EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT
Hampden-Sydney College, while exempted from Subpart C of the Title IX regulation with respect to its admission and recruitment activities, does not discriminate on the basis of race, color, sex, religion, age, national origin, sexual orientation, handicap, or veteran status in the operation of its educational programs and with respect to employment. The College is an Equal Employment Opportunity/Affirmative Action (EEO/AA) employer committed to maintaining a non-discriminatory, diverse work environment. For information on this non-discrimination policy, contact Barbara Armentrout, Director of Human Resources, Box 127, Hampden-Sydney College, Hampden-Sydney, VA 23943, (434) 223-6220.
Virginia is an employee-at-will state. Hampden-Sydney College is an employee-at-will employer. Thus an employee may be terminated at the will of either the employer or the employee, with or without cause, and with or without notice. This handbook is not a contract, nor is it an invitation to contract.
Hampden-Sydney College adheres to hiring procedures to promote fairness and equality in the creation of, and candidate selection for, new positions and vacancies. The College's hiring procedures are available here.
COMPENSATION AND CLASSIFICATION PLAN
The College's goal is to be competitive with other similar institutions of higher learning, in the local job market, and within the College in matters regarding pay for its employees. A classification and compensation plan that provides wages and salaries commensurate with jobs of varying skills and responsibilities has been established. Each employee is paid in accordance with his or her responsibilities and performance.
Most positions at the College are systematically arranged within a job classification plan. A classification consists of a job title, a position description, and a salary grade. The classification plan does not apply to positions held by Senior Cabinet Officers, faculty, or temporary employees.
The College's classification plan provides a method of assigning a salary grade level determined by the Employee Relations Committee's review of a position description provided by the Director of Human Resources. Factors considered in assigning a grade level include complexity of duties, latitude, accuracy, contacts, job conditions, physical application, educational requirements, experience, and supervision of others.
The Human Resources Office is responsible for conducting external salary surveys and internal wage and salary compensation reviews to ensure that the salary grades and ranges in use by the College remain competitive internally and externally.
A salary scale has been developed that defines a minimum, midpoint, and maximum salary range for each graded position on campus. Once a position has been assigned a grade level, the Director of Human Resources will determine the salary range using a predetermined scale for salaries. All positions filled at the College must be paid no less than minimum and will normally not exceed the maximum. Certain positions may exceed the maximum based on market demand.
The salary ranges and corresponding formulas for determining a grade level are maintained in the Human Resources Office. Employees may obtain information only about their own position and supervisors may obtain information only about positions within their own department. When a position is advertised on campus, the assigned grade and salary range are listed in the advertisement. Salary ranges are not published in external advertisements but will be supplied to prospective applicants upon request.
EMPLOYEE RELATIONS COMMITTEE
The Employee Relations Committee is an appointed group of staff employees representing various areas of the campus. The Director of Human Resources is the facilitator. The Committee is assigned the task of reviewing position descriptions and recommending grade levels. All positions reviewed follow the same guidelines, and the Committee's primary role is to classify positions in comparison to other positions on campus to maintain internal equity. The recommendation of the Committee is reviewed by the Vice President for Business Affairs and Treasurer. The Director of Human Resources will notify the supervisor and employee of the final decision.
POSITION TITLES AND DESCRIPTIONS
Each position on campus has a title and a description of the duties and responsibilities expected in that position. The job description for new positions is prepared through a combined effort of the supervisor and the Director of Human Resources. Changes or updates to positions currently held by an employee are prepared by the supervisor and/or the employee in conjunction with the Director of Human Resources.
Supervisors and/or employees may request that job descriptions with significant changes be reviewed by the Employee Relations Committee.
Position titles are assigned by the Director of Human Resources in conjunction with the department supervisor. Titles must follow established College guidelines and may not be changed without the approval of the Director of Human Resources, the immediate supervisor, and the appropriate Senior Cabinet Officer. Some title changes may require the approval of the President.
New employees are given a copy of their job description at orientation. Employees may request a copy of their job description at any time from the Human Resources Office. The job description includes the title, grade level, exempt or non-exempt status, salary range, duties expected, along with education and experience required for the position.
The employees of Hampden-Sydney College are categorized for administrative purposes. The following designations are used throughout the policies in this manual:
Non-exempt: A non-exempt employees' job is covered by the provisions of the FLSA by virtue of their job responsibilities, and they receive overtime pay for hours worked in excess of forty in a given week. The official workweek at the College is defined as beginning at 12:01 a.m. Saturday morning and ending at 12:00 a.m. on the following Friday night.
Exempt: An exempt employee is exempt from both the minimum wage and overtime requirements of the FLSA. Exempt employees include those whose primary duties are professional, administrative, executive, or computer related positions and are paid on a salaried basis.
Full-Time: Full-time office and administrative staff work a minimum of 37.5 hours per week, 1950 hours per year, throughout the fiscal year. Full-time Physical Plant and Campus Security and Police employees work a minimum of 40 hours per week, 2080 hours per year, throughout the fiscal year. Staff employees who work less than 1950 hours but more than 999 hours per year and work on a consistent basis are eligible for the same benefits (some prorated) as full-time employees.
Part-Time: Part-time employees work less than 1,000 hours per fiscal year at a regularly scheduled job. Part-time employees are not eligible for any leave programs offered by the College and may not participate in the benefit plans offered by the College.
Temporary: Temporary employees who are hired to cover full-time, twelve-month positions consisting of a minimum of 37.5 hours of work per week are eligible for benefits similar to Full-Time employees, and their first year of temporary employment will count towards meeting the one-year waiting period required to receive certain benefits. Temporary employees who are hired to fill a less than twelve-month position are eligible for Social Security and Workers' Compensation benefits only.
FAIR LABOR STANDARDS ACT (FLSA)
The FLSA defines minimum wage and overtime compensation requirements for employers. It requires that employees (except those considered exempt from the law) be compensated at 1 ½ times their regular hourly rate for any hours worked in excess of 40 in a workweek. Employees are to be paid for all hours worked within the pay-period in which those hours were worked.
EMPLOYMENT ELIGIBILITY AND VERIFICATION (I-9 FORM)
Federal law requires that every employee hired by the College after November 6, 1986, complete Section I of the Employment Eligibility Verification Form (commonly called the I-9) on the first day of work and Section 2 within three workdays of the start of work. The I-9 provides proof of eligibility to work in the United States and at Hampden-Sydney College. Acceptable documentation of identity and work eligibility, as described on the back of the I-9 form, must be presented to staff in the Human Resources Office for verification. Completion of the I-9 process within three workdays of the start of work is a condition of employment.
If an employee's status documents expire on a particular date, he or she must come to the Human Resources Office with appropriate documentation before the expiration date of the documents. Failure to provide the required documentation by the expiration date may lead to suspension and termination of employment.
The Human Resources Office can answer questions about the employment eligibility and verification process. Faxed copies of documents are not acceptable.
RECORDING TIME AND ATTENDANCE
The College utilizes an online time recording system (TimeForce) and Time and Attendance Keepers (TAK). TimeForce is an online system (using Internet Explorer - tak.hsc.edu) that records employees' time on and away from the job. TAK are biometric time clocks located in most buildings on campus; they record hours worked and transmit them directly into TimeForce. From TimeForce employees, supervisors, and payroll may review and manage time and attendance. All employees are provided training and login information during employee orientation.
Exempt and Non-Exempt employees are expected to submit requests for absences, i.e. vacation and sick leave, in TimeForce. Supervisors must review and approve all absences before it will record in TimeForce.
Non-Exempt employees are expected to use the TAK system each time they start and stop work; typically beginning the workday IN, lunchtime OUT, lunchtime IN, and end of workday OUT. These hours worked, along with absence adjustments are utilized by Payroll to determine the biweekly pay.
Accurate recording of time is essential. Falsification of hours may be cause for dismissal.
New employees are provided a salary agreement letter with a salary established in relation to immediate responsibilities, level of job preparedness, and relevant prior work experience. Subsequent increases in pay are based on performance and the availability of funds as directed by the budget process.
If salary adjustments are offered Salary Agreement Letters are issued in the spring for staff employees, to be effective July 1 of each year. New employees hired from January 1 to June 30 of a year are not eligible to receive a salary increase until July 1 of the following year.
All exempt employees are paid monthly for the current month's work on the 25th of the month, or if the 25th is not a regular work day, on the last regularly scheduled work day before the 25th. Hourly employees are paid bi-weekly on Fridays for the preceding two weeks worked. Check the most recent version of the College's Pay Schedule Calendar.
Live Paychecks: Payroll is distributed through the College Post Office unless otherwise requested by the employee. The Post Office distributes the paychecks to the appropriate department unless otherwise instructed. Checks should not be requested directly from the Payroll Office. Payroll checks for the Physical Plant are distributed by the department.
Employees may authorize another party to pick up their checks with a written request to the Payroll Manager or the Director of Human Resources.
Paycheck Errors: Employees are to report paycheck discrepancies to their supervisor and/or the Payroll Manager for review. The pay adjustment needed to correct an error will ordinarily be made on the employee's next regularly scheduled payday.
Direct Deposit: Direct deposit of paychecks is available to all employees and is encouraged. Employees who elect to have direct deposit will have their paycheck electronically deposited to their checking and/or savings account at the bank of their choice. Employees may view and/or print their detailed pay stub at www.atsprintfreedom.com. ATS Print Freedom is an online storage facility that allows employees to store their pay records, thirteen months at a time. Direct deposit forms are available online.
Exempt employees are not entitled to overtime.
It may be necessary for supervisors to request that non-exempt employees work additional time occasionally to meet the requirements of the position. In these instances, additional time will be assigned to employees as equitably as possible. If an employee believes that he or she will need to work additional time in order to complete his or her job duties, that employee must obtain prior approval from the supervisor. Failure to obtain prior approval for overtime may lead to disciplinary action, up to and including termination.
With supervisor approval, non-exempt employees may vary their work hours within a two-week payperiod provided that they do not work more than 40 hours in either week.
Non-exempt employees who work more than 40 hours in a week must be compensated at the regular hourly rate for all hours up to and including 40 hours and at time and one-half normal pay for all hours worked in excess of 40 hours per week.
Only hours actually worked are considered when counting hours for overtime purposes. For example, days missed or time away from work for vacation, personal leave, or holidays, even if paid, will not be counted as hours worked for the purpose of computing eligibility for overtime pay.
The official workweek for employees of Hampden-Sydney College begins at 12:01 a.m. on Saturday and ends at 12:00 midnight the following Friday. The College offices are open from 8:30 a.m. to 5:00 p.m., Monday through Friday. The Buildings and Grounds hours of operation are 7:00 a.m. to 4:30 p.m., Monday through Friday. These will be the normal working hours. However, to enable some departments to function more efficiently, it may become necessary for supervisors to alter the normal working hours for these departments or for certain positions within the department. The supervisor is responsible for establishing the arrival and departure times and a meal period within the daily schedule.
Employees of the Physical Plant and Campus Security and Police, with the exception of secretarial or office staff, work a minimum of 40 hours per week. All other exempt and non-exempt staff employees work a minimum of 37.5 hours per week.
A bona fide meal period is an authorized period of time during the workday when employees are completely free of duties. The College provides for meal periods of 30 to 60 minutes, based on individual departmental needs. Time provided for meal periods is not paid time. For regular part-time employees, a meal period may not be appropriate, depending on the arrival and departure times as well as the number of hours scheduled on a particular day. Employees are expected to take daily meal breaks unless they get prior approval from their supervisor for each instance.
The Buildings and Grounds Department has a specified rest period from 9:30 a.m. to 10:00 a.m. daily. Other campus departments may designate appropriate rest periods or allow employees to take rest periods during the day at their convenience, not to exceed two 15-minute breaks during the workday. Time provided for rest periods is considered to be paid time.
ABSENTEEISM AND TARDINESS
Employees are expected to give advance notification of absence or late arrival whenever possible. If a situation arises requiring the employee to be absent without prior notification, the immediate supervisor is to be notified as soon as possible, but no later than 30 minutes after the employee's scheduled starting time. When an employee requests to arrive late, a definite arrival time must be established. If the employee is unable to be at work at that time, he or she should contact the supervisor again and establish a subsequent arrival time.
Leaving a message on the supervisor's voice mail or an email message to the supervisor will be considered appropriate notification. Failure by an employee to properly notify the supervisor of absence or tardiness or persistent failure to meet the work schedule may be cause for disciplinary action up to and including termination.
PERFORMANCE EVALUATION PROCESS
An employee's job performance will be formally evaluated at least once a year. The performance evaluation process is intended to be a positive learning experience for the employee. It is important that the supervisor and the employee discuss the evaluation and exchange information about job requirements and performance expectations. Both parties should be able to present their thoughts for work improvement and job success.
Performance evaluations may be conducted upon completion of the introductory period. Annual evaluations are conducted for all employees (normally in March of each year). The results of the evaluation are used to determine annual merit adjustments to salary (normally in July of each year).
If an employee demonstrates poor work performance/habits at the end of the introductory period or during the annual evaluation, additional performance reviews may be established and may range from 30- to 90- calendar-day reviews, depending on the severity of the circumstances. The employee's failure to show improvement during these reviews may result in a delay of salary adjustment or no salary adjustment and continued poor performance may result in termination of employment.
The Performance Evaluation process is initiated by the Human Resources Office, which is responsible for issuing the appropriate forms and instructions. Click here for more information on the Performance Evaluation process.
Respectful treatment of students and co-workers is essential, and sensitivity to their individual circumstances is often necessary. Preventing difficulties is preferable to solving problems after they occur. Violent behavior on the part of staff, such as fighting or disorderly conduct, should be reported to supervisory staff immediately and is grounds for immediate termination. Employees who have reason to believe that their own safety or the safety of others is threatened should report the situation immediately to their supervisor or the Campus Security and Police Department.
Employees who are having difficulty coping with a work situation are encouraged to discuss it thoroughly with their supervisor or contact the Human Resources Office; either of these can advise the employee about appropriate action to take.
The manner in which telephones are answered is a direct reflection on the College. Employees should answer telephones promptly, speak in a courteous manner, state his/her name and department, and provide assistance or offer to transfer the call to the appropriate department.
All employees should dress in a manner that is consistent with a professional business environment. The supervisor or the Human Resources Office should be consulted if in doubt about what is considered appropriate dress. Individual supervisors may set a reasonable standard for proper attire based upon work related needs.
During the hours of employment at the College, employees may not engage in other employment. If employees work somewhere else in any capacity outside of the normal work schedule, it is necessary that the College make every effort to ensure that outside employment does not lead to a conflict of interest, have the potential of discrediting the College, or affect an employee's job performance while working for the College.
Employees who desire to hold a second job should notify their immediate supervisor of the nature of the job and the required working hours. The supervisor will review the information and, if necessary, discuss it with the appropriate Senior Cabinet Officer. If the second job is deemed inappropriate or a conflict of interest, the supervisor will notify the employee in writing, with a copy sent to the Human Resources Office for inclusion in the employee's personnel file. If an employee has been notified that the second job is unacceptable by the College and continues to hold the job, the employee may be subject to disciplinary action up to and including dismissal.
CONDUCT AND WORK RULES
The College's expectations for employee conduct reflect its mission to provide quality education to its students. The orderly and efficient work environment required by this mission needs the full cooperation of all employees. Supervisors are responsible for the conduct of employees within their areas of responsibility. They are to ensure compliance with the policies contained in this Handbook, as well as compliance with the operating standards within their own work areas.
The following breaches of policy, job standards, or conduct may be cause for the supervisor to warn the employee verbally and/or in writing. Repeated offenses may lead to a written reprimand in the employee's personnel file, suspension, or dismissal.
The following serious breaches of conduct may be cause for written reprimand, suspension, or depending on the severity, immediate dismissal. In these circumstances supervisors are to notify the Director of Human Resources of the situation at the earliest opportunity.
The College reserves the right to take any disciplinary action it deems appropriate to the circumstances involved without regard to whether any prior disciplinary action has occurred.
For questions, concerns or complaints regarding unlawful harassment or discrimination, employees should follow the Complaint Procedure discussed in the Harassment and Discrimination Policy. For all other questions, concerns or complaints, refer to the conflict resolution procedure. Click here for more information.
HARASSMENT AND DISCRIMINATION POLICY (INCLUDING SEXUAL HARASSMENT)
Every College staff member, faculty member, and student has the right to work and study in an environment free from discrimination and harassment and should be treated with dignity and respect. The College prohibits discrimination and harassment against applicants for employment or admission, students, faculty, or staff on the basis of race, religion, national or ethnic origin, age, sex, disability, sexual orientation, status as a veteran, or any other classification protected by local, state or federal law, as applicable.
The College's policy against discrimination and harassment ("Policy") incorporates protections afforded by Title IX of the Educational Amendments of 1972, which prohibits discrimination in educational programs and activities based on gender. The Policy also incorporates all other local, state, and federal laws, including Title VII of the Civil Rights Act of 1964. Any individual whose conduct violates the Policy will be subject to disciplinary action up to and including termination for the faculty and staff and expulsion for students.
The full text of the Harassment and Discrimination Policy can be found online at or obtained in print from the Human Resources Office. If you have questions about the Policy, or if you believe you have been discriminated against or harassed in violation of this Policy, you are encouraged to contact the appropriate person for your situation.
Students should contact the Dean of Students
Faculty should contact the Dean of the Faculty
Staff should contact the Vice President of Business Affairs and Treasurer
If the complaint is against afore mentioned officials, contact the Director of Human Resources.