Section V. General Policies And Procedures

SUBSTANCE ABUSE POLICY

In accordance with the Drug-Free Workplace Act of 1988 and the Drug-Free Schools and Communities Act of 1989, the College is committed to maintaining a drug-free workplace and promoting high standards of employee health and safety. College standards of conduct prohibit the illegal manufacture, possession, distribution, or use of alcohol and drugs.

Employees may be dismissed for drug-related offenses, including unauthorized use or possession of alcoholic beverages or illegal or nonprescription controlled substances, or for reporting to or being at work while under their influence. The misuse of prescription drugs by employees during working hours, on College business, or during use of College-owned property is strictly prohibited. Concerns about substance abuse involving an employee may be discussed with the immediate supervisor, Senior Cabinet Officer, or the Director of Human Resources.

Federal law requires that employees notify the Human Resources Office within five days of a conviction under a criminal drug statute of offenses committed on College property or while on College business. Questions about this issue should be directed to the Director of Human Resources.

Violations of the College substance abuse policy will result in disciplinary action up to and including termination. The College cooperates fully with law enforcement authorities. Violations of the substance abuse policy that are also violations of federal, state, or local law will be referred to the appropriate agency. In such situations, action to address the infraction may proceed concurrently in the College and in the criminal justice system.

The College reserves the right to require an employee to submit to drug testing in special circumstances.

SMOKING POLICY

The College promotes a smoke-free environment. Smoking is prohibited by the College in all facilities and buildings. Smoking is permitted in designated, outdoor areas only.

FIRE SAFETY

Employees should be aware of the basic rules of fire prevention. Supervisors should brief employees on fire safety in their department or unit and take all necessary precautions to ensure fire hazards are prevented. Failure to comply with established fire, safety, and disaster rules and procedures, or carelessness affecting personal safety, is considered a serious offense. Periodic fire drills are conducted throughout the College.

HAZARD COMMUNICATION PROGRAM

The Occupational Safety and Health Administration Hazard Communication Standard was promulgated to insure that all chemicals would be evaluated and that information regarding the hazards associated with these chemicals would be communicated to employers and employees. The goal of this standard is to reduce the number of chemically related occupational illnesses and injuries.

In order to comply with the Hazard Communication Standard, this written program has been established for Hampden-Sydney College. This program covers all departments of the College except the departments of Biology, Chemistry, Physics, and Psychology, which are covered by The Laboratory Standard. The Dining Services (operated under contract by ARAMARK) also has a separate program. Copies of the Hazard Communication Program and/or the Chemical Hygiene Plan will be available in the following locations. For the full text of the program please visit hazard communication on the web.  

HAZARDOUS WASTE DISPOSAL POLICY

The Resource Conservation and Recovery Act

This act (RCRA) establishes a complete regulatory process for the handling of hazardous waste from generation through disposal. Under RCRA, the United States Environmental Protection Agency (EPA) regulates owners and operators of hazardous waste treatment, generators, transporters, and storage or disposal facilities. Hampden-Sydney College, like all colleges and universities, is a generator of hazardous waste materials and is thus covered by the Resource Conservation and Recovery Act. For more information concerning Hampden-Sydney College's hazardous waste disposal policy please visit hazardous waste disposal on the web.

EMPLOYEE RECORDS

The Human Resources Office staff maintains personnel records for all Full-Time, Part-Time, and Faculty employees. These records, which include information related to employment, are confidential and are the property of the College. Employees may request a review of their personnel file by contacting the Director of Human Resources.

In order to maintain up-to-date information, personal changes such as change of address, home telephone number, or marital status should be forwarded to the Human Resources Office as soon as these changes occur.

EMPLOYMENT OF RELATIVES

The College places no restriction on the employment of individuals from the same family. In order to remove any potential conflict of interest, no supervisor or Senior Cabinet Officer will have immediate hiring authority or supervisory responsibility for a member of his or her immediate family (spouse, parent, or child). Exception to this policy may be granted because of promotion of an employee to a supervisory position. This and any other exceptions must be approved in advance by the Director of Human Resources.

INTELLECTUAL PROPERTY POLICY

Intellectual property developed by an employee in the course of his/her employment by the College is the property of the College.

INFORMATION SECURITY POLICY

Employees in certain positions may have access to information that is sensitive or confidential. Such information concerns, but is not limited to, budgets, salaries, student records, personnel records, and certain correspondence. Sensitive or confidential information may be shared only with others with a need to know and only as required in the course of performing the job.

Employees are responsible for ensuring that sensitive information is kept confidential. If employees have any questions about the confidentiality of information to which they have access, the immediate supervisor or the Human Resources Office representative should be contacted for clarification.

COMPUTER-RELATED ISSUES

Many positions at the College involve the use of computers that provide access to a wealth of data. It is important to remember that computers and all associated electronic files are the property of the College and the College has access to all information on its computers. Employees utilizing the College's website, email, and other computing resources must sign an Electronic Access Request Form at the beginning of their employment.

Although information can be communicated electronically throughout much of the College, no system is absolutely secure. Electronic communications should be treated as seriously as any written communications. Electronic transmissions to others may be read through an error on your part, someone else's misconduct, or as part of a planned review of computer files. Even deleted materials may be recoverable if, at the College's discretion, it is necessary do so.

Excessive use the College's computers and internet availability for personal use is prohibited. Viewing and/or downloading of sexually explicit content is prohibited. Abuse of electronic access privileges is cause for disciplinary action, up to and including termination.

Additional information (Appropriate Use Policy, Copyright Enforcement Process, Digital Copyright Infringements, Liability/Publicity Release, Privacy, and Network Policies) about the responsibilities of computer users can be found on the Computing Center web site.

CONFLICT OF INTEREST

A conflict of interest exists when employees acting on behalf of the College obtain improper personal gain for themselves or for another party, or when a particular action has an adverse effect on the College's interests. All members of the College community are expected to exercise good faith and judgment in all activities that relate to their responsibilities at the College and to avoid any conflict of interest.

KEY CONTROL

Control of keys is a critical element in the College's efforts to provide a safe, secure environment for students, faculty, and staff. It is College policy to issue keys to employees on a "need to access" basis. The occasional or incidental need to access facilities is not sufficient justification for having keys permanently issued to an employee. The Key Committee ensures compliance and enforcement.

Personnel at the Stockroom in the Physical Plant will issue keys under the following conditions:

  • Keys are to be requested at least 48 hours in advance of their need.
  • Keys can be picked up between the hours of 8:00 a.m. and 3:00 p.m., Monday through Friday.
  • Keys are issued only to the user and a signature is required.
  • Employees who have a key or lock problem should contact the Director of Facility Support.

It is the user's responsibility to secure his/her key at all times, and keys should not be kept in desk drawers or filing cabinets. If a key is lost or misplaced, it should be reported immediately to the supervisor of the department and the Buildings & Grounds Director of Facility Support. The Key Committee will convene to determine the appropriate security measures to take. Employees who loose operating keys will be fined a minimum of $75. Employees who lose Grand masters, masters, or sub-master keys will be fined $150 or more depending of the severity of the loss.

Upon termination of employment at the College, employees must return all keys to the key control personnel at the Physical Plant prior to the release of their final paycheck. Direct transfer of keys between arriving and departing employees is prohibited.

USE OF COLLEGE EQUIPMENT, SUPPLIES, AND RESOURCES

College property, equipment, and supplies are intended for College business only and not for personal use. Borrowing College equipment is prohibited unless permission is granted by the Director of Physical Plant or the Vice President for Business Affairs and Treasurer.

Personal use of College vehicles is restricted. Use of charge cards and telephone cards for personal business is prohibited.

Employees are to comply with standard maintenance procedures for all College equipment used in their jobs. Proper safety apparatus must be used whenever equipment is in use. Malfunctioning equipment is to be promptly reported to the appropriate supervisor.

TELEPHONE USE

Telephones in offices and other work sites are to be reserved primarily for business use. Use of College telephones for personal calls should be on a very limited basis. Excessive personal telephone calls are prohibited.

Employees are issued a 7-digit authorization code for long-distance business calls. The College's telephone system maintains a monthly log of long-distance business calls containing the following information: telephone number; date, time and duration of call; extension call was made from; cost of call; and account to which call is charged.

Employees are asked not to accept collect calls, make third party calls, or charge any calls to their phone number other than calls made through the approved BTI system or by using a pre-paid card. If an incoming call is of an emergency nature, an exception will be allowed. In that case, the employee should immediately notify the Business Manager and report the acceptance of the call and the nature of the emergency. Abuse of this policy may result in a $25 charge per call.

Any questions regarding long distance services (business or personal) should be directed to the Business Manager.

MAIL SYSTEMS

Employees may utilize the Hampden-Sydney Post Office as they would any USPS location. Employees may not use College mail supplies, postage or department accounts to mail personal items via the USPS, FedEx, or UPS.

Employees may have personal packages delivered to their work address on an infrequent basis. Employees may purchase a post office box from the USPS if they wish to routinely receive mail or packages via the Hampden-Sydney Post Office.

Abuse of the mail systems may result in disciplinary action, up to and including termination.

PROCEDURE FOR ORDERING OFFICE AND PHOTOCOPY SUPPLIES

Office and photocopy supplies should be purchased from Key Office Supply in Farmville. Key Office makes deliveries, twice daily, directly to the individual placing the order (or to his or her appointed designee). Please visit the web for required guidelines.

PROCEDURE FOR PURCHASING FROM WAL-MART

Wal-Mart Permanent Cardholders-Upon review and approval by the Business Office, charge cards may be issued to various departments on campus based on volume of purchases. All requests for a permanently assigned Wal-Mart charge card must be made in writing and submitted to the Accounts Payable department in the Business Office. Departments will be notified concerning their eligibility. One individual within the department will have sole responsibility for the card. Cash register receipts for purchases should be coded with appropriate expense account numbers, reviewed and signed by the individual's immediate supervisor, and submitted to the Accounts Payable department.

Wal-Mart Temporary Cardholders-The Business Office also provides temporary charge cards to faculty and staff members on an as needed basis. If you need a card, please stop by the Cashier's counter in the Business Office. Charge cards should be returned to the Cashier within three business days with the appropriate cash register receipts coded with expense account numbers, reviewed and signed by the individual's immediate supervisor.

Please present the card to the Wal-Mart clerk before the merchandise is rung up so that sales tax is eliminated from the charge. If merchandise is returned for any reason, or an incorrect account number has been used, the Cashier or the Accounts Payable Coordinator must be notified in writing.

Employees who fail to follow these procedures may lose their Wal-Mart charge privileges.

ADVERSE WEATHER AND OTHER EMERGENCY CONDITIONS  

The College rarely closes academically because of adverse weather. Any professors prevented by adverse weather from meeting their scheduled classes must notify the Dean of the Faculty's Office as soon as possible and reschedule the missed classes.

Senior Cabinet Officers and department supervisors should categorize their employees as

"Category A - Emergency Services Personnel" or "Category B - All Other Personnel."

When the College announces closing Category B employees are encouraged to remain at home for their own safety and to allow time for the campus to be cleared by Category A employees.

If no adverse weather emergency has been announced by the College, but an employee feels conditions warrant his/her staying home or leaving work early, the employee may be excused from work but will be expected to use vacation to cover the time missed.

Non-exempt (Category A and B) employees who work during an adverse weather emergency will receive pay for the hours that the College is closed in addition to the hours that they work (at the overtime rate if applicable). Exempt employees do not receive additional compensation for working during an adverse weather emergency.

When adverse weather develops overnight, closings or delays will be communicated this through the following media:

• The College phone # 434-223-7003

• H-SC email and link on homepage

• WFLO radio station - 95.7FM or 870AM

If adverse weather develops during the workday and it is determined that the College administrative offices and/or classes should close early, the announcement will be made by campus email only by the Director of Human Resources. Buildings and Grounds employees will be notified by The B&G Message Board and/or by their supervisor. These announcements will not be posted on television, radio, or the emergency phone line.

For more information on types of closing announcements visit the web.

CRISIS MANAGEMENT PLAN/PROCEDURES

A crisis incident is something that poses an immediate risk to or has already affected the safety, health, and well-being of the Hampden-Sydney College campus community. It can also be an event or series of events that has made it difficult for campus programs to continue.

In the event of an emergency, the campus will be notified via several means:

  • A text message will be sent to student, faculty, staff cell phones that have registered their number with the H-SC Emergency Notification System.
  • A message will be sent to all HSC email addresses.
  • If deemed appropriate, a message will be broadcast from the Venable Hall carillon.
  • If deemed appropriate, campus police will drive around campus using a loudspeaker to broadcast the message.
  • Resident advisers will be contacted and then help spread the message to their residents.
  • A message will be posted to the home page of the College web site with instructions for steps individuals should take.
  • A message will be posted to the employee emergency notification number (223-7001).

Other steps and precautions will be taken as necessary. Click for the full text of the Crisis Management Plan/Procedures.

LEGAL MATTERS

It is the policy of the College to provide protection from liability, in accordance with the terms of its bylaws and rules, to faculty and staff who become involved in claims or suits arising from sanctioned College activities that fall within the scope of their employment.

In order that appropriate action may be taken to protect the interests of the College and of persons to be indemnified for their participation in sanctioned College activities that fall within the scope of their employment, the following should be referred immediately to the Vice President for Business Affairs and Treasurer: all documents, subpoenas, or contacts relating to pending or potential legal proceedings or governmental investigations; and all documents, questions, or contacts from an attorney or law enforcement or regulatory authority, whether requesting information or otherwise, either verbal or in written format.

DAMAGE TO PERSONAL ITEMS ON COLLEGE PREMISES

It is College policy to provide all faculty and staff members the necessary furnishings, tools, supplies, etc. to perform their work. Although the College is committed to providing a safe and secure working environment, this cannot is absolutely guaranteed. Thus, it does not provide reimbursement for personal items damaged or stolen while on College property. Employees who wish to bring personal furnishings to the College for their office or classroom should be sure these items are insured through their homeowner's insurance policy or through a separate rider on their insurance policy.

CHARITABLE DONATIONS

Hampden-Sydney College is an eleemosynary institution supported by charitable donations. Because of this the College has a policy of not contributing to other eleemosynary organizations.

PERSONAL VEHICLES ON CAMPUS  

Decals

 Employees must have a parking decal on their vehicle. Temporary employees and other employees driving a different vehicle for an extended period of time should request a temporary decal. Decals are available at the Office of Campus Security and Police. There is no charge for parking decals.

 Parking

Employees are expected to park in designated parking lots designated for the office they work in. Employees should check with the supervisor or the Office of Campus Security and Police to determine which parking lot to use. Improper parking may result in the receipt of a parking ticket. Parking tickets are payable in the Business Office. For more information regarding parking, refer to The Key, Motor Vehicle and Bicycle Regulations.

Driving Regulations

Employees are expected to obey all driving regulations while on College grounds, including obeying posted speed limits and heeding right-of-way of pedestrians at crosswalks. Failure to comply may result in the receipt of a moving violation ticket. Moving violation tickets are processed in the court system of the Commonwealth of Virginia.

MOTOR VEHICLE USAGE POLICIES  

For information about motor vehicle usage use the following links:

INSURANCE STATEMENT - PERSONAL VEHICLES FOR COLLEGE BUSINESS  

COLLEGE VEHICLES FOR PERSONAL BUSINESS

MOTOR POOL OPERATIONS - COLLEGE VEHICLES FOR COLLEGE BUSINESS

POLICY ON USE OF COLLEGE VEHICLES ASSIGNED TO EMPLOYEES

TRAVEL EXPENSE REPORTING POLICY  

The College will reimburse faculty and staff for approved travel and transportation expenses incurred during approved College-related travel. Employees are expected to fully account for all expenses in order to receive College funds regardless of the funding source. Reimbursement from a grant or contract may impose additional terms and conditions beyond those stated here. Click here for the full text of the policy, including allowable and non-allowable expenses, payment procedures, advances and exceptions.  Expense reports are available in the Business Office and on the web.

TIMBER (FIREWOOD) REMOVAL POLICY

When the College has fallen tress (due to natural causes or at the discretion of the College), The Superintendent of Grounds will send a notice by email to faculty and staff announcing the availability of timber that may be cut and removed.  The email will state the application cut off date and the necessary removal date.  The timber will generally be awarded on a first come first serve basis.

Individuals responding to the Superintendent of Grounds within 48 hours of the notice will share the available timber.  The Superintendent will meet with the individual(s) awarded the timber to visit the site and determine the in the presence of all parties what is awarded to each individual.  Each individual awarded the timber will be expected to sign a waiver of liability holding Hampden-Sydney College harmless and assuming all liability associated with the timber removal to include all individuals involved with the removal. The agreement will include the expiration date of the agreement.

HAMPDEN-SYDNEY COLLEGE FACULTY AND STAFF HOUSING POLICY

Houses and land belonging to the College, when offered for rent or sale, are to be offered first to faculty and staff according to the restrictions and guidelines of the housing policy. These restrictions and guidelines are intended 1) to encourage members of the faculty and staff, whose frequent and informal contact with students enhances the total educational mission of the College, to live on the campus and to encourage the early assimilation of certain new employees into the life of the community; 2) to assure that certain houses are made available for members of the administration who, by direction of the Trustees, must live on the campus; 3) to establish and continue the campus and the surrounding area as an academic community; 4) to protect the investment of the College in houses and land in and around the campus; and 5) to provide a consistent plan under which houses and land will be made available to faculty and staff.

Only incidentally are the purchase of College houses or land and the renting of College houses to be construed as benefits or perquisites. Please click here for the full text of the plan.