This is the official employee handbook of Lees-McRae College. It contains the policies, regulations and procedures pertinent to assist you in efficiently and effectively carrying out your duties as an employee of Lees-McRae College.

Much of the information contained in this handbook is drawn from relevant laws, regulations and policies. This handbook was prepared solely for informational purposes and is not intended to be a contract of employment. Should there be a conflict between any statement, fact or figure presented here, and the current official regulations and policies, the latter takes precedence. Employees, therefore, have the responsibility to keep themselves informed of updates and revisions to college policies.

In this document the masculine pronouns he, his, him are used to avoid awkwardness in wording. It is our intent that these references be construed as generic and that they may apply both to male and female where appropriate.

Failure to comply with stated policies could result in termination of employment.

Any questions or suggestions concerning this Handbook should be directed to the Personnel Office.

Lees-McRae College reserves the right to correct clerical errors.

CONTENTS

Historical Sketch 1.01

Mission Statement 1.02

The Church and Lees-McRae College 1.03

ADA Compliance 2.06

Affirmative Action Plan 2.01

AIDS 2.07

Drug and Alcohol Use 2.05

Statement on Non-Discrimination 2.02

Statement on  Harassment 2.03

Conflict of Interests 3.01

Inclement Weather Policy 3.04

Speaking to the Media 3.02

At-Will Statement 4.05

Compensatory Time & Overtime 4.10

Contracts & Agreements 4.14

Employee Categories 4.09

Exempt & Nonexempt Staff 4.08

Exit Interviews 4.16

Job Descriptions 4.03

Licenses & Certification 4.06

Orientation 4.04

Payroll Dates/Direct Deposit 4.15

Payroll Deductions 4.13

Personnel Records 4.11

Pre-Placement Physical 4.02

Probationary Period 4.07

Recruitment 4.01

Work Schedules 4.12

Credit Union  5.18

Flex Spending Account 5.04

Health Insurance 5.01

Holidays 5.07

Jury Duty & Subpoenaed Leave 5.12

Leave of Absence Without Pay 5.14

Life Insurance 5.03

Long-Term Disability 5.02

Medical & Family Leave 5.09

Military Leave 5.11

Professional Development 5.16

Parental Leave 5.19

Retirement Plan 5.17

Section 125:Flex Spending Account  5.04

Sick Leave 5.08

Tuition Scholarships 5.15

Vacation 5.06

Workers Compensation 5.13

Performance Appraisals/Evaluations  6.01

Resignation (non-faculty)  6.08

Suspension 6.05

Warnings 6.03

Committee Structure/Meetings/Workshops 7.25

Credit Card Accounts 7.12

Crime Scene Protection 7.02

Employee ID 7.05

External Publications 7.19

Fax Machine 7.16

Firearms and Fireworks 7.03

Infirmary 7.17

Intellectual Property Rights Policy 7.28

Key Control Policy 7.27

Law Enforcement Personnel on Campus 7.01

Library 7.18

Lost and Found Policy 7.07

Mill Pond 7.23

Parking Procedures 7.06

Publicity/Photography Requests 7.20

Smoking 7.04

Telephones 7.21

Tennis Courts and Pool 7.22

Travel Advance 7.11

Travel/Expenses 7.10

Wildcat Lake/Edgar H. Tufts Park   7.23

ORGANIZATIONAL CHART  8.00

"Banner's Elk", as the village was once called, is said to have been settled around 1850. By the end of the century the Presbyterian Church was becoming established in the area, and in the summer of 1895 Concord Presbytery sent a young student from Union Theological Seminary in Virginia to organize a church at Banner Elk. In 1897, newly ordained, the Reverend Edgar Tufts returned as pastor of the church and remained to serve the community until his death in 1923.

In the winter of 1899, concerned with the limited offering of the district school which was supplemented only by summer school work conducted by the church, Mr. tufts took some of the young people of the neighborhood into his study for further instruction. This small group, called the Class of 1900, marks the beginning of Lees-McRae College.

Mr. Tufts saw, however, that this effort was not enough and that there was a need for a boarding school, especially for the girls of the mountain region. A small amount of money was raised at prayer meeting and the promise of lumber and labor made possible the opening in 1900 of a frame dormitory for fourteen girls and one teacher. One of the summer school teachers was Elizabeth A. McRae, originally of South Carolina, who had been sent to Banner Elk by Fayetteville Presbytery. Knowing the devoted character of her work, Mr. Tufts named the institute for her. A few years later, after a boys' department had been opened at Plumtree, he added the name of Mrs. McRae’s friend, Mrs. S.P. Lees of Kentucky and New York, who had been a generous benefactor. The schools were chartered by the state in 1907 as the Lees-McRae Institute. In 1927, Lees-McRae became coeducational when the boys' unit was moved to Banner Elk after the buildings at Plumtree had been destroyed by fire.

Lees-McRae Institute became Lees-McRae College in 1931, gradually eliminating the high school department to form an accredited, coeducational junior college. In 1987 the Board of Trustees of Lees-McRae College voted to seek senior college status. In June of 1990 the Commission on Colleges and Schools of the Southern Association of Colleges and Schools granted Lees-McRae status as a senior (four-year) College.

Lees-McRae College, affiliated with the Presbyterian Church (USA) is a small, private college nestled in the mountains of northwestern North Carolina. Founded in 1900 by the Reverend Edgar Tufts to meet educational and spiritual needs in the area, the purpose of the college is to fulfill its motto, "In the mountains, of the mountains, and for the mountains," while extending its ministry of education and service to diverse populations.

As a baccalaureate college with a varied and challenging curriculum embedded in a liberal arts core, Lees-McRae provides both the knowledge and the skills to prepare the student for a productive and satisfying life. This preparation is delivered through a values-based education in the Christian tradition.

Lees-McRae provides a student-centered and nurturing environment that encourages intellectual, spiritual, physical and social growth, combining learning with leadership development and community outreach. The graduate will be able to think critically, adapt to a changing technological and global society, and value lifelong learning, integrity and responsibility.

From its origins, Lees-McRae College has made a commitment, reaffirmed daily, to be both a community of learning and a community of faith. It is an institution proud of its Christian roots, nourished by Presbyterian thought and practice, and humble in its calling as a servant of the church through its ministry of higher education.

Lees-McRae College seeks good in all things and endeavors to honor God and serve the church as well as the larger community.

In this context, Lees-McRae College seeks to be a college that;

• Values and commends worship and study, acknowledging the source of truth as God revealed in Jesus Christ
• Expects its trustees, administrators, staff, faculty, and students to be supportive of a community of learning that welcomes diversity of faiths and ideas, encourages honest inquiry, and nurtures spiritual and ethical values
• Provides opportunities for meaningful service to humanity and sees this service as part of one’s obligation toward learning and growth
• Invites trustees, administrators, staff, faculty, and students to explore the meaning of the Christian faith in all aspects of living and learning
• Expresses personal concern and caring in both academic and non-academic settings

Lees-McRae invites the Presbyterian Church (U.S.A.) to lend its financial support, assistance in recruitment, participation in governance, and use of the resources of the College in its life and educational mission. Though affiliated with the Presbyterian Church (U.S.A.), Lees-McRae College offers its resources to all persons and congregations.

Approved: Lees-McRae College Board of Trustees March 26, 1994

It is the policy of Lees-McRae College to afford equal employment opportunity to all qualified persons regardless of race, color, religion, national origin, age or sex.  In keeping the intent of this policy, the college will adhere to the following personnel practice:

Recruitment, hiring and promotion of individuals in all job classifications will be conducted without regard to race, color, religion, national origin, disability, age or sex.

All employment transactions will be made without regard to race, color, religion, age, sex, national origin, ancestry, marital status, disability or veteran's status and solely on an individual's qualifications in each circumstance.

Promotional decisions will be made without regard to race, color, religion, age, sex, national origin, disability or veteran's status.

All other personnel actions such as compensation, benefits, transfers, training and development, and recreational programs will be administered without regard to race, color, religion, national origin, disability, age or sex.

All employees implement the forestalled policy by means of the college’s affirmative action program, which is updated periodically and is available in the Office of the Director of Human Resources for review.

POLICY IMPLEMENTATION

The President of Lees-McRae College has designated responsibility for administration and implementation of the college's affirmative action policy to the Director of Human Resources (EEO Officer). Under this authority the affirmative action program will be reviewed and updated annually.

The duties and responsibilities of the Director of Human Resources include:

• Developing and implementing affirmative action policy, programs, procedures and internal and external communication techniques

• Designing and implementing audit and reporting systems

• Serving as liaison between the college and minority organizations and community action groups

• Keeping management informed as to the latest developments in the area of equal employment opportunity

• Assisting all departments in fulfilling their responsibilities relative to the college's affirmative action program

• Providing guidance in executing the personnel practices of the Affirmative Action Policy Statement

COMPLAINT PROCEDURE

Our complaint procedure addresses complaints of discrimination based on race, color, religion, age, sex, marital status, disability, national origin or ancestry, or mental disorder from both current and prospective employees. Employees have the right to make full utilization of the complaint procedure without jeopardizing their current or prospective employment status.

The complaint procedure is as follows:

The Director of Human Resources will receive all written complaints of discrimination. These may be direct from the employee or upon referral from a supervisor who has received a complaint from an employee.

Discrimination complaints filed under this procedure will be accepted for investigation up to and including thirty (30) days after the date of the alleged discriminatory act.

Complaints must be submitted to the Director of Human Resources in written form and signed by the complainant.

POLICY DISSEMINATION

Lees-McRae desires that its equal employment opportunity policy be well known and understood, both within the college and in the community where we are located.

INTERNAL

In order to ensure that our policy is known and understood internally, the college will do the following:

The policy will be included in the Employee Handbook and will be distributed to all management and supervisory personnel, particularly those engaged in recruiting and employment.

The Affirmative Action Policy Statement will be posted in conspicuous locations, easily accessible and visible to all employees and to applicants for employment.

EXTERNAL

In order to ensure that our policy is known and understood in the community, the college will do the following:

• Inform all recruiting sources of Lees-McRae's policy and request that these sources refer qualified minority members and females for job vacancies.

• Insert the following statement in all advertisements, solicitations of applicants for employment, and other materials concerning recruitment and hiring:

LEES-MCRAE COLLEGE IS AN AFFIRMATIVE ACTION EQUAL OPPORTUNITY EMPLOYER

OR

EEO/AAP/M/F/

OR

EOE

JOB POLICIES

Personnel policies and practices apply to every employee on the same basis, regardless of sex.

No distinction is made between the sexes in regard to promotional opportunity or other conditions of employment.

All employees have equal opportunity for any job for which they are qualified.

No distinction is made between the employment or termination of an employee based on marital status.

All employees are eligible for all training programs and benefits offered by the college.

DUTIES OF THE PRESIDENT

The duties of the President include:

• Guiding the Director of Human Resources in identifying problem areas and effectively carrying out the affirmative action program.

• When appropriate, becomes involved with local organizations interested in equal employment opportunity.

• Meets with employees from time to time to ensure that the Affirmative Action Program is being followed.

PREGNANCY GUIDELINES

Women are not penalized because of time spent away from work for pregnancy or related medical conditions. A request for sick leave because of pregnancy or related medical condition(s) should be submitted to the appropriate supervisor. The college will grant such leave under the same terms and conditions leave would be granted for any other illness.

HARASSMENT

Lees-McRae College does not tolerate harassment of any kind including sexual, racial, religious or ethnic, and will thoroughly investigate any reports of harassment.

Guidelines will be provided on avoidance of discrimination because of disability/armed forces related disability, or services in the armed forces including but not limited to the Vietnam conflict.

The College is dedicated to the recruiting, hiring and promotion of qualified disabled individuals, disabled veterans and those who served in the armed forces including the Vietnam conflict. Each employee and applicant is invited to identify himself or herself as a disabled person, a disabled veteran or a veteran of the armed forces. This policy is disseminated internally and is subject to review by our EEO officer (Director of Human Resources). We will make reasonable accommodations for physical limitations to the extent those limitations do not put an undue hardship on the college when offering employment or promotions to disabled individuals or veterans. Lees-McRae does not reduce the amount of compensation offered because of any disability.

RECRUITMENT

In seeking new employees the college will:

• Brief all recruiting sources on the college's EEO policy

• Encourage existing employees to refer qualified applicants including minority and female applicants

• Encourage minorities, disabled persons, veterans, and women to participate in programs the college may sponsor or operate from time to time

PROMOTIONS

The College does the following to ensure that minority and female employees have equal opportunity for all promotions:

Lees-McRae College strongly opposes all types of harassment, sexual or otherwise, by faculty, students, employees, vendors, or visitors.  Our policy guidelines are as follows:

1.  All Types of Harassment Prohibited

Harassment consists of unwelcome conduct, whether verbal, physical, or visual, that is based on a person's protected status, such as gender, sexual orientation, color, race, ancestry, religion, national origin, age, disability, veteran status, citizenship status, or other protected group status.  The College will not tolerate harassing conduct that affects tangible job benefits or academic performance, that interferes unreasonably with an individual's education or work performance, or that creates an intimidating, hostile, or offensive working or learning environment.

2.  Sexual Harassment

Sexual harassment deserves special mention.  Sexual harassment includes any unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature where tolerance of such actions is made a condition of employment, that interferes with an individual's education or work performance, or simply creates an intimidating , hostile, or offensive learning or work environment. It is illegal and against the College's policy for any faculty member, employee, student, male or female, to harass another person or to create a hostile working or educational environment by either committing or encouraging:

• physical assaults on another, including but not limited to, rape, sexual battery, molestation, or attempts to commit these assaults; or
• intentional physical conduct that is sexual in nature, including but not limited to touching, pinching, patting, or brushing up against another's body; or
• unwanted sexual advances, propositions, innuendoes, or sexual comments, including making sexual gestures, jokes, or comments, sexually oriented "kidding", "teasing", foul or obscene language or gestures that interferes with another's work or study; or
• posting or displaying pictures, posters, calendars, graffiti, objects, or other materials that are offensive visual materials which interfere with another's work or study; or
• pressure for sexual favors, accompanied by implied or other threats or promises concerning one's employment, academic, or student status.

The College will determine whether such conduct constitutes sexual harassment, based on a review of the facts and circumstances of each situation.

3.  Harassment Grievance Procedure

The College will not condone any harassment, sexual or otherwise, of its faculty, students, or employees.  All persons engaging in such conduct will be subject to severe discipline, up to and including discharge, for any act of harassment they commit.   No person will be subject to any form of retaliation or discipline for pursuing a complaint made in good faith.

Any faculty member, student, or employee who either witnesses or feels victimized by harassment is strongly encouraged to promptly report the harassment to the Vice President for Academic Affairs.  After notifying the Vice President for Academic Affairs of a complaint, they may request to report the specific events to a person of the same gender designated by the Vice President for Academic Affairs.  The Vice President for Academic Affairs, or a designee, will carefully investigate the matter, questioning all persons who might have knowledge of either the incident in question or similar problems.  To the extent reasonably possible, confidentiality of a harassment complaint will be maintained and information will be released only to those who need to know.  Upon completion of this investigation, the Vice President for Academic Affairs will resolve the matter based on the facts and circumstances of the situation, and will advise the complainant and alleged offender of the resolution.

If the complainant or the alleged offender is dissatisfied with the resolution, then either can appeal the Vice President's decision by giving written notice within 10 days after the Vice President advises the complainant and alleged offender of the resolution. The Vice President will promptly appoint a three-member panel to hear the appeal, and designate one appointee as Chair of the panel.

The panel will be comprised of three college employees if the complainant and alleged offender are both employees.  If either party is a faculty member, the panel will be comprised of (1) Faculty Member, (1)Staff, and (1) Administrator.  If either party is a student, the panel will be comprised of (1) Faculty Member, (1) Administrator, and (1) Student.  The panel will hear from each party, and may, if necessary, hear from third parties to make their decision.  The panel will notify the complainant, alleged offender, and the Vice President for Academic Affairs of its findings and suggested resolution of the matter. The panel may only make recommendations to the Vice President for Academic Affairs as to their suggested resolution of the matter. The Vice President for Academic Affairs can either modify or affirm the original resolution,  and must promptly notify the complainant and alleged offender of the decision. If the complainant or alleged offender is still dissatisfied with the resolution, then either can appeal the Vice President for Academic Affairs modified or affirmed decision directly to the College President by giving written notice directly to the President, setting forth the reason for their dissatisfaction, within five days after the Vice President for Academic Affairs advised each party of the resolution. The President may conduct whatever investigation, and take whatever steps deemed appropriate to resolve the incident. The President's decision is final. 

DRUG AND ALCOHOL USE 2.05

The College is committed to providing a safe and healthy work environment for all of its employees.  All employees should be advised that the College is concerned and prepared to take action to prevent and correct such behavior and those employees who engage in such behavior are subject to disciplinary action, up to and including termination.  This is to restate in a more formal way our policy as to all employees regarding the work-related affects of alcohol and drug use and the unlawful possession of such substances on College premises, while on College business, and at College functions:

    1.  Employees are expected and required to report to work on time and in an appropriate mental and physical condition to work.  Employees who use or have alcohol or drugs in their system while on College business will be subject to discipline including immediate discharge.

    2.  All employees are forbidden to use, possess, distribute, or sell alcohol or drugs at anytime during the work day or anywhere on College premises or anywhere while on College business.  However, the possession and use in moderation of alcohol where alcohol is being served at a College sanctioned event and in accordance with the rules established for such event will not be considered a violation of this policy.  Violation of these rules will result in discipline including immediate discharge, and may have serious legal consequences.

    3.  The word "drugs" as used in this policy include:  (1) drugs or controlled substances not legally obtainable, or (2) drugs or controlled substances legally obtainable but not used in a lawful, safe, or prescribed manner, or (3) mind or mood altering substances which are not sold as drugs or medicines but are used for mind, behavior, or mood altering effects.

    4.  Employees, upon reasonable suspicion, who appear to be in an impaired condition on the job may be asked by the College to submit to a substance test to determine whether they have used, or are under the influence of alcohol or drugs.  Reasonable suspicion shall include, but is not limited to, any occurrence resulting in a College official observing actions, appearances, or conduct indicative of the employee using or being under the influence of alcohol or drugs.  The decision of the official to test the employee is final.  An employee's failure to immediately submit to such tests and sign the necessary medical authorizations to have the tests performed will result in immediate discharge.

    5.  Any employee who is involved in a work-related accident which requires more than simple first aid may be asked by the College to submit to a test to determine whether the employee has in their system, used or is under the influence of alcohol or drugs.  Any employee involved in a motor vehicle accident while on College business, must report the accident to the College immediately, and may be required to provide a breathalyzer, urine, or blood sample.  Any driver too seriously injured to provide such sample may be required to provide authorization necessary to obtain hospital reports or other documents that would indicate whether alcohol or drugs were in the employee's body a the time of the accident.

    6.  Any employee who is taking a prescription or over-the-counter drug that can impair their ability to perform their job, must inform their supervisor that they are taking such medication.  It is the employee's responsibility to (1) obtain the professional advice from their physician about whether an over-the-counter or prescription drug could impair their ability to work for the College and (2) inform the College of that situation.  The employee is not required to disclose the specific kind of drug to the supervisor, but only to provide the supervisor with information that the drug is being taken and the duration of the expected use.  No employee taking any over-the-counter or prescription drug which could impair their ability to perform their job may continue to work in any situation which would create a safety problem.  The College will attempt to accommodate any employee's need to utilize prescription or over-the-counter drugs.

    7.  The employee's refusal to submit to testing will result in immediate discharge.  Upon submission to a test, the College may suspend the employee without pay.  An employee with a positive test may, at their own option and expense, have a second test made on the same sample.  In the event of a positive drug or alcohol test the employer reserves the right to determine the disciplinary action, including immediate termination, in its discretion.

    8.  Employees must, as a condition of employment, report any arrest or conviction under any criminal alcohol or drug statute within five days.

    9.  Employees in need of counseling services and who self-report their condition prior to any violation of this policy may be able to take advantage of the College's counseling services before any disciplinary action is taken.  The College in its absolute discretion depending upon all the facts and circumstances may require an employee to participate satisfactorily in a rehabilitation or assistance program approved for such purposes as a part of any disciplinary action.

Lees-McRae College welcomes applications from people with disabilities and does not discriminate against them in any way. Lees-McRae College complies with the Americans with Disabilities Act (ADA) of 1990 in the following way:

1. Considering all applicants with disabilities for employment using the same criteria as are used for the employment of persons without disabilities.
2. Considering employees with disabilities for promotion using the same criteria that are used for the promotion of employees without disabilities.
3. Taking steps to make our facilities barrier-free and accessible according to appropriate federal and state statutes.
4. Posting notices explaining the provisions of ADA and employee rights under the law.

Lees-McRae expects the primary interest of employees to be the students we serve. A conflict of interest occurs when the interests of an employee or another outside party actually or potentially affect the college in a negative way.

Outside Business Interest - Employees may have outside business interests and outside employment so long as these do not interfere with job performance.

Gifts, gratuities - Employees are not to accept gifts, gratuities, free trips, personal property or other items of value from an outside person or organization as an inducement to provide services.

The Buckley Amendment (Public Law 93-380), which has been observed since its passage in 1974, has served as a standard of procedure regarding disclosure of information. The Buckley Amendment protects the privacy of an individual by limiting the disclosure of information to directory information as described in the Lees-McRae College Catalog.

"Disclosure means permitting access or the release, transfer, or other communication of education records of the student or the personally identifiable information contained therein, orally or in writing, or by electronic means, or by any other means to any party." "Educational Records" are defined as those "directly related to the student" and "maintained by the educational institution". (For more information about what is included in the Buckley Amendment about educational record, refer to 20 U.S.C. 1232g (a)(4)).

At Lees-McRae, "educational records" include any personally identifiable information, which is collected and maintained by the institution. Laws pertaining to records maintained by the Campus Law Enforcement Unit, Davis Health Services and Counseling Services are exceptions which are covered under Public Law 101 and NC State Statute, GS 8-53.3. The release of educational record information from faculty and staff to other faculty and staff should be contingent upon "legitimate educational interest". Upon request of information about a student one must consider that party's "need to know". Disclosure to a party who has no legitimate educational interest can be made only with prior consent in written form by the student involved (see Buckley Amendment 99.30 for requirements concerning minors). For exceptions to prior consent for disclosure, see Buckley Amendment 99.31.

ETHICAL CONCERNS

Beyond the legal consideration concerning confidentiality, Lees-McRae faculty and staff are bound by ethical standards and consideration for students. While ethical standards may not have the legal implications of the law they are of no less importance to any institution which sees to serve in the best interest of the students. Right to privacy is fundamental to each individual at Lees-McRae. It is imperative that faculty and staff carefully weigh the potential consequences of any communication regarding students and co-workers that may not be covered by the Buckley Amendment or other state and federal laws.

SUMMARY

Faculty and staff are urged to review the Buckley Amendment and direct any questions to the Dean of Student Services and/or the Director of Counseling Services.

It should be remembered that when dealing with confidential information, consideration should be given to legal and ethical concerns regarding students, college employees and Lees-McRae.

INCLEMENT WEATHER POLICY  3.04

 It is the practice of Lees-McRae College to continue operations,
both instructional and otherwise, even when facing snow, ice, or other harsh weather.

When Operations Continue 

In the event that the Banner Elk area experiences such inclement conditions, and that classes or other operations are not delayed or cancelled, students and employees should exercise all due care, caution, and prudent judgment in their determination of whether travel to campus is safe and warranted.  The same applies to students and employees whose responsibilities lie at off-campus sites. 

In either case, the college appreciates the efforts of both students and employees to meet their obligations when operations continue uninterrupted.  However, unnecessary risk of life, limb, and property is to be avoided.   As a matter of protocol and courtesy, in the event that the decision is made not to attempt travel, students or employees should make every effort to inform the appropriate instructor or supervisor of that decision.  With regard to college employees, if contact with the immediate supervisor is not possible, the message should be relayed through the office of the appropriate Cabinet Member.

When Operations Are Delayed or Cancelled 

If extraordinarily severe conditions warrant, the Provost & Dean of the Faculty, in consultation with the Senior Vice President for Business and Finance, may delay classes, cancel classes, delay opening of the college, or close the college.  These distinctions being important, the following definitions become significant: 

·   “Classes Will Begin At …”: Classes begin at the stated time; other college operations begin as usual.

·   “Classes Are Cancelled”: Classes throughout the day are cancelled; other college operations continue as usual. (Administrators, administrative staff, professional staff, custodial staff, and other non-instructional staff are expected to continue operations within the parameters of the above remarks.)

·   “The College Will Open At …”: Both classes and administrative operations begin at the stated time.

·   “The College Is Closed”: Both classes and administrative operations are cancelled for the day.  Only essential staff (e.g., food services, physical plant, security) are expected to report to campus, under the parameters of the policies and direction of their supervisors.

 These decisions will be communicated through the following channels:

 ·   Campus-wide broadcast voice mail.

·   Campus-wide email.

·   College switchboard automated answering machine (898-5241).

·   Various media outlets, including:

o  Radio: WECR, Boone/Newland (102.3 FM & 1130 AM) … WZJS, Boone (100.7 FM) … WKYK, Burnsville (940 AM) … WQUT, Johnson City (98.5 FM)

o  Television: WBTV, Charlotte (“TV-3”) … WJHL, Johnson City (“TV-11”) … WKPT, Kingsport (“TV-8”) … MTN, Boone (“TV-18”) … WSOC, Charlotte (“TV-9”) … WCYB, Bristol (“TV-5”) … WLOS, Asheville (“TV-13”) … Helicon Cable Bulletin Board (channel 2).

Job openings are filled by qualified persons from within the college when possible. Generally, preference is given to internal candidates over external candidates when both are equally qualified. However, internal candidates are not guaranteed the positions for which they apply.

Job openings and instructions for applying are posted on the bulletin board in the Chaffee Building Hall.

ADMINISTRATION/STAFF

When an opening occurs in the non-faculty area the appropriate Vice President/supervisor for the area should provide a written notice to the Personnel Office. In addition to the written notice, all information for the advertising and posting of the job should be attached. The Personnel Office should be advised as to the Chair of the Interviewing Committee or the person responsible for the interviewing process for this position.

The Personnel Office will route all appropriate applications and calls to the designated interviewer as they are received.

The person responsible for the interviewing process will then proceed with checking references, setting appointments and conducting interviews. Once the top two candidates are selected the appropriate Vice President will review the selections and make a final recommendation to the President.

Based on approval by the President, the person selected should then be notified. Once the position is accepted the Personnel Office should be notified in writing with details of the employment conditions (starting date, salary, fringe benefits, and additional conditions). All resumes, transcripts, etc. should be given to the Personnel Office.

The Interviewer should notify non-selected applicants.

FACULTY

The college operates under a policy of extensive advertising for vacant and newly created positions. University placement offices are contacted and ads may be placed in the regional newspapers and journals as well as in The Chronicle of Higher Education. The Division Chairs keep files on applicants for all positions.

In situations where time and circumstances permit, the following procedures will generally be in practice:

The process of evaluating applicants for various positions starts with the division members themselves. The process involves all appropriate divisional faculty (meaning all those who teach in a discipline), along with the Division Chair, the Vice President for Academic Affairs/Dean of the Faculty, the President and other college personnel as needed. After reviewing all dossiers on applicants, the division members will work with the Division Chair to identify a group of the best-qualified candidates. These credentials are then forwarded to the Division Chair. The Division Chair will evaluate and rank the credentials of the candidates. These credentials then go to the Vice President for Academic Affairs/Dean of the Faculty and finally to the President for individual appraisal and evaluation.

After all four levels of reviewers have had input, the Division Chair recommends the first choice candidate. This candidate will be brought to campus for an interview.

After interviews have taken place with the four groups, the President, in consultation with Vice President for Academic Affairs/Dean of the Faculty, arrives at a salary offer for the candidate. The Vice President for Academic Affairs/Dean of the Faculty then negotiates with the prospective faculty member to establish a salary.

Prior to this selection process being brought to a conclusion, the prospective faculty member is advised as to what the duties and responsibilities of the position will be, in and out of the classroom. The candidate also has the full salary package, including fringe benefits, thoroughly explained. This procedure will be followed for all full time faculty hiring. If tentative agreement on salary and other matters is reached and the candidate signs a contract, the process of bringing candidates to campus for interview stops. If the top candidate does not sign a contract, then the process continues with the second candidate. This process continues until the position is filled.

The college will maintain a manual with the job descriptions of non-faculty employees. In the event new paid positions are created through expansion or reorganization, written job descriptions should be prepared by the Vice President or supervisor of the position and then approved by the President prior to filling the position. Copies of the Job Descriptions Manual are housed in the Offices of Academic Affairs, Business, Student Services, Athletics, Institutional Advancement and the President. A copy is also available in Carson Library.

Whenever the term "probationary period" is used in regarding personnel policies and employment contracts/letters, it shall mean up to the first six months of employment by a newly hired employee. Employees whose service is satisfactory in the probationary period may become regular full-time or part-time employees, subject to availability of funds, the continued existence of the position and continued satisfactory work performance in the position.

An employee may be terminated at any time during and after the probationary period if his performance continually fails to meet performance standards.

Employee classifications are determined by the Fair Labor Standards Act. They are "exempt" and "nonexempt".

"Exempt Employees" include those who are not subject to the overtime provisions defined by the FLSA.

Employee categories as established by Lees-McRae College are:

A. Regular Full Time: An individual employed to work a full basic workweek of 35-40 hours, of unlimited employment duration.

B. Regular Part Time: An individual who works 20 or more hours, but fewer than 35, of unlimited employment duration.

C. Temporary/Seasonal: An individual employed for a specified, limited period of time, not to exceed one year, either on a full or part time basis.

Lees-McRae College recognizes that overtime is sometimes required.

Therefore, the appropriate Vice President or supervisor may grant compensatory time to exempt employees. However, compensatory is granted only when an employee shows extraordinary effort, and should not be considered automatic. Compensatory is not granted for work during staff trips away from the college.

Each employee's individual personnel file is regarded as confidential information and is treated as such. The only persons with access to the file shall be the employee's immediate supervisor, appropriate Vice President and the President. Access to personnel files will be on a need-to-know basis.

Each department defines Work schedules. Employees should be at their job assignment on time.

Exempt employees may be required to work beyond the designated work schedule.

Deductions from each employee's paycheck include the mandatory and voluntary deductions described below:

Mandatory deductions are Social Security, and state and federal taxes. An employee's paycheck may be garnished for alimony, child support, delinquent loans, or for any reason authorized by court order or government agency. All mandatory deductions are made without written authorization of the employee.

Nonexempt (hourly) employees will be required to report all hours worked by utilization of the employee time sheet forms or time cards. Payroll will be released bi-weekly (Fridays).

Exempt employees will be paid on the 25th of the month. If payday falls on a holiday or weekend, payroll will be paid on the last day the administrative offices are open.

All regular full time employees are covered by Lees-McRae's partially Self-Insured Plan. The college will pay a portion of the employee’s individual premium. Dependent coverage is available at full cost to the employee.

The college provides this coverage at no cost to the employee. All full-time employees are covered by this insurance.

The college provides a life insurance policy at no cost to the employee. All full time employees are eligible for this insurance.

Full-time employees except Faculty may earn one day of sick leave for each month of employment. The cumulative maximum for sick leave is sixty work days. Part-time and/or temporary employees do not earn sick leave.

Sick leave is authorized only for a bona fide illness or injury to the employee or a member of the employee’s immediate family. Sick leave includes maternity leave.

At its discretion the College may require confirmation of illness from the employee’s physician and may also require a physician’s certification of the employee’s ability to return to work without endangering themselves or fellow employees.

In the event of retirement or termination, no payment is made for accumulated sick leave.

Accounting for sick leave:

If employment begins after the 15^th day of a month, accruals begin on the first day of the following month. All employees are required to report days taken for sick leave to the Director of Personnel. Completed personal leave forms should be submitted immediately after absences for an illness, but they must be submitted at least quarterly and at each May 31.

FACULTY

In the instance of sick leave the faculty member must fill out and file with the Division Chair a Faculty Release Form, a copy should be forwarded to the Academic Affairs Office.

The instructor, in consultation with his Chair, will make every effort to provide students with a meaningful educational activity on those days when the instructor is away from class.

Lees-McRae College will comply with the Family and Medical Leave Act of 1993 (effective August 6, 1993), by providing up to 12 weeks of leave for employees for certain family and medical reasons. Employees are eligible if they have worked for Lees-McRae for a least one year and for 1,250 hours over the previous 12 months. An employee must first use any accumulated sick leave and vacation time when taking Medical or Family Leave which will run concurrently with the twelve (12) weeks of Family and Medical Leave. The balance of the time after the employee uses all sick leave and vacation time will be unpaid. The total amount of this leave can only be 12 weeks, in any 12-month period. The 12-month period starts at the time Medical or Family Leave begins. When both husband and wife work for Lees-McRae, the aggregate number of workweeks of leave for birth of a child, adoption, or care of a family member to which both may be entitled can be limited to 12 weeks per year. In the event that either the husband or wife becomes ill and is unable to perform the job, each would be entitled to the full 12 weeks of unpaid leave per year for such personal illness.

REASONS FOR TAKING LEAVE:

• To care for employee's child after birth, adoption or foster care. Entitlement to unpaid leave for the birth or adoption of a child expires 12 months after the birth or adoption occurs.

• To care for the employee's spouse, son, daughter, or parent, who has a serious health condition.

• For a serious health condition that makes the employee unable to perform his or her job.

ADVANCE NOTICE AND MEDICAL CERTIFICATION

The employee is required to provide advance leave notice and medical certification. Taking of leave may be denied if requirements are not met.

The employee ordinarily must provide 30 days advance notice when the leave is "foreseeable."

The employee may be required to provide medical certification to support a request for leave because of a serious health condition, and a fitness for duty report to return to work.

All leave requests due to serious medical conditions must have the following information:

1. The date on which the serious health condition began

2. The probable duration of the condition

3. The appropriate medical facts within the knowledge of the health care provider regarding the condition

For leave requests to care for an ill family member, in addition to the three things listed above, the certification in this case must include a statement that the eligible employee is needed to care for the son, daughter, spouse or parent, and an estimate of the amount of time that the employee will be needed to provide the care.

INTERMITTENT LEAVE

Leave for childbirth or adoption can't be taken intermittently (two days a week or one week a month, for example) unless the supervisor and employee agree otherwise. However, intermittent leave for serious illness may be taken when medically necessary.

If an employee requests leave based on planned medical treatment (example-days off for chemotherapy), the employee may be required to transfer temporarily to an available alternative position. The employee must be qualified for the alternative job, the job must have equivalent pay and benefits, and it must better accommodate recurring periods of leave than the employee's regular job. This provision is in line with the Americans with Disabilities Act's goal of reasonable accommodation.

If the request is for intermittent leave for the employee to seek medical treatment, the certification must include the dates on which the treatment is expected to be given and the expected duration of the treatment.

If the request is for intermittent leave because the employee is simply unable to perform the job as normally scheduled because of a medical condition, the certification must include a statement of the medical necessity of the intermittent leave or reduced leave schedule and the expected duration of that leave.

If the request is for intermittent leave to care for an immediate family member, the certification must include a statement that the leave is necessary for the care of the immediate family member and the expected duration and schedule of the leave.

JOB BENEFITS AND PROTECTION

For the duration of FMLA leave, Lees-McRae will maintain the employee's health coverage under the college plan.

No contributions will be made by the institution to the college retirement plan, during the unpaid leave period.

No additional sick days or vacation days will be accrued.

No pay will be given for holidays.

Upon return to work, the employee will be restored to their original or equivalent position with equivalent pay, benefits and other employment terms. Salaried employees who are among the highest paid 10 percent of the college can be exempted from the provisions of the Act if the individual is so critical to the organization that it would suffer significantly in his or her absence.

The college provides comprehensive workers' compensation program at no cost to the employee. All employees are covered by this plan.

Tuition waiver benefits for credit classes at Lees-McRae College and some other institutions are available for Employees and their dependents. Request should be made in writing to the Vice President of Business and Finance.

Lees-McRae is committed to a program of professional development for faculty and administrators and staff.  All requests for financial support must be pre-approved in writing before attending the program.

There are no obligations placed upon employees for the repayment to Lees-McRae for any conferencing moneys.

The retirement plan is available to all full-time employees after being employed with Lees-McRae one year. The eligibility period may be waived for employees on the same plan at the time of hire by the institution.

The college will pay up to 5% of the employee's gross salary to the plan. The employee must match this with an equal amount of gross salary. The amount is a payroll deduction.  The plan is with TIAA-CREF.http://www.tiaa-cref.org

All employees generally receive, at least once per year, a performance appraisal that will objectively assess their performance and accomplishments relative to the job description. All employees will be given the opportunity to review and make copies of performance reviews. Employees are encouraged to include written comments on the review, if appropriate. Employees who disagree with appraisals are encouraged to discuss areas of disagreement with their supervisor. Employees should sign and date their appraisal after all comments have been noted.

Performance appraisals become a permanent part of the employee's personnel file.

Lees-McRae College generally uses progressive discipline to ensure employee compliance with performance standards, ethics and conduct. Except in cases of repeated willful or flagrant violations of these standards, a supervisor will not resort to formal disciplinary measures until informal attempts to correct the problem have failed. If a supervisor finds it necessary to use formal disciplinary measures, it is intended that the discipline be administered fairly.

Disciplinary actions are of several levels, including oral and written warnings, disciplinary probation, suspension and termination. The frequency and/or severity of misconduct determine which level of disciplinary action is required.

An employee may be placed on disciplinary probation in order to allow the employee to show improvement on the problem(s) specified at the time of probation.

The disciplinary probation period would begin when the supervisor provides the employee with a written and signed document which:

1. Identifies the problem(s)

2. Records the necessary improvement

3. Shows the length of probation

The President in his absolute discretion depending upon the facts and circumstances may suspend an employee for disciplinary reasons without pay. An employee who is suspended will be given written notice of the reasons for the action, and a copy will be made a part of the employee's personnel record.

Employees can be suspended for incidents that merit termination if the employee's participation is suspected, but unclear. Under these circumstances, the President can suspend the employee with pay while an investigation is conducted.

Dismissal generally occurs when other disciplinary action has failed to achieve improvement or when the employee commits a serious offense. All dismissals must be approved by the appropriate Vice President and the President.

Some offenses warrant immediate dismissal. These include but are not limited to:

1. Theft of college property.

2. Violation of the drug and alcohol policy.

3. Falsifying or altering college records.

4. Willfully damaging college property.

5. Walking off the job without supervisory permission.

6. Absence for three consecutive working days without notice to the college, in which event the employee will be deemed to have quit voluntarily.

7. Carrying concealed weapons on college property.

8. Conducting treats against students or co-workers.

9. Insubordination

10.Violation of the College's harassment policy.

Resignation should be by written notice to the employee's supervisor.

Employees are requested to give two weeks notice of resignation. This notice may not include built up sick leave or vacation time. Pay will be given for pro-rated vacation time as set forth in vacation policy. No pay will be given for accumulated sick time.

Any employee who has a complaint concerning disciplinary action, termination, demotion, denial of promotion or merit increase, layoff or discrimination based on a category--i.e. race, age, disability--recognized by federal and local civil rights laws has the right to file a grievance according to procedures outlined in this policy.

No employee will be discriminated against, harassed, intimidated or suffer any reprisal as a result of a "good-faith" filing a grievance or participating in the investigation of a grievance. If an employee feels that he is being subjected to any of the above, that employee has the right to appeal directly to the President.

Any employee, who is terminated by the college, will receive final pay on the next regular payroll date.

In the event that law enforcement personnel seeking information on students, faculty or staff, approach a student or employee on campus, the following procedures should be followed:

1. Request identification of law enforcement status if not apparent.

2. Maintain a cooperative and courteous attitude.

3. Unless an emergency event:

a. Direct daytime inquiries (8:30 a.m. - 4:30 p.m.) to the Public Safety Office

b. Nighttime inquiries should be directed to the Public Safety Office and/or Residence Hall Directors. Residence Hall Directors have radio contact with the Public Safety Officers.

4. In an emergency (defined as time being of the essence) provide pertinent information and assistance as appropriate.

5. Classes will not be interrupted unless an emergency situation exists.

The first person to the crime scene should follow the procedure below. This will certainly assist in the investigation and may help apprehend the perpetrator.

1. The scene of a crime should be protected:

1. To prevent the destruction or removal of physical evidence and
2. To allow for an accurate reconstruction of the scene as it was found.

2. Frequently protection starts by securing the area to prevent anyone from entering. This can be accomplished by the following methods:

a. Posting someone at the entrance to the crime scene.

b. Placing signs on doors and/or windows to the crime scene.

Smoking is not permitted in any campus buildings or vehicles owned by the college.

The Student Services Office makes Employee Id Cards. Call the office for hours.

The lost and found center will be the Public Safety Office.

Rental housing is offered on a space-available basis to full-time employees of Lees-McRae College.  Campus housing is not to be considered a permanent situation.  This is a recruiting method for the College and a means of giving our employees cost effective housing while seeking permanent residency in the community.  Beginning June 1, 2006, housing will be reviewed based on dates of occupancy.  New tenants of campus housing and tenants who move to new campus housing will be notified that occupancy will be limited to a period of three years.  Security deposits, pet deposits, and fuel deposits will be required of all new occupants.  Existing tenants prior to June 1, 2006 are exempt from these conditions.  Lists of available units and application forms for occupancy are available in the Office of Human Resources. The awarding and retention of college housing will be based upon the needs of the college with final approval made by the President.

In the event of disciplinary dismissal, transfer or resignation, the college may elect to allow the occupant to remain in the present housing for a period of time determined by the President.

In the event of death, permanent disability or retirement of an eligible employee, the eligible employee (or surviving family member(s) occupying faculty housing at the time of death of an eligible employee) shall have the privilege of renting those facilities for a period of time not to exceed twelve (12) months, except that the facility designated as the President's house may need to be vacated before the twelve (12) month period.

Dependent upon the College's needs and at the sole discretion of the College, employees/spouses of college employees with a minimum of 20 years service may be eligible to rent a campus house upon retirement of the college employee for a time period and at a rental rate to be set by the College.

A more in-depth housing policy is available in the office of the Director of Human Resources.