Policies and Procedures

Employees are expected to familiarize themselves with the policies and procedures of the College, as outlined in this Handbook, the Haverford Course Catalog, departmental Handbook and procedural manuals, and other distributed policy statements. Those who supervise non-exempt staff members should become familiar with the provisions of the Haverford College Staff Handbook.

Weather Emergencies

Haverford College is a residential community that continues to operate as long as students are present.  In snow storms or other severe weather, a decision on early dismissal or curtailment of services will be made by the Vice President for Finance and Administration, in consultation with the President.Once a decision has been made, supervisors will be notified by via e-mail and if possible telephone about the details, including the official time of dismissal, if any. Individual offices may not release employees until they have received formal notification.

When faced with weather emergencies, the College relies on administrative and professional employees to handle their time prudently and wisely in completing work assignments. The additional responsibility and freedom allow employees, where appropriate, to take work home or to take limited amounts of time off during a regular working period. It is understood that employees ultimately must decide if road conditions make their travel unsafe or unwise; that is, employees will not be asked to travel if they feel they are taking undue risk in doing so.

Those who supervise staff employees paid on an hourly basis should be aware of the following policy:

1.  Early Dismissal.  When inclement weather arrives during a workday, a decision may be made to dismiss employees early.  Individual offices may not release employees until they have received formal notification of an institution-wide decision.  Once that decision is made, supervisors will be informed via e-mail and if possible telephone about the details, including the official time of dismissal.

When an institutional decision has been made to dismiss early because of weather conditions, employees who are at work that day will be paid for their normal workday.  Those who are required to stay beyond an official time of dismissal because of the nature of their work will be paid two times their normal earnings for the remainder of their normally scheduled hours.  If an employee is required to stay beyond normal hours because of weather, the employee will receive two and 1/2 times his or her normal earnings for those additional hours worked.

Example:  Employees are dismissed at 2 p.m.  An employee who normally completes her work at 4 p.m. is required to remain at her post because of the nature of her work, and receives two times her normal pay for the additional two hours.  She is then asked to continue to work until 5 p.m., and is paid two and 1/2 times her normal pay for the additional hour.

2.  Late Arrival.  Inclement weather that occurs overnight may delay the timely arrival of employees on campus.  Employees who come to work under adverse weather conditions will be paid in full for that day, even though they may be delayed by the conditions and arrive late. Each employee ultimately must decide if road conditions make travel unsafe or unwise; that is, employees are not asked to travel if they feel they are taking undue risk in doing so.  An employee who is unable to get to work because of weather-related conditions, even though the College is open, may use personal or vacation time as available, or elect to take the day without pay.

Example:  An overnight snowstorm makes travel extremely difficult during the morning rush hour.  Employees who do not reach campus at the time they normally begin work but arrive later in the day will be paid in full at their normal pay rate.

3.  Snow/Ice Day.  Since Haverford is a residential College and many faculty live on or near campus, classes will be suspended only in extraordinarily difficult weather conditions.  Even in such unusual circumstances, the student body must be housed and fed, security must be provided, and efforts must be made to clear campus roads and paths.

Only the President of the College (or in his absence the Vice President for Finance and Administration in consultation with the Provost) may declare a Snow/Ice Day, and will do so after discussion with officials at Bryn Mawr College.  If at all possible, such a decision will be reached no later than 6:00 a.m.  Employees will be notified of the Snow/Ice Day via a telephone tree, or may call the Department of Safety and Security at (610)896-1111. 

All employees who were scheduled to work on a day that is declared a Snow/Ice Day will be paid in full for the hours they were to work.  An employee who does work on a Snow/Ice Day will be paid two and one half times his or her normal earnings for all hours worked, regardless of his or her scheduled hours. Employees who are on a previously scheduled vacation or personal day will be paid vacation or personal pay as scheduled.

Example:  The President declares a Snow/Ice Day.  Most employees are not asked to report to the campus but will receive pay as though they had worked a normal day.  An employee reports to work to provide services to the student body (e.g., food services).  He arrives at 8:00 a.m., works his normal shift of eight hours, plus an additional two hours.  He is paid two and one half times his normal rate for all ten hours he works on the Snow/Ice Day.


Smoking

The demonstrated negative effects of cigarette smoke on smokers and non-smokers pose a significant health risk to employees, students and visitors.  In order to provide a healthful environment on the campus, it is the policy of the College that no smoking is permitted in any building on the campus with the exception of students in their own dormitory rooms.

The College provides reimbursement of up to $100 to employees who are smokers to participate in the smoking cessation program of their choice.  Simply present a receipt, canceled check or Personal Choice/HMO documentation to the Human Resources Office to receive reimbursement. For those selecting the nicotine patch, the $100 reimbursement must be coordinated with our Personal Choice or HMO coverages because this item requires a doctor’s prescription.



Individual Liability

As part of the general liability insurance coverage of the College, all employees are covered as “Named Insured.”  This means that employees will be defended in the case of law suit arising from actions taken in the normal course of employment, up to the $1,000,000 limit maintained in the policy. Excluded from this coverage are willful violations of the law. Other exclusions may apply as stated in the policy.

Reporting Changes

Changes in name, address, marital status, and dependents all affect employee benefits, so prompt reporting of these changes to the Human Resources Office is important.


Policy on Drugs and Alcohol

The College has instituted this policy and implemented programs in compliance with the federal Drug-Free Workplace Act. The policy aims to ensure a safe, drug-and alcohol free environment for the Haverford College community.

Health, safety and well-being are jeopardized whenever an employee possesses, uses, or is under the influence of drugs or alcohol while on the College property, in its vehicles, or engaged in College activities, including but not limited to when working. Judgment and productivity can be adversely affected, and a wide range of serious illnesses and injuries may result from use of drugs and/or alcohol.

Consequently, the College prohibits the unlawful use of alcohol, and the unlawful use, possession, dispensation, distribution, or manufacture of controlled substances (as defined in federal statues) and as well as being under their influence, while on College property or as part of any College activities. Coming to work or working under the influence of a controlled substance or alcohol is strictly prohibited. Engaging in any activity on or off the job involving a controlled substance, which is unlawful and/or contrary to the College's interests, also violates this policy.

A violation of this policy will result in discipline, up to and including discharge, even for a first offense. Violations also may be reported to legal authorities. Information about the legal sanctions for unlawful use, possession, distribution, dispensation and/or manufacture of a controlled substance is contained in summaries of federal and state law available in a separate Appendix to this Handbook and on-line at http://www.haverford.edu/personnel/trafficking.

Individuals who voluntarily wish to seek referral for counseling or treatment of substance abuse problems should do so through the College Health Service or Psychological Services. Such referrals are confidential, and employees are encouraged to seek assistance if they believe they have a problem. The Human Resources Office will consider requests for unpaid leaves of absence of up to one month for employees seeking residential treatment for substance abuse problems.

Any supervisor who suspects a violation of this policy should consult with the Human Resources Office. In consultation with the Human Resources Office, appropriate action will be taken which may include referring the employee to the College's Health Service or Psychological Services for counseling and referral and/or the imposition of discipline up to and including termination, depending on all of the relevant circumstances. In cases where possession, dispensation, distribution, or manufacture is suspected, the Safety and Security Department should be contacted about the possible need for a formal investigation. The College also reserves the right to require that an employee submit to substance abuse/alcohol testing as a condition of continued employment.

Pursuant to federal law, the College will take one of the following actions within 30 days of receiving notice that an employee has been convicted under any criminal drug statute for a workplace violation:

           1)  appropriate personnel action up to and including termination
 OR
           2)  require such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program.

In addition, an employee is required, as a condition of employment, to abide by this policy and inform the College within five days if she or he is convicted of drug violations in the workplace. Such convictions must be reported to any appropriate federal contractor or grantor within 10 days.

Security Inspections

The College wishes to maintain a work environment free of drugs, alcohol, firearms, explosives, and other dangerous and problematic materials. To this end, the College prohibits the control, possession, transfer, sale or use of such materials on its premises, and requires the cooperation of all employees in administering this policy. The College reserves the right to conduct inspections to enforce this policy, and employees are required to cooperate with such inspections as a condition of continued employment. In enforcing this policy, the College will endeavor to protect the privacy of individuals within the scope of the law.


Consensual Relations

The general aims of an educational institution and the particular values of Haverford College as a residential educational community of full-time undergraduate students are compromised by sexual relationships between employees of the College and students.+

Educational mission:  Sexual relationships between employees and students can have a negative effect upon students' free pursuit of their academic courses of study.

Power:  Faculty, administrators, and other employees possess an authority over students, which, if inappropriately wielded, may be detrimental to the atmosphere of trust upon which the community and classroom rely.  The asymmetry in power is not absolute or invariable, but it always exists.

Consent:  Given this power differential, sexual relationships between students and employees of the College are likely to put claims of consent in question.  It is often difficult for a student to be certain of the motives of the faculty or staff.  It is also difficult for a person in a position of authority to be certain that the student's consent is genuine, rather than motivated by an unspoken fear of the consequences of not consenting.  In the case of instructors, coaches and some administrators, the respect and trust accorded by the students, as well as the power exercised by the employee in giving grades, academic advice, evaluations, recommendations or a prominent position in an organization or on a team, greatly diminish the student's actual freedom of choice concerning a sexual relationship.

Conflicts of interest and third party consequences:  The possible harm can extend beyond the involved student to other students.  Whether or not there is true consent (which may not be clear to others), knowledge of an intimate relationship may interfere with the ability of other students to work comfortably and effectively.  Sexual relations often create or appear to create general conflicts of interest and the fear from third parties of unfair treatment.  Sexual relationships between College employees and students can be detrimental to the ideals of a community based on trust and to the creation of an environment where favoritism and the appearance of favoritism are absent.

Faculty and staff protection:  Students too have formal and informal powers that may affect the careers of College employees.  Because of the power differential, persons in positions of authority such as members of the faculty or staff may find it difficult (should the relationship end in acrimony) to prove that the relationship was fully consensual.

Therefore:

Sexual relationships between employees of Haverford College and undergraduate students in the Haverford/Bryn Mawr community are unacceptable because they interfere with the educational mission of the College and threaten the climate of trust, concern, and respect to which the Haverford College community has always been committed.  Students and employees are expected to maintain professional, non-sexual relations.  If it becomes known that an employee has violated this policy, the employee's accountability is not reduced even if the relationship was begun consensually or was not initiated by the employee.  It is the employee's institutional responsibility to deal in a professional manner with such situations when they arise.

Any member of the Haverford College community who is troubled by an apparent sexual relationship between an employee of the College and an undergraduate student in the bi-college community should contact an Equal Employment Opportunity Officer, the Dean or the Provost who will refer the matter to an EEOO.  The officer will make informal and confidential inquiries about the report, and if it appears well grounded, attempt to resolve the matter directly with the individual(s) involved.  Should the problem resist informal solution, the officer will, after seeking the assistance and advice of a second officer, the Provost or the Dean, report the matter to the President who will convene a panel using a procedure modeled on that used for handling allegations of sexual harassment as outlined in the faculty, administrative/professional, and staff handbooks.

Exceptions and classifications

At present, recent graduates who are employed by the College are counseled about their interaction with students in a number of areas. While they will not be required to terminate an existing relationship with a student, they will be made aware of this policy, advised to observe its spirit in their conduct, and be expected not to initiate any new relationship.

A group consisting of students, faculty, and deans has considered the issue of sexual relationships between student teaching assistants and other students in their class or section.  TA's and students are in positions of unequal power, and this asymmetry may render sexual relationships problematical for the students involved and for other students in the class.  While the College does not attempt to regulate dating among its students, TA's are strongly encouraged to take these implications into account and to recuse themselves from particular assignments when necessary.

+

Many colleges and universities are wrestling with this issue and have developed statements that make explicit the rationale for policies directed at either prohibiting sexual relations between faculty or all employees and students or warning  members of campus communities about the dangers such relations may involve.  This statement draws freely on selections from the documents developed by some of them that would seem to apply to Haverford's circumstances and concerns.


Privacy of Records and Confidentiality

As a matter of College policy, information about employees is not released upon outside inquiry without written authorization by the employee.  General inquiries from media outlets should be referred to the Public Relations Office, while specific requests with respect to income, length of service, and related data should be referred to the Human Resources Office.

The release of information about students is governed by the Family Educational Rights and Privacy Act of 1974 (Buckley Amendment).  The act was designed to allow students access to any College records which touch and concern the student if such records may be released to outsiders (agencies, employers, graduate schools, etc.) or to insiders at the College not in the department or office where the records are maintained.  The act applies to both currently enrolled students and alumni.  Confidential information is maintained by many offices on campus.  These offices keep a list of the kinds of confidential material, a list of category or title of those having access to the material and a list of persons including date and reasons for actually seeking the information.  Following appropriate safeguards and full compliance with the Family Educational Rights and Privacy Act are requirements of College policy.  Questions about how this policy applies to a specific situation should be addressed to the Dean’s Office.

In keeping with these policies, anyone who handles personal information about students or other employees has the obligation to maintain strict confidentiality.

Administrative Professional Handbook - Paid Time Off :: Table of Contents :: Discipline

Staff Handbook - Benefits - Paid Time Off :: Table of Contents ::Discipline