What's New!

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Changes, Additions, Deletions

The intent of this Appendix C is to note where changes in content have been made for the 2014 Staff Handbook. Please refer to the pages under each section for actual policy details.

Throughout the Entire Handbook:

  •  NEW! Headings now organized by decimal system for easy reference.
  •  “Assistant Vice President of Human Resources” has replaced all references to “Director of Human Resources.”

Preface

  • NEW! Guidelines for requesting changes. Please submit your comments at www.stmarys-ca.edu/node/35371
  • NEW! List of who approves the Handbook contents

Introduction

  • NEW! Online Acknowledgment of Receipt of Saint Mary’s College Staff Handbook (Appendix B).

Section 1. Key Employment Policies & Conditions of Employment

  • NEW content added under: 1.4 Equal Employment Opportunity
  • NEW HEADING! 1.5 Institutional Policies
  • NEW SUB-SECTION! 1.5.1 Nondiscrimination Disclosure
  • Updated content under: 1.5.2 Policy Prohibiting Discrimination, Harassment (including Sexual) and Retaliation
  • NEW SUB-SECTION! 1.5.3 Title IX – Sexual Assault Reporting Process
  • NEW content added under: 1.5.3.1 Complaint and Reporting Procedures and Resources for Addressing Incidents of Discrimination, Harassment, Including Sexual, and Retaliation
  • NEW SUB-SECTION! 1.5.4 Amorous Relationships Policy
  • NEW SUB-SECTION! 1.5.5.1 Americans with Disabilities Act (ADA)
  • Updated content under: 1.5.6 Whistleblower Policy – Fraudulent or Dishonest Conduct
  • NEW HEADING! 1.5.7 The Clery Act and Campus Sex Crimes Prevention Act Notices

Section 2. Employee Conduct & Responsibilities

  • NEW SECTION! 2.11 Additional Compensation Policy
  • NEW SUB-SECTION! 2.11.1 Volunteer Opportunities
  • NEW SUB-SECTION! 2.11.2 Teaching by Staff
  • Updated Sub-Section! 2.13 Confidentiality of College Related Information
  • Moved “Amorous Relationships Policy” to Section 1.5.4
  • NEW HEADING! 2.15 Workplace Conditions
  • Updated Sub-Section! 2.15.1 Drug-Free Workplace and Alcohol Use Policy
  • Updated content added under: 2.18 Pets on Campus

Section 3. Working at Saint Mary’s College

3.1 Employee Status Definitions changes:
  • NEW content under: 3.1.3 Employees Working fewer than Twelve Months per Year
  • Updated Sub-Section! 3.1.6. Temporary/Limited
  • NEW SUB-SECTION! 3.1.7 Contract
  • NEW SUB-SECTION! 3.1.9 Student
  • NEW content under: 3.2.6. Pay and Vacation Records
3.3 Other Types of Pay for Non-Exempt Employees changes:
  • NEW content added under: 3.3.1 Overtime
  • NEW content added under: 3.3.5 Call-in Pay
  • NEW content added under: 3.3.6 On-Call/Standby Pay
  • NEW content added under: 3.3.7 Shift Differential Pay
3.4 Other Schedule-Related Policies changes:
  • Updated Sub-Section! 3.4.1 Work Week
  • NEW content under: 3.4.4 Alternative Workweek
  • NEW SUB-SECTION! 3.4.6 Make Up Time
  • NEW SUB-SECTION! 3.4.7 Adjusted/Flexible Work Week

Section 4. Recruitment and Employment

  • NEW introduction content added
  • NEW content added under: 3.3.7 Shift Differential Pay
  • NEW SECTION! 4.1 Hiring for Mission
  • NEW SUB-SECTION! 4.2.1 Identifying a Position
  • Deleted Sub-Heading: Position Description
  • NEW content added under: 4.2.2 Job Evaluation and Budget Approval
  • NEW HEADING! 4.3 Job Posting Process
  • NEW SUB-SECTION! 4.3.1 Creating a Job Requisition. Includes:
  • NEW content added under: 4.3.2 Job Requisition
  • NEW content added under: 4.3.2.1 Job Posting
  • NEW content added under: 4.3.2.2 Job Posting Expectations
  • Content changed under: 4.3.2.3 Job Advertising
  • NEW HEADING! 4.4 Candidate Review
  • Content changed under: 4.4.1 Applying for a Position
  • Content changed under: 4.4.3 Interviews
  • NEW SUB-SECTION! 4.4.3.1 Guidelines to Candidates’ Campus Interview
  • NEW HEADING! 4.4 Offer Process
  • NEW content added under: 4.5.1 Background Checks
  • Content changed under: 4.5.3 Final Steps before Job Offer
  • Content changed under: 4.5.4 Job Offer and Confirmation Letter
  • NEW HEADING! 4.6 Closing Out the Recruitment
  • NEW SUB-SECTION! 4.6.2 Record Retention
  • NEW SECTION! 4.7 Ways to Promote Your Opening Beyond the Job Posting
  • NEW SECTION! 4.8 Checklist for Hiring Managers

Section 5. Development, Training & Performance Feedback

  • Content revised under: 5.4.1 The First Days on the Job
  • Content changed under: 5.5.1 Initial Review
  • Content changed under: 5.5.3 Mid-year Progress Review
  • Content changed under: 5.5.4 End of Year Performance Review
  • Content changed under: 5.5.5 Development Plan
  • NEW SUB-SECTION! 5.5.6 Performance Improvement Plan (PIP)
5.6 Performance Problems and Corrective Action changes:
  • NEW SUB-SECTION! 5.6.2 Employee Responsibility
  • NEW SUB-SECTION! 5.6.3 Responsibilities of Supervisors, Managers and Directors
  • NEW SUB-SECTION! 5.6.4 Performance Issues
  • NEW SUB-SECTION! 5.6.5 Corrective Action
  • NEW SUB-SECTION! 5.6.5.1 Informal Counseling/Coaching
  • NEW SUB-SECTION! 5.6.5.2 Formal Counseling
  • NEW SUB-SECTION! 5.6.5.3 Formal Warning
  • NEW SUB-SECTION! 5.6.5.4 Final Notice
  • NEW SUB-SECTION! 5.6.5.5 Termination

Section 6. Communication & Problem Solving

  • Content changed under: 6.3 Conflict Review and Problem Solving Process
  • Content changed under: 6.4 Staff Appeals

Section 7. Compensation

  • NEW SECTION! 7.1 Staff Compensation Philosophy
  • NEW HEADING! 7.1 Staff Compensation Philosophy
  • NEW SUB-SECTION! 7.2.1 Annual Increases
  • Content changed under: 7.3 Salary Budget
  • NEW SUB-SECTION! 7.3.1 Increased Cost of Benefits
  • NEW SUB-SECTION! 7.3.2 Starting Pay
7.4 Changes in Position or Responsibilities changes:
  • Content changed under: 7.4.1 Promotion
  • Content changed under: 7.4.2 Job Re-Evaluation
  • Content changed under: 7.4.3 Impact from Job Evaluation
  • Content changed under: 7.4.5 Reductions in Grade/Demotions
  • NEW SUB-SECTION! 7.4.6 In-Grade Adjustments
  • NEW SUB-SECTION! 7.4.7 Equity Increases
  • NEW SUB-SECTION! 7.4.8 Supplemental Compensation
    • 7.4.8.1 Non-exempt Employees
    • 7.4.8.2 Exempt Employee
    • 7.4.8.3 Staff Positions Requiring Teaching
    • 7.4.8.4 Teaching Outside the Staff Position
  • NEW SUB-SECTION! 7.4.9 Other Restrictions on the Use of Supplemental Compensation
    • 7.4.9.1 Required Approvals
  • NEW SUB-SECTION! 7.4.10 Pay Rate for Supplemental Compensation
  • NEW SUB-SECTION! 7.4.11 Salaries Funded by Contracts and Grants
  • NEW SUB-SECTION! 7.4.12 Volunteer Opportunities
  • NEW SUB-SECTION! 7.4.13 Exceptions

Section 8. Benefits

  • Content changed under: 8.1 Time Off Work Policies
  • NEW content added under: 8.3.1 Holidays (Non-academic)
  • Content changed under: 8.3.1 Holiday Policy Example (Charts)
  • Content changed under: 8.4.3 Vacation Approvals
  • Content changed under: 8.4.4 Illness during Scheduled Vacation
  • Guidance about Benefits Determination as it relates to the Affordable Care Act
8.6 Other Absences from Work changes:
  • Content changed under: 8.6.1 Bereavement
  • Content changed under: 8.6.4 Time Off to Vote
  • Content changed under: 8.6.5 Jury Duty
  • Content changed under: 8.7.4 Information, Requirements,, Procedures and Definitions Common to Family…
    • NEW! #13. Americans with Disabilities Act (ADA)
  • NEW content added under: 8.8 Lactation Breaks
  • NEW content added under: 8.10 Workers’ Compensation Leave
  • NEW SUB-SECTION! 8.13.1 Health Insurance Portability and Accountability Act of 1996 (HIPAA)
  • NEW content added under: 8.16.2 Long-Term Disability (LTD)
  • Content changed under: 8.16.5 Benefits Enrollment
    • changes to Open Enrollment
  • Major content changed under: 8.16.6 Tuition Waiver Benefit
  • Content changed under: 8.16.7 Tuition Exchange Program
8.16 Tuition Exchange Program changes:
  • Content updated in most Sub-Sections!
8.17 Benefits Related to Retirement changes:
  • Content changed under: 8.17.1 TIAA-CREF Retirement Plan
  • Content changed under: 8.17.2 Emeriti Retirement Health Solutions (Emeriti)
  • Content changed under: 8.17.3 Five Year Retirement Medical Benefit
8.18 Employee Benefits Continuation/Termination changes:
  • Content changed under: 8.18.1 When Benefits End
  • Content changed under: 8.18.2 Health Benefits Continuation Plan
  • Content changed under: 8.18.3 Employees Receiving Long Term Disability
8.19 Benefits Required by Law changes:
  • Content changed under: 8.19.2 Unemployment Insurance (UI)
8.20 Voluntary Benefits changes:
  • Content changed under: 8.20.1 Reimbursement Accounts
  • Content revised under: 8.20.7 Credit Union Membership
  • Content revised under: 8.20.8 Tax Sheltered Annuities
8.21 Opportunities and Advantages of Working at SMC changes:
  • Content changed under: 8.21.1 Athletic Events
  • Content changed under: 8.21.2 Fitness Classes and Facilities
  • Content changed under: 8.21.3 Gael Flex (previously Flex Dollars)
  • Content changed under: 8.21.4 Library
  • Content changed under: 8.21.5 Saint Mary’s College Museum of Art (previously Hearst Art Gallery)
  • Content changed under: 8.21.8 Campus Athletic and Recreational Sports Committee
  • Content changed under: 8.21.12 Discounts
  • Content changed under: 8.21.13 Moraga School District Enrollment Policy
  • Sub-Section deleted: 8.21.14 ATM Machine

Section 9. Safety, Health & Environmental Services

Throughout: Facilities Services replaces Physical Plant

9.3 Vehicle Use Policy changes:
  • Content changed under: 9.3.1 Policy

Appendix A: Acknowledgment of Receipt of Saint Mary’s College Staff Handbook

Index
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