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Other Policies

From time to time, the College or your supervisor will schedule meetings before, during, or after work. It's to your advantage to be at these meetings. They give you and your fellow workers a chance to receive information on Kenyon College events, to review problems and possible solutions, and to make suggestions about your department or your job.

If your attendance at Department Meetings is mandatory, you will be informed. If you are a non-exempt staff member and are required to attend a meeting during non-working hours, you will be compensated for the time spent traveling to and from the meeting as well as for time spent at the meeting.

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  • PACT

PACT was formed in 2004 by President Georgia Nugent as an expanded successor to Staff Council. Membership of PACT consists of one non-exempt and one exempt employee from each college division, and three at-large members, as determined by election of all eligible employees. PACT serves both to advise the president and senior staff on matters regarding Kenyon employees, and to advise employees regarding College positions and policies relating to its employees. PACT seeks to facilitate communication between senior administration and employees to promote a positive and rewarding workplace.

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Successful working conditions and relationships depend upon successful communication. Not only do you need to stay aware of changes in procedures, policies and general information, you also need to communicate your ideas, suggestions, personal goals or problems as they affect your work.

In addition to the exchanges of information and expressions of ideas and attitudes which occur daily, make certain you are aware of and utilize all Kenyon College methods of communication, including this Employee Handbook, bulletin boards, discussions with your supervisor, memoranda, staff meetings, newsletters such as Fortnightly and Newscope, training sessions, etc.

In addition, you may receive letters from Kenyon College. There is no regular schedule for distribution of this information. The function of each letter is to provide you and your family with interesting news and helpful information which will keep you up-to-date on the events here at Kenyon.

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Kenyon College does not condone the illegal duplication of software. The copyright law is clear. The copyright holder is given certain exclusive rights, including the right to make and distribute copies. Title 17 of the U.S. Code states that "it is illegal to make or distribute copies of copyrighted material without authorization" (Section 106). The only exception is the users' right to make a backup copy for archival purposes (Section 117).

The law protects the exclusive rights of the copyright holder and does not give users the right to copy software unless a backup copy is not provided by the manufacturer. Unauthorized duplication of software is a Federal crime. Penalties include fines of as much as $250,000, and jail terms of up to five years.

Even the users of unlawful copies suffer from their own illegal actions. They receive no documentation, no customer support and no information about product updates.

1. Kenyon licenses the use of computer software from a variety of outside companies. Kenyon does not own this software or its related documentation and, unless authorized by the software manufacturer, does not have the right to reproduce it.

2. With regard to use on local area networks or on multiple machines, Kenyon employees shall use the software only in accordance with the license agreement.

3. Kenyon employees learning of any misuse of software or related documentation within the college shall notify the Library and Information Services or the Information Resources Council.

4. According to the U.S. Copyright Law, illegal reproduction of software can be subject to civil damages and criminal penalties, including fines and imprisonment. Kenyon employees who make, acquire or use unauthorized copies of computer software shall be disciplined as appropriate under the circumstances. Such discipline may include dismissal.

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Appropriate Use of Information Services

As information technology continues to play an increasingly important role in education and the world in general, it is essential that Kenyon students, staff, and faculty have open access to information and training in information skills in order to participate in the emerging electronic culture. Open access to Kenyon's information services requires an intellectual environment based on mutual respect and trust, information sharing, collaboration with peers, the free inquiry and expression of ideas, and a secure information infrastructure maintained by the College.

The health and well-being of such an environment is the responsibility of each member of the Kenyon community. All members are expected to behave in a responsible, ethical and legal manner regarding the use of Kenyon's information services. In order to insure such an environment, this policy summary defines the rights and responsibilities of individual members. By using Kenyon's information services, a member of the Kenyon community gives implicit consent to abide by these policies.

  • Rights of Members of the Kenyon Electronic Community
  1. Fair and reasonable access. Open access to information is a precondition to one's personal and professional development and sense of community at Kenyon. Access to information, however, must be qualified by other people's right to privacy and their intellectual property rights.
  2. Ownership and acknowledgement of intellectual works. Members have ownership rights over their own intellectual works. Kenyon seeks to create the kind of environment in which its members may feel free to create and collaborate with peers without fear that the products of their intellectual efforts will be violated.
  3. Collection and disclosure of personal information. Members have the right to be informed about personal information collected about them, how it is to be used, and the right to review and correct that information.
  4. Security. Members have the right to expect reasonable security against intrusion and damage to their electronically stored information.
  5. Freedom from harassment. Members have the right to pursue their College work without harassment by another's computer and network usage.
  6. Due Process. Members have the right to due process in cases of alleged policy violations. They shall be dealt with according to established College judicial processes.
  • Responsibilities of Members
  1. Respect for the rights of other users. The standards of common sense, decency, and courtesy that apply to the use of any shared resource apply to the use of Kenyon's information services. They should be used wisely and carefully with consideration for the needs of others. Anyone who uses these services to harass, intimidate or threaten another will be referred to the appropriate College judicial authority.
  2. Respect for the privacy of other users' information, even when that information is not securely protected. Information stored electronically is considered confidential unless the owner intentionally makes that information available to other groups or individuals. Personal information should not be looked at, copied, altered or destroyed without the owner's explicit permission, unless authorized to do so by College regulation or required by law.
  3. Respect for authorized and intended use of information services. Members must utilize only those information services which they have been authorized to use and only for College-related purposes. Prohibited activities include: political campaign activities, activities jeopardizing the College's tax-exempt status, and activities for commercial profit or for the direct financial benefit of non-Kenyon organizations.
  4. Respect for the intellectual work of others. Since electronic information is volatile and easily reproduced, members are expected to honor the work of others by strict adherence to software licensing agreements and copyright laws.
  5. Respect for the limited resources of the systems. Members are responsible for using information services prudently, remembering that the members of the community share them. They are respected to refrain from all acts that are damaging, wasteful or hinder others from using them.
  6. Respect for the security mechanisms and integrity of the systems and networks. Members must not disrupt or threaten the systems at Kenyon. Members are responsible for the use of their accounts and should not share them with others or use others' accounts.

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In instances where an employee voluntarily leaves our employ, Kenyon College management would like to discern the reasons for leaving and any other impressions a departing employee may have about Kenyon. If you decide to leave, you will be asked to complete an "Employee Separation Form". This form will be mailed to your home address with a self-addressed stamped envelope for your return. It is hoped that you will express yourself freely as well as provide insights into possible improvements we can make.

Suggestions regarding improved working conditions and morale are sincerely welcomed and valued. Your opinions are important to us!

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You must have your supervisor's written authorization and/or a purchase order prior to incurring an expense on behalf of Kenyon College. To be reimbursed for authorized expenses, you must submit a payment order accompanied by receipts and approved by your supervisor.

If you are asked to conduct College business using your personal vehicle, you will be reimbursed at the current IRS mileage reimbursement rate for business use of a personal vehicle. This expense must be submitted on a travel and entertainment form and approved by a member of Senior Staff.

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Federal law ("OSHA") requires that we keep records of all illnesses and accidents which occur during the workday. The Ohio state Workers' Compensation Act also requires that you report any illness or injury on the job, no matter how slight. If you hurt yourself or become ill, please contact your supervisor for assistance. If you fail to report an injury, you may jeopardize your right to collect workers' compensation payments as well as health benefits. OSHA also provides for your right to know about any health hazards which might be present on the job. Should you have any questions or concerns, contact the Office of Human Resources or your supervisor for more information.

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I. The Role of the Guidelines

Kenyon College is committed to the principle of equal employment opportunity, and these guidelines are designed to assist the College in honoring that commitment. When an administrative vacancy occurs at Kenyon, whether as a consequence of the departure of an incumbent or by virtue of being newly created, the position can be filled either by conducting a search to identify the new appointee or by promoting a current employee of the College. Ordinarily positions will be filled by searches, and the highest administrative positions will normally be filled by national searches. In this manner the College can be assured that it is drawing on the most qualified individuals. The College must, however, be responsive to the obligation to provide advancement opportunities for its own employees; so there will be occasions when the President, the Director of Human Resources, the Director of Equal Opportunity (DEO) and the relevant Senior Staff member may conclude that an internal promotion is in the best interests of the College.

II. The Search Authorization Process

Requests to begin a search are submitted through the online PeopleAdmin system.

  • Requests should include a job description and a draft of the position advertisement with a list of the proposed membership of the search committee.
  • Newly created positions will require the submission of a job description to Human Resources and the final approval of the President before a search may begin.
  • After the position has been reviewed and approved by the DEO and the head of the division, the Director of Human Resources will publish the position to the Kenyon College website and approve it for distribution.

III. The Recruitment of Candidates

Placing the Advertisement

  • Openings for all full-time positions of more than one year's duration will normally be advertised.
  • The ad will include a description of the position, special qualifications and competencies desired, and the initial date for evaluating applications (normally up to thirty days from the initial appearance of the ad).
  • The ad must be approved by the DEO and/or the Director of Human Resources before placement.
  • Ad placement may include professional journals or newsletters, electronic listservers, publications that address issues of concern to under-represented persons in the workforce (including women/minorities); The Chronicle of Higher Education , and where applicable, graduate schools. It is appropriate to seek the advice of the DEO when ad placement decisions are being made.

Other Recruiting Sources

  • Recruitment of candidates need not be limited to the running of advertisements. Written inquiries can be directed to institutions comparable to Kenyon, colleagues, and members of relevant professions outside of the academy. Phone contacts are also appropriate.

Part-Time or Temporary Positions

Part-time openings and openings for a duration of no more than a year should, in most cases, be advertised. However, advertising for these positions may be limited to Kenyon's employment web site and/or local or state publications, and the application deadline may be more immediate.

The Search Committee

  • The Search Chair will appoint a committee to assist in the recruitment and assessment processes. Faculty members should be included in this advisory group when the position in question includes academic or student life responsibilities. Examples of this group's responsibilities include participation in the ranking of resumes/applications and the interviewing and assessment of candidates.
  • When applications are directed to the search chair/committee or to the Office of Human Resources rather than submitted through the PeopleAdmin system, the search chair will contact the applicant and request that the application be submitted through PeopleAdmin.
  • Whenever possible, recruitment and preliminary screening interviews should be conducted personally at professional meetings or, if necessary, by telephone.
  • During campus visits by candidates who are women or members of minority groups, opportunity should be provided for them to meet with women or minority members who are currently in administrative and/or faculty positions at the College. The DEO can assist in making appropriate arrangements.

IV. Protocol for Searches with Internal Candidates

Because they are conducted with members of the Kenyon community, searches in which there are internal candidates deserve particular attention and consideration. As a general principle, internal candidates should undergo the same procedures (presentations, interviews, etc) as external candidates. However, to ensure the equitable treatment of all candidates (including internal candidates) during the search process, it is suggested that search committees adhere to the following recommendations:

  • Internal candidates should be advised (particularly if he/she becomes a serious candidate for a position in a different department within the College) that the search committee will have access to his/her personnel file and that the candidate's current supervisor will be contacted as a reference.
  • Communications sent in writing to external candidates should, if possible, be made in writing to internal candidates. In any case, all communications should be clear, unambiguous, and agreed upon by the department or search committee.
  • The internal candidate should receive the same consideration and courtesy during the interview process as do the other candidates.
  • An internal candidate should not be informed that he/she has not been selected for an interview until all confirmations are received from those who were selected. However, if the internal candidate is no longer being considered, it is only thoughtful and courteous to inform him/her of that decision.
  • When a decision is made to offer a position to an external candidate, the internal candidate should not be informed until the offer has been made and accepted.
  • A successful internal candidate should be given the same time frame in which to accept or reject the offer as an external candidate.
  • No candidate, internal or external, should be given any details concerning the search committee's final decision.

Protocol for Searches Involving Spouses, Partners or members of the immediate family

In order to eliminate any potential for conflicts of interest, a person who is the spouse, partner or immediate family member of a candidate for a position may not serve as a member of the search committee.

V. The Assessment of Candidates

The Screening and Interview Process

  • When the preliminary screening is complete, the Chair will consult with members of the search committee and complete Hiring Report II which must be sent to the DEO to review for equal opportunity purposes. This report includes the names of the ten best candidates ranked from first to tenth. If the DEO wishes to discuss the equal opportunity implications of the list with the Search Chair, such discussion will be initiated promptly.
  • Normally, the top three candidates will be invited to campus. Although the candidates invited will always be those having the best credentials, there may be cases in which two or more candidates are equally well qualified. In such cases the College's commitment to hiring a greater number of women and minority staff members should not be overlooked. No decision will be reached concerning any one of the candidates until all have been interviewed.
  • When making housing arrangements for out of town candidates during the interview process, the College prefers that the Kenyon Inn be selected as the committee's first choice. However, should the Inn be booked, committees should feel free to make other choices and arrangements that are suitable and convenient for candidates.
  • At the completion of the campus interviews, the Search Chair will consult with the committee and submit in writing to the Director of Human Resources, with a copy to the DEO, a copy of Hiring Report III which ranks the final three candidates interviewed, stating reasons in support of such. This discussion will ordinarily result in the tendering of an offer to a candidate which shall be discussed with the appropriate Senior Staff member and the Director of Human Resources.

VI. Record Keeping

Accurate records must be kept throughout the hiring process. The department conducting the search should keep copies of the hiring reports for four years immediately following the search. Applicants' dossiers will also be archived in the PeopleAdmin system. The DEO will also maintain a search file consisting of Hiring Reports II and III and a copy of all advertisements for a period of six years.

VII. Presidential Discretion

The President retains the authority to waive any of these procedures if it is concluded that the interests of the College are best served by such action.

  • For example, a waiving for the procedures for assessing candidates might be appropriate if the testing of the external applicant pool through reliance on the recruitment procedures suggests that no external candidate is likely to be preferred to a known internal candidate.
  • If it is determined that a vacant position must be promptly filled or in cases of sudden or last-minute openings a temporary appointment may be made. In most cases, a regular search will be conducted at the earliest appropriate time and the temporary appointee may choose to be a candidate in the regular search.

VIII. Checklist for Search

  • Enter the job description, draft of position announcement and proposed search committee members on the PeopleAdmin system for approval by the DEO, Division Head and Human Resources.
  • Discuss with DEO appropriate venues for advertising the position.
  • Search committee to screen resumes/applications received; conduct preliminary screening interviews if desired.
  • Submit Hiring Report II listing ten best candidates to DEO.
  • Decide on top three candidates, invite to Kenyon for personal interviews.
  • Submit Hiring Report III, after on-campus interviews, ranking the final candidates.
  • Contact the appropriate member of Senior Staff (Division Head) and the Director of Human Resources to discuss salary negotiations and offer to top candidate.

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Recognizing the fact that students often make good employees, our State encourages employers to consider their potential in business and industry. Because of our Legislators' concern for our minor workers, they have enacted very rigorous hazardous occupation laws for their protection as well as for the protection of their employers.

Minors 14 years of age and older may be employed while still in school. Hour restrictions are imposed on 14 and 15 year old students as follows:

1) No person under sixteen years of age shall be employed during school hours except where specifically permitted by Chapter 4109 of the Revised Code;

2) Before seven a.m. or after nine p.m. from the first day of June to the first day of September or during any school holiday of five school days or more duration; or after seven p.m. at any other time;

3) For more than three hours a day in any school day;

4) For more than eighteen hours in any week while school is in session;

5) For more than eight hours in any day which is not a school day;

6) For more than forty hours in any week that school is not in session.

Students 16 and 17 years of age may work unlimited hours. Employers of students 14 and 15 years of age must secure Work Permits from the student employee and must also complete, in duplicate, a Minor Agreement for each minor employed with one copy being given to the minor while the other is maintained in the employer's file.

Students 16 and 17 years of age, if not engaged in a bona-fide vocational program, must also have Work Permits and Minor Agreements. If the student is in a bona-fide vocational program, then a Training Agreement and Training Plan, prepared by the Vocational Instructor and properly completed by the student and employer, will take the place of the Work Permit and Minor Agreement.

Minors 16 and 17 years of age, are not required to provide a Work Permit after the last day of the school term in the Spring and before the first day of the school term in the Fall. (In non-hazardous employment). The minor shall provide the employer with the following:

1) Evidence of proof of age;

2) Statement signed by the minor's parent or guardian consenting to the proposed employment.

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Kenyon College reserves the right to inspect all packages or closed containers brought into or taken out of the work area.

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Kenyon College recognizes that employees with a life-threatening illness, including, but not limited to, cancer, heart disease, and AIDS, may wish to continue to engage in as many of their normal pursuits as their condition allows, including work. These employees must be able to meet acceptable performance standards. Performing normal job functions must not exacerbate their condition. Medical evidence must indicate that their condition is not a threat to other workers.

Supervisors need to be sensitive to the employee's condition and ensure that the employee is treated consistently with other employees. Kenyon College seeks to provide a safe work environment for all employees. Therefore, precautions should be taken to ensure that any employee's condition does not present a health and/or safety threat to other employees or our customers.

When dealing with situations involving employees with life-threatening illnesses, supervisors should:

*Remember that an employee's health condition is personal and confidential, and reasonable precautions should be taken to protect information regarding an employee's health condition.

*Contact Kenyon's Health & Counseling Center if you believe that you or other employees need information about terminal illness, or a specific life-threatening illness, or possible contagion. If you need further guidance in managing a situation that involves an employee with a life-threatening illness please contact the Office of Human Resources.

Contact the Office of Human Resources to determine if a statement should be obtained from the employee's attending physician that continued presence at work will pose no threat to the employee, co-workers, or customers. Kenyon reserves the right to require an examination by a medical doctor appointed by the College.

*Make reasonable accommodation for employees with a life-threatening illness provided that any accommodations made do not require significant difficulty or expenses.

*Make a reasonable attempt to transfer employees with a life-threatening illness who request a transfer and are experiencing undue emotional stress.

*Be sensitive and responsive to co-workers' concerns.

*Do not give special consideration beyond normal transfer requests for employees who feel threatened by a co-worker's life-threatening illness.

*Be sensitive to the fact that continued employment for an employee with a life-threatening illness may sometimes be therapeutically important in the remission or recovery process, or may help to prolong that employee's life.

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All employees are expected to abide by the College motor vehicle rules and regulations. All motor vehicles on campus must be registered with the Office of Safety, where registration forms are available. Upon receipt of the completed form, the Safety Office will send the employee a decal to display on her or his vehicle(s).

You are encouraged to use the parking areas designated for our employees. Remember to lock your car every day and park within the specified areas. Courtesy and common sense in parking will avoid accidents, personal injuries, damage to your vehicle and to the vehicles of other employees. If you should damage another car while parking or leaving, immediately report the incident, along with the license numbers of both vehicles and any other pertinent information you may have to the Office of Safety.

Kenyon College does not assume any liability for any loss or damages you may sustain.

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Normally, you will be expected to use the "Resolving Workplace Conflicts" procedure outlined earlier in this Handbook to resolve a problem. However, if the problem or complaint is of a personal nature, or a very delicate matter, you may meet first with the Ombudsperson, the Director of Human Resources or the Senior Staff member for your division to discuss it. He or she will decide if you should first discuss the problem with your immediate supervisor. If so, you will be directed to use the Resolving Workplace Conflict procedure. If the complaint, suggestion, or question is of such a nature that resolution would be hampered by that procedure, the Ombudsperson, Director of Human Resources or Senior Staff member you contact will take the appropriate action.

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Our telephone bills can be astronomical. Please keep personal phone calls to a minimum - they must not interfere with your work. You are permitted to make limited local area calls on company telephones for essential personal business during lunch periods. Emergency calls regarding illness or injury to family members, changed family plans, or calls for similar reasons may be made at any time. Incoming urgent calls will be directed to you.

Please don't use Kenyon College as a personal mailing address, and do not put personal mail in the stacks that are to be run through the postage meter. Although the amount may seem small, it is still considered theft.

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In some instances, employees may be allowed to borrow certain College tools or equipment for their own personal use while on our premises. In no instance may this be done off our premises, or without prior management approval. You understand and agree that Kenyon College is not liable for personal injury incurred during the use of College property for personal projects. As a Kenyon employee, you accept full responsibility for any and all liabilities for injuries or losses which occur, or for the malfunction of equipment. You are responsible for returning the equipment or tools in good condition. You also must understand that you may be required to pay for any damages that occur while using the equipment or tools for personal projects.

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Printing Services is located behind the Book Store. The hours are M-F, 8:00 - 12:00. Orders of 50 copies or less per original are typically filled in four hours. Other orders are usually filled in three days or less. Large orders may require a week to ten days. Letterhead and envelopes are done weekly.

When ordering, submit a completed order form (available at Printing Services), a good quality original, and a sample (when possible). Be sure to indicate the day and time of your deadline and include a ten-digit account number. Orders are generally submitted, and completed projects returned, through campus mail. Supplies such as plain paper for copiers and printer, toner kits and ribbons for printers, and mailing labels are also available. Call extension 5685 for more information or see the Campus Services section of the Kenyon College web site for current pricing. You may use the on-line order form for supplies or stock items.

Printing Services will sometimes process personal orders for employees only as it may relate to a non-profit organization or group. However, the Mail Service is never permitted to process personal mail. Campus Mail is to be restricted to any college related paper item or document that will fit in an inter-campus envelope. Items that are wood, metal, or plastic do not qualify as mail,(with the exception of used toner kits to be recycled), nor do large boxes of paper or files, unless it relates to a bulk mailing order.

The Mail Service will not be responsible for returning books to the Library.

Should your office/department be closed for any reason, all mail will be held in the Mail Center until notified. The Mail Service will not be responsible for unlocking and securing building doors when closed. Mail Center is open from 1:00 to 2:30 and from 3:00 to 4:00.

For successful deliveries, please use FULL NAMES and LOCATIONS on campus envelopes.

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It is our policy to advise all employees about advancement opportunities by means of bulletin boards, E-mail or other suitable methods.

Whenever a position becomes available, every effort will be made to fill it by promoting a qualified employee. Jobs will be awarded based on individual ability and past job performance, as well as length of service if two people have similar qualifications. By utilizing all opportunities for education and performing your job well, you may become qualified to fill a position of greater skill, responsibility and value at Kenyon. Notwithstanding our commitment to internal promotions, Kenyon will continue to look outside the College for potential employees as well.

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It is your responsibility to understand the machines you need to use to perform your duties. Good care of any machine that you use during the course of your employment,as well as the conservative use of supplies, will benefit you and Kenyon. If you find that a machine is not working properly or in any way appears unsafe, please notify your supervisor immediately so that repairs or adjustments may be made. Under no circumstances should you start or operate a machine you deem unsafe, nor should you adjust or modify the safeguards provided.

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Along Middle Path

Along Middle Path, a collection of Kenyon news and notices, is published four times each year by the Office of Public Affairs. It contains coverage of people and events, as well as announcements of interest to alumni and other members of the College community. Issues of Along Middle Path are made available to everyone at Kenyon.

Fortnightly

Fortnightly, a campus newsletter, is published every two weeks while the College is in session for Kenyon's faculty, administration, and staff by the Office of Public Affairs. The newsletter covers upcoming campus events and news of the College community; it also includes notices submitted by members of the community and columns on animal issues, things to do in the area (Columbus, Cleveland, Mount Vernon and other nearby locations), and subjects of general interest. Fortnightly appears on Mondays; the deadline for each issue is the preceding Wednesday at 12:00 noon. The publication schedule is available on Kenyon's World Wide Web pages. Material for the newsletter may be submitted by e-mail to FORTNITE.

Kenyon College Alumni Bulletin

The Bulletin, Kenyon's magazine, is published four times each year by the Office of Public Affairs. All members of the faculty, administration, and staff are encouraged to bring potential story ideas to the attention of the public affairs staff. Material for the Bulletin may be submitted via e-mail to Bulletin@kenyon.edu.

Newscope

Newscope, is available every Monday, Wednesday, and Friday during the academic year. It is a publication to facilitate communication of information and provide a forum for announcements about College events and activities. Employees are encouraged to subscribe to receive Newscope via e-mail by contacting ICS. Paper copies are distributed via campus mail. Employees are encouraged to use Newscope as an alternative to fliers for disseminating information. Commercial or political announcements are not permitted. Announcements may be submitted via e-mail by entering NEWSC at the $ prompt and following the instructions. The Associate Dean of Students is responsible for overseeing this publication. Questions can be directed to extension 5140.

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Kenyon is especially grateful to those who have devoted a number of years of their professional life to the College, and believe it important to honor them. Therefore, the following policy is intended to provide guidance to those planning these types of gift presentations or events.

Less than five (5) years of service with Kenyon

A department-only reception can be scheduled and may include (normally) up to one (1) hour of work time. No College funds are to be used for gifts or refreshments.

More than five (5) but less than ten (10) years of service with Kenyon

A department-only reception can be scheduled and may include (normally) up to one (1) hour of work time. Up to $150 dollars of department funds may be used for refreshments and/or a gift for the departing employee. The money spent will come from the sponsoring department's budget; therefore department heads are responsible for ensuring the $150 limit is observed.

Ten (10) years or more of service with Kenyon

An all-campus reception can be scheduled and may include (normally) up to one and one-half (1 1/2) hours of work time. Up to $250 of department funds may be used for refreshments and/or a gift for the departing employee. The money spent will come from the sponsoring department's budget; therefore department heads are responsible for ensuring the $250 limit is observed.

Retirement Receptions

The above policies will apply except in the case of those employees who RETIRE from Kenyon with fifteen (15) or more years of service. In that case, an all-campus reception can be scheduled and may include (normally) up to one and one-half (1 1/2) hours of work time. Up to $500 of department funds may be used for refreshments and/or a gift for the employee who is RETIRING from Kenyon. The money spent will come from the sponsoring department's budget, therefore department heads are responsible for ensuring the $500 limit is observed.

Only the President of the College may grant exceptions to any of the specific guidelines and/or limits imposed by this policy.

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Kenyon College actively recycles as many materials as possible:

Acceptable (Please place these in the proper recycling bins.)

Aluminum Cans

Computer Paper

Ledger Paper - Bleached Bond, Copier Paper, Envelopes, Adding Machine Tape

Newspapers

Glass Bottles

Plastic Bottles and Containers

Shipping Cartons

Unacceptable (Please keep these contaminants out of the recycling bins.)

Carbons

Food

Wrapping Paper

Exception:

Metal paper clips and staples may be left on the paper. (No plastic bindings, please).

Just A Few Reasons For Recycling:

Solid Waste: It has been estimated that each man, woman, and child produces an average of four pounds of trash every day, almost 1,500 pounds a year. Most of this garbage gets buried in a landfill, and we are running out of landfill space at an alarming rate. Paper makes up about 25% of many cities' garbage, much of which could be diverted through office paper recycling programs.

Paper Production: As many as seventeen small trees are required to make one ton of paper. Recycling slows the demand for virgin timber fibers and lessens the strain on our forest resources.

Energy Conservation: Up to 64% less energy is required to produce paper from waste paper instead of from virgin wood pulp. In the case of office paper, the equivalent of almost three barrels of oil is saved for every ton of paper recycled.

Air & Water Pollution: The manufacturing of paper from used paper instead of from trees produces almost 60% less pollution of air and water.

Water Conservation: The manufacturing of recycled paper uses only half of the water that is required in the manufacturing of virgin paper.

How The Kenyon College Recycling Program Works

You will be given one small recycling container (for paper) on or near your desk and each office or department will receive a large container for aluminum and glass and plastic items. When you're through using the paper, aluminum, glass or plastic item, simply put it into the appropriate container instead of the trash can. When either of your containers is full, the custodial team in your area will empty it. That's the end of your involvement - it's that easy!

Because we all have a lifelong habit of just throwing something away when we're finished using it, it may take some time to remember not to throw the recyclable paper into the trash can. You have to think about it at first, but in a very short time it will become just another one of those things you do.

Please keep all "contaminants," including carbon paper, half-eaten sandwiches, wrapping paper, etc., out of the paper recycling containers. If you're recycling an old report, please remove the covers and plastic bindings. Metal staples and small paper clips do not need to be removed. Soda cans, soda bottles, glass jars and bottles, plastic bottles and containers can all be re-cycled. Please remove the lids and put these items into the designated recycling containers.

If you are "cleaning house" and getting rid of a lot of old forms or files, let your custodial team know ahead of time so they can prepare for extra pick-ups. NOTE: Please don't crumple up paper being thrown away (in the trash or in recycling) - it takes up much less space when it's flat. If you need plastic bags they will be provided.

Please do your part to recycle reusable materials and reuse items until they genuinely need to be replaced. Also, please pay attention to ways of conserving energy. Some of the easiest ways to do this are to make sure lights, equipment and faucets are turned off, and all doors and windows are closed whenever practical.

Waste of time, materials, equipment and utilities is costly to you and Kenyon. You can help make every minute count. Eliminate waste whenever possible. In the long run, you will benefit by helping to reduce operating costs. The money saved by eliminating waste may be passed along to employees in the form of larger annual increases and other benefits.

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Kenyon College does not respond to oral requests for references. We will, however, indicate the dates of current or prior employment and position held upon written request.

All requests requiring a reference and/or more information such as eligibility for rehire, salary, job performance etc., will not be honored without the current or prior employee's completing a "reference release waiver." This waiver, signed by the current or prior employee, releases Kenyon College from any claims which may arise from providing the information requested. In the event you leave the employ of Kenyon College and you would like us to give information regarding your employment, please make sure you have a signed waiver on file in the Office of Human Resources.

As an employee, do not under any circumstances respond to any requests for information regarding another employee unless it is part of your assigned job responsibilities. If it is not, and you receive a request for a reference, you should forward the request to the Office of Human Resources.

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While we hope both you and Kenyon College will mutually benefit from your continued employment, we realize that it may become necessary for you to leave your job with Kenyon. If you anticipate having to resign your position with Kenyon, you are expected to notify your supervisor at least two (2) weeks in advance of the date that you must leave. You must also work at least the ten days (consecutively) stipulated in your resignation notice in order to receive payment for any unused or earned vacation time you may have accrued. You may not use vacation, sick, personal or any other type of paid time to cover the 10 day requirement.

Exempt administrative personnel should submit written notice of resignation to her or his supervisor three months prior to the proposed resignation date.

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Any Kenyon College property issued to you, such as keys, equipment, tools or uniforms, must be returned to Kenyon at the time of your dismissal or resignation, or whenever it is requested by your supervisor or a member of management. You are responsible to pay for any lost or damaged items. The value of any property issued and not returned may be deducted from your paycheck, and you may be required to sign a wage deduction authorization for this purpose.

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Safety is everybody's business. Safety is to be given primary importance in every aspect of planning and performing all Kenyon College activities. We want to protect you against injury and illness, as well as minimize the potential loss of work time.

Please report all injuries (no matter how slight) to your supervisor immediately, as well as anything that needs repair or is a safety hazard.

Below are some general safety rules. Your supervisor or department head may post other safety procedures in your department or work area:

*Avoid overloading electrical outlets with too many appliances or machines.

*Use flammable items, such as cleaning fluids, with caution.

*Walk - don't run.

*Use stairs one at a time.

*Report to your supervisor if you or a co-worker becomes ill or is injured.

*Ask for assistance when lifting heavy objects or moving heavy furniture.

*Keep cabinet doors and file and desk drawers closed when not in use.

*Sit firmly and squarely in chairs that roll or tilt.

*Wear or use appropriate safety equipment as required in your work.

*Avoid "horseplay" or practical jokes.

*Start work on any machine only after safety procedures and requirements have been explained (and you understand them.)

*Use air hoses only for the use intended. Avoid blowing air at yourself or anyone else.

*Wear appropriate personal protective equipment, like shoes, hats, gloves, goggles, spats, hearing protectors, etc., in designated areas or when working on an operation which requires their use.

*Keep your work area clean and orderly, and the aisles clear.

*Stack materials only to safe heights.

*Watch out for the safety of fellow employees.

*Use the right tool for the job, and use it correctly.

*Wear gloves whenever handling castings, scrap, barrels, etc.

*Operate motorized equipment only if authorized by your immediate supervisor. All operators must be licensed by Kenyon.

Remember, failure to adhere to these rules could be considered serious infractions of safety rules and will result in disciplinary actions.

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Maintaining the security of Kenyon College buildings and vehicles is every employee's responsibility. Develop habits that insure security as a matter of course. For example:

*Always keep cash properly secured. If you are aware that cash is insecurely stored, immediately inform the person responsible.

*Know the location of all alarms and fire extinguishers, and familiarize yourself with the proper procedure for using them, should the need arise.

*When you leave Kenyon's premises make sure that all entrances are properly locked and secured.

The College has an Escort Service available to the entire Kenyon community. Simply call the Office of Safety at extension # 5109 or 0 to make escort arrangements. An officer will gladly walk you to your destination on campus. Do not walk alone at night.

Emergencies on campus can be reported by dialing ext. # 5555 from a College telephone. There are seventeen blue-light emergency phones throughout the campus for reporting matters that range from suspicious activity and medical emergencies to fires and requests for escorts. A safety officer will be automatically dispatched to the telephone where the call was placed.

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Years of Service Awards:

Each year, Kenyon College honors its long-term employees by presenting service recognition awards at an annual College function. Service recognition awards will be given after you have completed five, ten, fifteen, twenty, twenty-five, etc. years of service.

Each employee recognized will be given a "thank-you" gift from the College, presented by the President.

Distinguished Service Awards:

Each year, Kenyon also honors administrators and staff members who made exceptional accomplishments, provided outstanding service and dedication to Kenyon students, staff and other customers and who contributed to the overall vitality, beauty and legacy of Kenyon College.

Nominations for this award will be solicited annually by the Office of Human Resources and can be made by any Kenyon College employee or student. The nominations will be presented to the employee's division head who will then forward appropriate nominations to a selection committee comprised of the Director of Human Resources, one member of the administration and one staff member. This committee will review the nominations and recommend, to Senior Staff, one administrator and one staff member to receive the award. The award will be comprised of a plaque and an accompanying check in the amount of $500.

This honor is intended to publicly recognize the work of select administrators and staff members who, while acknowledged for their years of service, deserve special credit for extraordinary contributions to the institution separate from their years of service.

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Kenyon College

Severe Weather Conditions/Power Outages

1. Policy

Given the range of institutional programs, the number of essential services provided and the continuing needs of resident students, the College will remain open in all but the most extreme circumstances. The decision to excuse or dismiss employees from work due to severe weather conditions rests with the President in consultation with the Provost, Chief Business Officer, Director of Campus Safety and the Director of Human Resources. Supervisors are not authorized to make such decisions individually, except as noted below and with the consent of their Division Head(s). College employees are urged to use their own discretion in deciding whether they can safely commute to work. If personal health or safety is at issue in that decision, responsible judgment should be used.

A. Procedure for Postponing or Canceling College Activities

When weather conditions are so extreme that it becomes necessary to postpone or cancel any College activity, including but not limited to, canceling classes and/or sending home non-essential personnel, employees will be notified at the earliest possible time as follows:

• An Employee-Info email

• A voicemail on all campus phones

• On the emergency alert text message service

• By calling (740) 427-7007. Employees should call this number during extreme weather or other emergencies to hear a recorded message regarding the status of work schedules.

Members of the campus community are asked to NOT call the Department of Campus Safety so that telephone lines there can remain open for emergency calls.

B. Employee Personal Safety Precautions

1. The College does not expect employees to take unnecessary risks to report to or remain at work. In cases where an employee decides, due to personal circumstances, that it is best not to report to work or to leave early because of adverse weather conditions and where the College has not issued a closing, late opening or early dismissal, the employee is expected to take annual leave or leave without pay, whichever is appropriate. Individual Faculty may choose to cancel class at their discretion understanding that it is easier for some to reach campus than others. Faculty must inform the students and the department chair if severe weather makes it impossible to meet a class.

2. Power Outages - If employees deem their work environment to be unsafe during a power outage, they may leave after consulting with their supervisor regarding the duration of the outage. All other provisions of section B.1 are applicable.

C. Designated Essential Personnel

Support operations directly involved with maintaining the health, safety and needs of our resident students are considered essential. These support operations include Dining Services, Maintenance, Student Housing, Student Health Center, and Campus Safety. The Bookstore and Library and Information Services, because of the high demand for services and the need to operate continually during severe weather, are also considered essential operations.

When Classes are Not In Session

Certain student support operations are not as vital when classes are not in session. If the College declares a severe weather day when classes are not in session, Division Heads of the respective essential operations noted in C above, have the discretion to determine which employees remain designated as Essential Personnel.

D. Compensation Policy

When a decision is made to declare a severe weather day, closing administrative offices, the following will apply:

1. Except for Essential Personnel, benefit-eligible employees will be granted an excused absence with pay only when one of the following situations occurs:

• A Level 2 Snow Emergency is declared by the Knox County Sheriff's department

• A Level 2 Snow Emergency is declared by the Sheriff's department in the county in which you live

• A determination is made by College officials to send non-essential employees home and/or cancel classes

2. Any level 2 Snow Emergency that is in effect at the start of a shift (for most persons that would be 8:30a.m.) shall be considered to be in effect for the entire shift regardless of when the snow emergency is lifted.

3. Employees who have committed to annual leave, (sick, personal or vacation) prior to any College announcement of closure or delayed opening, will be charged for annual-leave time accordingly.

4. If time is missed due to any other weather conditions OR the local school district in which the employee resides is closed, in order to be paid, the time must be made up or a personal or vacation day must be used. If the time will be made up it must be done within the same pay period.

5. Employees covered by a collective bargaining agreement should refer to their bargaining agreement for any additional terms or conditions provided therein.

Any questions regarding this policy should be directed to the Office of Human Resources to ensure the policy is applied consistently and fairly for all.

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Kenyon College discourages its employees from smoking. Smoking is regarded as a poor health habit which can detract from performance and is often offensive to co-workers and/or customers. While we cannot regulate employee conduct off the job or outside of work hours, we feel it is our responsibility to provide a workplace free of exposure to hazardous substances, and we have therefore established our College as a smoke-free workplace. All employees are expected to abide by this policy while at work.

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Since the first cases of the Acquired Immunodeficiency Syndrome (AIDS) were identified, the medical community has learned much about the nature of this disease. Researchers now know, for example, that AIDS is actually the end stage of a disease that begins with the Human Immunodeficiency Virus (HIV). HIV is both a precursor to and the cause of AIDS. Therefore, being aware of HIV infection and its transmission are extremely important. Transmission of the disease does not occur through casual contact; it requires the exchange of bodily fluids, such as occurs during intimate sexual contact, or by exposure to blood or blood products from an infected person.

The College's responses are based on recommendations issued by the Centers for Disease Control, the Ohio Department of Health, and the U.S. Public Health Service. As those recommendations are modified or expanded, the College will review and appropriately revise these guidelines.

If a Kenyon employee suspects that he or she is HIV-infected, where can testing or care be obtained?

While the College does not offer on-campus health care for employees, it can provide a list of outside HIV counseling and testing sites. Individuals who are tested and those who test positively should consult their family physician for counseling and follow-up medical care.

What if a Kenyon employee is concerned that a coworker or supervisor is HIV-infected or has AIDS?

Kenyon will not require transfers or changes in working conditions because an employee is HIV-infected or has AIDS or because of concerns about a coworker having an HIV-related illness. Federal law prohibits discrimination against handicapped individuals, including persons with AIDS or related illnesses. Complaints of discrimination would be handled according to established grievance procedures.

What if a food service employee is HIV-infected or is suspected of having AIDS?

Employees known to be infected with HIV are not restricted from work. All evidence indicates that HIV is not transmitted during the preparation or serving of food or beverages. Still, all food employees should follow existing standards, which include good personal hygiene and appropriate safety practices. The concern of other employees about a coworker being HIV-infected or having AIDS is not a legitimate reason for changes in work assignments. The presence of a food-service employee with HIV infection will also not be considered a legitimate reason for releasing a student from the board plan.

What about the concerns of the custodial staff?

If an employee is working in an area where exposure to blood or bodily fluids is likely, normal health and safety precautions should be taken. The concern of other employees about a coworker having HIV infection or AIDS is not a legitimate reason for changes in work assignments.

How will Kenyon respond if an employee discloses that he or she is HIV-infected?

HIV infection will be treated as any other serious illness. Kenyon's personnel guidelines on medical disability will apply for employees who are unable to continue working.

Are medical and employment records confidential?

Yes. Medical information provided by the employee for the personnel record is confidential. Anyone who handles personnel or medical records may not improperly release information from these files. Kenyon will not make available confidential information about students or employees except when required by law or when given written permission by the employee or student.

Are there specific provisions in the College's health and life insurance policies regarding HIV infection and AIDS?

No. HIV infection and AIDS are treated as any other chronic illness. Life insurance benefits would be paid to the named beneficiary; disability insurance also has no exclusions and would be paid.

Will employees be routinely tested for HIV infection?

No. Kenyon does not require HIV-antibody testing for the purpose of employment or continued employment. However, if a person suspects that he or she has been exposed to HIV, testing is recommended. The Health and Counseling Center can provide a list of off-campus counseling and testing sites.

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Kenyon College has a vital interest in maintaining safe, healthful, and efficient working conditions for its employees. The College is committed to a drug-free school and work environment for its students and employees and furthermore supports the applicable laws governing the use of alcohol and illicit drugs.

Kenyon also recognizes that its own health and future are dependent upon the physical and psychological health of its employees. Accordingly, Kenyon has established the following guidelines with regard to use, possession or sale of alcohol or drugs:

*The manufacture, possession, use, distribution, sale, purchase, or transfer of, or being under the influence of, alcohol or illegal drugs is strictly prohibited while on Kenyon premises or while performing College business. The use of alcohol when authorized by the College for approved College functions is not prohibited. For purposes of this policy the term "drug" shall include any illicit drug, controlled substance, intoxicating substance, inhalant, counterfeit substance, look-a-like substance, marijuana, cannabis, opiate, hallucinogen, narcotic, or other unlawful drug for purposes of federal or state law including, but not necessarily limited to the Drug Free Workplace Act and the Drug Free Schools and Community Act.

*Employees will not be permitted to work while under the influence of drugs or alcohol. Individuals who appear to be unfit for duty may be subject to a medical evaluation which may include drug or alcohol screening. Refusal to comply with a fitness-for-duty evaluation may result in disciplinary action up to and including discharge. An employee shall notify the Director of Human Resources of any criminal drug statute conviction for a violation occurring in the work place no later than five (5) days after such conviction.

*Off-the-job illegal drug use which could adversely affect an employee's job performance or which could jeopardize the safety of other employees, the public or College facilities, or where such usage could jeopardize the security of College finances or business records, or where such usage adversely affects students, customers, or the public's trust in the ability of the College to carry out its responsibilities, will not be tolerated. Employees who are involved in or suspected of involvement in off-the-job drug activity will be considered in violation of this policy.

*Employees undergoing prescribed medical treatment with a controlled substance that may affect the safe performance of their duties are required to report this treatment to their supervisor through their personal physician.

Kenyon College recognizes that alcoholism/drug abuse is a form of illness that is treatable in nature. The College shall not discriminate against employees based on the nature of their illness. No employees shall have their job security threatened by their seeking of assistance for a substance abuse problem. The same consideration for referral and treatment that is afforded to other employees having non-drug/alcohol related illnesses shall extend to them.

*Every effort shall be made to provide an early identification of a substance abuser, to work with and assist the employee in seeking and obtaining treatment without undue delay.

*Early identification of the substance abuser shall be based upon job performance and related criteria, as well as resulting impairment on the job from the job activities. The supervisor of the employee shall bring such information to the attention of the designated representative for further evaluation. An employee who voluntarily seeks treatment for a substance abuse problem which requires a leave of absence for treatment shall be granted such leave of absence and further shall be eligible for benefits under the specifications of the existing paid and unpaid leave and insurance policies.

Nothing in this policy is construed to prohibit the College from its responsibility to maintain a safe and secure work environment for its employees or from invoking such disciplinary actions as may be deemed appropriate for actions of misconduct by virtue of their having arisen out of the use or abuse of alcohol or drugs or both. Depending on the nature and seriousness of the infraction, an employee may be subject to disciplinary action up to and including dismissal and may be further required to participate in and/or successfully complete a drug or alcohol evaluation, assistance, or rehabilitation program in conjunction with such discipline or otherwise. Depending on the nature of the violation, the authorities may be contacted for criminal prosecution.

Through this program of providing the above information to each employee, the College is making a good faith effort to implement an alcohol-drug program as required by the Drug-Free Schools and Communities Act amendments of 1989 and the Drug Free Workplace Act of 1988.

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We encourage all employees to bring forward their suggestions and good ideas about how our College can be made a better place to work, or how we can improve on our goal of providing the best quality liberal education to our students. When you see an opportunity for improvement, please talk it over with your immediate supervisor. He or she can help you bring your idea to the attention of the people in the College who will be responsible for possibly implementing it.

All suggestions are valued and listened to. When a suggestion from an employee has particular merit, we provide for special recognition of the individual(s) who had the idea.

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Your immediate supervisor is the person on the management team who is closest to you and your work. Your day-to-day contact with your supervisor gives you a chance to receive guidance and counsel regarding your assignments and the progress you make on your job. Your supervisor can show you how your work fits into the overall picture, teach you how to do things, explain the "hows" and "whys," and encourage you when things look a little tough.

Remember, your supervisor knows most of the answers, and, if not, knows where to get them. Your supervisor probably started in a job much like yours and can guide and help you; they want you to succeed! Please get to know your supervisor, and when you need help or have questions, complaints, problems or suggestions, contact them first. He or she is interested in your success, the success of every member of your department, and the overall success of Kenyon College.

Your supervisor is human, has many responsibilities, and needs your cooperation, assistance, and loyalty. He or she wants to help you - that's their job - so please ask, and please be willing to meet your supervisor half way. If he or she cannot help you or answer your question, your question will be referred to someone who can. You can expect to be treated fairly and with respect. Like Kenyon College, your supervisor has a direct interest in you. He or she wants you to consider him or her as your advisor, friend and mentor. Go to your supervisor for information about your job, your pay, or other matters of College policy.

Please don't overburden your supervisor with questions that can be answered by reading this handbook or by checking bulletin boards. Do feel free to ask for clarification of regulations or responsibilities. Any problem that hinders the efficient completion of your responsibilities should be taken up with your supervisor.

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Internal theft can be a serious problem for Kenyon College. Although taking small items of College property many seem inconsequential, the cumulative effect can be very large. Stealing from the College is like stealing from yourself. Losses from theft immediately affect our ability to increase salaries and can jeopardize our ability to run an economically viable educational institution.

Property theft of any type will not be tolerated by Kenyon. We consider property theft to be the unauthorized use of College services or facilities or the taking of any College property for personal use. The following list of examples is not all-inclusive, but provides illustrations of several activities which are unacceptable.

Use of College copy machines for personal use. The office copiers are not provided as a free service to employees. If you wish to use a College copier for personal use, please follow the established procedure to reimburse Kenyon. Failure to do so is a form of property theft.

Taking of company property. No item purchased or supplied by Kenyon should ever be removed from College premises without express authorization of your immediate supervisor and the proper paper work associated with the situation. This rule applies to all College property including equipment, tools, computers, and even pens and paper. Your supervisor has been given detailed instructions on the circumstances in which he or she can authorize you to borrow College equipment or to take samples of your work home. A checkout procedure will be used, and if you fail to return any item removed on schedule, the value of the items will be charged against your paycheck and you may be subject to disciplinary action for theft.

Penalty Clause. Unauthorized possession or removal of College property is a very serious offense. Employees violating this policy will be subjected to discipline up to and including possible dismissal and prosecution. Kenyon College will consider the dollar value of the item(s) taken, the employee's seniority, and the employee's past work record in setting penalties.

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If you are authorized to operate a College vehicle in the course of your assigned work, or if you operate your own vehicle in performing your job, you will be considered completely responsible for any accidents, fines or traffic violations incurred. Please contact the Office of Safety if you have any questions.

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Transfer from one position to another may be required or requested from time to time. Such transfers (up, down, or laterally) will be made with a possible adjustment in pay. Transfers for more than thirty (30) days will be considered permanent transfers.

In the event that you are temporarily or permanently transferred for the College's benefit to a lower position, your wage may need to be adjusted to suit the new position. If you are permanently transferred to a lower position because there is no work in your department, your wage must be reduced to suit the job to which you are transferred.

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Certain departments at Kenyon provide uniforms which employees must wear while at work. Upon termination of employment, the uniforms must be returned or the cost will be deducted from your final paycheck.

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Policy for Employee Use of College Vehicle

1. College vehicles can only be rented by College departments for College business.

2. All drivers must be certified by the Safety Office, including driving record check and completion of driver training program. Certified drivers must be identified at the time vehicle reservations are made.

3. When a vehicle is needed, contact the Coordinator of Transportation Services in Safety. An account number, the destination, name(s) of driver(s), date and time of pickup and return must be provided. Requests must be made at least three days in advance and are granted based on vehicle availability. The use of a College vehicle can be denied in the event of adverse weather and unsafe road conditions.

4. The following vehicles are available:

  • Sedans
  • Six passenger minivans
  • Fifteen passenger vans

Contact the Safety Office for the current per mile charge for each type of vehicle.

5. Drivers must:

A. Pick up keys, gas cards, and mileage forms at the Switchboard in the Safety Building.

B. Follow the "Rules of the Road" when operating a College vehicle.

C. Return vehicle to the appropriate parking space as scheduled and turn in keys, gas receipts, and completed mileage forms to the Switchboard upon return.

6. Possession or consumption of alcohol or illegal drugs is prohibited in College vehicles. Smoking is also prohibited.

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