ABSENCE OR TARDINESS

Employees are responsible for notifying their supervisors prior to the start of each work day if they are unable to report for work as scheduled and expected. Failure to do so will result in loss of pay and possibly disciplinary action. An employee who is frequently absent from work, with or without notification to the supervisor, may be subject to disciplinary action, up to and including termination of employment.

An employee who is absent from work for a period of three days or more without notification to the supervisor will be separated from College employment, and the separation will be considered a voluntary resignation.

COMMUNICATING WITH PRESS, RADIO, AND TELEVISION

The Communications Office and designated administrators are responsible for communications with off-campus news organizations and, as such, are the only staff authorized to represent the College's positions or policies. Employees should contact their supervisor or the Communications Office for guidance in responding to news media requests.

COMPLAINT PROCEDURES

Colby seeks to provide a congenial working atmosphere that is sensitive to employee needs and concerns. Staff therefore are encouraged to offer suggestions and raise concerns with supervisors. Each issue raised is to be considered on its merits and may or may not result in action by the College. Employees need not fear reprisal, discrimination, criticism, or loss of status for discussing or submitting a concern.

The College has both informal and formal complaint procedures. Frequently, informal consultation can produce a decision or solution quickly and fairly. Formal procedures are more deliberate. Both are intended to provide every employee with the means of being recognized and heard and to alert the College to causes for dissatisfaction.

Informal

In general, an employee should first talk directly to the person(s) with whom they have a complaint or disagreement, possibly after consulting a friend, co-worker or workplace adviser. Some people may be unaware of their behavior and may well respond to direct communication. Having specific facts at hand, instead of relying on memory, will aid in this informal process. If the direct approach is not satisfactory or if the employee does not feel comfortable approaching the individual directly, the employee may proceed to a more formal approach by contacting their supervisor or other appropriate staff.

Formal Procedures

Employees are encouraged first to discuss their concerns or dissatisfactions with their supervisor. The first contact may, however, be some other person in a line of authority such as a director of a department, Associate Director of Personnel or the Director of Personnel Services. Supervisors, deans, and directors are obligated to respond in a timely manner to the employee. Should the issue remain unresolved, the employee should contact the Director of Personnel Services for an explanation of Colby's formal complaint procedure. The formal procedure requires that the complaints be written in order for all parties involved in future hearings to have access to the same information. If not resolved at an early stage, a complaint can eventually reach the President. The President's decision under this procedure is final and not subject to further review.

Personnel Services will assist any employee with questions about how to use the formal or informal complaint resolution procedure. Employees may refer to Complaint Policy and Procedures or contact Personnel Services for additional information about these procedures.

Colby has established special procedures to address harassment complaints. Employees may refer to the Harassment Policy and Complaint Procedure
or contact a member of the Harassment Advisory Committee or Personnel Services for additional information about these procedures.

CONFIDENTIAL INFORMATION

A number of positions at Colby give employees access to personal information about students, parents, alumni, employees, and others. This information may not be shared or discussed with anyone not specifically authorized to receive it. Every employee is responsible for respecting the right to privacy.

CONFLICT OF INTEREST POLICY

Colby's Trustees have established a Conflict of Interest Policy that states, in part, that "it is the responsibility of the trustees, officers and employees of Colby College to administer the affairs of the College honestly and economically, exercising their best care, skill and judgment for the benefit of the College." The policy requires that all administrative staff, and other staff designated by the President, shall complete a certificate of compliance with the policy every third year and requires disclosure to the President if any conflict of interest, real or potential, should arise during the course of employment.

CONTROLLED SUBSTANCES/DRUGS AND ALCOHOL

The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited anywhere on the campus. Under the provisions of the Federal Drug-Free Workplace Act, and the Drug-Free Schools and Communities Act, employees must adhere to this policy and, further, are obligated to notify the College of any criminal drug statute conviction for violations occurring in the workplace. A convicted employee will be subject to disciplinary action that could include immediate termination of employment. For details of Colby's policy on controlled substances, please see the Policy on Illegal Drugs and Alcohol.

Alcohol

Colby seeks to educate the entire College community students, faculty and staff in supporting a "campus culture of responsibility," where alcohol will not be central to campus life. The Board of Trustees assigned the following responsibilities to staff in support of this goal:

To avoid substance abuse and refuse to tolerate substance abuse and abusive behavior in others.

To understand Colby's alcohol policy and to be aware of the laws of the State of Maine.

To be mindful of remarks that might promote an atmosphere of substance abuse.

To support the goal of providing a civil environment on campus.

To protect and promote the health and safety of students as well as themselves, and to lend assistance to others in need of help because of a problem relating to alcohol.

To ensure, when providing social functions that include alcohol, that alternate beverages are available and that alcohol is served only to those age 21 and older. Alcohol, when offered, is provided in moderation. Alcohol abuse and abusive behavior will not be tolerated.

The College has designated individuals to assist students and employees in dealing with substance abuse problems and to address abusive behavior. Staff may consult their supervisor, the Director of Personnel Services, College physicians and counselors, or a family physician.

EMPLOYEE CODE OF CONDUCT

Colby College is committed to operating lawfully. In addition, we value ethical behavior, individual responsibility, and integrity. All employees are expected to behave responsibly and comply with applicable laws and regulations.

If you encounter or become aware of work-related behavior that is unlawful, you should alert any of the following people: your supervisor or department head, any member of Personnel Services, the Controller, any officer of the College, any member of the Audit Subcommittee of the Budget and Finance Committee of the Board of Trustees. If you are unsure how to make contact, please contact Personnel Services or the Office of the President for instructions. You may alert any of these people anonymously.

Retaliation against a staff or faculty member who makes a good faith effort to disclose perceived wrongdoing is prohibited. The College will make every appropriate effort to redress violations of this Code. While “whistle blowing” should not be an outlet for vindictive or malicious charges that have no basis in fact, the College always wants to know if an employee feels she/he is being subjected to illegal treatment; or required to engage in any illegal activity; or is aware of any illegal practice.

EMPLOYMENT OF FAMILY AND RELATIVES

The College permits employment of members of the same family. However, in order to ensure objectivity and impartiality in matters of personnel administration involving appointments, salaries, retention, leaves of absence, and so on, the employment of immediate family members in a direct reporting relationship is not permitted. Immediate family members are defined as parents, grandparents, children, husbands and wives, domestic partners, brothers and sisters, and corresponding members by marriage or partnership.

HARASSMENT

Human dignity is an important ideal of a liberal arts college. Such a commitment implies respect for all members of the community. Harassment, which can include verbal abuse or physical assault, contradicts the ideal of human dignity and is not tolerated at Colby.

The right of free speech and the open exchange of ideas and views are essential, especially in a learning environment, and Colby College vigorously upholds these freedoms. The College is committed to assuring dignity for all and desires to be welcoming to every member of the campus community. Harassment based on race, color, sex, sexual orientation, gender identity, religion, national or ethnic origin, or disability results in loss of self-esteem for the victim and in the deterioration of the quality of the classroom, social, or workplace environment. Neither the law nor College regulation permits harassment as defined in these policies. Both racial and sexual harassment are illegal under state and federal law. Harassment by one's peers, by any student, or by any employee of the College will not be tolerated. Possible penalties for those found guilty of harassment include probation, suspension, expulsion, termination of employment, and civil or criminal lawsuits.

Those in positions of authority in all sectors of the College community must recognize that there is always an element of power in their relationships with persons having less authority. It is, therefore, the responsibility of the person in authority not to abuse that power. Relationships between consenting adults that would otherwise be acceptable can pose problems when one of the two has any kind of authority over the other. Such relationships should be avoided.

Definition of Harassment

The following are provided as examples of the kinds of actions that may constitute harassment under College policy:

Hostile, intimidating remarks (including jokes) or physical gestures directed at a person because of race, color, sex, sexual orientation, religion, national or ethnic origin, or disability.

Sexual contact or pressure that is not freely and explicitly agreed to by both parties. Rape is not always perpetrated by a stranger. Date or acquaintance rape and pressured sex are more common than many realize. No circumstance, including excessive drinking, is an acceptable excuse for such behavior.

Any unwanted attention of a sexual nature (e.g., physical contact, written or verbal comments, lewd or suggestive looks and/or gestures).

Implied or expressed threat of reprisal for failure to comply with a request for sexual contact.

Any conduct of a sexual nature that has the purpose or effect of unreasonably or substantially interfering with an individual's working or educational environment, or of creating an intimidating, hostile, or offensive working or educational environment.

Colby College has established procedures for the protection and well-being of all members of the community, and they are encouraged to use them if they become victims of harassment. For information about these procedures, institutional support, and harassment complaint procedures, please refer to the complete Harassment Policy and Complaint Procedures contained in Harassment Policy and Complaint Procedure

INCLEMENT WEATHER

Because Colby is a residential college with over 90 percent of its students living on campus, it seeks to maintain regular classes and services when many schools and institutions close because of weather conditions. There are times, of course, when weather conditions may cause employees to be concerned about traveling to and from work. Inclement weather such as a blizzard or heavy rain storm may be the cause for late arrival at work or early departure from work, but is not normally considered an acceptable excuse for a full day's absence. If inclement weather is the cause for tardiness, or early departure, employees should notify their supervisors as soon as possible and should charge time lost to floating holiday or vacation leave (if earned and available) or take the time without pay.

If an "inclement weather day" is called, employees who are released from work that day, or portion thereof, will be paid at the regular rate of pay for those hours. Those employees who are required to work during the "inclement weather day" will receive their regular pay plus extra straight-time pay for all hours worked.

In the event of severe weather, employees should tune into local television or radio stations or contact the College's emergency message line at 872-3810.

The President, the Vice President for Administration and/or the Director of Personnel Services are responsible for declaring an "inclement weather" day. Personnel Services is responsible for notification of supervisors and addressing wage questions arising under this provision.

INDEMNIFICATION

Each employee of the College acting within the scope of his or her employment in good faith and in a manner reasonably believed by such person to be lawful and in the best interest of the College, shall, in accordance with the provisions of Section 714 of Title 13-B of the Maine Revised Statutes as in effect on January 1, 1989, be indemnified against all expenses, including attorneys' fees, judgments, fines, and amounts paid in settlement, actually and necessarily incurred by such Trustee, officer, employee, or agent in connection with the defense of any action, suit, or proceeding to which he or she has been made a party by reason of being or having been such Trustee, officer, employee, or agent. This indemnification policy shall be for the benefit of the persons described herein while serving in the capacity described, as well as after the termination of such service, with respect to actions taken while serving in such capacity and shall extend to their heirs and to their personal representatives.

The provisions of this policy with respect to employees shall be subject to procedures and conditions established by the corporation. For more information about these procedures, please refer to Indemnification Procedures.

OUTSIDE EMPLOYMENT

The College discourages a staff member who works a full-time schedule from accepting with another employer a position that may interfere with the employee's availability or ability to perform the duties of his or her position with the College.

The College is also reluctant to allow continuing full-time staff to work additional hours in temporary positions on the campus on a long-term basis, because the hours beyond 40 must be compensated at time-and-a half, and because it may interfere with a staff member's ability and availability to perform the duties of his or her regular position. In no event will a combined appointment exceed 40 hours per week.

While the College does not wish to interject itself unnecessarily or unreasonably into a staff member's after-work activities, the College does have the right to protect its own interests and reputation and expects staff members to share this concern. In situations when a staff member's outside activities create serious criticism of the College, and when the reputation of Colby is being jeopardized, action will be taken to officially discourage a staff member from continuing in such activities.

PERFORMANCE EVALUATION

Supervisors normally evaluate individual performance each year and share the results of the evaluation with each staff member. The written evaluations are then made part of each staff member's personnel file.

The appraisal generally consists of the following components: a review of job descriptions and performance standards a review of the last year's goals and accomplishments a review of personal, professional, and skill development activities strengths and areas to improve an overall assessment of performance and goals for the coming year.

PERSONAL PROPERTY LOCATED ON CAMPUS

The College does not insure or accept responsibility for any employee personal property located on College premises. Such property can usually be covered by the employee's homeowners or renters insurance policy. Employees should consult with their insurance agent(s) for more information.

ANIMALS ON CAMPUS

Students are forbidden to keep pets on campus as a safety and health measure. Staff (except those residing on campus) are expected to refrain from bringing pets, especially dogs, to the campus, as well. Unleashed dogs violate state law as well as a Waterville city ordinance.

PERSONNEL FILE

The Office of Personnel Services maintains employment files on all staff. These files include employment-related information including applications/resumes, employment references, job descriptions, performance evaluations, benefits enrollment information, wage and salary letters, Personnel Action Forms (PAFs), records of work-related injuries, and supervisory recommendations, reprimands, and/or warning notices. These files are considered confidential. Employees have the right to review materials in their own personnel file and may do so by making arrangements with the Personnel Office.

RE-EMPLOYMENT

A former staff member who is re-appointed to a continuing staff position shall be considered a new employee as of the date of re-appointment. Credit for prior regular service may be granted, when applicable, in establishing eligibility for employment benefits.

SMOKING POLICY

Smoking is prohibited in all buildings at Colby, including private offices, private residence hall rooms, classrooms, restrooms, common areas, elevators, stairwells, corridors, storage rooms and laboratories. Smoking is also prohibited in College-owned or rented vehicles. Outdoor smoking, whenever possible, should be done away from entrances and open windows. Outdoor smoking must be done at least 25 feet from all campus buildings.

SUMMER EMPLOYMENT FOR ACADEMIC-YEAR
STAFF

The normal work schedule for some staff members is for fewer than 12 months. Academic-year employees who wish to work during the summers should contact Personnel Services in the spring. Requests from all departments for special summer assistance are considered as part of the annual budget and approved in April. According to the various departmental work needs, and in the College's sole discretion, it may be possible to assign summer employment to several regular academic-year staff members. Under Maine law, academic-year staff provided reasonable assurance of continued employment are not eligible for unemployment during breaks or the summer.

UNAUTHORIZED ENTRY OR OCCUPANCY

Entry by unauthorized persons into closed and/or posted residence halls, any secured space, or any other College building may result in disciplinary action. Student rooms, faculty and administrative offices, and other employee workplaces are private spaces, controlled by the College and the current authorized occupants. Failure of any person to vacate such places upon the request of the occupant(s) or by legitimate College authority is a violation that can lead to disciplinary action, including suspension or dismissal. Likewise,unauthorized occupation of any College building or the disruption or unauthorized occupation of teaching spaces will not be tolerated and violators will be subject to similar disciplinary action.

WORKPLACE ADVISERS

The Workplace Adviser Program provides a neutral person who can offer confidential and informal assistance to employees wishing to raise and discuss work-related issues. A Workplace Adviser will not be an advocate for an employee or the College but rather serve in an independent capacity, outside the normal lines of authority, to listen carefully, gather information, identify options to address concerns, and help individuals try to resolve issues. It will, of course, ultimately be the employee’s choice as to what action to pursue to resolve the issues.

WORK WEEK, MEAL PERIODS, AND BREAKS

Standard office hours at Colby are 8:30 a.m. to 4:30 p.m.,Monday through Friday. For staff members employed in secretarial, clerical, or other staff positions in an administrative or academic office, the standard work week is 35 or 40 hours, Monday through Friday, with one hour, unpaid, off for lunch. Some offices and some positions will vary from this work schedule. For 35-hour work-week staff, hours worked in excess of 35, but not more than 40 hours, are paid at regular time. Hours in excess of 40 are paid at time-and-a-half.

Dining Services, Physical Plant, and Security have work weeks of 40 hours, with a normal work day of eight hours. Such employees may be required to work nights or weekends on a regularly scheduled basis in support of services offered to the campus by the department. Service and trade employees may also be required to work additional hours for special occasions or in case of emergencies. Time worked in excess of 40 hours is paid at time-and-a-half.

Two paid breaks during the work day, of approximately 15 minutes each, are provided for service and trade employees, to be scheduled by the supervisor. For office and library staff,these breaks are not strictly scheduled. So far as possible, schedules are arranged so that office services are not interrupted for breaks or lunch hours.