following the conclusion of the hearing.
 An employee involved in a grievance hearing may be accompanied at the hearing only by a co-worker from his/her department who has had at least six months of service and who will appear only as support to the employee in non-voting capacity. The grievance process is intended as an informal process whereby members of the College community assist in resolving disputes. In order to maintain the informal nature of this process, no employee may have an attorney present at the hearing or at any point during this process. For the same reasons, the Committee does not make electronic, stenographic or other recordings of the session; nor is the employee permitted to make any such recording.
 President and/or Senior Administrator of the Complainant's Area Review: The President and/or Senior Administrator shall have the right to review the proposed resolution of the grievance under any of the above steps, although that right shall be exercised within their sole discretion. The President or Senior Administrator shall notify the participant involved in the grievance whether she/he intends to exercise the right of review. This notification shall be given within ten working days of receipt of the written resolution, unless additional time is needed, at his or her sole discretion.
 The results of his/her review shall be presented in writing to the employee involved in the grievance, and the members of the Grievance Committee. This announcement shall be made within ten working days from the notice mentioned in the first paragraph of this subsection, unless the President and/or Senior Administrator, in his or her sole discretion, determines that more time is needed to complete the review. After review, the decision of the President or Senior Administrator shall be final. If she/he chooses not to review the decision or recommendations submitted, these shall stand, and they shall be implemented in good faith.
 Timing: Grievances must be submitted in writing within 20 working days following the alleged incident giving rise to the grievance. The employee shall file a request for a Grievance Committee to the Director of Human Resources within twenty working days of the completing of Step 3. An employee's failure to comply with this time limit will mean that he/she has forever waived his/her opportunity to grieve that incident.
 The records of each Committee convened hereunder shall be kept in the Office of Human Resources for a suitable period following the resolution of the grievance.