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Part IV — Administrative Procedures
The
following administrative practices and procedures are administered
by individual offices. These practices and procedures are currently
in effect but subject to change at the sole discretion of Earlham.
1.
Alcoholic Beverages: The
possession or use of alcoholic beverages is not permitted in campus
buildings or on campus.
2.
Athletic Event Passes: Employees are provided with passes
for themselves and their guests to regular season athletic contests.
Admission fees may be charged for special games and for tournaments.
For more information, please contact the Athletic Office on the
second floor of the Athletics and Wellness Center.
3.
Bookstore Discounts: The Bookstore provides an employee discount.
Please present your Earlham identification card at the time of
your purchase. The discount may not apply to special items or
sales items. The Bookstore is located in Runyan Center.
4.
Campus Events: There are a variety of many fine educational,
cultural and recreational activities that occur regularly on the
Earlham campus. Throughout the year, there are numerous evening
and weekend events that are open for attendance and employees,
along with family and friends, are encouraged to participate.
Many, but not all, events are free. For some events with limited
seating, employees may be limited to receiving and/or paying for
one ticket for themselves and one for a guest.
In
addition, other Earlham events occur during normal working hours.
Earlham employees are encouraged to attend such events, recognizing
that such attendance should not be to the detriment of their tasks
on campus and with the explicit approval of their supervisor.
College
Convocations: All College offices are expected to close
during official College Convocations and all employees are
encouraged to attend.
5.
Campus Post Office: The campus operates a branch U.S. Postal
Service office in the basement of Runyan Center. It operates during
normal Earlham office hours. Each employee is assigned a P.O.
Drawer number (sometimes shared with an entire office or department)
to which campus notices are sent. Individuals must pay for postage
for personal mail. Employees may not use the College postal meter
for personal use without reimbursing the college at the time the
mail is sent.
6.
Childcare: Earlham provides space and utilities in two campus
buildings for parent co-operatives that provide childcare services
for pre-nursery and nursery-aged children. For information about
whom to contact, call the Provost or the Business Office.
7.
Catering and Meals on Campus: Earlham contracts with an outside
vendor who has an exclusive contract to provide all meals and
food served on the Earlham campus. If you wish to host an event
with food on campus, please contact the Food Service.
8.
Credit Cards: Earlham provides credit cards for those employees
who travel frequently on Earlham business. Earlham credit cards
may not be used for any personal purchases or charges.
9.
Computer Usage: Computers are provided to employees at
Earlham’s discretion and are to be used for Earlham-related
activities.
10.
Dining on Campus: Earlham provides meals that are available
to employees and visitors. Tickets for the Dining Hall may
be purchased at a discount at Runyan Desk. The Runyan Center
Coffee Shop provides food on a cash basis.
11.
Facilities Use: Use of Earlham facilities and buildings by
employees is governed by a Facilities Use Policy. There are
charges for some spaces and charges for set-up and clean-up.
Contact Runyan
Desk and/or the Events Coordinator for reservations and more
detailed information.
12.
Identification Cards: All full-time Earlham employees are
provided with Earlham identification cards at the time of their
first employment. Cards are obtained from the Security Office.
These cards are required for admittance to several campus buildings,
including the Athletics and Wellness Center and Residence Halls
and are required to authorize a variety of transactions on
campus, e.g. library book check-outs.
13.
Inclement Weather Days: On days when the College and/or ESR
are declared to be closed due to inclement weather, full-time
and part-time employees are paid for their regularly scheduled
hours at their regular hourly wage rate. Closings are announced
over radio and TV stations and on campus by the Business Office
or the Dean of ESR. Individual supervisors may not dismiss
employees nor authorize pay for hours not worked unless the
College and/or
ESR has been declared closed.
14.
Keys and Authorized Areas: In general, employees are not permitted
to be in secured areas of the campus outside of their own work
area, unless authorized by their supervisor or an officer of
the College or ESR. With few exceptions (for example, 3rd shift
security
officers, area directors), employees are not permitted to spend
the night on campus without written permission from their immediate
supervisor or an officer of the College. The only blanket exception
to this policy is a College event that is open to the entire
Earlham community.
Keys
are issued by the Security Office and must be authorized by each
employee’s supervisor. There is a significant fine for lost
keys. All keys must be returned at the end of employment.
15.
Library Borrowing: You may borrow materials from the Earlham
Libraries. An Earlham identification card is required. There
is a charge for some services, including overdue materials.
Library hours are posted and are reduced on holidays and during
academic
breaks. The Wildman Science Library is located in Noyes Hall
between
Stanley and Dennis Halls.
16.
Parking: All Earlham employees are required to obtain and
display parking tags for their vehicles in order to park in
campus lots. There is no charge for the parking tags. Except
for medical
personnel and area directors, there are no reserved parking
spaces on campus. Employees are not permitted to use spaces
on campus
that are designated for short-term visitor parking during normal
working hours. There are fines imposed for illegal and/or improper
parking. Contact the Security Office for parking tags and additional
information.
17.
Personal Property and Belongings: The Earlham insurance does
not cover the personal property, including computers, books,
clothing, etc. of its students, visitors or employees. If employees
have
property in their offices on campus or take personal property
with them while traveling on Earlham business, then each employee
should make certain that their own personal home or renter
insurance covers them adequately in case of loss.
18.
Personnel Records: The official repository for Personnel Records,
including materials relating contract renewals, initial hires
and official correspondence are as follows: For College teaching
and administrative faculty, in the President’s Office; for
staff employees, in the Business Office; for ESR teaching and
administrative faculty, in the Dean’s Office. Financial records
relating to fringe benefits and payroll are kept in the Earlham
Payroll Office.
19.
Pets On Campus: The only animals permitted in campus buildings
are service animals whose presence is necessary to assist individuals
with disabilities.
20.
Relatives: Earlham believes that it is in everyone’s
best interests that closely related individuals not be placed
in the position of making personnel decisions involving each
other. Relatives, as defined below, should not be hired, transferred
or promoted into positions that report, directly or indirectly,
to another relative.
Relatives
are spouses fathers, mothers, sisters, brothers, children, step-relatives,
aunts, uncles, first cousins, nieces, nephews, grandchildren, grandparents,
and direct in-laws.
Because
conveners in academic departments and programs do not normally
make personnel decisions about faculty colleagues, this statement
does
not apply to teaching faculty nor to those who share appointments.
21.
Rental Housing: Earlham owns a number of rental apartments
and rental houses in the vicinity of the College. Priority
is given to Earlham employees. Leases are for a minimum of
12 months
and normally run from July 1 to June 30. Tenants pay for most
utilities, except water. House renters are expected to provide
their own snow removal and lawn care. Employees are encouraged
to use payroll deduction to pay rent. Contact the Campus Services
Office in the basement of Carpenter Hall for more information.
22.
Smoking on Campus: Smoking is not permitted in any area within
educational and/or administrative buildings on campus, including
private offices.
23.
Telephone Calling Cards: Earlham provides telephone calling
cards for those who travel frequently on Earlham business.
Earlham calling cards may not be used for personal calls. Contact
the
Business Office for information.
24.
Vehicles: Earlham vehicles are only for official Earlham business.
Personal use of college vehicles by employees is not allowed.
If you use your personal automobile for Earlham business, then
the primary insurance coverage is by the employee’s insurer,
not the Earlham insurance. If you rent a vehicle for Earlham
business, then decline the leaser’s insurance coverage as
the Earlham insurer will provide liability and collision coverage.
25.
Wellness Center: Full-time Earlham employees may use the Wellness
Center by presenting their identification cards. There are
additional fees for instruction, classes and the use of some
facilities within
the Wellness Center. You may purchase identification cards
for your spouse and dependent children by applying at the Wellness
Office. There is a fee for the initial identification card
and
for lost cards.
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